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Change in Folio Designation

To: Technical Services Staff
From: Steven Arakawa
Date: (Jan. 3 2008 issue date/ 02/22/2008 11:38 AM revision date)

Date: Thu, 03 Jan 2008 10:18:10 -0500

To: yulcat-l@mailman.yale.edu

From: Joan Swanekamp <joan.swanekamp@yale.edu>

Cc: christopher.killheffer@yale.edu, Marcia Romanansky <marcia.romanansky@yale.edu>

Subject: [Yulcat-l] Reminder: Change in Folio designation Jan. 2, 2008

For those who catalog for SML stacks, beginning Jan. 2, 2008 (when you return from the holiday recess), please begin to assign full LC call numbers to folio-size books that are currently assigned the first letter of the LC class followed by the accession number.

The change is one of the recommendations of the CMS Task Force on Shelflisting report, which was reviewed by CCC. The decision on the folio procedure follows additional discussion with Christopher Killheffer, Access Services. I sent out the following summary of the Jan. 1 change in late November to CMS & SML Acquisitions/Preparations & Circulation supervisors, which includes the rationale for the change: Chief points:

1. Folio or FolioSer will continue to be entered in 852 $k

2. Complete LC call number will be entered in 852 $h $i. This means that a folio with LC copy can be assigned a trailing X number, shelflisting of member copy folios in a physical shelflist will cease, shelf-ready profiles can be simplified, and online searching by class number will be facilitated for use in future versions of the catalog. (FYI for managers who don't catalog:the old practice is to assign the first letter only of the class number, followed by an accession number determined by checking the special shelflist in CMS; the number must be reserved by filing a temporary slip in the shelflist.)

3. In line with established practice, a $m Oversize will not be added at the end of folio call numbers.

4. There will be no change in practice for call numbers not using LC classification.

5. Adds to multiparts or serials cataloged according to the old practice should be added using the old number.

6. NonCMS staff who catalog for SML stacks, Bass & other locations that follow the old folio practice should begin using the new practice at the same time.

7. School and departmental libraries have always used the full LC call number with the $k Folio stamp; there will be no change in the established practice.

No significant problems are anticipated intershelving full folio numbers with call numbers using the old practice. In any case, intershelving will only need to continue for an interim period, since the long term decision is to transfer or catalog most folios to LSF, where items are arranged by barcode number.

Non-CMS supervisors should notify appropriate staff in their units if they are affected by this change.

Checklist for catalogers (forgive the repetition):

1. Applies only to SML stacks and any sublocations (including Bass) where the accession number practice was followed. The practice of filing a slip in the folio shelflist in CMS will cease Jan. 2 2008.

2. Applies only to call numbers with 852 first indicator 0--i.e., all LC classification numbers & NJ18. No change in Old Yale or any other local designation for oversize (852 first indicator 8).

3. In 852, continue to use $k Folio or $k FolioSer. Include date and (LC) as you would any regular size book. For cataloging copy with 050 00, trailing X  can be used. For cataloging copy with 050 _4, shelflist against Orbis if necessary. Do not use $m Oversize at the end of folio call numbers.

4. For locations that are already using Folio and full LC call number (e.g., school and departmental libraries where cataloging is performed by CMS), there is no change in practice.

5. If you are adding a volume to a folio set that was cataloged under the old procedure, use the old number; do not reclassify the set.

The following documents have been updated but should be applied only from Jan. 1. The first document has the most examples.

http://www.library.yale.edu/cataloging/Orbis2Manual/Oversize.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/orb2loc.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/mfhdexamples.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm

Steven Arakawa

PS: Other changes to shelflisting & cataloging policies and procedures will be announced in early 2008. Stay tuned.

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Contact: steven.arakawa@yale.edu
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