Cataloging (or cataloguing) is the systematic process of creating metadata for library materials to facilitate organization, discovery, and access. In integrated library systems like Koha, cataloging is the foundation that enables patrons to search for and locate items in your collection.

What Does Cataloging Involve?

Cataloging in a library context includes several key activities:

1. Bibliographic Description

Creating detailed records that describe each item:

  • Title and statement of responsibility
  • Publication information (publisher, place, date)
  • Physical description (pages, dimensions, format)
  • Series information
  • ISBN/ISSN and other standard numbers

2. Subject Analysis

Determining what the item is about and assigning:

  • Subject headings (Library of Congress or Sears)
  • Classification numbers (Dewey Decimal or Library of Congress)
  • Keywords and tags

3. Authority Control

Maintaining consistency in:

  • Author names and corporate bodies
  • Series titles
  • Subject headings
  • Uniform titles

4. Holdings Information

Recording item-specific details:

  • Barcode numbers
  • Call numbers
  • Location and shelving information
  • Copy and volume numbers
  • Item type and circulation rules

Cataloging Standards in Koha

Koha supports international cataloging standards including:

MARC21 (Machine-Readable Cataloging)

The dominant metadata format in North American and many international libraries. MARC21 provides a structured framework with numbered fields for different data elements.

RDA (Resource Description and Access)

The modern cataloging standard that replaced AACR2. RDA focuses on content, carrier, and relationships between resources.

AACR2 (Anglo-American Cataloguing Rules, 2nd edition)

The predecessor to RDA, still used in many libraries for legacy records.

ISBD (International Standard Bibliographic Description)

An international standard for bibliographic record structure and punctuation.

The Cataloging Workflow in Koha

Step 1: Receive the Item

Physical or electronic materials arrive at your library through purchase, donation, or subscription.

Step 2: Search for Existing Records

Before creating a new record, catalogers typically:

  • Search the local catalog for duplicates
  • Query Z39.50 servers (Library of Congress, OCLC, national libraries)
  • Check for matching records to import

Step 3: Create or Import the Bibliographic Record

  • Import a high-quality record from an external source, OR
  • Create an original record using MARC cataloging templates
  • Edit imported records to match local practices

Step 4: Add Holdings/Item Records

Attach item-level information:

  • Barcode
  • Call number
  • Home library and current location
  • Collection code
  • Item type (book, DVD, periodical, etc.)
  • Public and internal notes
  • Replacement price

Step 5: Authority Control

Link to authority records for:

  • Personal and corporate names
  • Uniform titles
  • Series
  • Subject headings

Step 6: Quality Control

Review records for:

  • Accuracy and completeness
  • Spelling and punctuation
  • Proper MARC coding
  • Adherence to local cataloging policies

Types of Cataloging

Original Cataloging

Creating entirely new bibliographic records from scratch. This is time-intensive and typically reserved for unique or local materials.

Copy Cataloging

Importing existing records from external sources and modifying them to fit local needs. This is the most common approach and saves significant time.

Minimal-Level Cataloging

Creating simplified records with basic information for less-important materials or backlogs. Can be enhanced later.

Batch Cataloging

Processing multiple items simultaneously, often used for:

  • Standing orders
  • Serials check-in
  • Large donations
  • Purchased MARC record sets

Cataloging Principles

1. Consistency

Using standardized forms of names, titles, and subjects ensures patrons can find all related materials together.

2. Accuracy

Correct metadata is essential for discovery. Errors in cataloging can make items essentially invisible to users.

3. Completeness

Providing sufficient detail enables users to evaluate whether an item meets their needs without retrieving it.

4. User-Centered

Cataloging should serve the needs of your patron community. Consider:

  • What terms will users search for?
  • What level of detail is appropriate?
  • What access points are most valuable?

Common Cataloging Challenges

Authority Control

Maintaining consistency across thousands of records requires:

  • Regular authority file maintenance
  • Automated authority matching
  • Global record updates when headings change

Non-Book Materials

Cataloging DVDs, e-books, databases, and streaming media requires specialized knowledge and different MARC frameworks.

Backlogs

Many libraries struggle with uncataloged materials accumulating faster than they can process them. Strategies include:

  • Prioritizing high-demand items
  • Using minimal-level cataloging for backlogs
  • Outsourcing cataloging to vendors
  • Batch importing vendor-supplied records

Keeping Up with Standards

Cataloging standards evolve. RDA has replaced AACR2, and new guidelines continue to emerge for digital resources and linked data.

Cataloging Tools in Koha

Koha provides robust cataloging features:

  • MARC Frameworks - Customizable templates for different material types
  • Z39.50 Client - Import records from external catalogs
  • Authority Management - Link headings to authority records
  • Item Editor - Batch add/edit items
  • Cataloging Plugins - Extend functionality with custom tools
  • Record Matching - Detect duplicates during import
  • MARC Modification Templates - Automate record edits

Best Practices for Cataloging in Koha

  1. Import Quality Records - Use Z39.50 to download records from authoritative sources
  2. Customize MARC Frameworks - Show only the fields your catalogers need
  3. Document Local Practices - Create a cataloging manual specific to your library
  4. Use Authority Records - Enable authority linking for consistency
  5. Train Staff - Invest in ongoing cataloging education
  6. Review Regularly - Audit catalog records for quality issues
  7. Plan for Backlogs - Set realistic targets for processing rates

Cataloging Resources

Conclusion

Cataloging is the intellectual infrastructure of your library. High-quality cataloging makes your collection discoverable, accessible, and useful to patrons. While it requires specialized knowledge and attention to detail, Koha provides powerful tools to streamline the cataloging workflow and maintain bibliographic control.

Whether you’re a solo librarian doing original cataloging or part of a team managing thousands of records, understanding cataloging principles and best practices is essential to running an effective library.

Need cataloging support for your Koha implementation? We offer training, consulting, and record cleanup services. Contact us to learn more.