It’s now time to take stock

Written by Julie Styles, Cataloguing Librarian, SCIS

With the end of the year fast approaching, now is an excellent time to consider stocktaking your library collection. You may want to stocktake the whole collection at once or do the fiction this year and the non-fiction next year. It all depends on how much time you have available and how much labour you have at your disposal.

Advantages of stocktaking

In handling each resource, you learn a lot about what you have and have not in your collection.

It may be time to ‘weed’ out outdated or little-used material. The ever-changing subject areas of computer science, science and geography are always a good place to start.

Books in a poor state of repair may need to be repaired or replaced.

You are likely to find at least a few books that have been incorrectly shelved and missing for a long time.

Gaps in subject areas will be discovered. You may have nothing or very little on 3D printing. You may alternatively decide you have quite enough on ancient civilisations.

Due to popularity, you may decide to buy additional copies of some titles.

Best of all, your collection will be all organised and ready to start the next school year.

Colourful books stacked tightly
Photo by Robert Anasch on Unsplash

How to go about doing a library stocktake

As always, we recommend that you speak to your library management software vendor for specific instructions on how to complete a stocktake.

Stocktaking and SCIS records

The SCIS catalogue, like every other library catalogue, is continually evolving. It reflects changing international standards in cataloguing and internal policy decisions. Many of these internal changes come as a result of your feedback and often enhance the usability of the catalogue. Usually, we implement changes from a certain date and do not worry about previous records. However, in some circumstances, it is considered necessary to change older records also. When this is the situation, in many cases, we can make ‘blanket’ or ‘global’ changes to our older records. As this is a big job, we usually concentrate our efforts on records created in the last ten years.

Changes that impact SCIS records

In 2015 we stopped treating stories with rhyming text as poetry, changing the Dewey number from the number for poetry to F for fiction. And the subject headings for all these titles now had Fiction as a subdivision instead of Poetry. The SCIS genre heading Stories in rhyme and the SCOT Verse stories was also added to the record. Global changes were made to records made in and after 2012.

Before 2018 series titles were recorded as presented on the item, resulting in inconsistencies across records. Selecting consistent and authorised series authorities, and updating records has been a significant project and work continues to ensure that older records are linked with the correct series term.

From January 2018, we started adding diacritical marks to name and series authorities. This particularly made a difference to names and titles in the Māori language. We continue to update older records to reflect these new authorities.

Series sequential numbering terms such as Bk., Book, No., Number, Pt, Part, Vol., Volume and Issue are no longer included in the series statement.

RDA cataloguing rules require cataloguers to enter the information exactly as it appears on the book. But this can cause inconsistencies in series filing as the sequential terms used often vary amongst publishers. It was for this reason that SCIS revised its cataloguing standards in May 2018 to record the series number without the sequential term. Older records are now being stripped of these terms.

In addition to these major bulk changes, we occasionally pick up spelling errors, Dewey number errors, and cataloguing errors in individual records which we correct immediately.

Finally, if you prefer to take on a smaller project, we have recently deleted nearly two thousand records for websites that no longer exist and updated nearly 800 URL’s on records that have been re-directed. It may be time to review your website records against the records we have or no longer have on our database.

Conclusion

At SCIS, we have worked hard to make changes to records to improve the functionality of your library catalogue. However, if you still have many of the old records, your library users will not be gaining the full benefit of all these improvements.

Libraries that wish to update their SCIS records to pick up enhancements may decide to re-download the record for each of the titles handled during a stocktake. Yes, it will add to the process, but it is certainly not something you will have to do every year. However, I emphasise, if you want to do a big ‘clean up’ overwriting existing records with SCIS records, you need to confirm with your library management software vendor first to make sure you are doing it correctly. We do not want you to end up with duplicate records or deleted records inadvertently.

Please feel free to share your stocktaking experiences.

Happy stocktaking!

Acknowledging Indigenous communities and culture in SCIS Data

The Schools Catalogue Information Service (SCIS) wishes to acknowledge the Kulin Nation, Traditional Custodians of the land on which our offices are located, and pay our respects to Elders past, present and emerging. We also acknowledge the Traditional Owners of the lands across Australia, their Elders, Ancestors, cultures and heritage.

The theme for National Reconciliation Week 2020 is #InThisTogether2020, and in these trying times, this has never been more relevant.

SCIS recognises our responsibility to work for national progress in reconciliation and we are committed to continuing to work towards achieving this outcome.

SCIS cataloguing standards recognise the rich and special nature of indigenous communities in society. As an Australian and New Zealand focussed database, we have some unique cataloguing standards that recognise the Māori and Australian Aboriginal and Torres Strait Islander cultures in our database.

Dewey Decimal Classification and book numbers

To give emphasis and a shorter number to religion, spirituality and creation stories of the Australian Aboriginal people, the permanently unassigned Dewey number 298 is used.

For works where the book number would, if built according to SCIS Standards, be ABO and covers topics on Australian Aboriginal peoples, substitute the letters ABL.

SCIS Subject Headings

Resources on specific indigenous people are entered under their name e.g. Iwi (Māori people), Torres Strait Islanders, Aboriginal peoples.

Māori terms where applicable are used e.g. Waka, Wharenui, Te Reo Māori.
Names of Māori tribes can be added to the list e.g. Tainui (Māori people), Waikato (Māori people).

Reconciliation of Aboriginal and non-Aboriginal Australia is an allowed heading, along with Stolen generations.

Additionally, the names and languages of every major grouping of Australian Aboriginal peoples have been added.

SCIS Subject Headings SCIS Subject Headings

SCIS Standards are always changing and adapting to meet our school library communities’ expectations. We welcome feedback; the SCIS Information Services Standards Committee (ISSC) is happy to receive and review suggestions from our school library community.

#InThisTogether2020 #NRW2020

Renate Beilharz
Cataloguing team leader, SCIS

Renate has worked for SCIS since 2018. A qualified teacher librarian, she worked in secondary school libraries for 20 years before teaching library and information services at Box Hill TAFE. She is passionate about ensuring that schools receive the quality data needed to empower information discovery for students.

What are special book numbers?

Mavis Heffernan, SCIS Cataloguer, explores special book numbers. 

Book numbers are the set of three letters found in the SCIS call number. SCIS records all contain call numbers:

  • Fiction items are given the collection code F and a Book number
  • Non-fiction resources are given a classification number using Dewey Decimal Classification and a Book number

 

 

Book numbers usually comprise the first three letters of the first filing word of the main entry, i.e. author or title (where there is no author or only an editor).

However, special book numbers are employed for certain classes of material. Some special book numbers serve as a shelving device for biographies or to place works such as commentaries and adaptations with the original text. Other special book numbers are a result of alphabetical sub-arrangement within Dewey classes.

Special book numbers are used in the following cases:

Works about the subject

  • Individual biography, Family biography, Musical group biography

SPR (Bruce Springsteen by Marty Monroe)

BRO (Everyman’s companion to the Brontes by Barbara Lloyd)

  • Commentaries and critical works

BEA (The complete guide to the music of The Beatles, by John Robertson)

BRO (Emily Bronte’s Wuthering Heights, by Frances McCarthy)

  • Abridgements and adaptations of literary works, including film adaptations

AND (The ugly duckling [by Hans Andersen] retold by Brenda Parkes

MIT (Gone with the wind [videorecording of the motion picture based on the book by Margaret Mitchell])

Dewey instructions for sub-arrangement

Special Book numbers are used in all ADDC15 and DDC23 classes where the Dewey Editors give the instruction to sub-arrange alphabetically. For example specific named automobiles, specific television programs, specific computers, computer programming languages and computer programs. Also, special book numbers are provided in the schedules for DDC23 numbers for William Shakespeare:

629.2222 MG (Specific named automobiles, e.g. MG) DDC23

791.4572 STA (Specific television program, e.g. Star Trek) DDC23

004.165 MAC (Specific named computer, e.g. Macintosh) ADDC15 and DDC23

H (Lamb’s tales from Shakespeare) DDC23

P3 (The merchant of Venice by William Shakespeare) DDC23

Extraordinary special book number – ABL

It is SCIS policy to use this special book number for works where the book number would, if title main entry and covering topics on Australian Aboriginal peoples, be ABO:

305.89915 ABL (Aboriginal studies)

635.089915 ABL (Aboriginal bush gardens: teacher and student information and examples)

We hope this offers an insight into how the SCIS team creates high quality, consistent catalogue records for school libraries. Happy cataloguing!

Is there life beyond MARC?

SCIS forges into a new frontier

The Schools Catalogue Information Service (SCIS) is working with several major school library management system vendors in Australia and New Zealand to revolutionise how library catalogue records are distributed to schools.

Continue reading Is there life beyond MARC?

Where SCIS becomes much more … muchier

For anyone who may follow us on social media, or has chatted to the team recently, you may be aware that SCIS keeps talking about our ‘big infrastructure upgrade’. This is the result of three years of quantitative and qualitative market research – thank you once again to everyone who has provided feedback along the way.

So here’s a little more detail about what a SCIS infrastructure upgrade means, and why we’re so excited.

Continue reading Where SCIS becomes much more … muchier

Fare thee well, GMD

Since early 2014, SCIS has been working through its RDA implementation plan. For those who are not familiar with RDA, it stands for Resource Description and Access, the cataloguing standard introduced to replace Anglo-American Cataloguing Rules (AARC2).

SCIS is very pleased to announce the next major step in that plan. From April 2017, SCIS will cease use of the GMD (General Material Designation), a set of deprecated terms used to describe the ‘Type’ of resource.

SCIS will now use the RDA cataloguing standard of ‘Content, media and carrier type’ to describe the resource. This comes after consultation with, and preparation by, the library management systems who distribute SCIS metadata. While use of RDA for type was adopted as a SCIS cataloguing standard in 2013, GMD was maintained in order to support older systems, a move which is no longer necessary.

Continue reading Fare thee well, GMD

SCIS cataloguing standards update: Dewey or don’t we?

There has been some discussion at SCIS about how schools treat picture books that rhyme. It has been SCIS practice to classify stories in rhyme picture books as poetry, with each book allocated a Dewey Decimal number. However, feedback in workshops and surveys indicate that this did not reflect the preferred classification in schools.

The Information Services Standards Committee (ISSC) meets regularly to discuss and make revisions to the SCIS Standards for Cataloguing and Data Entry, and this issue was recently discussed during a teleconference with the committee. The decision was made on behalf of the ISSC to classify stories in rhyme picture books as fiction, intending to make browsing easier for students and staff in schools. This will also save you the time spent changing the classifications manually.

If you have any questions about this update, please contact scisinfo@esa.edu.au.

We are interested in learning more about how you manage resources so that our standards continue to reflect schools’ needs

We want to make sure our catalogue records continue to meet the needs of our subscribers. Can you spare ten minutes to complete this survey so we can understand how resources are being managed in school libraries?

All survey respondents will go in the draw to win a $250 book card.

Genre Headings

It is SCIS policy to assign genre headings to works of fiction, including fictional films, television programs, etc. In some cases more than one genre heading may be assigned, as well as subject headings from a theme. Obviously not all SCIS records will contain a genre heading.

The ‘Guidelines to Using SCIS Subject Headings’ contains a comprehensive list of all the fiction genre headings used by SCIS  (see section 5.7).

To see which records in your library contain any of the above headings, you can do a subject search within your library system. Similarly, if you want to see which records on the SCIS database have been given genre headings, you can login to SCIS OPAC:

Go to Advanced options http://opac.scis.curriculum.edu.au/vwebv/searchAdvanced.

  1. In the ‘Search’ box type in the genre heading, for example ‘school stories.’
  2. Select ‘as a phrase’ from the drop down menu.
  3. Select ‘subject’ from the second drop down menu.
  4. Once you retrieve your results, you can then select ‘Publication (most recent first)’ from the ‘Sort by’ drop down menu.

Taking the guesswork out of genre by Brendan Eichholzer, from the latest issue of Connections, explores the issues of shelving by genre. He argues that ‘Knowing where each book lives is a key component of the job description.’

If you are thinking of genre-fying the library there are some excellent posts from colleagues outlining the processes they have gone through – here are two of them:

Genre-fying the Library! (3)

Genre Shelving In Progress.

genre

 

More RDA updates

SCIS hybrid RDA standards

RDA: Resource Description and Access is the cataloguing standard that replaced the Anglo-American Cataloguing Rules in 2013. SCIS has been working on a staged implementation of RDA to manage the impact on school library systems and their users. When SCIS started using the transitional standards on 1 July 2013 the intention was to move completely to RDA on 1 July 2014. This timeline is not going to be possible.

SCIS has delayed the full implementation of RDA for a further 12 months.

Bible and Qur’an headings in SCIS

Background

Descriptions of resources created according to RDA instructions are easier for users to understand. Many of the obscure abbreviations previously used by cataloguers have been abandoned in favour of familiar language. This brings us to access points (both preferred titles and subject headings) for the Bible.

The Bible

Bible Bookmark by George Redgrave CC-by-nd
Bible Bookmark by George Redgrave CC-by-nd

Bible headings were previously constructed in this pattern:

Bible
Bible. N.T.
Bible. N.T. Luke
Bible. O.T.
Bible. O.T. Genesis
Bible stories – N.T.
Bible stories – N.T. Gospels
Bible stories – O.T.
Bible stories – O.T. Exodus

RDA has made two major changes. The abbreviations ‘N.T.’ and ‘O.T.’ are spelled out as ‘New Testament’ and ‘Old Testament’. Individual books of the Bible are entered directly under the heading ‘Bible’. The same list of headings now looks like this:

Bible
Bible. Genesis
Bible. Luke
Bible. New Testament
Bible. Old Testament
Bible stories – Exodus
Bible stories – Gospels
Bible stories – New Testament
Bible stories – Old Testament

The Qur’an

The conversion to RDA also provided the opportunity to use the more commonly transliterated form ‘Qur’an’ rather than ‘Koran’ for headings relating to this sacred text. This change does not apply to the transcription of titles or contents which may contain the word ‘Koran’. For example:

Text of the Qur’an
Preferred title: Qur’an
Title statement: The Koran / translated with notes by N.J. Dawood

Work about the Qur’an
Title statement: The Koran : a very short introduction
Subject heading Qur’an – Criticism, interpretation, etc.

Changes in the SCIS database

More than 650 authority records for the Bible and Qur’an, representing headings in over 5,000 bibliographic records were changed in SCIS in January 2014. This was accomplished using the global headings change facility in Voyager, the library management system used by SCIS. The first edition of SCIS authority files in 2014 contains these changed authority records.
‘Use for’ references have been provided for every individual book of the Bible, for example:

Bible. Luke
UF Bible. New Testament. Luke
Luke (Book of the New Testament)

These references allow users who include ‘New Testament’ or ‘Old Testament’ in their headings search, or search directly for the name of the book to be directed to the preferred heading.

Changes in SCIS subject headings
There were relatively few changes required for SCIS Subject Headings, which contain only selected examples and pointers as to how to construct subject headings for parts of the Bible and stories based on Biblical events. The opportunity was taken to include some extra instructions to assist cataloguers in devising Bible headings, for example:

Bible stories – New Testament
For retold or adapted stories from individual books of the New Testament, see headings such as Bible stories – Luke.

Changes in your library system

Individual library systems vary in their capacity to manage global changes. Depending on the nature of your collection and your library system, these changes may or may not represent a challenge. If you use SCIS authority files and your system is set up to automatically match headings in your database when you import the new authority file, the changes may be quite straightforward. In other cases you may need to ask your library system vendor or your user group for advice on how to manage the impact of these changes.

SCIS Asks 2013: The future of discovery systems

This SCIS Asks 2013 presentation by Alan Manifold, Digital and Library Applications Manager at the State Library of Victoria sets the future of library discovery architecture in the context of the evolution of library systems and search. Alan outlined the purpose of metadata as being to:

Alan Manifold and Ben Chadwick
Ben Chadwick and Alan Manifold
SCIS, CC-by-nc
  • Authorize
  • Limit
  • Evaluate
  • Categorize
  • Link

He postulated that the format of the item no longer matters, it is about providing connections between resource and curriculum and resources inside and outside the library.  The catalogue which was once designed for inventory control has morphed into a search engine.

Alan posed questions about the evolution in libraries and catalogues in the age of electronic resources, searchable full text and mega-aggregate sites.  He touched upon discovery products such as EBSCO, WorldCat Local and the State Library of Victoria’s Primo Central. A useful observation was that while school students need authoritative information as soon as possible, they tend not to require a specific title or edition of a work.

His advice was that SCIS needs to provide connections between resources and curriculum and external indexes and search platforms.  He recommends SCIS

  • continue to provide quality metadata
  • increase the connecting of resources with curriculum
  • work on linking controlled vocabularies
  • highlight diversity of resources and formats and
  • explore ways to rate materials

Education Services records its thanks to Alan for his clear thinking and recommendations.