Processing and cataloguing

How to process new items and add them to your library system.

Copyright law

Cataloguing and data entry

Call numbers and Dewey

Call number structure

The call number contains information that points a borrower to the shelf location of an item. The call number structure is determined by the type of material and the collection where it is housed. Each school selects its own call number structure for collections and new items should follow set standards.

As a general rule, the following conventions are followed:

Fiction items (including picture books): They should contain the first three letters of the author’s surname. Some picture books only use the first letter. If there is no visible author, the call number will be the first letters of the title. Examples for the author Paul Jennings include F JEN (includes a F prefix), JEN (no prefix) or J (picture books).
Non-fiction items: They will usually contain a Dewey number and the first three letters of the author’s surname eg 398.3 JEN. Some collections will have a prefix or copy/volume information eg TREF 398.3 JEN (prefix), BKSET 919.6 TAS COPY 1 (prefix and copy/volume).
Other: Some collections have an organisation that does not fit either the fiction or non-fiction convention. For example guided readers may be stored according to levels, and the Christmas collection could be stored in a box. A guided reader’s call number could be LEVEL 12, and the call number of books in the Christmas collection could be CHRISTMAS.

Selecting the correct call number

The most important thing to remember is that call numbers should follow a consistent structure:

Items in the same collection should have call numbers that follow the same format. This means your staff and students only need to learn one system.
Non-fiction items should be given the same Dewey as other items on the same topic in your library. This results in similar items being shelved together and enhances access by staff and students.

When choosing a collection for a new item, consider the content of the item, how it will be used and where they would expect to find it. The collection will determine the format of the call number.

The following tips can help you to choose a call number:

Check the shelves or search the catalogue for existing items on the same topic or in the same collection. Adopt the same Dewey number and call number format.
Dewey is used to select non-fiction call numbers. Your library may have the book version (preferably the abridged version) although you can find information on various websites and/or purchase a subscription to WebDewey. To choose Dewey numbers:
- Search by subject in the index at the back of the Dewey book.
- Read the detailed descriptions of the number located in the schedules or main body of the book. The book is organised according to the Dewey structure.
- Confirm it is the most appropriate number for your library.
Cataloguing-in-publication data: There is often a Dewey suggestion in the publication information at the front of books and in catalogue records.
TALIS Network schools:
- Consult your library’s codes list. The home locations (collections) section will list any prefixes that need to be applied.
- Check what call numbers other schools have used but use this information as a guide only – there is a lot of variation in call number application between schools.