Proper Formatting Of SuDocs Classification Numbers

The proper formatting of a Superintendent of Documents  [SuDocs] classification number has not always been as important as it is in the environment of a computerized catalog such as the NOTIS system.  In the past, some liberty has been allowed in the structure of SuDocs classification numbers.  In fact, some artificial constraints were forced into consideration as a result of the OCLC profile and the need to conform to the appropriate production of cards for the catalogs.  However, in the local automated system, the format of the SuDocs classification numbers must be exact and consistent to allow accurate searching and sorting of call numbers.

RULE 1a.  A SuDocs number should be arranged horizontally... 

Note:  A SuDocs classification number should be formatted or structured in a horizontal straight line.

RULE 1b.  A space must be inserted between a letter(s) and a number(s) unless there is intervening punctuation [i.e. If there is punctuation between a letter(s) and a number(s), no space is required].

Note: As there is no punctuation between A and 13, a single space is provided.  The same is true for As and 6.

Note: As there is no punctuation between I and 28, a single space is provided.  The same is true for a and 2 as well as K and 41; however, since there is a punctuation mark [/] between the 37  and the a, no space is required.

Note: As there is no punctuation between D and 101, a space is provided; however, since there is a punctuation mark [&] between the 25 and the C, no space is required.

The only exception to this rule is the use of parenthesis.

EXCEPTION:  A SPACE MUST BE INSERTED BEFORE AND AFTER A PARENTHESIS WHETHER IT IS PRECEDED OR FOLLOWED BY A LETTER OR NUMBER, UNLESS THE PARENTHESIS IS FOLLOWED BY INTERVENING PUNCTUATION.

Remember:  A space must be inserted before and after a  parenthesis unless the last parenthesis is followed by a  punctuation mark--in this case, the slash [/].  Therefore, there is no space between the pt.1 and the ( as well as no space between the ) and the /.

SHELFLIST CARDS

With manually typed or computer generated shelflist cards, some relaxation of the rule requiring horizontal construction of a SuDocs classification number is permissible.

RULE 2a.  IF ALL OF A SuDOCS NUMBER CANNOT BE PLACED IN A SINGLE LINE, THEN THE NUMBER SHOULD BE BROKEN AFTER THE COLON [:].
  
     Correct SuDocs                Incorrect SuDocs
           Format                         Format
  
     Y 4.Ap 6/1:C 73/2/987/pt.4      Y 4
       (most desirable format)       .Ap 6/1
                                     :C 73/2
       or                             /987/pt.4    or
  
     Y 4.Ap 6/1:
       C 73/2/987/pt.4               Y 4.Ap6/1:C 73/2/
       (acceptable format)           987/pt.4
  
  
     S 9.10:10780                  S 9
       (most desirable format)       .10:
                                     10780
  
     S 9.10:                       S
       10780                         9
       (acceptable format)           .10:
                                     10780 
       
  
  Rule 2b.  IN THE EVENT THAT A SuDOCS NUMBER CANNOT BE
  DIVIDED AT THE COLON [:] TO FIT IN THE SPACE ALLOTTED, BREAK
  AT BOTH THE COLON AND A SLASH [/].
  
     Correct SuDocs                Incorrect SuDocs
           Format                         Format
  
       Y 4.Ap 6/2:S.hrg.99-186/pt.1  Y 4.Ap 6/2:S.
       (most desirable format)       hrg.99-186/pt.1
  
       or                            or
  
       Y 4.Ap 6/2:                   Y 4.Ap 6/2:
       S.hrg.99-186/                 S.hrg.99-
       pt.1                          186/pt.1
       (acceptable format)
  
  
  Note: Break the SuDocs number at only a colon [:] or a slash 
  [/]--not a period, a hyphen, nor a parenthesis.
  
  
  
                     SuDOCS NUMBER LABELS
                               
  Note: Nearly all current receipts should have 
  a pre-printed label supplied by Marcive as a 
  result of our scription to the Shipping List 
  Service (SLS).

  Rule 3.  A LABEL CONTAINING A SuDOCS NUMBER TYPED IN THE
  CORRECT HORIZONTAL FORMAT WITH THE PROPER SPACING (SEE RULES
  1a, 1b, AND THE EXCEPTION) SHOULD BE LOCATED IN THE UPPER
  LEFT CORNER OF THE COVER OF THE FEDERAL PUBLICATION.
  
  Care should be taken to assure that the SuDocs number
  exactly matches the 086 field of the OCLC printout.  This
  includes spacing, upper and lower case letters, and
  punctuation marks.
  
  The book label (call number label) is not affixed in the
  normal position at the lower end of the spine of the book
  but rather the upper left corner of the cover of the
  publication.
  
  
  
  EXCEPTION: IN THE CASE OF THOSE PUBLICATIONS SENT TO A
  COMMERCIAL BINDERY TO BE BOUND, SOME RELAXATION OF THIS RULE
  IS ACCEPTABLE.
  
  Because of the limited space and the established position
  for LC call numbers located on the spine of a bound volume,
  spaces may be deleted but the SuDocs number should still be
  divided at the colon and a slash (if necessary).
  
  
                BOOK PLATES and DATE DUE SLIPS
                               
                               
  As the Microforms and Documents Department is a unique
  location for publications and microformatted materials, book
  plates stamped "Microforms and Documents Department" should
  be placed in the upper left corner of the inside front
  cover.  This will aid in the proper return to the department
  those publications used outside the department and not
  returned to the proper location.  For example, some library
  users locate federal publications (MADD,DOCS) or microform
  guides (MADD,LC) in the department's collections, take them
  to another area of the library, and leave them there. 
  Often, because of the similarities between some LC numbers
  and some SuDocs numbers or, in the case of microform guides
  which have LC call numbers, the publication is shelved in
  the main collection.  There they remain "lost" until
  discovered by accident.
  
  
  In the case of book plates for federal publications, care
  should be exercised to assure that the SuDocs number is
  typed in the correct format (see Rule 1a, Rule 1b, and the
  exception). 
  
  
  
  Unless a specific exception is noted, all federal
  publications cataloged using a SuDocs number should have a
  white date due slip.
  
  
     "PENCILED ON" CALL NUMBER LOCATED ON THE TITLE PAGE
                               
                               
  The SuDocs number which is penciled on by the cataloger
  should contain as it's last line the location symbol "MADD".