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Cataloging and Metadata Management

Shelflisting Procedures for Monographs and Classed Serials

 

Contents

1. Introduction

Shelflisting is the process of preparing a shelflist entry for each title in a library's collection. A shelflist is a file containing records, arranged in call number order, for each title cataloged. After an item is cataloged and classified, the shelflister determines the cutter number and immediately enters it into the online file. This assures the uniqueness of each call number. The following are general guidelines to assist in shelflisting. The field tags mentioned in this section are MARC 21 fields.

2. Basic Components of Call Numbers for Monographs and Classed Serials

A call number consists of the following basic components when applicable:

  • Classification number
  • Table G number
  • Cutter number
  • Workmark
  • Volume or issue number
  • Year of publication
  • Supplement number
  • Year of supplement

3. Type of Call Numbers to be Cuttered

 

3.1. NLM Call Number

This is a unique call number assigned to each piece showing its shelving location in the library.

3.2. Alternate Call Number

This call number is assigned to W1 and W3 analytics and items with "accession call numbers" for outside libraries to use.

4. Shelflisting Procedures

 

4.1. Determining the Cutter Number

 

4.1.1 Use of Cutter Table

NLM uses the Cutter-Sanborn Three-Figure Author Table (1969 ed.) for determining the cutter number to be applied to the main entries. If a class number requires a geographical breakdown, catalogers will supply the Table G number. When necessary, catalogers will also provide specific cuttering instructions according to the NLM Classification Schedule in a cataloger's note field.

The cutter table is a list of character strings representing partial or full words followed by digits.

Example 4.1.1: Basic Cuttering
Characters/StringNumeric Equivalent
Bly 661
Bo 662
Bob 663
Boc 664
Bock 665

 

4.1.2. Initials, Abbreviations, and Acronyms in Cuttering

Cuttering follows the ALA Filing Rules (1980 ed.), which is basically word-by-word filing. Initials, abbreviations, and acronyms are filed as words with U.S. and Gt. Brit. as two exceptions, as noted below. Disregard initial articles (see also AACR2 Appendix E).

Example 4.1.2: Cuttering with initials, abbreviations and acronyms
Initials, Abbreviations, and AcronymsInstructions
U.S. Cutter for United States
WHO Cutter for Who
Gt. Brit. Cutter for Great
St. Cutter for St
Ste. Cutter for Ste
Mc Cutter for Mc (not Mac)
MEDLARS Cutter for Medlars
Dr. Cutter for Dr
IVth Cutter for IVth
& Cutter for and

 

4.1.3. Choosing Between Cutter Entries

If the main entry word falls between cutter entries, use the cutter that is listed above the word.

Example 4.1.3a: Choice of Cutter Entries
Main entry word is Burger
Cutter entries: Burg 954, Burges 995
Use B954 for Burger

Keep the same cutter between editions of the same work, unless the main entry changes. Also keep the same cutter when the main entry is for a numbered conference unless the main entry changes.

Example 4.1.3b: Cuttering editions of the same work with the same or different title
ExampleEditionTitleCutter
A Title main entry of first edition: Challenges of prostate cancer C48
Title main entry of second edition: Challenge of prostate cancer C48
B Title main entry of first edition: Conceptual basis for rural nursing C744
Title main entry of second edition: Rural nursing : theory and practice R9485

In the case of other works having the same title proper, e.g., works-in-parts with the same main title and different part titles, use the part title or subtitle to decide cutter numbers. If no subtitle or part title exists, follow the instructions for Cutter conflict below.

Example 4.1.3c: Cuttering editions with the same title and different subtitles, use of subtitle for cuttering
Title main entryCutter
Intra-abdominal infections : prevention I61
Intra-abdominal infections : treatment I614

 

4.1.4. Cutter Conflict

If a cutter number has already been used for a different main entry, expand the number by adding additional digits (1-9) at the end of the appropriate number.

NOTE: Never use zero ( 0 ) at the end or the beginning of a cutter number.
Never use the digit "1" by itself in a cutter number.

4.1.5. Numbers

If Arabic numbers are the first characters in the main entry to be cuttered, use Z999 as the cutter number. This makes numbers file after letters.

Example 4.1.5a: Numbers in main entry
Title main entryCutter
1995 symposium on ... Z999

If an Arabic number is the 2nd element in the word to be cuttered, start the cutter with the alphabet letter, followed by 3 digits (991 to 999) as the remaining part of the cutter number.

Example 4.1.5b: Numbers as the second element in main entry
Title main entryCutter
The E6 and E7 of ... E995

Roman numerals are treated as letters. Use the first letter of the Roman numeral for cuttering.

Example 4.1.5c: Numbers as roman numerals
Title main entryCutter
VIIIth Meeting of ... V999

 

4.1.6. Uniform title main entry

A monograph with a uniform title main entry is cuttered by the uniform title (130) field and does not require a workmark.

Example 4.1.6a: Uniform title main entry monograph
Uniform title main entry -
monograph (130)
Title (245)Class numberCutterYear
Cahiers Laënnec L'insémination artificielle WQ 208 C132 1952

Serials with uniform title main entry are cuttered by title proper (245) field.

Example 4.1.6b: Uniform title main entry serial
Uniform title main entry -
serial (130)
Title (245)Class numberTable GCutter
Canadiana Author entries for provincial ... Z 695.1 G7 A939

 

4.1.7. Translations

For translations entered under author, cutter for author's name with a workmark taken from the original title (240) field.

Example 4.1.7a: Translation with an author main entry
Author main entryUniform title (240)Title (245)Class numberCutter
Guy, de Chauliac, ca. 1300-1368 Chirurgia magna. Middle English An interpolated Middle English version of the anatomy ... WZ 290 G986c

For translations entered under title, cutter for the original title (130) field.

Example 4.1.7b: Translation with a title main entry
Title main entryTitle (245)Class numberCutter
Chen chiu hsueh. Japanese Shin Chugoku ... WB 369 C518

 

4.1.8. Reprints

If NLM has the original title, use the same cutter and workmark as the original title. If NLM does not have the original title, follow standard cuttering guidelines.

Follow specific requirements for the year element of the call number as described in sections 4.2.7 and 4.2.8 below.

4.1.9. Analyzed Multipart Items

Use the call number from the overall record, with the addition of volume and numbering. See section 4.2.4 below for more information.

4.1.10. Table G

When assigning the cutter number following a Table G number, use the Cutter-Sanborn Three-Figure Author Table (1969 ed.) for determining the cutter number.

4.1.11. Cuttering Patterns: See Section 5 for details.

 

4.1.12. Classification Numbers Requiring Special Cuttering Instructions: See Section 6 for details.


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4.2. Determining the Year

 

4.2.1. Imprint with Publication Date and Printing Dates

If the imprint has a publication date and a printing date, use the publication date in the call number.

Example 4.2.1: Publication and printing dates
Imprint (260) fieldInstructions
... 1977 (1979 printing) Use "1977" in the call number
New York : Putnam, [199-?] Use "1990" in the call number

 

4.2.2. Translations

Use the date in the imprint followed by the letter "a."

Example 4.2.2: Translations
Title (245)Imprint (260)Instructions
Atlas of breast disease ... translated by ... Philadelphia : Decker, 1991. Use "1991a" in the call number

 

4.2.3. Questionable Dates

When the item has questionable dates in imprint, always use the earliest date in the call number.

Example 4.2.3: Questionable Dates
Imprint (260)Instructions
New York : Wiley, [between 1973 and 1977] Use "1973" in the call number
Chicago : Putnam, [199-?] Use "1990" in the call number

 

4.2.4. Multipart Items

Use the publication date of the first known volume as presented in the imprint area of the bibliographic record. Each piece of this set will have the same year in the call number followed by the volume number, regardless of the actual year of publication of the specific volume.

Note: Volume 3 of this set is published in 1994 and the date 1994 appears in the imprint.

Example 4.2.4: Multi-part Items
ClassCutterYearVolume
WY 49 S697d 1992 v.1
WY 49 S697d 1992 v.2
WY 49 S697d 1992 v.3

 

4.2.5. Serial analytics

 

4.2.5.1. Single Monographs

Use the volume number and the imprint date of the analyzed piece in the call number.

Call numbers in individual analytic records:

Example 4.2.5.1a: Serial Analytics Cuttering
ClassCutterVolumeYear
W1 DR899B v.80 1993
W1 DR899B v.85 1996

EXCEPTION:

When the issue date differs from the copyright date, consider the issue date as an inferred date of publication. Use the issue date in both the W1 and the Alternate call number.

Serial issue number and date: v8 no.1 1997
Copyright date: 1996
Use 1997 in the year for the W1 and Alternate call numbers.

4.2.5.2. Multipart Items

 

4.2.5.2.1. Closed Multipart Items

If all volumes are published in the same year, use that year in the call number.

Example 4.2.5.2.1a: All volumes published in same year
Title to be shelflisted is a multipart item consisting of a two volume set where both volumes are published in 1994.
ClassCutterVolumeYear
W1 ME9616J v.24-25 1994

If the multipart set is closed but the volumes are not published in the same year, do not use the year in the call number.

Example 4.2.5.2.1b: All volumes published in different years
The title to be shelflisted is a multipart item consisting of a six volume set where not all the volumes are published in the same year.
ClassCutterVolume
W1 DR899B v.91-96

 

4.2.5.2.2. Open Multipart Items

No date is used in the call number for serial analytics which are open multipart items.

Example 4.2.5.2.2: Open Multipart Item
The title to be shelflisted is a serial analytic which is an open multipart item.
ClassCutterVolume
W1 ME9615K v.78 etc.

 

4.2.5.3. Serial within a Serial

No date is used in the call number when the item is a serial within a serial.

Example 4.2.5.3: Serial within a serial
ClassCutterVolume
W1 AD716 v.2 etc.

 

4.2.6. Bibliographies

Use a span of years in the call number if the years are given in the title or notes. Repeat the digits for the century in the ending date only when they differ from those used for the beginning dates.

Example 4.2.6a: Years in title in different centuries
TitleClassCutterYear
Catalogue of nineteenth century Italian books (1801-1900) Z 2345 C641 1801-1900

 

Example 4.2.6b: Years in title within the same century
TitleClassCutterYear
AIDS (acquired immunodeficiency syndrome) : a bibliography from all fields of periodical literature, 1982-1986. ZWD 308 A2875 1982-86

 

4.2.7. Reprints

Use the year of the original publication followed by the letter "a" in the call number. Generally, the original publication date is cited in a note (500 field) or in 008 Date 2.

For the 2nd (or 3rd, etc.) reprint of the same original publication use "b" (or "c", etc.) after the original publication date in the call number.

Example 4.2.7: Reprint dates
Note (500)Instructions
Originally published: Englewood Cliffs, N.J. :
Prentice Hall, 1974.
Use "1974a" in the call number.

However, when there is a collection of reprints in which each of the original pieces was published separately, the current imprint date is used in the call number. Do not use "a" in this case.

4.2.8. Facsimiles

Use the year of the original publication followed by the letter "F" in the call number.

Example 4.2.8: Facsimiles
Title (245)Imprint (260)Note (500)Call Number
Diccionario de autoridades / Real Academia Espanola. Madrid : Gredos, 1979. Fascim. of the 1726 edition published by ... WZ 290
A167d
1726F

Use "1726F" in call number.

 

4.2.9. WZ 290

When using the call number WZ 290, use "F" after the year of the original publication date in the call number, if the piece explicitly states it is a facsimile publication. For all other reprints, use "a" after the year of original publication. In case of doubt, prefer "a".

If the date of original publication is unknown, use the current imprint date with no additions.

Example 4.2.9: WZ 290
Title (245)Imprint (260)Note (500)Call Number
The philosophy of natural magic ... new foreword to 1974 edition by ... ... c1974 Reprint of p. [5]-307 of the 1913 ed. published by ... WZ 290
A279p
1913F

Use "1913F" in call number.


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4.3. Determining the Workmark

 

4.3.1. Lowercase Letter Workmark

For items entered under and cuttered for a personal or corporate main entry, a lowercase letter for the first word of the title is used following the cutter number as a workmark.

Example 4.3.1a: Lowercase Letter Workmark
Main entry (100)Title (245)Class numberCutterYear
Alken, Carl-Erich Urology, guide ... WJ 100 A415u 1982

Expand the workmark alphabetically with additional lowercase letters as needed.

Example 4.3.1b: Lowercase Letter Workmark for multiple works by same author
The title above by Alken is already in the database and a second title called Urological diseases is received. The workmark is expanded to "ua".
Main entry (100)Title (245)Class number Cutter Year
Alken, Carl-Erich Urological diseases WJ 100 A415ua 1987

Exception: Titles Begining with Arabic Numerals

When there is a personal or corporate name main entry and the title begins with an Arabic or Roman numeral, the lowercase "z" is used as the workmark.

Example 4.3.1c: Titles beginning with Arabic numerals with a personal or corporate name main entry
Main entry (100)Title (245)Class number Cutter Year
WHO Task Force on Environmental Health Criteria... 2, 4-dichlorophenoxyacetic acit (2-4-D) WA 240 W6273z 1989

 

4.3.2. Uppercase Letter Workmark

Always use the upper case letter for "L" in the workmark to distinguish it from the number one.

Example 4.3.2a: Uppercase Letter Workmark
Main entry (100)Title (245)Class number Cutter Year
Jackson, Allen Last stage of skin ... WR 218 J12L 1990

When the NLM Classifcation gives instructions to cutter by subject rather than main entry (e.g. biographies), an uppercase letter for the author main entry is used following the cutter number for an added entry as the subject. (Cf. Section 5.2 and 5.3).

Example 4.3.2b: Uppercase Letter Workmark
Main entry (100)Title (245)Added Entry (700)Class number Cutter Year
Fenwick, John Ralph, 1761-1855 Sketch of the professional life and ... of John Clark ... Clark, John, 1744-1805 WZ 100 C591F 1806

 

4.3.3. Exception

Workmarks are not added for monographs entered and cuttered under title or uniform title main entry.


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5. Basic Cuttering Patterns

 

5.1 Single Cutter from Main Entry

Most classification numbers fall into this category.

5.2 Single Cutter from Subject

The subject may be the main entry or the personal or corporate added entry of a bibliographic record. C635 is the cutter number for the subject, Cleveland Clinic Foundation, in the following illustrations.

5.2.1. Subject as Main Entry

If the subject is the main entry, use a lowercase letter workmark from the title.

Example 5.2.1: Cleveland Clinic Foundation as a subject main entry
Corporate main entry (110)Title (245)Class Cutter Year
Cleveland Clinic Foundation. A new collection of publications and other documents relative to the Foundation. WB 24 C635n 1938

 

5.2.2. Subject as Added Entry

If the subject is an added entry and the bibliographic record has a personal author main entry, use the capital letter workmark from the author main entry.

Example 5.2.2a: Cleveland Clinic Foundation as a subject added entry
Personal name main entry (100)Title (245)Subject added entry (610)ClassCutterYear
Rowland, Amy Farley. Historical sketch of the Cleveland Clinic Foundation / by Amy Rowland. Cleveland Clinic Foundation WB 24 C635R 1940

If the subject is an added entry and the bibliographic record has a title main entry, use the lowercase letter workmark from the title main entry.

Example 5.2.2b: Cleveland Clinic Foundation as the subject added entry
Title main entry (245)Subject added entry (610)ClassCutterYear
History of the Cleveland Clinic Foundation / edited by John Smith. Cleveland Clinic Foundation WB 24 C635h 1939

 

5.3. Individual Biography (WZ 100)

 

5.3.1. Autobiography

For the first autobiography, supply a cutter from the name of the biographee with NO workmark. For additional autobiographies of the same person, use the same cutter for the biographee plus a lowercase letter from title as the workmark to differentiate it from the others.

Example 5.3.1: Autobiography
Personal name main entry (100)Title (245)ClassCutterYear
Clinton, DeWitt My life as a ... WZ 100 C6413 1970
Clinton, De Witt Fifty years of my ... WZ 100 C6413f 1965
Clinton, De Witt Past, present and future of ... WZ 100 C6413p 1973

 

5.3.2. Biography

Cutter from the name of the biographee. Use an uppercase letter from the author main entry as the workmark. Note: If there is a conflict because that workmark has been used to represent another author main entry, add additional uppercase letters to the workmark until it is unique.

Example 5.3.2: Biography
Personal name main entry (100)Title (245)Subject added entryClassCutter
Hosack, David Story of De Witt Clinton ... Clinton, De Witt WZ 100 C6413H
Burton, Daniel Wing of madness: the life and work of R.D. Laing   WZ 100 L187BA

Here the work mark expanded to more than one uppercase letter because there is another biographical work on R.D. Laing written by Robert Boyer that is already cuttered as WZ 100 L187B.

If the record has a title main entry, use a lowercase letter from the title as the workmark.

5.4. Literary works and works about authors of literary works

If the appropriate LC class number from the P schedule represents the author of a literay work and the item in hand is by that author, then do not add a cutter for the name of the author. Cutter for the title of the work.

If the appropriate LC class number from the P schedule represents the author of a literary work and the item in hand is about the author, do add a cutter for the main entry of the work to the LC class number.

6. Special Cuttering Instructions

Use an uppercase workmark for the main entry

Class. NumberSpecial Instructions
QS 1 -- WZ 1
except W1
Cutter from name of society
periodicals
QS 24 - WW 24 Cutter from name of agency
QS 524 Cutter from name of bank
QS 28 -- QT 28 Cutter from name of the museum, hospital, etc.
QV 28 -- WB 28 Cutter from name of the museum, hospital, etc.
WE 28 -- WU 28 Cutter from name of the museum, hospital, etc.
WX 28, WZ 28 Cutter from name of the museum, hospital, etc.
QV 701 Cutter from name of society
QW 501 Cutter from name of society
QW 524 Cutter from name of agency
W 20.9 Cutter from name of fraternity
W 601 Cutter from name of society
W 624 Cutter from name of agency
W 628 Cutter from name of agency, exhibit, etc.
WO 201 Cutter from name of society
WZ 23 Cutter from name of institute
WZ 100 Cutter from name of biographee
WZ 294 Cutter from work being criticized
WZ 313 Cutter from name of biographee; collective, cutter from main entry

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