852 Formatting for Government Document Numbers


To: DGI/Mudd Staff
From: Steven Arakawa
Date: (issue date/ 10/15/2008 11:00 AM revision date)

CONTENTS. SuDoc Numbers -- Canadian Gov Doc Numbers -- European Union Document Numbers -- UN Numbers -- LC Classification

SuDoc Numbers

852 first indicator is 3

852 second indicator is 0 for monographs, 1 for serials and multiparts

Location code entered in $b

Folio (if applicable) is entered in $k

Entire call number is entered in $h

Enter $x DGI <following $h>

Call Number:

Enter a space between a letter (or combined letters) and numbers unless there is intervening punctuation. EXCEPTION. Enter a space before the left parenthesis and after the right parenthesis unless there is adjacent punctuation. No spaces on either side of symbols, such as the ampersand (&) or the slash.

Convert any roman numerals to arabic numerals. Capitalize all letters.

Monograph examples:

852 3 0 ‡b muddgdcm ‡h GA 1.2:OB 3/3/TEXT ‡x DGI

852 3 0 ‡b muddgdcm ‡h A 1.10:B 68 x DGI

852 3 0 ‡b muddgdcm ‡h C 16.21/a:17 x DGI

852 3 0 ‡b muddgdcm ‡h D 5.317:616 (717-5) A x DGI

852 3 0 ‡b muddgdcm ‡h AE 2.106/3:26/pt.1 (sec.1.641-1.850)/990 x DGI

852 3 0 ‡b muddgdcm ‡h D 101.11:9-2330-363-14&P ‡x DGI

Serial Examples

Use 866 for volume holdings. First indicator 3, second indicator 1 <not 0>.

If indicators are left blank, the OPAC displays as received but not bound. Ordinarily indicators should never be blank, since DGI is working with the bound volume in hand.

For the variable field, use $8 0 $a

Use 868 for separately numbered indexes. Same indicators as 866.

Use 867 for supplements. Same indicators as 866.

With Folio in $k; use commas for gaps (if the volume is incomplete); use $z for public notes.

852 3 1 ‡b muddgdcb ‡k Folio ‡h I 1.116: ‡z No longer distributed in paper 5/2007 ‡x DGI
866 4 1 ‡8 0 ‡a v.1:no.1(1994:Oct.),
866 4 1 ‡8 0 ‡a v.2:no.1(1995:Jan.)-v.2:no.11(1995:Nov.),
866 4 1 ‡8 0 ‡a v.3:no.1(1996:Feb.)-v.3:no.7(1996:Oct.),
866 4 1 ‡8 0 ‡a v.4:no.7(1997:July/Aug)-v.4:no.9(1997:Nov.),
866 4 1 ‡8 0 ‡a v.5(1998)-v.7(2000)

If a cataloged serial lacks volume holdings, the volume holdings should be added in 866. In some cases, there will be an explicit note. The following example uses LC classification (first indicator 0). It is unlikely that DGI will encounter any uncataloged titles with LC classification, but clearly there will be titles cataloged with LCC that will require volume holdings.

GOVDOC MFHD without volume holdings

In the following example, the title is cataloged and identified as a serial (Leader Bibliographic Level is s; 310 Annual) but volumes were not recorded. DGI should record volume holdings based on physical items found on the shelf.

govdoc serial without vol holdings

Canadian Gov Document Numbers

Item may have "Canada" above the call number. Do not enter "Canada" in 852.

Canadian document numbers are entered in 086 in cataloging copy. (Do not use 055 numbers which are Canadian National Library classification)

Use first indicator 3 for Canadian government class numbers. According to the MARC format standards, the correct first indicator for Canadian government numbers is 8. However, GDC has made a local decision to use first indicator 3. If you are using the SuDoc call number hierarchy in preferences, it should not be changed when cataloging items with Canadian government numbers.

852 second indicator is 0 for single part monographs and 1 for serials and multipart monographs.

Enter the entire number in 852 $h; don't use $i. If the item is marked Folio above the number, enter Folio in $k.

As a rule of thumb, include all punctuation and leave no spaces within the number; don't consider the line breaks on the label as the equivalent of spaces. This appears to be current practice--older numbers used spaces but it is OK to follow current practice across the board. If there is a date at the end of the number, precede it with a slash even if there is no slash mark preceding the date on the label.

852 8 0 ‡b muddgdc ‡h PS38-5/2008 ‡x DGI

852 8 0 ‡b muddgdc ‡h En134-40/2007 ‡x DGI

Remember that serials will not have a date at the end, but lack of date at the end is not restricted to serials. The following number has been assigned to a monograph.

852 8 0 ‡b muddgdc ‡h CS81-582-GPE ‡x DGI

Another monograph example:

852 8 0 ‡b muddgdc ‡h XC49-39/1-01 ‡x DGI

EXCEPTION: If the document number ends with an issue/vol. number, separate it with a space preceding the caption but no space between the caption and the issue number. (The spacing between the caption & the vol. number has been applied inconsistently)

852 8 0 ‡b muddgdc ‡h CS1F1-0027 no.047 ‡x DGI

European Union Classification

852 first indicator is 8 <not 3> . The call number hierarchy in Voyager Preferences should be set for Other.

852 second indicator is 0 for monographs, 1 for serials and multiparts

Location code is entered in $b

Folio (if applicable) is entered in $k

Class letter(s) entered in $h

The remaining part of the call number is entered in $i. No spaces are entered in the remaining part of the call number.

Follow the capitalization on the item--EU class uses both capital and lower case letters. Enter $x DGI <following $h>

852 8 0 ‡b muddgdcb ‡h EC 1 ‡i .814:114 ‡x DGI

852 8 0 ‡b muddgdcb ‡h EC ‡i 11.2:De46 ‡x DGI

852 8 0 ‡b muddgdcb ‡h EC ‡i 11.2:C832/2 ‡x DGI

Serial Examples:

On the first volume label: EC EP M767:1964. Leave off the date, since it functions as a volume number. Replace the space between EP and M767: with a colon. Do not enter a colon following the initial class number (EC).

852 8 1 ‡b muddgdcb ‡h EC ‡i EP:M767: ‡x DGI
866 4 1 ‡8 0 ‡a 1964-1965

CAUTION: volume number can be a date, especially for annuals. Volume number should not be included as part of the call number.

852 8 1 ‡b muddgdcb ‡h EC ‡i 100.1/3:1999 ‡x DGI
866 4 1 ‡8 0 ‡a 1999

Some volumes are incomplete. Note that the volume numbering is by year, the issue number uses arabic numerals (the issue numbers should re-start at 1 at the beginning of each new volume/year). The Orbis record left out $i; the example has been corrected. Since the number of issues per year is unknown (no frequency given on the bib record), no comma after 1990:3 and 1993:3. On the other hand, since 1990:1 and 1992 are lacking, a comma is entered after 1989 and 1991.

852 8 1 ‡b muddgdcb ‡h EC‡i STAT/1:R181r ‡x DGI
866 4 1 ‡8 0 ‡a 1989,
866 4 1 ‡8 0 ‡a 1990:2-1990:3
866 4 1 ‡8 0 ‡a 1991,
866 4 1 ‡8 0 ‡a 1993:1-1993:3
866 4 1 ‡8 0 ‡a 1994:1-1994:2

Use 867 for supplements; enter public notes in $z

852 8 0 ‡b muddgdcb ‡h EC ‡i 100.1: ‡x DGI
866 4 1 ‡8 0 ‡a 1997-2006
867 4 1 ‡8 0 ‡a 2005 ‡z (Selected Issues)
867 4 1 ‡8 0 ‡a 2006 ‡z (Selected Issues)
867 4 1 ‡8 0 ‡a 2007

Use a comma for gaps:

852 8 0 ‡b muddgdcb ‡h EC ‡i 100.1/4: ‡x DGI
866 4 1 ‡8 0 ‡a 1997,
866 4 1 ‡8 0 ‡a 1999-2000

FYI: Divinity Library also uses EC as the initial class letters for some items in their collections. (lsfdivr, div, etc.)

UN Document Numbers

Do not transcribe UN above the the call number on the label.

The call number hierarchy in Voyager Preferences should be set for Other.

852 first indicator 8; second indicator 0 (single part monograph) or 1 (serial or multipart). Enter Folio in $k.

Formatting. If the call number is cited on the item, record it as it appears in $h; retain all punctuation. Insert spaces only if they appear on the citation. Prefer the formatting on the item to the formatting on the label. If the only source for the call number is the label, use a slash to represent line breaks.

Monograph examples.

On item: ST/ESA/STAT/SER.K/8/Add.1/Rev.1.

852 8 0 ‡b muddgdcb ‡h ST/ESA/STAT/SER.K/ 8/Add.1/Rev.1 ‡x DGI

On item: UNIFEM/Sud21 (in this case "UN" is part of the document number)

852 8 0 ‡b muddgdcb ‡h UNIFEM/Sud21 ‡x DGI

In the following example, the number appears on the item as ST/CS/SER.F/341. The cataloger inserted a space instead of a slash between F and 341. The example has been corrected to follow the guidelines.

852 8 0 ‡b muddgdcb ‡h ST/CS/SER.F/341‡x DGI

Serial examples.

852 8 1 ‡b muddgdcb ‡h UNICEF/PN/ ‡x DGI
866 4 1 ‡8 0 ‡a 1996-1998

852 8 1 ‡b muddgdcb ‡h UNICEF/Chall/ ‡x DGI
866 4 1 ‡8 0 ‡a no.1(2005:Sept.) -no.2(2006:Apr.)

In the following example, note that complete volumes are recorded by the year only; incomplete volumes are further subdivided by the issue number. If the issue number needs to be recorded, the chronological qualifier should ideally be at the same level of detail. Since the year is functioning as the primary designation, it is not necessary to repeat the year in the qualifier. (In the actual 866, the adder included the year in the qualifier; it has been removed in the example). Note that the serial is quarterly, so the number goes back to 1 after it reaches no. 4.

852 8 1 ‡b muddgdcb ‡h E/ICEF/FIRST/ ‡x DGI
866 4 1 ‡8 0 ‡a 1992
866 4 1 ‡8 0 ‡a 1993:no.1(Jan./Mar.)-1993:no.2(Apr./June),
866 4 1 ‡8 0 ‡a 1993:no.4(1993:Oct./Dec.)
866 4 1 ‡8 0 ‡a 1994,
866 4 1 ‡8 0 ‡a 1995:no.2(Apr./June),
866 4 1 ‡8 0 ‡a 1995:no.4(Oct./Dec.)-1996:no.1(Mar.)

LC Classification

The call number hierarchy in Voyager Preferences should be set for Library of Congress.

852 First indicator 0; second indicator 0 (single part monograph) or 1 (serial or multipart). Enter Folio in $k

Class number is usually separated from the Cutter number with a period. The class number is always entered in $h. If there is a single Cutter number, it is entered in $i (retain the period before the Cutter--earlier practice replaced the period with a space--it is not necessary to replace the space with a period if that practice was used in a MFHD, but follow the current practice when creating the MFHD). If there are 2 Cutter numbers, enter the class number and the first Cutter in $h, separate the class number from the first Cutter with a period; enter the second Cutter in $i.

Enter (LC) after all LC numbers.

852 0 0 ‡b muddgdcr ‡h J82 ‡i .D7 1979 (LC) ‡x DGI

Retain local oversize designation if on the label, but do not transcribe the + . If there is only a +, record $m Oversize but do not record +. If there is both + and Oversize, record only $m Oversize.

852 0 0 ‡b muddgdco ‡h JA34 ‡i P36 (LC) ‡m Oversize ‡x DGI

If the trailing X has been added to the call number, retain it; do not add the X if it is not present on the label. (Note that in this example, the first Cutter is in $h and the second Cutter is in $i. Note that a period separates the class number from the first Cutter. Note that a period is also used to extend the class number.

852 0 0 ‡b muddgdco ‡h JX1977.8.D6 ‡i H34X 1991 (LC) ‡m Oversize ‡x DGI

Serial example. The serial is monthly. Since the volume is incomplete, the issues held need to be recorded as well as the volume number. The chronological designator should be at the same detail level. If the volume was complete with all 12 issues, the 866 would be: v.1(1999)

852 0 1 ‡b muddgdcb ‡h JX1977 A1 ‡i I68 (LC) ‡x DGI
866 4 1 ‡8 0 ‡a v.1:no.1(1999:July)-v.1:no.5(1999:Dec.)


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