Cataloging Procedures Manual

Appendix 6: Creation and Formatting of Call Numbers

Nature and Structure of Call Numbers
Call numbers found in most of the library's shelflists are based on the Library of Congress (LC) classification scheme, and the details of these numbers are spelled out below. Cards in the microform, computer file, and cassette drawers are filed sequentially by number.
1. Basic structure of a call number
  The structure of a typical call number is :
  
  Q -- One to three letters
  
  147.2 -- A one-to-four-digit number (or more, with decimals)
  
  .C5 -- An alphabetic-numeric combination
  
  G8 -- Blank or an alpha-numeric combination
  1980 -- Date
  Elements of a call number
  Specifically, a call number may consist of a combination of two or more of the following elements:
  1. Letters
  2. Classification numbers (as on the second line in the example above)
  3. Cutter numbers (the alpha-numeric combinations in the example above)
  4. Ordinal numbers (1st, 2d, 5th, etc.)
  5. A year (alone or with one or more letters following it: 1963; 1971a; etc.)
  6. Volume or part numbering (v.17; no.3; 3. Bd., lfg. 4a, etc.)
  Methods of sorting various elements
  There are three basic arrangements by which any of these elements may be sorted:
  1. Alphabetic. All letters, singly or in groups are, of course, filed alphabetically: G, GC, GR, H, J, K, KF, KFC, KFM, etc.
  2. Numeric-sequential. This is a sample sequence of numbers from the lowest to the highest: 1, 2, 3, 10, 11, 12, 20, 30, 100, 200, 1000, etc. Classification numbers, ordinal numerals and years are filed sequentially. In the case of classification numbers containing a decimal point, the portion of the number after the decimal is filed decimally (See next paragraph). The letters associated with ordinal numerals are ignored in filing (ignore the "st in 1st", for example). When sorting years, "sequential" means chronological, earliest year first (1890, 1906, 1947, etc.)
  3. Numeric-decimal. This arrangement sorts numbers from lowest to highest decimal value, whether a decimal point is present or not: 1, 11, 12, 2, 25, 253, 26, 3, etc. The numeric portion of all Cutter numbers is filed in this manner, as is the portion of a classification number which follows a decimal point.

Cutter Numbers

Library of Congress call numbers consist, in general, of two principal elements: class number and book number, to which are added, as required, symbols designating a particular work.

Library of Congress book numbers are composed of the initial letter of the main entry heading, followed by Arabic numerals representing the succeeding letters on the following basis:

After initial vowels

for the second letter: b d l-m n p r s-t u-y

use number: 2 3 4 5 6 7 8 9

After initial letter S

for the second letter: a ch e h,i m-p t u

use number: 2 3 4 5 6 7-8 9

After the initial letters Qu

for the third letter: a e i o r y

use number: 3 4 5 6 7 9

for names beginning Qa-Qt

use: 2-29

After other initial consonants

for the second letter: a e i o r u y-z

use number: 3 4 5 6 7 8 9

When an additional number is preferred

for the third letter: a-d e-h i-l m n-q r-t u-w x-z

use number: 2* 3 4 5 6 7 8 9

(*optional for third letter a or b)

NOTE: Never end a cutter with the number one (1) or the number zero (0).

From Cataloging Service Bulletin, No. 3 (Winter 1979), p. 19-20, as modified in Subject Cataloging Manual: Shelflisting, G060, p.26 (10/6/86)

Alternate table for assigning cutter numbers

After S: a ch e h-i l m-p r t uwy

Use: 2 3 4 5 55 6 65 7-8 9

After cons: a b c d e f g h i j k l m n o p r u v-z

Use: 3 32 33 34 4 42 43 45 5 55 56 57 58 59 6 62 7 8 9

After vowel: b c d f g h j k l-m n p q r s-t u-w

Use: 2 25 3 32 33 34 35 36 4 5 6 65 7 8 9

After .xZ5-99:

Use:

Z5 - Z59 A - B

Z6 - Z69 C - H

Z7 - Z79 I - N

Z8 - Z89 O - T

Z9 - Z99 U - Z

TRANSLATION TABLE

Use the translation table when cuttering for a translation only when a uniform title plus language(s) is provided and when the main entry is a personal author or title. Do not use the translation table for entries with a corporate or conference heading. Translations generally follow the original work in alphabetical order by language. Distinguish translations from the original by using the cutter of the original work and apply the translation table as a guide to further expand the cutter number.

.x Original work

.x12 Polyglot

.x13 English translation

.x14 French translation

.x15 German translation

.x16 Italian translation

.x17 Russian translation

.x18 Spanish translation

DATES -- SHELFLIST ORDER

TYPE OF PIECE NUMBERING EXAMPLE

Original work Cutter and date .L55 1952

Facsimile or photocopy of original work Cutter and date with a .L55 1952a
(.L55 1952aa, ab, etc.)

Edition or reprint Cutter and date .L55 1967

Facsimile or photocopy of edition Cutter and date of edition with a .L55 1967a
(.L55 1967aa, ab, etc.)

Translation Cutter expanded by 12 - 19 and date .L5513 1963
(English translation)

Abridgement or condensed version Cutter expanded by 2 and date .L552 1980
.S6L552 1980

Translation of abridgement or condensed version Cutter expanded by 212 - 219 and date .L55212 1982
(English translation)

Selection Cutter expanded by 225 and date .L5525 1981
.S6L5525 1981

Translation of selection Cutter expanded by 2512 - 2519 and date .L552513 1982
(English translation)

Criticism Cutter expanded by 3 or 3 - 39 and date .L553T5 1976
.S6L5537 1976

Note: If shelflisting a translation of a criticism, use the translation table.

LANGUAGE AND LITERATURE TABLES INDIVIDUAL AUTHORS OR WORKS TABLES OF SUBDIVISION

Authors with one number or cutter number

XXXIX

(1 no.)

(Cutter no.)

Collected works

By date . . . . . . . . . . . . . . . . . . . .

By editor . . . . . . . . . . . . . . . . . . .

Collected prose works. By date . . . . . . . . . . . .

Collected fiction. By date . . . . . . . . . . . . . .

Collected essays. By date . . . . . . . . . . . . . .

Collected poems. By date . . . . . . . . . . . . . . .

Collected plays. By date . . . . . . . . . . . . . . .

Translations (Collected)

Where the original language is English, French or German, omit numbers for original language in A2-49

Modern versions of early authors in the
same language. By date . . . . . . . . . .

Polyglot. By date . . . . . . . . . . . . . .

English. By translator, if given, or date . .

French. By translator, if given, or date . . .

German. By translator, if given, or date . . .

Other. By language . . . . . . . . . . . . . .

Selected works. Selections. By date . . . . . . . . .

Separate works. By title . . . . . . . . . . . . . . .

Biography and criticism

Periodicals. Societies. Serials . . . . . . .

Dictionaries, indexes, etc. By date . . . . .

Autobiography, journals, memoirs, etc. By title . . . . . . . .

Letters (Collections). By date . . . . . . . .

Letters to and from particular individuals. By correspondent (alphabetically) . . . . . .

General works . . . . . . . . . . . . . . . . .

.A1

.A11-13

.A14

.A15

.A16

.A17

.A19

.A199

.A1995

.A2-29

.A3-39

.A4-49

.A5-59

.A6

.A61-Z48

.Z481-489

.Z49

.Z5A3-39

.Z5A4

.Z5A41-49

.Z5A5-Z

.xA11-13

.xA14

.xA15

.xA16

.xA17

.xA19

.xA199

.xA1995

.xA2-29

.xA3-39

.xA4-49

.xA5-59

.xA6

.xA61-Z458

.xZ4581-4589

.xZ459

.xZ46-479

.xZ48

.xZ481-499

.xZ5-999

Cuttering Practice

The basic rules are:

If DLC/DLC, accept the cutter. If there is a duplicate cutter outside of literature adjust the DLC cutter to fit in the shelflist.
If member copy, cutter numbers may be adjusted as needed.
Literary numbers need to be kept in alphabetical order. Library of Congress' classification takes precedence over local classification.
Current Library of Congress shelflisting practice is to ignore for cuttering purposes umlauts and other diacritical marks (e.g., Swedish and Danish Õ) and to cutter abbreviations as they are written, not as though they were spelled out (e.g., St., Dr., Mrs., etc.).
1. If the OCLC record is DLC/DLC, accept the cuttering whether or not it is cuttered to the modified letter or abbreviation (because Library of Congress in certain cases still cutters the old way).
2. If you have member copy, check the cutter:
  If it is cuttered to the modified letter (e.g., cutter ö as though spelled oe) or to the spelled-out form of the abbreviation (e.g., St. as though spelled Saint) adjust the cutter to follow Library of Congress practice.
If the cuttering is unclear, give to Supervisor or Original Cataloger.

Formatting Call Numbers

Call Number Information
1. New Call Number. Enter the entire call number, leaving spaces between each element. The spaces are important for proper indexing, display, and labeling.
  Example:
  PQ 8220.14 .U65 G34 1992
  Class Scheme. Choose the appropriate class scheme code from the system-supplied pull-down menu; LC, for books, is the default value.
  Shelving Key. This is system generated by the New Call Number box.
Descriptive Information (MARC record, fields 050, 090, 099). Either add a box for a new call number or edit the existing call number.
1. Enter alphabetic and numberic portions of the class number in subfield |a.
  Examples:
  |a F2161
  |a DD259.4
  If the call number has only one cutter number, enter it in subfield |b. It is not necessary to leave the same spaces between each element as is done in the New Call Number box, above.
  Examples:
  |aF2161|b.B63 1979
  |aJX1947.7|b.M5 1994
  |aDD259.4|b.B527 1973
  If the call number has two cutter numbers, enter the first in subfield |a and the second in subfield |b.
  Examples:
  |aPQ4734.V5|bZ59 1993
  |aHF5549.5.R44|bM35 1989
  See Bibliographic Formats and Standards, 2nd. ed., for additional information on formatting call numbers on the item record.
Call number changes must be made in the "New Call Number" field of the "Call Number Information" section. (Note: changing the call number in the descriptive information WILL NOT automatically change the call number in the "New Call Number" field or the "Shelving Key").
EXAMPLES OF CALL NUMBER FORMATS FOR BOOKS AND SERIALS:
PR 9199.2 .A33 A57 1973
E 551.5 1st .S64 1984
PR 5300 1833
PR 2832 .A2 O4 1982
QD 1 .A512
G 1812.21 .E6 F68 1985b
HC 433 .I56 1986 Suppl.
PR 1866 .R8 1983 pt.10
PZ 7 .A2689 Bab 1982
G 2807 .S6 C9 S6 1986
EXAMPLES OF CALL NUMBER FORMATS FOR MUSIC IN PROCESS
Close up a space between sharp () and "maj./min." in key, or after a period in opus, number and thematic catalog numbers. Spell out the word "flat" after the capital letter that indicates the key, closing up the space between the letter and "flat."
Examples:
;Cmin.; (key)
;Bflat;maj.; (key)
;op.57; (opus/number)
;op.2;no.1; (opus/number)
;K.488; (thematic catalog number for Mozart)
Leave a space (or add one) between a letter without or flat and "maj./min." in key, or in a thematic catalog number that doesn't have a period.
Examples:
;A maj.; (key)
;BWV 1006; (thematic catalog number for J. S. Bach)
;H XV; (thematic catalog number for Haydn)
M;23;.B33;op.5;1976
M;25;.S32;Bflat;1988
M;312;.R57;(1985);1986p
M;321.4;.G72;Fmaj.;1985
M;452;.D98;B.19;1985
M;452;.F832;D maj.;.E8;1920z
M;1001;.B785;op.2;no.1;.G6;1965
M;1621.4;.B44;op.98;.S3
EXAMPLES OF CALL NUMBER FORMATS FOR GOVERNMENT DOCUMENTS
A 1.30/a:3
UNGA 4/M 65/A/...
A 1.11/3:In 2
HE 20.1002:En 8#
EXAMPLES OF CALL NUMBER FORMATS FOR NON-BOOK MATERIALS:
Micfich 0566
Micfilm 1234
VID0000 .VHS5560
CAS 1122
CF 0012
CD 2803
EXAMPLES OF LOCATION AND CALL NUMBER FORMATS FOR NAMED COLLECTIONS:
McGregor: A 1600 .M27
Taylor: Taylor 1850 .B7 G6
Sabine Hall: F 229 .C29 Z9 .A44 B55 1730
Faulkner: PS 3511 .A86 Z4 .C68 F2 1965
Stone: Typ 1500 .E85
Typ .S66 1653
Broadsides: Broadside 1732 .C6

Guidelines for Marking Monographic Material

Write the call number in pencil on the verso of the title page from which the book is cataloged, centered about one inch from the top of the page, space permitting, otherwise as close to the center and to the top of the page as possible. Pencil in the library location directly above the call number (See examples). Transcribe the number itself in the following manner. ( See V.C.).

Class number:
1. Write the letter(s) on the first line.
2. Write the numerals, including decimal numbers, on the second line.
3. In those classifications which interpose a date between the class number and the cutter number, write the date on this third line. (V.C. Example 3)
4. Write the cutter number on the next line, also preceded by the decimal point. Take care to include the small hook at the top of an O in order to distinguish it from a zero. (V.C. Examples 5, 13)
5. If there is a second cutter number, write it on the next line.
6. Write the date, if any, on the next line. (V.C. Examples 5, 6, 8, 13) If a workletter follows the date, put it in lower-case. (V.C. Example 6)
7. Other elements, such as volume number, parts, supplements, etc.:
  1. If there is one part number, such as a volume, Band, part, etc., write this on the first line after the date, or after the cutter number if there is no date, expressing it with the word used in the book in hand, and abbreviating and/or capitalizing as indicated in Appendix 21. Always use Arabic numerals for numbered volumes or parts. For lettered volumes or parts, use upper-or lower-case letters according to the use in the book. ( V.C. Examples 7, 8, 11, 12)
  2. If there is more than one part, as in the case of parts divided into smaller parts, etc., record each division, one to a line, in descending order. As above, express each part with the word used in the book in hand and with the appropriate abbreviations and capitalization. ( V.C. Examples 9, 10)
  3. In the case of related works, such as indexes, supplements, guides, etc., write out the word, "Index;" abbreviate other terms such as "Suppl.," according to Appendix 21. The appropriate term follows the cutter number (or the volume if it is supplemental to a particular volume.) Capitalize all such terms. ( V.C. Examples 11, 12)
  4. Single-title continuations issued in fascicles, should have the call number written in the upper, left-hand corner of the front cover, approximately 1/2 - 1 inch in. Do not write the call number on the verso of the title page.
  5. Paper-bound books lacking a title page should be marked on the verso of the page following the cover.
The following material are EXCEPTIONS to the above guidelines:
1. The call number for Rare Book Department items will be written in pencil on a book plate which gets tipped in the back of the book.
2. For material for the Fine Arts Department's Rare Book Collection, record the call number on a strip of white paper and place it in the book with the call number showing.
3. Archives books are marked in the usual manner.
In order to avoid labelling errors, it is important to write call numbers distinctly. Please try to conform to the following forms as much as possible.

EXAMPLES FOR MARKING

1. ALD
RA
1151
.S28 2. ALD
F
1788.22
.C36 3. ALD
JL
1215
1917
.C3
M413 4. ALD
KFK
1715
.I7
A5

5. SCIENG
TK
7871.4
.O77
1970 6. ALD
PQ
6439
.F75
1969c 7. ALD
PQ
7611
.A7
t.3 8. ALD
PT
1893
.A1
F52
1963
Bd.5

9. ALD
Z
2231
.G7
Bd.4
Abt.5
Lfg.1 10. FINE
ARTS
DS
37
.E5
v.3
fasc.51 11. ALD
F
1234
.T2
v.1
Suppl. 12. PHYS
TK
7878.4
.M6
Suppl.
v.1

13. CLEM
PQ
4829
.O565
Z68
1983

LIBRARY	MARKING LOCATION	VIRGO LIBRARY (SIRSI)	VIRGO DEFAULT LOCATION*	VIRGO DEFAULT TYPE*
Alderman	ALD	ALDERMAN	ALD-STKS	BOOK
Archives	ARCHIV	SPEC-COLL	SC-STKS	ARCHIVES
Documents	DOCS	ALDERMAN	DOCUMENTS	DOCUMENT
Electronic Text Center	ETEXT	ALDERMAN	ETEXT-CTR	REFERENCE
Geographic Information Center	GISL	ALDERMAN	GEOINFOCTR	BOOK-NC
Social Sciences Data Center	SSDC	ALDERMAN	SOCSIDATA	BOOK
Microform Room	MFORM	ALDERMAN	AL-MICFORM	MICROCARD MICROFICH MICROFILM
Manuscripts	MSS	SPEC-COLL	SC-STKS	MANUSCRIPT
Periodical Room	PERRM	ALDERMAN	AL-PER-RM
Rare Books	RAREBKS	SPEC-COLL	SC-STKS	RAREBOOK
Rare Books Barrett	RAREBKS BARRETT	SPEC-COLL	SC-BARR-RM	RAREBOOK
Rare Books Garnett	RAREBKS GARNETT	SPEC-COLL	SC-GARN-RM	RAREBOOK
Rare Books McGregor	RAREBKS MCGREG	SPEC-COLL	SC-MCGR-RM	RAREBOOK
Rare Books Reference	RAREBKS REF	SPEC-COLL	SC-REF	RAREBOOK
Special Collections		SPEC-COLL	SC-IVY
Reference	ALD REF	ALDERMAN	AL-REF	REFERENCE
Tibetan Collection	TIBET	ALDERMAN	AL-TIBET	TIBET-BOOK
Astronomy	ASTRON	MATH-ASTRO	ASTRO-STKS	BOOK
Biology	BIO-PSY	BIO-PSYCH	BIO-PSY-ST	BOOK
Blandy	BLANDY	SCI-ENG	BLANDY	BOOK
Chemistry	CHEM	CHEMISTRY	CHEM-STKS	BOOK
Clemons	CLEM	CLEMONS	CLEM-STKS	BOOK-30DAY
Clemons Film Colletion	CLEM	CLEMONS	CLEM-STKS	BOOK
Darden	DARD	DARDEN	DARD-STKS	BOOK
Education	EDUC	EDUCATION	EDUC-STKS	BOOK
Fine Arts	FINE ARTS	FINE-ARTS	FA-STKS	BOOK
Fine Arts Digital Image Center	FINE ARTS	FINE-ARTS	DIGIMG-CTR	BOOK-NC
Ivy		IVY	BY-REQUEST	IVY-BOOK
Math	MATH	MATH-ASTRO	MATH-STKS	BOOK
Mountain Lake	MTLAKE	BIO-PSYCH	MT-LAKE	BOOK
Music	MUSIC	MUSIC	MU-STKS	BOOK
Physics	PHYS	PHYSICS	PHYS-STKS	BOOK
Psychology	BIO-PSY	BIO-PSYCH	BIO-PSY-ST	BOOK
Science/ Engineering	SCIENG	SCI-ENG	SEL-STKS	BOOK

*Default locations and types are listed for books only (in most cases). The default may vary for non-book materials. See specific chapters and appendices for details. See the pull-down menus in the Home Location and Type boxes for other choices.

OCLC SYMBOLS FOR UVA HOLDING LIBRARIES

This list has been created to provide a historical record of OCLC symbols that were used to establish the profile as of October, 1989.

VA@ use for monographs

VAS use for serials

LIBRARY ABBREVIATION SYMBOL VIRGO

Alderman <no overstamp> VA@@ ald

Archives Archivs VA@X arch (ltrb)

(formerly) aarc (ltul)

Collection
Development
CollDev VA@K abib

Documents Doc VA@D adoc

Microform Room Micform VA@J amic

Manuscripts MSS VA@W arms (ltrb)

(formerly) VA@< amss (ltul)

(Serials-formerly) VASW

Periodical Room PerRm VA@Y aper

(Serials-formerly) VASN

Rare Books RareBks VA@* arbk

Rare Books
McGregor
RareBks
McGreg
VA@% arbk,mcgr

Reference Ref VA@R aref

Tibetan Collection Tibetan VA@I atib

Sound recordings (formerly) VA@N

Astronomy Astron VA@A astr

Biology Biol VA@B biol

Blandy Farm Blandy VA@Q blan

Chemistry Chem VA@C chem

Clemons Clemons VA@U clem

Commerce Comm VA@Z comm

Darden GradBus VA@& dard

Education Educ VA@E educ

Fine Arts FineArt VA@F arts

GradBus GradBus VA@& dard

Math Math VA@M math

Mountain Lake MtLake VA@L lake

Music Music VA@$ musi

Physics Physics VA@H phys

Psychology Psych VA@P psyc

Science/Engineering SciEngr VA@S sel

(Q-T outside of Sci. Lib. - formerly) VA@T

Table of Contents

Appendix 7

rev. 03/13/98

Cataloging Procedures Manual

Appendix 6: Creation and Formatting of Call Numbers

Contents: