College and Research Libraries B y G E R T R U D E M E R R I T T a n d C A R L Y L E J . F R A R E Y Costs of Expanding the Card Catalog of a Large Library Miss Merritt is chief of the Processing Division and Mr. Frarey is assistant li- brarian, Duke University Library. PROCEDURES A N D T E C H N I Q U E S f o r e x -p a n d i n g t h e c a r d c a t a l o g o f a l a r g e u n i - v e r s i t y l i b r a r y h a v e b e e n d e s c r i b e d i n a p r e v i o u s i s s u e of C&RL.1 T h i s a c c o u n t a t t e m p t s t o s u g g e s t t h e c o s t s of a n e x p a n - s i o n o p e r a t i o n w h i c h f o l l o w s i n g e n e r a l t h e p r o c e d u r e s d i s c u s s e d b y T e r r y . L i k e t h e e a r l i e r a c c o u n t , it is b a s e d u p o n t h e r e - o r g a n i z a t i o n of a s i n g l e l i b r a r y c a t a l o g , b u t i t m a y b e i n d i c a t i v e o f t h e p r o b a b l e s c a l e of t h e c o s t s of t h i s a c t i v i t y i n a n y l i b r a r y . T h e f i g u r e s g i v e n h e r e a r e l i m i t e d t o l a b o r c o s t s a l o n e : e x p e n s e s f o r n e w c a t a l o g c a b - i n e t s a r e e a s i l y d e t e r m i n e d b y a p p l i c a t i o n t o t h e v a r i o u s m a n u f a c t u r e r s of l i b r a r y f u r n i - t u r e , a n d e x p e n s e s f o r s u p p l i e s a r e n e g l i g i b l e if s p o i l e d c a r d s t o c k is u s e d f o r l a b e l s a n d if t h e r e is n o n e e d t o s u p p l y n e w g u i d e c a r d s t h r o u g h o u t t h e e n t i r e c a t a l o g . O n e r e s e r v a t i o n s h o u l d be m a d e a t t h e o u t s e t . L o c a l v a r i a b l e s w i l l a l w a y s o p e r a t e t o i n c r e a s e o r d e c r e a s e t h e c o s t s of a n y c a t a - l o g r e o r g a n i z a t i o n . A m o n g t h e f a c t o r s b e a r - i n g u p o n o v e r a l l c o s t s a r e : I . t h e s i z e of t h e c a t a l o g i t s e l f , 2 . t h e m a n n e r i n w h i c h t h a t c a t a l o g is o r g a n i z e d , 3 . p r e v a i l i n g s a l a r y s c a l e s w i t h i n t h e i n s t i t u t i o n , 4 . t h e e x t e n t t o w h i c h n o n p r o f e s s i o n a l t i m e m a y b e u t i - l i z e d i n t h e o p e r a t i o n , a n d 5 . c h a r a c t e r i s t i c s 1 T e r r y , Altha E . , "Techniques for Expanding the Card Catalog of a L a r g e L i b r a r y , " College and Research Libraries, 1 3 : 2 4 2 - 4 5 , 252, J u l y , 1952. of t h e c a t a l o g e q u i p m e n t . ( F o r e x a m p l e , if d u a l t r a y l a b e l h o l d e r s a r e u s e d , t r a y s m a y be r e n u m b e r e d i n l e s s t i m e a n d a t l e s s e x - p e n s e t h a n if s i n g l e l a b e l h o l d e r s a r e e m - p l o y e d so t h a t t r a y n u m b e r s h a v e t o be a f f i x e d s e p a r a t e l y . S e e b e l o w . ) I n D e c e m b e r , 1 9 5 2 , D u k e U n i v e r s i t y L i - b r a r y a d d e d a n e w 6 2 4 - t r a y c a b i n e t t o i t s c a t a l o g . T h e D u k e L i b r a r y n u m b e r s s o m e 1 , 0 8 5 , O C X ) v o l u m e s a n d i t s c a t a l o g is a d i - v i d e d o n e h a v i n g t h r e e m a j o r d i v i s i o n s ( e x - c l u s i v e of t h e D u k e c o p y o f t h e a u t h o r c a t a l o g o f t h e U n i v e r s i t y of N o r t h C a r o l i n a w h i c h is h o u s e d i n t h e p u b l i c c a t a l o g r o o m ) . T h e s e d i v i s i o n s a r e : 1 . t h e a u t h o r - t i t l e c a t a - l o g , 2 . t h e s u b j e c t c a t a l o g , a n d 3 . t h e s e r i a l s c a t a l o g ( a m a i n - e n t r y c a t a l o g o n l y ) . C a r d s f o r c e r t a i n c a t e g o r i e s of m a t e r i a l a r e e x - c l u d e d f r o m t h e p u b l i c c a t a l o g . T h e s e a r e : 1 . a u t h o r , s u b j e c t , a n d t i t l e e n t r i e s f o r U n i t e d S t a t e s d o c u m e n t s ( a n a u t h o r c a t a l o g i n t h e D o c u m e n t s R o o m s u p p l i e s t h i s a p - p r o a c h , a n d g o v e r n m e n t i n d e x e s f u r n i s h a s u b j e c t g u i d e ) ; 2 . a u t h o r a n d t i t l e e n t r i e s f o r U n i t e d S t a t e s s t a t e p u b l i c a t i o n s ( a s e p a - r a t e a u t h o r c a t a l o g is m a i n t a i n e d i n t h e D o c u m e n t s R o o m ) ; 3 . s u b j e c t e n t r i e s f o r m a t e r i a l s h o u s e d i n c e r t a i n b r a n c h o r d e - p a r t m e n t a l l i b r a r i e s : S c h o o l of M e d i c i n e , B i o l o g y - F o r e s t r y , C h e m i s t r y , E n g i n e e r i n g , a n d P h y s i c s - M a t h e m a t i c s ; 4 . c a r d s f o r m a n u s c r i p t m a t e r i a l s r e c o r d e d i n a s e p a r a t e M a n u s c r i p t s C a t a l o g ; a n d 5 . e n t r i e s f o r n e w s p a p e r s w h i c h a r e k e p t in t h e N e w s - p a p e r R o o m c a t a l o g . JANUARY, 1954 87 T A B L E I Size o f the Duke University Library Catalogs Catalog Number of Cards Trays before Expan- sion Trays after Expan- sion Author-Title Subject Serials 977,500 656,550 65,100 936 715 60 i , 4 3 0 793 130 Totals 1,699,150 1,711 2,353 T a b l e I s h o w s t h e a p p r o x i m a t e s i z e of e a c h of t h e t h r e e m a j o r d i v i s i o n s o f t h e p u b l i c c a t a l o g e n u m e r a t e d a b o v e , t o g e t h e r w i t h a n i n d i c a t i o n of t h e n u m b e r of c a t a l o g t r a y s a l l o c a t e d t o e a c h . T h e e i g h t e e n e x t r a t r a y s s h o w n i n t h i s e x - p a n s i o n a b o v e t h e 6 2 4 n e w o n e s r e s u l t f r o m a r e a l l o c a t i o n of c e r t a i n t r a y s i n t h e o l d c a t a l o g f r o m o t h e r u s e s t o u s e f o r o n e of t h e s e c o m p o n e n t s o f t h e c a t a l o g . I n p l a n n i n g f o r t h e r e o r g a n i z a t i o n c e r t a i n d e c i s i o n s w e r e m a d e a t t h e o u t s e t : 1 . t h a t t h e t e c h n i q u e s d e s c r i b e d b y T e r r y w o u l d b e e m p l o y e d w i t h o n e s i g n i f i c a n t m o d i f i c a t i o n , v i z . , t h a t t h e n e w t r a y d i v i s i o n s w o u l d b e d e t e r m i n e d b e f o r e a n y c a r d s w e r e m o v e d , s o t h a t p e r m a n e n t t r a y l a b e l s c o u l d be a v a i l - a b l e p r i o r t o t h e s h i f t a n d a f f i x e d t o t h e n e w c a t a l o g t r a y s a s s o o n a s t h e s h i f t h a d b e e n m a d e ; 2 . t h a t m a x i m u m u s e w o u l d b e m a d e o f c l e r i c a l a n d n o n p r o f e s s i o n a l a s s i s t - a n c e ; a n d 3 . t h a t t h e m o v e be t i m e d t o b e c o m p l e t e d w i t h i n t h e C h r i s t m a s r e c e s s p e r i o d w h e n m o s t of t h e s t u d e n t s a n d f a c - u l t y w o u l d b e a w a y . A t e v e r y s t a g e of p l a n n i n g t h e r e a d e r s ' s e r v i c e u n i t s w e r e e n - c o u r a g e d t o m a k e s u g g e s t i o n s w h i c h m i g h t c o n t r i b u t e t o a n e f f i c i e n t r e o r g a n i z a t i o n p r o - c e d u r e a n d a n i m p r o v e d c a t a l o g . A b r i e f w o r d m a y b e i n o r d e r h e r e r e - g a r d i n g t h e r o u t i n e s e m p l o y e d a t D u k e . P l a n s f o r t h e e x p a n s i o n e n v i s i o n e d a 1 0 - y e a r p e r i o d b e f o r e a n o t h e r w h o l e s a l e r e o r g a n i z a - t i o n m i g h t b e r e q u i r e d . T o t h i s e n d , c a l c u - l a t i o n s a l l o w e d f o r a n a v e r a g e o f 8 i n c h e s o f c a r d s p e r t r a y i n t h e a u t h o r - t i t l e a n d s e r i a l s c a t a l o g s , a n d 1 0 i n c h e s p e r t r a y i n t h e s u b - j e c t c a t a l o g . S p a c e f o r i n t e r n a l r e a d j u s t - m e n t s w a s p r o v i d e d b y l e a v i n g t o p a n d b o t t o m t r a y s e m p t y . A f t e r i t w a s d e t e r - m i n e d h o w e a c h c o m p o n e n t of t h e c a t a l o g c o u l d b e e x p a n d e d , s u p e r v i s o r y p r o f e s s i o n a l s t a f f m e m b e r s d e c i d e d u p o n t h e t r a y d i v i - s i o n s f o r t h e n e w c a t a l o g a n d m a r k e d t h e m i n t h e o l d c a t a l o g w i t h c o l o r e d c a r d s . T h i s a l l o w e d f o r m a x i m u m u s e of n o n - s u p e r - v i s o r y p e r s o n n e l f o r t h e a c t u a l s h i f t i t s e l f . I n g e n e r a l , t h e o r i g i n a l p l a n s w e r e f o l - l o w e d , b u t a l a s t - m i n u t e c o m p l i c a t i o n n e - c e s s i t a t e d a b a n d o n i n g t h e s c h e m e t o d e t e r - m i n e d i v i s i o n s i n t h e s u b j e c t c a t a l o g b e f o r e s h i f t i n g a n y c a r d s s o t h a t t h e s e d i v i s i o n s w e r e a c t u a l l y w o r k e d o u t a s t h e r e o r g a n i z a - t i o n i t s e l f t o o k p l a c e . H o w e v e r , a c l e r i c a l a s s i s t a n t w a s a s s i g n e d t o t h e s u b j e c t c a t a l o g t e a m s s o t h a t t h e p e r m a n e n t l a b e l s c o u l d b e p r e p a r e d a n d a f f i x e d t o t h e n e w t r a y s a s t h e w o r k p r o g r e s s e d , t h u s m a k i n g t e m p o r a r y l a b e l s u n n e c e s s a r y . T h e c o s t of t h e r e o r g a n i z a t i o n h a s b e e n m e a s u r e d a t $ 4 2 5 f o r l a b o r c o s t s a l o n e . T h i s figure r e p r e s e n t s 3 2 2 m a n - h o u r s of w o r k , o r , a t D u k e , t h e e q u i v a l e n t o f o n e p e r s o n ' s t i m e f o r e i g h t a n d o n e - s e v e n t h w e e k s . T a b l e I I s h o w s t h e r e l a t i v e p r o - p o r t i o n of p r o f e s s i o n a l a n d n o n p r o f e s s i o n a l t i m e i n v o l v e d , a n d T a b l e I I I , a b r e a k d o w n T A B L E I I Catalog Reorganization: Professional and Nonprofessional Costs Hours Percentage Cost Percentage Professional time Nonprofessional time 148.5 i 7 3 - 2 5 46 54 $262.93 162.80 62 38 Totals 321.75 100% 1425-73 100% 88 COLLEGE AND RESEARCH LIBRARIES T A B L E I I I Catalog Reorganization: Expenditures for Activities Involved Activi ty Hours Percentage of Time Cost Percentage o f Cost 1. Planning and supervision 2. Measuring size of catalog 3. Determining tray divisions 4. Shifting cards to new trays 5. Labeling trays 6. Renumbering trays Totals 18 20 80 90.5 44-75 68.5 5.6 6 . 2 24.9 2 8 . 2 13.8 21.3 $ 39-36 21.32 118.98 140.97 4 4 . 8 0 60.30 9 - 2 5 . 0 28.1 3 3 - 1 10.5 14.1 1. Planning and supervision 2. Measuring size of catalog 3. Determining tray divisions 4. Shifting cards to new trays 5. Labeling trays 6. Renumbering trays Totals 321.75 1 0 0 . 0 % $425-73 1 0 0 . 0 % of c o s t s b y t y p e s of a c t i v i t y . C o s t s w e r e d e t e r m i n e d b y m u l t i p l y i n g t h e a m o u n t o f t i m e s p e n t b y e a c h p e r s o n e n g a g e d i n t h e o p e r a t i o n b y h i s d e t e r m i n e d h o u r l y r a t e of p a y . I t is e v i d e n t f r o m t h e s e f i g u r e s t h a t if t y p e d l a b e l s c o u l d h a v e b e e n u s e d t o n u m b e r t h e t r a y s o f t h e n e w c a t a l o g , c o s t s m i g h t h a v e b e e n r e d u c e d b y 1 2 t o 1 5 p e r c e n t , a s s u m i n g t h a t t h e p r e p a r a t i o n of t h e n u m b e r l a b e l s w o u l d r e q u i r e a b o u t a s m u c h t i m e a s t h e p r e p a r a t i o n o f t h e c o n t e n t s l a b e l s . SUMMARY I n t h i s a r t i c l e a n a t t e m p t h a s b e e n m a d e t o s u g g e s t t h e n a t u r e of c o s t s i n v o l v e d i n t h e r e o r g a n i z a t i o n a n d s h i f t i n g of a l a r g e l i b r a r y c a t a l o g t h r o u g h a n a c c o u n t i n g of t h e c o s t s of t h e r e c e n t e x p a n s i o n o f t h e D u k e U n i v e r s i t y L i b r a r y C a t a l o g . W h i l e v a r i a b l e l o c a l f a c t o r s w i l l a f f e c t a c t u a l c o s t s of a p a r t i c u l a r o p e r a t i o n , t h e s e f i g u r e s m a y b e h e l p f u l t o t h e a d m i n i s t r a t o r p l a n n i n g a c a t a l o g r e o r g a n i z a t i o n i n s u g g e s t i n g s u i t a b l e b a s e s f o r p r e p a r i n g c o s t e s t i m a t e s . Midwest Inter-Library Center (Continued from page 49) organs, published by commercial and finan- cial firms. G i f t . Current output of theses of all universities in France. 256 received in 1952. Annual cost, $306. Current output of college catalogs issued by American universities. G i f t . Current subscriptions to 11 Latin-American medical journals. Received on exchange f o r subscriptions to its medical journal sup- plied by a member university. Current subscriptions to a f e w miscellaneous periodicals, e.g.: Economic Reports of the Bank of T a i w a n . G i f t . Mathematisc he-Physic alls che Semesterbe- richte. $2.50. Kyoto University Engineering Research In- stitute Bulletin. Gift. Prometheus (in modern G r e e k ) . $10. Acta Biologica Venczuelica. NON-SERIAL ITEMS During its first year and a half, the Center has purchased about ten nonserial or noncontinu- ing items which member librarians have asked for. Examples are: Institut ( P a r i s ) . Sciences Section. 44 volumes. $226. Italy. T w o Sicilies. Annali chili del regno delle Due Sicilie. Volumes 1-42. $68. T h r e e Nineteenth Century German immigrant newspapers on microfilm. Complete files. $158. Opyt Sovetskoi Meditziny (Medical encyclopedia of experiences during the war, 1941-45). 35 volumes. $350. Pravda, M a r c h 18, 1917 through June 1938, on microfilm. $500. Yank (U.S. A r m y w e e k l y ) . N e w Y o r k and overseas editions, 1942-45, on microfilm. $250. JANUARY, 1954 89 A C R L Treasurer s R e p o r t and A L A Accommodation A c c o u n t 1 9 5 * 5 3 INCOME ^ , . Budgeted Actual A L A Allotments to A C R L from Dues $18,000.00 $ 2 1 , 9 4 9 . 7 7 * Additional Section Dues 133-90 University of Notre Dame Library S u r v e y Balance 378-49 Executive Secretary T I A A Premium Dues 360.00 360.00 A C R L Monographs 3,198.06 L i f e Memberships 12.00 Buildings Institute 200.00 Miscellaneous Income -9° Total Income $ 2 6 , 2 3 3 . 1 2 Bank Balance September 1 , 1952 12,957-75 Total $39,190.87 EXPENDITURES C & R L Subvention $ 3,75o.oo $ 2,935-2'5 Annual Conference Expense 250.00 100.00 Council of National L i b r a r y Association Dues 10.00 10.00 C N L A American Standards Committee ( Z 3 9 ) 5-oo 5.00 American Council on Education (Membership) 25.00 25.00 Joint Committee on Library Work as a Career 50.00 Cooperative Committee on Bldgs. Study & Expense 200.00 A C R L Monographs 787-50 2,099.84 S E C T I O N E X P E N S E S College $ 75-oo $ 49.08 Junior College 100.00 165.45 P u r e and Applied Science 150.00 1 1 2 . 2 6 Reference 100.00 96.84 Teacher Training 75-00 3 5 - 0 0 University 75-00 C O M M I T T E E E X P E N S E S Administrative Procedures $ 25.00 $ Audio Visual 50.00 82.20 Buildings 437-50 50.28 Constitution and B y l a w s 25.00 Preparation & Qualifications for Librarianship 25.00 Publications (See A C R L Monographs) Committee on Selective Bibliography 500.00 16.25 Statistics 150.00 148.86 Duplicate Exchanges 19.29 O F F I C E R S ' E X P E N S E President $ 25.00 $ Treasurer 50.00 50.00 Genera] Administrative Expense (Including T r a v e l ) 850.00 8 2 1 . 5 5 Executive Secretary T I A A 720.00 730.00 Surety Bond for Treasurer (3 years) 8 1 . 2 5 E X E C U T I V E O F F I C E E X P E N S E Salaries ( 2 y 2 ) Social Security, Insurance $ 1 2 , 3 5 0 . 0 0 $12',621.83 Travel Expenses of Executive Secretary 1,300.00 1 , 1 1 5 . 2 3 Addressograph Plates 125.00 102.74 Communications, Supplies, etc 500.00 917.80 New Office Equipment 100.00 Total Expenditures $ 2 2 , 3 9 1 . 0 0 Balance on Hand Sept. 1 , 1952 $ 1 2 , 9 5 7 . 7 5 Income Sept. 1 , 1952 to August 3 1 , 1953 2 6 , 2 3 3 . 1 2 Total » $39,190.87 Expenditures Sept. 1 , 1952' to A u g u s t 3 1 , 1953 —22,391.00 Balance $16,799.87** * Of this total $1,006.55 was paid to A C R L by A L A in late September, 1 0 5 2 , in order to balance out the account for 1 0 5 1 - 5 2 . $1,006.55 is therefore properly part of the 1 9 5 1 - 5 2 dues, and the actual allotments for 1952-53 should be reduced by this amount. ** $ 5,000.00 in S a v i n g s Account at S a f e t y Federal Savings & Loan. K a n s a s City, Missouri. $ 1 1 , 7 9 9 . 8 7 in Checking Account at F i r s t National Bank, K a n s a s City, Missouri. 90 COLLEGE AND RESEARCH LIBRARIES