WiCatalog: Building cataloging consistency in Wisconsin public libraries

A multi-year LSTA-Funded collaboration (2022–2025)

Project overview and history

In 2022, Northern Waters Library Service and 8 collaborating partner systems launched a statewide LSTA‑funded initiative to analyze and standardize Wisconsin public library cataloging processes. The goals were twofold: to clean and harmonize metadata for better patron discovery and to establish a foundation for a potential statewide shared discovery layer. Over three consecutive grant cycles, 2022–2025, colaborations among library systems deepened, and the project’s scope evolved from research to implementation.

Grant year 1 (2022-2023) –  Research and planning

The first grant year was one of research and data gathering. In partnership with WiLS, the group completed two major projects: a survey to gather quantitative data on current cataloging structure and practices and a focus group to gather qualitative data on cataloging structure and ideas for best practices.

Goals

  • Making cataloging data cleaner by utilizing standards to support library catalog users
  • Having a more consistent experience discovering materials
  • Making cataloging materials easier through the development of a baseline of best practices and/or standards
  • Preparing for the potential future of a shared discovery layer

Outcomes

Through the survey and focus group, the group learned Wisconsin Public Library Systems approached cataloging in many different ways, with a variety of standards for controlled vocabularies, level of cataloging and best practices. The reasons for this also varied but included staffing size, budget, capacity, ILS use, use of an authority control vendor and different discovery layer (public catalog) tools. Based on the data gathered the recommended next steps were:

  • Developed a statewide bibliographic standards committee
  • Hosted a shared repository of cataloging standards and documentation
  • Conducted a bibliographic records analysis
  • Identified shared vocabularies
  • Developed an inclusive subject heading list
  • Identified potential solutions for authority control
  • Facilitated shared training opportunities and tools
  • Conducted a cataloging maintenance analysis

Grant year 2 (2023-2024) – Initial implementation

The second year of the grant was focused on making progress to the previous year’s  recommended next steps. Focused on data consistency, ensuring that all public library catalog users across the state have a more unified experience and the ability to accurately find the titles they seek.

Goals 

  • Providing authority vendor services to library systems without an existing relationship
  • Preparing for the potential future of a shared, state-wide discovery layer
  • Unifying technical services processes with a baseline of best practices and/or standards
  • Moving bibliographic records towards shared/similar vocabularies
  • Improving discovery of resources via WISCAT 
  • Researching improved cost structure between library systems and OCLC
  • Exploring of other state or consortia standards

Outcomes

  • Established a statewide bibliographic standards committee with participation representing 14 public library systems (12 ILS platforms) and representatives from DPI
  • DPI/WISCAT representatives regularly attended Statewide Bibliographic Standards committee meetings 
  • This relationship explored steps to improve findability in WISCAT 
  • Trained 22 individuals from 9 public library systems (9 ILS platforms) on MarcEdit, an open source bibliographic editing software
  • Completed a comparison analysis of each system’s bibliographic records to identify differences
  • Created the WiCatalog website as a repository to share documentation, best practices and recommendations
  • Created consistent data and enhanced efficiency by supporting local bibliographic automation processes
    • Created a cataloging application for Winding River Library System
    • Created an automated bibliographic record creation process for Northern Waters Library Service 
    • Create a tool to select quality bibliographic records for Bridges Library System
    • Create a tool to select quality bibliographic records for Monarch Library System
  • Established a vendor relationship between Southwest Wisconsin Library System and Backstage Library Works
  • Established a vendor relationship between Winding Rivers Library System and Backstage Library Works

Grant year 3 (2024-2025) – Expansion and refinement

The third year of the grant was focused on completing the work of cataloging best practices and providing a routine for ongoing evaluation and additions to the best practices. Year three provided the time and structure to collect information from systems for ILS database maintenance and creation of a state-wide local subject and genre vocabulary.

Goals 

  • Creating consistent data, ensuring all public library catalog users across the state have a more unified experience, accurately finding the titles they seek 
  • Providing authority vendor services to library systems without an existing relationship
  • Preparing for the potential future of a shared, state-wide discovery layer
  • Unifying technical services processes with a baseline of best practices and/or standards
  • Moving bibliographic records towards shared/similar vocabularies
  • Improving discovery of resources via WISCAT 

Outcomes

  • Established WiCatalog website as a repository to share documentation, best practices and recommendations
  • Completed a comparison analysis of each system’s bibliographic records to identify recommended local subject and genre headings
  • Continued exploration of improved discovery options with WISCAT staff
  • Completed an in depth comparison of each system’s baseline database maintenance tasks
  • Piloted implementation of a product to automatically display electronic content records for the MORE Consortium 
  • Eleven library systems (11 ILS platforms) agreed to implement the recommendations
  • Facilitated IFLS Library System’s implementation with Backstage Library Works due to closure of Marcive 
  • Facilitated Northern Waters Library Service’s implementation with Backstage Library Works due to closure of Marcive
  • Trained 26 individuals from 11 public library systems (11 ILS platforms) on authority control to ensure consistent access points in library catalogs

Impact and benefits 

  • Metadata quality and consistency:  The committee, training efforts, and automation tools led to more unified cataloging practices across systems.
  • Enhanced patron discovery: Standardized subject headings, genre labels, and authority control.
  • Improved WISCAT discovery: Explored WISCAT search parameters to improve accuracy and accessibility for ILL searching.
  • Efficiency and cost savings: Local automation reduced manual cataloging time, and shared authority services decreased per-item costs.
  • Enhanced collaboration: Nearly 50 staff trained, fostering internal cataloging expertise.
  • Scalable model: Eleven systems adopted standardized practices, demonstrating regional adoption potential.

Conclusion

Over three years, this LSTA‑funded cooperative cataloging initiative significantly advanced metadata quality, operational efficiency, and patron discovery services across Wisconsin’s public libraries. The collaborative model—grounded in training, shared standards, and practical tools—has strengthened local systems and prepared the ground for future statewide discovery enhancements.

  • Bibliographic Standards Committee continuation: Committee to remain active for ongoing leadership, knowledge sharing. 
  • Best practices support: Introduce the recommended best practices for cataloging, local subjects and genres, and database maintenance for continued adoption and implementation.
  • WiCatalog support: Continue website maintenance to ensure accessible training and updated documentation.
  • Discovery layer preparation: Use metadata consistency as foundation for future statewide shared catalog interface. Continue to support improvement of records to promote findability in WISCAT.

Acknowledgments

All three grant cycles were funded by the Institute of Museum and Library Services (IMLS) under the provisions of the Library Services and Technology Act (LSTA) and administered by Wisconsin Department of Public Instruction (DPI). Northern Waters Library Service served as the fiscal agent.

Participating grant partners

  • Northern Waters Library Service
  • IFLS Library System
  • Wisconsin Valley Library Service
  • Winding Rivers Library System
  • South Central Library System
  • Southwest Wisconsin Library System
  • Bridges Library System
  • Monarch Library System
  • Outagamie Waupaca Library System
  • Milwaukee County Library System

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