Call numbers

Call numbers are unique designations used to identify and locate materials in the library collection. "Call number" is synonymous with shelfmark for Folger purposes (we're trying always to use "call number" these days). See MARC 852 Location for fuller instructions on MARC encoding of all the elements relating to the location of an item. Call numbers are distinct from Accession numbers, but because many derive from six-digit accession numbers, they are easily confused. Changes to call numbers are best avoided, but will be made in exceptional circumstances. See List of call number changes for known updates.

Note that parenthetical shelf size designations like (folio), (flat), (size XS), etc. are considered call number suffixes rather than part of the call number itself, so it's okay to omit them from citations, exhibition labels, the physical item, etc. The suffix is not needed to disambiguate call numbers (unlike "copy 1" and "copy 2") and is subject to change as shelving heights and folder sizes change.

If the item is so imperfect as to be only a fragment, include the word "fragment" in the call number.

Preferred font

When making flags and box labels, prefer Palatino Linotype.

Capitalization, spacing, and punctuation

The examples below are authoritative.

Size designations

In 2023, the Folger adopted custom size divisions to maximize storage space. The size designations are not yet finalized, but for now we are referring to them internally as letters of the alphabet.

Open stacks

Size designation	Item height	Shelf height	Shelves per bay
A	Up to and including 23cm	10.25"	7
B	23.1cm-28cm	12.25"	6
C	28.1cm – 38cm	16.25"	5
Flats	38.1cm & up		will be stored in the vaults

Open Stacks multi-volume sets of varying heights

If a set includes volumes that fit a larger size category by less than 3 cm, shelve all volumes in the smaller size category.

If a set includes volumes that fit a larger size category by 3 cm or more, shelve all volumes in the larger size category (except in the case of Flats, where it's preferable to break up a set than to store them all in the vault).

Make an "Item Note (staff)" saying "Size designation reflects set" for any item assigned to a different size category than normal for its spine height.

Vaults

Size designation	item height	shelf height
A	Up to and including 12cm	22cm
B	12.1-20cm	30cm
C	20.1-30cm	40cm
D	30.1-40cm	50cm
E	40.1-50cm	60cm
F (Flats)	50.1 cm & up, plus any item whose housing cannot safely hold its weight upright on the shelf	flats

Before 2020, general shelving on Decks B and C was divided into three traditional library sizes: quarto (the default size), folio, and flat (not be confused with bibliographic format: folio, quarto, octavo, etc.).

• 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 an extra soft ("1" or "B") 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 Staedtler Mars™).

The Reading Room uses the location of the written call number on bound volumes as an additional check on its proper location (vault or open stacks). Having the call number (and the barcode and spine label, for open stacks books) in a consistent location enables staff to determine this information quickly. The information below applies whether a book is printed front-to-back (most of the Folger collection) or back-to-front: imagine a bound codex with the spine at left and the fore-edge at right. In vault books, the call number is written at the back of the book, preferably on the upper right corner of the rear endpapers. In open stacks books, the call number is written on the verso of the title page, or an equivalent page.

Omit the parenthetical size designation from the item itself (but do include it on flags).

Bound volumes and Broadsides

• 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 call number 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 call number for the whole book.
  • 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)
• Open stacks: title page verso, or an equivalent page (such as a colophon, other page with publication information, or a blank area several pages into the book if it is lacking both title page and publication information).

For unbound Art and Manuscripts see additional format-specific guidance below under Art and Manuscripts.

Archives

Policy in development. For now, if it has an accession number, add "Archives" after the accession number, and make the location code either "DeckC-Arch" (if it should not display in Hamnet, e.g. if it's a copy of a Folger publication being kept in reserve as a pristine object, with other copies available for circulation) or "Archives" (if it should display in Hamnet).

Art

Assign "ART" call numbers to vault material where the scholarly and/or aethetic value of the non-verbal content outweighs the importance of the verbal content. Exception: if the item is in STC, give it an STC call number.

Notes:

• Until 2000, any printed material with a title page automatically went to the book collection, even if it consisted only of a suite of engravings. In general, those with 6-digit call numbers only have preliminary accession-level records, and can instead be given ART Vol. call numbers when cataloged.
• When deciding whether or not an illustrated broadside gets an ART call number, consider the importance of the image in relation to the text (if the copy were damaged, removing all text, would it still be worth adding to the collection?) and the size of the item in relation to standard housing (if it's a little bit too big for a standard Art folder, but fits perfectly in a standard Broadside folder, give it a book call number).

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) using an extra soft ("1" or "B") pencil
• on the front, lower left corner of its folder using an extra hard ("4" or "2H" pencil)

If there are multiple items, write "item 1 of 4," etc., as necessary.

Generally, omit the parenthetical size from call numbers when using them on labels or publications. They're technically a "call number suffix" that isn't needed to distinguish one thing from another (unlike "copy 1" and "copy 2") and they're subject to change relatively frequently (something received on a mat gets removed from a mat; something gets housed temporarily in a (size M) folder because we're out of (size S), etc.)

Write call numbers as follows:

ART Vol. f255

ART Box a124 no.1

ART File s528a4 no.14

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.

When recording size-based call numbers in the holdings record, add the size designation in a subfield ‡m: 852 8 ‡b DeckB-Art ‡h ART 269197 ‡m (size M)

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 roller shelves): now closed

ART Flat b: ditto, but heavier (and therefore shelved below the "ART Flat a" volumes on roller shelves): now closed

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

ART Flat d: flat items requiring pass-through on compact shelving when spine-out one-depth shelving won't work (i.e. >14”)

ART Inv. 1004 ART Inv. numbers are pseudo-accession numbers that sometimes also act as call numbers, and can be associated with material in 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: artistically altered published quartos (usually extra-illustrated; sometimes drawings directly on the pages)

ART Vol. b: artistically altered published folios (usually extra-illustrated; sometimes drawings directly on the pages)

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.

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. See "Extra-illustrated books" for additional details.

Recon projects used different patterns for Ex.ill. call numbers, but because they are being replaced anyway, they are not being reformatted to match each other.

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

PN2598.G3 F5 copy 4 Ex. Ill., v.13, after p. 226

Audiovisual materials

AV materials receive sequential call numbers based on format. The collection includes about a dozen media formats, which are numbered separately. See the Digital shelflist (Folger staff only) for most recent call numbers.

The AV collection includes both stand-alone releases, and items included with a print publication (e.g., a facsimile of sheet music with a recording of the music). Note supplemental AV items in a 300 ‡e (you may include an additional 300 field instead if the AV item is an integral component of the manifestation), and add them as a distinct holding from the print item.

Example: print book accompanied by CD

852 0 ‡b DeckB-Mod ‡h ML172 ‡i .M85 2013 ‡m (folio)

852 8 ‡b DeckB-AV ‡h CD 560

[format prefix][space][sequential number]

Plain text	MARC encoding	On item label
DVD 331	852 8_ ǂb DeckB-AV ǂh DVD 331	DVD 331

Books

Uncataloged accessions

[Collection abbreviation, if any][space][6-digit accession number][space][size designation in parentheses, if other than quarto]

Plain text	MARC encoding	On flag
Simple uncataloged accession book
267544	852 8_ ǂb DeckC-Rare ǂh 267544	267544
261577 (folio)	852 8_ ǂb DeckC-Rare ǂh 261577 ǂm (folio)	261577 (folio)
Sh.Col. 267296 (folio)	852 8_ ǂb DeckC-Rare ǂh Sh.Col. 267296 ǂm (folio)	Sh.Col. 261577 (folio)
FAST ACC 271404	852 8_ ǂb DeckC-Rare ǂh FAST ACC 267296 ǂm (folio)	FAST ACC 261577 (folio)

FAST ACC call numbers

In 2019, Collections staff set up a fast accessioning (fast acc) process in order to work more efficiently through the accessioning backlog before the renovation project. FAST ACC call numbers take the form "FAST ACC [accession number]". These items may be assigned a new call number once they are more fully processed. However, the six-digit accession number is an identifier that is permanently attached to the item, so it will also be possible to find an item by accession number even if the call number changes.

Call numbers derived from accession number

On July 1, 1979, catalogers began to use call numbers derived from accession numbers for vault books other than STCs, Wings, Sh.Cols., and Incunabula. In other words, books that previously would have been given Library of Congress call numbers and the suffix "Cage" or "As.Col." at the time of cataloging would now be shelved in accession number order. (Later, Wings and Sh.Cols. also started to be shelved by accession number).

[Collection abbreviation, if any][space] [first three digits][hyphen][space][last three digits][size indication: q, f, or b]

Plain text	MARC encoding	On flag
Simple accession call number
159- 261f	852 8_ ǂb DeckC-Rare ǂh 159- 261f	159- 261f
Sammelband
259- 482q item 2 (current style)	852 8_ ǂb DeckC-Rare ǂh 259- 482q item 2	259- 482q
259- 482.2q (old style)	852 8_ ǂb DeckC-Rare ǂh 259- 482.2q	259- 482q
Shakespeare Collection folio
Sh.Col. 267- 296f	852 8_ ǂb DeckC-Rare ǂh Sh.Col. 267- 296f	Sh.Col. 267- 296f

Incunabula

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

The "Incunabula collection" includes all pre-1501 published texts except those that have an STC classification.

The "INC" number is almost always a "Stillwell number" (from Margaret Bingham Stillwell, Incunabula in American Libraries: A Second Census of Fifteenth-Century Books Owned in the United States, Mexico, and Canada (New York: Bibliographical Society of America, 1940), scanned and fully available as Record 001160753 in the Hathi Trust Digital Library). A small handful of recent acquisitions instead have a "Goff number" (from Frederick Richmond Goff, Incunabula in American libraries: A Third Census of Fifteenth-Century Books Recorded in North American Collections (New York: Bibliographical Society of America, 1964).

STC call numbers

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

If the item in hand is only a fragment (e.g. just a title page) add "fragment" after the copy number (or after the STC number, if there are no other copies in the collection). As of August 2016, this is being done retrospectively for previously-cataloged fragments.

N.B. STC call numbers assigned before the second edition of A Short-Title Catalogue of Books Printed in England, Scotland, & Ireland and of English Books Printed Abroad, 1475-1640 was published sometimes differ from the STC (2nd ed.) number. Sometimes this is because the second edition replaced the old number with a new one, and sometimes because the title in question was only in the second edition, not the first, so at the time of cataloging, Folger staff had to devise a pseudo-STC number (see STC and Wing call numbers for details). Systematic updating of Folger STC call numbers to match STC (2nd ed.) began in March 2016. See Ghost Busters: Eliminating non-existent STC numbers for Early English Books for more information.

Reconsidering this method

Plain text	MARC encoding	On flag
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

Classified Wings

["Wing" #][space]["item" #]["copy" #]["v."# (no space after period)][size designation]
"Classified Wings" refers to classification based on Wing number, now frozen. Update: as of December 2019, additional copies to classified Wings added from Possible Duplicates will receive Wing copy numbers. Other additional Wing copies will receive LC call numbers.

As of August 2016, if the item in hand is only a fragment (e.g. just a title page) the word "fragment" is being added retrospectively after the copy number (or after the Wing number, if there are no other copies in the collection).

N.B. Like STC call numbers, call numbers based on Wing number sometimes differ from the published Wing number. For example, all Fourth Folios are shelved under S2915 even though some are Wing (2nd ed.) S2916 and others are Wing (2nd ed.) S2917. Others were created by Folger catalogers for titles not in the first edition of Wing, and remain unchanged despite their appearance in the 2nd edition of Wing (see STC and Wing call numbers for details).

Plain text	MARC encoding	On flag
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

[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][Collection or office location, if any][Size designation in parentheses, if other than quarto]

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.

If the Folger acquires multiple copies of a book, generally designate the Open Stacks copy as "copy 1" unless otherwise directed.

Plain text	MARC encoding	On flag
One cutter number
PQ501.G4 1825 Cage	852 0_ ǂb DeckC-Rare ǂh PQ501 ǂi .G4 1825 Cage	PQ 501 G4 1825 Cage
Two cutter numbers
PN2598.G3 M7 1801 Cage	852 0_ ǂb DeckC-Rare ǂh PN2598.G3 ǂi M7 1801 Cage	PN 2598 G3 M7 1801 Cage
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.
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.
Copy number, office location, and size designation
QK41 .M49 1999 copy 2 Art Cur. (folio)	852 0_ ǂb DeckA-Art ǂh QK41 ǂi .M49 1999 copy 2 Art Cur. ǂm (folio)	QK 41 M49 1999 copy 2 Art Cur. (folio)
Volume number and size designation
Z117 .C65 1980 ǂm (folio)	852 0_ ǂb DeckB-Mod ǂh Z117 .C65 1980 ǂm (folio)	Z 117 C65 1980 v.2 (folio)
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

Common collection and office location suffixes for LC call numbers

Note: Location suffixes are the last element of the ‡i. See MARC 852 Location ‡b Sublocation or collection for full list.

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

Size designations for LC call numbers

Note: Size designations follow the ‡i in a ‡m

(folio)
(flat)

Sh.Misc.

Sh.Misc.[space][sequential number][space][(size designation)]

Plain text	MARC encoding	On flag
Sh.Misc. 2250 (flat)	852 8_ ǂb DeckC-Rare ǂh Sh.Misc. 2250 ǂm (flat)	Sh.Misc. 2250 (flat)

Electronic resources

On-line resources

When to apply	Plain text	MARC encoding
If offsite access requires a password or referrer URL that is not to be made public	Available offsite via https://request.folger.edu	8528_ $$aUS-DFo$$bEleRes$$hAvailable offsite via https://request.folger.edu
If offsite access is not available (or is only available to staff using the Folger VPN)	Available onsite only	8528_ $$aUS-DFo$$bEleRes$$hAvailable onsite only
If access requires no authentication	Freely available	8528_ $$aUS-DFo$$bEleRes$$Freely available

Physical media

It's unlikely we will acquire any additional electronic resources on physical media. The call number format for programs on CD-ROM is included for historic information. Note: "Electronic resources" in this context excludes Audiovisual materials stored in electronic form.

[format prefix][space][sequential number]

Plain text	MARC encoding	On item label
CD-ROM 21	8528_ $$aUS-DFo$$bDeckB-Page$$hCD-ROM 21	CD-ROM 21

Manuscripts

Outline of currently used call numbers

Call numbers in italics have not been added to since the 1950s, but remain as legacies.
Call numbers ending in "a" designate bound manuscripts smaller than ten inches.
Call numbers ending in "b" designate bound manuscripts taller or wider than ten inches.
Call numbers ending in "c" or "d" designate unbound material.

NOTE: Manuscript numbers are assigned based on both the housing of the manuscript and its size. For unbound manuscripts housed in standard folders, assign call numbers based on the size of the manuscript as detailed in this section. For manuscripts which are unbound but are housed in book-like containers (and are likely to be shelved upright, as opposed to shelved flat like folders), assign a call number based on the housing (e.g., a V.a. number instead of an X.c. number).

Pre-1701 manuscripts:

• C.c.1: papers of Jacob Tonson
• E.a. and E.b.: commonplace books, miscellanies, diaries, accounts, science
• F.c.: correspondence
• G.a., G.b., and G.c.: government, history, geography, topography, law, land-transfer, heraldry, genealogy
• H.a. and H.b.: non-dramatic literature
• J.a. and J.b.: drama, dramatists, stage
• K.a. and K.b.: church, religion, theology, clergy
• L.a., L.b., L.c., L.d., L.e., and L.f.: large collections (respectively: Bagot, Loseley, Newdigate, Bacon-Townsend, Ferrers of Tamworth, and E. Williams watermark collection)
• V.a. and V.b.: bound manuscripts
• X.c.: unbound correspondence
• X.d.: unbound non-correspondence
• Z.c.: deeds, arranged by county
• Z.d.: awkwardly-shaped manuscripts, smaller
• Z.e.: awkwardly-shaped manuscripts, larger

Post-1700 manuscripts:

• C.a., C.b., and C.c. (except C.c.1, see above): correspondence (late 18th century - 19th century)
• D.a. and D.b.: drama: plays, books about plays (non-Shakespeare) (18th century - 20th century)
• L.g.: Mrs. Garrick correspondence (18th century -19th century)
• M.a and M.b.: miscellanies, notebooks, commonplace books, accounts, lists, compilations (18th century -19th century)
• N.a. and N.b.: non-dramatic literary compositions, works on literature (18th century -19th century)
• S.a., S.b., and S.d.: Shakespeare (18th century - 20th century)
• T.a. and T.b.: theater, stage, actors, prompt-books, parts (18th century - 20th century)
• W.a. and W.b.: bound manuscripts, post-1700
• Y.c.: unbound correspondence, post-1700
• Y.d.: unbound non-correspondence, post-1700

Location of call number

As of 2014, call numbers should be placed:

• For unbound manuscripts, write the call number with an extra soft ("1" or "B") pencil on the recto, upper right, of the item
  • Write the call number on each individual loose sheet in the folder, and specify "1 of 2," etc. for multiple sheets that have the same call number.
  • Also write the number on the front cover, lower left, of the folder or envelope.

Y.c.123(7) [1 of 2]

Y.c.123(7) [2 of 2]

• For bound manuscripts, write the call number with an extra soft ("1" or "B") pencil on 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)

• For loose items within bound manuscripts, write "with" plus the call number on the loose piece (typically, front upper right corner, like a call number) so that if it falls out, we know where it came from. Add page number if appropriate and feasible.

with V.a.123

Older materials may have call numbers in different locations because of variations in processing guidelines.

Formulating manuscript call numbers

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

Y.c.7

(NB. "bound" means "shelved upright like a book" and "unbound" means "shelved in a standard four-flap folder in a box with other four-flap folders")

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)

Henderson W7:53 

(53rd playbill in box 7 of the Waverley playbills in the Henderson Collection)

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

Still to come

• other furniture
• tapestries
• etc.

External links

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