Procedure
Related Call Number Information:
Call Number Formatting OCLC and Millennium
Background
Millennium has two call number indexes: LC Call Number, and Other Call Number. Whether a call number falls into one index or the other depends on the MARC tag coded in the Call No. field of the Item Record. Call numbers will be indexed as LC Call Number if they are coded 090; they will be indexed as Other Call Number if they are coded 099.
Why Two Indexes are Needed
- Each unique call number scheme, or call number scheme with a different normalization rule, should reside alone in an index dedicated to its use. Storing call numbers that should have different normalization rules in the same index have implications for OPAC and Millennium searches and display: OPAC and staff browse display sorts and interfiling will fail to work as desired, and subject or form searches will not work as expected.
- The Statistical Call Number Table (SCAT table) is a powerful tool that is used to create statistical reports based on the call number index. In order for this table to work correctly, the index must contain only one type of call number scheme. The integrity of the SCAT table is entirely reliant on two things: 1) that the cataloger classifies the material correctly; and 2) that the cataloger assigns this classification number to the right index. Example of lines from an LC SCAT table (these are not representational, but manufactured for illustrative purposes only):
- M0000.0000 through MK9999.9999 Music Composition
- ML0000.0000 through MS9999.9999 Music Literature
Note that if all call numbers resided in the same index, any call number beginning “MICRO” would be incorrectly counted as part of music composition.
Changes to Volume Expression
- In GLADIS, a separate item (V/C + Call Number) was used to describe an analytic, in addition to the item attached to the set record. Volume enumeration was coded as part of the call number in analytic item records, but as part of the V/C in the set item record. This was done so that the call number in GLADIS, for both the set record and the analytic, would match what was on the actual piece.
Example:
| Set Record | Analytic Record |
|---|---|
| CALL: QK1.B3 | CALL: QK1.B3 v.300 |
| V/C: v.300 *urecd 790303 | V/C: *urecd 790303 |
- Millennium does not use separate item records for sets/analytics. Millennium uses one record that is linked to both bibliographic records.
Example:
Set Record Analytic Record
| Methods in molecular biology | Proteins | ||
| .b12864833 | .b13899983 .b13899983 | ||
| .i1352575x | |||
| c090 QH506|b.M45 | |||
| b B000687572 | |||
| v v.1 (1984) |
Item Record
For this reason, volume enumeration will now be expressed only in the v (volume) field in the item record, and not as part of the call number, except in cases where the item has been described primarily as its analytic part and is not linked to a set record. That is, the item record containing the volume enumeration is only linked to the analyzed bibliographic record and is not also linked to a larger set record and there is only one attached item (barring added copies). In GLADIS terms, this would mean that there is no “DUPBAR” barcode situation and there is only one piece described by the bibliographic record (added copies don’t count!)
Migration
Call numbers in GLADIS were exported as either a 090 or a 099 call number. 090 or 099 determination was based on an internal byte in GLADIS. which identified the call number as either LC or something else. Any LC number identified as such by this byte was output as 090, while everything else was output as 099. 099s were further delineated by use of a second indicator value based on the internal byte in GLADIS, which identified the call number scheme (see examples below).
Call numbers exported as 090 were indexed in the LC Call Number index. Call numbers exported as 099 (any indicators) were indexed in the Other Call Number index.
Items (V/C + Call Number) were exported from GLADIS, and loaded to Millennium, so that the set record items would load first and therefore be the primary item linked to both the set and analytic bibliographic records. This was done to be sure that the correct call number and volume information from the GLADIS item was picked.
Best Practice
It is key to remember that:
Millennium indexes call numbers from the Item Record, not the Bibliographic Record. Call numbers in the bibliographic record have no bearing on searching, display, indexing, or statistics gathering.
While call numbers in the bibliographic record are not necessary in Millennium, they can have potential uses for subsequent catalogers. Do not delete a valid 050 or 090 from the OCLC record being used for copy cataloging. When performing original cataloging or enhancing an existing Master Record, if it is possible to easily formulate a valid LC call number, add it to the Master Record, even if it is not needed for the item in hand being cataloged.
Item Record call numbers should be coded as 090 or 099 based on whether or not the “stem” of the call number (subfield a portion) is based on Library of Congress Classification. A local call number that is based on LC should still be coded 090 in the Item Record, even if the call number is not strictly LC.
Call numbers coded 099 should be “made-up” call numbers; they should be call numbers that are based on a scheme that is not Library of Congress (e.g., Rowell, Harvard-Yenching, or library-specific schemes such as those used by Water Resources Center Archives, the Bancroft Library manuscript collection, etc.).
When catalogers are assigning a 099 call number, they should code the second indicator as applicable. These second indicators provide a further means of identification, which may prove useful for data exchange or future reclassification or other database maintenance project purposes.
When creating items for sets (analyzed or not) or MVMs (analyzed or not), the volume enumeration should be entered into the item variable length field for volume, and not as part of the call number.
When creating an item described primarily as its analytic part (i.e., item is not linked to a set record and only one piece is described by the bibliographic record), the volume enumeration can be added as part of the call number.
Clean-Up
Call Numbers
There will be a small portion of call numbers that have been indexed incorrectly. This is a result of either incorrect formatting in GLADIS, and so the number was identified incorrectly and therefore exported incorrectly, or GLADIS interpreted the number incorrectly, and so the internal identification byte value was set incorrectly resulting in the call number being incorrectly output as 090 (when it should have been 099), or 099 (when it should have been 090). These call numbers will need to be re-tagged – re-tagging will allow the call number to be indexed correctly.
Example:
Migrated as:
- 090 // |aZ115Z.B99M58.PA8563.1972
Re-tagged post-migration as:
- 099 // |aZ115Z.B99M58.PA8563.1972
This value was identified by GLADIS as a LC call number, and so output as such. However, this number does not have a valid LC stem, so should be re-tagged as 099 with blank indicators.
Where it is possible, BadCat and the Library Systems Office will identify groups of these numbers, with the cooperation of branch units, for an automated fix. Where this cannot safely be done, the records will need to be re-tagged by hand. This can be done by self-cataloging or affiliated library units when they own the material. Otherwise, it can be done by BadCat staff. In either case, Library staff will be encouraged to communicate these errors to BadCat for analysis and resolution.
Volume Enumeration
There will also be a portion of set/analytic records where call numbers and/or volume enumeration fields were not migrated successfully. This happened in cases where a set record loaded before its analytic parts. In these cases, the records will need to be fixed on a one-by-one basis. This can be done by self-cataloging or affiliated library units where they own the material. Otherwise, it can be done by BadCat staff. In either case, Library staff will be encouraged to communicate these errors to BadCat for analysis and resolution.
Examples of 090 Item Record call numbers
Bibliographic records with call numbers assigned by Library of Congress, based on Library of Congress classification, or a locally-assigned LC-type call number:
- 090 // |aPS3612.U897|bS67 2007
- 090 // |aTD193|b.S28 1994
- 090 // |aTK7885.A1|bR46 2001
Bibliographic records with “local” call numbers based on Library of Congress classification (for the following call numbers it is inappropriate to enter a call number in the OCLC bibliographic record; enter in the item record only):
- 090 // |aPS3562.A42|b.Z99.W557 1985
(Call number is based on LC classification for literary author, but call number as a whole is local (for a Bancroft collection))
- 090 // |aZ4.A1|b.H58
(Call number is based on LC classification for books (general works))
- 090 // |aF869.S3.1|b.S322 1949
(Bancroft’s “expanded F” classification)
- 090 // |aDC141|b.F7 no.6000
(Call number is based on LC classification for French revolution; analyzed pamphlet part of collection, not linked to set record)
- 090 // |aZ232|b.T155 no.125
(Call number is based on LC classification for individual printers; analyzed item part of collection, not linked to set record)
Examples of 099 Item Record call numbers
Bibliographic records with a local free-text call number. All of the following should be coded as 099 in Millennium item records. The entire call number goes in subfield a. Other Call Numbers were exported from GLADIS in field tag 099, with the second indicator set indicating to which scheme it belongs.
To set the second indicator via batchloading from OCLC, enter the indicator value in 949 subfield z following the MARC tag designation and a single space (e.g., |z099 1 |a4341.5230; |z099 8 |aDVD 1268).
Note: If a call number is not tagged 099—that is, if it is tagged 090 or if the tag designation is left blank—the call number will default to the LC Call Number index.
No Distinction
- 099 // |aVF 08525 (ITSL classification scheme)
- 099 // |aA37.A8 (BANC classification scheme)
- 099 // |aA3428 (IGSL classification scheme)
- 099 // |a1616-01-7560 (PFA classification scheme)
Harvard-Yenching
- 099 /1 |a4341.5230
- ?099 /1 |a9216.2402
Rowell
- 099 /2 |a781m S289
- 099 /2 |a779c R625
- ?099 /2 |a891.W211
MNEG/ANEG (for BNEG, see Other Alpha below)
- 099 /3 |a83-153
- ?099 /3 |a98-1
Other Numeric (string begins with a numeric)
- 099 /4 |a41.3 W-1
- 099 /4 |a308t 1985 948
- 099 /4 |a4591H
- ?099 /4 |a1-2-910/33
FILM
- 099 /5 |aFILM S366
- ?099 /5 |aFILM S348
MICRO–
- 099 /6 |aMICROFILM 31646 B362
- ?099 /6 |aMICROFICHE 30351
XMAC
- 099 /7 |aXMAC.O79.C66
- ?099 /7 |aXMAC B658 W25
Other Alpha (string begins with an alpha; includes BNEG)
- 099 /8 |aBANC PIC 1905.17500–ALB
- 099 /8 |aDVD 1268
- 099 /8 |aBANC MSS 2008/165
- 099 /8 |aARCH 2002-6
- 099 /8 |aMUSI CA1762
- 099 /8 |aNEWSFILM-1
- 099 /8 |aPRS.K555N43 1900
- 099 /8 |aTYP AA1.A1 1902m
- ?099 /8 |aBox 86:3 <em>[BNEG]</em>
TCP and IP
- 099 /9 |aX-8 Collection
- 099 /9 |aX480.P.E-247
- 099 /9 |aXM90.10130
- 099 /9 |aXZ2001.0304
- 099 /9 |aIP 02817
ILS Technical Processes Transitional Task Force
- Dana Jemison (chair), Data Control Unit
- Randal Brandt, Bancroft Library
- Jean Dickinson, Original Cataloging, Technical Services
- Ginny Moon, NRLF
- Mark Takaro, Institute of Governmental Studies Library
April 24, 2009; Revised September 25, 2009, October 16, 2009, March 15, 2010, June 28, 2011
Legacy Data
Author: Phil Youngholm
Approval Group: Cataloging and Metadata Council
Update Group: Cataloging & Metadata Council
Last updated date: 11/15/12
Archived Comments
Tue, 06/28/2011 – 10:41 — Mark Takaro
CMC generally felt that this document and its related one probably don’t need to be merged as they address different aspects of the call number formatting issue.