Catalog and classify materials using standard library systems. Covers descriptive cataloging, subject headings, call number assignment using Dewey Decimal and Library of Congress Classification, MARC record basics, shelf organization, and authority control for consistent access points. Use when organizing a personal, institutional, or community library from scratch, assigning call numbers and subject headings to new acquisitions, reclassifying a collection that has outgrown its original system, or establishing authority control for authors, series, or subjects.
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Catalog and classify materials using standard library systems. Covers descriptive cataloging, subject headings, call number assignment using Dewey Decimal and Library of Congress Classification, MARC record basics, shelf organization, and authority control for consistent access points. Use when organizing a personal, institutional, or community library from scratch, assigning call numbers and subject headings to new acquisitions, reclassifying a collection that has outgrown its original system, or establishing authority control for authors, series, or subjects.
Select system matching collection's size, scope, audience.
Classification System Comparison:
+----------------------------+-------------------------------+-------------------------------+
| Criterion | Dewey Decimal (DDC) | Library of Congress (LCC) |
+----------------------------+-------------------------------+-------------------------------+
| Best for | Public/school libraries, | Academic/research libraries, |
| | personal collections <10K | collections >10K volumes |
+----------------------------+-------------------------------+-------------------------------+
| Structure | 10 main classes (000-999), | 21 letter classes (A-Z), |
| | decimal subdivision | alphanumeric subdivision |
+----------------------------+-------------------------------+-------------------------------+
| Granularity | Broad at top levels, | Very specific; designed for |
| | expandable via decimals | research-level distinction |
+----------------------------+-------------------------------+-------------------------------+
| Learning curve | Moderate — intuitive | Steeper — requires schedules |
| | decimal logic | and tables |
+----------------------------+-------------------------------+-------------------------------+
| Browsability | Excellent for general | Excellent for subject-deep |
| | browsing | collections |
+----------------------------+-------------------------------+-------------------------------+
Decision Rule:
- Personal or small community library: DDC
- Academic, research, or large institutional: LCC
- Mixed or uncertain: Start with DDC; migrate to LCC if collection exceeds 10K
Got: Classification system chosen fitting collection's scale and purpose.
If fail: Neither system fits (e.g., highly specialized archive)? Consider faceted classification or custom scheme, but document mapping to DDC or LCC for interoperability.
Step 2: Perform Descriptive Cataloging
Create bibliographic description for each item following standard practice.
Descriptive Cataloging Elements (RDA-aligned):
1. TITLE AND STATEMENT OF RESPONSIBILITY
- Title proper (exactly as on title page)
- Subtitle (if present)
- Statement of responsibility (author, editor, translator)
2. EDITION
- Edition statement ("2nd ed.", "Rev. ed.")
3. PUBLICATION INFORMATION
- Place of publication
- Publisher name
- Date of publication
4. PHYSICAL DESCRIPTION
- Extent (pages, volumes, running time)
- Dimensions (cm for books)
- Accompanying material (CD, maps)
5. SERIES
- Series title and numbering
6. NOTES
- Bibliography, index, language notes
- Special features or provenance
7. STANDARD IDENTIFIERS
- ISBN, ISSN, LCCN, OCLC number
Cataloging Principle: Describe what you see.
Take information from the item itself (title page first,
then cover, colophon, verso). Do not guess or embellish.
Got: Consistent bibliographic record for each item with enough detail for unique identification and discovery.
If fail: Publication information missing (common in older or self-published works)? Use square brackets to indicate supplied information: [ca. 1920], [s.l.] (no place), [s.n.] (no publisher).
Step 3: Assign Subject Headings
Apply controlled vocabulary terms so users can find materials by topic.
Subject Heading Sources:
+------------------------------+------------------------------------------+
| Authority | Use For |
+------------------------------+------------------------------------------+
| LCSH (Library of Congress | General and academic collections. |
| Subject Headings) | Most widely used worldwide. |
+------------------------------+------------------------------------------+
| Sears List of Subject | Small public and school libraries. |
| Headings | Simpler vocabulary than LCSH. |
+------------------------------+------------------------------------------+
| MeSH (Medical Subject | Medical and health science collections. |
| Headings) | |
+------------------------------+------------------------------------------+
| Custom thesaurus | Specialized archives or corporate |
| | collections with domain-specific terms. |
+------------------------------+------------------------------------------+
Assignment Rules:
1. Assign 1-3 subject headings per item (more is noise, fewer is loss)
2. Use the most specific heading available (not "Science" when
"Marine Biology" exists)
3. Apply subdivisions where helpful:
- Topical: "Cooking--Italian"
- Geographic: "Architecture--France--Paris"
- Chronological: "Art--20th century"
- Form: "Poetry--Collections"
4. Check authority files for preferred forms before creating new headings
5. Be consistent: if you use "Automobiles" don't also use "Cars" as a heading
Got: Each item has 1-3 subject headings from controlled vocabulary, applied consistently across collection.
If fail: No suitable heading exists in your authority? Create local heading, document it in local authority file. Review periodically for alignment with main authority.
Step 4: Assign Call Numbers
Build shelf address using chosen classification system.
Dewey Decimal Call Number Construction:
1. Main class number (3 digits minimum): 641.5
2. Add Cutter number for author: .S65 (Smith)
3. Add date for editions: 2023
Result: 641.5 S65 2023
DDC Main Classes:
000 - Computer Science, Information
100 - Philosophy, Psychology
200 - Religion
300 - Social Sciences
400 - Language
500 - Science
600 - Technology
700 - Arts, Recreation
800 - Literature
900 - History, Geography
LCC Call Number Construction:
1. Class letter(s): QA (Mathematics)
2. Subclass number: 76.73 (Programming languages)
3. Cutter for specific topic: .P98 (Python)
4. Date: 2023
Result: QA76.73.P98 2023
Shelving Rule: Call numbers sort left-to-right,
segment by segment. Numbers sort numerically,
letters sort alphabetically, Cutters sort as decimals.
Got: Every cataloged item has unique call number determining its shelf position.
If fail: Two items generate same call number? Add work mark (first letter of title, excluding articles) or copy number to disambiguate.
Step 5: Create or Update Catalog Records
Enter cataloged information into your catalog system.
Minimum Viable Catalog Record:
+-----------------+----------------------------------------------+
| Field | Example |
+-----------------+----------------------------------------------+
| Call Number | 641.5 S65 2023 |
| Title | The Joy of Cooking |
| Author | Smith, Jane |
| Edition | 9th ed. |
| Publisher | New York : Scribner, 2023 |
| Physical Desc. | xii, 1200 p. : ill. ; 26 cm |
| ISBN | 978-1-5011-6971-7 |
| Subjects | Cooking, American |
| | Cookbooks |
| Status | Available |
| Location | Main Stacks |
+-----------------+----------------------------------------------+
If using MARC format:
- 245 $a Title $c Statement of responsibility
- 100 $a Author (personal name)
- 050 $a LCC call number
- 082 $a DDC call number
- 650 $a Subject headings
- 020 $a ISBN
Copy cataloging: Check OCLC WorldCat or your library system's
shared database before creating original records. Someone has
likely already cataloged the same edition.
Got: Each item has catalog record in system with all required fields populated. Records searchable by author, title, subject, call number.
If fail: Cataloging software unavailable? Well-structured spreadsheet (with consistent column headings matching fields above) serves as functional catalog. Migrate to proper software when available.
Step 6: Organize the Physical Shelf
Arrange materials according to call numbers.
Shelf Organization Principles:
1. Left to right, top to bottom (like reading a page)
2. Call numbers in strict sort order:
- DDC: 000 → 999, then Cutter alphabetically
- LCC: A → Z, then number, then Cutter
3. Spine labels: print or write call number on spine label
(white label, black text, 3 lines max)
4. Shelf markers: place dividers at major class boundaries
(every 100 in DDC, every letter in LCC)
5. Shifting: leave 20-30% empty space per shelf for growth
6. Oversize: shelve items taller than 30cm in a separate
oversize section, with "+q" prefix on call number
Shelf Reading (periodic verification):
- Walk the stacks weekly
- Check that items are in correct call number order
- Reshelve any misplaced items
- Note damaged items for repair or replacement
Got: Materials physically arranged in call number order with clear spine labels and growth space.
If fail: Space insufficient? Prioritize high-circulation items on accessible shelves, move low-use items to compact storage, noting location change in catalog records.
Checks
Classification system chosen and documented
Descriptive cataloging completed for all items with title, author, publication data
Subject headings assigned from controlled vocabulary (1-3 per item)
Call numbers assigned and unique for each item
Catalog records created in system or spreadsheet
Physical materials shelved in call number order with spine labels
Authority control established for consistent name and subject forms
Pitfalls
Inconsistent headings: Using both "World War, 1939-1945" and "WWII" defeats purpose of controlled vocabulary. Pick one authority, stick to it
Over-classification: Assigning 15-digit DDC number to small personal library adds complexity without benefit. Match granularity to collection size
Ignoring copy cataloging: Creating original records when copy records exist wastes time. Always check shared databases first
Spine label neglect: Cataloged book without spine label will be misshelved. Label immediately after cataloging
No growth space: Packing shelves to 100% capacity means every new acquisition triggers chain of shifting. Leave room
See Also
preserve-materials — Conservation of cataloged materials to maintain their condition
curate-collection — Collection development decisions determining what gets cataloged
