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Classification Manual (Revised July 1993)
Chapter 4 [ Classification Manual Home | Table of Contents ] Section 1. Cutter Table and Its Use Section 2. Selecting Cutter Words
B. Stop Words
2. Words Common to the Name of the Agency 3. Catch Phrases D. Special Geographic Numbers E. Cuttering Multi-Part Geographic Names F. Cuttering Acronyms and Initialisms A. Slash Numbers B. Dates for Revised Editions C. Additions to Dates D. Part Numbers, Chapter Numbers, Section Numbers, etc. E. Volume Number and Date: Which Comes First? F. Language The book number is the part of the classification number following the colon, used to uniquely identify an individual publication. The complete Superintendent of Documents classification number is made up of the class stem, which is a general designation used to bring related publications together, and the book number, used to differentiate one publication from all others classed under the same class stem. The Superintendent of Documents classification system is organized to prefer use of those numbers and other designations actually printed on the documents. These designations may be of several kinds: The series number printed on the publication should be used in the class whenever possible. For more information on how to assign a book number for series or serials, see Chapter 3. The publication may carry no number and require a Cutter number from the Cutter table to complete the class. The use of the Cutter table in the Superintendent of Documents classification system is explained below. Section 1 [ Top ] Cutter Table and Its Use C.A. Cutter's Two-Figure Author Table, familiarly known as the Cutter table, was developed by Charles A. Cutter in the 1800's as a library tool for organizing library materials alphabetically. There is also a three-figure table. Both the two- and three-figure tables are used in the Superintendent of Documents classification system. The tables are available from commercial library supply houses. Cutter numbers are used when there is no series number to identify the publications and dates are not appropriate for identification. Cutter numbers are used to distinguish publications in the category classes, as well as in unnumbered series classes. A. 2-figure Cutter Table [ Top ] When Cuttering, the 2-figure Cutter table is used in nearly all cases. The table contains a list of letters, with the first one (or two) in bold letter. The letters are followed by numbers. To find a Cutter number for a publication, a significant word from the publication's title is first selected. The first letters of the word are then matched against the letters listed in the Cutter table. The Cutter number for a word consists of the bolded letter (or letters) in the group of letters most closely matching the word being Cuttered, plus the numbers following those letters. When a word falls between two numbers, always choose the preceding number. For example: Cutter table: Chem: 42 Chi: 43 Chim: 44 Chl: 45 Words being Cuttered: Chemistry: C 42 Cherries: C 42 Children: C 43 Chimes: C 44 China: C 44 B. 3-figure Cutter Table [ Top ] Cuttering from the 3-figure table follows the same process as in the 2-figure table. The 2-figure and 3-figure tables are compatible, and may both be used in the same class when necessary for better organization of the publications within the class. The 3-figure table is used for separates and in some classes where a finer breakdown is necessary to keep publications on separate subjects separate, under different numbers. For example, in some Agriculture Department classes there are Cuttered publications for peaches and pears. Publications on both subjects would be interfiled under P 31 using the 2-figure Cutter table. By using the 3-figure table, each subject would be kept separate, peaches under P 313; and pears under P 316. However, new use of the 3-figure table should be a last resort measure. If possible, use a different Cutter word. C. Filing Order for Cutter Numbers [ Top ] Cutter numbers are filed alphabetically by letter, then digit by digit, not necessarily in numerical order. This is true whether using the 2- or 3-figure Cutter tables, or both together. By filing digit by digit, the publications will remain in alphabetical order by subject. Section 2 [ Top ] Selecting Cutter Words A. Basic Rule [ Top ] Cutter from the first significant word in the title which denotes the subject of the publication. In cases of doubt between terms, choose the term which comes first in the title. In the examples below, the words in bold letters have been chosen as the best Cutter words: Increasing the nutritive value of wood and forest products.... Report and recommendations on range conditions.... Pine reforestation task force report.... How the rural community fire protection program can help you.... Progress report on the cartographic activities of the U.S. ... Present and recommended U.S. Government research in sea-floor engineering.... Behavior and neurology of lizards Victims of rape The Cutter number is, perhaps, the most difficult part of the class to keep consistent, because its choice is a matter of individual judgement. In most cases a Cutter word selection is neither right nor wrong, but a matter of deciding which word is best for that particular publication in that particular class. When classifying a new publication that falls into a Cuttered class, first check the class under all possible Cutter words for similar publications. If none is found, use the following guidelines in selecting Cutter words. 1. Related Publications [ Top ] When a publication is bibliographically related to another publication, class using the same Cutter whenever possible. a) Sets With a Collective Title [ Top ] Multiple volumes in a set with a collective title should all be Cuttered under the same term from the collective title. b) Sets Without a Collective Title [ Top ] Multiple volumes in a set lacking a collective title may be kept together only when all titles are known and all titles share a common word. If all the titles are not known, do not try to keep the set together; instead, Cutter under the most appropriate word in each title. c) Related Publications in Different [ Top ] Classes Related publications in different classes, such as draft and final environmental impact statements, should be Cuttered under the same term. d) Foreign Language Editions [ Top ] A publication may be issued both in English and in one or more other languages. In order to keep these publications together, Cutter under an appropriate word in the English title. Keep this same Cutter number for the foreign language editions, and add a slash and the name of the language. See Chapter 4, Section 3F, below, for further details. e) Revised Editions [ Top ] If the publication being classified is a revised edition of an earlier publication, it should be Cuttered using the same word or letter as the original with the addition of /(date). f) Serials [ Top ] Serials should be removed from general classes when it is discovered that the title is being issued annually or more frequently, and separate classes should be assigned. (See Chapter 3.) When separate classes are established, Cutter numbers are not needed in the class. There are a few exceptions made in the boards, commissions, committees, and congressional classes, which do have Cutters in the class stems for serials. (See Chapter 5.) B. Stop Words [ Top ] 1. Words Common to the Federal Government [ Top ] Avoid Cuttering under terms common to the Federal Government, such as National, Federal, United States, Government, etc., unless absolutely necessary. Also avoid using terms such as symposium, workshop, report, etc. All of these words should be considered stop words. For example, in the following titles, Cutter under the words in bold letters: National climate program National estuarine sanctuary program Present and recommended U.S. Government research in sea-floor.... 4th international symposium on free radical stabilization.... 2. Words Common to the Name of the Agency [ Top ] Avoid Cuttering under words which are common to the agency, particularly words in the name of the agency. For example: forest Forest Service health Public Health Service labor Bureau of Labor Statistics wood Forest Service Cutter under the name of an agency only when it is the sole subject of the publication. 3. Catch Phrases [ Top ] When a title begins with a catch phrase, ignore the catch phrase. Cutter from the substantive part of the title which denotes the subject of the publication. For example: Fishing for compliments? Try sea fare from NOAA Paradise regained? Surface mining control and reclamation.... Of cats and rats: Studies of the neural basis of aggression. If the title consists entirely of a catch phrase, Cutter a word from the phrase. C. Cuttering Related Documents Covering the [ Top ] Same Geographic Area 1. Similar Subjects [ Top ] In classes where the subject matter is similar (i.e., draft environmental impact statements) Cutter from the first word of the geographic location. For example: Adam's Rib Ski area: draft environmental impact statement Draft environmental statement: Alsea Planning Unit Oil and gas lease applications of the Los Padres National Forest: draft environmental assessment 2. General Subjects [ Top ] In more general classes the geographic location should be weighed against the first subject term. Check the class for past practice. In case of doubt between a subject term and a geographic name, prefer the geographic term to Cutter, especially when the subject term is common to the class. For example: Gravity survey of Amargosa Desert area of Nevada Water-resources inventory, Antelope Valley The effects of decreased nutrient loading on the limnology of Diamond Lake, Oregon But: Formation and transport of oxidants along Gulf Coast... 3. National Parks, Forests, etc. [ Top ] Areas within national parks, forests, wilderness areas, etc., should be Cuttered under the name of the park, forest, etc. In cases of doubt concerning geographic terms, examine the class for past practice and try to follow the pattern if one has been established. 4. Personal Names [ Top ] When Cuttering a geographic term consisting of a proper personal name, base the Cutter on the first word in the name. For example: A 13.28:G 29 Forest Service map of the George Washington National Forest If, however, there is an established practice within a particular class of Cuttering from the last name, continue that practice to keep related publications together. For example: a pamphlet on the George Washington National Forest has been revised many times, and has been Cuttered under Washington: A 13.13:W 27 George Washington National Forest, 1958 A 13.13:W 27/969 George Washington National Forest, 1969 A 13.13:W 27/975 George Washington National Forest, 1975 When a later edition of the pamphlet is received, do not change the Cutter word to George. Assign the same Cutter as used previously, in order to keep the different editions together. 5. Maps [ Top ] Forest Service and other simple maps should be Cuttered using the name of the geographic area covered, i.e. country, state, national park, national forest, etc. Forest Service maps should be Cuttered under the first-named national forest depicted. If the map shows a particular trail, wilderness area, or feature within a forest, still Cutter under the name of the forest. This practice will collect all maps covering a single forest or park into a unified sequence in the shelf list and Monthly Catalog. To classify maps from the U.S. Geological Survey, Defense Mapping Agency, and National Ocean Service, see Chapter 6. D. Special Geographic Numbers [ Top ] 1. State Cutter Numbers [ Top ] State Cutter numbers have been devised so that each State will have its own distinctive number. Following are the Cutter numbers that should be used in all classes when a State name is being Cuttered: Alabama AL 1 B Alaska AL 1 S Arizona AR 4 I Arkansas AR 4 K California C 12 Colorado C 71 Connecticut C 76 D.C. D 63 Delaware D 37 Florida F 66 Georgia G 29 Guam G 93 Hawaii H 31 Idaho ID 1 Illinois IL 6 Indiana IN 2 Iowa IO 9 Kansas K 13 Kentucky K 41 Louisiana L 93 Maine M 28 Maryland M 36 Massachusetts M 38 Michigan M 58 Minnesota M 66 Mississippi M 69 I Missouri M 69 O Montana M 76 Nebraska N 27 Nevada N 41 New Hampshire N 42 H New Jersey N 42 J New Mexico N 42 M New York N 42 Y North Carolina N 81 C North Dakota N 81 D Ohio OH 3 Oklahoma OK 4 Oregon OR 4 Pennsylvania P 38 Puerto Rico P 96 R Rhode Island R 34 South Carolina SO 8 C South Dakota SO 8 D Tennessee T 25 Texas T 31 Utah UT 1 Vermont V 59 Virgin Islands V 81 I Virginia V 81 Washington W 27 West Virginia W 52 V Wisconsin W 75 Wyoming W 99 For Area Wage Surveys, a class stem is established for each state using the item number breakdown in Chapter 3. The publication is then Cuttered by the city within that state. For example: L 2.121/1:M 71/990 Area Wage Survey, Mobile, Alabama L 2.121/26:B 49/989 Area Wage Survey, Billings, Montana 2. Regional Numbers for FBIS and JPRS [ Top ] For both the Foreign Broadcast Information Service (FBIS) and the Joint Publications Research Service (JPRS), the class stems are the same for all the regions. The regional codes distinguish one from the other. For example: PREX 7.10:FBIS-AFR-91-106 (Africa) PREX 7.10:FBIS-SOV-90-237 (Soviet Union) PREX 7.13:JPRS-EER-90-141 (East Europe) PREX 7.13:JPRS-WEU-90-157 (West Europe) E. Cuttering Multi-Part Geographic Names [ Top ] A geographic name beginning with common terms such as Fort, Saint, Mount, San, etc., is Cuttered from the first word. The first letter of the second word is transcribed after the Cutter number. For example: Fort Washington: F 77 W San Diego: SA 5 D San Francisco: SA 5 F In the case of similar names, when the geographic name begins with common terms such as Fort, Saint, Mount, etc., more than one letter may be used after the Cutter number to keep the place names separate. For example: I 29.21:F 77 MA Fort Matansas National Monument, FL I 29.21:F 77 MC Fort McHenry National Monument, MD I 29.21:F 77 MO Fort Moultrie, SC If the words Saint, Mount, etc., are abbreviated on the publications, Cutter the words as if they were spelled out: St. would be Saint for Cuttering purposes. F. Cuttering Acronyms and Initialisms [ Top ] Acronyms and initialisms are Cuttered from the first word spelled out when the full form of the acronym is known or is stated in the publication. For example: M 59 MCRL (Master Cross Reference List) C 73 CETA (Comprehensive Employment Training Act) If the words the letters represent cannot easily be determined, Cutter from the initials as they appear on the publication or choose another term when possible. For example: C 33 CENTAC program (meaning unknown) Section 3 [ Top ] Additions to Book Numbers The following guidelines cover additions to book numbers in general terms. Since many additions are specific to situations arising in series and serials classes, see Chapter 3 for a detailed discussion of additions to book numbers in these classes. See also Chapter 2, Section 2, for guidelines on additions to book numbers for special types of publications, such as change sheets, supplements, indexes, electronic products, etc. Additions to book numbers normally consist of numbers. When a word or abbreviation is added, it is written in upper case letters, following the policy of capitalization of all letters in the class number. Any slash numbers added to the Cutters are filed numerically. A. Slash Numbers [ Top ] When the same Cutter number is assigned to several publications within a class, the publications are differentiated from one another by slash numbers. Slash numbers are sometimes called superior numbers, because formerly they appeared above the preceding number: C 422. These numbers are added in sequence as publications are received. The first publication will bear only the Cutter number such as C 42. As other publications with other titles are received, they will be classed C 42/2, C 42/3, etc. If there are large numbers of publications within a class Cuttered under the same term, try to find a more distinctive Cutter word. If the same Cutter number is being applied to different subjects, consider using the 3-figure table for a finer breakdown. B. Dates for Revised Editions [ Top ] Current policy limits the use of dates to indicate new editions. This policy supersedes the past practice of using the date in a Cuttered class when it was part of the title of a monographic publication. Prior to 1985, the policy for revised publications identified by volume and number was to add a slash and the abbreviation REV. to the original class. For example: L 2.41/2:38/10/REV. This policy is also abolished. Since 1985, revised publications have been classed by adding a slash and the date to the class for the original edition. For example: L 2.41/2:38/10/991 If a publication is revised the same year as the original issue, it is assigned the class for the original, followed by a slash, the date, a dash, and a sequential number. For example: Soviet Union (map) PREX 3.10/4:SO 8 (original edition) PREX 3.10/4:SO 8/989 (revised edition, 1989) PREX 3.10/4:SO 8/989-2 (2nd revision for 1989) Adding 989-2 indicates that this is the 2nd edition issued in 1989. This practice conveys information not only about the publication being classed but also about a previous edition. Revisions are classified and filed as follows: 1. Corrected Copies of Numbered Volumes [ Top ] A revised publication issued with a volume and number printed on it is sometimes issued as a corrected copy. In that case, the class ends with a slash and the abbreviation CORR. C. Additions to Dates [ Top ] 1. Explanations of Numbers [ Top ] Sometimes a date is used in a book number, and another number, printed on the publication, is needed in the class. In these cases, add an explanatory word or abbreviation before the number and after the final slash. For example: PREX 3.10/4:SO 8/990/SH.2 Soviet Union (map), sheet 2 2. Punctuation [ Top ] Sometimes the date as written on the publication is not compatible with the Superintendent of Documents classification system and its punctuation. A good illustration of the problem is 1988/89 NEH Fellowship Programs. The class for the basic title is NF 3.2:F 33/11. A slash in the date after a Cutter number is not permitted, so the date as printed on the publication cannot be used. The slash in the printed date should be replaced by a dash. The correct class for this publication is: NF 3.2:F 33/11/988-89 D. Part Numbers, Chapter Numbers, Section [ Top ] Numbers, etc. Part, chapter, title, section, or other numbers may be needed at the end of classes for any type of publication. Usually the need will be apparent from the title and format of the publication. This type of number is added as necessary after a slash at the end of the class. Occasionally more than one of these designations may appear on a single publication. Caution should be exercised to avoid using more of these numbers in the class than are necessary to identify the individual publication. E. Volume Number and Date: Which Comes First? [ Top ] The question of whether to use the date or the volume number first arises frequently. Which is used first in the class depends on the publication and the meaning of the date and volume numbers in the class. 1. Volume Number Followed by Date [ Top ] Normally, when numbered volumes of a set are received, the volume number is added at the end of the class. As volumes are revised, the revision date is added after the volume number. In some sets the volumes may be used alone and are revised individually and irregularly. In these cases, also, the date should follow the volume number. For example: Defense integrated data system procedures manual D 7.6/4:D 26/V.4/986 Item identification, v. 4, revised 1986 D 7.6/4:D 26/V.9/985 Document identifier code input/output formation, v. 9, revised 1985 Using the date first for these volumes would make it difficult for users to discover the latest edition of the volume they wanted to use. The logical organization is to keep the set together by volume number. Filing by date would not keep the volumes in order unless they were all revised the same year. 2. Date Followed by Volume Number [ Top ] If the publication being classified is one of a set which reports on a year's activities, the date will come first, then the volume number. Each volume may cover a specific subject. The issuing agency may have divided a set into volumes only for convenience, because of the large quantity of material. Often the individual volumes lack specific titles. For example: S 1.1:951/V.5 Foreign relations of the United States, 1951; volume 5, The Near East and Africa. S 1.1:951/V.6 Foreign relations of the United States, 1951, volume 6, Asia and the Pacific. F. Language [ Top ] A foreign language publication is classified the same as the English edition, with a slash followed by the name of the language spelled out (or abbreviated if over 7 letters) at the end of the class. If the publication contains both English and another language, use a slash followed by the name of the language spelled out and -English attached at the end of the class. |