[Yulcat-l] Reminder: Change in Folio designation Jan. 2, 2008

[Joan Swanekamp]

For those who catalog for SML stacks, beginning Jan. 2, 2008 (when 
you return from the holiday recess), please begin to assign full LC 
call numbers to folio-size books that are currently assigned the 
first letter of the LC class followed by the accession number.

The change is one of the recommendations of the CMS Task Force on 
Shelflisting report, which was reviewed by CCC. The decision on the 
folio procedure follows additional discussion with Christopher 
Killheffer, Access Services. I sent out the following summary of the 
Jan. 1 change in late November to CMS & SML Acquisitions/Preparations 
& Circulation supervisors, which includes the rationale for the change:

Chief points:
1. Folio or FolioSer will continue to be entered in 852 $k
2. Complete LC call number will be entered in 852 $h $i. This means 
that a folio with LC copy can be assigned a trailing X number, 
shelflisting of member copy folios in a physical shelflist will 
cease, shelf-ready profiles can be simplified, and online searching 
by class number will be facilitated for use in future versions of the 
catalog. (FYI for managers who don't catalog:the old practice is to 
assign the first letter only of the class number, followed by an 
accession number determined by checking the special shelflist in CMS; 
the number must be reserved by filing a temporary slip in the shelflist.)
3. In line with established practice, a $m Oversize will not be added 
at the end of folio call numbers.
4. There will be no change in practice for call numbers not using LC 
classification.
5. Adds to multiparts or serials cataloged according to the old 
practice should be added using the old number.
6. NonCMS staff who catalog for SML stacks, Bass & other locations 
that follow the old folio practice should begin using the new 
practice at the same time.
7. School and departmental libraries have always used the full LC 
call number with the $k Folio stamp; there will be no change in the 
established practice.

No significant problems are anticipated intershelving full folio 
numbers with call numbers using the old practice. In any case, 
intershelving will only need to continue for an interim period, since 
the long term decision is to transfer or catalog most folios to LSF, 
where items are arranged by barcode number.

Non-CMS supervisors should notify appropriate staff in their units if 
they are affected by this change.

Checklist for catalogers (forgive the repetition):
1. Applies only to SML stacks and any sublocations (including Bass) 
where the accession number practice was followed. The practice of 
filing a slip in the folio shelflist in CMS will cease Jan. 2 2008.
2. Applies only to call numbers with 852 first indicator 0--i.e., all 
LC classification numbers & NJ18. No change in Old Yale or any other 
local designation for oversize (852 first indicator 8).
3. In 852, continue to use $k Folio or $k FolioSer. Include date and 
(LC) as you would any regular size book. For cataloging copy with 050 
00, trailing X  can be used. For cataloging copy with 050 _4, 
shelflist against Orbis if necessary. Do not use $m Oversize at the 
end of folio call numbers.
4. For locations that are already using Folio and full LC call number 
(e.g., school and departmental libraries where cataloging is 
performed by CMS), there is no change in practice.
5. If you are adding a volume to a folio set that was cataloged under 
the old procedure, use the old number; do not reclassify the set.

The following documents have been updated but should be applied only 
from Jan. 1. The first document has the most examples.

http://www.library.yale.edu/cataloging/Orbis2Manual/Oversize.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/orb2loc.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/mfhdexamples.htm

http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm

I will not be returning from vacation until January 14, so keep this 
message in your mailbox as a reminder.

happy holidays,
Steven Arakawa

PS: Other changes to shelflisting & cataloging policies and 
procedures will be announced in early 2008. Stay tuned.