Call Number Format

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Call Number Format

In Voyager, the call number information is included in the 852 field of the Holdings record. When you create a new holdings record, it will have an 852 field already in it, as a result of the template. This is where location, call number, and both public and non-public notes are recorded. Subfields h and i are used to contain the call number information. These subfields are equivalent to the |a and |b subfields in a (correctly coded) 05X field in a Bibliographic record.

The first indicator in the 852 field is based on your call number hierarchy setting, and can be changed if necessary.

For the second indicator in the 852 we prefer a blank, for "Undefined". However, the other possible values are not causing any problems at present and need not be changed when found.

During data conversion, the semicolons used with call numbers in the NOTIS system were stripped out, and replaced with spaces. Semicolons should not be used in formatting call numbers.

Spaces should not be used before a decimal number within the classification number. Spacing t this point can and does change how the call number files, and adding a space before the decimal will cause the call number to file at the beginning of the range, instead of where it belongs.

Voyager does not place a space before the first cutter (with a double-cuttered call number) when transferring a call number from the bibliographic record to the holdings record. The lack of a space in this instance does not change the filing, nor cause problems with the spine label program. We will therefore not include a space before the first cutter number if there are more than one. In other words, spaces are not inserted between the different elements of the classification, or |h portion of the call number, with an LC type of call number.

With Library of Congress call numbers, spaces should be placed:

• between the cutter numbers if there are more than one
• before a date (unless the date is used immediately after the classification number)
• before a volume number (usually used in a series classed together)
• between a phrase (e.g. microfilm, etc.) and a number

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Examples

Please note that in the following examples, the | symbol is used to indicate the delimiter sign, although Voyager uses a "double-daggar" symbol. The delimiter is entered by typing F9.

|h QD1 |i .A51

|h PS8231 |i .R36 1904

|h Z1223.Z7 |i S3 1961

|h QH541.13 |i .D36 1970

|h HC60.5 |i .R45 1988

|h BF724.3.D43 |i Z36 1986

|h DA3.M11 |i M14

|h QA3 |i .L28 no.1346

|h BR1 |i .C21 v.001 no.001

|h R117 |i .R86 1964t

|h M10 |i .B533 S.533-560 19--t

|h AC911.1743 |i .F68

|h F5012.1979 |i C837

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Cutter Subfield

Deciding where to place the |i subfield is somewhat tricky with some types of call numbers. The dividing line between the classification portion of the call number and the cutter portion is not always clear. One example occurs with literary call numbers. Normally the call number for a literary work is based on an author call number, with a second cutter for the title of the work, as shown for Harold Pinter's Betrayal below:

|h PR6066.I53 |i B4 1980

However, the call number for Pinter's collected works has only a single cutter, based on the author's name. Any subsequent collected works will be distinguished by date. In this instance, the |i goes in front of the initial cutter.

PR6066 |i .I53 1977

Some call numbers consist only of a classification number, followed by the date of an event or the date of publication. The |i should precede the date, as follows:

|h JK526 |i .1996g

|h E312.72 |i .1983

Please be aware that the Library of Congress has not been consistent in how they place the subfield for this type of call number. Placing the subfield in different locations causes the call number to file differently.

However, when a call number includes a date as part of the classification number, and it is followed by an author cutter, place the |i in front of the author cutter.

F5012.1862 |i H447 no.003

GV722.1972 |i M35 1991t

The |i subfield is not used with phrase types of call numbers. Simply put a space between the parts. Please note that the first indicator of the 852 field should be coded 8 for these types of call numbers.

|h Microfilm TN no.007

|h Microfiche

|h Thesis

Shelved by title

Canada Pamphlet 1989 no. 002

Note: Many old records lack the i. This should be added if the record is being changed for any reason.

Omit and/or remove any semicolons that may appear at the end of call numbers. These were put in during the conversion from GEAC to NOTIS.

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CODOC Call Numbers

CODOC numbers should have the first indicator 8 in the 852 field. The entire call number should be entered in the |h subfield; no |i subfield code is used.

Spaces should be inserted where a line break should appear on the spine label.

|h CA2 PQ B5 A57 1995

|h CA6 NDP 2000I28

|h ZZ EC200 2000M27

|h UK1 CO 98B62 CD-ROM

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NLM Call Numbers

National Library of Medicine call numbers are formatted in much the same way as Library of Congress call numbers.

|h WM460.5.W6 |i .C212a 2000

|h WZ100 |i .B219b 1984

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Copy Number

Current practice with spine labels is to include the copy number only for copies 2 and above. In the present label program, we do not add the |t copy number for copy 1; we do add it for added copies.

|h BF724.3.D43 |i A36 1986

|t 2 |h BF724.3.D43 |i A36 1986

Copy numbers have been converted to appear directly after the location code. For ease in locating the copy number, continue to add the |t subfield in this place within the field.

When adding a copy number, only add the number; the spine label program will add the prefix "c."

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Sub Locations

Certain sublocation information is normally included at the top of the spine label. The present spine label program does not allow us to automatically derive this information from the location code. In order to include this information on the spine label, it is necessary for us to add a |k subfield to the 852 field. Insert the subfield after the call number information. (Note: If you are updating a pre-Voyager holdings record, you may want to substitute the |k subfield for the |t 1 information. The label program does not care where the subfield is located).

The spine label program is able to convert a code to a spelled out form of the sublocation information. The following table indicates the code (which should be included in the |k subfield, and the spelled out form which will appear on the spine label.

Note: In November 2003, some of the original, very short codes were expanded somewhat, due to feedback from public services. Some of the more common codes were considered confusing for the patrons, as they appear without explanation in front of the call number in the OPAC index. The codes were therefore expanded out to be more understandable for the user. r therefore became ref; f became folio; j became juv; and t became text. Lower case letters are to be used, so that they stand out from the classification.

In February 2004, most of the remaining short codes (with the exception of special collections codes) were also expanded.

No systematic attempt is being made to update these codes from the shorter version to the longer one, although anyone working in a record with an older code should update it, and all new records should use the new codes.

As a result, the following 852 fields will produce the spine labels shown below:

852 0 |b sl,fo |h DA3.M11 |i M14 |k folio

852 0 |b ed,ju |h SF416.2 |i .B73 1995 |k juv

852 0 |b maps |h G1023 |i .L23 1989 |k maps

852 0 |b sc,lp |t 2 |h PS9553.E6235 |i C37 1986 |k lp

852 0 |b sc,lpfo |h FC3099.S22 |i H6 1976 |k lpf

852 0 |b sl,j |k per |h FC106.J5 |i C36 v.001 1993

852 0 |b sl,rf |h TR891 |i .F472 1995 |k ref

852 0 |b ed,tx |h TK7816.D77 1994 |k text

852 8 |b do,rd |h CA2 PQ B5 A57 1995 |k ref desk

852 8 |b do,ssdc |h UK1 CO 98B62 CD-ROM |k ss

852 01 |b sl,j |k per |h DE1 |i .A43

Examples

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Information from the Item Record

When a title has multiple volumes, the volume information is in the Item records. (Note: examples above that have volume information in the 852 are titles in series classed together, not multi-volume works as such.

Normally the number of the volume, part, number, or whatever goes in the Enum field. If added in Cataloguing, the number will have as many leading zeroes as needed to make three. If this is more than nine characters long, or if it logically should be more than one line, it must be divided by a comma, with no spaces.

               v.014,pt.002 

Pre-Voyager records also have the date of a serial volume in the Enum field. Voyager records have it in the Chron field.

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Call Number Suffix

We have begun receiving serials entirely in nonbook format. So far, most of these have been on CD-ROMs. In order to append the phrase CD-ROM to the end of the call number, following the information from the item record, and without having to repeat the phrase on every item record, we have started to use the |m subfield in the 852 field.

As a result, the following 852 field will produce the spine labels shown below:

852 0 |b sl,av |h HD29 |i .A21 |m CD-ROM

At the moment, CD-ROM is the only suffix in use, but that may change as other formats become available.

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Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: 10-10-2000 Updated: 14-Jun-2006 12:13 PM