The purpose of this document is to provide a set of guidelines for shelflisting UCSD Libraries materials. These guidelines, or the additional documents they refer to, apply to all variety of materials, all collections, and all classification schemes handled by UCSD catalogers.
The LC Subject Cataloging Manual: Shelflisting defines shelflisting as:
"The activity of arranging materials within an existing collection, normally
by author; the activity of determining the book or author number and necessary
additions to the call number for a unique number. Shelflisting also is the activity
of documenting the holdings of a collection as to location, volumes, and copies,
providing an inventory of the collections."
For UCSD catalogers, shelflisting generally involves comparing the call number and subject headings of items being cataloged to existing bibliographic and item records in INNOPAC to ensure consistency of classification and subject headings; providing or editing a Cutter number that alphabetizes the item being cataloged with existing items in the shelflist; and, for most non-serial items, adding an appropriate date. Shelflisting also includes providing volume and/or copy designation.
UCSD uses Library of Congress (LC) classification for the majority of materials and collections and catalogers follow Library of Congress shelflsting practices, as documented in the Library of Congress Subject Cataloging Manual: Shelflisting (found in the LC Catalogers' Desktop). National Library of Medicine (NLM) classification and MeSH subjects are used for the Biomedical and Medical Center Library collections. Sudoc numbers are used for United States documents. UCSD California documents use numbers assigned by the California State Library (CSL), and locally created document schemes are used for San Diego and European Union documents. Local class numbers based on LC classification are used for UCSD student dissertations and theses. Art & Architecture Library slides are classified using an adaptation of the Harvard Fogg classification system. Accession numbers are used for direct access electronic resources, In-process books, microforms, sound recordings, and videorecordings. UCSD procedures for shelflisting LC-type call numbers are documented below, under General Shelflisting Guidelines. Exceptions to LC procedures are documented below, under Special Categories and Procedures.
Call numbers are searched in the shelflist to insure that the classification is consistent with UCSD's shelflist, and to make sure that the book cutter number fits alphabetically. UCSD generally uses double-digit book cutter numbers and dates in all call numbers for current cataloging, and adjusts call numbers on copy as needed to fit this practice. When Cuttering for two-letter names or titles, non-CJK language catalogers may accept single digit Cutter numbers when there is no conflict in the UCSD shelflist. CJK catalogers always use at least two digits in the Cutter and should include a person's forename or the second word of a title when Cuttering two letter names or titles. In crowded classification areas, all catalogers may need to expand Cutter numbers to three or more digits to avoid conflict and to alphabetize names or titles.
Additional Instructions for Copy Cataloging
Catalog Department monographs catalogers
UCSD generally accepts the classification which is found on copy.
Call numbers found on LC copy are not shelflisted unless the the LC call number
must be modified (analytics, bibliographies, CIP copy, and science conference
proceedings).
When shelflisting, if the classification number is not found in INNOPAC, copy catalogers check the LC Classification Schedules to verify that the call number is valid. If the call number cannot be determined as valid, or if there is any difficulty in verifying the call number, the LC shelflist may be checked as a source for examples of LC call numbers. Copy catalogers bounce questions to their supervisors.
Music catalogers
Check every call number on INNOPAC. Music catalogers accept LC call numbers
when possible, but generally need to adapt LC numbers to fit INNOPAC. Some composers
may be split into two areas of the alphabet because Romanization or spelling
of their names have changed over the years. Tchaikovsky and Chaikovskii are
one example. UCSD tends to use the most current spelling, but may also consider
predominance, when Cuttering for these names.
Serial catalogers
Check INNOPAC for call numbers found on CONSER and non-CONSER copy to see
if the same class number with similar subject headings has been used on other
serial records. If a match is found, catalogers use the classification number,
adjusting the cutter as needed on INNOPAC. If the class number is only found
on monographic records, or not found at all, catalogers consult the LC class
schedules.
Special Collections catalogers
Check INNOPAC for every call number and modify incoming numbers to fit INNOPAC.
Additional Instructions for Changing OCLC Master Records (Enhances
or Upgrades)
When copy lacks a call number, all catalogers use the LC Classification
Schedules to assign a class number, then compose a book Cutter number using
the Cutter table. The call number is shelflisted in INNOPAC and adjusted as
needed. The adjusted call number is used in the OCLC master record.
Additional Instructions for Original Cataloging
All catalogers use the LC Classification Schedules to assign a class number,
then compose a book Cutter number using the Cutter table. The call number is
shelflisted in INNOPAC and adjusted as needed. The adjusted call number is used
in the OCLC master record.
Additional Instructions from the Library of Congress for Chinese Language Materials and Pinyin Romanization
Classification and Cuttering Chinese materials after Pinyin conversion:
http://www.loc.gov/catdir/pinyin/cutter.html
Initial letters in Pinyin for shelflisters:
http://www.loc.gov/catdir/pinyin/letters1.html
ACCESSION NUMBER SCHEMES
Direct Access Electronic Resources
Call number prefixes (non-book) for INNOPAC http://tpot.ucsd.edu/Cataloging/Subj_analysis/prefixes.html [TBD]
FVL Videos and Films
Use accession number with prefix, as described in:
Videos and Films: Technical Processing Notes http://tpot.ucsd.edu/Cataloging/Formats/videonotes.html [TBD]
Call number prefixes (non-book) for INNOPAC http://tpot.ucsd.edu/Cataloging/Subj_analysis/prefixes.html [TBD]
In-Process Monographs (California and European Union documents, EastAsia,
IR/PS, and SSH)
Use preprinted IP labels. IP labels have a collection prefix, the year an item
was put into IP, then the accession number.
SSH IP labels simply start with "IP": IP 2003-0001
Microforms (SSH, IR/PS, and S&E)
http://tpot.ucsd.edu/Cataloging/Formats/micro.html
[TBD]
Music Materials
http://library.ucsd.edu/%7Edavids/barlabel.html
DOCUMENT CALL NUMBER SCHEMES
California Documents
Use California State Library call numbers, following guidelines in Non-U.S.
Document Call Numbers
http://tpot.ucsd.edu/Cataloging/Branches/non_us.html [TBD]
If a CSL call number is not found, catalogers assign a local call number following
the CSL scheme. To show it was locally created, a lower case "x" is
added to the end of the call number.
European
Union Documents
Use locally devised European Union classification and shelflisting guidelines:
Assigning European Union Call Numbers http://tpot.ucsd.edu/Cataloging/Branches/eucallno.html [TBD]
European Union Classification Numbers Used at UCSD http://orpheus-1.ucsd.edu/disc/eu.html
San Diego Documents
Use locally devised San Diego call number scheme, following guidelines in Non-U.S.
Document Call Numbers
http://tpot.ucsd.edu/Cataloging/Branches/non_us.html [TBD]
United States Documents
Use UCSD SUDOCS classification guidelines:
http://tpot.ucsd.edu/Acquisitions/GPO/sudocclass.html [TBD]
OTHER CALL NUMBER SCHEMES
Art & Architecture Library Slide Call Numbers
Use procedures from the slide Cataloging Manual, available on the Art
& Architecture Library Intranet page:
http://orpheus.ucsd.edu/artsnet/aalnet/index.html
IR/PS Corporate Annual Reports
http://library.ucsd.edu/~margaret/corpannualcat.doc
National Library of Medicine (NLM) Call Numbers Used for BML and MCL Collections
Use the Cutter-Sanborn Three-Figure Author Table for shelflisting NLM classified
materials. Do not use a decimal before any Cutter numbers. If an author has
two or more titles classed on the same topic, use workmarks after the Cutter.
UCSD Student dissertations and theses
Use locally devised classification numbers found in Disciplines, Departments,
Portal Subject Headings, and Classification Numbers for UCSD Dissertations and
Theses http://tpot.ucsd.edu/Cataloging/Misc/diss.html. [TBD] Follow the class number with the DATE, then Cutter number for the author.
In the course of shelflisting call numbers, catalogers will encounter many types of conflicts or errors. Listed below are some general guidelines for dealing with common situations. When these guidelines do not suffice, or when catalogers have further questions, consult your supervisors.
One guiding principal when dealing with conflict or errors is to try to find the solution which causes the least amount of work overall for catalogers as well as the people responsible for correcting online records and relabeling materials, and which makes the most sense over time.
Existing call numbers are not in correct alphabetical order
If only one or two call numbers are out of order, it may be a good idea to initiate
corrections to these call numbers so future catalogers will have an easier time
fitting new call numbers into the shelflist. Generally, do not change LC call
numbers, though sometimes it is more efficient to change a single LC number
than to change several others. Try to keep items from the same branch or collection
in alphabetical order (for example, it's OK if an SSH book is out of order with
an IR/PS book, if you can put the incoming SSH book in order with existing SSH
books). If many call numbers are out of order, or if there are multiple alphabetical
sorts, make a printout of the INNOPAC browse screen, note the problem, and give
it to DBM for possible cleanup. Fit the incoming call number into the existing
shelflist as best you can.
Previous edition(s) of the incoming item are classified or Cuttered differently
This may result from a change in main entry, changes in cataloging rules, changes
in the classification schedules, changes in shelflisting practices, or many
other reasons. If previous editions of a work are found to have a different
classification number, some troubleshooting should be done to determine the
correct classification and corrections should be initiated as needed to bring
the editions together. Regarding variations in Cutter number among editions
of a work, for most branches and collections, generally leave previously Cuttered
items as is, and use the current correct Cutter number for the incoming item.
This means that various editions of a work may not sit together, but will be
close. For science branches and Special Collections, pull all the editions of
a work together. Decide on a case by case basis (based on workload and what
makes the most sense) to either initiate corrections to existing call numbers
or adjust the incoming Cutter number.
In preparing this document, several very useful tools were brought to light and are listed here for catalogers' convenience. Many are also listed as resources in other areas of TPOT.
Cataloger's Reference Shelf (The Library Corp.)
http://www.tlcdelivers.com/tlc/crs/CRS0000.htm
Cataloging Calculator
http://home.earthlink.net/~banerjek/calculate/
Cutter Tables (from Cataloger's Reference Shelf)
http://www.tlcdelivers.com/tlc/crs/cutr0001.htm
Cutter Table for Regions and Countries (from Princeton University)
http://infoshare1.princeton.edu/katmandu/class/placcut.html
MIT Cataloging Oasis website
http://macfadden.mit.edu:9500/colserv/cat/
Princeton University Cataloging Documentation
http://infoshare1.princeton.edu/katmandu/catman.html
Shelflisting and Cuttering in Class M
http://www.library.yale.edu/cataloging/music/shelflis.htm
UCLA Library
http://www.library.ucla.edu/libraries/cataloging/manuals/callnum/callpt21.htm
Verifying Call Numbers in the Shelflist (When Cataloguing) from the University
of Tulane
http://www.tulane.edu/~techserv/shelflist.html