Books End-Processing: Call Numbers and Label Formatting

Owned by Michael Pasternak
Last updated: Dec 14, 2020


Houghton Library uses several types of classification systems for the collection. (Here's an overview of the Houghton Classification Schemes.) General guidelines for formatting classification numbers on routing slips, ownership labels, book tabs, and other materials are listed below. Information on formatting spine labels is provided at the bottom of the page.

 

Houghton Call Numbers

Certain classification numbers have a space between the letter/number designation, others do not, on routing slips, ownership labels, and book tabs.

AC95.V6695.Zz977c

Mus^345.12

Lowerre^56

IC7.G677.689d

Typ^755.104


In "named" Houghton and Old Widener classes, there is a space between the initial letters and the following numbers. The following examples list the classes most frequently used.

Bible^C.670

HEW^10.7.2

Horblit^TypPh^870.39.2998

Inc^ 6293

Keats^EC8.K2262.857ab

Lowell^AC9L9517918c

MS^Facs^102

STC^3742

Typ^970.99.1747 [includes ALL Typ classes, e.g. Typ Inc, TypTS, TypW]

Typ^970U.21.860

Ref^15.680

Wisdom^AC9.W8327.Ek983f

WKR^11.2.2

 

However, reference call numbers (like accession numbers) get a dash instead and are not separated on labels..

HRef-4530                       

f^Horblit^Ref-187

Transfer numbers get a space between the initial letters and the following numbers:

B^1819.5

BP^7.1.24

Heb^240.318.53

Ital^4337.97.15

Harvard Theatre Collection call numbers have a space between "TS" or “Thr” and the numeric part of the call number.

TS^679.9.10

There is a space after a call number and before a copy designation:

GC9.Sch598.891m^(B)

f^Typ^970G.49.680^(A)

There is a space between locations and call numbers on the label; locations are put on a separate line (left-justified) on tabs and cases:

HRR^Z236.R8^B675^2003     =     HRR Z236.R8^B675^2003

Lobby^XII.1.2^STC^7026   =          Lobby^XII.1.2 STC^7026

m^Typ^905.93.393^Miniatures^box^15,^sec.^6  =

m^Typ^905.93.393^Miniatures^box^15,^sec.^6   

PF^Cabinet^Typ^970.97.8098   =  PF^Cabinet Typ^970.97.8098       

POETRY*^PS3537.H27^I5^1960  = POETRY* PS3537.H27^I5^1960

Vault^IC8.M3197.815id  =   Vault IC8.M3197.815id

Library of Congress

Library of Congress classification numbers have NO space between the first letters and the first sequence of numbers. There ARE spaces between subsequent elements, which catalogers will designate accordingly on the routing slip. 

 PS3537.H27^I5^1960

Z236.R8^B675^2003

PN6120.2 .N59^2000b

GR725^.F65^ v.55

There is a space between a call number and volume/part number; there are no spaces between the "v" or "pt", the period, comma (if present), and the volume number. There is a space between multiple volume/part numbers. 

AC9.B4534.905^v.4

GC7.M9702V.1815^v.2,^pt.3


Size Designations

Size designations pertain to the height (and sometimes width) of a book. Certain preliminary lower-case letters are used before the first letter of the first element of the call number. When the height size of the book is not within 6 to 28 centimeters (top to bottom binding measurement) inclusively, then a size designation is applied to the call number.

 

               f (f AC7)      Used for folio books measuring more than 28 cm.

               m (m AC7)    Used for miniature books measuring less than 10 cm.

               p (p AC7)    Used for portfolio books measuring more than 46 cm.

               b           Used for small broadsides.

               bx         Used for items in non-standard boxes, e.g. postcards).

               g           Used for glazed items (i.e. framed under glass).

               pf          Used for large portfolios.

               pp         Used for large broadsides.

(horz)           Added at the end of the call number for items shelved flat.

               PF Cabinet   Used for items shelved in large metal flat file.

 

Previously, the size designation was placed at the end of the call number (e.g. FC8.G399.765F). That is no longer the policy. Before 2001, the size designation was placed between the asterisk and the first letter of the first element, thus: *fAC7.  Houghton practice was changed to conform to MARC21 coding practice and the HOLLIS OPAC display. Houghton no longer uses asterisks and there is a space between the size designation and the call number (e.g. f^AC7.D388.629).

SPINE LABEL CASCADING FORMAT

 

Since spine labels are vertically oriented instead of horizontally oriented, there are special rules for formatting call numbers on spine labels. These rules also apply to broadside labels. Refer to Appendix E for examples.

  1. Cascade all call numbers on spine labels and broadside labels, when possible. Flush left all information, including terms and size designations.

  2. Break up call numbers according to call number sections. Sections are broken at periods for Houghton Library designed call numbers. Library of Congress call numbers are broken after the first letters, then after the first set of numbers or letter/number combination, depending on the call number. Break before any date in a Library of Congress call number.

  3. Remove periods if they appear at the end of the line, but keep them if they appear at the beginning.

  4. Break before any volume designation but keep the volume designation on one line (v.4 not v./4).

  5. Place all size designations at the beginning of the call number and on their own lines.

  6. Place any stack or material terms at the end of the call number on its own line. These include “Use Restricted”, “Loose Material,” "MS Material", and “MANUSCRIPT.” Use 6 pt. font to keep these designations on one line of the label (without the quotation marks). 


Volume Designations 

Some items will have volume or part designations in the call number on the routing slip such as v.1 or pt. 4.  The designations may be used for multiple part book collections (e.g. The Collected Poems of Maya Angelou in 4 volumes) or by serial publications that issue new volumes at designated times (e.g. Art News published monthly). If they should be present and are lacking, consult with the cataloger to correct the issue.

  • Volumes should be typed "v.1" with no spaces in between (e.g. GC7.M9702V.1815^ v.2)

  • Volumes 1 through 3 included in one physical volume should be typed "v.1/3" (e.g. GC7.M9702V.1815^v.3/4)

  • Volumes 1 and 2 separately bound but cased together should be typed “v.1-2" (e.g. GC7.M9702V.1815^v.2-4)

  • Parts should be typed "pt.1" with no spaces in between (e.g. GC7.M9702V.1815^ pt.5)

  • Parts 1 through 5 in one physical volume should be typed “pt.1/5” (e.g. GC7.M9702V.1815^pt.7/9)

  • Parts 1 and 2 separately bound but cased together should be typed “pt.1-2" (e.g. GC7.M9702V.1815^pt.2-4)

Some materials have both a volume and part designation. The routing slip will contain both elements with a comma and space in between the two designations (e.g. GC7.M9702V.1815^v.1,^pt.1 or GC7.M9702V.1815^v.1,^pt.3-4)

 

Copy Designations

Sometimes, Houghton Library will have more than one copy of an item in a collection. Houghton Library designates each item with a capital letter designation in parentheses to differentiate them [e.g. (A)] This designation is placed at the very end of the classification number. Some examples are listed below.

  • GC7.M9702V.1815 v.2, pt.3 (A)

  • f Typ 970.99.1234 (B)

  • AC95.V6695.Zz867 (D)

 

Notes Designations

On occasion, the terms “LOOSE MATERIAL” or "USE RESTRICTED" will be present at the end of the call number on the routing slip. They are typed below the call number and flush with the call number in 6 pt. font on spine label.  Rarely, the note "MS Material" is present at the beginning of the call number on the routing slip. It is typed before the call number as is flush with the call number in 10 pt. font on spine labels. Also, in the case of some Ward music material, the term “Manuscript” is present at the beginning of the call number on the routing slip. It is typed before the call number as is flush with the call number in 10 pt. font on spine labels. Some examples are listed below.

  • GC7.M9702V.1815

Use Restricted

  • EC95.F8298.Q2007c

Loose Material

  • MS Material

M1500.D17 M3 1809 

  • Manuscript

M1500.G708 J8 1940