Obsolete Procedure: Formatting Data in the LOC Field -- Harvard College Library Technical Services

Widener Library Cataloging Documentation

Classification CL/1996/7

Formatting Data in the LOC Field

BACKGROUND: The location field is used to store brief information specific to one particular holding of the bibliographic item. The location field also serves the function of linking item, o/p/r and holdings records to a bibliographic record. Whenever a holdings record, a linked item record or an o/p/r record is created, a linkage is automatically established. A location field must contain at least a holding unit code and a second indicator value.

PROCEDURES: The examples below are not intended to be exhaustive. Catalogers should consult the appropriate HOLLIS documentation for situations not addressed in this memo. In problem situations, catalogers should also examine the appearance of their work in the public catalog.

Indicators

1st Indicator:
Blank	No call number
1	Call number from or like 050
3	Call number from or like 086
4	Call number from or like 090
8	Call number from or like 098
9	Call number from or like 099
2nd Indicator:
o	Pre-order, suppress this location from public display
p	Preliminary (i.e., not considered cataloged for this unit; in some cases, materials have been sent to HD with the second indicator p in order to facilitate future record overlay from the utilities)
u	Cataloging in progress (no longer used)
c	Cataloged for this location
x	Suppress from public display
d	Location deleted
b	Cataloged in BMF (obsolete; must be changed)
q	LOC should be deleted but linkages exist

Call Number Examples

Widener

Harvard Depository

Government Documents and Non-Book Formats

Obsolete Practices

Multiple subfield b's were used to achieve correct formatting on cards. Current practice: LOC/1:8c: |i wid |b Phil 640.11 vol. 10

Current practice, in addition to eliminating superfluous subfield b's, is to record the word Microfiche in a subfield f, and the remaining data in a holdings record.

4. LOC/1:8c: |i doc |b Ind Doc 102.15 |h 1-8,1955-1962

Current practice for serials is to record the information given here in the |h field in a holdings record.

Subfields Following the Call Number

Subfield c:

Text before call no.

Subfield d:

Text after call number (displays in call number index)

Oversize Designation:

Monographs: F=31 cm. to 39 cm.; PF=40 cm. and above
Serials: F=29 cm. to 39 cm.; PF=40 cm. and above
Other values have been used for F and PF in the past; these should not be routinely changed.
Do not add |d F to the LOC when there is no call number.
The oversize designations F and PF should always be the last element of the call number written on the piece, even though they may not be the last elements in the LOC.

Holdings on more than one LOC:

Because subfield d is not repeatable, all appropriate information should be included in the order: oversize designation, followed by holdings, followed by other information.

LOC/1:8c: |i wid |b P331.12 |d F 1919-1921 |n Consult Circ. Desk for 1910-1918 located at Harvard Depository

Reclassed/Transferred/Lost/Rejected:

LOC/2:8x:|i wid |b US 1505.136 |d LOST 1/10/95

Subfield e:

Additional call number for serials

Subfield f:

Term designating physical format

LOC:8c: |i wid |b C 3618.41 |f Photocopy |x orig. rej. 9/96

Subfield g:

Special or temporary location - generates display constant: Consult ...

Subfield h:

Short holdings for multi-volume monograph or limited retention for serials (This subfield is repeatable) - generates display constant: Library has:

When using the LC classification, copies are designated Copy 1, Copy 2, etc.; in the Old Widener scheme, copies are designated Copy A, Copy B, etc. on the item record and piece.

Subfield j:

Circulation status linking note - generates display constant: Enter FIND hn ... for circulation information

Subfield k:

The subfield k is defined as the reporting subfield. The following are some common examples of |k used by the Department:

|k HDI (Harvard Depository Inc.) Used for items sent to Harvard Depository. The text is normally included within a macro and retained in the completed LOC.

|k WCSOS (Widener Cataloging Standing Order Stacks) Used on provisional records for materials received on series standing orders and not classed together (various) which are flagged for the stacks; should be deleted on fully cataloged records.

|k WCSOD (Widener Cataloging Standing Order Depository) Used on provisional records for materials received on series standing orders and not classed together (various) which are flagged for HD should be deleted on fully cataloged records.

|k WCAN (Widener Cataloging Analytic) Used on provisional records for serial analytics; should be deleted on fully cataloged records.

|k netwid (Network Widener) Used for computer network resources; should be retained in the completed LOC.

|k cpc (Conversion Project Cataloging) Used in shelflist conversion project. Now obsolete; should be deleted on fully cataloged records.

Subfield l:

Linking number for item acquired on another record

Subfield n:

Note for public display

|n Errata slip inserted.

Subfield s:

Provisional call number for uncataloged materials (also once used for HD barcode numbers) (Both practices now obsolete for Widener)

Subfield x:

Note not for public display

|x Stamp: Reference Book Does Not Circulate

Issued by the Executive Committee of the Cataloging Council.

Prepared by: B. Trumble

CL/1996/7

December 6, 1996

Replaces memo of 28 August 1992


Obsolete Procedure Provided Only as a Reference to Past Practice