Contents

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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:

• Classification number
• Table G number
• Cutter number
• Workmark
• Volume or issue number
• Year of publication
• Supplement number
• Year of supplement

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

This 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.

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, as noted below. Disregard initial articles (see also AACR2 Appendix E).

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.

Keep the same cutter between editions of the same work, unless the main entry changes. Also keep the same cutter when the main entry is for a numbered conference unless the main entry changes.

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.

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.

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.

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

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.

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

4.1.7. Translations

For translations entered under author, cutter for author's name with a workmark taken from the original title (240) field.

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

4.1.8. Reprints

If NLM has the original title, use the same cutter and workmark as the original title. If NLM does not have 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. Imprint with Publication Date and Printing Dates

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

4.2.2. Translations

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

4.2.3. Questionable Dates

When the item has questionable dates in imprint, always use the earliest date 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 will have the same year in the call number followed by the volume number, regardless of the actual year of publication of the specific volume.

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

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.

Call numbers in individual analytic records:

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.

Serial issue number and date: v8 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

If all volumes are published in the same year, use that year in the call number.

If the multipart set is closed but the volumes are not published in the same year, do not use the year in the call number.

4.2.5.2.2. Open Multipart Items

No date is used in the call number for serial analytics which are open multipart items.

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.

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.

4.2.7. Reprints

Use the year of the original publication followed by the letter 'a' in the call number. Generally, the original publication date is cited in a note (500 field) or in 008 Date 2.

For the 2nd (or 3rd, etc.) reprint of the same original publication use 'b' (or 'c', etc.) after the original publication date 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. Do not use 'a' in this case.

4.2.8. Facsimiles

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

Use '1726F' in call number.

4.2.9. WZ 290

When using the call number WZ 290, use 'F' after the year of the original publication date in the call number, if the piece explicitly states it is a facsimile publication. For all other reprints, use 'a' after the year of original publication. In case of doubt, prefer 'a'.

If the date of original publication is unknown, use the current imprint date with no additions.

Use '1913F' in call number.

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4.3. Determining the Workmark

4.3.1. Lowercase Letter Workmark

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

Expand the workmark alphabetically with additional lowercase letters as needed.

Exception: Titles Begining with Arabic Numerals

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

4.3.2. Uppercase Letter Workmark

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

When the NLM Classifcation gives instructions to cutter by subject rather than main entry (e.g. biographies), an uppercase letter for the author main entry is used following the cutter number for an added entry as the subject. (Cf. Section 5.2 and 5.3).

4.3.3. Exception

Workmarks are not added for monographs entered and cuttered under title or uniform title main entry.

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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.

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5.2.2. Subject as Added Entry

If the subject is an added entry and the bibliographic record has a personal author main entry, use the capital letter workmark from the author main entry.

If the subject is an added entry and the bibliographic record has a title main entry, use the lowercase letter workmark from the title main entry.

5.3. Individual Biography (WZ 100)

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.

5.3.2. Biography

Cutter from the name of the biographee. Use an uppercase letter from the author main entry as the workmark. Note: If there is a conflict because that workmark has been used to represent another author main entry, add additional uppercase letters to the workmark until it is unique.

Here the work mark expanded to more than one uppercase letter because there is another biographical work on R.D. Laing written by Robert Boyer that is already cuttered as WZ 100 L187B.

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

5.4. Literary works and works about authors of literary works

If the appropriate LC class number from the P schedule represents the author of a literay work and the item in hand is by that author, then do not add a cutter for the name of the author. Cutter for the title of the work.

If the appropriate LC class number from the P schedule represents the author of a literary work and the item in hand is about the author, do add a cutter for the main entry of the work to the LC class number.

6. Special Cuttering Instructions

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Use an uppercase workmark for the main entry

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