Why I Do What I Do

Three days each week, 6 hours on each of those days, I sit in front of a computer at the Massachusetts Library System and work with (on?) the MassCat online catalog. This may seem like a boring and tedious job to some people (and sometimes it is), but it suits me and actually brings me much satisfaction.

I do several different things: I import bib records that library receive from their vendors when they buy new books and other materials; I find bib records via paid sources to which I have access; I create bib records when they don't already exist. All of this keeps a library's catalog accurate so patrons and staff know what the library owns and where the item is.

Most of my time is spent searching for and merging duplicate records. If you've spent any time reading this blog, you know I'm now on the letter "K". I started on titles beginning with the word "Kissinger" yesterday. (There were over 800 hits using that one word in a keyword search.)

As I find duplicates, I look at the records side by side to make sure they are exactly the same and then hit the "Merge" button. All libraries with holdings on either record are now all listed as owners of this one version of a title.

Okay, that's what I do; now for why I do it.

There are lots of benefits from merging duplicate records, but I'm sure most people - even most librarians - don't even think about it, so here they are.

Benefits to the Patrons: Whether in a public, school, or special library, if one enters a keyword search with one or two words (as in the Kissinger example above), the result is a long list of books, audio books, videos, and other materials containing that word. Sorting through that list can be difficult. Many books, especially popular titles like James Patterson's Private Paris, come in a variety of formats: regular print, large print, book on CD. There might also be a mass market paperback, a DVD, Blu-ray and/or an e-book.

Each of these formats needs its own bib record for Interlibrary Loan purposes. If I can only comfortably read large print, I don't want to get a mass market paperback; I don't want a Blu-ray disc if I don't have a player on which to view it.

It can be confusing enough navigating the myriad versions of a title, but having two or more bib records of the exact same thing only adds to the confusion. Hence, merging duplicate records.

Another benefit for the patron is having all owning libraries listed on one record, rather than each owning library having a separate record. Some libraries, particularly historical societies and other special libraries, do not allow their materials to circulate; a person can use them on site, but not take them out of the building. But if another library also owns the same title and does allow their collection to circulate, I can borrow that copy via Interlibrary Loan.

And if two different historical societies own the same item, which is often the case, and I can only use that item on site, I can travel to whichever is closer.

There are benefits to the library staff as well especially for those involved in collection development: If a particular title in my collection has been lost but several other libraries in the area own it (which I can easily tell by looking at the list of owning libraries listed on said title), I might not bother to replace that title since my patrons can borrow it elsewhere. That helps stretch my materials budget. Similarly, if a specific book is looking shabby, I can weed it knowing my patrons have access to it at another library. That keeps my library looking fresher and more inviting.

As I stand and stretch and take a quick walk because too much sitting can stiffen my joints, I reflect on what I've accomplished that day and think of my contribution - small but important - to MassCat libraries.