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UNION CATALOGING PROJECTS
W. P. A. Technical Series
Library No. 1
APRIL 1, 1940
FEDERAL WORKS AGENCY
WORK PROJECTS ADMINISTRATION
Division of Professional and Service Projects
Washington, D. C.
A865
A865
UNION CATALOGING- PROJECTS
table of Contents
Pages
Introduction 1-5
Chapter 1 6-7
Organization of Union Catalog Project
Chapter 11 8-14
Operation of Photographic Unit
Chapter 111 15-28
Operation of The Typing and Filing Units
Chapter IV 29-32
Combining of Duplicate Cards
Chapter V 33-36
Final Revision of a Union Library Catalog
Appendixes
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INTRODUCTION
The establishment and maintenance of a union library catalog deueuds
essentially upon the close cooperation of all library agencies whose holdings
are represented in such a catalog. Likewise, it is important that some one
agency assume the obligations of housing the catalog, and of maintaining the
bibliographic service possible through the union catalog.
A -onion library catalog is an alphabetical list, by the names of
authors and by other designated forms of main entry, of the books and other
significant library materials contained in the libraries of a given area or
region. Thus the 'holdings' of such a group of libraries are recorded in
one alphabetical list which is located in one library acting as a central
agency or clearing house of the -union catalog service.
The primary purpose of the union catalog is to render the following
service: to supply, in one place, one approach to the library resources of
an area or region, where, without the union catalog, generally it would be
necessary to consult the individual catalog of libraries scattered over the
area or region. Thus, the union catalog greatly reduces the expenditure
of time and effort on the part of the reader searching for specific printed
materials. This element of time is particularly important in the case of
scholarly, technical and industrial research.
From the standpoint of library service, the union library catalog
may be expected to extend its influence in the following directions: (l)
amplify, unify and standardize sources of bibliographic information, with
the consequent increase in the effectiveness of bibliographic services;
(2) stimulate the exchange of needed books and other library material
between libraries; (3) supply the means by which libraries can effect
administrative economy through borrowing expensive materials, which are
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located, oy the union catalog in a cooperating library of the area or region,
instead, of purchasing such materials, and through a cooperative agreement
specifying each library's responsibility in purchasing expensive materials
*
in special .fields of knowledge; end. (4) load to the establishment of an
authority and basis for cataloging procedure in the area or-region for which
the union catalog is compiled.
3aeh area or regional union library catalog constructed, should bo
significant from a national viewpoint, as well as of local significance. It
should give impetus to the plans for a more efficient national bibliographic
service if uniform methods of construction and inclusion are employed.
Specifically, catalogs of this type undoubtedly disclose additional unusual
or rare material of which the union catalog of the Library of Congress has 'no
record and which is of particular value in increasing the effectiveness of the
bibliographic services rendered by this country's national library.
The area or regional union library catalogs can be the elementary
steps leading to an efficient network of unified and regularized bibliographic
services on a national scale.
Prior to the final decision of undertaking the. formation of a union
library catalog, the professional librarians, scholars and research workers
of the area or region should study, through a representative committee,
the advisability of creating such a catalog. It is suggested that the
committee should be interested in the following points; (l) what a union
catalog is, (2) What its purpose and practical functions arc, (3) the need
of a union catalog in the specific area or region, (4) the inaccessibility
of library materials because of scattered locations and lack of uniform
recording, (5) the existence of special collections of books, and. of all
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significant collections, (6) the economic allocation of library administrative
funds wnich may be expected (Page 1, Item 3) and the saving of the time of
personnel iornorly lost in fruitless searching of separate library catalogs,
(7) the r csponsibility of each cooperating library to the union catalog,
(8) the responsibilities of tho agency housing and administering the catalog,
and (9) the willingness of all cooperating agencies to agree to perpetuate
and maintain tho catalog. Financial support and tho continuously active
interest of professional librarians are among the most import out olononts to
assure the permanently useful life of the union catalog.
It follows then that the initial step in establishing a union catalog
is the formation of the committee, whose functions have been indicated just
previously, to prepare and present the definite proposal and suggest an out¬
line of procedure. This planning should take into account not merely tho
compilation, which is but the basis of a working union catalog, but .also tho
means of accomplishing the revisions constantly necessary, of keening tho
catodog alive and up-to-date and of obtaining tho continuous financial support
for permanently sustaining the catalog.
If the definite plans of the Union Catalog Committee results in the
application for a UFA project to prosecute, the plans, the obligation of co¬
operating libraries falls into four categories: (l) Each library must allow
its card catalog to be photographed. This entails, at the most, an assign¬
ment of a 'small amount of working space to tho "photographing crew" to set
up the equipment and to select the catalog cards to be photographed.* (?,)
Each library must agree to supply a typed or printed card for each of its
books acquired after photographing, and supply also a card or slip for each
book withdrawn from its collection, (-3) supply profession."! assistance to
the "photographing crew" when there are questions which arise from the pe¬
culiarities inherent in the cataloging procedure used by the particular
\
Photographing process, see Page 4.
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4
li'bxv.xj9 a'n<^ librarians of the cooperating libraries should maintain a
rec..l interest in the progress of the whole union catalog project, familiarize
themselves with all elements of operation and consider it their project to
the point of giving whatever constructive criticism they feel is necessary.
It has "been found that WFA projects are particularly well adapted
for making the initial and "basic compilation of a "union library catalog. The
work distinctly is of the 'mass production' type which depends upon a suf¬
ficiently large personnel to create the basic catalog in a reasonably short
period of time. The financial resources of most library agencies will not
permit such methods, with the results that the catalog would be interminably
delayed, if ever realized, using the existing resources and personnel of
these libraries•
The inference will be noted that the ''microphotographing" process is pre¬
ferred in the operation of the WPA union library catalog project. Briefly,
the catalog cards selected for inclusion in the union catalog are photographed
on film. Developed in 100-foot rolls, the film is placed in projectors by which
typists read the filmed cards and make typescript copies which, in final
form, are filed in the union catalog trays. This method is more expensive,
and more liable to error, than that of photo,graphing and making 'photo¬
prints' of the cards instead of typed copies. On the other hand, 'micro-
photographing' is obviously mere desirable than typing copies directly from
the cards in the library catalog.
Micr©photography, then, has boon specified as satisfying, with good
results, the Work Projects Administration's raison d'etre, that of employ¬
ing needy people. The greater proportion of any saving effected, by 'photo¬
print' methods, would be at the expense of certified employment.
With respect to accuracy in the transcription of filmed cards the
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5
experience of large union cataloging projects in Philadelphia and Cleveland,
and that of a relatively small Nebraska union cataloging project, indicates
that this element of possible error is not the serious problem which it seems
to be, when contemplated prior to actual project operation.
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CiIAPTER I. ORGANIZATION OP UNION CATALOG PROJECT
The personnel required for the compilation of a onion catalog will
vary with the size of the catalog and the time within which the worh is
to Do accomplished.
The project supervisor will "be responsible for the technical opera¬
tion of the project, for establishing relations with the libraries involved,
and for overseeing the work as a whole. The supervisor should have a
capacity for organization, library training, and if possible, some know¬
ledge of union cataloging based upon experience.
The work of the project will be divided among four functional
units as follov/s:
1. Photographic unit .This will consist of one or more groups
of three persons per photographing machine. These persons will be
trained, by a librarian, in the technique of selecting the cards to
be photographed, and will operate in the libraries to be covered in the
union catalog", selecting and photographing cards which are to be included.
2. Typing unit By this unit, which is the basic production unit
of the project, cards will be typed from the microfilm records prepared
by the photographic unit. There should be a professional librarian as
supervisor of each group of twenty (20) typists. While these librarians
are not required to have a great deal of experience, technical training
as given in a library school is valuable. The librarians chosen to fill
these positions should be able to get along with people, be adaptaole,
willing, and possess a great deal of patience.
3. Riling unit One trained supervisor will be necessary for the
operation of this unit, to arrange the cards, which have been prepared
by the typing unit, in proper order for the finished catalog.
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7
4# Revision unit It is the function of this unit to review and
edit the completed cards. Because of the high degree of skill required,
one librarian will be required to direct two revisers. This unit of the
work is in the experimental stage and the possibilities of using non-
prof cssiona.1 personnel for this highly specialized work will be discussed
later (Chap# V, p. 33-37).
A8S5 8
CHAPTER II. OPERATION OF PHOTOGRAPHIC UNIT
The photographing crew consists of two selectors and one operator
for ca.ch. cancra used. The qualifications of these workers are mental
alertness raid a manual speed. The operator must be quick with his hands
and have some interest and skill in mechanical processes.
Each worker should be interviewed when he comes to the job, raid should
be given a brief explanation of the purpose of the union catalog, of the
methods of operation of the project, and of the equipment to be used. The
crow's interest and cooperation can be aroused by pointing out the attractive
features of the work, such as moving from library to library, and by explaining
the responsibility resting in the photographic unit, upon the work of which
the success of the entire undertaking depends.
The workers should be taught the forms of the various types of cards.
The form of secondary entries, which are not to be photographed, as dis¬
tinguished from the main entries which are to be photographed, should be
emphasized by the use of examples of main author and title cards, secondary
editor, joint author, illustrator, and title cards; together with a number
of subject cards; part with subjects in red ink, and part in the capitalized
black ink headings used in some libraries.
The Definitions of cataloging terms (Appendix E) are explained care-
fully using sample cards to illustrate the terms used. This supplies a
good background for the selection, and helps familiarize the selectors with
the terms which they will find used in the Instructions for selecting cards
to be photographed for 'onion catalog (Appendix A) •
The next step is a careful item by item explanation of tn.o Instructions«
The sample forms are used again for this explanation# After this brief but
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9
comprehensive study, actual selection is made from the library catalog
first designated.
The crew goes to the library with the supervisor, who has discussed
previously the variations and peculiarities of the library's catalog with the
head cataloger. This facilitates the explanation to the workers, and leaves
no dcuot in the supervisor's mind in answering the selectors' questions.
The crew should practice the selection of cards to be filmed. After the
supervisor has explained any situations peculiar to the particular catalog
which will influence the selection procedure, one of the crew members
takes a tray and starts a card by card examination of its contents, the
supervisor and the other two members of the crew watching each decision.
The cards which are to be photographed are turned end up on the
right hand side of the tray. Any errors or questions are clarified and
explained on the spot. The supervisor watches the two other crow members
follow the same procedure. After each crew member has completed a tray,
the process is continued, with each member working independently with a
tray. Each worker checks another's work at its conclusion. This learning
process takes about a v/cek. It is tedious, but sound and effective; and
the three members of the crew establish a sense of cooperation among themr-
selves from the outset.
The photographing process
The photographing crew should be allotted a space near the main
catalog, with room for the machine, and a small table at which tiio
selectors may work. A representative of tiie photographic machine company
or other person skilled in the operation of the machine should be present
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-10-
to s-et up the equipment, and to teach all three members of the crew* the
routine of the film loading and unloading of the camera and the methods
of making mechanical adjustments which are frequently necessary in the
course of operation*
When a selector has up-ended all author cards in a tray, the
photographer places the tray on the shelf of the machine. The machine
operator first runs three exposures of a date card. This date card carries
the name of the union catalog, the name of the library, and for the pur¬
pose of recording when the film roll was exposed, the date upon which the
machine operates. The same practice is followed at the beginning of each
day's work and always at the end of the film. This identifies the film
for all time end the date cards scattered throughout the film keep a check
on the individual worker.
The operator now is ready to photograph the cards selected in the
first tray. He removes the first card or cards and inserts a marker card
(heavy blue guide cards are recommended) to keep the place in the tray.
If there arc two or more author cards together, he takes out the cards and
slides then one by one, face up, into the machine along the guide in the
trough. The guide is carefully set so that the cards will be near the
center of the film with enough margin on tho imperforated side of the film
for possible chocks and notes which may be made in the future. The cards
* In case of illness or absence of the operator chosen the others should
know how to operate the machine. The operator should not be selected
until the photographic machine company representative and the super¬
visor can see which one of tho three shows tho greatest aptitudo for the
photographing. Thus, all throe arc taught to select, and all arc given
a chance to operate the machine. By the second dry the most efficient
operator may be chosen.
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will go into the machine straight if they are held at a point above the
punched hole through which the tray guide-rod passes. The card is photographed
and drops face down in a trough "by the operator's knees. - If it is a single
author card, followed immediately in the tray by a secondary card or cards
which are not up-ended, the card is picked out of the trough end put back
in its proper place in the tray. Where several author cards appear together,
not separated by seconday cards, they will be fed into the machine one after
another. They will then fall into the trough in the order in which they go
through the machine. Because they fall face downward, they are in proper
order for returning to the catalog tray. When the operator reaches the end
of the group, the cards may be picked up in a group and returned to the tray
where the marlier is holding the place. The operator then photographs the
next up-ended card, or group of cards, returns them to the tray, until all
cards selected are filmed. If this procedure is followed carefully, the
catalog cannot be disarranged in any way. As soon as the photographing of
a tray is completed, the guide rod must bo inserted and the tray immediately
returned to its proper place in the catalog.*
After the supervisor has had an opportunity to judge tho preferences
and aptitudes of the crew members, the machine instructor will redriil the
best opera-tor in the rudiments of handling the equipment. Thus the members
of the photo,1graphing unit properly assigned now can be expected to function
with the greatest efficiency possible.
* Under no circumstances are any trays to be left unphotogranhod -at the end
of the day. To avoid any wo.stc of time, it has been found of help to have
the opore-tor report for work one half hour later in the morning than the
selectors. There are then several trays for him to start work on immediate¬
ly, and by staying a half hour later in the afternoon all the trays selected
on that day can be easily finished. Thus the number of trays selected each
day is identical with the number photographed each day.
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fiecords maintained by photographic unit
For uniformity, accuracy, and promptness the responsibility for
keeping records is given to one of the two selectors of the photographic ere-/.
Each selector assigned to selecting the cards to be photographed,
keeps an individual record of the number of trays in which selection is
made daily. The selector, in addition, notes tile part of the alphabet
covered in the selection process.
At the end of the working day, the official record keeper for the
unit cumulates the two tray selection records, checks the part of the
alphabet reported covered, takes from the photographing machine the count
of the exposures made which equals the number of cards photographed, and
produces the Day by day record of trays selected and photographed (Appendix B,
sample l). As indicated in the footnote (p. 11) the number of trays in which
cards are selected equals the number of trays photographed each, day.
For the Film record (Appendix B, sample 2) the record-keeper notes
the alphabetical position of the first card photographed when the machine
operator makes the exposure of the first frame of the 200' film reel with
which the photographing machine has just been loaded.
Similarly, the alphabetical position of the last card photographed
in the last frame of each 100' film strip is noted, as well as the count of
the total numcr of cards contained thereon as shown by the machine counter.
As noted, the Film record carries a serial number for each 200' reel
and a serial numbering for each 100' of film. This latter numbering is
possible since the photographing machine signals the passage of each 1001
of film, at which point the film is cut.
The Day by dry record and Film record, both of which aye essential
to the efficiency of the photographing operation, .arc picked up by the
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13
project supervisor daily or weekly.
These regular visits by the supervisor also are made to correct
any operating difficulties being experienced by the photographing crew.
All problems are noted and entered in the Individual library description,
appraisal and record of microfilming (Appendix C) maintained by the project
supervisor.
At the conclusion of the day's work the films are boxed and sent to
the laboratory for developing,* The boxes are marked with the name and address
of the union catalog, and narked lightly in pencil with the name of the library
catalog represented by the cards photographed on the enclosed film and with the
section of the alphabet covered by the photographed cards. This assists in
identifying each roll of developed film if it is returned with several others.
The laboratory returns the developed film to the catalog typing headquarters in
100' lengths, ** unless instructed to cut the film differently. This latter
course, not uncommon, is necessary when a given 100' of film contains expos*ire3
for cards taken from more than one library catalog.
* The films are either mailed out by the machine operator every day, or they
are collected and shipped dally by the project supervisor. This procedure de¬
pends upon the number of- photographing units. If there -are several crews in
operation in different locations, then the films should be collected and shipped
together. If there is only one crow, the operator, with mailing supplies, can
be responsible for the marking and mailing.
** To reduce storage difficulties and to keep recording at a minimum, and to
meet the limitations of the capacity film projectors which usually accomodate;
film rolls containing a 100' of film or loss, it is advisable to cut the film
in not less than 100' lengths. At the conclusion of photographing one library,
some unexposed film may remain in the earners. Without removing the exposed
portion of the film from the camera., photographing commences in the next library
with tho exposure of a slip instructing the developing laboratory to cut the
film, at this point. This results in tho 100' reel of developed film being-
sent, to the typing headquarters, in two short sections and on separate spools,
each of which contains the exposures of only one library c.atalog. In this
circumstance only is there cany necessity for cutting the film less than 100'
lengths. Tyring speed is not increased by cutting film in short lengths, since
the number of cards to be transcribed remains the same, and time is saved with
the 100' lengths by reducing the frequency of projector loading, which is
accompanied by a lag in worker production.
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When the developed film rolls are received at the typing heact-
quarters a worker is assigned to check and examine the film, card by card
in order to discover illegible or blurred cards. If the photographers are
still located in the library, represented by the film found illegible, a
record of the cards blurred is made and referred to the photographing -unit
for re~takes» Finally the worker; checking the film, labels the film
container and a card is made for the film file. (Appendix 2, samples 1 &
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15
CHAPTER III OPERATION OF THE TYPING AND FILING UNITS
The typing section consists of one or more units, each "being
composed of a supervisor and twenty typists. The number of unites en-
ployed depends upon the size of the catalog and the time within which the
ca,talog is to be completed.
Typewriters with pica-type are recommended, since heavy record
ribbon, which produces the darkest and.clearest impressions, can be used.
The cards produced are easy to read and will maintain a maximum legibility
over a lor.g period of time with the special type of ink with which the heavy
record ribbon is impregnated. This is important if it ever becomes necessary
to photograph the completed union catalog.
Training of typists
It is important that each typist understand the basic conceptions
in the prepa,ration of the union catalog and the reasons for the existence of
a "onion catalog. Since most of the typists will not be familiar with library
methods, the success of the transcribing depends upon the clarity and simplicity
of explanation. To effect this, the supervisor may find it advantageous to em¬
ploy a simple adaptation of standard library terminology and be governed by the
probable viewpoint of the inexperienced worker.
A personal interview, immediately, with each newly assigned typist
is suggested. This interview should include a brief explanation of the purpose
of the union catalog. It should be emphasized that the union catalog includes
only one author card for each book and that the omission of even one card is
a vital error. This may be followed with an explanation of tho preparation of
the films and a description of the photographic equipment. If a photograph of
the photographing, unit is available, this could be shown to the typist. The
projector and a sample reel should then be shown. It is necessary to explain
A865 16
that the light used in the projector is not too dim and that working from the
screen impairs the vision in no way. Often tnp worker's first reaction is
that it is impossible to see all the words on the screen. After the intro¬
duction, proceed with instruction in the typing process,*
Under no circumstances should the period of typing readjustment be
rushed. A careful, step by step, instruction period, using the easiest
examples first, results in a more rapid attainment of working efficiency. The
typist should understand that efficient work is expected and for this reason
a reasonable amount of time will be allowed for absorption of the technique
and for becoming familiar with the routine. In the interests of project
esprit de corp. there must be created in the typist an understanding and
respect for the work assigned in order to avoid an attitude that it is either
too difficult or too easy.
Experience with union cataloging projects has demonstrated that,
with proper instruction, the work may be mastered and performed with excellent
results by typists with less than a hign-school education.
Each typist should bo given a copy of Definitions of Cataloging
Terms (Appendix E) and Instructions for Typing Of Cards (Appendix F). ^ho
supervisor should explain the Definitions, illustrating the parts of the card
with Library of Congress or handwritten cards obtained from a contributing
library.
In acquainting typists with the provisions of the Instructions it
will be found convenient first to drill the typist in items one through
sixteen. After these are mastered, instruction may be given in items
* Ascertain typing experience and how long the interval sinco last operating
a typewriter. If this period exceeds a your, an hour or so a day should be
given to renew facility in the touch system. Average typing skill is a ncccss
prerequisite if reasonably efficient operation is to be attained at the outset
Workers without basic typing skill may never be adequate since there arises th
further complication of learning the technique of copying library catalog card
according to standard forms.
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17
seventeen through twenty.
Typists next are given selected groups of miscellaneous entries
which are transcribed for practice. Each typist then attempts the revision
of the work, with the help of the supervisor who points out every error,
however minute, raid explains why it is an error. It is better procedure to
have the typist practice transcribing from actual cards, covering all examples,
than from the film itself.*
The length of the instructional period varies with each typist.
The establishment of facility with technique and of self-confidence requires
the patience and c,areful attention of the supervisor for from three days to
a week. After sufficient skill is developed by practice, a film and projector
are assigned to the typist.
* The following reasons which may be obvious, are given: (l^ The typist is not
so likely to suffer the hesitancy and nervousness which attend a first approach
to the film. (2) A chance is given to master all examples at one time, while
the usual run of the film will not always expose all examples. (3) Confidence
is gained in copying the form. (4) The typist's confidence is increased and stab¬
ilized by the knowledge gained from frequent tests on the written or printed
cards. Now, confronted with the film, the typist acquires assurance and ca.sc;
fear of the inability to read the film results in pride upon discovering that
the forms can bo handled and the film read. Typing from the cards themselves
proves to be of such value psychologically that the importance of a collection
of sample cards cannot be over-emphasized in the period of work adjustment.
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18
Typing cards from film
The laboratory, to which the film has been sent by the photographic
unit, will develop the film in 100-foot lengths, unless otherwise instructed,
and forward it to the typing headquarters of the project.
For each roll of developed film received at the typing headquarters,
there is made an identifying card upon which will be recorded the beginning
and completion of its typing (Appendix D, sample l). This card is filed
alphabetically by the name of the library.
To each film container is attached a label carrying the film number,
the name of the library and the portion of the alphabet covered by the
photographed cards (Appendix D, sample 2).
One worker then ia detailed to examine the film, card by card, for
any blurred or illegible takes. This initial process must not be delayed,
since, if the record of blurred cards is sent to the photographing crew
immediately, re-takes can be made while the crew still is in the library
concerned, and before they have moved to the next library catalog designated
for photographing.
A Work record card is prepared for each typist (Appendix D, sample 3).
^his carries the name of the typist, and the name of the supervisor, and
space is provided for information concerning the film assigned to the typist.
When work is begun on a film, the typist's none, and date of film assign¬
ment, are entered on the Film file card. (Appendix D, sample l). At the
same time the description of the film assigned is entered on the typist's
Work record card, which is kept by the project supervisor in a companion
file to the Film file cards. When the film roll has been transcribed, the
date of completion is entered on the typist's Work record card.
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Proof-reading of typed cards
At the conclusion of a day's work, each typist presents his group
of cards to the supervisor with the Typist's daily process slip attached
(Appendix D, sample 4). This process slip remains with the group of cards
until filed in the catalog. Each day the supervisor revises tiie cards
produced the preceding day "by his group of tyrjists, making a card "by card
inspection. Eor the first week or ten days of a typist's work with a film,
each card is reviewed by direct comparison with the film. This process
reveals any erroneous ideas or misconceptions conceived during the instruc¬
tional period. It also reveals any tendency on the part of the typist to
read dates incorrectly and most importantly, any tendency toward inadvertent
omission of detail. Except for the first week or ton days of a now worker's
typing, proof—reading with the film is largely unnecessary, and if continued,
would result in an inordinate consumption of the supervisor's time, as well
as that of the worker.*
* The typist remains idle unless there is a. double set of projectors
allowing the typist to work on another film during the course of this
film revision. Prom the standpoint of the supervisor it requires about
two hours to revise the daily production of one typist, with the result
that revision would fall hopelessly in arrears, and worker supervision
would bo seriously impaired. In the final revision of the Union Library
Catalog of the Philadelphia Metropolitan Area, ft is found that from 25-
50 percent of the cards require additional information or complete
changes. A careful check of those cards with the original film has
indicated that the majority of those required changes arc not due to any
appreciable extent, to typing errors, but more often because the orig¬
inal card contained the errors or lacked the necessary information. Ex¬
perience in final revision indicates that too much checking with the
film not. only wastes time and retards production, but also is of little
real value ultimately. In combining duplicates, many more or less com¬
plete cards, or cards with minor typographical errors, which have been
missed in the process of revision, are eliminated by utilizing the au¬
thoritative L.G. cards, or copies thereof.
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20
After the period of 'card-film1 revision, the supervisor, depending
upon professional training, rapidly revises cards without constant reference
to the film copies. Any discovered mis-spellings are indicated on a paper
slip (referred to as a P-slip) which is placed in front of the card con¬
taining the error and together are turned end up in the pack of cards pro¬
duced "by a given typist. Revisions completed, the pack is returned to the
typist, who is required to make the corrections immediately. If the card
appears to "be wrong in form, or if the spelling of foreign language words
appears to "be incorrect or unusual, the supervisor indicates on the slip
that the film is to "be consulted. The typist, consulting the care record_
of the film, obtains the film, and, with the supervisor, the difficulty is
explained, and the correction indicated.
Examples of most frequent types of errors.
I. Typographical errors. Correction Slip
Brown, John, 1852-1900
The management of institutions,
ed. by Thomas Jones, and rev, by
Henry Hill NT.,
Brov/n - 1933
Brown, John Henry
440 pi
To indicate misspelling,
the word is written
correctly on the slip
and the correct letter
is underlined.
II. Errors in transcribing hand written
cards in a foreign language;
Lehrbuch
Stuttgart
Hortzler, Thomas
Lchrbrich aer anatomic
Stutgart, 1845
III. If card is completely irregular, let supervisor see film
A865 21
Corrections are then made and the cards returned to supervisor, with
correction slip and corrected card still standing end up in the pack.
Rather than re-type a card for typographical errors the typist may use
either an eraser or a scratcher (single blade razor) and insert the correct
letter as neatly as possible. The supervisor checks corrections and indi¬
cates that the pack of cards is revised by writing "Revised" (followed by
initials) on the -process slip attached to the pack of Cards.
The cards are now ready for the stamping process.
(For production records and their evaluation see Appendix I).
Stamping Process
After typed cards have been finally revised by the supervisor, they
are routed to one worker in the typing headquarters who stamps the cards
with a symbol denoting the library in which the books, represented by the
cards, are found. These symbols are carefully rubber-stamped in the left-
hand margin of the cards.
The qualifications of a good stamper are patience, neatness,and
capacity for painstaking routine. The stamping job is not a tedious
occupation for the ideal person. He or she enjoys doing a minute job well
and is willing to take the time to make each stamp a small but perfect
unit of a largo undertaking.
The training given a stamper is quite simple. A key to the symbols
used and an explanation of the various stamps is supplied. In the case of
some largo libraries which have departmental libraries, various symbols arc
used in the main ca.to.log to indico.te the location of the books in the separate
departmental libraries. If the union library catalog- is to show locations
in departmental libraries, the typist marks these special symbols in the
lower left-hand corner of his typed Co.rd, thus indicating, to the stamper,
A865
22
the stamp which this card requires in order to differentiate it from the
cards for hooks in the main library only. The importance of these stamps
and symbols is explained to the stamper by pointing out how their purpose
in locating books would be defeated, if the wrong symbol were stamped on
cards.
Accuracy and a steady hand are essential. The process involving the
least waste motion and the least handling is as follows:
The cards, revised by the supervisor and corrected by the typists
the preceding day, are gathered and routed to the stamper who, by observing
the process slip on each pack of cards, arranges the packs by the names of
libraries, for the orderly stamping of the library name symbols on the cards.
The rubber band is removed from a pack and about the top thirty cards
are taken in the hands. This group is "fanned" so that the bottom edge of
each card, from top to the bottom of the pack, slightly overlaps the card,
immediately beneath, the lapping margins unbalancing the pack toward the
stamper. The stamp is pressed in the ink pad with the right hand, followed
by the stamping of the symbol in the upper left-hand margin of the card. As
the right hand returns to the pad, the left hand turns the top card over
face-down above the top edge of the pack, thus making ready the next card for
stamping. This method has proved the speediest, keeps the cards in ord.cr,
and prevents waste motion.
Two typos of stamp-pads are used in rubber-stamping: slow drying,
and quick drying. The quick drying inks tend to fade more rapidly than the
slow drying inks. Since imoressions made from the slow drying pad smear in
a rapid-stamping operation, the use of the quick-drying pad is recommended.
Sinco the total number of cards in each pack is marked on the pack
when it is routed to the stamper, the total of number of cards stamped daily
can be readily computed.
A865
23
The most important and exacting duty for a stamper is the preparation
of combined cards, or the stamping on a single card all of tho symbols which
appear on duplicate cards. This procedure is explained subsequently. (Com¬
bining of duplicate cards, p. 29). This process coming after tho typing of
all cards is completed, the supervisor will be familiar with tho abilities
of the stammer and will be able to select the most intelligent and capable
person in the group for this special work.
Cards in Eon-Roman Alphabet
An uniform procedure for handling cards in non-Roman alphabets must
be established at the beginning of tho project and strict adherence to it
must De maintained throughout the compilation of the union catalog.
All cards in non-Roman alphabet are marked by punching the margin of
the film opposite the frame in which such cards are road. Immediately upon
discovery, the typist draws such cards to the attention of tho one worker
in the typing unit who is responsible for punching the film margin. The
supervisor keeps a record of the non-Roman alphabet cards on each film.
Those cards are subsequently located by running the film through tho pro¬
jector while holding the two edges between the thumb and forefinger. Rach
of the V—shaped nicks is felt and acts as a signal to stop and inspect a
card. TJhen the typing of a film, which contains such punches, is completed,
tho film box is stamped Includes cards in Non-Roman alphabet. The supervisor
prepares a list of the individual alphabets included and places this list
in tho box with the film.
If a supervisor can write Greek it will not be necessary to punch
the film for cards containing material in Greek. The typist transcribes
that portion of the cards which is in Roman alphabet letters and the Greek
letters are inserted in ink by the supervisor.
A865
24
The film should be punched for cards which bear Chinese and Japanese
characters. However, the Roman alphabet sections of such cards are typed,
leaving a margin of about 2" on the right-hand side. These cards are
stamped with the library's symbol and kept in a separate alphabetized group
for a student of oriental languages to insert the Chinese and Japanese di¬
rectly from the film. Cards in Russian and other Slavic languages are to
be copied in ink by a student of these languages.
In lieu of transcribing non-Roman alphabet cards as outlined above,
the library at which the cards were originally made, may be requested to sup¬
ply duplicates for the union catalog, either through the original source,
or through the preparation of photostatic copies. If the non-Roman alphabet
cards are LC printed cards, it is desirable to order duplicates from the
Library of Congress.
In employing either of the above suggested methods for transcribing
non-Roman cards, each alphabet completed is crossed from the alphabet list
placed in the box by the supervisor. When the non-Roman alphabets are com¬
pleted, the box is stamped "Finished" opposite the stamp "Includes cc-rds in
non—Roman alphabet."
Filing Procedure
The size of the filing section depends upon the number of typists em¬
ployed to produce cards. In general, it will be found that five filers can
keep pace with a typing staff of twenty.
The qualifications of the filers arc perseverance, capacity for detail
and mental alertness. Previous experience, while desirable, is not necessary4
The filing procedure in a union library catalog differs so greatly from
other types of filing that it is difficult to find filers whose previous
experience proves of value, except in being familiar with the alphabet and
in being at eo.se in handling numerous items.
A865
25
A preliminary personal interview with prospective filers, explaining
the purpose of tile union catalog, and supplying careful instruction in the
parts cf the catalog card, assist in establishing an adequate understanding
of the work.
Usually there will he three operations in the arrangement of cards
into desired order: sorting, alphabetizing and filing. Sorting is the
division of the cards of one letter group into smaller groups up to the
second or third letter. Alphabetizing is the refinement of "sorting",
placing each card in its exact alphabetical relationship \vith all other
cards of a group, Filing is the placing of the sorted and alphabetized
cards into the trays of the catalog in their correct positions, relative
to those cards already filed into the catalog trays.
The supervisor should instruct the filers in the technique and rules
to be followed, using as a guide the instructions, "Simple Filing Procedure"
(Appendix &), and, "Simple Filing Rules" (Appendix H).
It is suggested that all filers be assigned first to "sorting."
After thorough drill in sorting cards of a single letter group to the
third or even as far as the fourth letter, the filers should alphabetize
exactly the individual groups for filing. In practice, it will usually
be found that the mechanical arrangement outlined in "Simple Filing Pro¬
cedure" is not necessary after the third letter, for, as the groups of
cards become smaller, the filer scans by words rather than by letters.
The more expert workers should perform the filing operation while the
remaining workers perform the sorting and alphabetizing operations. As
the sorters acquire more skill, they may be assigned to perform all three
operations.
A865 26
While numerous lists of filing rulos, to assist in the filing of
catalog carets, are available, it is frequently difficult to use them as
guides of instruction to filers for a large union catalog. Standard filing
rules specify procedure not dnly for author and title "but also for subject
and secondary entries. They also presuppose a catalog card which is correct
in all respects, including punctuation and details of personal names and dates
Such consistency or deto.il cannot always be assured in a union catalog which i
derived from a variety of sources. The' "Simple Filing Rules" (Appendix H) are
therefore designed as a guide in handling entries of this type. These rules,
together with a list of articles in foreign languages which are to be ignored
in the filing, will cover most of the entries encountered, Where a point is
not covered by these rules, the card should be referred to the supervisor for
decision.
Organization for Filing
In compiling a small union catalog for which the typing unit consists
of not more than forty typists, it is best to have all the typists work on the
films of the same library (preferably the largest library) until that library1
cards are completely transcribed. These cards are arranged in trays and form
a basic file for the whole union catalog. Following this course, only two or
three filers will be needed at the beginning of the project. The filers can b
taught the routine necessary for arranging these cards as a basic file for the
union library catalog. Thus initially trays are set-up to cover the whole
alphabet. These new filers alphabetize the ca.rds to correspond to the arrange
ment of the cards on the film and any variations peculiar to tho library1 s
catalog arrangement are adjusted to conform with the standards adopted for the
union catalog. However on a project with a greater personnel, designed for
A865 27
constructing a large catalog, it is not possible to havo all typists work at the
same tine on the films of one library to form a basic file. As a result the
sorting and. alphabetizing of cards from more than one library, must proceed
immediately. Piling is undertaken without a basic file in which to interfile.
As the card packs arrive from the typists, revised and stamped, they are
grouped according to the letter of the alphabet to which they belong. All these
which cover a miscellaneous range of letters are segregated and sorted immediately.
The most efficient method of handling large masses of cards covering
all sections of the alphabet and issuing from several films, is that of having
all the filers work on the same letter in the same operation, until that letter
is completed, i.e., all filers sort, all filers alphabetize, all filers file,
the seme letter group. If the filing unit is large, the filers may be divided
into teams of eight or ten, each group being responsible for one letter.
Uhatcver procedure it is necessary to employ in building up a basic
file, the following mechanical processes are observed by all filers. In every
operation "chc filer counts the number of cards handled. Upon picking up a
group of cards, the filer measures its thickness from which the number of cards
in the group is determined according to a previous counting of the number of
cards of the particular stock there is in a pack one inch thick. The count per
inch varies from 80-95 cards. This count is recorded on a slip of paper, which
is turned in at the end of the day, and which shows the work accomplished in
terms of number of cards sorted, number of cards alphabetized, numDcr of cards
filed, and number of cards refilod if any errors arc found in the cards already
filed in the catalog. One filer is designated to e.rrange guide cards, while
another filer is made responsible for the labelling, expanding, and tho consoli-
A865 28
dation of trays, which at no time should ho filled to more than two-thirds of
their capacity* The supervisor should oxplain that the labels must not omit any
possible combination of letters, e.g., A-Ap, followed by Aq-Ars,Art-Aus,Aut-Az.
Special Piling Problems
It is difficult to arrange the cards for classical authors alphabetically,
i.e., Aesopus, Aristoteles, etc., whose works are published in a number of
languages and editions. The Union Library Catalog of the Philadelphia Metro¬
politan Area has found it convenient to file cards for these authors according
to the date of publication, without regard to title. Editions of identical
years are arranged alphabetically by place of publication. A similar procedure
should be followed for "voluminous" authors, where the number of editions may
be troublesome in the identification of duplicate cards for the combining
process which is the initial step in the final revision of the catalog. This
method facilitates the combining of duplicate cards and is mastered easily by
the filers.
Another problem is the separation of corporate, official and title
headings. State, city,title and society entries for New York constitute
a puzzling example of this. Official publications followed by corporate end
title entries should bo established as the sequence of arrangement for entries
of this type.
The TJ. S. headings furnish a similar problem in arrangement. The
Nebraska Union Catalog project is attempting the following procedure as a
possible solution: Guide cards and cross-reference cards are typed from United
States Author Headings Including Those Adopted by the Library of Congress as
Appearing in the Union Catalog, compiled by George A. Schwegmann, Jr. The
filers then file all United States entries according to these guides and cross-
references, rather than according to the headings appearing on the typed cards,
which are often reversed, out-of-date or inconsistent.
A865 29
CHAPTER IV. COMBINING OF DUPLICATE CARDS
Upon the completion of the typing and the filing, duplicate cards
should be withdrawn from the Union Catalog treys and the location symbols
consolidated on a single card. This combining process reduces the number
of individual cards in the catalog; it makes it possible to use the best
cards and to eliminate incomplete or .inaccurate cards; and it serves as a
final check on the filing of the catalog.
"Combining" can be done by the regular filing clerks. As it is left
until the completion of all the filing, these clerks will be familiar with
the filing methods of the project as well as with the standards used in the
making of the cards themselves. Their eyes arc trained to observe all es¬
sential points of the catalog card, and after a short routine instruction
they may proceed almost independently.
Uhen the combiners first start, they should complete approximately
throe trays under the immediate direction of the supervisor. After the
third tray they arc permitted to work alone, but they arc instructed to
consult the supervisor invariably when in doubt. Cards which raise any
question must not be combined except at the discretion of the supervisor.
One or more of the most ejqpert stampers should receive the same
training, in order that they may be able to check the work of tno combiners
in the course of stamping the combined cards.
Only the obvious duplicates are eliminated. Whenever there is any
doubt involved in the decision of whether two cards are duplicates or not,
such cards arc regarded as separate items and remain in the troy.
The routine for "combining" follows: Each combiner takes a troy
and undertakes a card by card examination of all the cards in that tray,
A865 30
checking the position of oach card, in relation to those cards which orocodc
and those which fellow it. All like titles for the sane author are compared.
If they agree with respect to title, edition, place, publisher, date of im¬
print and paging, they are clipped, together, the best card* en top, and aro
placed end up at their correct position in the tray. Where a group of
authors of the same surname appears, all those author entries which have
only initials and those which, have only the surname arc carefully checked
with the succeeding cards in en attempt to find the author's complete name
which would place the cards with incomplete names in their proper positions.
Thousands of incomplete cards will be eliminated or completed through this
process.
In the case of serial publications only obvious duplicate cards are
combined. Tor example there may be a number of entries "The Times", a title
which is given to various publications throughout the English speaking world.
Where it is not possible to determine from the information on the cards
themselves, that the -publications, to which reference is made, aro identical,
the Union List of Serials should be consulted. Tho insertion of frequent
explanatory notos on colored cards in such places explaining the research
done, however limited, will guide future searchers and filers in the place¬
ment of any additional material in the file.
When ?21 cards in a tray have been examined and duplicates have boon
identified, a slip, giving the name of the combiner and the letters from
the tray label, is placed in the front of the tray which then is sent to
the stamper. The stamper checks the work of tho combiner, examining each
group of cards before stamping all the symbols on the card placed first.
*The best card of a group of duplicates is that card which is the most
complete and is most nearly in correct cataloging f^rm. LC cards will
be considered the best cards in a group which includes both LC and
typod cards.
A865 31
In checking the work of the combiner, any doubt about cards which the
combiner decided were duplicates, should be expressed by the stamper. Dates
must be checked for possible error. Frequently an eight is read for a three
and a three for an eight.
The average output per day per combiner is approximately one and a
half trays (1500 cards per tray, and a six hour day). Any one day's output
depends, of course, upon the number of cards in the tray, and the difficulty
and complexity of the entries. However, a combiner may be expected to average
about six trays per week. Accordingly, ten combiners may be expected to process
sixty trays a, week. There should be one stamper-reviser for not more than
four combiners, since the stamping and revising process must not be hurried.
Use of Duplicate Cards
After the symbols have been placed on the best card, the stamper re¬
moves the duplicates and puts them aside face down, continuing this until the
end of the tray is reached. The process slip that accompanies the tray is
stamped "Discarded Duplicates" and is attached to the pack of duplicates re¬
moved. To this slip is added also the combiner's name and the inclusive
letters of the tray label. The packs of duplicate cards are tied with string
and stored in large cartons in rough alphabetical order.
The following uses of duplicate cards are suggested:
1. Replacement of manuscript or worn cards in catalogs of cooperating
libraries.
2. Added entries for joint authors, illustrators, editors and trans¬
lators for the union catalog if such entries arc made subsequently.
Both of these suggestions require considerable testing, but in tae
beginning stages of the compilation of a union catalog the uses arc not to be
considered as of primary importance. Because of possible future use, perhaps
not yet apparent, duplicate cards should not be destroyed.
A865
32
Because of the completeness of the information, duplicate LC cards
always should ho segregated. In the event that duplicate LC cards are used
as suggested in item 2 preceding, each card should carry the location symbols
found on the identical LC card filed in the Union Catalog. Thus, if added entries
are made, the necessary location symbols are already on the cards.
A865 33
CHAPTER V. FINAL REVISION OF A UNION LIBRARY CATALOG
The final revision of the catalog consists of the correcting .and
completing of inaccurate and incomplete descriptions, verification of all
entries, and a-.review of the relative positions of all cards in the file.
It entails a strict examination of the entire file, card by card, and,
consequently, the close supervision of expert cat.alogers is required.
This work is performed at the completion of all other nrojoct activity.
In a great many cases the revision process takes more professional
catalogors than ordinarily -can be supported by a UFA project. However,
whore it is decided to underteice a final revision process, the sponsor
may provide catalogers and the work can be conducted simultaneously with
the combining process, using UFA clerks as searchers and typists. The
revision will be performed somewhat as follows.
The basic authority for the final revision is a Library of Congress
depository co,talo. . This catalog may be photographed, or, if it is con¬
venient for o. library maintaining an LC depository catalog, to lend trays
from it, one by one, to the union catalog, comparison can be made directly
in the verification of completeness of information found on the ce.rds copied
for the Union Catalog. Additional reference tools, which may be used a.s
authorities, arc the British Museum Catalogue, Encyclopedia Brit.annica.,
the Union List of Serials and other standard lists of libra-ry resources.
The clerk tc-kes a tray from which the duplicates have been removed
in the combining process. Each card is examined a.nd compared with the
corresponding card record on the authority film, or, if the corresponding
entry does not cppca.r on the film, the other authorities mentioned are
consulted. In this card by card examination, LC cards nay be e.ccepted
A865
34
without vcrification* If tho union catalog entry (author's name, corporate
heading, title) is not complete, or is inaccurate, the reviewer shows on a
p-slip the information to he added, or, the items to he corrected, indicating
en the catalog card, hy an appropriate symbol, the authority for tho revised
entry, e.g., LC for Library of Congress, BM for British Museum, ULS for
Union List of Serials, etc. The correction slip and the card on which the
entry is to he changed, or added to, are clipped together and turned end up
in the tray. All following cards, with entries identical to that of the
card to -which the correction slip is attached, are turned end up, indicating
that identical changes in entry are required.
Cross references in the tray and those appearing on the authority
film should he traced to all possible locations in the catalog, and all
entries under any other form of the same name in other sections of the cata¬
log should be traced from the official entry of the name. Similarly, if
the filing order of the LC depository catalog places a name under another
form of that name in a. position other than that in which it wc.s found in
the union catalog, accept the LC filing order. Cross-references found on
the LC authority film and followed in the union catalog, must be made, if
they do not already appear in the union catalog, and filed in their correct
positions. These cross-references should boar a symbol indicating the
authority consulted in making them. If any cross-references, not suggested
by any of the authoritative listings are thought necessary, tho initials
of the reviser making then should be found on such cross-reference cards.
Tho reviser should be extremely careful ,to distinguish between dif¬
ferent authors of the same name or of similar1 names by referring to one or
more of tho authorities.
A865
35
Besides the strict verification and soarching necessary for standard
w.
entries, all other names (joint authors, editors, joint editors, corporate
nanes, etc.) mentioned in the body of the title, are searched throughout
the catalog in order to bring all entries for the sane work under the
established official entry.
The revisor also should see that the cards are in the sequence neces¬
sary for the final arrangement of the catalog. Improperly filed cards should
be refiled.
Entries for classical or "voluminous" authors, which were originally
filed in chronological order for convenience in eliminating duplicates (p.28),
should be placed in the order which the cntalogcr decides is best for the
union catalog. It nay be found suitable to arrange the works of such authors
alphabetically by title, and chronologically by date of publication under
title.
The reviser should arrange in chronological order various versions of
the sane title of an author, not in the "classical" or "voluninous" category.
Issues of the sane title within the sane year should be 'arranged alphabeti¬
cally by place of publication or by publisher. When the information, given
on cards for the same title,, is not sufficient to make this arrangement
possible, the cards should be filed in order of completeness of information.
The:: each card in a tray has been compared with the authority film
or other lists, the revisions arc checked by the supervisor who disposes of
all questions of entry remaining and routes the tray to the typist.
The typist follows the instructions given on the -p—slip clipped to
each uu-endod card, either by inserting the revised information on the card,
or by preparing a new card. After tyring, the tray is reviewed by the
supervisor for errors in correction and in final filing arrangement.
A865
36
Another separate process for a reviser is the checking of the serial
entries in the Union Catalog against the entries in the Union List of
Serials and its supplements• Each entry in the Union List is searched in
the catalog# If there are any variations of titles indicated in the Union
List of Serials these should also be searched in the catalog. All variant
cards including all duplicate ce.rds for the sane serial o.re gathered, ac¬
cepting the entry in the Union List of Serials as standard, the officio!
entry is written on a slip. 'See references' fron these variant entries
as veil as fron title variations given in the Union List of Serials, to the
officii! entry o,re written on slips, each of which is clipped to the corres¬
ponding variant card. These together with all duplicate entries, gathered
in one group and covered by the * meter' slip carrying the official entry,
arc sent to the typist. Upon completion of the typing, the cataloger checks
the entries and the stamper is instructed to place the location symbols for
all duplicate cards on the one official entry card.
A865 Appendix A
INSTRUCTIONS FOR SELECTING CARDS TO BE PHOTOGRAPHED FOR UNION
CATALOG
Only the main card for each title should "be photographed for inclusion
in the union catalog. The following general principles should "be observed
in the selection of cards to be photographed:
All regular author cards for books, pamphlets, etc.
All title cards for anonymous works
All temporary author cards
All main cards for serials
All regular corporate entry main cards for governmental, state
institutional, etc., publications
All cross-reference cards relating to authors, individual or corporate
Main cards for maps, musical works, pictorial works and the like
Added entries for titles, compilers, editors, translators etc.,
in cases when, given an accurate reference to the work, there
would be doubt as to the correct main entry. Use sparingly.
The following general principles should be observed in determining what
entries arc not to be photographed:
All subject cards
Title cards where title is an added entry, unless there appears to
be a good reason for making an exception
All added joint-author entries
All cross-references relating to subjects
Added entries for editors, translators, compilers and the like, unless
there appears to be good reason for making an exception.
Author analytics for chapters, single works, etc., otherwise covered
Disregard any lack of standardization in the entries to be photographed.
Typescript and manuscript cards, in good and bad form, and LC cards are to be
photographed, indiscriminately, in accordance with the principles of selection
for photographing.
In the cane of the entry requiring two or more cards to ce„rry complete
bibliographic information, photo-copy all cards. Not to be photographed are the
analytical ca,rds attached to the maun entry, when separate author entries of
these analytics are found elsewhere in the library's catalog.
In the event that two or more cards represent the same title, but with
the slightest variation in bibliographic information or collation, all cards
A865
Appendix A-2
should be photograpned.
As the "factor of safety", follow this rule: When in doubt, photograph.
A865
Appendix B
RECORDS KEPT BY PHOTOGRAPHING CHEW
Bay "by day count of trays selected and photographed
Sample 1
Fo. of Trays
Fo . of Cards
Cover
40
4,901
A - Cam
33
5,190
Cam-Dow
35
5,285
Dow-Eva
32
5,003
Eva-Gen
Date
2/3
2/4
2/5
2/6
The number of trays, which may be expected to be processed daily by
one photographing crew varies from 30 to 55, depending upon the contents of each
tray, the frequency of the occurance of main entries, and upon the number of
hours worked. Likewise the total of cards photographed daily varies. To illus¬
trate one of these influencing factors, that of tray contents, the heading
Europe is cited. Here, although the majority of entries are subject entries,
there must be followed the sane careful process of a card by card examination
which may produce only two or three main entries.
Film record
Samnle 2
University of Eebraska Li
brary
Reel
Fo.
Film
Fo.
Section
Covered
Fo. of
Cards
Date
Mailed
1
1.
A-Barq
5,200
2/3/39
2.
Barq-Car
5,188
2/4/39
2
3.
Car-Eva
4,988
2/5/39
4.
Eva-Gen
5,003
2/6/39
This record not only keeps a daily account of work done, but also
records the daily "incorporation" of film on the project. The two records answer the
A865 Appendix B - 2
question of the number of trays processed daily and serve as a check on the
portion of the catalog covered, both by day and by each film, of which two
or more 1001 lengths frequently are used in one day's operation.
A865
Appendix C
INDIVIDUAL LIBRARY DESCRIPTION, APPRAISAL AND RECORD OP MICRCEILMIN
Name of Library:
Add re s s :
Abbreviation:
Fame of Librarian:
In charge of Operation:
Characteristics of Library:
Characteristics of Catalog:
Filmed on (dates):
Supe r vi s o r Ope ra t o r
No. of Films: LC cards All O.K.
Do. of Cards:
Represents Library completely:
See correspondence:
Future plans:
Detail of reels:
Notes follow: All cards finished:
The information required by the first part of this record is gather¬
ed by the professional supervisor of the union cataloging project.
Under the heading, Characteristics of the Library, should appear a
clear analysis of the cooperating library's holdings, the general collection,
special collections and other unique features.
Under the heading, Characteristics of Catalog, should be found a
frank estimate of the library's catalog including all peculiariti es cf thelibraiyV
AG 55 App e nd i x C- 2
cataloging practices, standard and unorthodox, as well as incorrect variations
from standardized forms.
The a,hove information, gathered prior to project operation, is of
value in the instruction of the photographing crew and forms the basis upon
which general instructions are supplied to typists who are assigned the film
from a given library.
The second part of this form supplies a history of the photographing
operation and a record of the plans of the library to cooperate with the
union catalog.
Thus this form is the basis of a complete history of the union
catalog's relationship with a cooperating library both before and after the
project is in operation. These records of all libraries are kept confidential
and are used by the union cataloging staff only. Usually supplementary sheets
are necessary to make a complete record.
A855 Appendix D
FILM RECORDS KEPT AT THE TYPIHG HEADQUARTERS
Film file card
Sample 1 (3x5")
University of Nebraska Library Film #1 Covers A-Barq
Typist Smith
Started
Comple ted
Includes cards in non-
Roman alphabet
Remarks: Slurred cards "between American art and
American Association of artists rephotographed
on Film #3
Film file cards are made and filed alphabetically by the name
of the library immediately after the developed films have oeen checked for
blurred photographs. The information on the center line of Sample 1 is in¬
serted at the finish of the typing.
Label pasted on each film container
Sample 2
University of Nebraska Library
_:iilm #1
A - Sarq
A865
Appendix D - 2
Typist's Uork Record
Sample 3
Smith, John Supervisor: Hill
Reported: 2/3/39
Library Film I"o. Covers Start Complete
Univ. of #1 A-Barq 2/12/39 3/28/39
Febraska
Typist's Daily Process Slip
Sample 4
University of Nebraska Library
Film #1
A-Barq
John Smith
February 10, 1939
250 Cards
A865
Appendix E
DEFINITIONS OF CATALOGING TERMS
AUTHOR EiTTRY
CORPORATE EUTRY
TITLE ENTRY
TITLE
COMPILER
An entry of a work in a catalog under its author's name
as heading. The author heading may consist of a personal
or a corporate name or some substitution for it, e.g.,
initials, pseudonym, etc.
Entry under the names of bodies or organizations for works
published in their name or by their authority.
The record of a book in the catalog Tinder some word of a
title, generally the first word, not an article. A title
entry may be a main entry.
The distinguishing name of any written production as given
on the title page, including the name of the author, editor,
translator, the edition, etc., but excluding the imprint.
One who produces a work by collecting and putting together
written or 'printed matter from various sources.
EDITOR
One who prepares for publication a work or collection of
works not his own.
EDITION
IMFRINT
COLLATION
SERIES NOTE
The whole number of copies printed from the same set of
type and issued at the same time.
The place, publisher's name, and date, ordinarily printed
at the foot of the title-page.
That part of the book's description which records the
volumes, pages, illustrations, plates, maps, etc.
A note stating the name of a series to which a work belongs,
'The series note ordinarily follows the collation.
A865
Instructions for typing cards
Appendix F
1. The cards are to "be copied in regular library form, as indicated
by the samples. Do not follow irregular forms found on the library
film.
2. Leave three-quarters of an inch margin along the left-hand edge of
card.
3. Copy the author's full name and dates just as they appear on the
film, leaving eight (8) spaces after each initial, in the absence
of either or both given names. If the author's name runs over
to a second or third line, each of these lines indented eight (8)
spaces, counting from the first letter of the author's surname.
4. Copy the title as it appears on the film., indenting four spaces,
starting under the first letter of the author's surname. Long titles
(more than 4 or 5 lines) may be abbreviated only with the permission
and at the discretion of the supervisor.
Author with Initials Only
Sample 1
Boadle, A E 1884-
Cooperage trade of Great Britain...
Wash., Govt, print., off., 1927.
ii, 29;. (U.S. Bureau of foreign
and domestic commerce (Dept. of commerce)
Trade information bulletin, no. 486)
LC
A865
Appendix F - 2
Author with dates
Sample 2
Hardy, Thomas, 1840-1928
The dynasts, a drama cf the Napoleonic
wars,in three parts, nineteen acts, & one
hundred and thirty scenes,.. New York,
Macm.illan, 1904; London, Macmillan & Co.,
ltd., 1906-08
3 v.
LC
5. Omit the author's name in the "body of the title inserting three
periods to indicate omission, "unless the book is jointly written
"by more than one author, or the author's pseudonym appears in the
body of the title. Samples 3 and 4 illustrate these exceptions.
Joint Author
Sample 3
Woodcock, Hubert Drysdale, 1867-
Lilies; their culture and management,
including a complete descriptive list of
species, by H. Drysdale Woodcock, K.C.
and J. Coutts... Lond., Country life
ltd.; N.Y., C. Scribner's sons, ,-1935-j
xv, 242 p., 1 e.
LC
A865
Pseudonym in Title
Sample 4
Appendix F - 3
Alden, (Mrs.) Isabella (Macdonald), 1841-
Sidney Martin's Christmas. By Pansy
^pseud.-, Boston, D. Lothrop & co. L-1879^
610 p.
LC
6. Copy statement "editied "by" or "translated "by" or "compiled "by" just
as it appears on the film.
7. Copy editor, (ed.) compiler, (comp.) and translater, (tr=) on the
author line two spaces after the name; or if there are dates, two
spaces after the dates.
Editor or Compiler
Sample 5
|
Brown, (Mrs.) Mary Elizabeth (Mams), 1842-
1917, comp.
Dedications; an anthology of the forms
used, from the earliest days of "bookmaking
to the present time... P. Y., and
London, Putnam's, 1913.
vii, vii-ix,p., 11., 470.p.
LC
A8S5
Appendix E - 4
8. Copy edition description as it appears on the film, two spaces after
the end of the title.
Edition
Sample 5
Woodhull, Alfred Alexander, 1827-
Personal hygiene, designed for under¬
graduates,.. 1st ed. 1T.Y., J. Wiley &
sons; etc., etc., 1906.
vii, 221 p.
LC
9. Copy imprint, i.e., place, publisher and date, as it appears on
the film, 4 spaces after title. Abbreviate well-known publishers
as follows: Harper, MacMillan, Putnam, Holt, Scribner, etc., not
Harper Brothers, the MacMillan Co., etc.
10. Copy all the paging as it appears on the film. If volumes appear
in lieu of paging, copy the volumes. If the phrase 2v. in 1,
etc., appears, copy it exactly as it appears on the film.
11. Do not copy notes, contents, accession numbers, tracing, etc.
12. Do not copy call number (number locating book on shelf) which appears
in the left hand margin of the cards on the film.
13. Copy series note four spaces after collation (See Definitions,
Appendix E) as given in parentheses on film, omitting the words
"added title page," "Lettered on cover," etc.
A865
Appendix F - 5
Series Note
Sample 7
Wooddy, Carroll Hill
The growth of the federal government,
1915-1932... N.Y., London, McGraw-Hill
book co., inc., 1934.
xiii, 577 p. (Recent social trends
monographs)
LC
14. Follow the capitalization and punctutation, accents, etc., exactly
as given. Insert foreign accents and square brackets in pencil.
Do not use square brackets in author's name when copying from a
manuscript card on the film.
A865
Appendix P - 6
15. If in doubt about what to omit, copy the cards as you find them.
Long titles will necessitate the making of a second card.
Second Card
Sample 8
London missionary society
A missionary voyage to the southern Paci¬
fic Ocean, performed in the years 1796-1797,
1798, in the ship Duff, commanded by Captain
James Wilson, Comp. from Journals of the
officers and the missionaries...With a pre¬
liminary discourse on the geography and his¬
tory of the South Sea Islands; and an appen¬
dix including details never before published
of the natural and civil state of Qtaheite;
by a committee appointed for the purpose by
the directors of the Missionary society...
(continued on next card) LC
Sample 8 (continued)
London missionary society. A missionary
voyage to the southern Pacific... (Card 2)
London, Print, for T. Chapman by T. G-illet,
1799.
395 p.
LC
16. Copy corporate entries as they are written. If the entry has a
subdivision, copy the subdivision two spaces after the first part.
A865
Appendix F - 7
17. Serial publications. These are publications which appear at regular
intervals, i.e., weekly, monthly, bimonthly, yearly, etc. In order
to save space in the union catalog trays, only one card is made with
an "open entry" i.e,"v.l" and the date of first publication followed
by a dash instead of making a card for each issue of the serial. On
many serial cards, however, the film will indicate final volumes and
dates in pencil. Copy only the initial volume and initial date, using
dashes followed by four spaces.
Serial under Corporate Entry
Sample 9
West Virginia country life conference
...Proceedings of the first- West Vir¬
ginia country life conference and the tenth-
Educational conference held at West Virginia
university... v.l- 1912-
Morgantown, W.Va., The University, 1912-
v. (West Virginia university bul¬
letin. ..)
LC
18. Many books have no one person or organization indicated as responsible
for their authorship. The main entry for such works is the title. Title
entries begin on the top line indented four spaces.
Main Entry hinder Title
Sample 10
Two centuries' growth
of American law,
1701-1901, by members of
the Faculty of the
Yale law school. N.Y., C
. Scribr.er's sons;
London, E. Arnold, 1901.
xviii p., 1 1., 538 p
(Yale bicen-
tennial pub.)
LC
A365
Serial under Title
Appendix 3? - 8
Sample 11
The Journal of criminal law and crim¬
inology.,. v,1— May 1910-
Chicago, 111., Published for the .American
institute of criminal law and criminology
by the northwestern University press ,-1910-
v.
LC
19. Author analytics. Many cards will appear on the film giving the
author and title, with a note in parentheses beginning in or see.
Copy these cards in the regular library form placing the in or see
note in curves immediately below the title at the first indention.
Analytics
Sample 12
Woodes, Nathaniel, fl. 1580?
The conflict of conscience.
(In Dodsley, Robert, ed. A select
collection of Old English plays. 4th
ed. by ¥. C. Hazlitt. London, 1874-76.
v. 6, p. 29-142)
LC
A865 Appendix F - 9
20. Copy cross-reference exactly as given, using the following form.
Cross Reference
Sample 13
Abaskin, Basil
See: Abashkin, Basil John 1899-
L.
A865
Appendix G
SIMPLE FILING PROCEDURE
The following steps should he followed in all filing and preliminary
sorting of cards:
1.
Sort
all
cards
into
the fol
A
P
K
P
U
B
G
L
0,
V
C
H
M
R
w
D
I
N
S
XY
-m
n.
J
0
T
2
Disregard the initial article, i. e., the, a, an, and corresponding
articles in foreign languages, and such initials as I_., K., K.K., and
R. in connection with the names of societies, institutions, etc,
2. Take up each of the twenty-five groups of cards in succession
and sort them further hy second letter; thus Aa. Ah, Ac, Ad, etc.
Repeat this for the third, fourth, and fifth letter if necessary.
3. For final alphabetizing of each group, pick up the cards in your
rignt hand and spread them out fan-wise so that you may see all
the headings readily. Then with your left hand make whatever changes
and adjustments may he necessary.
4. After completing a group, place the cards apart - face downward -
and proceed with the next group. When this new group is finished,
add it to the already completed cards, face downward. Repeat this
process until all cords have been alphabetized.
5, In the actual filing of the cards in the trays, it is essential to
pay special attention to three items on the card. The author, the
titles, and the date.
A. Author The author's name, whether personal, or coporate,
is the chief and the first thing to be considered.
If two authors are given, disregard the second. In
other words all tne works by the same author should
be found in one pla.ee.
B. Title After finding the author's place in the tray, con¬
sider the title of the work. Disregard the initial
article. Rile the titles of porks by the same author
in alphabetical order.
C. Date There will be many identical titles of a single
author. Rile them together if the date is the same.
When the dale varies, arrange them chronologically.
The earlier editions preceding the Later ones.
A865
Appendix H
SIMPLE FILING RULES
1. In filing, the parts of the ca.rd to be considered are (l) the author,
(2) the title, (3), date of. publication. When there is no date, some¬
times indicated by n.d., place undated cards before the dated ones.
2. In arranging authors with the same surname, file them according to their
given names.
3. As a general principle, always file cards giving incomplete information
before those which cover the same item thoroughly. Thus the name Drake
would be arranged:
1. Drake, A.C.
2. Drake, Andrew C.
3. Drake, Andrew Charle s
4. Drake, Andrew Charles, 1906 -
However, if the titles under Drake, A.C, correspond to those under Drake,
Andrew Charles, 1906 -, file the Drake, A. C. cards with the Drake,
Andrew Charles, 1906 alphabetically by title.
4. Titles are arranged alphabetically by the first word not an article.
Place all like titles having the same date together; if the date varies,
arrange them chronologically, beginning with the earliest.
5. In alphabetizing, disregard the article at the beginning of the title,
but consider it in all other instances.
6. In case of like names representing persons, places or things the order
of filing is: (l) personal names, (2) place names, (3) titles.
7. Disregard titles of honor or designation such as, Mr., Mrs., Frau, Graf,
Count, Lord, Sir, etc.
8. Disregard hyphens in names; file as if the 7/ords were written separately.
9. File abbreviated words as if spelled out. File Mc as if spelled Mac.
10. When two or more authors are given in the heading, disregard all but the
first.
11. When a title begins with a numeral, file it as if the numeral were spelled
out,
12. Disregard all diacritical marks, such as accents, apostrophes, etc. File
them as if they were written without any mark. The umlaut (") is an
exception to this rule: File as though the vowel were ae, oe, ue, (&, 6,
ii, ) also file the Swedish a as aa.
13. Do not follow directions on cross-reference cards. File cross-reference
cards before the author and title cards.
A36J
Appendix I
PRODUCTION RECORDS KEPT BY INDIVIDUAL SUPERVISORS EOR
EACH GROUP OF TWENTY TYPISTS
These records are totalled each week and the totals are
incorporated into a Production record for the whole project.
TYPIST
Smith
Grand Total
150
Jones 149
Atwood 110
Johnson
Wood
Jackson
Thomas
Brown
Henry
Hill
Harvey
Eashy
Warren
Greer
Cutter
Dewees
Winthrop
Winston
Arthur
Ullery
55
123
73
92
152
126
100
101
82
193
115
95
35
113
174
116
169
166
141
159
61
151
114
174
133
180
142
154
107
215
148
100
35
173
136
170
207
256
145
156
72
145
111
170
301
153
130
158
121
233
154
113
110
149
154
242
100
208
135
145
82
137
130
190
201
173
170
181
138
195
165
111
84
152
162
253
100
223
153
180
20
157
70
136
143
133
110
126
109
102
145'
100
85
127
88
120
164
1003
723
750
291
712
503
762
935
765
652
720
557
939
727
519
400
714
614
901
633
86,26'
2328
2923
3173
311'
2491
14027
100,394
A865
Appendix 1-2
As a comparison the following report for the same group of workers for
Anril 17 - 21 shows a marked increase in production resulting from (l) comple¬
tion of the difficult University films, (2) speed as a result of experience, (3)
shorter entries and (4) less foreign language.
Acril
TYPIST
17
18
19
20
21
Smith
330
320
323
230
265
1468
J ones
250
251
178
241
920
Atwood
234
235
230
215
250
1164
Johnson
204
248
225
200
232
1109
?7ood
214
252
277
237
268
1248
Jackson
227
205
224
211
210
1077
Thomas
170
196
188
178
732
Brown
175
209
189
200
261
1034-
Henry
333
232
191
213
969
Hill
174
250
190
350
984
Harvey
175
251
273
215
262
1176
Easby
273
270
290
258
292
1383
Warren
228
234
212
205
251
1130
Greer
1S5
281
200
240
262
1178
Cutter
141
153
211
270
311
1086
Dewees
170
80
123
163
536
Winthrop
255
276
294
215
287
1327
Winston
196
193
211
217
266
1083
Arthur
202
185
265
208
101
961
Ullery
200
200
220
243
179
1042
4095
4038
4469
4251
4753
21607
3-raxid Total
213,134
234,741
A865
Appendix I -
TOTAL PRODUCTION RECORD OP ALL TYPING PROCESS
is ma.de.
Prom these combined unit reports a total production record of all typing
February
UNIT
2
3
4
5
6
Total
I
4,020
3,413
2,700
4,110
3,100
17,34-3
II
4,312
2,111
4,003
3,411
3,001
15,838
III
2,221
4,871
4,612
2,978
4,601
19,283
The number of cards typed per day varies in proportion to the legibility
of the film, percentage of foreign languages, general reaction of typist to the
day's work, and length of the day. After a month's work on a film, the typist
should average more than 150 cards a day. Typists may range from a peak of
600 very easy, short cards to a low of 75 or 80 difficult, long, and tedious
foreign language cards.
A855
Appendix J
LIST OF STAMPS OTHER THAR THE LOCATION SYMBOL STAMPS
The following stamps are used to stamp oil the film container the in¬
formation indicated:
1. Typed
Indicates that the process of typing cards from the film
has been completed.
2. Includes LC cards
Indicates that the film is to be checked for LC order.
o. Includes cards in non-Roman alphabet
Indicates that the film contains cards in non-Roman alphabet.
4. LC record completed
Indicates that LC cards on the library films have been
checked with LC order.
Finished
Placed opposite stamp number three (S) to indicate that
nor.-Roman alphabet cards have bean copied.
The following stamps are used in connection with other processes:
1• See locations on first card
Used on second and third cards to eliminate repeated
stamping.
2. Discarded duplicates
Used on slip accompanying discarded duplicates.
A865 Appendix K
ACCESSIONS AND WITHDRAWALS
The cooperating libraries agree to forward catalogue cards to tlie union
catalogue for all accessions made subsequent to the completion of the micro-
copying of their catalogues# These cards for new accessions should he sent at
regular intervals agreed upon with the individual library.
The cards sent to the union catalogue are in the form used for the cata¬
logue of the cooperating library with the exception that call numbers, tracing
and special notes, only significant to the library, are omitted.
The handling of accessions is a simple process. The union catalogue
staff keeps a record (Appendix K-2) for each library in an accessions file.
The cards arrive in a pa.ck with an attached slip bearing the name of the li¬
brary, the inclusive dates within which the accessions were made, and the total
of the accessions. From this slip the information is entered on the library's
card in the Union Catalogue's accession record file. The catalogue cards arc
stamped with the library's location symbol and filed in the Union Catalogue as
soon as possible.
Cards or slips representing withdrawal of catalogue cards from the li¬
brary's catalogue subsequent to photographing, are sent with the cards for new
accessions. To facilitate handling, each withdrawal record should bo supplied
on a separate slip, or tho withdrawn catalogue cards themselves sent.
Prior to the completion of the Union Cataloguing Project, each with¬
drawal card or slip is stamped with the symbol of the library from which it
was obtained, and placed with the withdrawals from the other cooperating
libraries. Eventually this group of cards and slips is alphabetized and
checked against the corresponding cards in the union catalogue. With a rod
pencil vierely cross off the symbol of the library found on the union catalogue
card which remains in the catalogue.
A865
Appendix K - 2
Accession record card for each cooperating library kept at the
Union Catalog headquarters. Information for this record is taken
from the slip attached to the cards for accessions since photographing
sent by the cooperating library.
University of Nebraska Library
Photographing
Completed 12/15/33
Date Rec1 d. ITo. of Cards From To
1/31/39 340 12/15/33 1/31/39
A865 Appendix L
LIBRARY OF CONGRESS PRINTED CATALOG CARDS
Library of Congress printed catalog cards can be found in the
catalogs of most of the libraries in the country# Completely authoritative,
tncse cards raise the standard and effectiveness of any library catalog in
which they are included.
Produced by the Cataloging Division of the Library of Congress,
the cards may be obtained through the Library's Card Division. Cards are
made for all books copyrighted in the United States. In addition, through
a cooperative cataloging scheme, the stock of Library of Congress printed
cards is enlarged by there being produced catalog cards for a great mass of
significant materials found in the collections of the cooperating libraries.
If it is decided to use LC cards in the compilation of the Union
Catalog the planning committee for the catalog should contact the Card
Division of the Library of Congress. The cost of LC cards varies with
the total number of cards ordered and with the arrangement of the order.
The Handbook of Card Distribution, issued by the Card Division, gives
complete instruction for placing card orders.
LC cards, the product of standardized and best cataloging methods,
can be an important factor in determining the quality and authoritativeness
of the Union Catalog. A nucleus of LC cards (l) assists in the solution of
filing arrangement which, in part, depends upon accuracy and completeness
of entries, (2) will aid the differentiation of authors with similar names
?/hich present a real problem in union catalogs, (3) tends to unify similar
entries into a logical arrangement even if typescript cards are incomplete,
(4) reduces the problems and length of time in final revision of the catalog,-
(5) avoids much duplication in the typing process since it will not be
A3 65
Appendix 1-2
be necessary to copy a large percentage of the LC cards appearing on the film
and (6) most important, the nucleus of LC cards supplies technical standards
contributing to the permanency of the catalog.
From the initial ordering to final incorporation of LC cards in the
Union Catalog, the fallowing procedure is employed:
(1) Before any transcribing by the typing unit, the films containing
LC cards are segregated from those not containing LC cards. From
the latter films the order number is taken from each LC card
found, in the course cf a card by card examination of these films.
Each number is pencilled on a separate slip. Order numbers should
not be taken for LC cards where the edition, imprint, etc., has
been altered by the individual library. These altered cards will
typed in the transcribing process.
(2) The card numbers, are arranged according to the instructions
found in the Handbook of Card Distribution, and sent to the
Card Division as an order for LC cards.
(3) Upon roceiut, the LC cards are sorted, alphabetized and filed in
a separate file.
(4) The LC cards next are checked against the library films for
assigning location symbols to them.
(d) location symbols are stamped on the LC cards and filed into the
Union Catalog trays.
In connection with the operation indicated under (4) o.bove the
fallowing notes may be of assistance:
(1) A tyoist is assigned a film from which a portion of the LC
order has' been made. This film is checked with the corres¬
ponding trays of LC cards. Working from the unaltered LC
A865
Appendix L - 3
cards on the film to those in the tray, all cards found in the
tray correspond with those on the film o.re accepted as
correct duplications if the information "below the author line
and above the collation correspond. These cards are tunned
end-up in the tray. Any LC cards on the film not found in
the tray are typed and inserted in their proper position. If
an old LC card on the film agrees with a new LC card among the
cards ordered, except for a title variance, accept the new LC
entry only if the specific title variance is given on it under
the note "title varies."
(2) As indicated above, it is necessary to type a card when a
corresponding card is not present in the LC order. If the LC
card to be typed contains an old form of an entry, type it,
using the form of the entry found on one of the new LC cards,
which represents a work of the same author, e.g., film shows:
Bennett, Snoch Arnold: latest form according to LC card:
Bennett, Arnold. Substitute the latter. In the same manner
if the author's dates are not present on the film, and it is
necessary to type the card insert the dates found on the LC
card representing a work by the same author.
(3) mien the checking of LC cards with the library films is completed,
the film containers are stamped, LC Record Completed. The Film
Record also is marked, LC Record Completed.
A8G5
Appendix M
ELEMENTS OF A UORK PROJECTS ADMINISTRATION PROJECT TO CONSTRUCT
A UNION CATALOGUE OF AVERAGE SIZE
Purpose: To type and organize a union library catalogue of approximately
one million entries. *
Time Element: One year - average working day six (6) hours, five (E) day
week.
Personnel:
Equipment:
Typists, senior 45
Average production 1,000 cards per week per typist.
Filers, (Junior Clerks) 20
Average production 500 cards sorted, alphabetized
and filed per day per filer.
Senior Clerk, or Stenographer 1
Stampers (Junior Clerks) 2
Supervisors (Cataloguers) 3
One for every 20 workers
Supervisor, Project 1
Photographers (Junior Clerks) 3
Carocnters 2
Camera 1 or more
(More than, one fcr Statewide Project)
Projectors 45 (ultimately)
Typewriters, noiseless, pica, type, standard
keyboard and with card platens..... 45
Library Catalogue Cards 1,000,000
Guide Cards 30,000
(Plain, buff 5" x 3 3/8", 140 lb# weight);.
Labels (Plain white) 2 dozen rolls
Letters 3 dozen each letter
(except one dozen each Q,, X, Y, Z -
Gummed paper letters and figures,
P-5 white)
P-Slips, Newstock (3"X5") 200 lbs.
Trays 1200
Cases, four units, 300 trays per unit using single side of case
Tables, typing, four, each to hold 12 typists
Tables, filing, three, each to hold 10 filers
Desk, office, one or two
Table, one for stenographer or project clerk
Table, one for stamper
Stamps, one for each individual library represented
Rack to hold stamps
Cho.irs 50
Cable wiring down middle of each typing table using 12
double outlets
Cases, trays, tables and rack for stamps can bo constructed
by project carpenters.
A865
Appendix M - 2
Supplies
Eyonhades . 45
Typewriter ribbons, heavy record, black. 350
Razors, single blade (for scratchers)... 2 gross
Erasers. 1 gross
Pencils..... 1 gross
Alcohol, denatured (to clean rollers)... 3 gallons
ELEMENTS OF A WORK PROJECTS ADMINISTRATION PROJECT TO
CONSTRUCT A LARGE UNION CATALOGUE
Purpose: To type and organize a Union Library catalogue of approximately
five .million entries.
Time Element: Two years.
Personnel:
Typists, senior 100
Filers (Junior Clerks) 40
Senior Clerks 2
Stenographers 2
Supervisors 10
Stampers (Junior Clerks) 4
Photographing crew (Junior clerks) 3
(Using numerous machines, 3 clerks for each)
Project Supervisor 1
Carpenters. 4
Sapolics and equipment same as smaller project increased five (5) times.
A865
Appendix N
BASIC PHYSICAL REQUIREMENTS FOR PROJECT OPERATION
The spr.ee supplied for the project work must "bo sufficiently le.rge to
house the personnel. Overcrowding is not conducive to efficient and satis¬
factory operation. Adherence to standard office practice is recommended. The
filing and typing units should be in the same room, if possible. With a. rela¬
tively small project this is possible. The filers first of all should be lo¬
cated in the room where the catalogue will be pennansntly located, as it is a
dangerous undertaking to move twelve hundred (1200) or more completely filled
trays any great distance.
The tables for typists and films can be constructed by carpenters em¬
ployed by the project. The specifications for typing tables are standard
typing heighth, five feet wide and twelve feet long and legs so placed an to
allow six typists on each side. The length will ve.ry with the room spa.ee al¬
io ted the typing unit. Piling tables are the same, but of standard height.
Specifications for catalogue cases may be taken from a standard unit
found in libraries. Cases and trays can be constructed in a reasonably ade¬
quate fashion by project carpenters.
The Nebraska. Union Catalogue Project constructed four ca.ses and 1,000
treys, complete with rods, backing blocks, handles, etc., for a materials1
cost of $275.00..
A865
Appendix - 0
ESC0MM3NDATI0NS FOR FHOTOGBAPHING UNIT
In operating a statewide union library catalogue project it is advisable
/
to arrange the working periods of the "Photographers" of the Photographing Unit
so that the equipment will not bo idle any appreciable length of tine* If only
one photographing machine, employing one operator, is in service, working time
requirements for the operator and the time lost in moving the machine, result
in an uneconomical use of the equipment which will lie idle a considerable time
in the course of a working month.
For compiling an average sized union catalogue it is recommended that
two photo graphing machines should operate simultaneously at separate points.
The additional speed of coverage will reduce the unit rental costs per machine
and will result in an overall rental saving since the whole process will be
more rapidly completed. In addition travel and per diem costs for the crow
should bo somewhat reduced. Speed in photographing is essential for the con¬
tinuous occupation of the typing units which embrace the majority of project
employment. For greater economy, the photographing machines each should oper¬
ate 130-150 hours per month.