Centralized Cataloging
Centralized cataloging is defined as a cooperative arrangement for the preparation of bibliographic records by one agency to which all cooperating agencies may have access. Advantages include high quality professional work, increased processing, decrease in unit costs, and improved dissemination.
cooperative cataloging
Cooperative cataloging means that the separate libraries are responsible for adding and maintaining their own MARC cataloging records in a shared database.
NWLS and the system’s member libraries follow a cooperative method for cataloging. For the majority of member libraries, their collections are kept together on a regional union database called Merlin. The specific process of cooperative cataloging is quite efficient in itself. Libraries are first required to check the Merlin database for a match. The Merlin catalog contains over 370,000 titles so that we believe 90% of our records needing cataloging can be found right in our database. If a record is found in Merlin, the cataloger simply needs to choose a pre-defined holdings template, add their barcode and call number information, and save the record. This is what we refer to as a “match and attach” principle (nationally this is known as “copy cataloging”) where the whole idea is to lessen the amount of time and effort it takes to perform cataloging. If a record is not found in Merlin, the cataloger is to then search for the title from one or more reliable databases (one of which is OCLC WorldCat) available in a record utility list (available within the software), and again use a template to add their holdings information if found. We believe this covers about another 9% of records needing cataloging. We have estimated that 99% of this cataloging activity is copy cataloging and 1% is original cataloging (usually done by NWLS staff).
The integrity of the Merlin catalog is maintained through several measures: (1) all participating libraries agree to follow a cooperative method of cataloging; (2) the Consortium will establish certain minimum level requirements for new records as well as establish bibliographic standards specialized for our system that do not deviate from national standards; and (3) NWLS staff will perform routine clean-up and de-duping of retrospective materials as deemed necessary.
To view the Merlin Cataloging Manual, visit the shared automation training section.
WISCAT is the Wisconsin statewide union library catalog. At $200 a year, WISCAT offers online holdings maintenance and interlibrary loan functionality. Below is a description of the WISCAT cataloging process.
The cataloging methodology for WISCAT is another example of a cooperative cataloging process. The process involves library staff locating individual records in WISCAT, entering a call number or modifying a current holding, or deleting a holding, and saving the add or change directly in the WISCAT catalog. Any records not found on WISCAT can be imported from outside sources. WISCAT staff members provide training/technical support to local libraries.
To go to the WISCAT cataloging manual, visit the WISCAT cataloging guide (pdf).