The following is a document that I put together when faced with a
similar request about two years ago at the University of
Wisconsin-La Crosse. Hope it helps.
James Huesmann
Murphy Library
University of Wisconsin-La Crosse
huesmann@uwlax.bitnet
huesmann@lax.wisc.edu
JOURNAL CATALOGING, CLASSIFICATION, AND LOCATION
A PRELIMINARY ANALYSIS OF ALTERNATIVES
INTRODUCTION
Any discussion of the alternatives available in Murphy
Library with respect to the cataloging, classifying, and location
of journals needs to begin with an analysis of the current
situation and alternatives. From there, a cost/benefit analysis
of changing current practices can be attempted. An initial
caution, however, would be justified; much of the benefit side of
any analysis dealing with service will be subjective and highly
variable. What one person sees as highly desirable may not, and
probably will not, be the same as another. Any discussion of
benefits must be in terms of fulfilling the mission of the
University and the library's mission to UW-L. Allowing other
factors could cause this discussion to degenerate into
conflicting personal preferences and desires.
Also desirable would be definition of certain terms,
abbreviations, and practices. LC signifies the Library of
Congress, source of many of the standards under which we operate.
OCLC refers to the Online Computer Library Center, the source of
our bibliographic records, our inter-library loan services, our
LS2000 catalog and circulation system, and our SC350 and ACQ350
systems. LS2000 alludes to the online circulation and catalog
system. SC350 is the Serials Control subsystem, linked in a LAN
(local area network) to the ACQ350 system, which controls the
ordering and receiving of library materials. Periodicals refer
to journals, magazines, newspapers, etc., regardless of the
format in which the information appears. Current periodicals are
defined as the paper issues of magazines and journals received by
UW-L, until the issues are sent to the bindery or are received on
microform. Microform is the generic word used for microfilm,
microfiche, ultrafiche, micro-opaque, microcards, and other
reduced-size images. Bound Volumes are periodicals which are
retained in paper and bound together in a book format.
Cataloging refers to the development and/or assignment of a
bibliographic record to a particular title. Classifying refers
to the assignment of a unique LC call number.
I) CURRENT PRACTICES
A) Location and Arrangement: At present, periodicals are kept in
the following locations:
1) Current Periodicals - We maintain current periodicals in
four (4) ranges of shelving located in the eastern third of the
first floor. These units allow for 33,320 linear inches of
shelving for current periodicals. In other terms, over a half-
mile of shelving for current periodicals. It is approximately
75% full. They are arranged in alphabetic order.
2) Current Newspapers - We daily place the latest edition of
each newspaper on sticks located in the area just east of the
main staircase on the main floor. Some older editions are later
placed in shelving located east of the current periodicals.
3) Bound Periodicals - Bound Periodicals are located in the
eastern third of the first floor, to the east of the Current
Periodicals and north of the Current Newspapers on the sticks.
We currently have 30 ranges of bound volumes, with 94,430 linear
inches (1 1/2 miles) of shelving. It is almost completely full,
with overflow into book trucks and volumes shelved on top of
other volumes. They are arranged in alphabetic order under their
current titles.
4) Microforms - Microforms are located on the Western side
of the basement floor. Figures as of June, 1989, show that we
have over 35,000 reels of microfiche, over 738,000 microfiche,
and assorted other microformats. Arranged alphabetically by
title.
B) Cataloging: Currently all periodicals in Murphy library are
cataloged. Bibliographic records for all titles exist in the
LS2000 online union catalog, and in the SC350-ACQ350 system.
Holdings information does not yet appear in the LS2000 system due
to software problems. Items do not have their own unique
barcode.
C) Classifying: Periodicals in Murphy Library do not, as a rule,
have assigned LC call numbers. Some monographic serials (books
which come in a serial, or periodic, fashion) are classified and
placed into the stacks. Occasionally, special issues and reports
which accompany a periodical are classified and put into the
general collection. Several business and other "loose-leaf"
services (services where new leaves of information are sent in a
periodic fashion to replace older pages - usually in three-ring
binders or other similar format) are classified and kept in
reference.
II) ADVANTAGES TO THE CURRENT SYSTEM
A) Location and Arrangement: All bound and current periodicals
are centrally located. This allows for greater ease of use on
the part of users. It also reduces work load on staff, both in
terms of working with the materials and in allowing serials staff
to assist our patrons with their serials problems (thus relieving
work load on the public services staff). Alphabetic arrangement
of bound and current periodicals is very simple and familiar for
unsophisticated users. Microformats are located where there is
ample and appropriate space for the equipment needed to view the
information.
B) Cataloging: Each periodical title and format has its own
bibliographic record, allowing us varied methods of displaying
our periodical holdings to users, to use our various automated
systems, and permitting us to participate in interlibrary loan
agreements through OCLC. Not barcoding individual items saves in
material and staff time, as well as simplifying bindery
procedures.
C) Classifying: Classifying only material to be sent to the
stacks or reference shelves saves considerable amounts of
resources, in materials and staff time, which would otherwise be
required.
III) DISADVANTAGES TO THE CURRENT SYSTEM
A) Location: The separation of the serials collection, with
microforms in the basement and current/bound volumes on the first
floor, has been the cause of frequent patron disgust.
Unfortunately, in trying to obtain full runs (i.e. no gaps) of
serial titles, we were often forced to acquire back volumes in
different formats. Thus, for some titles there is a bewildering
array of locations for one title. For example, the American
journal of economics and sociology can be found in the following
locations (listed by volume and year):
Bound: v. 1-19, 23-25, 27-37, 1941/1942-
1959/1960, 1964-1966, 1968-1978
Current: On shelves until volume is completed
Microfilm: v. 20-22, 1960/1961-1963
Microfiche: v. 26, 38-, 1967, 1979-
B) Cataloging: Retaining the correct bibliographic information
for a title can often result in dramatic changes to access.
Periodicals have the bad habit of change their names often, and
thus new cataloging information must be entered. This also
occurs when a title changes size, frequency, publisher, or any
other factor which is cataloged. The lack of bar codes means
that LS2000 can not be used for in-house statistics, nor could
periodicals be circulated (should that become desirable at some
point in the future).
C) Classifying: Without classification, periodicals are not
arranged in any type of subject order. Division of the
periodical collection into discipline areas is extremely
difficult.
IV. OPTIONS
Available options in terms of cataloging, classification,
and location of periodicals fall into a spectrum of
possibilities. At one extreme is complete isolation of the
periodicals collection, in effect its own separate library; at
the other extreme lies complete integration of the periodical
collection into the general collection. Our current position
lies close to the "separate library" idea, and moving toward
integration. Included here are two other scenarios to be
considered. While these should not be considered to be the only
other options, I consider them to be the most probable.
The first option would be the classification of the bound
periodical collection and the integration of the bound volumes
into the general collection of the library. Current and
microform periodicals would remain separate, due to their unique
formats and requirements. Advantages to this position include:
1) Integration of periodicals into their subject areas.
2) Periodical statistics gathered by the LS2000 system.
3) Spreading the burden of the fast-growing bound collection
to the entire building instead of one small area.
Disadvantages to this idea include the following:
1) Initial cost in classifying periodicals.
2) Initial cost in shifting the entire collection of Murphy
Library to make room for the incoming periodicals.
3) Initial and ongoing costs for processing materials.
4) Confusion among less sophisticated users attempting to
find periodical titles spread throughout the building.
5) Requires accessing online catalog to find location of
periodicals (desired now, but would be mandatory then).
Other factors to be considered would include changes in work
flow and increased manpower needed for reshelving.
The second option would be the classification of the bound
periodical collection, but retaining the "separate library"
location. The current and microform collections again would
remain under their present locations and procedures. Advantages
to this alternative consist of:
1) Periodical grouping by subject area.
2) Periodical statistics gathered by the LS2000 system (if
barcoded).
3) Consolidation of title changes - Call numbers rarely
change for a periodical, unless the focus of the journal
changes radically, thus throwing it into a new subject
area and a new call number.
Disadvantages of this notion encompass the following:
1) Initial cost in classifying periodicals.
2) Initial cost in shifting the periodical collection.
3) Initial and ongoing costs for processing materials.
4) Confusion among less sophisticated users attempting to
find periodical titles (less than the previous example).
5) Requires accessing online catalog to find location of
periodicals (again, less than in the previous example).
The third option would be the consolidation of the microform
collection with the rest of the periodical collection. This
concept, due to the lack of suitable space, is currently
impractical. However, it could be considered as a factor with
construction of the new addition. With the consolidation of the
entire periodical collection in one area, all of the previously
mentioned advantages for one location would be enhanced.
These three options are given merely as examples. They are
even capable of combination, (example three with either one or
two).
