Cataloging Practices Manual [CPM-507]

Formatting Call Numbers


There are many different types of call numbers used in current cataloging and even more to be found from the recon of our manual catalog cards. It is important to code each call number correctly to ensure its proper indexing and retrieval in CLIO.


Call numbers and locations are input in the 852 field according to standard MARC format.

  1. 852 Indicators
    1. In the first indicator I1 position:
    2. The second indicator I2 position:


  2. Location: For the location subfield ‡b, if you are not sure how to code a particular location press [Ctrl + L] while in the field or go to: CU Location Codes (long list) | Obsolete Location List | Non-Displaying Location Code List.

  4. Call Numbers
    1. Acquisitions Call Numbers
      1. On-Order/In-process Copies--Orders and in-process copies that migrated from NOTIS will have an on-order in-process call number with indicators 80 and a textual call number.


        852 80 glx ‡h On Order
        852 80 glx ‡h In Process

        Orders that are created or received in Voyager will not have a call number and will have indicators 0_ [blank space].


        852 0_ ‡b glx

        The status will be retrieved from the acquisitions module and will display correctly in OPAC. To see the status from the cataloging module, open up the hierarchy [F12]. In-process copies created in Voyager will have "In process" coded in the 852 ‡g subfield.

    2. Fully-cataloged call numbers.
      1. Input the CLASS NUMBER (i.e. the portion of the call number up to the last cutter) into ‡h subfield
        1. Do not input a space between the class letter(s) and class number.

        2. Example:
          DC70 (LC)
          AA50 (Avery)

        3. If the LC call number has a double Cutter/double decimal, do not input a space between the class number and the double Cutter/double decimal.

        4. Example:
          ‡h SB612.U8 ‡i H6 1977
        5. If the LC or Avery/Fine Arts class number requires a date or other subdivision, e.g., symphony number, treaty date or census date, input a space before it.

        6. Example:
          ‡h HD5331.M72 1766 ‡i .P325 1988
        7. Do not input any spaces in Dewey class numbers.
        8. For other classification schemes, follow specific rules for that scheme.
      2. Input the BOOK NUMBER (i.e. the portion of the call number that begins with the last cutter) into ‡i. Input a space before the publication date in LC call numbers. Examples:
        ‡h TH16.E6 ‡i A5 1989
        ‡h 947.7T47 ‡i M79
  5. Examples
    1. LC Classification examples (shelving scheme 0)
    2. Note: Consult Subject Cataloging Manual--Shelflisting for additional examples and instructions. LC shelflisting policy should always be followed in the 050 field of bibliographic records. Local variations are coded in the MFHD 852 field.

      Type Example(s)
      Single Cutter ‡h E185 ‡i .E57 1986
      ‡h DK274 1968 ‡i .K3 1987
      ‡h KF4558 15th ‡i .G6 1974
      Double Cutter ‡h M1503.S74 ‡i D32 1975
      Triple Cutter ‡h G1844.23 .L3E3 ‡i R3 1978
      No Cutter ‡h BS275 ‡i 1962
      Long LC Cutter ‡h HB97.5 ‡i .K6976413 1982
      Law Classification ‡h KBD ‡i .W67 1988
      Music Library ‡h ML120.U5 ‡i S6 1945
      (add the decimal point before the 1st cutter even when not present on the card)
      Psychology Library ‡h BF11 ‡i .P78 1959
      (add the decimal point before the 1st cutter and add a leading 1 before the publication date even when not present on the card)
    3. Non-LC Classifications examples
      1. DEWEY CLASSIFICATION (shelving scheme 8)

        NOTE: Never input the initial D or L as found on the card.

        ‡h 812B32 ‡i H92
        ‡h 339.49 ‡i N8834
        ‡h 891.7T76 ‡i K76
        ‡h 808 EH ‡i V71m
      2. AVERY and FINE ARTS CLASSIFICATION (shelving scheme 8)

        Note: See also Size Designations.

        ‡h AA40 ‡i V83

        If the call number has more than one cutter input a space before the first cutter.

        ‡h AA1040 M9C8 ‡i B43
        ‡h AA723 N4 ‡i B5
        ‡h AA6750 B8 1901 ‡i Ar64
        Fine Arts
        ‡h ND239 H218 ‡i T98

        Certain Avery/Fine Arts call numbers require dates. If the call number has a date, input a space before the date.

        ‡h N29 ‡i Arabic 1972
        ‡h N29 ‡i Hebrew 1990a
        ‡h AA9010 ‡i An87 1972
      3. MICROFORMS (shelving scheme 8)

        NOTE: Also input appropriate material type designation (see Material Type list.)

        ‡h F ‡i a3247
        ‡h FX3 ‡i 123
        ‡h F015.43 ‡i D4821
        ‡h F ‡i 1202 Index
        ‡h FA10 ‡i NY-33

        Music Microforms

        ‡h MF1002
        ‡h MX32
      4. RARE BOOK NON-LC CALL NUMBERS (shelving scheme 8)

        NOTES: Always input the capital letter that introduces the call number.

        Also input appropriate ‡k for special collections (see list.)

        ‡h B016.091 ‡i G923
        ‡h B016.091F73 ‡i F734
        ‡h B812K759 ‡i L 1977
        ‡h D824C91 ‡i T (‡k DRAMLIBR)
        ‡h 1734A ‡i Es73 (‡k SELIGMAN)
        ‡h 511.01 1704 ‡i C53 (‡k SMITH)
        ‡h Z232.G75 1939 ‡i B814
        ‡h Z232.G63 ‡i B21 1927
        ‡h NC242.B46 1983 ‡i B64
      5. REFERENCE CALL NUMBERS (shelving scheme 8) used only by Butler Reference (CLIO loc ref)

        Always input R as the first segment of the call number.

        ‡h R317.3 ‡i Un3542
        ‡h R016.81988 ‡i C11
        ‡h R016.01 ‡i D759 Suppl. no.3
        ‡h R English Australian ‡i M961

        NOTE: Beginning July 2009, newly cataloged materials in all formats for Butler Reference (CLIO location ref and any of its sub-locations) are classed in LC. Newly received volumes for multi-volume works that are previously classed in the Reference call number will continue to be added to the already established Reference call number, but multi-volume works cataloged for the first time will be classified in LC.

      6. SCORES (shelving scheme 8)
        ‡h 61 As67 ‡i Sy6
        ‡h 91.7 M87 ‡i B2
        ‡h M66.11 ‡i M877 K.175 1969
        ‡h Serials ‡i K
        ‡‡ Periodicals ‡i M
        ‡h Ph. D. (mainly Fine Arts)

        ‡h rbx ‡k REF
        ‡h mus ‡i R

        NOTE: In the case of RBX, only a sublocation is used, without a call number; MUS uses only ‡h R.

        1. Precat
          NOTIS: ‡h ABC1234
          Voyager: ‡h 3MAY ‡i 56855 ‡x Precat
        2. Columbiana
          ‡h CN8 ‡i M522
          ‡h CA1 ‡i 1968
        3. Graphic Arts Serials
          ‡h Z1 ‡i B777
        4. SLS Reference
          ‡h 015 ‡i S96
          (do not transcribe LS found on the card)
        5. SNC-Soviet Nationalities Collection
          ‡h KAZA ‡i 02566
          ‡h GEOR ‡i 02221
        6. BMC DVDs
          ‡h DVD0001
          (sequential accession nos.)
        1. Work letter g
        2. LC classification numbers assigned by the Library of Congress (which appear in the bib. record in an 050 field with second indicator 0) are normally accepted at Columbia without any changes or additions.

          It is Columbia policy to add work letter g to all call numbers using LC classification that are not assigned by the Library of Congress on DLC copy. The work letter g should be coded only in the MFHD 852 field. This is done to avoid any possibility of duplicating an LC assigned call number. If the Subject Cataloging Manual--Shelflisting prescribes a different work letter, e.g., work letter z, the LC prescribed workletter takes precedence over the locally assigned workletter g.

          ‡h LD2594 ‡i .H37 1983g
          ‡h PJ8190.P3 ‡i B33 1970z (incomplete date, i.e. [197-?] in 260 ‡c)
          ‡h BS2840 ‡i F46 2006a (photocopy)

          Exception: older monographic call numbers that do not have a date at the end (usually assigned by catalogers before 1982) can be accepted without change if they appear in an 050 field with second indicator blank or zero. For all other call numbers without a date found in an 050 or an 090 fields, add both the appropriate date and the work letter g when entering the call number in the 852 field. In case of doubt, consult a supervisor.

          If the BIB shows:
          050 0_ ‡a HE6376.N5 ‡b G6
          260 __ ‡c 1949.

          then enter into the holdings:
          ‡h HE6376.N5 ‡i G6

          However, if the BIB shows:
          090 __ ‡a HE6376.N5 ‡b G6
          260 __ ‡c 1949.

          then enter into the holdings:
          ‡h HE6376.N5 ‡i G6 1949g

        3. Indexes, supplements, etc.
          ‡h QA406 ‡i .C4 1977 Suppl.2
          ‡h TH16.E6 ‡i A5 1974 Index
          ‡h 279.4 ‡i R324567 Index
          ‡h PG4673 ‡i .M78 subser.
        4. Volume numbers
          Use the caption term in the language of the publication. If a caption term is unavailable, use v.

          List of caption terms.

          ‡h PC4025 ‡i .A3 no.30:pt.3
          ‡h HV71 ‡i .P5 v.5-7
          ‡h BX71 ‡i .P5 v.8 etc. NOTE: do not enclose etc. in brackets.
          ‡h QA111 ‡i .P6 Ser.2 v.55:pt.2
          ‡h LA22.T67 ‡i B87 1969 v.1:pt.1
          ‡h 306.85 ‡i M78 no.57

        5. Size designations : see CPM605
        6. Rare books sublocations

          Sublocation Chart

          Input sublocation text, in capital letters, in ‡k after the location code e.g

          ‡b rbx ‡k MARY Q ‡h M8 ‡i F74
        7. Material type designation

          Material Type List

          Input the material type designation, in capital letters, in ‡k after location code, e.g.

          ‡b mrr ‡k MICFICHE ‡h FX3 ‡i 123

      Return to CPM Table of Contents

      last updated on 5 September, 2018 /{cls}