Call Numbers

SWAN guidelines for call number creation are fairly relaxed. This guide will discuss the basics of call numbers in Symphony, SWAN call number classification schemes, and our standards for volume information for monographic materials. For information on call numbers for serials, please see Serial Call Numbers & Policies.

Call number basics

SWAN does not have strict requirements for call numbers. Libraries are free to class items as they wish and use any available classification scheme. The only restrictions come in the form of SirsiDynix's 40-character call number limit and practices regarding volume information.

Classification schemes

SWAN's list of available classification policies is below. Unless noted, you are free to use any classification scheme.

We do recommend using the LCPER classification scheme for serials as we have taken special care to ensure that enumeration and chronology information sort properly in the catalog and WorkFlows by using features that are not present on other classification schemes.

Unless indicated, call numbers are forced into upper-case characters. There are only three classification schemes that allow the use of lower-case characters.

The "Sort Rule" refers to the method by which shelving keys are generated for call number sorting.

Policy	Description	Case	Sort Rule

ALPHANUM	Alpha-numeric class scheme.	UPPER	EXPANDNUMERIC
ASIS	"As is." No formatting is applied to the call number.	UPPER	ASIS
ATDEWEY	Author/Title Dewey. It makes the shelving key appropriate for sorting Dewey fiction call numbers by adding a 3-letter title cutter or a 3-letter author and a 3-letter title cutter to the existing call number.	UPPER	ATDEWEY
ATDEWEYLOC	Location/Author/Title Dewey. It makes the shelving key appropriate for sorting Dewey fiction call numbers whose class number is preceded by a location code. The call number is examined for cutters and a 3-letter title cutter or a 3-letter author and a 3-letter title cutter is added to the existing call number if needed.	UPPER	ATDEWEY
AUTO	Used for auto-generated call numbers. Do not use for assigned call numbers.	UPPER	EXPANDNUMERIC
BISAC	BISAC.	UPPER	ASIS
DEWEY	Dewey. It makes the shelving key appropriate for sorting Dewey Decimal nonfiction call numbers. This rule assumes that the first numeral encountered is the classification code.	UPPER	DEWEY
DEWEYMIXED	Dewey (Mixed Case).	MIXED	DEWEY
LC	Library of Congress.	UPPER	LC
LCPER	Library of Congress/Periodical. Use it for periodicals and magazines.	UPPER	LC
LCPERMIXED	Library of Congress/Periodical (Mixed Case).	MIXED	LC
MULTI	Multivolume sets.	UPPER	DEWEY
MULTIMIXED	Multivolume sets (Mixed Case).	MIXED	DEWEY
NLM	National Library of Medicine.	UPPER	LC
ONORDER	On-Order.	UPPER	EXPANDNUMERIC
SUDOC	SuDocs Classification. This sort rule creates a shelving key appropriate for sorting SuDoc call numbers assigned to publications of the U.S. Government Printing Office (GPO).	UPPER	SUDOC
UDC	Universal Decimal Classification. This sort rule creates a shelving key appropriate for sorting Universal Decimal Classification call numbers.	UPPER	UDC

Volume information (|z analytic)

To streamline the patron experience when placing volume-level holds, SWAN has standardized the formatting of volume information in call numbers. This section contains the guidelines for inputting this information.

Overview

Volume information is encoded in the subfield |z of a call number field. Below is an example of a call number for an issue of People magazine:

WorkFlows treats everything after the "|z" as volume information and combines records for holds based on this text. When placing a hold, if any library includes a |z in any call number, those |z values will appear in a dropdown for the patron to select the volume they wish to hold.

To ensure holds are placed on the correct item and for a cleaner catalog, familiarize yourself with Serials call numbers & policies and the |z analytic placement in multi-volume records.

Any variation -- including punctuation, spacing, and missing elements – will cause alike volumes to be separated:

This causes confusion for the patron and disallows separated items from fulfilling holds.

When not to use volume information

Use call number volume information to distinguish differing parts of the greater whole represented by the bibliographic record. If the item you are entering is complete according to the bibliographic record, no volume information should be added.

For example, per SWAN policy, individual volumes of graphic novels should each receive their own bibliographic record, meaning separate records for volume 1, volume 2, etc. If a bibliographic record only represents Volume 2, there is no need to include "V. 2" in the call number volume information because no other volume will ever be added to this bibliographic record. It is fine to include the information in the call number, but do not use a subfield |z to distinguish it (Example: J MANGA RYU V. 2)

The same applies to DVD boxed sets. Since it is SWAN policy to circulate boxed sets together and individual television seasons are cataloged separately, no item should have volume information in |z on these records.

Volume information for monograph materials

This section is a reference for creating call number volume data for monographic materials only. For volume information pertaining to serials records, please see Serial Call Numbers & Policies.

Terminology

In order to improve the customer experience when placing volume level holds, SWAN has standardized the volume level terminology for the most common terms used in multi-part items. With the exception of “Volume,” “Number,” and “Supplement”, most terms should be spelled out.

Please refer to the table below. Hash symbols ( # ) should be replaced with a number. The underscore ( _ ) character is used to denote the space that should appear before enumeration. Please note that all letters are to be uppercase.

There needs to be a space between the V. and the number.

Term on Item	\|Z Term
Volume #	V._#
Book #	BOOK_#
Booklet #	BOOKLET_#
Disc/DVD_#`	DISC_#
Index	INDEX
Part #	PART_#
Study Guide	STUDY GUIDE
Number #	NO._#
#th Edition	#_ED.
Supplement	SUPPL.
Seasons	WIN, SPR, SUM, FALL
Months	JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC

If you come across a term not in the table, please check for precedent. If another library has already cataloged the item, it is best to match their terminology. (If this is impossible, please contact SWAN Support and we will resolve the matter.) If you are adding the first item, you may use judgment in establishing how the volume information will be displayed.

Full Call Number Examples:

031 WOR|ZV. 1
LITERACY 374.0124 REA TEACHER|zBOOK 1
DVD MOVIE DOW|zDISC 1
CD FOLK COLLECTION REAL|zPART 5

Dates

Years should be written out. Ranges are joined with a hyphen ( - ). Use abbreviations in the table above for seasons and months.

Volume Information Examples:

2015-2016
JAN-APR 2016
SEP 2015-APR 2016
WIN 2015-SPR 2016

Enumeration

Numbers should include no leading zeros. Roman numerals should be converted to Arabic. Ranges are joined with a hyphen ( - ), but two consecutive numbers are joined with an ampersand and a space on each side ( _&_ ).

Examples:

V. 1
BOOK 3
2016-2017
DISC 1 & 2

Include all enumeration information the publisher uses on the item and include no punctuation in between. Use the order found on the item with the following exception: Items published in yearly editions should be ordered: YEAR + VOLUME + EDITION.

Examples:

2016 V. 1
2016 30 ED
2016 V. 1 30 ED