Management Matters. Ann's Plan, Part 2: A Cataloging Backlog

Last month we left Ann with a massive re-shelving project. In addition to a collection in disarray, Ann also found a box of new, uncataloged, unprocessed books in her office. Evidently, the previous librarian never added these materials to the library’s catalog. Ann quickly realizes she must consider three issues:

• Should she spend her time cataloging and processing materials? How important is this task in the context of her work as a school librarian?
• How can she get help?
• What should she do about this box, right now?

What Is Cataloging Worth?

Cataloging theory is at the heart of library science. It is the intellectual frame by which libraries organize and provide access to information and ideas, and, perhaps, even create and maintain cultural knowledge. The process of cataloging is a demanding intellectual endeavor that can be deeply rewarding. Yet, a school librarian may need to prioritize her efforts elsewhere for several reasons. First, a school librarian’s job is all public service all the time. Librarians add value to the school enterprise when their work improves student learning and teacher effectiveness. Second, cataloging in the school context always involves clerical tasks. School leaders perceive the entire effort as back-office busy-work that removes the librarian from the learning community. Finally, high-quality cataloging records and shelf-ready processing are readily available for little or no cost. Most materials purchased for school libraries are available in bulk from library vendors, who purchase bibliographic records from reputable sources.

What Is the True Cost of Cataloging?

List price for vendor cataloging and customized shelf-ready processing ranges from free to approximately $.70 to $2.00, depending on the vendor, without negotiated discounts. Shelf-ready processing for an order of 100 books could therefore cost between $70 and $200. Understandably, librarians see those numbers and think of all the books they could buy if they just processed the books themselves. But time spent cataloging is not free. In 2012, the median hourly pay rate for a librarian was $26.62 per hour, not including employee-related expenses (Bureau of Labor Statistics 2012). To break even at the lower price point, the librarian would need to catalog, print labels, attach labels, and wrap book jackets in Mylar for all 100 books in three hours or less. The librarian's time is much better spent meeting with teachers, planning instruction, offering professional development, or curating resources on the Web. Librarians could also add value to basic catalog records by adding school-based access points and changing call numbers to bring similar items together on the shelf.

How Can Ann Get Help?

School librarians work within larger systems and networks, even if they are solo practitioners in their buildings. If there is no library supervisor, there may be a curriculum supervisor or purchasing agent who can advise librarians on getting the most from their vendors. The number one question to ask is:

Is There a Local, State, or Regional Purchasing Contract for Library Books?

Ann works in a rural/suburban county adjacent to several larger urban districts. In Ann's state, public procurement law allows governmental bodies to buy goods and services from each other's contracts, whether or not they participated in the procurement process (Virginia Statute §2.2-4304). These cooperative bids permit all school districts to benefit from negotiated costs and services. Ann will need to:

• find out if there is an applicable contract,
• purchase from the vendors named in the contract,
• name the cooperative bid on her purchase orders, and
• set up processing profiles with the vendors she wants to use.

The Books in the Box

Before Ann decides to catalog the books in the box, she should first determine what they are worth. In other words, she can go through the selection process all over again. If they are gift books or just paperback copies from the last book fair, she can give them to teachers for classroom collections, or use them as prizes. If they are hardcover trade books that support the school's curriculum and reading interests, then she should certainly look for copy cataloging records, allowing no more than 2 minutes per book for the search (remember the math?). Once the records are added into the database and labels printed, Ann should delegate the processing tasks to a volunteer.

Through this process, Ann begins to build her support network by reaching out to other professionals in her district. 

Works Cited

Bureau of Labor Statistics, U.S. Department of Labor. “Librarians” in Occupational Outlook Handbook, 2014-15 Edition. http://www.bls.gov/ooh/education-training-and-library/librarians.htm (accessed October 31, 2015).

Joint and Cooperative Procurement. Virginia Statute §2.2-4304. http://law.lis.virginia.gov/vacodepopularnames/virginia-public-procurement-act/. (accessed November 1, 2015).