-- KathrynRiedener - 02 May 2025

Cataloging Policy

approved by OWWLDAC 5/2/2025

Purpose

The OWWL catalog serves as the public face of our collections, providing an accessible and reliable resource for patrons. To maintain a high standard of usability and quality, all materials added to the catalog must meet established criteria for accuracy, condition, and relevance. This policy outlines the standards and procedures for cataloging materials in the OWWL Library System.

Adding Items to the Catalog

Member libraries are responsible for ensuring that items added to the catalog are reliable, accurate, and in good physical condition. Items should be current and relevant to patrons' needs. These guidelines also apply when adding copies to an existing record.

When considering adding an item, libraries should assess its authenticity, condition, accuracy, and relevance. Items should not be added if they:

• Are in poor physical condition.
• Contain outdated or misleading information.
• Lack clear publication details or provenance.

Questions to Consider:

• Will the item provide value to the collection?
• Is it still useful or interesting?
• Is it in good condition?
• Are similar items already in the collection, and are they circulating?
• Are there better alternatives available?
• Is the item an unsolicited gift or of unknown origin? Requests for new title records for materials may be reviewed by the Catalog & Resource Coordinator, who may consult with the requesting library director or selector to explore alternative options.

Collection development consulting is available upon request to all OWWL member libraries.

Copyright Considerations During Cataloging

Member libraries are responsible for ensuring all materials added to the shared catalog comply with U.S. copyright law and licensing agreements. Libraries must not purchase or add pirated, counterfeit, or otherwise unauthorized ("bootleg") items to the catalog. This includes items that have been unlawfully duplicated, distributed, or imported, such as unauthorized DVD releases of major films or unlicensed copies of published media.

Libraries must evaluate the legitimacy of their materials before submitting them for cataloging. Materials purchased through online marketplaces that allow third-party sellers require special scrutiny, especially for high-profile titles, as these platforms are known sources of counterfeit media. When in doubt, libraries should seek alternative, reputable sources or consult the OWWL Library System for guidance before purchase.

AI-Generated Content

As artificial intelligence tools become more commonly used in content creation, member libraries must apply the same standards of evaluation to AI-generated materials as to traditionally published works. Materials created wholly or substantially by AI—such as books, audiobooks, or visual media—must be reviewed for accuracy, relevance, and clarity of authorship.

AI-generated content may be added to the catalog only if:

• The creator or publisher is clearly identified.
• The item meets existing criteria for quality, condition, and relevance.
• It is not misleadingly presented as human-authored if it is primarily AI-generated.
• It complies with all copyright laws and licensing agreements.

Libraries should exercise caution when acquiring AI-generated materials from self-publishing platforms or third-party sellers, as these sources are more likely to include content of questionable origin, quality, or legality.

If questions arise about the legitimacy or appropriateness of AI-generated materials, libraries are encouraged to consult the OWWL Library System before submitting cataloging requests. Materials found to misrepresent authorship, contain misleading or plagiarized content, or fail to meet collection standards may be rejected.

Conclusion

This cataloging policy ensures that all items added to the OWWL catalog meet high standards of quality, accuracy, and legal compliance. By following these guidelines, member libraries contribute to a well-maintained and valuable shared catalog that benefits the entire library community