RE: use of initials for cataloging stats and identification

[Cheryl Gowing <cgowing@xxxxxxxxxx>]

We do something similar using a 910 in the bib record for cataloger's
initials and a III created field, 'initials' - tag 'i' , to add initials in
the item record.   I've written macros that automatically add the initials
plus the current date.   The date allows you to sort by cataloger and date -
useful if you need to track activity during a certain period of time, etc.

We've asked everyone to use 3-digit initials to make it easier to
differentiate between individuals.   We started doing this before you could
run a create list on the marc tags/subfields, so we also have everyone start
the 910 and item initials fields with an asterisk *  so we could weed out
OCLC holdings symbols.   We've just kept doing this, although it's probably
not necessary.

We've also use the 910/item initials to differentiate between different
kinds of cataloging activity.   For volume/title stats I can differentiate
between copy/original, new/recon cataloging in other ways, but the 910 info
allows me to see the work in relation to an individual's assignment.
 
New cataloging [copy or original] :       910    *initials date   [*cag
1/7/00  ]
Recon cataloging [copy or original] :    910    *recon initials date
[*recon cag 1/7/00 ]
                                                                        [you
could do date initials depending on what you want as primary sort
Record revisions [post cataloging]   :   910    *rev initials date   [*rev
cag 1/7/00]

We started using *rev so we could develop some *raw*  stats on how many
times we touch records.   All the database maintenance and authority control
activity we do often falls off the administrative 'radar screen', and we
thought this would be one way to document that these folks are vital to our
operation.   I haven't yet had to justify this activity - but just in case -
and we're just curious anyway.  Also,  this helps to track down who did what
to a record if there is a problem later or some other question about the
record.

Hope this is of some assistance.

cheryl

	Cheryl Gowing
	Coordinator,
	Knowledge Access Mgmt Division
	Richter Library
	University of Miami
	Coral Gables, FL 33124

	Phone:  305-284-4726
	Fax:   305-665-7352
Email:  cgowing@xxxxxxxxxx

	-----Original Message-----
	From:	Elizabeth Swift [SMTP:eswift@xxxxxxxxxx]
	Sent:	Friday, January 07, 2000 11:58 AM
	To:	INNOPAC@xxxxxxxxxx
	Subject:	Re: use of initials for cataloging stats and
identification

	We use a letter for each cataloger in bibliographic and item
records.  These
	go in a (y MARC) 945 field in the Bib record and a (y MARC) 999
field in the
	item record.  At the beginning of each month, the head of cataloging
creates
	lists to gather each cataloger's statistics for the previous month.

	Patricia Thompson wrote:

	> I am starting to look into and experiment with ways to automate
our
	> cataloging statistics keeping using macros during the cataloging
process
	> that contain staff members initials, etc.  I know that many
libraries use
	> various types of systems to do this. Would any of you be willing
to share
	> your methods, such as which fields and subfields you use and what
types of
	> reports you pull using them?
	>
	> Thanks.
	> Pat
	>
	> Patricia R. Thompson
	> Head of Cataloging
	> Jessie Ball DuPont Library
	> University of the South
	> 735 University Avenue
	> Sewanee, TN 37383
	> (931) 598-1657
	> (931) 598-1702 (fax)
	> pthompso@xxxxxxxxxx

	--
	Elizabeth E. Swift
	System Librarian
	Jefferson County Library Cooperative
	2100 Park Place
	Birmingham, AL 35203-2794
	eswift@xxxxxxxxxx
	Tel. 205.226.3722
	Fax 205.226.3729
	http://www.jclc.org