Call numbers

This article contains text copied from legacy files and may or may not reflect current information.

Call numbers are unique designations used to identify and locate physical materials in the library collection. It is synonymous with the term shelfmark. See MARC 852 Location for fuller instructions on MARC encoding of all the elements relating to the location of an item.

"Please consult Reading Room staff"

The boilerplate phrase "Please consult Reading Room staff" appears in Hamnet's Call number field any time the holdings record lacks the subfield "h" in the MARC 852 field. For long-held material, this is usually because of a data error. For recently-acquired material, this is usually because the material hasn't arrived yet, or is still "in process".

Hamnet label	Hamnet text	What it means
Location: Call Number: Order Information:	Deck C-Vault Please Consult Reading Room staff 1 Copy Ordered as of 11-13-2003	On order, but not yet received
Location: Call Number: Order Information:	Deck C-Vault Please Consult Reading Room staff 1 Copy Received as of 02-05-2004	Received, but not yet accessioned
Location: Call Number: Order Information: Status: Folger copy:	Deck C-Vault Please Consult Reading Room staff 1 Copy Received as of 01-05-2004 In process as of 02-05-2004 260146	Accessioned and on the 02/05/2004 Dispersal truck

Preferred font

When making flags and box labels, prefer Palatino Linotype.

Capitalization, spacing, and punctuation

The examples below are authoritative.

Size designations

General shelving on Decks B and C accommodate the following three sizes: quarto (the default size), folio, and flat (or broadside). These are stylized size designations which have nothing necessarily to do with the bibliographical formats of folio and quarto. Sizes are indicated either as part of the call number (for manuscripts and some art), the final letter of the call number (for accession books), or as a suffix to the call number (for some art and all other printed books).

• Quarto: up to and including 30 cm.
• Folio: 30.1 cm. - 50 cm.; oblong with width 23.1 cm. and up
• Flat: 50.1 cm. & up; any item whose housing cannot safely hold its weight upright on the shelf.

Writing the call number on the item

Write the call number in a soft (#1) pencil, making sure the point isn't so sharp that it would damage the paper. Do not erase old call numbers: instead, cross them out. If you make a mistake and need to erase, use a non-abrasive eraser (e.g., MagicRub™ or Staedtlar Mars™). The Reading Room uses the location of the written call number as an additional check on its proper location. In vault books, the call number is written at the back of the book; in open stacks books, the call number is written on the verso of the title page. See "Art" and "Manuscripts" sections for more specific information on those types of materials.

Bound volumes

• Vault: near the upper, outer edge of the inside back cover whenever possible. Otherwise, use any free space where the call number will be conspicuous and won't stress the spine, such as the upper, outer edge of the last page of the book. (Hint for remembering preferred location: needs to be a place that both right-handed and left-handed people can reach easily with a pencil, and needs to be a place that Reading Room staff can check against the flag and call slip without having to open it all the way)
  • When cataloging Sammelbands classified by STC or Wing number, write the corresponding number on the back of each work, in addition to writing the shelfmark for the whole volume at the back of the binding. Care must be taken to distinguish the bibliography number pertaining to a single work from the shelfmark for the whole book.
• Open stacks: title page verso

Unbound works on paper

• Broadsides: verso, upper right corner (i.e., "upper outer" if it were the back paste down of a book, to keep printed text procedure the same for bound and unbound)
• Manuscripts: verso, upper left corner (EB: need to check with Heather. This has varied over the years.)
• Prints and drawings: back side, lower left corner (i.e., where someone at the desk can easily check the call number by "turning the page" of the mylar insert a bit)

Art

Location of call numbers

Write the call number of an art item:

• on the back side, lower left corner of the item itself (usually a print or drawing)
• on the front, lower left corner of its folder

If there are multiple items, write "item 1 of 4," etc., as necessary. Use a soft (No. 1) pencil to write on the item, but a hard (No. 4) pencil to write on the folder.

Standard folder sizes

Size	Mylar dimensions	Exterior dimensions
XS	8 x 10-1/2 in.	8-1/2 x 11 in.
S	10-1/2 x 13-1/2 in.	11 x 14 in.
M	13-1/2 x 17-1/2 in.	14 x 18 in.
L	17-1/2 x 23-1/2 in.	18 x 24 in.
XL	22-1/2 x 27-1/8 in.	23 x 27-5/8 in.
XXL	no mylar	31 x 44 in.
XXXL	custom	custom

Rationale for folder sizes: intended to correspond with standard sizes of pull-out drawers, but dimensions of the drawers changed after initial design.

Uncataloged accessions

ART 252173 (realia) (no designation of whether it's Craven or not: that comes from the catalog record)

ART 241532 (size S) (for prints and drawings in the first room)

ART 246171 (framed) (for framed works; indication of where they're hanging will usually be in Hamnet, but not as part of the call number)

ART 123456 (poster) (for posters, stored rolled on Deck C, opposite the elevator)

ART 242177s (for prints in the Craven collection, in the second room, where the s, m, l, or xl at the end of the number indicates what size paper folder it's in)

ART 242306 (Craven size L) (for re-housed prints in the Craven collection, in the second room)

The distinction between ART xxxxxx and xxxxxx ART no longer applies (it used to indicate degree of cataloging, but that has been replaced by a code in the MARC record). Acc. number call numbers are being converted to ART xxxxxx plus a size designation as they come up.

Cataloged accessions

ART 241- 532 (size S) (for cataloged prints and drawings in the first room)

ART 268- 458 (realia)

Cutter-based call numbers

(For full list of ART Box and ART File Cutters for Shakespeare's works, see Shakespeare cutters for art)

ART Box C439.5 no.3 (size L)

ART Box D653.5 no.1 part 6 (size S)

ART Box J48 no.17 (restricted) (fragile item, not to be given out; digital image available. Shelved in lower right drawers of map cases on Deck C, opposite elevator)

ART File G241 no.2 (size XS)

ART File B621 no.2 PHOTO (size S)

ART File L847t1 C1 no.3 (size S)

ART File S528m5 no.3 copy 1 (size M)

ART File S899h2 no.27 part 10 PHOTO (size XS)

Other call numbers, alphabetically

ART Flat a26 no.3 (ART Flat will only ever be a, b, c, or d)

ART Flat a: volumes too big to store upright, but relatively lightweight (and therefore on upper shelves)

ART Flat b: ditto, but heavier (and therefore shelved below the "ART Flat a" volumes

ART Flat c: flat items requiring just one shelf-depth of compact shelving (i.e. <14")

ART Flat d: flat items requiring pass-through on compact shelving (i.e. >14”)

ART Inv. 1004 (a pseudo-accession number; could be any format)

ART Vol. b45 no.24 (ART Vol. will only ever be a, b, c, d, e, or f; always lower-case)

ART Vol. a: extra-illustrated quartos

ART Vol. b: extra-illustrated folios

ART Vol. c: unpublished art quartos (e.g. scrapbooks, photo albums, sketch books)

ART Vol. d: unpublished art folios (ditto)

ART Vol. e: published quartos cataloged as art (e.g. livres d'artiste, published books of plates, pictorial works)

ART Vol. f: published folios cataloged as art (ditto)

ART Vol. c91 no.6a (always a lower-case letter in the suffix)

Coin Env. 101

Figurine no.12

FPs5 (FP indicates a framed, or formerly framed, painting -- or what was formerly thought to be a painting. Sighhhhh. The letter following FP will only ever be a, b, m, or s)

Wood no.7

Ex.Ills.

Extra-illustrated (Note that Ex.ill. call numbers are being replaced as the items get cataloged and moved to their appropriate homes in the cage, art or manuscript collections)

PN2598.G3 F5 Ex.ill. copy 4 v.8 no.5

Books

Uncataloged accessions

[Collection name][space][6-digit accession number][space][size designation]

Plain text	MARC encoding	On item
Simple uncataloged accession book (now obsolete)
267544	852 8_ ǂb DeckC-Rare ǂh 267544	267544

Call numbers derived from accession number

[Collection name][first three digits][hyphen][space][last three digits, including decimal number for sammelbands][size indication (q, f, or b)]

Plain text	MARC encoding	On item
Simple accession call number
159- 261f	852 8_ ǂb DeckC-Rare ǂh 159- 261f	159- 261f
Sammelband
259- 482.2q	852 8_ ǂb DeckC-Rare ǂh 259- 482.2q	259- 482.2q
Shakespeare Collection folio sammelband
Sh.Col. 266- 326q	852 8_ ǂb DeckC-Rare ǂh Sh.Col. 267- 393.2 ǂm (folio)	Sh.Col. 266- 326q (folio)

STC call numbers

["STC" #][space]["copy" #]["item" #] [size designation]

Plain text	MARC encoding	On item
Simple STC
STC 22276	852 8_ ǂb DeckB-STC ǂh STC 22276	STC 22276
Folio STC
STC 23048 (folio)	852 8_ ǂb DeckB-STC ǂh STC 23048 ǂm (folio)	STC 23048 (folio)
STC bound with another STC
STC 3418 Bd.w. STC 3416 copy 2	852 8_ ǂb DeckB-STC ǂh STC 3418 Bd.w. STC 3415 copy 2	STC 3415 copy 2
STC 14751 copy 8 Bd.w. STC 26145 copy 2 (folio)	852 8_ ǂb DeckB-STC ǂh STC 14751 Bd.w. STC 26145 copy 2 ǂm (folio)	STC 26145 copy 2 (folio)
Wing bound with an STC
J319 copy 2 Bd.w. STC 21945	852 8_ ǂb DeckB-STC ǂh J319 copy 2 Bd.w. STC 21945	STC 21945
Non-STC or Wing item bound with an STC Note: Wing-era items not in Wing (and therefore without a Wing number) fall into this category
STC 21945 item 16	852 8_ ǂb DeckB-STC ǂh STC 21945 item 16	STC 21945

Cataloged Wings

["Wing" #][space]["item" #]["copy" #]["v."# (no space after period)][size designation]
"Cataloged Wings" refers to classification based on Wing number, now frozen.

Plain text	MARC encoding	On item
Simple cataloged Wing
J613.2	852 8_ ǂb DeckC-Rare ǂh J613.2	J613.2
Wing bound with another Cataloged Wing
H1049 copy 2 Bd.w. H1521	852 8_ ǂb DeckC-Rare ǂh H1049 copy 2 Bd.w. H1521	H1521
Non-STC or Wing item bound with a Cataloged Wing Note: Wing-era items not in Wing (and therefore without a Wing number) fall into this category
M417 item 11	852 8_ ǂb DeckC-Rare ǂh M417 item 11	M417

Library of Congress call numbers

• Vault materials: [Classification number (including first cutter number if there are two)][space][Item number (the rest of the call number up to and including the date)][space]["copy" #][space]["v."# (no space after period)][space][Location][space][Size designation]

• Modern materials: [Size designation][space][Classification number (including first cutter number if there are two)][space][Item number (the rest of the call number up to and including the date)][space]["copy" #][space]["v."# (no space after period)][space][Location]

For incomplete multi-volume sets, add the volume number to the call number. If the copy comprises only a fragment from one volume, include "fragment" in the call number.

Plain text	MARC encoding	On item
One cutter number
DA452.S7 1962	852 0_ ǂb DeckB-Mod ǂh DA452 ǂi .S7 1962	DA 452 S7 1962
Two cutter numbers with location
PN2598.G3 M7 1801 Cage	852 0_ ǂb DeckC-Rare ǂh PN2598.G3 ǂi M7 1801 Cage	PN 2598 G3 M7 1801 Cage
Size designation with copy number and location (Vault)
QK41.G4 1975 copy 2 Art Cur. (folio)	852 0_ ǂb DeckB-Art ǂh QK41 ǂi .G4 1975 copy 2 Art Cur. ǂm (folio)	QK 41 G4 1975 copy 2 Art Cur. (folio)
Size designation with copy number and location (Modern)
Folio PR2807.K43 2007	852 0_ ǂb DeckB-Mod ǂk Folio ǂh PR2807 ǂi .K43 2007	Folio PR 2807 K43 2007
LC-like Folger call number without cutter
PR2823 1821a copy 2 Sh.Col.	852 0_ ǂb DeckC-Rare ǂh PR2823 ǂi 1821a copy 2 Sh.Col.	PR 2823 1821 copy 2 Sh.Col.
Copy and volume number
PR2753.P47 1999 copy 2 v.3	852 0_ ǂb DeckB-Mod ǂh PR2753 ǂi .P47 1999 copy 2 v.3	PR 2753 P47 copy 2 v.3
Sammelband
PR1241.R6 v.10 item 3 Cage	852 0_ ǂb DeckC-Rare ǂh PR1241 ǂi .R6 v.10 item 3 Cage	PR 1241 R6 v.10 Cage
Incomplete multi-volume sets
PR2752 1714a copy 4 v.8 Sh.Col. Note: we have only v. 8 of this set	852 0_ ǂb DeckC-Rare ǂh PR2752 ǂi 1714a copy 4 v.8 Sh.Col.	PR 2752 1714a copy 4 v.8 Sh.Col.
PR2752 1714a copy 6 v.5 fragment Sh.Col. Note: copy 6 contains only one play out of several in one volume of this multi-volume set.	852 0_ ǂb DeckC-Rare ǂh PR2752 ǂi 1714a copy 6 v.5 fragment Sh.Col.	PR 2752 1714a copy 6 v.5 fragment Sh.Col.

Common location suffixes for LC call numbers Note: Location suffixes are the last element of the call number; encode them in ‡i.

Acq. Dept. 	
Art Cur. 	
Book Cur. 	
Cage 	
Cat. Dept. 
Cons. Lab	
Deck A Ref.
Ms. Cur. 	
R.R. 	
R.R. Balcony 	
Sh.Col. 	
Sh.Misc.

Manuscripts

Location of call number

As of 2014, call numbers should be placed:

• For unbound manuscripts, write the call number with a No. 1 pencil on the recto, upper right, of the item
  • If there are multiple items within a folder, write the call number on each one. Specify "item 1 of 2," etc, if necessary.
• For bound manuscripts, write the call number with a No. 1 pencil on the verso, upper right.

Older materials may have call numbers in different locations, due to temporary variations in processing guidelines.

Formulating manuscript call numbers

[Capital letter][Period][Lowercase letter][Period][Number]

Y.c.7

V.a: pre-1701 bound manuscripts, quarto

V.b: pre-1701 bound manuscripts, folio

W.a: post-1700 bound manuscripts, quarto

W.b: post-1700 bound manuscripts, folio

X.c: pre-1701 unbound correspondence

X.d: pre-1701 unbound non-correspondence

Y.c: post-1700 unbound correspondence

Y.d: post-1700 unbound non-correspondence

Z.c: deeds, arranged by county

Z.d: awkwardly-shaped MSS, smaller

Z.e: awkwardly-shaped MSS, larger

If parenthetical items follow, then
[Capital letter][Period][Lowercase letter][Period][Number][space][Left parenthesis][Number][Dash][Number][Right parenthesis]. Under current practice, only use parenthetical items for unbound materials (X.c, X.d, Y.c, Y.d, Z.c call numbers)

Y.c.7 (1-11) 

All volumes in multi-volume sets go under a single call number

W.a.273, v. 1-13

In some cases the page or folio number will also appear in the call number:

W.b.464, fol. 11
Y.d.121, fol. 14v
W.b.492, no. 39
W.a.168, after p. 350
W.b.472, p. 51
W.a.255, front endleaf
W.a.255, front endleaf 13v-14
W.a.255, back endleaf 2r 
V.b.66, section 3, fol. 1-2

And for multiple items after or before the page or folio number:

V.b.264, after p. 434 item 1
V.b.264, after p. 434 item 2

When 2 or more items on the same page are cataloged separately, add a letter to differentiate the call numbers:

W.b.467, fol. 48r (a)
W.b.467, fol. 48r (b) 

Multiple works bound together (one or more types of material, one of which is mss.) with distinct foliation/pagination (see Sammelbands)

V.a.593 item 1 

Comment: mss. item

V.a.593 item 2 

Comment: printed item

Single printed title interleaved or otherwise thoroughly integrated with significant manuscript content (to be used when the ms. content is significant enough that it warrants its own catalog record)

M.a.16 ǂm (printed content)
M.a.16 ǂm (ms. content)

ART Vol. d3-4 ǂm (pictorial content)
ART Vol. d3-4 ǂm (ms. content)

Promptbooks
[PROMPT][space][play abbreviation with initial capital][period][space][number]

PROMPT
2 Hen.IV
4 

 PROMPT Ham. 83 

Shelved in Manuscript Map Cases on Deck C

852 8_ ǂb DeckC-Rare ǂh X.d.85 ǂm Map case ǂj cs998 ǂx JFP 
852 8_ ǂb DeckC-Rare ǂh V.b.323 (1) ǂj MS Add 891 ǂx ly 198709
852 8_ ǂb DeckC-Rare ǂh V.b.323 (2) ǂm Map case ǂj MS Add 891 ǂx ly 198709 

Uncataloged manuscripts, pre-2005
Note: These call numbers are obsolete and were replaced with mss call numbers during the Mss Mellon Grant, 2007-2010.

MS Add 231

Special collections

Uncataloged accessions
The following goes in the 852 ǂh:

six-digit accession number preceded by "PLAYBILL" or "PROGRAM" or "SCRAPBOOK" as appropriate

Note: Playbills are single-page items; programs are multi-page items: don't be confused by programs with the series title "Playbill" or "Stagebill" -- they're still programs, not playbills.

Old call numbers

Furniture 4-1 

(non-collection furniture conserved by Bruce Schuettinger)

BILL Box G2 D84 1754-55, no. 1 

(loose playbill, listed in playbill card catalog)

BILL Vol. G2 D84 1801-02 

(bound volume of playbills, listed in playbill card catalog)

Scrp.Bk. B.9.1
Scrp.Bk. 254822

Still to come

• LPs
• cassette tapes
• reel-to-reel tapes
• DVDs
• films
• other furniture
• tapestries
• etc.

External links

• MARC format for bibliographic data
• MARC format for holdings data