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:

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

An alternate 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.

EXAMPLES: 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.

EXAMPLES: 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
T cells Cutter for T

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: Main entry word is Burger
Cutter entries: Burg 954
Burges 955
Use B954 for Burger

Keep the same cutter between editions of the same work, unless the main entry changes.

EXAMPLE: Title m.e. of first edition:
Cutter:		 Challenges of prostate cancer
C48
Title m.e. of second edition:
Cutter:		 Challenge of prostate cancer
C48
   
Title m.e. of first edition:
Cutter:		 Conceptual basis for rural nursing
C744
Title m.e. of second edition:
Cutter:		 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: Title m.e.: Intra-abdominal infections : prevention
Cutter: I61
Title m.e.: Intra-abdominal infections : treatment
Cutter: 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: Title m.e.: 1995 symposium on ...
Cutter: 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: Title m.e.: The E6 and E7 of ...
Cutter: E995

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

EXAMPLE: Title m.e.: VIIIth Meeting of ...
Cutter for "V": 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: Uniform title m.e. (130): Cahiers Laënnec
Title (245): L'insémination artificielle
Class number: WQ 208
Cutter: C132
Year: 1952

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

EXAMPLE: Uniform title m.e. (130): Canadiana
Title proper (245): Author entries for provincial ...
Class number: Z 695.1
Table G: G7
Cutter: 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: Author m.e. (100): Guy, de Chauliac, ca. 1300-1368
Uniform title (240): Chirurgia magna. Middle English
Title (245): An interpolated Middle English version of the anatomy ...
Class number: WZ 290
Cutter: G986c

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

EXAMPLE: Title main entry (130): Chen chiu hsueh. Japanese
Title (245): Shin Chugoku ...
Class number: WB 369
Cutter: C518

4.1.8. Reprints

If NLM owns the original title, use the same cutter and workmark as the original title. If NLM does not own 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. Publication Date and Printing Date Present

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

EXAMPLE: Imprint (260) field: ... 1977 (1979 printing)
Use "1977" in the call number

4.2.2. Translations

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

EXAMPLE: Title (245): Atlas of breast disease ... translated by ...
Imprint (260): 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: Imprint (260): New York : Wiley, [between 1973 and 1977]
Use "1973" 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 is assigned the same year in the call number followed by the volume number, regardless of the actual year of publication of the specific volume.

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

Class: WY 49 WY 49 WY 49
Cutter: S697d S697d S697d
Year: 1992 1992 1992
Volume: v.1 v.2 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.

EXAMPLE:
Call numbers in individual analytic records:

Class: W1 W1
Cutter: DR899B DR899B
Volume: v.80 v.85
Year: 1993 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.

EXAMPLE:Serial issue number and date: v.8 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

EXAMPLE:
The title to be shelflisted is a multipart item consisting of a two volume set where both volumes are published in 1994.
Class: W1
Cutter: ME9616J
Volume: v.24-25
Year: 1994
EXAMPLE:
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.
Class: W1
Cutter: DR899B
Volume: 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:
The title to be shelflisted is a serial analytic which is an open multipart item.

Class: W1
Cutter: ME9615K
Volume: 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: Class: W1
Cutter: AD716
Volume: 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: Title: Catalogue of nineteenth century Italian books (1801-1900)
Class: Z 2345
Cutter: C641
Year: 1801-1900

Title: AIDS (acquired immunodeficiency syndrome) : a bibliography from all fields of periodical literature, 1982-1986.
Class: ZWD 308
Cutter: A2875
Year: 1982-86

4.2.7. Reprints

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

EXAMPLE: Note (500): 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.

4.2.8. Facsimiles

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

EXAMPLE: Title (245): Diccionario de autoridades / Real Academia Espanola.
Imprint (260): Madrid : Gredos, 1979.
Note (500): Fascim. of the 1726 edition published by ...
Use "1726F" in call number. Class: WZ 290
Cutter: A167d
Year: 1726F

4.2.9. WZ 290

In WZ 290, reprints or facsimiles, always use "F" after the year of the original publication date in the call number.

EXAMPLE: Title (245): The philosophy of natural magic ... new foreword to 1974 edition by ...
Imprint (260): ... c1974
Note (500): Reprint of p. [5]-307 of the 1913 ed. published by ...
Use "1913F" in call number. Class: WZ 290
Cutter: A279p
Year: 1913F
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4.3. Determining the Workmark

4.3.1. Lowercase Letter

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

EXAMPLE: Main entry (100): Alken, Carl-Erich
Title (245): Urology, guide ...
Class number: WJ 100
Cutter: A415u
Year: 1982

Exception: Titles Begining with Arabic Numerals

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

EXAMPLE: Main entry (100): WHO Task Force on Environmental Health Criteria...
Title (245): 2, 4-dichlorophenoxyacetic acit (2-4-D)
Class number: WA 240
Cutter: W6273z
Year: 1989

When the item is entered under title and the title begins with an Arabic numeral, the cutter will be "Z999".

EXAMPLE: Main entry under title:
Title (245): 5-hydroxytryptamine-3 receptor antagonists
Class number: QV 126
Cutter: Z999
Year: 1994

4.3.2. Uppercase Letter

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

EXAMPLE: Main entry (100): Jackson, Allen
Title (245): Last stage of skin ...
Class number: WR 218
Cutter: J12L
Year: 1990

An uppercase letter from the author main entry is used as a workmark following a single cutter number for an added entry as the subject.

EXAMPLE: Main entry (100): Fenwick, John Ralph, 1761-1855
Title (245): Sketch of the professional life and ... of John Clark ...
Added entry (700): Clark, John, 1744-1805
Class number: WZ 100
Cutter: C591F
Year: 1806
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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 (Cleveland Clinic Foundation is the subject main entry):

Corporate m.e. (110): Cleveland Clinic Foundation.
Title (245): A new collection of publications and other documents relative to the Foundation.
Class: WB 24
Cutter: C635n
Year: 1938

5.2.2. Subject as Added Entry

EXAMPLE (Cleveland Clinic Foundation is the subject added entry):
Personal name m.e. (100): Rowland, Amy Farley.
Title (245): Historical sketch of the Cleveland Clinic Foundation / by Amy Rowland.
Subject added entry (610): Cleveland Clinic Foundation
Class: WB 24
Cutter: C635R
Year: 1940
EXAMPLE (Cleveland Clinic Foundation is the subject added entry):
Title m.e. (245): History of the Cleveland Clinic Foundation / edited by John Smith.
Subject a.e. (610: Cleveland Clinic Foundation
Class: WB 24
Cutter: C635h
Year: 1939

5.3. Individual Biography

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.

EXAMPLES: Personal name m.e. (100): Clinton, DeWitt
Title (245): My life as a ...
Class: WZ 100
Cutter: C6413
Year: 1970
Personal name m.e. (100): Clinton, De Witt
Title (245): Fifty years of my ...
Class: WZ 100
Cutter: C6413f
Year: 1965
Personal name m.e. (100): Clinton, De Witt
Title (245): Past, present and future of ...
Class: WZ 100
Cutter: C6413p
Year: 1973

5.3.2. Biography

Cutter from the name of the biographee. Use an uppercase letter from the author main entry as the workmark.

EXAMPLE: Personal name m.e. (100): Hosack, David
Title (245): Story of De Witt Clinton ...
Subject a.e. (600): Clinton, De Witt
Class: WZ 100
Cutter: C6413H

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

5.4. Table G

Table G is used to express geographical groupings for subjects in the NLM Classification. Catalogers will always provide the Table G number (to refer to the latest edition of this table, click on the underlined link). Following the Table G number, NLM uses the Cutter-Sanborn Three-Figure Author Table to determine a single cutter number from the main entry. The same shelflisting procedures apply here.

5.5. Cutter for Foreign Dissertations

Foreign dissertations are cuttered for the place where the institution granting the degree is located. A two digit number is assigned for those dissertations submitted to a medical school. A third digit is assigned for those submitted to the same parent institution's schools in other fields: 1 for dentistry, 2 for pharmacy, 3 for veterinary medicine, etc.

EXAMPLES (B24 is for Universidad de Barcelona's medical school):

W4
B24		 Universidad de Barcelona, School of Medicine dissertations
W4
B242		 Universidad de Barcelona, School of Pharmacy dissertations
W4
B243		 Universidad de Barcelona, School of Veterinary Medicine dissertations

6. Special Cuttering Instructions

Class. Number Special Instructions
QS 1 -- WZ 1
except W1
WB1		 Cutter from name of society
periodicals
Table G, then cutter from name of society
 
QS 24 -- WW 24
except WQ 24
WS 24		 Cutter from name of agency
Table G, then cutter from name of clinic, etc.
Table G, then cutter from name of institute
 
QS 524 Cutter from name of bank
 
QT 28, QV 28-WA 28, WZ 28
except QS 28
WB 28-WX 28		 Cutter from name of the museum, etc.
Table G, then cutter from name of museum
Table G, then cutter from name of hospital
 
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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Last reviewed: 01 May 2009
Last updated: 01 May 2009
First published: 01 January 2000
Metadata| Permanence level: Permanent: Stable Content
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