Call numbers--Copy cataloging

Non-usable call numbers

Following is a list, by no means exhaustive, of non-usable call numbers for push-button cataloging. As we accept call numbers from hundreds of libraries in different bibliographic utilities, we encounter local numbers and practices not followed by Stanford. The following represents what have been identified thus far as not acceptable. Therefore, when in doubt, always consult your supervisor rather than accept a questionable call number.

I. MARC fields:

055 Call numbers assigned in Canada
060 National Library of Medicine call number
070 National Agricultural Library call number
096 Locally assigned NLM-type call number
098 Other classification schemes


II. Call numbers: 
In all cases from the following chart, load the record for the copy found, then remove the loaded call number from Symphony (replacing with the format: XX(record ckey.1 [e.g., XX(7239874.1] ) and route to the Classification Unit for call number assignment.

AA This is a SUDOC # . Do not use as LC call number, even if found in 950.
HA37.1-HA37.9 Do not use. Local numbers used by the Yale Social Science Library.
JN30 Do not use. Local number used by Yale.
LD Do not use for for theses (dissertations). Acceptable for other monographs.
LT Use only for textbook materials.
N40.1, N44, NA44 Do not use. Local numbers used by National Gallery of Art.
NH Do not use. This classification for photography is no longer in the LC schedules.
NJ18 Do not use. A local number used by Yale for artists' biographies.
PH,PJ,PM,PO, PG3551-PG3800 Do not use. Local number used by Johns Hopkins for literature (e.g. PM for German literature, PH for French literature, and PO of English lit.).
PS8100-8599 Do not use. Canadian literature no. used by the National Library of Canada.
PZ Current LC practice, SUL does not use PZ call numbers for children's literature at all.
SUL does not use PZ1-4 for English fiction. Even if DCLC 050, do not accept.
Analytics Do not use an analytic call number (i.e., call number that ends with a volume designation, e.g. DA350.N35 no.33 or GN432.A7:4) for classed as separates materials.
Triple-cuttered no. Reject any triple cutter. e.g. PA3564 .P4Z9A47
"Z" class Bibliography: Do not accept non-Z call numbers for bibliographies. (e.g. a bibliography about art with a "N" call number assigned instead of a "Z" call number would not be acceptable). Idenitify a bibliography by the presence of: |vBibliography as a subject sub-division in a record's first 650 field.SUL assigns all bibliographies in the "Z" classification even though some libraries classify bibliographies according to subject.
  • 650/1:_0: Museums |v Bibliography
  • 650/2:_0: Museums |x History.

Books on libraries and publishing are correctly classified as Z.

4+ digits in the classification number Do not accept any classification number that has over four digits before a decimal.
3+ alpha characters in the classification number Do not accept most call numbers beginning with 3 or more letters. Exceptions are: DAW, DJK, and all K classifications (law) (example: KJV, KKC, etc.)
Decimal imbedded in the cutter Do not accept embedded decimals in cutters: N47 .B65.5 H7 1999 (the first cutter has an imbedded decimal point not acceptable.)

Unusual but acceptable call numbers

Letter in Cutter If a letter (upper or lower case) is at the beginning of a cutter, remove it.
If any letter is at the end of the cutter, remove it.
[e.g. JX1395.xP53 change to JX1395.P53;
DA350.B68M change to DA350.B68 ]
Letter after date If a letter follows a date at the end of call number, remove it.
  • Census type materials
  • Unknown publication date
  • Individual artist works and some literary works can have trailing letters.

Letter 'a' represents a photocopy, so is acceptable if the item is a photocopy.
Check with your supervisor if in doubt.

Imbedded numeral Okay to accept with the numeral is significant to the item.
[e.g. Call no. for a book entitled: Desert rats; the history of the 7th armoured Division, 1938-1945, by Verney, G. is D759.528 7th .V4]
Alternate call no. in 050 Alternate call numbers in the 050 field are input following the analytic call number, in the same field and beginning with a new |a.
Analytic call numbers and incomplete call numbers are not acceptable, even if they look complete.
[e.g. 050 HA1911.A3 no.123(not usable for a monograph record) |aHA4551.5 (not usable, incomplete)].
|aDT135.N8 S35 vol. 5, pt. 1, etc.(not usable for a monograph record) |aDT159.6.N83 (not useable, incomplete)

Call numbers requiring special attention

L classification numbers 
Materials ordered for shelving in Green Stacks whose call numbers are in the Library of Congress L classification scheme (Education) should be processed for Library EDUCATION (Cubberley) instead of Library GREEN. Green Library no longer houses L classification materials.

If a bibliographer decides to have related conferences shelved together, these conferences will receive a single call number with the only variation being the conference number or year (i.e. similar to analytics). Sometimes this treatment request will be noted in the order or on the approval slip.

Examples: Please class in conference call number: QE364.S55 (in field 940)
Shelve with 91, 92 QC150.C66 (on campus messenger flag, or on approval slip)

Use the base call number from previously cataloged conferences and assign an appropriate date when copy cataloging or recycling the piece. If the conference record has a 111 field, the date in the call number is not the publication date but the year of the conference which is in |d. This type of material should not be routed to the Classification unit. If the book in hand does not have a 111 field, continue to use the conference date in the call number if that has been the historical practice.

Derived original/simultaneous publications:

  • Copy found for simultaneous publication in Symphony 
    Use the same base call number but assign the correct date of publication (to make it unique). If SUL owns a simultaneous publication published in the same year as the book in hand, assign it the same call number but add a "b" to the end of the publication date.
  • Copy found for simultaneous publication in the utilities
    Use the same base call number but assign the correct date of publication (to make it unique). If the simultaneous publication was published in the same year as the book in hand, assign it the same call number but add a "b" to the end of the publication date. Books in these categories should either be cataloged or recycled by Monograph Receiving, and not routed to the Classification Unit.
  • Copy found for derived original in the utilities
    • Create a basic bibliographic record for the piece in hand using an auto generated call number.
    • Make a printout of the variant edition record found in the utilities
    • Write "DO" on the printout and insert into the piece
    • Place a grey "DO" flag into the piece
    • Route to the MDU unit in the 910 field
    • Place the item on the MC shelves so that they can deliver the item to MDU

Art Library Locked Stack designations 
There are three locked stack designations in Symphony for Art library. Therefore, when an item is destined for Art Locked Stacks one needs to determine which of the three locked stack locations should be assigned depending on the size outlined below:

Volumes up to 12 inches (up to 31 cm.) ARTLCKS
Volumes from 12 to 15 inches (31 through 38 cm.) ARTLCKM
Volumes over 15 inches (over 38 cm.) ARTLCKL


Size designation 
Materials in SUL are categorized by size and shelved accordingly to ensure efficient use of stack space. Three basic categories exist where size should be indicated in the call number: very large volumes, large volumes, and tiny volumes. The general guidelines apply to all libraries except Art Locked Stacks, Music, and Special Collections. (See special guidelines for these locations.)

  • Large volumes ("folios")
    • If a book is 30 cm. to 49 cm. in height or width, add the letter "F" to the end of the call number. e.g.,
      • HG4651|b.W56 1995 F (regular monograph call number: add the F after the date),
      • HF5006|b.S72 F|zno.1820 (analytic or serial call number: add the F before the |z data)
    • If a book is 50 cm. or over in height or width, add the letters "FF" to the end of the call number.
    • Music does not have a "FF" designation.
  • Small volumes ("tinies")
    • If a book is 15 cm. or less in height, add the letter "T" to the call number. (Width is not relevant for this size designation.)
    • Tinies for GREEN STACKS, SAL or SAL3 STACKS should be cataloged for GREEN LOCKED-STKS.
    • Tinies for non-GREEN STACKS locations should have a "T" added to the call number but the HOME LOCATION is unchanged.
    • MUSIC does not have a "T" designation.
  • Music Library:
    • For books that are 19 cm. or less (miniatures) add the letter "M" to the end of the call number.
    • If a book is 30 cm. to 49 cm. in height add the letter "F" to the end of the call number.
    • If a book is 25 cm. or more in width add the letter "F" to the end of the call number.
  • Analytics:
    • The analytic call number should not be altered in any way to conform to the size designation guidelines stated above.
    • Use the exact call number provided by the Serials Section or on the set record even if it does not reflect the correct size of the book in hand. [Exception: if the book in hand is 15 cm. or less and the call number does not have the "T" size designation, refer this problem to your supervisor.]

Publication year unknown
If the date in the 260 field is 199-? or 19--? [i.e. exact publication date is unknown]: Call number date: replace the dash(es) with "0(s)" [i.e. zero(s)] and add "Z" to the end of the date. Fixed fields: Dat_Tp = s and Date1 = 19uu or 199u (where the dash(es) are replaced with "u(s)")
When 260 has |c[199-?], use 1990z in call number.

Analytic call numbers containing "etc."
The practice of adding "etc." to an analytic call number has been discontinued. When encountering such a record in the Stanford catalog, do not follow past practices. Formulate the analytic call number for the item in hand according to current guidelines and notify Data Control to correct all call numbers containing "ETC."

CAM, Stanford University
Last updated: April 2, 2014