Government Resources

Cataloging the Foreign Relations of the United States Series and Sub-Series: Report Submitted to the Ohio5 Government Documents Subcommittee

For years we have all heard and said that FRUS is a great series, if only people knew what is in it! Someone should catalog these separate volumes... In June 2006 in a moment of [insanity/inspiration, take your pick] I proposed taking this on for Denison. In a following moment of [same word choice] Andrea suggested it might be possible to do it for all four CONSORT schools.

I surveyed what was currently being done, prepared a proposal, and contacted the four libraries. Receiving positive responses and helpful feedback, I began.

The Project

I set up OCLC access so we could update holdings as needed for each of the four schools.

Three bib records were used for the main series, based on date/title. Item records were transferred as needed and holdings added or deleted on OCLC for all four schools. (See proposal, #1)

Kenyon, Wooster, and Denison had their volumes linked to the main series records in CONSORT. Ohio Wesleyan took on the task of linking their volumes to the main FRUS records so I could include them in the project. They did this amazingly in just a few days. (See proposal, #2)

Working from the Dept. of State complete list of volumes in the series, Subject Bibliography #210, years worth of careful notes from Bev Gage, and Denison's shelves, we identified three categories of volumes:

1. Volumes with subtitles – series (proposal, #3 and Excel spreadsheets)
   These were sorted and accumulated by subtitle series
   OCLC records were added to CONSORT, some new records created
   Holdings for all 4 libraries were cross-linked to the subtitle record
   Holdings on OCLC were updated for all 4 libraries as needed


2. Monograph volumes with subtitles (proposal, #4 and Excel spreadsheets)
   These were identified subtitle
   OCLC records were added to CONSORT, some new records created
   Holdings for all 4 libraries were cross-linked to the subtitle record
   Holdings on OCLC were updated for all 4 libraries as needed


3. FRUS volumes without subtitles (proposal, #2 and Excel spreadsheets)
   These were sorted and accumulated
   Holdings for all 4 libraries are linked to main series record

New OCLC records were created for some subtitles in series. (See proposal, #5 and Excel spreadsheets). These records are identified on the Excel spreadsheets with an asterisk preceding the OCLC number. Holdings were updated on OCLC for all 4 libraries for these new bib records.

For your entertainment and amazement, we have included a screen shot of Ellen's computer with four OCLC sessions open (color coded), one Millennium screen, one Excel spreadsheet. We got very good at moving between the files.

Excel Spreadsheets

This is important data. We hope it is clear and helpful as each library reviews their collection. Three spreadsheets are included and can be sent electronically if you want them. On spreadsheets #1 and #2, holdings are indicated for each separate library by letter (d k o w). When all four libraries have a volume, holdings are indicated with a 4.

1. Sub-series and monograph titles (title list)
   Lists in alphabetical order all titles in the project, OCLC #, OCLC updated, bib #, volume numbers included in that title. Also lists the general FRUS bib records and electronic records.


2. Volumes linked by library (X-linked volumes completed)
   Lists in chronological order all volumes cross-linked for each library. This is a dense, confusing table; we worked it through about four ways and this was the best we could do. Call Ellen if you have questions.


3. DNU volumes not X-linked
   Lists the individual volumes Denison holds that do not have subtitles. These volumes therefore are not cross-linked to anything, but we wanted to let you know.

For inventory use spreadsheets #2 and #3. Working with these lists at the shelves, you can identify those volumes you own that were not included in our project.

Miscellaneous Information, Possible To Do's, Ellen's Comments

Because of the limited number of attached item records, there is one copy of the first two bib records in CONSORT, OCLC records 9592030 and 6699241. Since there are so many item records for each of the 4 libraries, there are four copies of OCLC record 7809779.

Possible to do/discussion: Do you want one copy or four of OCLC 7809779 in CONSORT? This is the 1931-    record. All attached item records have been sorted by machine, ascend vol. sort.

Possible to do/discussion: I suggest for any record that has multiple library's holdings, the machine sort be used. (First two main series records, sub-series records)

Possible to do/discussion: Each library's item records attached to their own copy of OCLC 7809779 (the current main series records) have been machine sorted. Each library may want to review their record order:

• Because of location, microfiche is grouped together and you may want it to be interfiled by volume.


• Because of how volume information is entered in item records (in call number or volume fields) items may be out of order. I have moved volume info from call number to volume fields in item records when I saw it was sorting improperly, but I'm sure I missed some.


• Because some of our collections are classified in SuDocs, some in LC, and some have both, the sort might get funky.

We included all the FRUS volumes, whether they were originally classified as S 1.1: or as S 1.1/3: This was done because we believe the user doesn't care about the SuDocs –- they want the information.

Microfiche and paper guides were linked to the main series record (7809779) and to subtitle records. This is for Denison and Wooster only.

Possible to do/discussion: Kenyon and OWU look at their fiche and accompanying paper guides and link/cross-link.

Only volumes that Denison owns have been included in the project. This is very important for you to know! So, you probably have volumes that can/should be included. If Denison didn't own it, it has not been reviewed and added to the project. A final list by President was compiled.

Cynthia Cort is working on Denison's Serial Set copies of FRUS. Some are cross-linked and she will keep you informed of this project.

Electronic volumes: We have four records listed on Excel spreadsheet one, Sub-series and monograph titles. See also Status of the Foreign Relations Series September 2006, from the Dept. of State website. Having discovered the electronic-only volumes listed there (with a new volume numbering scheme, E-1, E-2, etc.) I figured we would have those covered with Marcive records, but that doesn't seem to be the case -– at least not yet. Jennifer is in contact with GPO and will let us know. Just when you thought things couldn't get any worse...

Continuing work on this series is discussed in Proposal #2 and #3. Wooster currently is the cataloger for Department of State documents. I have a pretty good handle on this series right now and am willing to continue to catalog them as new volumes arrive; we aren't exactly getting flooded with them! I am also happy to hand it off to Jennifer. She and I will continue to talk as we learn more about electronic volumes.

Closing Comments from Ellen

I have been privileged to work with Ellen Torrens, Denison student, on this project. Ellen quickly grasped the project with its many quirks, idiosyncrasies, and details. She was a critical part of the work and a wonderful colleague.

I thank the documents staffs and catalogers for the opportunity to undertake this project. It turned out to be bigger than we thought but that just means it really needed to be done! Your help, encouragement, and support have been great. This kind of project is possible because of the long and strong cooperative and collegial working relationship of the libraries and documents staffs. It has been a pleasure and a privilege to once again work with this outstanding group of friends.

I have also had the enthusiastic support of Scottie Cochrane, Denison University Library Director, and Amy Badertscher, Denison/Kenyon Technical Services Work Redesign Director, Kenyon College.

Ellen Conrad and Ellen Torrens, Denison University, September 21, 2006