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Big Things from Smaller Packages

Enhancing your Catalog with Local Family History Analytics

by William R .Sowers

WHAT ARE ANALYTICS?

Beyond indexes and bibliographies how can a library make journal articles and parts within books with local and family history more accessible to library patrons? One option is analytical cataloging.

Analytical Cataloging creates separate bibliographic records of articles, chapters, sections, etc. within a larger piece such as a book, an article within a journal or newspaper.

For years the Kansas State Historical Society has been using analytic cataloging to provide fuller access to biographical, genealogical and historical information and provide it to researchers. Short pieces within larger titles have been cataloged with their own bibliographic records. Thus library patrons can locate information within the library's catalog without using other indexes, lists and bibliographies. Since about 1986 the State Library has used analytics to a much smaller extent to provide easy access to material of interest to its patrons as well.

WHY SHOULD YOU CONSIDER ANALYTIC CATALOGING?

  • Analytic bibliographic records have the advantage of being in your catalog, normally the first place (other than the friendly reference staff awaiting questions nearby!) many patrons go to in their search for information.
  • Local information set within a larger volume can be permanently traced in your catalog.
  • If you have a book on famous tornadoes in American history and Chapter 14 is about the "Big One of '44" that swept through your community you can catalog that chapter and make it readily accessible to your patrons.
  • An article displaying local folk art in your county appearing in a journal published twenty years ago can have its own record in your catalog.
  • Biographies of citizens who lived in your area included in the 1918/1919 editions of A Standard History of Kansas and Kansans can be loaded in your catalog allowing subject access to people who helped settle and build up the surrounding community.
  • Interviews of early pioneers which appeared as a series of articles in your local paper 70 years ago can be cataloged giving subject access to people and events in your local history.
  • Articles from popular history periodicals such as the Kansas State Historical Society's

Kansas History can be cataloged and added to your catalog providing added access for students doing Kansas history reports.

 

SOME ANALYTIC CATALOGING YOU CAN VIEW AND USE

Using the Kansas Library Catalog
http://ksuc-agent.auto-graphics.com/Iluminar/home.asp?lid=ksuc#Iluminar
The KLC already contains thousands of Kansas local history and biography records. You can view these records on the KLC and can also copy and load them into your own catalog. Some examples of "Host Items" (i.e. titles out of which the analytics were cataloged) appear below with an estimate of analytics on the KLC and samples you can look up.

ILLUSTRIANA KANSAS. (Hebron, Neb. : Illustriana Incorporated, 1933)
(This is a completed project with over 3,500 records in the KLC)
Examples:
Abraham Grant Lott     (Look at SAMPLE 1 to see this in MARC format)
Adlai Grover Wallace
John Edgar Addington
Samuel Thomas Millard

KANSAS HISTORY. (Topeka, Kan. : Kansas State Historical Society, 1978- )
(On ongoing project to catalog articles out of this journal with over 470 records in the KLC)
Examples:
The Arabia Incident / by Phillip R. Rutherford     (Look at SAMPLE 2 to see this in MARC format)
The Army and the horse thieves / by James David Drees
Voices from a disease frontier: Kansans and Cholera, 1867 / by James N. Leiker
Tragedy As Triumph: Liberal, Kansas, And Its 1933 Tornado / by Pamela Riney-Kehrberg

SWEET PRAIRIE HOME (Monroe, N.Y. : M.L. Hall, 1990)
(This is a complete project with over 200 records in the KLC)
Examples:
Bert Prose     (Look at SAMPLE 3 to see this in MARC format)
Dave Clodfelter
Jacob Hirschler
Moses T. and Sabina (Hess) Burdett

Other titles with analytics in the KLC:

STANDARD HISTORY OF KANSAS AND KANSANS (Chicago : Lewis, 1918)
(A new project which not only includes 200 biographies from volume 3 but also includes links to the same biographies which have been put up on the Internet at: http://skyways.lib.ks.us/genweb/archives/1918ks/biondx.html)

KANSAS HISTORICAL QUARTERLY (Topeka, Kansas State Historical Society, 1931-1977)
(An ongoing project to catalog articles out of this older KSHS periodical: 350 articles cataloged)

CURRENT BIOGRAPHY YEARBOOK (New York, : H.W. Wilson Co., 1955- )
(The State Library has cataloged the biographies out of this back to 1988)

WHO WAS WHO IN AMERICA WITH WORLD NOTABLES (Chicago : Marquis Who's Who, c1981) Vol. 7, 1977-1981
(The State Historical Society has cataloged the biographies of Kansans within this volume)

[LOCAL CLIPPINGS FILES]
(The State Historical Society keeps clippings files with obituaries and other articles gleaned from newspapers and other sources. Each entry within these files is analytically cataloged)
(Look at SAMPLE 4 to see an example of a clippings record in MARC format)

 

BASIC GUIDLINES FOR CATALOGING ANALYTICS USING MARC FORMAT

This short presentation will not teach you how to catalog analytics! But it will give you basic information and some resources you can check, online and "offline," to help you in your work.

How are analytic cataloging records different from monograph (book) MARC records?

  1. In the 008 or "fixed" field the letter, "a," is used after "Blvl:" rather than "m" which is used for most monograph titles if you are cataloging analytics from a monograph/book host title. If you are cataloging articles from a serial/journal title a "b" is used here..
  2. No 260 field is normally included in an analytic record. In a monograph record this field is used to indicate a publisher, place of publication and year of publication. In an analytic record this information is found in the 773 field. You'll find that some libraries do include this information in the 260 field anyway. They usually put this information in [brackets] within the 260 field.... it's a bit obsessive as it duplicates what's done in the 773 field but since the State Library of Kansas is one of these libraries that sometimes goes this extra mile I figured I should mention this.
  3. A 773 field is included in all analytic records. This is the "Host Item Entry" field and it is the most identifying feature of an analytic cataloging MARC record. It describes the "item that contains the component" (quoted from: OCLC's Bibliographic Standards and Formats Handbook). This is the line where you'll input information on the book or periodical from which you got the article, chapter or section.

 

MORE ON THE 773 FIELD

What appears in this field is a full bibliographic description of the book or journal issue from which you've cataloged the analytic record. The basic MARC Format indicators usually used in constructing this field are:

$7       Control subfield
(The use of this field is optional. You can find a good explanation of it at: http://www.oclc.org/bibformats/en/7xx/76x-78x.shtm)
$a       Main entry heading (Author or title of work)
$b       Edition (Edition statement such as one would find in the 250 Marc format field)
$t       Title (If the work has an author in the Main Entry the title is preceded with this)
$d       Place, publisher and date of publication (Place of publication, issuing body, year(s) of publication)
$g       Relationship information (If the Host Item is an issue of a serial or a volume of a monographic set the numbering/date goes here)
$w       Record control number (The Host Item's OCLC number goes here)
$x       International Standard Serial Number (ISSN number for serial titles)

The 773 fields reads much like a bibliographic citation with the indicators separating the different parts of the citation. Here are some examples:

Author Main Entry:

773 $a Hall, Mary L. $t Sweet prairie home. $d [Monroe, N. Y.] : M.L. Hall, [1990]. $w (OcoLC) 22834409

773 $a Connelley, William Elsey, 1855-1930. $t Standard history of Kansas and Kansans. $d Chicago : Lewis Publishing Company, 1918. $w (OCoLC)3552054

Title Main Entry:

773 $t American national biography. $d New York : Oxford University Press. $g v. 1 (1999) $w (OCoLC)39182280

773 $t Illustriana Kansas. $d Hebron, Neb. : Illustriana Incorporated, 1933. $w (OCoLC)3552054

Serial Title (Note the volume and date after the $g):

773 $t Kansas history. $d Topeka, Kan. : Kansas State Historical Society, 1978- . $g Vol. 21, no. 2 summer 1998) $w (OCoLC)3578697

773 $t Current biography yearbook. $d New York : H.W. Wilson. $g v. 52 (1991)

A Bibliography/Webliography of cataloging Materials/Tools can be found here.


William R .Sowers
State Library of Kansas
1-785-296-3296
1-800-432-3919 (in-state toll free)
ksdocs@library.ks.gov


|     Last modified: Jan 31, 2012