June 30, 2001

It is with pride, gratitude, and sadness that I submit the Final Report for The Five Colleges of Ohio Historical Government Documents Cataloging Project. I am proud of the work we accomplished and the way we did it. The cooperative and collegial spirit of the group is remarkable. I am grateful to have had the opportunity to shepherd the project. I have had a unique view of the project from many perspectives, and it has been a fine picture to see. I am sad as we wrap up the Mellon funded portion of the project, but note that I did not say conclude the project. I look forward to hearing of the continuation of the cataloging, sharing and cooperation that have been the hallmarks of this work and of your committee.

I thank each of you for the warmth and welcoming way you have opened your offices, facilities, collections, and yourselves to me. We have shared the hard work of cataloging these "dirty" books, but we have also shared many lunches and laughs.

We were colleagues who became friends and I am grateful for you all.

Sincerely,

Ellen P. Conrad
Project Coordinator
Historical Government Documents Cataloging Project

Documents librarians tell horror stories of research that could not be done or of hours spent by an unsuspecting reference librarian or patron in trying to find an elusive old document. We remember the student who wrote his senior thesis on Senator Joseph McCarthy using secondary sources only to learn later that the library had all the original hearings of the House Un-American Activities Committee; unfortunately they were not in the public access catalog. Within the five libraries there are thousands of these hidden treasures. The Five Colleges of Ohio Historical Government Documents Cataloging Project has revealed them and made them accessible.

As far back as the 1970's, the documents community began to dream of providing access to these older documents. In 1995 a Mellon Foundation Grant provided for the formation of the Five Colleges of Ohio Consortium. At that time the dream of cooperative documents cataloging took a new and exciting turn. Already an informal working group with a long history of cooperation, the Five Colleges Documents Committee was formally convened and began to look ahead. The members of the committee had discussed the possibilities for the full cataloging of their documents collections on many occasions. With the consortial framework in place, what had been only an impossible dream was beginning to become a reality. In 1996 four of the five colleges merged their online catalogs into the single CONSORT catalog. Among the current documents staffs in the Five Colleges were many of those original dreamers. In January 1997, the CONSORT colleges began to catalog current depository document acquisitions.

With cooperative current cataloging well underway by January 1998, the documents committee proposed a project to catalog their historical collections. In the relatively small geographic area bounded by the five colleges, there was a wealth of information available that was not easily accessible. Ohio Wesleyan became a depository in 1845 and is the oldest depository in the state. Kenyon is second in the state - appointed in 1873; followed by Denison in 1884 and Oberlin in 1885. Even though Wooster is a relatively young federal documents depository (1966), they also have a rich historical collection.

From the original Mellon Grant, funds were made available for the Historical Documents Cataloging Project. (See Appendix A.) With careful management and the directors' support, we were able to fund the project for a full three years. We have produced both bibliographic and item records for our catalogs at an average cost to the grant of $1.33 each. This figure includes all grant-funded costs: initial OCLC costs, TechPro contracted records, coordinator's salary and expenses, and miscellaneous office expenses. At three critical junctures the directors voted to provide additional funds for the project. OCLC costs were paid by each institution for the final year of the project and an additional $7,000 was allocated for project expenses. Record enrichment credits from OCLC totaling $9,688 were returned to the project budget.

From the start our primary goal was to provide bibliographic access to these valuable materials. All five of the libraries are charter members of OCLC and as a group are very committed to the growth and integrity of the OCLC database for world-wide access to bibliographic information.

To plan and administer the project, a coordinator was hired in July 1998. The coordinator had oversight of the project, travelling to the five campuses weekly. She tracked assignments and progress, kept statistics, prepared budgets, followed expenses, and wrote regular reports. She also trained staff and students, functioned as a trouble-shooter, and carried documents and messages between libraries. She was the contact for OCLC and TechPro and served as the spokesperson for the project.

The libraries designated staff to work with the coordinator and the student employees. In each case, they also worked with other aspects of documents and added this cataloging to their responsibilities, typically spending from 1/10 to 1/3 of their time on the project. In addition to the continuing staff, each of the colleges committed student workers to the project. Student time and responsibilities varied at each library.

In 1986, The College of Wooster began a two-pronged project to catalog both current acquisitions and their historical collection. Because of Wooster's original project, there were already over 100,000 document records in the CONSORT joint catalog upon which to build. However, many of the uncataloged historical documents did not have records available. We contracted with TechPro to create original records for these materials and have been very pleased with their work.

In addition to cataloging, we are also very concerned about preserving, protecting and repairing our fragile treasures. We operated under a strict "do no further damage" plan. All of our staff and students were trained in the gentle handling of the documents. We purchased acid-free envelopes to store documents in need of repair and protection and moved some documents to special collections. We made phase boxes and preservation folders and did some photocopying of fragile items.

To direct, support and define the parameters of the project, we wrote and collected policy statements, procedures, instructions, and samples. We gathered this material from OCLC Tech Memos, the Wooster Cataloging Manual, OhioLINK standards, and assorted job descriptions, but the procedures we developed grew primarily from the discussions, desires and ideas of the Five Colleges documents group. These working papers, changed and updated as needed, were invaluable in helping us think through what we wanted to do and how to do it consistently.

We spent considerable time and energy on these beginning steps. Deciding on the scope of the project took much thought and discussion. We set guidelines for what the project would include, when to bend them a bit, and who would pay for what. We worked to balance our desire to catalog everything against the knowledge that we would have limited funding and staff.

We decided to focus on documents published prior to 1976 because the project was originally defined to catalog historical materials and because we believed the post-76 documents would be easier for each college to tackle on their own. Many post-76 documents, however, were cataloged as we worked through the shelves but were not counted as part of the project and were not covered by project funds.

Each of the colleges created a prioritized list of classes to catalog, and we have completed many of those highest priority classes. (See "Cataloging Progress by Original Priority Class" in Appendix B.) In order to share the workload and to catalog as many unique titles as possible, we developed a rotation system. For each individual class, we selected the college which had both strong holdings in that class and a high priority for cataloging it. They became the first library to catalog the materials from that agency. When they finished, the other colleges were assigned to that class in turn. Documents without records on OCLC were held for TechPro cataloging. This cataloging rotation worked very well and gave us a good picture of how much unique material is in the combined collections.

Documents with very poor quality OCLC records were also sent to TechPro for full cataloging. We are pleased that we have been able to contribute high quality records to OCLC in the name of the Five Colleges and the Mellon Foundation. Error reports were also sent to OCLC, further contributing to the overall quality of documents cataloging records.

In addition to copy cataloging and original cataloging through TechPro, we have been able to enrich many OCLC records. This was an especially rewarding aspect of the project, as we have been able to improve the quality of over 18,000 OCLC records. An added benefit to the libraries is that there is a credit from OCLC of $0.53/record for this work that was returned to the project account.

Because there are two catalogs in the Five Colleges consortium, we have had the opportunity to share records between the CONSORT catalog and Oberlin's catalog. We have successfully transferred records, evaluated them, checked for duplicates, and added holdings. The systems managers for the two catalogs assisted this sharing by running tests, loading records and creating lists. It was a bonus to be able to share the work among five colleges; everyone benefited from it.

We have also worked with the State Library of Ohio Cataloging Center and the Regional Documents Librarian for Ohio. The State Library is very interested in the Five Colleges' project, both original and copy cataloging. While they have not yet been able to work actively on the project, we are looking forward to their participation in the future. As a start, we have supplied them with a list of records for the Women's Bureau as a test set. We gave a one-day workshop for their staff on document cataloging specifics and have offered to provide consultation and support services in the future.

Many unique variables influenced the project statistics (reported in Appendix C). For example, a low bibliographic record count may reflect the order of cataloging; the first school to catalog a class will have a higher uncataloged to cataloged ratio. Working in problem areas is often very time-consuming so the number of documents processed is lower. The opportunity to enrich records and the need for original cataloging are both strongly influenced by and tied to the classes being cataloged. Statistics for these extra editing functions are higher when cataloging documents from agencies with no SuDocs numbers in the OCLC records or when the records lack subject access. Libraries focused on problem documents found more titles needing TechPro cataloging since these were titles they were unable to catalog earlier.

In three years we have added 29,247 bibliographic records for pre-1976 documents to the two catalogs of the five colleges.

Item records reflect the number of pieces processed. There are now 81,815 more pieces represented in the CONSORT catalog; many of which are linked to the shared bibliographic records added by another college. Since Oberlin's catalog is separate, their item record count closely parallels their number of bibliographic records (3,946). The total number of item records for the five colleges, therefore, is 85,761.

Since January 1999 we have enriched a total of 18,280 records on OCLC.

We began taking documents to TechPro in July of 1999 and they have created 2,005 new records that appear in our catalogs as well as in the international OCLC database.

In addition to statistics, we can also count many other accomplishments of the project. Cataloging these historical documents has given us improved access to them and better control over the collections. We now know exactly what we have, are more familiar with the materials, and have the opportunity to share and strengthen our collections.

We have seen a notable increase in the use and circulation of the materials, both locally and through interlibrary loan. For example, we had an interlibrary loan request for a document that was not on the shelf, a Labor Department report. Upon checking, we discovered it had just been finished by TechPro and had not yet been returned to the library. The patron was so glad to have found the information, he was happy to wait the few days it took us to get it to him.

Collection development, strengthening, and consolidation are additional benefits of the project. For example, Women's Bureau Leaflet #6, Jury Duty for Women, was cataloged by Kenyon. Denison was working through their holdings and found they had the addendum for that title, but not the main document. We transferred the addendum, creating one complete report. We also determined that only one copy of The National Bureau of Standards Journal would be sufficient for the needs of the consortium. Denison's copy became the copy of record and to complete their set, Wooster transferred holdings to them. The Government Printing Office, administrators of the Federal Depository Library Program, has agreed that we may transfer materials within the consortium without creating individual selective housing agreements.

In addition to the State Library workshop, we have presented papers at the national Depository Library Conference in Washington, DC, (Fall 2000) sponsored by the Government Printing Office and at the Ohio Government Documents Roundtable (Spring 1999).

The records, enrichments, and holdings we have added to the OCLC database are available to OCLC members worldwide and for all users.

Since both CONSORT and Oberlin's catalogs are part of the statewide OhioLINK system, our historical documents holdings are added to that database and strengthen it.

Our plans to work with the State Library will improve access to their collection and benefit the entire Ohio depository community that includes 59 selective depository libraries.

Our policies, procedures, working papers, and statistical reports have been posted on the project web page for others to access, review and use.

In recognition of our pioneering work on historical cataloging of government documents, The Five Colleges of Ohio received the Bernadine Abbott Hoduski Founders Award for 2000, given by the Government Documents Roundtable of the American Library Association. This national award recognized the groundbreaking cataloging and consortial work of the project. Nationally many have followed the project with interest and are looking to the Five Colleges for leadership and counsel.

It has been a particular pleasure to work with Susan Palmer, Director for Administrative and Business Affairs, and Brenda Howard, Assistant for Accounting and Budgets, at the central office of The Five Colleges of Ohio. They have been unfailingly helpful and supportive. The staff at each of the colleges brought individual and unique strengths to the project from which all have benefited.

We have worked with two catalogs, five schools, five technical services departments, five unique documents staffs, and five different ways of approaching our daily work, all stirred up occasionally by one coordinator. It was a challenging assignment and sometimes hard -- and it worked. We have surpassed many expectations, accomplished our goals, and organized the work so it can and will continue long after the end of the Mellon-funded project. We are getting documents information into the catalog and documents into the hands of those who need them. We have succeeded.

Staff

Mary Webb Prophet, Head of Reference and Government Documents
Beverly Gage, Documents Specialist
Cynthia Cort, Documents Specialist

History/Areas Covered

Denison University has had a strong commitment to documents access for many years. They began linking to Wooster records as soon as the CONSORT catalog was created and were leaders in the current cataloging initiative. This project has enabled them to continue and expand that work.

All of Denison's original high priority classes have been completed. These include the Office of the President, Depression Era documents, the Department of State and the Smithsonian Institution. In addition, they have completed or are working on many other areas. See the Gray Report for a complete listing of their cataloging (Appendix D).

Special Accomplishments

Denison can be particularly proud of their tenacious attitude and comprehensive approach to documents cataloging. Their goal is to catalog the complete collection and they are well on the way. They also give special attention to the condition of the materials. They use protective folders and boxes when needed and shelve items in the locked seventh tier for protection.

Recommendations

Since many areas of documents have been cataloged at Denison, I support the A-Z approach that they have already begun. Working comprehensively through the collection is a big job but will give them the full cataloging they desire. Denison has extended their contract with TechPro and will be sending additional documents for original cataloging.

Statistics

New bibliographic records added to CONSORT by Denison    % of new bib records in Five Colleges project total    % of new bib records in CONSORT project total	10,463 36% 41%
New item records added to CONSORT by Denison    % of new item records in CONSORT project total	34,949 43%
Records enriched by Denison on OCLC	7,484
TechPro records created for Denison materials	608
Grant funds covering OCLC/TechPro costs for Denison	$12,528.89

Staff

Andrea Peakovic, Head of Government Documents
Mark Gooch, Librarian & Technology Consultant
Donna Wilson, Technical Services Librarian

History/Areas Covered

Kenyon College has had a strong commitment to documents for many years. Their collection, which began in 1873 with their designation as a federal government documents depository, is old and rich. The documents staff at Kenyon is committed to full access to this collection. They have been major players in both the historical cataloging project and in the CONSORT cooperative cataloging of current documents.

All of Kenyon's original high priority classes have been completed. These include the War Department, the War Relocation Authority and the Smithsonian Institution. In addition, they have completed work in many other areas. See the Gray Report for a complete listing of their cataloging (Appendix D).

Special Accomplishments

In addition to cataloging their significant War Department collection, Kenyon has cataloged the Department of Defense and the Navy and Military Departments. This give total coverage for their collection of military documents. They have also completed cataloging from the Library of Congress through the War Trade Board.

Recommendations

Many classes of documents have been cataloged at Kenyon. Their commitment to focus on the oldest and rarest items in the collection can clearly be seen in the work completed. As time, budget, and student help permit, work in the SuDocs classes J through L and NAS through NS would complete the collection from I through to WB, a major portion of the collection.

Statistics

New bibliographic records added to CONSORT by Kenyon    % of new bib records in Five Colleges project total    % of new bib records in CONSORT project total	2,778 9% 11%
New item records added to CONSORT by Kenyon    % of new item records in CONSORT project total	17,088 21%
Records enriched by Kenyon on OCLC	2,227
TechPro records created for Kenyon materials	177
Grant funds covering OCLC/TechPro costs for Kenyon	$ 7,934.50

Staff

Tom Hinders, Head of Serials and Government Documents
Cecilia Robinson, Documents cataloger

History/Areas Covered

Oberlin College has an old and exceptionally strong collection of documents, serving as a federal depository for documents since 1885. They are also a depository for State of Ohio documents. Using Marcive records for current cataloging, this historical project has allowed them to begin to catalog their older valuable resources.

All of Oberlin's original high priority classes are completed. This includes the Civil Rights Commission, Immigration and Naturalization Service, Indian Affairs Bureau and Labor Department. From their medium priorities list, completed are the Children's Bureau and the Peace Corps. See the Gray Report for a complete listing of their cataloging (Appendix D).

Special Accomplishments

Oberlin College, known for the high quality of their cataloging, has worked hard in the areas of series notes and subject access for the records they have added to the catalogs. In addition to the agencies listed above, they are moving through the War Department and the publications of the House and Senate committees on foreign relations.

Recommendations

With a fine collection of both old and new congressional hearings, cataloging of these materials at Oberlin would give electronic access to a large body of the collection. From Oberlin's medium priority list the following agencies should also be considered for cataloging: Environmental Protection Agency, other environmental categories, NASA, and the Office of the President. Oberlin has extended their contract with TechPro and will be sending additional documents for original cataloging.

Statistics

New bibliographic records added to OBIS (Oberlin's catalog)    % of new bib records in Five Colleges project total	3,946 13%
Records enriched by Oberlin on OCLC	959
TechPro records created for Oberlin materials	134
Grant funds covering OCLC/TechPro costs for Oberlin	$ 6,369.63

Staff

Judy Orahood, Cataloging Manager
Joy He, Public Services Librarian & Coordinator of Government Documents
Xudong Jin, Head of Technical Services

History/Areas Covered

Ohio Wesleyan University is the oldest federal depository in the State of Ohio (1845). Their rich collection is an important part of the documents collections of the Five Colleges of Ohio. They began current cataloging of documents in 1996 with the formation of the CONSORT catalog and historical cataloging in 1998 as part of the Mellon Historical Project. As a result, several of their valuable and high use sets have now been cataloged.

All of Ohio Wesleyan's original high priority classes have been completed. These include the American Archives, Journals of the Continental Congress, Medical and Surgical History of the War of the Rebellion, War of the Rebellion Records, U.S. Geological Survey publications, Washington's Papers, and the Women's Bureau. In addition, they have completed or are working on many other areas. See the Gray Report for a complete listing of their cataloging (Appendix D).

Special Accomplishments

Ohio Wesleyan's cataloging staff has worked hard to add historical documents cataloging to their routine. The flat oversize collection was sorted, classified, cataloged, mended and carefully reshelved, which both preserved it and made it more accessible. They have met the original project goals and are making good progress toward their 2000-02 goals.

Recommendations

Completion of several classes should be high on OWU's priority list. These include the Office of the President, Office of the Vice President and the State Department. In addition the medium priorities list should be cataloged as time and student help permit. These agencies are Soil Conservation Service, Documents on German Foreign Policy, North American Fauna, Arbitrations under the Treaty of Washington, and the Biographical Register. Ohio Wesleyan has extended their contract with TechPro and will be sending additional documents for original cataloging.

Statistics

New bibliographic records added to CONSORT by OWU    % of new bib records in Five Colleges project total    % of new bib records in CONSORT project total	8,165 28% 32%
New item records added to CONSORT by OWU    % of new item records in CONSORT project total	21,963 27%
Records enriched by OWU on OCLC	4,594
TechPro records created for OWU materials	187
Grant funds covering OCLC/TechPro costs for OWU	$ 9,064.16

Staff

Barbara L. Bell, Government Information Librarian
Margaret S. Powell, Government Information Librarian
Jennifer McMullen, Government Information Associate

History/Areas Covered

The College of Wooster has had a strong commitment to documents cataloging and access for many years. They were the pioneers in the consortium, beginning to catalog both current and historical documents in 1986. Indeed Wooster's previous cataloging is the work upon which the project was based and built. While much historical cataloging had already been done at Wooster, this project has enabled them to continue and expand on that work. Their primary focus was on clean up of records and problems.

Wooster's original high priority, to clean up all remaining holdings questions and other problems, is progressing very well. Many documents have been cataloged in every agency area. See the Gray Report for a complete listing of their cataloging (Appendix D).

Special accomplishments

Wooster is committed to seeing the job through to the end. They continue to work systematically to complete classes and maintain the integrity of the catalog and the collection. They have developed a good routine and procedures, with Wooster once again taking the lead for the next steps.

Recommendations

Continuation of the work begun will serve both Wooster and the consortium well. Wooster has extended their contract with TechPro and will be sending additional documents for original cataloging.

Statistics

New bibliographic records added to CONSORT by Wooster    % of new bib records in Five Colleges project total    % of new bib records in CONSORT project total	3,895 13% 15%
New item records added to CONSORT by Wooster    % of new item records in CONSORT project total	7,815 10%
Records enriched by Wooster on OCLC	3,016
TechPro records created for Wooster materials	899
Grant funds covering OCLC/TechPro costs for Wooster	$18,277.94

URL: http://www3.wooster.edu/Library/Gov/Ohio5Docs/Catalog/reporttext.html
Editors:  Jennifer E. McMullen and David J. Miller
The College of Wooster Libraries, February 2002