Attachment 03 - Organization of the NAL Collection.docx

Attachment 1 Organization of the NAL Collection (03/2022)

1. General Collection

The general collection is organized by two classification systems known respectively as the NAL (National Agricultural Library) and LC (Library of Congress) systems. The NAL classes are located on the 8th through 12th floors. The LC classes are located primarily on 6th and 7th floors. Shelving begins on the northwest corner of each floor and proceeds in left to right reading order from the northwest corner to the northeast corner on the north side, from east to west in the center, and from southwest to southeast on the south side. The lowest numbers begin on the 12th Floor and proceed to the 11th floor, then to the 10th floor etc. A "Stacks Directory" showing location of classes by floor will be provided by the COR.

A. NAL Classification System and Call Numbers

The NAL classification system consists of whole numbers from 1 through 517. Each number corresponds with a subject, and, therefore, publications of related subjects are shelved together. The top line of the call number consists of one of these 517 numbers, possibly followed by one or two decimal numbers, for example: 1.9, 275.29, 450.8, etc. In these examples the 1, 275, and 450 are the classification numbers and the .9, .29, and .8 are subdivisions of that classification number. All materials are filed in numerical order first by the class number, then in decimal order by the decimal subdivision. Decimal filing is one digit at a time beginning with the first digit to the right of the decimal point. An illustration of this will be given below, following discussion of the second line of the call number.

1) Second Line of the Call Number (Cutter Number)

The second line of the call number is known as the Cutter number and consists of both alphabetic characters and numerals. This number is filed as a decimal number, and although NAL Cutter numbers do not display a decimal point, one is to assume that a decimal point precedes the number on the left: thus, A25 is to be read as if it were .A25; or Io9 is to be read as if it were .Io9.

2) Decimal Filing of Numbers

Decimal filing of numbers proceeds digit by digit or character by character beginning with the first digit to the right of the decimal point. Thus, in a collection of numbers, the subdivisions of the classification number or Cutter numbers would proceed as follows:

Correct Sequences for Decimal Filing (read left to right)

In the above examples in the first column, the sequence is determined by the first digit, thus all of the .1 numbers, then the .2 numbers, then the .3 numbers. Then by the second digit: this determines that .201 precedes .25 since the 0 is a lower number than the 5; likewise .315 precedes .38 because the 1 is lower than 8 in the second digit. In the second column all of the first characters are A; arrangement then proceeds to the second character or digit, then the third, etc. Persons who are not familiar with decimal filing would be tempted most commonly to file these numbers erroneously as follows:

Incorrect Sequences for Decimal Filing (read left to right)

The above errors are logical but still they are errors.

3) Third Line of the Call Number

The third line of NAL call numbers contains information in the form of a descriptive term or abbreviation, such as Copy 1, Copy 2, or Suppl. for Supplement, or Ed. 3 for Edition 3, or a date such as 1958. Items with third lines are filed in logical order; thus, copies are filed in numerical order, supplements follow the items supplemented, editions and dates are filed numerically or chronologically. If there is more than one supplement, then the supplements are also arranged numerically, as in Suppl. 1, Suppl. 2, Suppl. 3.

4) Series Filing Not Shown in Call Numbers

For many publications, issues or parts are published periodically. Commonly known as magazines, periodicals, or journals, in library collections they are referred to as Serials. The Serials category also includes newspapers, newsletters, some kinds of reports, many pamphlets, leaflets, and other publications. The common characteristic for these materials is that they are published in a series over time with each piece containing the series title, and some other identifier such as issue numbers, volume numbers, dates of issue, parts or subdivision numbers, etc. They may also have individual titles and authors. The most common arrangement of these is therefore by classification number, Cutter number, volume, issue, and date, in that order. Occasionally serials are further divided by parts or some internal sequence such as pages, or abstract numbers, etc. Those which are filed by date are normally filed by date of issue which may differ from date of publication or copyright. Generally, these numbers appear on the cover, sometimes on the spine, back cover, title page, contents page, or last page, etc.

B. LC Classification System and Call Numbers

The LC system differs from the NAL system in that it contains one or two alphabetical characters in front of the numerals in the classification number. These are filed strictly alphabetically and numerically and there is no limit to the numerical sequence. Thus, A1 to A infinity; AB1 to AB infinity; AC1 to AC infinity; and so forth through ZZ1 through ZZ infinity. Some numbers are assigned to subjects not used by NAL, or are reserved for future use and, therefore, are not present in our collections, such as the classes for music or military science, or are used very infrequently, as for art or literature.

1) Cutter Numbers in LC Call Numbers

Cutter numbers in LC call numbers file in the same decimal manner as for NAL call numbers. The difference which is apparent is that a decimal point always precedes these (and omission of them is an error), and that a second or third Cutter number may occur on the second or successive lines. Decimal numbers which subdivide the classification number may be written on the second line, with the first Cutter number on the third line and the second Cutter number on the fourth line. How these are written does not alter the filing sequence, which is digit by digit or character by character following the decimal point. Thus, the three examples following are interpreted in the same manner no matter which way they are written.

SB1258.4.U5U65

SB1258.4

.U5U65

SB1258

.4 .U5 .U65

The SB1258 is filed alphabetically and numerically and everything thereafter is filed decimally.

The last Cutter number in an LC call number may also be followed by descriptive information or abbreviations for supplements, editions, parts, dates, etc. Call numbers, for books especially, will include a date such as 1980 which is a clue to the user as to edition, date of publication, copyright date or other bibliographic characteristic which distinguishes it from another edition or version of the same work. Serials in LC call numbers are also filed in order by volume, issue, issue date, etc.

C. Formats with Special Call Numbers or Shelving Requirements

1) USDA Publications. An upper case or capital A in front of an NAL call number means the item is a USDA publication. A small or lower case a in front of an LC call number means the same thing. All USDA publications are shelved together in call number order on the 12th Floor.

2) “Juvenile” materials. A small or lower case "j" in front of an LC call number means the item was classed as a juvenile treatment of a subject; these are shelved on the 7th floor before other LC numbers.

3) Folio. Bound items exceeding 21 inches in height and 14 inches in width are classed as folios and shelved in the Folio shelving areas (on the 13th Floor for NAL classes and on the 6th Floor for LC classes.) Folio items may have "Fo" at the end of or below the call number. A green dot should be on the spine of the volume near the call number. Folios are shelved lying flat on their sides. Shelves should be adjusted as closely together as possible and the number of volumes placed on any shelf will be determined based on the size and weight of the volumes. Shelves on both sides of the range will be adjusted exactly the same so that the volumes can be supported by both shelves. All call numbers should face the same direction so that they all read the same way if possible.

4) Oversize. Items measuring 13-21 inches high and/or 10-14 inches deep are considered oversize and shelved in the Oversize shelving areas on the 13th and 6th Floors, respectively. Oversize items may have "Ov" at the end of or below the call number. A coral dot should be on the spine of the volume near the call number.

5) Newspapers. Unbound items printed on newsprint or similar in format and paper quality are shelved in the Newspaper area. Current issues of newspapers are unfolded or unrolled before shelving and shelved flat on the shelf with the earliest issue on the bottom and the latest on the top. Older issues are stored flat in boxes in the same shelving area. Newspapers may be flattened if necessary before shelving by carefully rolling the paper in the opposite direction or by using a flattener.

6) Maps. The word “Map” in the call number means the work is filed in the map cases.

7) Rare Books. The letter “R” in front of or above the call number means the work is in the Special Collections Secured Area.

8) Pamphlets. Pamphlets are stored in the vertical files on the 6th floor.

9) MLCM. MLCM refers to Minimum Level Cataloging Materials which are shelved on the 13th Floor.

10) Translations. Translations containing the abbreviation “Transl” at the beginning of the call number are shelved by accession number on the 13th floor.

11) Dissertations. Dissertations containing the abbreviation “Diss” at the beginning of the call number are shelved by accession number on the 13th floor.

12) Software. Software is shelved in cabinets in the Electronic Media shelving area on the 6th floor. One green and one yellow dot should be attached to the call number label on the folder and on each piece within the folder.

13) Aerial Photographs. Aerial photographs are shelved on the 13th floor. They are stored flat on the shelves in folders and are arranged alphabetically by state and county.

14) Audiovisuals The audiovisual genre for a specific item is defined in both the call number area (070 field in the OCLC record) and the physical description area (300 field) in the OCLC record. The contractor shall look at the 070 area first or at the label on the item to find out the overall genre of the item. The attached list defines and relates the genres and specific levels for the audiovisuals currently collected by NAL.

2. Reference Collection

Reference collection materials are shelved in the Main Reading Room. Cataloged materials are shelved by call number and uncataloged materials are shelved alphabetically by title. Items may be labeled “Reference,” “Directories,” or “USDA” dependent on the section of the Reference collection in which they are shelved.

3. Current Periodicals Collection

Titles are shelved alphabetically in the main NAL reading room. The publications are shelved by the title on the piece. Each word is considered in the shelving arrangement except for introductory articles ("the", "a", "an"). When a title begins with an acronym, for example FAO, it is shelved at the beginning of all titles beginning with the first letter. In a few instances, titles are shelved as they are cited in the literature rather than by the acronym, for example JAMA is filed under Journal of the American Medical Association.

4. Closed Collection

The Closed Collection consists of monographs and AV's. Audiovisuals, monographs and posters are shelved by unique Closed Collection shelf numbers. Material has not been added to this collection since October 1, 1985.

A. Closed Collection Shelf Numbers

Closed Collection shelf numbers are composed of one or two letters which designate the format of the material. These letters are followed by a dash (-) and an accession number of up to four digits. The format codes are as follows:

LD= film loops, small LV= videocassettes

Graphics (posters, kits, games, flipcharts, transparencies) are sometimes labeled "Graphics."

Examples of these shelf numbers may look like this: W-135, F-3129, LV-9574.

LC call numbers consist of the word(s) which describes the format followed by "No." and an accession number of one or more numbers. Example: Videocassette No. 15. The following words are used in the call numbers:

Slide Filmstrip Audiocassette Transparency Game Model Videocassette Kit Graphic Realia Motion Picture

B. Closed Collection (Food and Nutrition Collection (F&N)) Shelving Locations

1) Monographs, kits, games, film loops, videocassettes, audiocassettes, slides, filmstrips, and motion pictures and transparencies are shelved on the 13th floor.

2) Posters are shelved in tubes on the 12th floor.

3) Monographs are shelved by shelf numbers only.

4) Each format is separate from other formats. For example, all audiocassettes are grouped on the shelf together, beginning with the F&N Collection "A" numbers in their own order. These are immediately followed by audiocassettes with numbers that begin "Audiocassette No." in their own order.

5) F&N Posters are shelved in tube racks by tube number, immediately followed by posters shelved in the tube racks by the Graphics Number.

6) F&N kits, games and transparencies are shelved in separate format groups alphabetically by title.

5. Microforms Collection

The microforms collection consists primarily of microfiche and microfilm but also contains other forms of material. The microfilm collection is shelved on the 11th floor. The microfiche collection is on the 13th floor. There is an Access database finding aid to the microforms collection.

A. Microform Call Numbers

1) FICHE or FILM: The monographic items or complete sets to which nothing more will be added have been assigned call numbers beginning with the words FICHE or FILM followed by a number. These are filed sequentially in numeric order from FICHE-1, FICHE-2, FICHE-3, etc., through the last issued. The same rules follow for FILM numbers.

2) FICHE S or FILM S: Serials or sets which are still being published have been assigned call numbers beginning with the words FICHE or FILM followed by the letter "S", followed by a number. These are filed numerically within the FICHE S group, as FICHE S-1, FICHE S-2, FICHE S-3, etc., through the last issued; the FILM S groups follows the same guidelines. Space must be left in drawers or trays for future receipts in the "S" group or trays must be shifted when new trays are added to accommodate growth of active series.

3) NAL Call Numbers or LC Call Numbers: See detailed descriptions for general collection.

B. Microfiche Filing

1) Fiche is filed by call numbers following normal shelving rules (see General Collection above).

2) Within the call numbers they are filed by the fiche number. These are identifiers created by the publisher or filmer, or they correspond with entry numbers or accession numbers in bibliographies, indexes or abstracting services, etc. Fiche numbers may be strictly numeric or contain both alphabetic and numeric characters.

a. If the number consists of all numerals it is filed sequentially, in numeric order.

b. If a number is punctuated with periods or dashes, the item may either be filed separately or as a subdivision of the main number. Accurate determination of this distinction will ensure correct filing of these items. Periods may also be decimal points requiring decimal filing by each digit after the decimal.

c. Fiche numbers are frequently preceded by two numerals representing the year issued (85, 86 etc.), followed by the fiche number. These are to be separated into yearly groups and filed numerically within each yearly group. EX: 85-12345, 86-98765

d. Fiche numbers are frequently preceded by one or more alphabetic characters and these shall be alphabetized and filed numerically within each alphabetic group. EX: COM 45,845, COM 45,846

e. Where alphabetic characters or dates follow a number, these are interpreted as subdivisions of the number. Such subdivisions are filed in logical order. Other subdivisions may include volume or issue numbers, edition or supplement numbers, page numbers, or may indicate bibliographic, abstract, index or other numbers. Such numbers are filed in logical order within the fiche number group.

3) Within each fiche number or groups of fiche with the same number, the fiche are arranged by a sequence number, usually appearing as a statement such as: 1 of 2, 2 of 2; 1 of 95, 2 of 95, through 95 of 95. These statements usually appear on the header under the fiche number. They may also appear on the first or last frame of the fiche. Some large sets may also show the sequence number as a large numeral in the first frame, with an arrow in the last frame pointing to the next number in the sequence on which the pagination is continued. If such sequence numbers are omitted, multiple paged fiche may be arranged by the page number of the original. Page numbers are usually indicated in the header.

4) Some large collections of microfiche have their own peculiar filing characteristics; for example, fiche of the Food and Agriculture Organization of the United Nations, are issued in multiple languages, and a complete set is usually issued in English, French and Spanish. Some fiche are also issued in other languages, and the authority on what constitutes a complete set is the published bibliography (paper issues and annual cumulations on microfiche). Codes for the language, E, S, F, etc., appear after the fiche number, or in the heading or in the first frame of the fiche; other codes are used for bilingual documents (B) multilingual (M) etc. Care must be taken in filing these sets to keep languages separate. For example, a number having nine fiche in three languages, may be filed E1, E2, E3, F1, F2, F3, S1, S2, S3. Sometimes the set for one language is shorter than for another; completeness may be determined by checking the sequence in the first and last frames of each fiche. The final fiche shall have an "end" indication in the final frame. For example, the first fiche may indicate S1 in the first frame and have an arrow to S2 in the last frame; the second fiche S2 in the first frame and an arrow to S3 in the last frame; the third fiche, an S3 in the first frame and "end" with a frame or page number in the last frame. (If the last frame is a partial page of text, the frame number may be superimposed and the word "end" omitted.)