Catalog Collection
Catalog and classify library or archival materials using standard classification systems and descriptive cataloging practices.
When to Use
- You are organizing a personal, institutional, or community library from scratch
- You need to assign call numbers and subject headings to new acquisitions
- You want to create consistent catalog records for findability
- You are reclassifying a collection that has outgrown its original system
- You need to establish authority control for authors, series, or subjects
Inputs
- Required: Materials to catalog (books, serials, media, archival items)
- Required: Chosen classification system (Dewey Decimal or Library of Congress)
- Optional: Existing catalog or inventory to integrate with
- Optional: Subject heading authority (LCSH, Sears, or custom thesaurus)
- Optional: MARC-compatible cataloging software (Koha, Evergreen, LibraryThing)
Procedure
Step 1: Choose the Classification System
Select a system that matches the collection's size, scope, and audience.
Classification System Comparison:
+----------------------------+-------------------------------+-------------------------------+
| Criterion | Dewey Decimal (DDC) | Library of Congress (LCC) |
+----------------------------+-------------------------------+-------------------------------+
| Best for | Public/school libraries, | Academic/research libraries, |
| | personal collections <10K | collections >10K volumes |
+----------------------------+-------------------------------+-------------------------------+
| Structure | 10 main classes (000-999), | 21 letter classes (A-Z), |
| | decimal subdivision | alphanumeric subdivision |
+----------------------------+-------------------------------+-------------------------------+
| Granularity | Broad at top levels, | Very specific; designed for |
| | expandable via decimals | research-level distinction |
+----------------------------+-------------------------------+-------------------------------+
| Learning curve | Moderate — intuitive | Steeper — requires schedules |
| | decimal logic | and tables |
+----------------------------+-------------------------------+-------------------------------+
| Browsability | Excellent for general | Excellent for subject-deep |
| | browsing | collections |
+----------------------------+-------------------------------+-------------------------------+
Decision Rule:
- Personal or small community library: DDC
- Academic, research, or large institutional: LCC
- Mixed or uncertain: Start with DDC; migrate to LCC if collection exceeds 10K
Expected: A classification system chosen that fits the collection's scale and purpose.
On failure: If neither system fits (e.g., a highly specialized archive), consider a faceted classification or custom scheme, but document the mapping to DDC or LCC for interoperability.
Step 2: Perform Descriptive Cataloging
Create a bibliographic description for each item following standard practice.
Descriptive Cataloging Elements (RDA-aligned):
1. TITLE AND STATEMENT OF RESPONSIBILITY
- Title proper (exactly as on title page)
- Subtitle (if present)
- Statement of responsibility (author, editor, translator)
2. EDITION
- Edition statement ("2nd ed.", "Rev. ed.")
3. PUBLICATION INFORMATION
- Place of publication
- Publisher name
- Date of publication
4. PHYSICAL DESCRIPTION
- Extent (pages, volumes, running time)
- Dimensions (cm for books)
- Accompanying material (CD, maps)
5. SERIES
- Series title and numbering
6. NOTES
- Bibliography, index, language notes
- Special features or provenance
7. STANDARD IDENTIFIERS
- ISBN, ISSN, LCCN, OCLC number
Cataloging Principle: Describe what you see.
Take information from the item itself (title page first,
then cover, colophon, verso). Do not guess or embellish.
Expected: A consistent bibliographic record for each item with enough detail for unique identification and discovery.
On failure: If publication information is missing (common in older or self-published works), use square brackets to indicate supplied information: [ca. 1920], [s.l.] (no place), [s.n.] (no publisher).
Step 3: Assign Subject Headings
Apply controlled vocabulary terms so users can find materials by topic.
Subject Heading Sources:
+------------------------------+------------------------------------------+
| Authority | Use For |
+------------------------------+------------------------------------------+
| LCSH (Library of Congress | General and academic collections. |
| Subject Headings) | Most widely used worldwide. |
+------------------------------+------------------------------------------+
| Sears List of Subject | Small public and school libraries. |
| Headings | Simpler vocabulary than LCSH. |
+------------------------------+------------------------------------------+
| MeSH (Medical Subject | Medical and health science collections. |
| Headings) | |
+------------------------------+------------------------------------------+
| Custom thesaurus | Specialized archives or corporate |
| | collections with domain-specific terms. |
+------------------------------+------------------------------------------+
Assignment Rules:
1. Assign 1-3 subject headings per item (more is noise, fewer is loss)
2. Use the most specific heading available (not "Science" when
"Marine Biology" exists)
3. Apply subdivisions where helpful:
- Topical: "Cooking--Italian"
- Geographic: "Architecture--France--Paris"
- Chronological: "Art--20th century"
- Form: "Poetry--Collections"
4. Check authority files for preferred forms before creating new headings
5. Be consistent: if you use "Automobiles" don't also use "Cars" as a heading
Expected: Each item has 1-3 subject headings from a controlled vocabulary, applied consistently across the collection.
On failure: If no suitable heading exists in your authority, create a local heading and document it in a local authority file. Review periodically for alignment with the main authority.
Step 4: Assign Call Numbers
Build the shelf address using the chosen classification system.
Dewey Decimal Call Number Construction:
1. Main class number (3 digits minimum): 641.5
2. Add Cutter number for author: .S65 (Smith)
3. Add date for editions: 2023
Result: 641.5 S65 2023
DDC Main Classes:
000 - Computer Science, Information
100 - Philosophy, Psychology
200 - Religion
300 - Social Sciences
400 - Language
500 - Science
600 - Technology
700 - Arts, Recreation
800 - Literature
900 - History, Geography
LCC Call Number Construction:
1. Class letter(s): QA (Mathematics)
2. Subclass number: 76.73 (Programming languages)
3. Cutter for specific topic: .P98 (Python)
4. Date: 2023
Result: QA76.73.P98 2023
Shelving Rule: Call numbers sort left-to-right,
segment by segment. Numbers sort numerically,
letters sort alphabetically, Cutters sort as decimals.
Expected: Every cataloged item has a unique call number that determines its shelf position.
On failure: If two items generate the same call number, add a work mark (first letter of title, excluding articles) or a copy number to disambiguate.
Step 5: Create or Update Catalog Records
Enter the cataloged information into your catalog system.
Minimum Viable Catalog Record:
+-----------------+----------------------------------------------+
| Field | Example |
+-----------------+----------------------------------------------+
| Call Number | 641.5 S65 2023 |
| Title | The Joy of Cooking |
| Author | Smith, Jane |
| Edition | 9th ed. |
| Publisher | New York : Scribner, 2023 |
| Physical Desc. | xii, 1200 p. : ill. ; 26 cm |
| ISBN | 978-1-5011-6971-7 |
| Subjects | Cooking, American |
| | Cookbooks |
| Status | Available |
| Location | Main Stacks |
+-----------------+----------------------------------------------+
If using MARC format:
- 245 $a Title $c Statement of responsibility
- 100 $a Author (personal name)
- 050 $a LCC call number
- 082 $a DDC call number
- 650 $a Subject headings
- 020 $a ISBN
Copy cataloging: Check OCLC WorldCat or your library system's
shared database before creating original records. Someone has
likely already cataloged the same edition.
Expected: Each item has a catalog record in the system with all required fields populated. Records are searchable by author, title, subject, and call number.
On failure: If cataloging software is unavailable, a well-structured spreadsheet (with consistent column headings matching the fields above) serves as a functional catalog. Migrate to proper software when available.
Step 6: Organize the Physical Shelf
Arrange materials according to their call numbers.
Shelf Organization Principles:
1. Left to right, top to bottom (like reading a page)
2. Call numbers in strict sort order:
- DDC: 000 → 999, then Cutter alphabetically
- LCC: A → Z, then number, then Cutter
3. Spine labels: print or write call number on spine label
(white label, black text, 3 lines max)
4. Shelf markers: place dividers at major class boundaries
(every 100 in DDC, every letter in LCC)
5. Shifting: leave 20-30% empty space per shelf for growth
6. Oversize: shelve items taller than 30cm in a separate
oversize section, with "+q" prefix on call number
Shelf Reading (periodic verification):
- Walk the stacks weekly
- Check that items are in correct call number order
- Reshelve any misplaced items
- Note damaged items for repair or replacement
Expected: Materials are physically arranged in call number order with clear spine labels and growth space.
On failure: If space is insufficient, prioritize high-circulation items on accessible shelves and move low-use items to compact storage, noting the location change in catalog records.
Validation
Common Pitfalls
- Inconsistent headings: Using both "World War, 1939-1945" and "WWII" defeats the purpose of controlled vocabulary. Pick one authority and stick to it
- Over-classification: Assigning a 15-digit DDC number to a small personal library adds complexity without benefit. Match granularity to collection size
- Ignoring copy cataloging: Creating original records when copy records exist wastes time. Always check shared databases first
- Spine label neglect: A cataloged book without a spine label will be misshelved. Label immediately after cataloging
- No growth space: Packing shelves to 100% capacity means every new acquisition triggers a chain of shifting. Leave room
Related Skills
preserve-materials — Conservation of cataloged materials to maintain their conditioncurate-collection — Collection development decisions that determine what gets catalogedmanage-memory — Organizing persistent knowledge stores (digital parallel to physical cataloging)