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View and Reflect

Summary

1. Why Cataloging Consistency Matters

  • Search failures happen when records are inconsistent or incorrectly coded (e.g., missing series entries, wrong formats).
  • Cataloging exists to help patrons find materials—not just to produce records.
  • Inaccurate fields cause issues such as duplicate records, broken holds, and items not showing in searches.

2. Overview of Item Fields and Their Purposes
Item fields generally act as “toggles” that influence:

  • Circulation rules (loan periods, renewals, holdability).
  • Search and discovery (Enterprise facets, Kids Catalog displays).
  • Reporting (collection composition, circulation statistics).

3. Key Item Fields Explained

A. Circulation Type (CIRC Type)

  • Determines checkout length, renewals, fines, and hold permissions.
  • Libraries are converting to standardized CIRC types (e.g., 14-day, 28-day, local only, non-renewable).
  • Catalogers should ensure correct selection because it directly governs circulation rules. 

B. Home Location

  • Indicates where an item is shelved (“Stacks,” “Fiction,” “Montana Room,” etc.).
  • Affects visibility (shadowed vs. not shadowed) in both staff and patron interfaces.
  • Important for cleanup reports (e.g., stuck in cataloging, missing).

C. Item Category 1 – Physical Format (Required)

  • Must be filled for every item (book, DVD, LOT, audio, etc.).
  • Incorrect format affects search facets and reporting.
  • Needs consistent use across libraries and sharing groups.

D. Item Category 2 – Audience (Required)

  • Common options: Adult, Juvenile, Easy, Early, Middle, Young Adult.
  • Controls what appears in Kids Catalog; mislabeling YA as juvenile can unintentionally show YA items to children.
  • Can be batch-edited by system admins if needed.

E. Item Category 3 – Collection (Optional)

  • Used to group items into meaningful collections (e.g., Mystery, Spanish, Montana).
  • Should be used consistently but only when helpful; call numbers may work better for genre systems.
  • Should not be used as a substitute for subject headings.
  • Can be cleaned up or batch-edited upon request. 

F. Item Category 4 – Ratings

  • Mainly used for movie/TV ratings (G, PG, R).
  • Helps patrons filter out unwanted content.
  • Must be used consistently; bib records are often too inconsistent for automated updates.

G. Item Category 5 – Statistical Use

  • Tracks item origin (donation, Friends group, vendor, grant-funded).
  • Used for local statistical reporting and budgeting.
  • Not shown in Enterprise.

4. Cataloging Maps & Cleanup Reports

Cataloging Maps

  • Help ensure that catalogers use item fields consistently for each material type.
  • Useful for identifying incorrectly coded items (e.g., DVDs marked as books, board books labeled adult).
  • Accessible in BlueCloud under Shared Reports → Cleanup Reports → CAT Map. 

Cleanup Reports

  • Identify items stuck in incorrect home locations (e.g., missing, processing).
  • Support continuous catalog maintenance.

5. Best Practices and Reminders

    • Cataloging is ongoing; standards evolve and records need maintenance.
    • Use item fields consistently, especially within sharing groups.
    • Develop cataloging maps and succession plans to ensure continuity.
    • System administrators can batch-edit many fields upon request.