MANDEVILLE SPECIAL COLLECTIONS LIBRARY
TECHNICAL SERVICES POLICIES AND PROCEDURES: SUPPLEMENT
Posted by: R. Arvid Nelsen Aug. 17, 2006
Last Updated: Aug. 17, 2006

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Special Collections Post-Cataloging Labeling

Revised 3/30/05 by dam

            Special Collections uses streamers and computer generated foil-backed labels to identify materials. The streamers and labels contain as much of the following information as the catalog record contains:

            -Collection location (pre-stamped)             

            -Call number                                                  -Main entry

            -Volume number                                            -Brief title

            -Copy number

            -Year of publication

1. COLLECTIONS:

            Materials housed in our archive are placed into one of 6 major collections and may be part of any number or sub-locations as well. [NOTE: When the world “collection” is used in this document and within the department, we are referring to groups stored in proximity to each other.] The six collections are:

Every collection also allows room for sublocations, which accommodate materials with special requirements in terms of size, fragility or content, and must be shelved separately. Some sublocations are listed below:

In the hierarchy of call number order, the abbreviation for sublocation is placed directly AFTER the abbreviation for the collection name. Therefore since a book in the AIWF collection will be catalogued as cpq, a folio that is part of the AIWF collection would be referred to as an AIWF folio and appear in records as cpqf. This pattern applies to all the collections with regard to all sublocations. That is to say, the collection name/abbreviation (ANP, Rare, Goodman…cpa, cpx, cpg) will be placed in front of the sublocation name/abbreviation (flat folio, folio, mc…x, f, m) so that they are understood to be: “ANP Flat Folio” (cpax); “Rare Folio” (cpxf); “Goodman Map Case” (cpgm).

2. CALL NUMBERS:

Like the rest of UCSD’s libraries, The Special Collections library employs the Library of Congress call numbering system. This illustration shows the parts of the call number and how to read them:

Shelving order is alpha-numeric, so the rule of alphabetical ordering applies. For instance: a call number with L in the first line comes before one that begins with a LA, and both of those come after a call number with K in the first line. If, for instance, two books both have LB in their first lines, you must look to the second line and shuffle according to numerical order. The process continues to the last line if all proceeding elements are identical. Here’s an illustration:

Volume & Copy Numbers:

            Volume and copy numbers are part of a book’s call number and are placed in a specific order therein. The order is as follows: Volume number(s), followed by the copy number. This is only applicable if a book is both part of a multi-volume set and a duplicate as well.

            Volume number take up the first line after the basic call number information has been typed in. Each book of a two volume set has its own streamer, which would look like these:

            NE                  NE

1225               1225

.R59                .R59

1945b             1945b

v. 1                  v. 2

Sometimes, a book may have a “part” number within a volume number. That is to say, two books would together be Volume 1 of a series. In order to differentiate the two texts, the line after volume number is used to present the issue information:

            NE                  NE                  NE

            1225               1225               1225

.R59               .R59               .R59

1945b             1945b             1945b

v. 1                  v. 1                  v. 2

no. 1               no. 2               no. 1

            Copy numbers also follow the basic call number. The big thing to remember about copy numbers is that you DO NOT SIGNIFY THE FIRST COPY. Only the second, third, etc copies of a book are marked as duplicates:

            Copy One      Copy Two

NE                  NE                 

            1225              1225              

.R59               .R59               

1945b             1945b            

v. 1                  v. 1

no. 1               no. 1

                        c.2

Streamers:

            We use streamers in this department instead of spine labels. As you compare the record on screen with the paper record, always check that the collection name stamped at the top of the streamer corresponds to the code. For example, a record that shows cpx requires a streamer that has been stamped Rare.  [NOTE: Sublocation name “Folio”, “Flat Folio”, etc.” should be highlighted in yellow. If you can’t find a highlighter, ask your supervisor.]

Call numbers are typed onto the left hand half of streamers. After checking the print-out record against any discrepancies on Pac, type the call number between the two black lines on the streamer, taking care to line up the first character of each line evenly.

            Author and/or title information is typed on the right hand half of the streamer, the “main entry” (author) first, then title information. If there is no author, type title only. The first line of this information should start 5 spaces after the letter(s) of the call number, like so:

            DU     Gerould, Katharine

            623

            .G4

            1916

            Space is limited on the streamers, of course, so If the information needs more than one line, start the second line indented 1 (one) space from the beginning of the first, like so:

            DU     Gerould, Katharine

623             (Fullerton) Mrs., 1879-

.G4

1916

For the title information, skip one line, and type using the same spacing as the title, like so:

DU     Gerould, Katharine

624             (Fullerton) Mrs., 1879-

.G4

1916       Hawaii; scenes and

  impressions 

You should always try to type the information as entered in the record, but if the name or title information is too long to fit legibly within the space provided, you may shorten it, but try to keep enough information to prevent confusion with similar titles (or different editions of the same title) on the shelf around the item (if any).

Names can be shortened like so:

From: Gerould, Katharine (Fullerton) Mrs., 1879-

To:     Gerould, Katharine or Gerould, K.

Titles can be shortened with ellipses (…) like so:

From: Hawaii; scenes and impressions

To:     Hawaii; scenes and … 

Think about how you look for books when you’re on paging duty and input information accordingly.  With the exception of the ANP collection, the call number is generally the most used access point for paging and shelving, so there is room to maneuver with the author/title fields.

NOTE: Streamers must be placed on the LAST page of the book, not just anywhere in the book.

Envelopes & Labels:

            For envelopes, type call number and author/title information right

on the envelope, following the same basic format as for streamers, starting at the top left of the envelope, about ½ in. down. The first line should always consist of the abbreviation “SPEC” which marks the book as a part of Special Collections. The second line holds the collection and sublocation name just as they would appear on a streamer. Type author/title information starting on the first line of the call number, not the first line (SPEC). And, since there’s more room, type the complete information as entered in the record, and you can type the author/title information more towards the center of the envelope, instead of only 5 spaces from the beginning of the call number. Here’s and example:

SPEC

Hill Folio

DU                  Gerould, Katharine (Fullerton) Mrs., 1879-

624

.G4                  Hawaii; scenes and impressions

1916

If for some reason you have to manually type a label, follow the same procedure.

3. MAIN ENTRY

            What is a main entry?

                        The main entry of a catalog record states the name of the author of the material, whether it be an individual, corporation, conference or a uniform title. It is usually a 1xx field of the OCLC record, the variations of which are listed here:

            100 = personal name

            110 = corporate body

            111 = conference name

            130 = uniform title (in this case type line as title)

            Personal Name Main Entry (100)

                        Type the full name on streamers, envelopes and labels. The last name comes first, then a comma, then the first name. When there are multiple names or a title prefix, include them if space permits. Here are a few examples:

            Catalogue record:   100  10        Meyer, Adolf Bernard

            You would then type:             Meyer, Adolf Bernhard

                                                                        or

                                                                  Meyer, Adolf B.

            Catalogue record:  100  10       Childress, Dr. Sandra Hoague

            You would then type:           Childress, Dr. Sandra Hoague

                                                                        or

                                                               Childress, Dr. Sandra H.

Catalogue record:  100  10       Rodriguez, Erendira       Mendoza Ruiz

            You would then type:           Rodriguez, Erendira Mendoza Ruiz

                                                                        or

                                                               Rodriguez, Erendira Mendoza R.

                                                                        or

                                                               Rodriguez, Erendira M. R.

                                                                        or

                                                               Rodriguez, E. M. R.

Corporate Author Main Entry (110)

                        Type up to the first element (first element refers to the words until the first period) AND at least the first three worlds of the second element (words after that period). If there is enough space, it is better to write as much of the second element as possible in order that it may be distinctive.

Catalogue record:  110  20             University of California, San Diego, Office of

 Student Research and Information, Student Affairs

You would then type:            University of California, San Diego. Office of

                                                                                                       Student Research…

By typing as much of the second element as possible, you make it that much harder to confuse the book with one of a similar title.

            Uniform Title (130)

            When it comes to the uniform title, type the entire 130 field. Don’t include the title that appears in the 245 line. See below:

            Catalogue record:  130  3   Bible.  1 English.  F 1867  s Smith

            You would then type:        Bible. English. 1867. Smith

            Title Main Entry (and Titles with Author Main Entry)

            If there is no author field, then the 245 field (title) is the main entry. When using the 245 field, type at least the first four words (more, if they are not distinctive enough) or up to the sub-field b. Try not to exceed more than two lines in this endeavor. Examples below:

Catalogue record:  245   00   Seis personajes de la Rotonda de los

You would then type:           Seis personajes de la…

Side note: NEVER USE THE INFORMATION FROM THE 240 FIELD ON A STREAMER, ENVELOPE OR LABEL…PRETEND IT DOESN’T EXIST. The 240 line can be confusing in that it reads like it is the title of the book. It is NOT, however, title under which the book is shelved or can be found, and is therefore useless in the QC process.

IV. PUTTING IT ALL TOGETHER

            Streamers, Envelopes & Labels:

                        So far this packet has been passing along how to correctly record specific parts of a streamer/label; now it’s time to use that knowledge for the big picture. The general format for typing both main entry and brief entry is:

                                    Call no.                       Main entry………….

                                    …                                      …………………..

                                    …

                                    …                                 Title……………

                                    …                                      ……………………..

The formatting is very, VERY important. There are numerous books in the archive that have been processed by a long line of student workers over the years. Uniformity is needed so that anyone pulling a book from the stacks will be able to receive pertinent information with a glance at the streamer instead of taking more time to figure out where the author name is located in relation to the title, etc. It just makes for an easier experience all around. Here are some guidelines for the basic format:

1) Line the call number up evenly on the left hand margin of the streamer, envelope, or label.

2) The main entry (author) field is indented 5 spaces from the letter(s) of the call number on a streamer.

3) When entries take up two lines (or more), remember to indent the second line of the main entry one space to the right of the line above it.

4) Skip one line down before beginning the title.

5) The format and spacing of the title field is the same as the main entry.

Final Step in Labeling Process

            The final step in the labeling process is to mark the upper-left hand corner of the back of the last page of the item with a soft-lead pencil. Write “SPEC” (denoting Special Collections), followed by the collection location and complete call number as it appears on the streamer. Write as lightly as you can while still making the call number legible.

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