Committee on Technical Processing (CTP)
Council on East Asian Libraries (CEAL)

2004 Annual Meeting

Wednesday, March 3, 2004
19:10 p.m. - 21:15 p.m.
Garden Salon 1, Town and Country Resort & Convention Center
San Diego, Calif.


  1. Welcome; Introduction of Committee Members (Mr. Hideyuki Morimoto)
  2. Serials Control Project at the University of Washington (Seattle) East Asia Library (Ms. Xiaoli Li, University of California, Davis)
  3. A New Way to Add Chinese Characters with Pinyin on Chinese Bound Periodicals (Mr. Jinfu Lu, University of Pittsburgh)
  4. Update: CJK-Related Cataloging at LC (Mr. Kio Kanda, Library of Congress)
  5. Committee Report; Cataloging Questions and Answers; General Remarks (Mr. Hideyuki Morimoto)


I. Welcome; Introduction of Committee Members (Mr. Hideyuki Morimoto)

The 2003 annual meeting of the Council on East Asian Libraries (CEAL) Committee on Technical Processing (CTP) was held on Wednesday, March 3, 2004, in Garden Salon 1, Town and Country Resort & Convention Center in San Diego, California. The session began with the chair of the committee, Mr. Hideyuki Morimoto, welcoming participants to the meeting and introducing the current CTP members. Mr. Morimoto introduced the outline of the session program, which consisted of three presentations and a committee report, including previously received cataloging questions and general remarks. And the session was followed with three presentations:

II. Serial Control Project at the University of Washington (Seattle) East Asia Library (Ms. Xiaoli Li, University of California, Davis)

Ms. Xiaoli Li presented an overview of the serial project which was designed in order to provide full cataloging records, and accurate holdings and item information of approximately 10,000 serial titles at the University of Washington East Asia Library. The project was launched in 2001 and is estimated to be completed in 2005.

The East Asian Library at University of Washington consists of approximately 10,000 serials including Chinese, Japanese and Korean which are shelved into 6 locations. Before 2001, 80% of Chinese and Korean serials were not fully cataloged; and holding and item records were also not completed. Therefore, the project was initiated in 2001 in order to bring the library in line with other libraries in using pinyin transliteration of Chinese materials; improve access to the library collection; and facilitate collection development, interlibrary loan services, circulation, and technical services.

The tasks of the project are: cataloging entire serial collection in-house; updating holding records; providing online item information; re-labeling volumes with Library of Congress Classification (LCC) numbers; and re-shelving the collection in LCC number order. The project has evolved through three phases. Phase one was finished last year; Phase two is being conducted now and expected to be done in the early next year; Phase three is under planning. In order to implement the project, the project team outlined the project and a formal process (=workflow) was developed. The steps include: 1) retrieving a record; 2) enhancing or cataloging the record if necessary; 3) reviewing the record against the item; 4) binding or re-labeling a spine label; and 5) re-shelving the item.

Lastly, she summarized the findings from the project and they are the following. Average processing time per title for cataloging was 12 hour; for adding volumes, time was 3 minutes per volume. 6% of the serials were original cataloging; 62% of the serial were copy cataloging; and 32% were record enhancement. The valuable experience the project team learned was that an effective student training reduced staff review time significantly; students can be very helpful in searching OCLC database and imputing CJK scripts; quality control can be done cooperatively with staff who is responsible for binding and receipts. She also emphasized the five important components which are cooperation, collaboration, coordination, communication, and consideration for the success of the project

III. A New Way to Add Chinese Characters with Pinyin on Chinese Bound Periodicals (Mr. Jinfu Lu, University of Pittsburgh)

The second presentation was by Mr. Jinfu Lu about a new way to add Chinese characters with Pinyin on Chinese bound serials. In order to enhance the accessibility and make it easy for browsing, the East Asian Library of the University of Pittsburgh decided to add Chinese characters with Pinyin on Chinese bound journals to resolve the issue between the bound journals in Wade-Giles before October 1, 2000 and in Pinyin after October 1, 2000.

To do so, the library used the Chinese Microsoft Word to enter the Chinese characters and Pinyin in the format as designed and printed the titles on acid-free self-adhesive archival labels which can be easily peeled off and applied onto the spines of bound journals. The library kept Pinyin for shelving purposes and kept it sideways to follow the Pinyin application rules by the Library of Congress.

This project was collaboration with Wert Bookbinding, Inc. which prints title labels for the library. As the company had nobody who knew Chinese, the library created two files: one was the master reference file with number of labels to be printed and the other was the master file for printing the labels. For the previously bound journals either in Wade-Giles or Pinyin, the library used the title labels in Chinese characters with Pinyin to cover it. For newly bound journals, Wert Bookbinding, Inc. printed the Chinese characters with Pinyin directly on the spine with laminated long lasting durable finish.

In conclusion, Mr. Lu pointed out that the final product of this project was very attractive and impressive and that this method can also be applied to Japanese and Korean bound journals. He also offered the files for any of East Asian libraries which are interested in doing so and they can contact Wert Bookbinding, Inc. for a printed copy of the master reference file to add the titles that are not covered.

IV. Update: CJK-Related Cataloging at LC (Mr. Kio Kanda, Library of Congress)

The Chair, Mr. Morimoto, introduced the third speaker, Mr. Kio Kanda, Regional and Cooperative Cataloging Division, Library of Congress. Mr. Kanda gave a report which included the following issues:

  1. Unicode at LC:

    The Library of Congress is working on Unicode. Beta version has been tested with satisfaction, and LC is now waiting for the implementation of Unicode for Non-roman bibliographic records in Voyager. Non-Roman script variants in authority records and original scripts in BQ and Chinese law schedules are going to be indexed, making them searchable. LC is also working on Unicode sort tables for filing/display order, and expanded languages will also be provided beyond JACKPHY.

  2. Chinese special collection and collection level cataloging:

    LC has created a collection level cataloging for special collections, and a sample of CLC is"Macau Handover Collection." The title "Macau Handover Collection" is added in 710 field in the bibliographic record and 50 titles of the collection are added in 505 field (=content notes) which is searchable."Hong Kong Ephemera Collection,""Taiwan Election Collections" and"China Dissident Collection" are also examples of CLC.

  3. Japanese and Korean cataloging:

    4,600 titles of the Japanese Rare Book Collection were cataloged, and there are about 600 titles to be cataloged. The title, "Beikoku Gikai Toshokanzo Nihon kotenseki mokuroku" was published in 2003 by Beikoku Gikai Toshokanzo Nihon Kotenseki Mokuroku Kankokai. Descriptive Cataloging Guidelines for Pre-Meiji Japanese Books is completed and will be available through CPSO and Rare book webpage. 11,000 color slides, playbills and indexes of Kabuki during 1956-78 are available through LC OPAC and will be digitized eventually.

    About 100 videocassettes of North Korea were cataloged, and they are available through LC OPAC. A suffix,"VAJ" is added in 050 field which is searchable by keyword.

  4. Pinyin Conversion and cleanup:

    10,000 bibliographic records of 146 most frequently used Chinese headings were cleaned up, and 900 serial records were marked for review and cleanup. Chinese subject heading in non-Chinese bibliographic records and names of geographical features in bibliographic and authority records also have been cleaned up. 1500 records for instrumental music were newly converted to Pinyin. Documentations for New Chinese Romanization Guidelines and Romanization Policies for Cataloging Chinese Materials have been updated and they are available via

  5. Chinese Geographic Names:

    Romanization of Chinese geographic names in descriptive and subject headings updated in May 15, 2003 is being reviewed in terms of the difference between headings for administrative districts and populated places, and more representative examples will be added. Headings for cities may be in two NARs: one for the administrative unit (municipality; and another for the populated place.

  6. Orientalists, Asianists, Oriental...:

    The LCSH"Orientalists" has been approved by CPSO to change to two headings,"Asianists" and"Middle East specialists," while LCSH "Oriental languages" and"Oriental literature" have been changed to"Asian languages", and"Asian literature".

  7. NACO/SACO funnel projects:

    The CEAL members are interested in reviewing authority records related to East Asian subjects. Therefore, the task force at CEAL has been launched and will be conducting a feasibility study for CEAL to take up this project by the CEAL members. There is a webpage on frequently asked questions about funnel projects, and the URL is

  8. LCCOPYCAT with encoding level 7:

    LC is exploring a new mode of cataloging called"LCCOPYCAT with encoding Level 7" and more information on this issue is available at

He lastly stated that OCLC, Die Deutsche Bibliothek, and LC are conducting a joint project, the Virtual International Authority File (VIAF), which has been in progress. For the stage 1, all of personnal names will be loaded into VIAF and make them as national headings. CJK Workbook has been reviewed by many divisions at LC. Some changes were made in the workbook, and completed chapters will be available through the LC webpage.

V. Committee Report; Cataloging Questions Received; General Remarks (Mr. Hideyuki Morimoto)

Mr. Morimoto reported firstly committee activities as follows: 1) planning/preparation for committee sessions at 2003/2004/2005 annual meetings; 2) considering relevance of committee workshops, and, if deemed significant and feasible, planning/preparation for such workshops, for example, in 2003: CEAL-LC Cataloging Workshop on Buddhism; 3) further work on AACR2 Workbook for East Asian publications, 2nd ed; 4) maintenance of the committee web site; 5) collecting/organizing pinyin Romanization questions from CEAL members for securing answers from LC; 6) exploring the ways to ensure that general CJK cataloging questions (excluding those related to pinyin Romanization and Chinese geographic names) by CEAL members submitted to CPSO receive timely responses; 7) 053 addition in literary author name authority records, based on the lists previously compiled by the committee members of the 1999-2002 cycle; 8) 053 addition proposal submission to LC in subject authority records, based on the CJK period subdivisions lists previously compiled by the committee members of the 1999-2002 cycle; 9) LC Class/Subject correlations search; and 10) participation in HKCAN trial. He then continued on answering with examples for cataloging questions received by the committee.

  1. Question 1: Shouldn't republications of serials be cataloged as serials? Why are some serial republications cataloged as monographs, while other serials republications are cataloged as serials?

    Answer: According to Library of Congress Rule Interpretation, 1.0, section five "republications," part (a)"republication of a serial," a republication of a serial is generally cataloged as a serial. However, it is cataloged as a monograph if it is a republication of a single issue or a limited number of issues, and also if it is a collection of bibliographically unrelated serials or articles.

  2. Question 2: Do you have any suggestion on how to proceed with a case where a numbered main series encompasses a numbered sub-series?

    Orientalists, Asianists, Oriental Answer: According to Library of Congress Rule Interpretation, 21.30L, no. 2"Main series is numbered," under"Main series and Indirectly Entered Sub-series," the LC practice says to give two series added entries: one for the main series and one for the main series/sub-series combination.

Finally, the chair opened up questions to the public.

A question was raised about shelving bound serials after changing the spine labels. Mr. Li answered that the EA library has to follow the main library practice in which bound journals are shelved by call numbers. A participant asked as to where a list of the most frequently used Chinese headings in bibliographic records may be found. It was pointed out that such a list was included in "Library of Congress Pinyin Conversion Project: Conversion Cleanup Tasks: Status Report" (Dec. 30, 2003) placed at the LC Pinyin Web site. Another question was raised about outsourcing of CJK cataloging by LC and there was no comment on this question.

There was an additional comment on the republication of serials pointing out that, according to LCRL, if the republication is filling the gap, it should be cataloged as an original serial. It was reported that, in the bibliographic record for the PDF version of Ren min ri bao, the Stanford University Libraries changed the date coding under field 008 to reflect the data pertaining to the original hard copy version, and not the PDF version.

The meeting adjourned at 20:47 p.m.

Respectfully submitted,
Hee-sook Shin
Columbia University, N.Y.

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