SWAN Cataloging Working Group

Attendance: 

Cataloging Libraries Present: Jenny Cuevas (ADD), Eden Morris (ADD), Paul Rubio (ADD), Christine Karns (BDD), Stephanie DeYoung (BLD), Laura Sierzputowski (BLD), Marie Costuna (CSD), Susana Leyva (DGS), Kira Riddle (DGS), Victoria Bitters (ESS), Ann Marie Lindsey (GED), Rebecca Bartlett (LGS), Emily Parker (LGS), Diana DiPierro (LPS), Dani Erway (MED), Nikki Vaillancourt (NUD), Melissa Siddiqui (OBS), Collen White (OPS), Ruby Gaba (SCD), Brittany Smith (SCD), Joy Anhalt (TPS), Mike Novy (WCD), and MaryKellie Marquez (WVD).

Pre-Cat Representative Present: Amy Weiss (WRS)

SWAN Staff Present: Cynthia Romanowski (Chair), Sam Dietel, Lucas McKeever, Diane Nickolaou, Angela Puckett

Meeting summary for Cataloging Working (10/15/2026)

Quick recap

This was the final Cataloging Working Group meeting of the 2026 season, led by Cynthia Romanowski, Bibliographic Services Manager. The meeting covered several key updates and reminders for cataloging practices. Amy Weiss was introduced as a new advisory representative from Pre-cat libraries for a two-year term to facilitate communication between the group and Acquisitions and Cataloging Networking Group and the forums. The group discussed maintaining current meeting times for 2027 due to the recent RFP announcement and potential ILS migration considerations. Important reminders were shared about subject heading practices, including removing large type books as a form heading and restoring fiction and juvenile fiction and literature form designators, as well as following proper non-English language subject heading guidelines. An evaluation of removing the 590 tag was introduced to reduce the reliance as a format designation in Aspen due to the prospect of it not being visible in client search results in the potential new ILS. Additionally, the group reviewed proper handling of film remakes and live action versions of animated films using 130 fields. A significant discussion occurred about spelling out "volume" and "book" in 245 fields for sorting consistency. The RFP status was announced along with a discussion of opportunities to participate in the ILS selection process. Oak Brook Public Library was selected as the in-person meeting venue for the April 8th, 2027, meeting.

Next steps

• Cynthia to follow up with the ILS search committee regarding task force structure to see if Cataloging and Acquisitions can be treated as separate groups.
• Lucas to update the necessary documentation and templates for the 590

Decisions Made

1. Non-English language subject headings should remain for their respective language
2. Continue the 2023 recommendation for spelling out the words volume, book, and part per agreed upon WorkFlows standards to maintain proper sorting of titles. Review title entries if you are cataloging anything but volume 1 to ensure title/numbering consistency.

Welcome

The meeting began with Cynthia Romanowski welcoming everyone to the final Cataloging Working Group meeting of 2026.

Representative from Pre-cat library

Amy Weiss was announced as the Pre-cat representative in response to the July Cataloging Working Group meeting where members asked for these libraries to have more of a voice. Cynthia explained that this was a voluntary, two-year term to facilitate communication between this group and the Acquisitions and Cataloging Networking Group and their respective forums. It will serve in an advisory capacity and have no voting privileges. 

Change in meeting times 2028

The current meeting times for 2027 will remain because of the impact of scheduling for RFP events. Cynthia mentioned that they may potentially stay the same for 2028 due to a potential new system migration, but a poll in requesting new days/times may be tentatively sent in June. 

Subject heading reminders

The meeting covered subject heading reminders, including the removal of "large type books" as a subject heading even if they are authorized in OCLC. Additionally, a reminder about restoring |vJuvenile fiction,|vJuvenile literature, and |vFiction as form designators, despite Library of Congress no longer adding them to subject headings. Finally, a reminder on keeping non-English language subject headings, e.g. bidex or qlsp, for records that are in that language. Documentation can be found at https://swanlibraries.net/documentation/64630.  Cynthia mentioned that the newly created External Resources documentation page has a link to the various organizations. The page can be found at https://swanlibraries.net/documentation/95150. 

590 Field and pre-cat formats

Lucas presented updates on the evaluation of the 590 field, explaining that its functionality may change with a potential new ILS migration. He is working on creating more specific pre-CAT templates to reduce reliance on the 590 field for format determination in Aspen, allowing the online catalog to rely on standard cataloging. Cynthia mentioned that this will not impact current usage in WorkFlows but could potentially be a problem in a new ILS because it is uncertain that this tag will be available to display within search results. This is why it is important for us to focus on proper cataloging for formats. She also stated that they included an RFP question regarding the ability to customize search results to show formats.

130 title field for film remakes

Lucas reminded everyone to add a 130 field for film remakes to prevent Aspen grouping with their original titles, e.g. Moana (Motion picture : 2026). Furthermore, he highlighted that the separation of these versions was important for holds and discoverability. More information could be found at the MARC Field Reference – 1XX field page at https://swanlibraries.net/documentation/66743. 

Fields for video games

Cynthia stated that we use the OLAC recommendations for video game cataloging. Basic records should just contain:

33xs Tags:

336   two-dimensional moving image |b tdi |2 rdacontent

336   computer program |b cop |2 rdacontent

337   computer |b c |2 rdamedia

338   computer disc cartridge |b ce |2 rdacarrier

5XX notes (PlayStation 5 game example):

538     System requirements: PlayStation 5 ; PlayStation 5 consoles in the United States; 2 GB minimum storage; Ultra HD Blu-ray.

500     1-2 players.

521 8_ ESRB rating: M (Mature 17+; strong language, violence)

500     Title from disc label

753 System designation:

753  PlayStation 5

Examples of 655 headings from LC and OLAC:

655 _7 Video games. |2 lcgft

655 _7 Adventure video games. |2 olacvggt

655 _7 Role playing video games. |2 olacvggt

655 _7 Video games. |2 olacvggt

655 _7 Action adventure video games. |2 olacvggt

Cynthia mentioned that Backstage monthly processing will add additional 34X & 380 fields if they are left off the record. The Pre-Cat VIDEO GAME template will only have the basic tags that will help Aspen determine format.

Title consistency for numeric volumes

The meeting focused on cataloging regarding the handling of volume designations in the subfield n of 245 fields, e.g. Yu-Gi-Oh! GX |nVol. vs Yu-Gi-Oh! GX |nVolume. SWAN recommended spelling out "volume," "book," and "part" rather than using abbreviations like "Vol." or "bk." to ensure proper title sorting in WorkFlows and Aspen. The discussion centered on how to handle inconsistencies across volumes from the same series, with Cynthia emphasizing that catalogers should follow the majority practice when unclear. The SWAN team would handle systematic corrections rather than asking individual libraries to fix every inconsistency. The expectation is that the Cataloging Library fix records that have their items to help clean-up titles and send a ticket in for those that are not. Furthermore, any local practices should be added to the OCLC record before importing into WorkFlows and not part of the original OCLC record. 

RFP Status

The conversation ended with Cynthia’s announcement that the RFP status is now live for vendors and anyone else to review. The ILS Search information can be found at https://swanlibraries.net/news/2026-10/95237. The discussion then focused on the ILS search process, with SWAN sharing details about the 70-page RFP. Members expressed concern that there will be a combined task force for Acquisitions, Cataloging, and Serials modules as some members do not utilize acquisitions. Despite assurances that if it was the case, each area will still have opportunities to provide input through separate representation. Cynthia as well as ILS Committee Member, Brittany Smith, will bring their concerns to the ILS Search Committee. Furthermore, Rebecca Bartlett shared insights and emailed documentation to SWAN from a previous migration where Acquisitions were handled as a separate task committee. 

Call for April 8ths In-person meeting location

The meeting ended with a call about finding a location for the April 8th meeting, with Oak Brook Public Library being selected.

Open Discussion

Further concern was expressed about the 590 going away. Cynthia assured everyone that it will not go away for WorkFlows because the display of it is very convenient; however, there is no guarantee that the 590 tag displays will remain so we must anticipate that change. The main thing is to not rely on it as a format designation in Aspen by ensuring proper cataloging in both pre-cats and fully cataloged records.

A question came regarding using phrase language in a 450 in an authority record for Natural language generation (Computer science), for example, to help find records in WorkFlows. Cynthia stated that adding a tag in an authority record is not a sustainable practice because it will be removed when the record is overlaid with an updated record. The resolution was potentially creating a list in Aspen for the public services people to use. 

Finally, a question regarding which fields to delete came up. SWAN shared the link to the Fields to Delete page found at https://swanlibraries.net/documentation/66740.

Next Zoom Meeting: Thursday, January 14, 2027, at 9:30-11 AM