SWAN Cataloging Working Group

Attendance: 

Cataloging Libraries Present: Joy Anhalt (TPS), Rebecca Bartlett (LGS), Victoria Bitters (ESS), John Bradford (VPD), Marie Costuna (CSD), Jenny Cuevas (ADD), Stephanie DeYoung (BLD), Diana DiPierro (LPS), Linda Ertler (LGS), Dani Erway (MED), Julie Johnston (GED), Susana Leyva (DGS), Ann Marie Lindsey (GED), Eden Morris (ADD), Mike Novy (WCD), Emily Parker (LGS), Kira Riddle (DGS), Paul Rubio (ADD), Jessica Rutka (TPS), Melissa Siddiqui (OBS), Colleen White (OPS).

SWAN Staff: Cynthia Romanowski (Chair), Lucas McKeever, Diane Nickolaou, Angela Puckett, Samantha Dietel, special guest, Tara Wood

Meeting summary for Cataloging Working (01/08/2026)

Quick recap

The Cataloging Libraries met with the SWAN Bibliographic Team to discuss several key updates and changes, including the Library of Congress's decision to eliminate form subdivisions and the implementation of new 890 series fields. Cynthia Romanowski provided an update on the latest Backstage loads and Rebuilds performed over the holiday break. The team discussed potential changes to genre headings, particularly moving away from using 650 fields for large type books and languages in favor of 655 genre headings. Lucas McKeever presented updates on the new search interpreter feature in Aspen that will automatically narrow keyword searches, and the team agreed to test this functionality starting in February. Cynthia highlighted libraries testing new options for Marc Listener to help eliminate duplications. Samantha Dietel highlighted the new online courses. 

Next steps

• Cataloging Library members to think of established or locally created genre headings to use
• Cataloging Library members to contact Cynthia if they want to help test the MARC Listener changes
• SWAN staff to update documentation to reflect voted on changes, such as subject heading changes and series numbering
• SWAN staff to update the bibliographic records for the removal of the subject heading Large type books
• SWAN staff to update the bibliographic records to change Non-English languages from the 650 _0 to the 655_0.

Welcome

The meeting began with Cynthia welcoming everyone and introducing Tara Wood as a special guest for the first part. Cynthia mentioned that the agenda was adjusted due to Tara's presence, and she would record the session for notes, which would not be posted online.

Backstage update

Cynthia updated the Cataloging Libraries on the biannual bibliographic and authority data load and highlighted the completion of two rebuilds over Christmas, which involved indexing over 823,000 authority records and an additional 6,500 bibliographic records. Cynthia noted that the catalog freeze, which impacted older records will continue to be an ongoing practice for the biannual bibliographic data cleanups. She expressed gratitude for Cataloging Libraries’ efforts in cleanup and mentioned that the update process of the indexer was back to its normal duration of 5-10 minutes. 

New Filter and Subjects

Lucas presented the search interpreter functionality, which will automatically apply filters and formats to keyword searches, with plans to launch in February and seek early adopter volunteers. With this presentation, Cataloging Libraries were asked to think about how we can help improve filters overall in Aspen by cleaning up our subject headings and languages. 

Library of Congress cease adding form subdivisions

Cynthia discussed the Library of Congress's decision to stop using form subdivisions, explaining that SWAN's cataloging practices are not significantly impacted and that proper use of the 006 and 008 fields will continue to determine literary form. Cynthia discussed changes to genre cataloging practices, particularly the transition from using 650s to 655s for genres, and proposed cleaning up existing genre terms to avoid redundancy. Concerns were raised about how these changes might affect cataloging in Workflows, noting that the proposed changes primarily benefit patrons rather than catalogers. The group agreed to start implementing changes gradually, beginning with converting language materials, large type, and music genres to 655s, while waiting for the Library of Congress review their decision. The group voted to delete 650 _0 Large type books and to only put 655 _7 Large print books.|2lcft. Additionally, the group voted to move non-English languages from the 650 _0 to 655 _0 to keep with Library of Congress subject heading practices.  A question arose regarding subject headings like the 650 _0 Detective and mystery stories. This is an acceptable 650 _0 entry for when the item contains more than 1 title within the book, but not for individual titles. See additional information at https://www.loc.gov/aba/cyac/reqlcsh.html. Whether the item was an individual or collection of titles, genre headings like 655 _7 Detective and mystery fiction.|2lcgft was recommended for these titles using the example of Detective and mystery stories.

SWAN staff to update the documentation with the decisions made by the group and to fix the database with the correct headings. Documentation  for large print materials is at https://swanlibraries.net/documentation/64634 and for Non-English languages are found https://swanlibraries.net/documentation/64630. 

MARC Listener changes

Cynthia reviewed changes the importing for ADD, TPS, and VPD as well as GVDs to include new match points for title control numbers (001) and system control numbers (035) to help with duplication. She reported that they had received 886 bib merge tickets in the past year, and there was probably more with ones that were emailed to the helpdesk instead of with the Bibliographic Merge form. Cataloging libraries were encouraged to help test by reaching out to Cynthia so that we can see if the changes are effective. 

890 Series Fields Overview

Lucas presented an overview of the 890 series fields, which can be used as alternatives to the 690 fields and/or 490/830. These create series pages for local collections. He explained the formatting guidelines and functionality of the 897, 896, 898, and 899 fields, emphasizing that libraries using 830 fields should switch to 890 fields for better data protection. Lucas raised the question for the potential phase-out of the 490 field when using 890 series headings, though this is not mandatory. A discussion was held over the use of 490 and 890 fields in library records, with one member expressing preference for using 890s alone their library. Lucas noted that 490 is mentioned as a companion field for 800-830 series but not for 890s. The group discussed the potential for shared records and the challenges of managing discarded items, with member libraries raising concerns about not being notified when items are removed from shared collections. Cynthia mentioned that 890 fields are findable in Data Control and BCA and suggested submitting tickets for specific report needs so that libraries can pull this information to help with their notification issues.

The decision was made to leave out the 490 only when using an 89X because the 490 is not a protected field and will be lost when overlayed by a new record.

Additionally, the group debated the merits of moving headings from 690 to 890 fields, with Cynthia and Lucas clarifying that libraries can continue using the 690 field as desired. 

Updated Online Courses

Samantha announced updates to current cataloging courses, particularly in acquisitions and series handling. Furthermore, she highlighted brand new courses and encouraged cataloging library members to retake the courses and/or if they have any new staff.

Documentation Update 

Lucas highlighted recent updates to the 505 field as well as posed the question for volume number consistency for series. The group preferred using commas only between volume numbers. For example:

|v1-3

|v2, 7

|v1-2, 4

|v1, 4, 7, 11

SWAN staff to update online documentation to reflect these changes. Updated changes can be found at https://swanlibraries.net/documentation/94638. 

Open Discussion

A concern was raised about the quality of Ingram pre-catalog records, which the group assured were acceptable for PRE-CAT purposes. Additionally, a member informed the group about a problem with the Workflows 4.2 update affecting hold location changes.

Decisions Made

1. Large type books will no longer be used as a subject heading. A 655 _7 Large print books.|2lcgft will be used instead.
2. Non-English languages will be moved from the 650 _0 to the 655 _0.
3. The 490 will be left out of the bibliographic record when a local series is established in the 89Xs.
4. Series that contain a combination of volumes that are non-sequential will separate each volume within the title by a comma. E.g |v1, 4, 7, 11.

Next Meeting In-Person: Thursday, April 9, 2026 at 10:00 AM-Noon

Eisenhower Public Library 4613 N Oketo Ave. Harwood Heights, IL 60706