Outsourced cataloging project management (Backstage)

Summary: Information and instructions for coordinating new outsourced cataloging projects with the library vendor Backstage Cataloging Works. Details about completed projects are available on the /wiki/spaces/TSdoc/pages/128352285 page.

Perform inventory

An informal inventory of the materials being sent is useful for our own local purposes, but also for gathering the information Backstage will request on their cataloging project questionnaire. 

• count number of items overall, then break down numbers:

  • by monographs
  • by serials
  • by various AV formats, if needed
• gather a separate count of non-English-language material
  • break down counts by individual languages
• gather a separate count or estimate of items with available copy, vs. items requiring original cataloging attention

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Determine project budget & estimates

• Use your inventory and the most recent Backstage pricing list to estimate possible cataloging/processing costs
  • 2016 cataloging services pricing list
  • 2016 processing services pricing list
  • Backstage is also happy to process a sample of the proposed group of materials
    • usually done by scanning a small selection and uploading to Backstage via FTP
    • this enables them to give us an estimated "match rate"
    • this in turn helps us predict copy vs. original cataloging costs
• If shipping items rather than scanning surrogates for entire group of materials, coordinate with mailroom staff to estimate shipping costs
  • Shipping costs must usually be covered from the project budget, though some exceptions may exist (i.e., covering shipping from Collections' budget instead, for particular special groups of materials)
  • Shipping estimates will typically be based on weight of boxes being sent
  • Heavily discounted freight shipping is an option, if there are enough boxes to form a pallet
  • Check the /wiki/spaces/TSdoc/pages/128352285 page to see shipping details from previous projects, which may help with estimates
• Combine estimated cataloging/processing and shipping costs 
  • Do this BEFORE submitting the questionnaire to Backstage, so you can make any adjustments to what you plan to send
  • I.e., if there's more room in the project budget, you could add some additional materials to your inventory

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Process Backstage questionnaire

A questionnaire must be submitted so Backstage can formulate a quote for the project. The questionnaire form asks for the amount and type of materials being sent, as well as any particular cataloging requirements. 

• Obtain the PDF questionnaire document from the current Backstage rep for our region

• View sample questionnaires here:

  • blank questionnaire
  • completed questionnaire

Some cataloging preferences and needs will change from project to project, but in general, all project questionnaires should stipulate the following:

• full-level cataloging
• for non-Roman script materials, both transliterated and in script
  • no English translation of title required
• for copy cataloging existing RDA records
  • add RDA CORE elements when absent,
    • for optional/alternative elements, consider on a case by case basis
  • standardize punctuation to ISBD and change leader to include "i"
  • change 260 to 264 where appropriate
  • do not add 33X fields (already handled in Backstage monthly authorities processing)
  • assign subject headings when absent
    • but do not verify or reassign
  • assign classification when absent
    • but do not verify or reassign
  • correct typographical errors
  • verify physical description to reflect item in hand
  • no need to add relationship designators
  • no need to perform manual authority control on headings (already handled in Backstage monthly authorities processing)
  • for non-Roman materials
    • add script if missing
    • verify existing script
    • do not delete existing script
• for copy cataloging non-RDA records
  • non-RDA records allowed for copy
  • do not add 33X fields
  • do not spell out abbreviations
  • add complete statements of responsibility
  • assign subject headings when absent
    • but do not verify or reassign
  • assign classification when absent
    • but do not verify or reassign
  • correct typographical errors
  • verify physical description to reflect item in hand
  • do not add relationship designators
  • do not perform manual authority control
• original cataloging
  • for RDA optional/alternative elements, consider on a case by case basis
• holdings
  • require holdings in 866 for multivolume monographic sets
  • provide example of proper formulation
• databases
  • OCLC as primary source

  • use MSUL's OCLC account

    2016 note from Backstage rep concerning importance of using our OCLC account as opposed to Backstage's account: "In the past, MSU has requested that we use our OCLC account (the last project we used the BSLW account because you were on SkyRiver, but our notes indicate that you were eventually going back to OCLC). Since we are a vendor, OCLC charges us much more than they do member libraries. Since the last project we completed for you, OCLC raised our subscription fees by about $2/record, which is rolled into the per record cost we have quoted. So, please let me know if we can use your OCLC account, as it will save a significant amount of money."

  • enhance Master Record
  • records will be uploaded
  • Backstage should upload them
• physical processing
  • if having Backstage apply spine labels, request placement on front of thin pieces, instead of spine wrap
• delivery
  • .mrk files by email attachment are usually the most convenient option
• special requests
  • if the materials have not been searched against MSU's catalog, ask Backstage to flag and set aside any titles we already hold in OCLC, instead of performing cataloging
    • this will prevent having to troubleshoot duplicates down the road
  • also consider requesting Backstage to add 949 fields with order record numbers, to facilitate loading processes once MARC records are returned

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Get approval for Backstage quote

After receiving the questionnaire, Backstage will generate a quote with estimated prices, delivery projections, etc. This quote must receive final approval from MSUL's accounting office before the project can officially begin.

• Forward to AD for Tech Services and Budget Officer in Main Office. 
• A sole source letter from the AD may be required to verify that Backstage is the only vendor who can provide the service MSUL is looking for.  

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Coordinate shipment of materials

Work with mailroom staff to plan and purchase shipping for materials. Two options exist:

• Discounted freight shipping for larger shipments, with contracts and quotes facilitated through University Stores

  If you choose this option, remember that Backstage's facility in Provo does NOT have a loading dock, and trucks should instead be equipped with a lift gate.

• Regular shipping facilitated by the Libraries

To get an estimate or quote started with either, mailroom staff need an idea of the weight of the materials being shipped. 

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Facilitate processing of returned materials

• Backstage will send a notice that materials are being shipped back.
• Alert mailroom staff of estimated shipment date.
• Arrange plans for unpacking of materials (sometimes handled by CatMan)
• Arrange for barcoding and labeling of materials by CatMan. 
• Holdings for all serials will need to be added either by CatMan or serials catalogers.

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Review & load returned records

• Perform a spot-check of the returned MARC files.
• Ensure correct encoding of any non-Roman characters.
• Add any necessary local fields such as location/sublocation, gift notes and collection titles, etc.
  • In the past, a workstat with the initials bsl has been added to Backstage records in order to identify their cataloging source; this is probably a good practice to continue unless better alternatives present themselves
• Separate out the subset of serial records and generate an Excel file for serials catalogers or other staff who will need to work on holdings
• Note any issues with name or subject headings and consult Metadata Management as necessary
• Coordinate with Dao to have suppressed records loaded into a Create Lists file
  • CatMan can unsuppress each item as it processed, depending on the projected timeline (if the items can be processed quickly this may not be necessary)
• Perform a final spot check of the review file to ensure no loading errors have taken place.

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Document project

• Ongoing documentation of each stage is recommended
• Include documentation on the /wiki/spaces/TSdoc/pages/128352285 page, using the general outline provided by other past projects

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