J1PA TECHNICAL SERIES
Public Activities Circular No. 23
Library Service Circular No. U
October 31 , 19^-1
FEDERAL WORKS AGENCY
WORK PROJECTS ADMINISTRATION
Division of Community Service Programs
Washington, D. C.
A32gg
\
A3288
FOREWORD
This circular is prepared for the
purpose of supplying technical instructions
to library—service project supervisors in
the organization and operation of a Central
Cataloging Service. Nothing in this circular
\
is to be construed as modifying in any way
administrative procedures of the Work Projects
Administration.
Howard 0. Hunter
Commissioner
A3288
Library Service Circular Mo, 4
Table of Contents
TABLE OP CONTESTS
Section 1, Description and Purpose,
Section 2, Personnel,
Section 3, Processing Project-owned Books
A, Preparation for Distribution
B, Distribtition
C, Acknowledgement of Responsibility
for Books,
Section 4, Cataloging Services for CJualifying
Co-sponsoring Libraries,
Appendix
A3288 Library Service Circular Ho. 4
Section 1 Pago 1
Section 1. Description end Purposo. The Central Cataloging Service is
operated as a unit of the State—wide library—service project and is located at
the site of or in close proximity to the project State headquarters. This
service is designed to meet the needs of the library—service project as a
whole and to serve qualifying small co—sponsoring libraries by classifying and
cataloging books.
A fundamental purpose of the Central Cataloging Service is to classify,
catalog, and maintain all records of project—owned books. 1/
The second principal purpose of the service is to make available to
qualifying small public and school libraries limited cataloging services in
establishing basically adequate library card catalogs.
The operation of the Central Cataloging Service Unit is governed by the
following conditions as stated in Operating Procedure Ho. G-5, section 20,
subsection E.
1. In accordance with the general operating policy of the
Work Projects Administration, the Central Cataloging
Service shall not replace an organized library catalog
department of any public or school library, nor shall it
render assistance to such a department resulting in the
displacement of regularly employed personnel, or in the
assumption of duties normally performed by department
employees.
2. Each participating public library shall certify that, when
its catalog has been brought up to date, it will be currently
maintained and supplemented by the local library staff.
3. Participation of public libraries shall be confined to those
libraries now participating in project demonstrations of
county or regional library service, and to libraries in areas
where it is planned and anticipated that such demonstrations
may be logically undertaken at a later period.
4. Within the limitations of the project authorization and
subject to the foregoing specifications, small school
1/ Library Service Circular Ho. 2, Selection and Administration of Project-
owned Books. Eeb. 18, 1941.
A3288 Library Service Circular No. 4
Section 1 Pago 1
Soction 1. Description ana Purpose. The Central Cataloging Service is
operated as a unit of the State-wide library—service project and is located at
the site of or in close proximity to the project State hoadquarters. This
service is designed to meet the needs of the library-service project as a
whole and to serve qualifying small co—sponsoring libraries by classifying and
cataloging books.
A fundamental purpose of the Central Cataloging Service is to classify,
catalog, and maintain all records of project-owned books. JL/
The second principal purpose of the service is to make available to
qualifying small public and school libraries limited cataloging services in
establishing basically adequate library card catalogs.
The operation of the Central Cataloging Service Unit is governed by the
following conditions as stated in Operating Procedure No. G—5, section 20,
subsection E.
1. In accordance with the general operating policy of the
Work Projects Administration, the Central Cataloging
Service shall not replace an organized library catalog
department of any public or school library, nor shall it
render assistance to such a department resulting in the
displacement of regularly employed personnel, or in the
assumption of duties normally performed by department
employees.
2. Ea.ch participating public library shall certify that, when
its catalog has been brought up to date, it will be currently
maintained and supplemented by the local library staff.
3. Participation of public libraries shall be confined to those
libraries now participating in project demonstrations of
county or regional library service, and to libraries in areas
where it is planned and anticipated that such demonstrations
may be logically undertaken at a later period.
4. Within the limitations of the project authorization and
subject to the foregoing specifications, small school
lj Library Service Circular No. 2, Selection and Administration of Project-
ownod Books.. Peb. 18, 1941.
A3288
Library Service Circular No. 4
Soction 1 Pago 2
libraries may participate, provided tiiat the cataloging
service ronderod is necessary to moot required standards
for school library service, and provided further that each
participating school shall certify and agree to make pro¬
vision for keeping the cataloging up to date according to
minimum requirements of standard cataloging procedures,
5, It shall bo the responsibility of the official sponsor
of the library—service project to prepare and distribute
to eligible libraries an announcement of the Central
Cataloging Service giving an explanation of its purpose
and instructions concerning participation, l/
6, Cities to be cataloged shall be limited to those found
in the following standard book-selection tools and others
approved or compiled by qualified library authorities:
American Library Association Catalog
American Library Association Buying List of Books
for Small Libraries
Children's Catalog - H, W, Wilson Co,
Standard Catalog for Public Libraries H, W» Wilson Co,
Standard Catalog for High School Libraries — H,W, Wilson C0,
7, The official sponsor shall furnish space and equipment
for the operation of the unit, such as typewriters, desks,
and catalog card cabinets,
8, Sponsors contributions from participating libraries
as a minimum shall cover the cost of all materials used.
The official sponsor shall accept all responsibility
involved in assessing and collecting such contributions, 2/
The result of cataloging service carried on within the preceding
limitations is a strengthening and building up of an essential prerequisite
to good library service. To give cataloging service without these assurances
would encourage continuance of small independent units not economically capable
of giving adequate and continuous service to their communities, and would
encourage cataloging of materials of doubtful service value.
1/ See Appendix, pages 1-5,
2/ It is estimated that the cost of catalog cards usually necessary for one
title will be approximately 3^, using cards of medium-weight stock,
75 percent rag content,
A3288 Library Service Circular No, 4
Section 2 Pago 1
Section 2, Porsonnol, The Contral Cataloging Service Unit shall be
under the general supervision of the State supervisor of the library—service
project. Direct supervision shall be given by a professional library catalogcr
assigned as Project Supervisor, X/ Approximately six project wage employees,
of whom three should bo qualified and classified as Library Assistants and
three as Senior Library Clerks, should be assigned to the unit. No fewer than
throe workers should have typing ability, two should be assigned principally
to filing and preparation of books for circulation, and one to preliminary
revision and correction of catalog cards. All vrorkors should, hoxvever, bo
taught the basic principles of all work.
If The project supervisor of the Central Cataloging Service shall be a
graduate of a school of library science accredited by the American
Library Association and shall supply evidence of successful experience
in public.library cataloging; extensive and successful experience in
public library cataloging may be a sufficient qualification in isolated
instancos.
A3288
Library Service Circular Ho. 4
Section 3 Page 1
Section 3. Processing Project-owned Books-
A. Preparation for Distribution. General principles for the selection
and administration of project—owned books have been given elsewhere in this
series, l/ It is the purpose here to suggest a more detailed analysis of a
procedure which has been found to be practical.
1. When books are received, check volumes and titles
against invoice and purcha.se order. 2/
2. Colle„te all copies. 3/
3. Prepare,RECEIPT FOR PROPERTY OR SERVICES WPA Form 741,
for receipt of books. Reject imperfect copies by the
same form.
4. Mark accepted books xiriLth stamp of identification. 4/
5. Prepare accession record.
6. Enter price and date of purchase in boclcs.
7. Classify book and mako main entry card. This is the
function of the supervising cataloger.
8. Prepare added entry cards, shelf—list cards, pocket,
book cards, and place enamel identification stripes
on spines of books. 5/
9. Revise cards. Preliminary revision by project wage
employee, final revision by the supervising cataloger.
10. File cards in catalog.
11. Revise filing, same procedure as in (9) above.
if Library Service Circular Ho. 2, Selection and Administration of Project-
. owned Books. Feb. 18, 1941.
2/ U. S. Treasury Form A~7.
3/ When shipments are unusually large, collating may be done after WPA
Form 741 has been prepared, since it is important to submit the
receiving report immediately upon receipt of the books. The WPA
Form 741 inspection report may be submitted at a slightly later
period but not to the point where discounts are lost.
4/ Library Service Circular Ho. 2, sec. 5, pages 1 and 2.
5/ Library Service Circular Ho. 2, seci 5, page. 2
A3288
Library Service Circular Wo, 4
Section 3 Page 2
3. Pistrilr.it 1 nn- A throe—card systom of rocording for distribution of
project—owned books has been explained elsowhere in this series, l/ An
alternate and less elaborate systom is suggosted horo for use where appropriate,
but not for replacing any three-card system already established:
1, One book card only is prepared for each project-
ownod book,
2, When books are to be loaned to a project demonstration
unit they are taken from shelves, and the book cards
are removed. In order to assure an accurate record
of every book sent out in each shipment, immediately
and prior to typing of the list referred to in item 4
following, the number of book cards removed shall be
checked against the number of books by actually re¬
counting both books and cards,
3, Cards are arranged in ordor alphabetically by author,
4, Prom the cards so arranged, a typed list in quadruplicate
is prepared,
5, All copies of this list are shipped with the books, Each
copy carries instructions for disposition as follows:
Copy 1 - Checked by the project service demonstration
unit headquarters and returned to Central
Cataloging Service headquarters.
Copy 2 - Deposited in demonstration unit headquarters
filos to bo checked and returned when books
are returned.
Copy 3 - Piled in office of District Supervisor of Library
Project in whoso district books are received.
Copy 4.— Deposited with local co-sponsor of the Project
service demonstration unit,
C, Acknowledgement of Responsibility Por Books. A statement accepting
custory of project-owned books and cartifying replacement of lost or irreparably
damaged volumes, except those destroyed by an Act of God, e,g,, flood, fire,
tornado, or other similar circumstance, with exact duplicates or substitute
oditions acceptable to the State supervisor of the library—service project, is
included on the first page of all copies of the typed list. All four conies
aro .signed bv the co-sponsor upon receipt of books. Some other means of es¬
tablishing co—sponsor custody of project—owned books should be devised if such
lists arc not supplied with book shipments,
A possible advantage of this method would bo a saving of time and more
rapid distribution of books, since the typed iists can all be made in one
oporation, and book cards must be made singly,
lJ Library Service Circular Ho, 2, Sec^ 5, page 1,
A3288 Library Service Circular No. 4
Section 4 Pago 1
Section 4. Cataloging Services for Qualifying Co-snonsoring LibrexiOS.
Cataloging service is offered to small school and public libraries subject
to the limitations outlined in section 1#
Normally, the same workers mentioned in section 2 will type the catalog
cards for both project-owned books and sponsor-owned books submitted to the
Central Cataloging Service.
Before making plans for cataloging the books for qualifying libraries,
a survey should be made of tho approximate number of school and public
libraries wishing to make use of such Central Cataloging Service, and of
the approximate number of titles to bo cataloged for each. With the number,
size, and location of those libraries in mind, prepare a schedule of dates
for the orderly submission and handling of requests for cataloging. Tho
purpose of such a schedule is twofold, (l) to insure an oven flow of requests
to tho Cataloging Sorvico Unit, and (2) to onablo the Cataloging Service
staff to handle the requests for a week (or other designated period) as an
intorfilod unit. This method will provont a largo amount of filing and re¬
filing in the union card filo which consists of extra main-entry cards made
for each sioonsor-ownod title as cataloged and which servos as reference for
subsequent cataloging.
It is suggested that, within each period, requests from either school
libraries exclusively or public libraries exclusively be received, since a
groator duplication of titles can be anticipated within similar libraries.
1. Accompanied by the certification xl that no work involved vri.ll
bo taking tho place of work now performed by regular library
omployeos and that future cataloging will bo kept up by the
i/ For sample, sec .Appendix, j)ago 4#
A3288
Library Service Circular No. 4
Soction 4 Pago 2
loca.1 staff, signed "by tho librarian of tho participating
library, 3" x 5" slips l/ indicating tho books to be
cataloged arc sont to tho offico of tho Central Cataloging
Service. One slipi is made for each titlo_ and edition and
each slip shall carry all items of information as follows:
(a) Name and location of participating library.
(b) Pull name of author or full names of joint authors
if given; if author or authors are not indicated
give full name of editor, translator, or compiler;
if no name is found use phrase "no author indicated."
(c) Title in full.
(d) Place of publication.
(e) Publisher.
(f) Date of publication, usually found on title page of
book near name of publisher; in absence of this date
substitute latest copyright date, usually found on the
verso or back side of title page.
(g) Number of pages in book taken from the last numbered
page of the book contents.
2. Upon receipt of slips by the Central. Cataloging Service, a letter
of acknowledgement, giving tentative date of completion of order,
is sent to tho participating library. 2/
3. At the end of the week (or other designated period as planned
in schedule) interfile all requests received for that period in
file of slips awaiting cataloging.
4. Book slips are chocked against union list of books previously
cataloged.
5. Those slips for which no catalog card is found in the union list
of books previously cataloged are routed to a cataloger for
classification and cataloging; the remainder of the slips are
matched with and clipped to the cards found in the union list
of books previously cataloged, and assigned to a typist for
producing final catalog card entries for the request in hand.
6. Preliminary unit card is made by cataloger, with tracings for
subject headings and analytics indicated. The request slip is
clipped to this unit card.
l/ Nor sample, see Appendix, page 5,
2/ Nor sample, see Appendix, page 6.
A3288
Library Service Circular No. 4
Section 4 Page 3
7. The typist makes all cards indicated and in addition an extra
main entry card with tracings on the hack of the card. In
addition, place on this card the symbol for the name of the
library for which the cards are being made. This extra main
entry card is placed in a union file for use when this same
title may appear in another cataloging request.
8. Responsible worker makes preliminary revision of the contents
of cards.
9. Cataloger makes final revision of card content, and as necessary
refers cards for re-typing.
10. Union file cards separated from catalog cards of participating
libraries and returned to union file.
11. Cards are sorted into packs by name of each participating library.
12. Catalog cards for each participating library filed in catalog
order, shelf-list cards filed in shelf—list order,
13. Cataloger revises filing order of these catalog and shelf-list
cards.
14. Cataloged and rejected slips and catalog cards made are mailed
to participating library.
15. Letter, typed in quadruplicate, is mailed to participating
library containing the following informations l/
(a) Number titles cataloged, number rejected.
(b) Number of cards made.
(c) Explanation of arrangement of cards.
(d) Cost of materials.
(e) Directions for sending payment to sponsor.
16. Carbons of letter are routed as follows:
(a) District library project supervisor in whose district
participating library is located.
(b) Official sponsor, for his record in collecting cost of
materials. 2/
ll For sample, see Appendix, page 7.
2/ For sample of billing letter, see .Appendix, page 8.
A3288
Library Service Circular Ho, 4
Section 4 Page 4
(c) Piles of Central Cataloging Service Unit,
As has been indicated in the above outline*. an extra
main entry card is made for each titlo received for
cataloging. The purpose of making this card is
readily apparent. It prevents duplication of offort
on the part of the cataloger who has previously
cataloged' a given book. The appropriate card can
simply be withdrawn from the union file and given
directly to the typist for duplication in connection
with tho request at hand. Once a substantial union
file of cards has beon accumulated, cataloging of all
except new titles should be a speedy and relatively
automatic process,
A chock should be made by some member of the super¬
visory staff of the State-wide library—sorvice project
to determine whether or not catalog cards have been
correctly filed or installed in the catalog of tho
participating library. Such a check will make sure
that directions have been sufficiently specific and
that the catalog is started according to acceptable
cataloging standards.
Library Service Circular No.
Appendix Pago 1
SAMPLE
Letter sent "by the official sponsor to libraries proposing
Central Cataloging Service.
(•place)
(date)
(Local Library)
(Place)
(Lear Librarian :
The enclosed material mil explain to you an
added service to small school and public libraries now being
initiated through the cooperation of ( official sponsor) and
the State library-service project of the Work Projects
Administration.
Should you desire to participate in this service,
will you please notify this office within 10 days of the
receipt of this letter, giving the approximate number of
titles you will want to have cataloged.
Very truly yours,
(Official sponsor)
A3288 Library Service Circular No. 4
Appendix Page 2
SAMPLE
Description of Central Cataloging Service to accompany letter sent by the official
sponsor to librarians proposing the service.
CENTRAL CATALOGING SERVICE
WHAT IT IS - A complete cataloging service made possible by the joint
efforts of the (State Sponsor) and the (State) library-service project of the
Work Projects Administration.
WHAT IT OPEERS - The service of a trained cataloger and a full set of
catalog cards ready for filing.
SPONSOR CONTRIBUTION - Sponsors' contributions from participating libraries
are to be deposited with the official sponsor upon receipt of the completed cata¬
log cards. Such contributions must be sufficient to cover the cost of all
materials used, as well as other contributions obtainable.
LIBRARIES WHICH MAY PARTICIPATE - (l) Any small public library not having
a catalog department nor a sufficient staff to permit complete cataloging of
accumulated books, which is now affiliated with a county or regional demonstra¬
tion or which is located in an area where such service is planned and which
expects to participate in this service. (2) Any small school library which has
been unable to catalog its books through lack of staff.
LIMITATIONS - (l) The participating library is to certify that, once its
catalog has been brought up to date, new books purchased will be cataloged
the local library staff. (2) Only titles included in the following standardized
lists or lists approved or compiled by qualified library authorities may bo
sent for cataloging:
American Library Association Catalog
American Library Association Buying List of Books for Small Libraries
Children's Catalog - H. W. Wilson Co.
A3288 Library Service Circular Ho. 4
Appendix Page 3
Standard Catalog for High School Libraries - H. W. Wilson Co.
Standard Catalog for Public Libraries - H. W. Wilson Co.
FORM in MICH REQUESTS ARE TO BE SENT - List each title and edition on
a separate 3x5 inch slip giving name and location of library, author, title,
place of publication, publisher, date of publication and copyright date, number
of pages, and accession number if book has been accessioned. (See attached
sample of slip.)
ACKNOWLEDGEMENT OE REQUEST - On receipt of requests in the office of the
Central Cataloging Service Unit, a letter will be sent to the requesting library
acknowledging the request and, when possible, giving the approximate date of
completion.
A3288
Library Service Circular No, 4
Appondix Page 4
SAMPLE
Certification by participating library
(school)
The (public) library requests
the services of the Central Cataloging Service of
State
The Library certifies that when the catalog
has been brought up-to-date, additional books acquired will be
cataloged by the local staff according to accepted library
(planning to participate)
standards. The Library is now(participating )
(county )
in(regional) library service.
Librarian
A3288
Library Service Circular No. 4
Appendix Page 5
SAMPLE
Slip prepared "by requesting library.
Public Library,
Town
Pair, Ethel 11
Country-wide library service: a compilation
of articles on service organized by counties
and other large units,
Chicago, Illinois, American Library Association
1934
208 pages
Accession 2567
A3288
Library Service Circular No. 4
Appendix Page 6
SAMPLE
Sample letter acknowledging receipt of request slips by Central Cataloging Service
Headquarters address
Dato
Miss . , Librarian
Public Library
»
City State
Dear Miss :
Tour packet of requests for cataloging by the Central
Cataloging Service was received today. The cataloging of these titlos
will bo completed by approximately t 1941. When they havo
been completed, they will bo shipped to you with instructions for
incorporation in your catalog.
Very truly yours,
State Supervisor
Library Project
A3288
Library Servico Circular No, 4
Appondix Page 7
SAMPLE
Transmittal letter accompanying completed catalog cards.
FEDERAL NCLJf AGENCY
WORK PROJECTS AD.'UNISTRATION
(Address)
(Date)
(Library)
(Place)
Dear
We are mailing under separate cover 186 shelf-list cards,
868 catalog cords, and the slips which you sent to he cataloged on
(date) 0
As stated in the bulletin which you received from the
(Official sponsor) , we catalog only hooks found in certain
approved lists and standard catalogs. The slips have been separated
into two groups - those cataloged and those not cataloged.
Shelf-list cards arc filed separately and are arranged
by the order in which the books appear on the shelves - adult non-
fiction first, adult fiction, juvenile nonfiction, juvenile fiction,
and easy. Catalog cards are arranged alphabetically by the first
lino on the card. No symbol has been used for adult fiction. If
a book was suitable for seventh grade or below, it was classified
as "juvenile" (j); and if the book was suitable for third grade or
below, it was classified "easy" (E). The subject headings used
in cataloging your books conform to those listed in the Children^
and High School Standard Catalogs.
Will you please acknowledge receipt of those cards
immediately?
Yours very truly,
State Supervisor
Library Project
A3288
LIBRARY SERVICE CIRCULAR Ho. 4
Appendix Page 8
SAMPLE
Letter sent by the official sponsor requesting sponsor contribution
from participating library.
(Official sponsor)
(Place)
(Date)
(Library)
(Place)
Wc have boon informed by the Central Cataloging
Service Unit of the library-service projoct of the Work
Projects Administration that catalog cards asked for in your
request of (date) have been mailed to your library.
In accordance vrith the descriptive circular for
the Central Cataloging Service, each participating library
makes its individual sponsor1s contribution toward defraying
the costs of this service. In order to facilitate operation
of the unit the official sponsor keeps the Central Cataloging
Servico Unit supplied with material at all times, and local
contributions arc sont to the official sponsor. Your contri¬
bution toward materials used for catalog cards just received
amounts to (amount) .
Very truly yours,
(Officio,! sponsor)