General | Notes | Genre Terms | Special Types -- Pamphlets -- Serials -- Newspapers -- Periodicals -- Broadsides -- Maps -- Microforms -- CD-ROMs -- Electronic resources as accompanying material -- Bound-with volumes | Special Collections -- Budner Collection

General guidelines

·         Open the Voyager cataloging module and choose the location deg for cataloging.

·         When logging on to OCLC choose Deg as the session name. The OCLC symbol for DeGolyer Library is FKS.

·         For oversize books, oversize pamphlets, broadsides, and miniature books, insert a |k before the call number in the holdings record.


|k Folio


28-33 cm.

|k Folio-2

34-43 cm.

|k Folio-3

44-51 cm. For materials that can stand upright

|k Folio-4

52-68 cm. For materials that can stand upright

|k Folio-5

Flat storage for oversize materials that must lay flat

|k Folio-2B

Width is greater than height, and width is greater than 20 cm. and height up to 33 cm. (If  width is less than or equal to 20 cm. and the height is less than 28 cm., shelve with non-folios)

|k Folio-3B

Width is greater than height, and height greater than 33 cm.

|k Broadside

(1 page, printed on one side only)

|k Miniature

Miniature books, usually less than 10 cm.

|b deg,pams

|k Oversize

For pamphlets (location deg,pams) which are greater than 27 x 30 cm. (They will need to be placed in a larger folder)


 (Note: For oversize materials that go in the vault, there are only Folio, Folio-2 for material greater than 34 cm., and Folio-4 for material that must lie flat)



852:0 :

|b deg |k Folio-4 |h F799 |i .H47 1945

852:0 :

|b deg,vault |k Folio |h PS1306 |i .A1 1989

852:0 :

|b deg,pams |k Oversize |h NK5205.C65 |i C66 1997


·         Errata and laid-in material:


a)      Do not glue in errata slips that are laid in the book.


b)      In general, keep laid-in material with the item. Seller’s descriptions and research can be left in, but place items in Mylar if they are not acid free.


c)      If an errata slip is present, make a note of it in the record.


500:  :

|a Errata slip laid in.

500:  :

|a Includes errata.


·         If an item from a shelved separately collection is housed in another location such as the vault, the holdings record will have the location code of the collection, and the item record will indicate the permanent location in which it resides.

For example, a book from the Marcus collection is housed in the vault. On the holdings record:



|b deg,marc |k Folio-5 |h PR1850 |i 1896


On the item record, for the Permanent Location use deg,vault


·         Preparing items for end processing:

a)      Attach the barcode to the top of an acid free flag.

b)      Writing the call number on piece:

1)      For books and pamphlets, write the call number lightly in pencil, on the inside back cover near the spine, towards the top. If it is not possible to write it there, write it on a preceding blank leaf, or for pamphlets and folded sheets, on the back cover or last panel. For fragile materials, do not write call number on the piece if it will cause damage.

2)      For maps and broadsides, write the call number on the back.

3)      If there are numerous issues of a serial or pamphlets placed in a box, it is not necessary to write the call number on each one.




·         Limited edition notes:

                  In a 500 note, give the number of limited edition copies printed. In a 590   note, give the number of DeGolyer Library’s copy.


500:  :

|a Published in a limited edition of 300 copies, with the first 100 copies being signed and numbered.

590:  :

|a Library’s copy is no. 45.


·         Signed and inscribed by notes:    

                        In general, make a note of an item signed or inscribed by the author.


590:  :

|a Library’s copy signed by author.               [Signature only]

590:  :

|a Library’s copy inscribed by the author.    [Text plus signature]


·         Copy cataloging records may have copy specific notes entered in a 500 field with a |5 subfield that contains the code for the institution to which it applies.


500:  :

|a Library’s copy has ms. notes by author on endpapers. |5 DLC [code for Library of Congress]

500:  :

|a Plates 4, 5, and 10 are wanting. |5  CtY-BR  [code for Yale University]


Delete these notes if they do not apply to our copy.

There may also be a 7XX entry for collections, donors, or former owners. These also should be deleted from our record.


·         Gift notes:

                  See CIP documentation Gift/Donor notes


Use a consistent form when adding gift notes in a 590 field. For new collections, if the form of the note is not indicated on the flag, ask a cataloger. The form used on previous items in a collection can be found by doing a keyword search on variations of the name, and usually the word gift. The following forms have been used for these collections:



590:  :

|a Gift of: Doris A. and Lawrence H. Budner.

590:  :

|a Gift of: Ebby Halliday Acers.

590:  :

|a Gift of: Mr. and Mrs. Dan Ferguson.

590:  :

|a Gift of: Adrian H. Collyns.

590:  :

|a Gift of: Donald Gallup, 1986.

590:  :

|a From the collection of Stanley Marcus, former owner. Gift of Linda Marcus, 2003.


Genre terms


Add genre terms as necessary. Select terms from authorized appropriate thesauri.

Most frequently used are:



655: 7:

|a Cookbooks. |2  rbgenr

655: 7:

|a  Pop-up books. |2 aat



·         For pamphlets and ephemera promoting an area for settlement or for travel, add the following local genre term:


            Promotional literature |z [place] |y [date]. |2 local




655: 7

|a Promotional literature |z California |z Los Angeles |y 1935. |2 local



·         For photographically illustrated books, which are books that have actual photographs mounted as illustrations, add the following genre terms:


655: 7:

|a Book illustrations.|2  gmgpc

655: 7:

|a Photographs. |2 gmgpc


Also, add a 655 for the process of photographic printing, such as albumen, collotype, cyanotype, etc. Often the process is identified on the title page, under the image, or somewhere else in the book. If it is not found, ask the curator of photographs to identify the type.

655: 7:

|a Albumen prints.|2  gmgpc

655: 7:

|a Collotypes. |2 gmgpc


655: 7:

|a Cyanotypes.|2  gmgpc


Printing Dates

Frequently publications are issued in different printings.  Sometimes there is a change in the binding (paperback vs. hardback); other times, the only difference is in printing dates.  A new bib record is not created for a new printing.  Usually the printing date is given in field 260.  However, review the examples below to determine if the printing date should be added.  See LCRI 1.4G4.


1.  The first edition was published in 1986.  We own the first edition.  We are adding the 12th printing, 1990.


260:__: |c 1986.  (Do not add the printing date when we own the earlier ed.  Treat the 1990 printing as an add copy on the 1986 record.  Use 1986 in the call number date for the 1990 printing).


If the new printing is a paperback, and the ISBN is different than the edition we own, do add a separate 020 field for the paperback.


020:__: |a 4770017456 (pbk.)


2.  First edition was published in 1990.  We do not own the first edition.  We are adding the 5th printing, 1993.

(Use the record for the first edition, and add the printing date of the item in hand to |g)


260:__: |c 1990  |g (1993 printing)


3.  If the only OCLC record that can be found has the printing date and not the publication date, use that record, but edit the date subfields.


OCLC                     260:__: |c 1993.

CHANGE TO:                    |c 1990  |g  (1993 printing)


Special types of materials



Pamphlets are unbound printed items less than 100 pages, stapled or stitched together and usually having a paper cover. Place them in an acid-free folder with a barcode on the flag.


852:0 :

|b deg,pams |k Oversize |h NK5205.C65 |i C66 1997



For single issues of serials: in order to add bibliographic detail which might be of importance to the DeGolyer collection and that are particular to the volume or issue being cataloged, do the following:


·         Add imprint variations in a 500 note, and other issuing body notes in a 550 field.


500:  :

Issues for <1835-> published: Chicago : Western Printing.

550:  :

Vols. for 1893-1898  issued by the Historical Dept. of Iowa.



For groups of pamphlet-like serials, if there are only a few, place them together in one folder, with the location deg,pams. Place a flag with a barcode in each one.

If there are numerous items, place them in an acid-free box with a barcode on one flag. If there are multiple copies of an issue, create additional holdings records, but keep all issues together in one box.


·         The location for newspapers is deg.  Do not use oversize designations.


·         Use the following local classification scheme:




Cutter Number

Cutter Number

Cutter Number

United States















South America






·         For Cutters of countries and states, use the tables in Subject Cataloging Manual: Shelflisting (G300 and G302)




Published in

Classification number

The weekly Colorado tribune

Denver, Colorado

AN2.C6 D3W5

La aurora constitucional

Puebla, Mexico

AN4.P63 A8

Le petit journal

Paris, France

AN5.F8 P37P48


Subject headings

651:  0:

|a (City) |v Newspapers

651:  0:

|a (State or County) |v Newspapers.

655:  0:

|a American newspapers |z (State) |z (City or County).


|a (City, State, County, or Region) |v Newspapers.

655:  0:

|a Mexican (French, British) newspapers |z Mexico (France, Great Britain) |z (City, State, or County).

752:   :

|a United States |b Ohio |d Dublin.


·        Place one barcode on an acid free flag for the entire run.


Holdings record




|z MISSING:   scattered issues




852:8  :

|b deg |h DeGolyer |i PERIODICAL




|z MISSING:   scattered issues


·                 If selected issues of a periodical title already in the collection are received as a gift for a special collection, use the following 590 note:


590:  :

|a Selected issues gift of:



·         Use |k Broadside before the call number in the holdings record. Write the call number on the back of the broadside in pencil.




The location for maps is deg,map or deg,vmap for maps that go in the vault. A pocket map, which is a map that is attached to the cover of a small pamphlet-like index, is designated with  |k Pocket Map before the call number in the holdings record. For maps larger than 78 x 107 cm., use |k Oversize Map in the 852 field. 


|k Pocket   


Maps stored in boxes in the Map Room

|k File Box

Small unfolded maps stored in folders 25 x 38 cm. in a box

|k Oversize


Maps larger than 78 x 107 cm. stored in folders


852:0  :

|b deg,map | |k Pocket Map |h G4361 .P3 1889 |i .R36

852:0  :

|b deg,map | |k Oversize Map |h G4361 .P3 1889 |i .R36


·         Write the call number on the back of the map in pencil.


·         Attach a barcode to a flag which will be placed with the map in a folder.




·         Assign a call number consisting of:  |h DeGolyer |i  Microfilm (or Microfiche), a space, then Mf, followed by year of cataloging, a dash and a sequential number from 1- :


852:8  :

|b deg,micr |h DeGolyer |i Microfilm Mf2001-1


The next title will be assigned Mf2001-2, the next Mf2001-3, etc.


For titles that have more than one reel, add |z and the # of reels in the 866.



|a No.1-no.11 |z 5 reels


For microfiche, add a small letter f after the number:


852:8  :

|b deg,micr |h DeGolyer |i Microfiche Mf2001-4f


            For microform periodicals, add PERIODICAL to  |i :


852:8  :

|b deg,micr |h DeGolyer |i Microfiche PERIODICAL Mf2001-5f


·         Do not use barcodes or flags.

·         If the microform is accompanied by a book or booklet, create a separate holdings record and classify the accompanying material for deg,ref location.


·         The holdings location is deg,micr.


·         Assign a call number consisting of:  |h CD-ROM, a space, and a sequential number from 1- :


852:8  :

|b deg,micr |h CD-ROM 1


The next title will be assigned CD-ROM 2, the next CD-ROM 3, etc.


·         If the CD-ROM is accompanied by a guide that does not fit in the container, create a separate holdings record and classify the accompanying material for the main collection.

·         Place the barcode on the backside of the container, and also insert a flag.


Electronic resources as accompanying material

·         If a computer file such as a CD-ROM or a disk, accompanies a book, and is attached in a pocket, it can remain with the book. In this case, complete 1 Holdings Record and 1 Item Record. In the pieces field of the item record, count the book and the number of accompanying pieces to arrive at the figure for total pieces. Write the location, if other than deg and non-folio, and call number on the inner ring of the CD-ROM with a permanent marker.

·         If the computer file that accompanies a book is not attached to the book, remove it and place it in a jewel case with a barcode and call number label attached to the back. Write the call number on the label, and then place the jewel case in a jewel case protector and insert a flag. Create one Holdings Record and multiple Item Records. In the Enum field of the Item Record(s) for the electronic resource add the format of the material (CD-ROM or Computer Disk).

When tallying statistics, count the book as usual on the Print statistics sheet. Count the accompanying electronic resource on the Non-Print statistics sheet in the Pieces column only. Do not count it in the Titles column.

Bound-with volumes


Place acid-free paper strips in the volume to mark each title and number each one. 



For separately published works bound together in one volume, follow Voyager procedures to link the item record of the first title to the bib. record(s) of the other title(s). If there are only 2 records bound together, use a 501 note to list the other title. However, if there are more than 2 titles, use the following:

Make the following 590 note, or, if it is an original record, a 500 with |5 TxDaDF


No. _ of _ works bound together.


500:  :

No. 5 of 6 works bound together. |5 TxDaDF


In the holdings record add the following public note in |z:


Bound with _ other titles. To view other titles, search by call number.



852:0 :

|b deg |h PR3315.A6 |i B48 1791 |z Bound with 5 other titles. To view other titles, search by call number.


·         Serials bound with other titles (monographs or serials)

Do not link the item record of the first title to serial bib records.  This is because the 866 field indicating the issues we own cannot be added to the shared holding record.

For each serial, create a separate holding record for the issues that are bound with the other titles.  The 852 field should look just like that in the shared holding record, with the call number of the bound volume, followed by a “Bound with” public note.  Create an 866 indicating the issues that are bound.  The public note can be re-worded to clarify that it only applies to the issues indicated in the 866 field.


852 :0 :

|b deg |h HE2741 |i .A2 1874 |z These issues bound with 8 other titles. To view other titles, search by call number.

866 :41

|a 5th(1884)-9th(1888)

A separate item record will also be needed.  For the barcode, enter the barcode of the bound volume.  Voyager will alert that the barcode is already associated with another item and ask if you still wish to create the item record with that barcode.  Reply “Yes.”

Special Collections

Budner Collection

·         The holdings location is deg,bud.

·         For material received before 2008, add a 590 note:  Gift of: Doris A. and Lawrence H. Budner.

·         However, for material received in 2008, add a 590 note:  Part of the Doris A. and Lawrence H. Budner Collection. Gift, 2008.

·         Periodical issues which contain articles about Theodore Roosevelt will not be cataloged on records in Voyager. The articles will be listed in the finding aid.



KGS 02/22/2011


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Last updated 02/22/2011