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What is the Cataloging Maintenance Center?

Supported by the Illinois State Library (I.S.L.), the Cataloging Maintenance Center (C.M.C.) is operated by the Illinois Heartland Library System (I.H.L.S.), which is one of two Illinois Regional Library Systems. Four catalogue consortia called Local Library System Automation Programs (L.L.S.A.P.s) – MAGIC (Multitype Automation Group in Cooperation), PrairieCat, Resource Sharing Alliance (RSA) NFP, and SWAN (System Wide Automated Network) – are funded by participating members and through the system annual area and per capita grant from the I.S.L. The other Illinois Regional Library System, the Reaching Across Illinois Library System (R.A.I.L.S.), directly supports all four L.L.S.A.P.s

The C.M.C. has staff operating in two facilities in Champaign and Edwardsville. Since 20001, the C.M.C. has been upgrading bibliographic records for L.L.S.A.P.s throughout the state.

The C.M.C provides original or copy cataloging of eligible collections for any library in Illinois that is an L.L.S.A.P. member or that receives a grant requiring holdings to be added to O.C.L.C.’s WorldCat. The C.M.C. provides cataloging support in (1) database cleanup, (2) original or copy cataloging of eligible collections (free of charge through FY2014), (3) cataloging training, and (4) assistance with general cataloging questions including questions about R.D.A. (Resource Description and Access). The I.H.L.S. states, “‘Eligible collections’ currently include genealogy, local history, and special collections (i.e., local authors, community cookbooks, government documents, etc.).”

Eligible collections of material in most modern European languages can be accommodated. Since resource sharing is always the highest priority, availability of the collection (if tangible) via circulation or interlibrary loan is important. Uniqueness of material is also important.

Before a library sends items in for cataloging, they should contact the C.M.C, to determine eligibility. The C.M.C. will create an original bibliographic record in O.C.L.C. or will supply an existing O.C.L.C. record.

Records are then exported to the local databases according to the L.L.S.A.P.’s procedures. In some cases, this means O.C.L.C. MARC records will be sent electronically to the library’s L.L.S.A.P. support staff for loading. Note that the C.M.C. will not create item/holding records in L.L.S.A.P.s for individual copies.

Items may be sent to either Champaign or Edwardsville through I.H.L.S. delivery service (for libraries within I.H.L.S.) or I.L.D.S. (for libraries in the R.A.I.L.S. service area). Make sure a return label is included.

The staff will add items to the catalog in the order they are received with a turnaround time varying, depending on the scope of the project and other factors. In some circumstances, C.M.C. staff may be able to come to a library to complete the cataloging process.

Travel by C.M.C. staff will be on a limited basis, depending on several factors including accommodations, availability, distance, the size of collections to be catalogued, and the condition of the collections. Wi-Fi capability is required for such an arrangement.
Librarians can e-mail Cataloger Vincent (“Vince”) Andrzejewski at vandrzejewski [at] illinoisheartland.org or call him at (618) 656-3216 extension 430. He works out of the Edwardsville office.