This document discusses efforts to reduce hidden rare book collections at Southern Illinois University's Special Collections Research Center (SCRC) through increased cataloging productivity without additional funding. It describes surveying other institutions' practices and implementing changes like allowing paraprofessionals to catalog, prioritizing collections, and collaboration between librarians and staff. These efforts successfully cataloged over 10,000 rare books between 2009-2012 and eliminated SCRC's backlog.

1. More with Less
Increasing rare book cataloging
productivity without external funds
or magic fairy dust

2. The Problem
Hidden Collections: Library materials that are
hidden from patrons because they are
uncataloged or otherwise difficult to
discover.
A 1998 survey of ARL libraries found that 15%
of books in special collections were
uncataloged.

3. Complicating Factors
• Even higher percentages of other formats in
special collections are "hidden."
• Special collections personnel are
increasingly expected to focus on
digitization, teaching, and other newish
initiatives without increased staff levels.
Digitization and teaching with special
collections materials are both more
difficult when collections are uncataloged
or unprocessed.

4. The Response
In the past 15 years, quite a bit of literature
about the "hidden collections" problem has
circulated throughout the field. The
increased focus on this problem has led to
an increase in grant funding available for
cataloging and processing projects, although
that funding is starting to dry up.

5. The Solution
more money = more staff = more cataloging
Otherwise...

6. The Survey
In 2009, Ann Myers and I issued a survey asking
rare book catalogers about their policies and
procedures. We were particularly interested
in finding whether policies and procedures
had changed in response to the "hidden
collections" initiative, and if so, how. We
also wanted to know whether catalogers felt
that these changes were successful and
sustainable.

7. A few results
• 97.8% of respondents reported having a rare
book backlog
• 55.2% reported having considered changes
to rare book cataloging policies and
procedures in response to the hidden
collections initiative, and 51.1% had
actually implemented changes.

8. Points of attack
1) Record selection and level: Greater acceptance of existing copy;
varying fullness of records; inventory level records; collection level
records; discontinuing the use of certain subject headings.
2) Personnel: Allowing paraprofessional catalogers, general collection
catalogers, or (gasp!) non-catalogers to do some rare book
cataloging. Reducing supervisory review.
3) Priorities: Altering cataloging priorities to emphasize rare
materials, or to streamline workflows.
4) Other technical services: Reduction in technical service activities
in support of cataloging, such as writing information on flags.
5) Project-based initiatives, grant-funded or otherwise

9. Meanwhile, back at Morris Library
• In 2008, SCRC held 43,498 cataloged titles, and
an estimated 38,500 uncataloged titles.
• The majority of cataloged books were arranged
in an extremely complicated shelving system,
leading to serious organizational problems.
• Uncataloged books were interfiled with
cataloged books. Additionally, there were
several entirely uncataloged large collections.
• One faculty cataloger to deal with all of the
above with no staff or student support.

10. Not all rare books are created equal
Our backlog project started by defining the
cataloging needs of each collection. Examples:
• Early Printed Book Collection: Approximately
500 volumes, requiring full DCRM(B) records.
• Open Court Library Collection: Approximately
9,000 volumes, requiring minimal-level records
with copy-specific notes
The only rule we apply to all books is that
perfection may not be the enemy of good.

11. More staff = more cataloging
Rare Book Librarian's GA: 10 hours per week cataloging (sometimes
more), focusing on collections requiring minimal-level cataloging
SCRC staff member: 10 hours per week cataloging (sometimes more),
focusing on added holdings and copy cataloging newer materials
Special Collections Cataloger: Trained and supervised others,
created full-level records for early printed books and other
materials requiring complex cataloging
Rare Book Librarian: Established collection-level cataloging policies
and overall cataloging priorities in consultation with the Special
Collections Cataloger. Managed all technical services workflows.

12. Cataloged books that can't be paged are
also hidden
Between 2009 and 2011, we "reclassed"
approximately 30,000 books that previously had no
call numbers. In addition to creating order in the
collection, this allowed us to identify the
uncataloged books that had been interfiled. These
were cataloged by an SCRC staff member. The
reclass project was designed by the Special
Collections Cataloger, supervised by the Rare Book
Librarian, and implemented by fabulous student
workers (and Acquisitions staff!).

13. Results
Early Printed Book Collection: 536 books, fully cataloged
Fine Printing Collection: 1644 books, all now have
catalog records (some inventory-level)
John Dewey Library Collection: 1695 books, fully
cataloged
Open Court Library Collection: Approximately 9,000
books, 6,669 of which are now cataloged (as of April
2012)
New Acquisitions: Cataloged as they come in. We are
NOT growing the backlog. Cataloging needs are always
considered when potential purchases or donations are
evaluated.

14. Totals
Rare Book Cataloging Stats 2007-2012
8000
6944
7000
6000
5000
4000 3835
3000
2483
2000
1335
1000
494
285
18 74 137 123 18
6
0
2007 2007 2008 2008 2009 2009 2010 2010 2011 2011 2012 2012
Books Serials Books Serials Books Serials Books Serials Books Serials Books Serials

15. Lessons Learned
• Focus on smaller, manageable projects and
prioritize
• Question everything (“Why are we doing it
this way? Could we make it easier?”)
• Collaborate
• Stay positive
• Unique challenges lead to unique research
opportunities