In-Depth Guide: Special Libraries

​Special libraries, including those in government agencies, law firms, healthcare institutions, and research facilities, often have highly specialized and unique collections. Cataloging and classification in these settings must be tailored to specific content and user needs. This guide focuses on best practices for special libraries to organize and provide access to their collections.

​Cataloging in Special Libraries: Key Considerations

  • Content Specialization: Understand the unique content and material types within the library to develop an appropriate cataloging approach.
  • User Expertise: Consider the specialized knowledge of users and customize cataloging to facilitate expert search behaviour.

​Cataloging Standards and Practices

  • Specialized Schemes: Utilize classification schemes that are standard within the field, such as the National Library of Medicine (NLM) classification for medical libraries or the KF classification for law libraries.
  • Standards Compliance: Ensure that metadata standards relevant to the field, like MARC21 or Dublin Core, are applied consistently.

​Cataloging Unique and Unpublished Materials

  • Grey Literature: Develop specific cataloging procedures for grey literature such as technical reports, white papers, and conference proceedings.
  • Institutional Archives: For archival materials, employ descriptive cataloging that provides historical context and provenance.

​Digital Collections and Electronic Resources

  • Digital Repositories: Implement cataloging workflows for digital collections, ensuring metadata facilitates both access and preservation.
  • E-Resource Licensing Information: Include licensing and access information within catalog records for electronic resources.

​Collaborative Cataloging and Resource Sharing

  • Consortial Partnerships: Engage in consortial partnerships to share cataloging expertise and resources.
  • Interlibrary Loan (ILL) Considerations: Catalog items with ILL in mind, providing sufficient metadata for partner institutions to locate and request items.

​Classification Strategies

  • Custom Taxonomies: Develop custom taxonomies that reflect the nuances of the library's specific focus.
  • Cross-Disciplinary Materials: Establish clear guidelines for classifying materials that span multiple disciplines or subjects.

​Authority Control and Subject Access

  • Subject Headings: Implement specialized subject headings pertinent to the field, such as MeSH (Medical Subject Headings) for health sciences libraries.
  • Thesauri: Utilize field-specific thesauri for subject indexing to enhance discoverability.

​Cataloging Tools and Systems

  • Integrated Library Systems (ILS): Select and configure an ILS that accommodates the specific cataloging and classification needs of the library.
  • Database Management: Ensure databases are managed effectively, integrating access points with the catalog.

​User Interface and Accessibility

  • Customized OPAC: Design the Online Public Access Catalog (OPAC) to meet the unique needs of specialized library users.
  • Accessibility Features: Ensure the catalog meets accessibility standards to accommodate all users.

​Staff Training and Expertise Development

  • Specialized Training: Provide cataloging staff with training in specialized content and the specific classification scheme used.
  • Professional Development: Encourage ongoing professional development in specialized cataloging practices.

​Documentation and Policy

  • Cataloging Manual: Maintain a comprehensive cataloging manual that documents all specialized practices and procedures.
  • Cataloging Policy Reviews: Regularly review and update cataloging policies to align with the evolving needs of the library's community.

​Assessment and User Engagement

  • User Studies: Conduct user studies to understand how the specialized community engages with the catalog.
  • Feedback Loops: Establish mechanisms for receiving and implementing user feedback on cataloging and classification practices.
​Special libraries require cataloging and classification practices that are as specialized as their collections and users. By focusing on the areas highlighted in this guide, librarians can create a cataloging system that provides precise, efficient, and user-friendly access to information resources in specialized environments. The goal is to maintain a balance between adherence to global standards and the customization necessary for specialized contexts.