Handwritten Call Numbers

Call numbers are handwritten by a variety of staff in ALS, CAMS, and Local Processing. As of Spring 2007, we no longer pencil in call numbers on the verso of the title page, but staff in SerAcq do continue to handwrite labels for softbound pieces that don't go to Preservation Services for labelling. This is a guide for everyone to use.

What to Include | How and Where to Include It

What to Include

Base Call Number
In technical terms, the label should include only what is in the 852 $$h. This means that you do not write the call number prefix (e.g., CD-ROM, Atlas, Audio, Microfiche, etc.). Please note the following about Cutters and line breaks:

1. Each Cutter is written on a separate line.
2. A decimal point is written before each Cutter number.
3. Do not break the first part of the call number onto more than one line except at a decimal point. e.g., for HB31.S112, put HB31 on the first line and .S112 on the second line.

Examples:
  
         Label:  HB31           LB3012          QC312              HD4352
                 .S112          .K28            .A72               .M23
                 v.36           2002            2003/2004          v.339
                 2003           v.1                                no.17
                                pt.1                               2003
                                                                   Apr. 14


Item Description: v.36 (2003)   2002:v.1:pt.1   2003/2004         v.339:no.17 (2003:Apr. 14)        

Enumeration and Chronology
Levels of enumeration and chronology, together with their accompanying captions, are written at the bottom of the call number, in order. Using Aleph terms, this means you put Enum Level A first, then B, then, C, etc. as they appear in Tab 5 of the Item Record. Each level should be written on a separate line.

Neatness Counts
Remember that library staff and patrons have to read your handwriting. Please make it as legible as possible.

NISO Punctuation: No parentheses or colons
NISO standards for describing piece level holdings (i.e., the description field in the Item Record) do not apply to call number labels, whether they are handwritten or printed by Preservation Services. Years should never have parentheses around them on any call number label, and neither should colons be included. Note that the NISO standard applies only to LC and LC-like call numbers, not to Su Docs numbers or other classification schemes.

Numbers
Arabic numbers are used in place of Roman numerals provided the numbering pattern would not be obscured by the change.

How and Where to Include It

Ink and Pens

Always use black ink for labels. Use a pencil if you are writing directly on the piece (as in the verso of the title page).

Recommended pens
You want an ink that dries quickly, doesn't smudge, doesn't fade, and preferably resists water. Gel pens and roller ball pens generally do not meet these criteria. Some people have found that the Sharpie Ultra Fine (.3mm at the tip) works well, but others find the tip too large. Ball point pens are the most popular and seem to satisfy most needs; just be careful it doesn't smudge.

Placement

Hardbound Pieces

1. Spine labels will be produced and applied by Preservation Services.

Softbound Pieces

1. Spine or Cover
   1. Never write directly on the spine or the front cover; always use a label.
   2. Place the label on the spine of the piece whenever possible, about an inch up from the bottom.
   3. If it won't fit on the spine, put it in the lower left corner of the front cover.
   4. Either way, try not to obscure important information that is not also contained on the label.
   5. Rub down the label with a Teflon Folder to ensure complete adhesion to the piece.

Audio CDs, CD-ROMs, and DVDs

1. Disc: Do not mark the disc itself.
2. Jewel Case / Cover: Place the label on the front of the case (either a paper case or a plastic jewel case) in the upper left hand corner.
3. Booklet: For Music CDs, also label the upper left corner of the accompanying booklet.

Maps
It really varies depending on the map. If the map is a sheet map for Lindgren or Rotch, put the label in the lower right hand corner. A folded map for Humanities (usually a travel collection map) should have the label in the upper left hand corner. When in doubt, ask your supervisor before applying a label.

Microfiche
Do not mark the sheets of fiche themselves. Place the call number label in the upper left hand corner of the front of the fiche envelope (i.e., not on the back flap).

Videos
Videocassette labels should be placed on the top of the spine of the videocassette case. Adjust the placement so as not to cover the title of the video if possible. When in doubt, please ask your supervisor before applying a label.

Label Size and Stock

Size
There are no restrictions on the size of the label. Use one that is large enough to hold the text of the call number, and small enough to not leave extra white space. A common size seems to be 3/4 in. wide by 1 in. tall; if you use this size, it shouldn't be necessary to trim it down.

Adhesive / Backing
Foil backing is the preferred option, because the foil itself forms a barrier between the adhesive (which will stick to the piece itself) and the paper part of the label (where the ink will go). In this way, the adhesive and the ink never come in direct contact, and can't adversely affect each other.