Chapter IV: Combining of Duplicate Cards

[p.29]

Upon the completion of the typing and the filing, duplicate cards should be withdrawn from the Union Catalog trays and the location symbols consolidated on a single card. This combining process reduces the number of individual cards in the catalog; it makes it possible to use the best cards and to eliminate incomplete or inaccurate cards; and it serves as a final check on the filing of the Catalog.

“Combining” con be done by the regular filing clerks. As it is left until the completion of all the filing, those clerks will be familiar with the filing methods of the project as well as with the standards used in the making of the cards themselves. Their eyes are trained to observe all essential points of the catalog card, and after a short routine instruction they may proceed almost independently.

When the combiners first start, they should complete approximately three trays under the immediate direction of the supervisor. After the third tray they are permitted to work alone, but they are instructed to consult the supervisor invariably when in doubt. Cards which raise any question must not be combined except at the discretion of the supervisor.

One or more of the most expert stampers should receive the same training, in order that they may be able to check the work of the combiners in the course of stamping the combined cards.

Only the obvious duplicates are eliminated. Whenever there is any doubt involved in the decision of whether two cards are duplicates or not, such cards are regarded as separate items and remain in the tray.

The routine for “Combining” follows: Each combiner takes a tray and undertakes a card by card examination of all the cards in that tray, [p.30] checking the position of each card in relation to those cards which precede and those which follow it. All like titles for the same author are compared. If they agree with respect to title, edition, place, publisher, date of imprint and paging, they are clipped together, the best card¹ on top, and are placed end up at their correct position in the tray. Where a group of authors of the same surname appears, all those author entries which have only initials and those which have only the surname are carefully checked with the succeeding cards in an attempt to find the author’s complete name which would place the cards with incomplete names in their proper positions. Thousands of incomplete cards will be eliminated or completed through this process.

In the case of serial publications only obvious duplicate cards are combined. For example there may be a number of entries “The Times”, a title which is given to various publications throughout the English speaking world. Where it is not possible to determine from the information on the cards themselves, that the publications, to which reference is made, are identical, the Union List of Serials should be consulted. The insertion of frequent explanatory notes on colored cards in such places explaining the research done, however limited, will guide future searchers and filers in the placement of any additional material in the file.

When all cards in a tray have been examined and duplicates have been identified, a slip, giving the name of the combiner and the letters from the tray label, is placed in the front of the tray which then is sent to the stamper. The stamper checks the work of the combiner, examining each group of cards before stamping all the symbols on the card placed first.

In checking the work of the combiner, any doubt about cards which the combiner decided were duplicates, should be expressed by the stamper. Dates must be checked for possible error. Frequently an eight is read for a three and a three for an eight.

The average output per day per combiner is approximately one and a half trays (1500 cards per tray, and a six hour day). Any one day’s output depends, of course, upon the number of cards in the tray, and the difficulty and complexity of the entries. However, a combiner may be expected to average about six trays per week. Accordingly, ten combiners may be expected to process sixty trays a week. There should be one stamper-reviser for not more than four combiners, since the stamping and revising process must not be hurried.

Use of Duplicate Cards

After the symbols have been placed on the best card, the stamper removes the duplicates and puts them aside face down, continuing this until the end of the tray is reached. The process slip that accompanies the tray is stamped “Discarded Duplicates” and is attached to the pack of duplicates removed. To this slip is added also the combiner’s name and the inclusive letters of the tray label. The packs of duplicate cards are tied with string and stored in large cartons in rough alphabetical order.

The following uses of duplicate cards are suggested:

1. Replacement of manuscript or worn cards in catalogs of cooperating libraries.

2. Added entries for joint authors, illustrators, editors and translators for the union catalog if such entries are made subsequently.

Both of these suggestions require considerable testing, but in the beginning stages of the compilation of a union catalog the uses are not to be considered as of primary importance. Because of possible future use, perhaps not yet apparent, duplicate cards should not be destroyed. [p.32]

Because of the completeness of the information, duplicate LC cards always should be segregated. In the event that duplicate LC cards are used as suggested in item 2 preceding, each card should carry the location symbols found on the identical LC card filed in the Union Catalog. Thus, if added entries are made, the necessary location symbols are already on the cards.