Sender: Rare Books and Special Collections Forum <EXLIBRIS@RUTVM1.BITNET>
Cataloging of printed special collections materials for the Beinecke Rare Book
and Manuscript Library is done in the main library, Sterling Memorial Library.
At the time the Beinecke was being built (early 70's), this arrangement seemed
the most sensible one, as the essential tools for cataloging (Official Catalog
with Authority File, shelflist, reference materials) were all housed in the
Sterling Memorial Library. No space for a rare book cataloging team was
planned in the New Beinecke Library, but a tunnel was built connecting the two
buildings so that materials could be transported back and forth with a high
degree of security protected from the elements. A book truck goes back and
forth at least once a day.
Administratively the Rare Book [Cataloging] Team is part of Technical Services
in the Sterling Memorial Library, but salaries are paid out of Beinecke
Library funds. The politics of all this can be a bit sticky. To some extent a
"we - they" mentality seems inevitable. The old advantages of having the
Official Catalog, shelf lists, and references materials at hand for catalogers
still apply, but as we rely more and more on our on-line catalog and authority
file (a version of Notis), these advantages seem less compelling.
Problems resulting from the separation of cataloging from Beinecke include less
security for the books in Sterling (even though we keep them in locked cages or
a safe), the large amount of time and effort that goes into tracking books sent
from Beinecke to Sterling, problems in workflow exacerbated by duplication of
effort, and the resulting "we - they" mentality.
Manuscript cataloging of Beinecke materials is done within the Beinecke Library
. Presently a cataloger's workstation is being set up in Beinecke so that at
least some book cataloging can be done there when factors warrant it. This is
now taking place so that a particular donated collection can be cataloged as
expeditiously as possible without individual accessions records being created
beforehand. Beinecke has its own acquisitions system partly because the Notis
system does not provide for protecting confidential information. An integrated
acquistions and cataloging system would greatly streamline our workflow.
These are some of the pros and cons of separating cataloging from special
collections. I look forward to hearing about other libraries' arrangements.
Stephen R. Young
Rare Book Team Leader
Yale University Library