Proposals for New Cataloging Projects

Draft Revision -- August 5, 2004

The SCP encourages the identification of new electronic resources appropriate for UC users, however the Program is not staffed for an infinite amount of cataloging. Therefore, formal processes are in place for vetting and prioritizing the SCP workload.

The current cataloging workload can be tracked through the CDLInfo newsletter or the SCP Database for Tracking Record Sets.

For the cataloging of individual free titles, see “Open Access Resources at the UC Libraries: Policies and Procedures for Shared Cataloging, Linking, and Management” and the “Request Form for Open Access Journals.”

For the cataloging of groups of titles or any new cataloging project, whether free or licensed, please submit a proposal to the Joint Steering Committee on Shared Collections (JSCSC) using the format below. In the early preparation stages, the SCP Advisory Committee can provide advice, answer questions, and read drafts of proposals. Final proposals will go forward to the JSC for approval and prioritizing. Negotiation for additional funding support may be necessary.

1. Title of project:

2. Background information: Please provide any background/context statements about what this project intends to accomplish.

3. What kinds of materials do you want cataloged? (Be specific: monographs, serials, databases, maps, sound recordings, etc.)

4. What is the initial volume of materials to be cataloged? Any estimates of how many materials are in each format? Are there logical groupings?

5. Are there records available for this electronic package? Are there records available for another equivalent format (print, microform?) Please provide as much information as you are able to about the potential for finding existing records (vendor, pricing, record structure, etc.)

6. How will new or on-going materials be identified? How will SCP be notified? Please estimate the number of new/ongoing titles to be cataloged once the retrospective cataloging phase is completed. Will there be any special ongoing maintenance needs for these records?

7. How will the catalogers find/identify what to catalog? (Is everything at one "gateway" URL? Or will a list be provided? Or…. )

8. What standards and procedures will be followed? Are the existing cataloging guidelines sufficient or will additions or modifications be necessary? Please cite or attach any other existing standards or procedures that can be adopted or consulted.

9. Are there any special "hooks" you would like to have included in each record (special project name, subject heading, keyword, title, etc.) to facilitate retrieval?

10. What timetable did you have in mind? How urgently are these records needed? What other options have been identified for cataloging if the presented timetable cannot be met by the SCP option? (Note that priorities for SCP cataloging are set by the JSCSC.)

11. What additional resources (staff, equipment, software, etc.) might be needed to move ahead with cataloging (understanding that this may change over time as the project is further refined)?

12. Which campuses will have access to these materials? Have contacts at each campus been established?

13. Is there a cataloging specialist associated with this project that could be a consultant to the SCP Advisory Committee on technical information? Who has lead responsibility for the project (name, email address and telephone number)?

Prepared by Linda Barnhart for the SCP Steering Committee

October 17, 2001
Revised August 5, 2004