Chapter III: Operation of the Typing and Filing Units

[p.15]

The typing section consists of one or more units, each being composed of a supervisor and twenty typists. The number of units employed depends upon the size of the catalog and the time within which the catalog is to be completed.

Typewriters with pica-type are recommended, since heavy record ribbon, which produces the darkest and clearest impressions, can be used. The cards produced are easy to read and will maintain a maximum legibility over a long period of time with the special type of ink with which the heavy record ribbon is impregnated. This is important if it ever becomes necessary to photograph the completed union catalog.

Training of typists

It is important that each typist understand the basic conceptions in the preparation of the union catalog and the reasons for the existence of a union catalog. Since most of the typists will not be familiar with library methods, the success of the transcribing depends upon the clarity and simplicity of explanation. To effect this, the supervisor may find it advantageous to employ a simple adaptation of standard library terminology and be governed by the probable viewpoint of the inexperienced worker.

A personal interview, immediately, with each newly assigned typist is suggested. This interview should include a brief explanation of the purpose of the union catalog. It should be emphasized that the union catalog includes only one author card for each book and that the omission of even one card is a vital error. This may be followed with an explanation of the preparation of the films and a description of the photographic equipment. If a photograph of the photographing unit is available, this could be shown to the typist. The projector and a sample reel should then be shown. It is necessary to explain [p.16] that the light used in the projector is not too dim and that working from the screen impairs the vision in no way. Often the worker’s first reaction is that it is impossible to see all the words on the screen. After the introduction, proceed with instruction in the typing process.¹

Under no circumstances should the period of typing readjustment be rushed. A careful, step by step, instruction period, using the easiest examples first, results in a more rapid attainment of working efficiency. The typist should understand that efficient work is expected and for this reason a reasonable amount of time will be allowed for absorption of the technique and for becoming familiar with the routine. In the interests of project esprit de corp, there must be created in the typist an understanding and respect for the work assigned in order to avoid an attitude that it is either too difficult or too easy.

Experience with union cataloging projects has demonstrated that, with proper instruction, the work may be mastered and performed with excellent results by typists with less than a high-school education.

Each typist should be given a copy of Definitions of Cataloging Terms (Appendix E) and Instructions for Typing of Cards (Appendix F). The supervisor should explain the Definitions, illustrating the parts of the card with Library of Congress or handwritten cards obtained from a contributing library.

In acquainting typists with the provisions of the Instructions it will be found convenient first to drill the typist in items one through sixteen. After these are mastered, instruction may be given in items [p.17] seventeen through twenty.

Typists next are given selected groups of miscellaneous entries which are transcribed for practice. Each typist then attempts the revision of the work, with the help of the supervisor who points out every error, however minute, and explains why it is an error. It is better procedure to have the typist practice transcribing from actual cards, covering all examples, than from the film itself.²

The length of the instructional period varies with each typist. The establishment of facility with technique and of self-confidence requires the patience and careful attention of the supervisor for from three days to a week. After sufficient skill is developed by practice, a film and projector are assigned to the typist. [p.18]

Typing cards from film

The laboratory, to which the film has been sent by the photographic unit, will develop the film in 100-foot lengths, unless otherwise instructed, and forward it to the typing headquarters of the project.

For each roll of developed film received at the typing headquarters, there is made an identifying card upon which will be recorded the beginning and completion of its typing (Appendix D, sample 1). This card is filed alphabetically by the name of the library.

To each film container is attached a label carrying the film number, the name of the library and the portion of the alphabet covered by the photographed cards (Appendix D, sample 2).

One worker then is detailed to examine the film, card by card, for any blurred or illegible takes. This initial process must not be delayed, since, if the record of blurred cards is sent to the photographing crew immediately, re-takes can be made while the crew still is in the library concerned, and before they have moved to the next library catalog designated for photographing.

A Work record card is prepared for each typist (Appendix D, sample 3). This carries the name of the typist, and the name of the supervisor, and space is provided for information concerning the film assigned to the typist. When work is begun on a film, the typist’s name, and date of film assignment, are entered on the Film file card. (Appendix D, sample 1). At the same time the description of the film assigned is entered on the typist’s Work record card, which is kept by the project supervisor in a companion file to the Film file cards. When the film roll has been transcribed, the date of completion is entered on the typist’s Work record card. [p.19]

Proof-reading of typed cards

At the conclusion of a day’s work, each typist presents his group of cards to the supervisor with the Typist’s daily process slip attached (Appendix D, sample 4). This process slip remains with the group of cards until filed in the catalog. Each day the supervisor revises the cards produced the preceding day by his group of typists, making a card by card inspection. For the first week or ten days of a typist’s work with a film, each card is reviewed by direct comparison with the film. This process reveals any erroneous ideas or misconceptions conceived during the instructional period. It also reveals any tendency on the part of the typist to read dates incorrectly and most importantly, any tendency toward inadvertent omission of detail. Except for the first week or ten days of a new worker’s typing, proof-reading with the film is largely unnecessary, and if continued, would result an inordinate consumption of the supervisor’s time, as well as that of the worker.³

After the period of ‘card-film’ revision, the supervisor, depending upon professional training, rapidly revises cards without constant reference to the film copies. Any discovered mis-spellings are indicated on a paper slip (referred to as a P-slip) which is placed in front of the card containing the error and together are turned end up in the pack of cards produced by a given typist. Revisions completed, the pack is returned to the typist, who is required to make the corrections immediately. If the card appears to be wrong in form, or if the spelling of foreign language words appears to be incorrect or unusual, the supervisor indicates on the slip that the film is to be consulted. The typist, consulting the care record of the film, obtains the film, and, with the supervisor, the difficulty is explained, and the correction indicated.

Examples of most frequent types of errors.

I. Typographical errors.

Correction Slip

To indicate misspelling, the word is written correctly on the slip and the correct letter is underlined.

2. Errors in transcribing hand written cards in a foreign language.

Correction Slip

3. If card is completely irregular, let supervisor see film. [p.21]

Corrections are then made and the cards returned to supervisor, with correction slip and corrected card still standing end up in the pack. Rather than re-type a card for typographical errors the typist may use either an eraser or a scratcher (single blade razor) and insert the correct letter as neatly as possible. The supervisor checks corrections and indicates that the pack of cards is revised by writing “Revised” (followed by initials) on the process slip attached to the pack of cards.

The cards are now ready for the stamping process.

(For production records and their evaluation see Appendix I).

Stamping Process

After typed cards have been finally revised by the supervisor, they are routed to one worker in the typing headquarters who stamps the cards with a symbol denoting the library in which the books, represented by the cards, are found. These symbols are carefully rubber-stamped in the left-hand margin of the cards.

The qualifications of a good stamper are patience, neatness, and capacity for painstaking routine. The stamping job is not a tedious occupation for the ideal person. He or she enjoys doing a minute job well and is willing to take the time to make each stamp a small but perfect unit of a large undertaking.

The training given a stamper is quite simple. A key to the symbols used and an explanation of the various stamps is supplied. In the case of some large libraries which have departmental libraries, various symbols are used in the main catalog to indicate the location of the books in the separate departmental libraries. If the union library catalog is to show locations in departmental libraries, the typist marks these special symbols in the lower left-hand corner of his typed card, thus indicating, to the stamper, [p.22] the stamp which this card requires in order to differentiate it from the cards for books in the main library only. The importance of these stamps and symbols is explained to the stamper by pointing out how their purpose in locating books would be defeated, if the wrong symbol were stamped on cards.

Accuracy and a steady hand are essential. The process involving the least waste motion and the least handling is as follows:

The cards, revised by the supervisor and corrected by the typists the preceding day, are gathered and routed to the stamper who, by observing the process slip on each pack of cards, arranges the packs by the names of libraries, for the orderly stamping of the library name symbols on the cards.

The rubber band is removed from a pack and about the top thirty cards are taken in the hands. This group is “fanned” so that the bottom edge of each card, from top to the bottom of the pack, slightly overlaps the card immediately beneath, the lapping margins unbalancing the pack toward the stamper. The stamp is pressed in the ink pad with the right hand, followed by the stamping of the symbol in the upper left-hand margin of the card. As the right hand returns to the pad, the left hand turns the top card over face-down above the top edge of the pack, thus making ready the next card for stamping. This method has proved the speediest, keeps the cards in order, and prevents waste motion.

Two types of stamp-pads are used in rubber-stamping: slow drying, and quick drying. The quick drying inks tend to fade more rapidly than the slow drying inks. Since impressions made from the slow drying pad smear in a rapid-stamping operation, the use of the quick-drying pad is recommended.

Since the total number of cards in each back is marked on the pack when it is routed to the stamper, the total of number of cards stamped daily can be readily computed. [p.23]

The most important and exacting duty for a stamper is the preparation of combined cards, or the stamping on a single card all of the symbols which appear on duplicate cards. This procedure is explained subsequently. (Combining of duplicate cards, p. 29). This process coming after the typing of all cards is completed, the supervisor will be familiar with the abilities of the stamper and will be able to select the most intelligent and capable person in the group for this special work.

Cards in Non-Roman Alphabet

An uniform procedure for handling cards in non-Roman alphabets must be established at the beginning of the project and strict adherence to it must be maintained throughout the compilation of the union catalog.

All cards in non-Roman alphabet are marked by punching the margin of the film opposite the frame in which such cards are read. Immediately upon discovery, the typist draws such cards to the attention of the one worker in the typing unit who is responsible for punching the film margin. The supervisor keeps a record of the non-Roman alphabet cards on each film. These cards are subsequently located by running the film through the projector while holding the two edges between the thumb and forefinger. Each of the V-shaped nicks is felt and acts as a signal to stop and inspect a card. When the typing of a film, which contains such punches, is completed, the film box is stamped Includes cards in Non-Roman alphabet. The supervisor prepares a list of the individual alphabets included and places this list in the box with the film.

If a supervisor can write Greek it will not be necessary to punch the film for cards containing material in Greek. The typist transcribes that portion of the cards which is in Roman alphabet letters and the Greek letters are inserted in ink by the supervisor. [p.24]

The film should be punched for cards which bear Chinese and Japanese characters. However, the Roman alphabet sections of such cards are typed, leaving a margin of about 2" on the right-hand side. These cards are stamped with the library’s symbol and kept in a separate alphabetized group for a student of oriental languages to insert the Chinese and Japanese directly from the film. Cards in Russian and other Slavic languages are to be copied in ink by a student of these languages.

In lieu of transcribing non-Roman alphabet cards as outlined above, the library at which the cards were originally made, may be requested to supply duplicates for the union catalog, either through the original source, or through the preparation of photostatic copies. If the non-Roman alphabet cards are LC printed cards, it is desirable to order duplicates from the Library of Congress.

In employing either of the above suggested methods for transcribing non-Roman cards, each alphabet completed is crossed from the alphabet list placed in the box by the supervisor. When the non-Roman alphabets are completed, the box is stamped “Finished” opposite the stamp “Includes cards in non-Roman alphabet.”

Filing Procedure

The size of the filing section depends upon the number of typists employed to produce cards. In general, it will be found that five filers can keep pace with a typing staff of twenty.

The qualifications of the filers are perseverance, capacity for detail and mental alertness. Previous experience, while desirable, is not necessary. The filing procedure in a union library catalog differs so greatly from other types of filing that it is difficult to find filers whose previous experience proves of value, except in being familiar with the alphabet and in being at ease in handling numerous items. [p.25]

A preliminary personal interview with prospective filers, explaining the purpose of the union catalog, and supplying careful instruction in the parts of the catalog card, assist in establishing an adequate understanding of the work.

Usually there will be three operations in the arrangement of cards into desired order: sorting, alphabetizing and filing. Sorting is the division of the cards of one letter group into smaller groups up to the second or third letter. Alphabetizing is the refinement of “sorting”, placing each card in its exact alphabetical relationship with all other cards of a group. Filing is the placing of the sorted and alphabetized cards into the trays of the catalog in their correct positions, relative to those cards already filed into the catalog trays.

The supervisor should instruct the filers in the technique and rules to be followed, using as a guide the instructions, “Simple Filing Procedure” (Appendix G), and, “Simple Filing Rules” (Appendix E).

It is suggested that all filers be assigned first to “sorting.” After thorough drill in sorting cards of a single letter group to the third or even as far as the fourth letter, the filers should alphabetize exactly the individual groups for filing. In practice, it will usually be found that the mechanical arrangement outlined in “Simple Filing Procedure” is not necessary after the third letter, for, as the groups of cards become smaller, the filer scans by words rather than by letters. The more export workers should perform the filing operation while the remaining workers perform the sorting and alphabetizing operations. As the sorters acquire more skill, they may be assigned to perform all three operations. [p.26]

While numerous lists of filing rules, to assist in the filing of catalog cards, are available, it is frequently difficult to use them as guides of instruction to filers for a large union catalog. Standard filing rules specify procedure not only for author and title but also for subject and secondary entries. They also presuppose a catalog card which is correct in all respects, including punctuation and details of personal names and dates. Such consistency or detail cannot always be assured in a union catalog which is derived from a variety of sources. The “Simple Filing Rules” (Appendix H) are therefore designed as a guide in handling entries of this type. Those rules, together with a list of articles in foreign languages which are to be ignored in the filing, will cover most of the entries encountered. Where a point is not covered by those rules, the card should be referred to the supervisor for decision.

Organization for Filing

In compiling a small union catalog for which the typing unit consists of not more than forty typists, it is best to have all the typists work on the films of the same library (preferably the largest library) until that library’s cards are completely transcribed. These cards are arranged in trays and form a basic file for the whole union catalog. Following this course, only two or three filers will be needed at the beginning of the project. The filers can be taught the routine necessary for arranging those cards as a basic file for the union library catalog. Thus initially trays are set-up to cover the whole alphabet. These new filers alphabetize the cards to correspond to the arrangement of the cards on the film and any variations peculiar to the library’s catalog arrangement are adjusted to conform with the standards adopted for the union catalog. However on a project with a greater personnel, designed for [p.27] constructing a large catalog, it is not possible to have all typists work at the same time on the films of one library to form a basic file. As a result the sorting and alphabetizing of cards from more than one library, must proceed immediately. Filing is undertaken without a basic file in which to interfile. As the card packs arrive from the typists, revised and stamped, they are grouped according to the letter of the alphabet to which they belong. All those which cover a miscellaneous range of letters are segregated and sorted immediately.

The most efficient method of handling large masses of cards covering all sections of the alphabet and issuing from several films, is that of having all the filers work on the same letter in the same operation, until that letter is completed, i.e., all filers sort, all filers alphabetize, all filers file, the some letter group. If the filing unit is large, the filers may be divided into teams of eight or ten, each group being responsible for one letter.

Whatever procedure it is necessary to employ in building up a basic file, the following mechanical processes are observed by all filers. In every operation the filer counts the number of cards handled. Upon picking up a group of cards, the filer measures its thickness from which the number of cards in the group is determined according to a previous counting of the number of cards of the particular stock there is in a pack one inch thick. The count per inch varies from 80-95 cards. This count is recorded on a slip of paper, which is turned in at the end of the day, and which shows the work accomplished in terms of number of cards sorted, number of cards alphabetized, number of cards filed, and number of cards refiled if any errors are found in the cards already filed in the catalog. One filer is designated to arrange guide cards, while another filer is made responsible for the labelling, expanding, and the consoli[p.28]dation of trays, which at no time should be filled to more than two-thirds of their capacity. The supervisor should explain that the labels must not omit any possible combination of letters, e.g., A-Ap, followed by Aq-Ars, Art-Aus, Aut-Az.

Special Filing Problems

It is difficult to arrange the cards for classical authors alphabetically, i.e., Aesopus, Aristoteles, etc., whose works are published in a number of languages and editions. The Union Library Catalog of the Philadelphia Metropolitan Area has found it convenient to file cards for these authors according to the date of publication, without regard to title. Editions of identical years are arranged alphabetically by place of publication. A similar procedure should be followed for “Voluminous” authors, where the number of editions may be troublesome in the identification of duplicate cards for the combining process which is the initial step in the final revision of the catalog. This method facilitates the combining of duplicate cards and is mastered easily by the filers.

Another problem is the separation of corporate, official and title headings. State, city, title and society entries for New York constitute a puzzling example of this. Official publications followed by corporate and title entries should be established as the sequence of arrangement for entries of this type.

The U. S. headings furnish a similar problem in arrangement. The Nebraska Union Catalog project is attempting the following procedure as a possible solution: Guide cards and cross-reference cards are typed from United States Author Headings Including Those Adopted by the Library of Congress as Appearing in the Union Catalog, compiled by George A. Schwegmann, Jr. The filers then file all United States entries according to those guides and cross- references, rather than according to the headings appearing on the typed cards, which are often reversed, out-of-date or inconsistent.