U.S. GOVERNMENT PRINTING OFFICE

FEDERAL DEPOSITORY LIBRARY PROGRAM

GPO Classification Manual

Revised January 1993
U.S. Government Printing Office

Robert W. Houk, Public Printer

Superintendent of Documents

Wayne P. Kelley

Library Programs Service

Judith C. Russell, Director

Depository Services Staff

Sheila M. McGarr, Chief
GPO Classification Manual

A Practical Guide to the

Superintendent of Documents

Classification System

Revised January 1993

Library Programs Service

Superintendent of Documents

U.S. Government Printing Office

Washington, DC 20401

Table of Contents

Foreword iii Introduction iv

Overview 1

Chapter 1 - Class Stem 5

Section 1. Author Symbols 6

A. Choice of Letter Designations 6

B. Joint Publications 7

C. Sources of Information 8

Section 2. Subordinate Offices 9

A. First and Second Levels 9

B. Third and Fourth Levels 9

C. Joint Publications 11

D. Name Changes, Reorganizations, etc 11

Chapter 2 - Category Classes and

Special Types of Publications 13

Section 1. Standard Reserved and Category Classes 14

A. Structure 14

B. Category Classes 15

Section 2. Special Types of Publications 20

A. Basic Manuals and Their Changes 20

B. Amendments, Changes, Correction Sheets, Errata,

Revised Pages, etc., for All Other Publications 21

C. Preliminary and Final Reports 22

D. Reprints 23

E. Preprints and Separates 23

F. Special Issues of Serials 23

G. Supplements 24

H. Summaries, Executive Summaries, etc 24

I. Indexes 24

J. Electronic Products 25

K. Sets Including Different Types of Material 25

L. Final Determinations 26
Chapter 3 - Serials and Series 27

Section 1. Identifying Serials and Series 28

A. Serials 29

B. Series 29

C. Numbering 30

D. Publications Which Are Not Serials or Series 31

Section 2. Assigning New Classes 33

A. Titles Related to Existing Classes by Subject 33

B. New Classes for Existing Serials 34

C. Serials within Series 34

D. Item Number Designations for States 36

Section 3. Book Numbers 37

A. Serials 37

B. Series 40

Chapter 4 - Book Numbers 45

Section 1. Cutter Table and Its Use 46

A. 2-Figure Cutter Table 46

B. 3-Figure Cutter Table 47

C. Filing Order for Cutter Numbers 47

Section 2. Selecting Cutter Words 48

A. Basic Rule 48

B. Stop Words 49

C. Cuttering Related Documents Covering the Same

Geographic Area 50

D. Special Geographic Numbers 53

E. Cuttering Multi-Part Geographic Names 54

F. Cuttering Acronyms and Initialisms 55

Section 3. Additions to Book Numbers 56

A. Slash Numbers 56

B. Dates for Revised Editions 56

C. Additions to Dates 58

D. Part Numbers, Chapter Numbers, Section Numbers, etc 58

E. Volume Number and Date: Which Comes First? 59

F. Language 60

iii
Chapter 5 - Congressional and Related Publications 61

Section 1. Boards, Commissions, & Independent or Temporary

Committees (Y 3.) 63

A. Agency Designations . . . 63

B. Category and Series Designations 64

C. Individual Book Numbers 65

Section 2. Congressional Record, House and Senate Journals (X) .... 67

A. Congressional Record 67

B. House and Senate Journals 67

Section 3. Congress, House, and Senate as a Whole (Y 1.) 68

A. Individual Book Numbers 68

B. Numbered House and Senate Documents and Reports 69

C. Subordinate Offices 69

D. Star Prints 70

Section 4. Congressional Committee Publications (Y 4.) 71

A. Constructing the Agency Designation 71

B. Choosing the Correct Agency Designation 73

C. Individual Book Number 74

Chapter 6 - Special Cases and Maps 81

Section 1. Special Cases 82

A. President and Executive Office of the President, including

Committees and Commissions Established by Executive Order

and Reporting Directly to the President 82

B. Multilateral International Organizations in which the

United States Participates 85

Section 2. Maps 86

A. Dates on Maps 86

B. U.S. Geological Survey 88

C. Forest Service 92

D. Defense Mapping Agency and National Ocean Service 93

Glossary 95

Appendix A - Abbreviations 97

iv
Foreword

In 1985, under contract to the U.S. Government

Printing Office (GPO), Mae S. Collins, former

GPO Library Division Chief, wrote A Practical

Guide to the Superintendent of Documents

Classification System. Her task was to document, unify, and simplify classification

policies at the Library Programs Service. In 1986, this handbook was distributed to all depository libraries.

In 1987, by popular demand, the title of this publication was changed to GPO Classification

Manual: A Practical Guide to the

Superintendent of Documents Classification

System.

This current revision was reviewed and enlarged

by staff of the Library Programs Service. Earl

Lewter, Chief, Acquisitions and Classification

Section, Depository Administration Branch, and

his staff provided a general review of the text.

Laurie Hall, supervisor in the Cataloging Branch,

and her serial cataloging staff extensively revised

Chapter 3, Serials and Series. Marian

MacGilvray served as general editor.

A special note of thanks goes to Vi Moorhouse of

the Cataloging Branch, who provided invaluable

assistance in developing the new section on the

classification of maps.

A brief interpretation of this classification method

is available in An Explanation of the

Superintendent of Documents Classification

System (GP 3.2:C 56/8/990). Questions

concerning this publication or the Superintendent

of Documents classification system should be

mailed to:

Chief

Acquisitions and Classification Section

Library Programs Service (SLLA)

U.S. Government Printing Office

Washington, DC 20401

V

Rev. 01/12/93
Introduction

The Superintendent of Documents classification

system was developed in the Library of the

Government Printing Office between 1895 and

1903. It was first described in October 1903 by

William Leander Post, then in charge of the

Library, in the preface to List of Publications of

the Agriculture Department 1862-1902,

Department List No.l, issued by the

Superintendent of Documents in 1904.

Mr. Post gives credit for the foundation of the

system (classification by governmental author) to Miss Adelaide R. Hasse, who used government

organization authorship to assign classification

numbers to a List of Publications of the U.S.

Department of Agriculture from 1841 to June

30, 1895. Miss Hasse prepared the list while

assistant librarian in the Los Angeles Public

Library. It was published by the Department of

Agriculture in 1896 as its Library Bulletin No. 9.

This system has expanded as the Federal

Government has grown. Though still retaining the

principles upon which it is based, it has changed

in some details and methods of use.

Because the classification system is based on the current organizational status of the government

author, it changes as the organizational structure of the Federal Government changes. Thus,

publications of some issuing agencies may be

located in as many as three different places in the

system.

Despite this functional weakness, it has remained

a workable arrangement for uniquely identifying

publications issued by the United States Government. The Superintendent of Documents

classification system has been used for nearly 100

years to identify public documents which were

distributed to depository libraries and described in the Monthly Catalog of U.S. Government

Publications. The system is also used to arrange

the documents collections in most depository

libraries, as well as in the documents collection of

the National Archives.

The purpose of this edition of the Classification

Manual is to set forth the current policies in effect for assigning Superintendent of Documents

classification numbers in the U.S. Government

Printing Office. The user of this manual should

be aware that many policies and practices have

changed, sometimes radically, over the years. Where possible, the manual indicates earlier

policies that resulted in quite different class numbers for some groups of documents.

Rev. 01/12/93 vi

Overview

The United States Government issues a large

number of publications each year. These

information products may be issued as pamphlets,

books, serials, maps, microfiche, floppy disks,

compact discs, etc.

All U.S. documents received in the

Library Programs service are given a

Superintendent ofDocuments classification number and cataloged whether or

not they are distributed to depository

libraries.

Structure

A Superintendent of Documents classification

number begins with a capital letter or letters representing a Government department or agency.

For example:

TD Transportation Department

The letters are followed by a number representing

the agency as a whole, or a subordinate office. This figure is followed by a period.

Under Title 44, United States Code, all of these

publications, with certain specified exceptions, are included in the Federal Depository Library

Program, which is managed by the Library

Programs Service under the Superintendent of

Documents. All U.S. documents received in the

Library Programs service are given a Superintendent of Documents classification

number and cataloged whether or not they are

distributed to depository libraries.

The principles of the Superintendent of Documents

classification system apply to all U.S. Government

Publications, regardless of format.

Basis

The basis of the Superintendent of Documents

Classification System is the grouping together of

publications of any Government author, the

various departments, bureaus, and agencies being

considered the authors. In the grouping, the

organizational structure of the United States Government is followed: subordinate bureaus and

divisions are grouped with the parent organization.

Because class numbers reflect the organization of

the Government, they are changed as necessary to keep abreast of changes in Government

organization.

For example:

TD 4. Federal Aviation Administration

After the period, there is a number designating the

series or serial title, or category of the

publications, followed by a colon.

For example:

TD 4.10/4:

FAA airworthiness directive biweekly

listing

The letters and numbers up to the colon constitute

the class stem. The numbers after the colon

represent individual publications in the series.

For example:

TD 4.10/4:91-19

FAA airworthiness directive biweekly

listing, issue 91-19

i Rev. 01/12/93
Overview

The class alone shows that the publication in the

example is issued by the Transportation

Department, Federal Aviation Administration, and

that it has the number 91-19 printed on it.

If the user also knows individual series class numbers, he or she will know at a glance exactly

what publication this number represents.

Each publication must have its own unique

number. Each separate piece, such as a folder,

binder, etc., should have its own separate class number written on it, so that it may be identified when separated from the basic publication. The

class is added to each piece solely for

identification of stray pieces, and not for cataloging purposes.

Spacing

A space must be inserted between

letters and numbers in the class

number unless there is intervening

punctuation.

The format of the Superintendent of Documents

classification number is critical for the proper

construction of the number itself and for accurate

sorting and searching of class numbers in automated systems. One important aspect of the construction of the class number is the use of

spacing.

A space must be inserted between letters and

numbers in the class number unless there is intervening punctuation. Parentheses are the only

exception. One space must be inserted before and

after a parenthesis, unless there is adjacent

punctuation. No spaces precede or follow

symbols, such as the ampersand (&).

Correct formatting:

A 1.10:B 68

C 16.21/a:17

D 5.317:616 (717-5) A

AE 2.106/3:26/pt.l (sec. 1.64 1-1. 850)/990

D 101.11 :9-2330-363- 1 4&P

Incorrect formatting:

A 1.10:B68

C 16.21/ a:17

D5.317:616(717-5)A

AE2.106/3:26/pt.l(sec.l.641-1.850) /990

D 101.11:9-2330-363-14 & P

Length of Class Number

A classification number may have as many

characters as can be input in the 099 field of an OCLC record. The current limit is 47 characters. The abbreviation "/ETC." may be used at the end

of classification numbers which would have more

than 47 characters.

For example:

FEM 1.209:220268/ETC.

Roman Numerals

Roman numerals (I, II, III) should be converted to Arabic numerals (1, 2, 3) in the classification numbers.

Rev. 01/12/93 2
Overview

Capitalization Locally Assigned Class Numbers

All letters in Superintendent of Documents

classification numbers are capitalized. Prior to September 1992, a combination of upper case and

lower case letters was used. However, the advent

of the automated Acquisition, Classification &

Shipment Information System (ACSIS) made a change to all capitals necessary.

When class numbers for two or more documents

would otherwise be identical, it may be necessary

to add a word or abbreviation at the end of the

classes to differentiate them. For a list of

abbreviations and words used for this purpose, see Appendix A.

Government publications are classified only after they are received at the Library Programs Service.

LPS cannot respond to requests for Superintendent

of Documents classification numbers for publications it has not received.

Instead, LPS suggests that libraries construct their own Superintendent of Documents classes according to the principles outlined in this publication.

For documents falling in existing classes, the class stem in the List of Classes may be used, a Cutter number, date, or series number is added after the

colon, and an arbitrary designation such as "X" is placed at the end to indicate that it is a locally

assigned number.

However, every library should work out a method

that best serves its own needs and patrons, and

should feel completely free in assigning these

numbers.

3 Rev. 01/12/93
Overview

Rev. 01/12/93
Chapter 1

Class Stem

Section 1. Author Symbols Section 2. Subordinate Offices

A. Choice of Letter Designations

1. New Agency Classes

2. Determining the Identity of the

Issuing Office

B. Joint Publications

1. Revised Editions

2. Publications Prepared by One

Agency for Another

3. Serial and Series Treatment

a) Serial

b) Series

C. Sources of Information

A. First and Second Levels

1 . Arrangement of Classes

2. New Classes for Subordinate (Level

2) Offices

B. Third and Fourth Levels

1. Slash Numbers Added

2. New Classes for Third and Fourth

Level Offices

C. Joint Publications

D. Name Changes, Reorganizations, etc.

1 . Name Changes

2. Reorganizations

5 Rev. 01/12/93
Chapter J - Class Stem

Chapter 1

Class Stem

Each department or independent agency

has a unique letter or combination of

letters assigned to it.

The class stem is the classification number up to the colon. It consists of letter author symbols for the parent issuing body, numbers indicating

subordinate offices, followed by a period, and

numbers designating category classes, series, or

serial title, followed by a colon.

Section 1

Author Symbols

The first letter or letters in the classification number represent the department or independent

agency issuing the publication. Each department

or independent agency has a unique letter or combination of letters assigned to it.

Originally, when the classification system was first established, the executive departments were

assigned a single letter (Example: A for Agriculture Department), and other agencies were

assigned two letters (Example: GP for Government Printing Office).

This practice was changed, however, as more

departments were established, sometimes resulting

in conflicts. For example T was assigned to Treasury Department; therefore, T could not be

used alone for the Transportation Department

when it was established later. The TD designation was assigned to the Transportation Department.

A. Choice of Letter Designations

Generally, the letter or letters chosen as the author

symbols correspond to the letter beginning a

significant subject word or words in the name of

the agency.

For example:

A Agriculture

C Commerce

D Defense

E Energy

Exceptions to this principle are the X and Y

designations used for publications of the United

States Congress. The boards, commissions, and

committees established by Act of Congress or under authority of an Act of Congress, not

specifically designated in the Executive Branch of

the Government, are grouped under Y 3., one of

the symbols assigned to Congressional

publications. Series designations are handled

differently in the X and Y classes and are covered

in Chapter 5 of this manual.

1. New Agency Classes

It is important to determine the enabling

authority when a new agency or department is established, so that the

agency can be assigned to its correct place in the classification system. The enabling

authority may be a public law, an executive

order of the President, or a departmental

directive. It may be necessary to phone the new agency to locate this information.

Rev. 01/12/93 6
Class Stem - Chapter 1

2. Determining the Identity of the Issuing

Office

Occasionally a publication will appear

without an issuing office name printed on the cover, resulting in classification difficulties. Usually, somewhere inside the publication is a letter of transmittal, preface, or foreword

which gives information or at least an agency

contact, where more information may be

obtained to help identify the publication. At

the Government Printing Office, jacket

number identification is another source for determining the issuing agency.

B. Joint Publications

A publication may be issued jointly by two or more agencies. If this is the case, all of the

agency names will be listed on the publication

with more or less equal treatment. Classify the

publication under the first agency listed.

1. Revised Editions

A revised edition of a joint publication

should be classified with the original if both

agencies are issuing the revision, regardless

of the order in which the agencies are listed on the publication.

However, if only one of the agencies issued

the revision, it should be classified under the

revising agency regardless of where it was

classified originally.

2. Publications Prepared by One Agency

for Another

Publications prepared by one agency for another pose a somewhat different problem.

First, determine which agency is the actual publisher of the publication in question, and

classify under that agency.

In most cases, the agency for which the publication was prepared is the issuing

agency; however, on occasion the preparing

agency will publish it. Usually this can be

determined by the title page or cover format.

The presence of a series does

not necessarily determine the

classification number of a joint

publication.

For example, a publication may be prepared

by the Department of Interior's U.S.

Geological Survey for the Commerce

Department. If the Commerce Department

issued the publication, that is where it should

be classified, even though a U.S. Geological

Survey open-file report number may appear on the publication. If the U.S. Geological

Survey is determined to be the issuing office, use the series printed on the publication to determine the class.

7 Rev. 01/12/93
Chapter 1 - Class Stem

3. Serial and Series Treatment

a) Serial

If the publication is a serial and the

printed order of the agencies changes with

later issues, retain the original class if the

first agency is still listed as a publisher.

b) Series

The publication may carry one or more

series. The presence of a series does not

necessarily determine the class number of

a joint publication. Do not conclude

immediately that the series class is where

the publication belongs.

First, decide the issuing agency to be used

in the class. After the proper issuing

agency has been determined, classify in the series appropriate to that agency. It may be the first or second series listed,

but it must agree with the issuing office.

For example, the National Institute of

Standards and Technology (NIST),

Commerce Department, and the National

Institute for Occupational Safety and

Health, Health and Human Services

Department, issues a booklet in the

NISTIR/NIOSH Publication series. The

publication carries a NIOSH number as well as the series NISTIR 90-3945. The

National Institute of Standards and

Technology is the first agency listed, so

the class number is: C 13.58:90-3945.

If a double series is issued routinely by

two agencies, and the publications are not

consistent in presenting the agency and

series in uniform order, classify the

publications in one class consistently.

A joint publication may carry only one

series. If the agency listed first is not the

agency associated with the series, then the

series is not used in the class. The

publication should be classified in a general class under the agency selected as the issuing agency.

C. Sources of Information

A publication should be classified under the

subordinate office printed on the title page, the verso of the title page, pages 1, 2, 3 and 4 of the cover, or the spine. Under ordinary

circumstances, use the source that provides the

most complete information. However, in cases of

conflict, prefer the information found on the title page.

Pages 1-4 of cover are both sides of the front and

back cover. In general, a subordinate office from

a letter of transmittal, preface, or foreword should

not be used as the issuing office. Also, the bureau

or office listed with a personal author, in most

cases, should not be used as a determining factor.

Rev. 01/12/93 8
Class Stem - Clmpter 1

Section 2

Subordinate Offices

A. First and Second Levels

'

The classification number is not

generally broken down below the level

of the first subordinate office.

A number designating a subordinate office follows

the letter designation of the parent issuing body.

The numbers, followed by a period, are used to identify subordinate offices one level below the parent agency.

The parent agency, always designated by the

number 1, is the first-level office. The number 1

is always used for the office of the secretary of a department or the administrator of an independent

agency. The 1 class also should be used for any

publication carrying only the department or agency name with no subordinate bureau listed.

The numbers 2 through 99 are used for subordinate bureaus, administrations, offices, etc., immediately below the level of the head of the

agency. The classification number does not generally include designations for offices below

the second level.

For example:

A 1. Agriculture Department (including

Secretary's Office)

A 13. Forest Service

A 68. Rural Electrification Administration

A 88. Agricultural Marketing Service

In some classes, notably Defense, 3 digits are used

before the period to designate second-level

subordinate bodies. The use of 3 digits is

exceptional, however, and was necessary with

Defense because of the vast number of subordinate

issuing agencies.

For example:

D 1 . Defense Department

D 101. Army Department

D 201. Navy Department

D 301. Air Force Department

1. Arrangement of Classes

When the classification system was

established, the subordinate offices were

arranged alphabetically with numbers

assigned sequentially. It is rarely possible to obtain enough information on new

departments and their plans for organization

to continue following this practice. Also, new departments and agencies frequently

reorganize and change the names of the subordinate offices.

New classes are therefore arranged in chronological order, determined by the order

in which publications are received.

2. New Classes for Subordinate (Level 2)

Offices

New level 2 classes should be assigned as offices are established and issue publications.

The next higher number should be assigned

beginning with number 2 after the author

symbol.

B. Third and Fourth Levels

On occasion, classes are created for third and

fourth level offices, to provide a finer organization

of the agency's publications. An office immediately subordinate to a second-level office is a third-level office. Fourth-level offices are immediately subordinate to third-level offices.

9

Rev. 01/12/93
Chapter 1 - Class Stem

Classes are broken down to the third and fourth

levels by using 100 and 1000 numbers after the

parent agency's assigned number, after the period.

The decision on how far to go in the breakdown

depends upon how small a breakdown is necessary

for clarity.

For example:

C 1 . Commerce Department (level 1) C 55. National Ocean and Atmospheric

Administration (level 2)

C 55

.100's National Weather Service (level 3)

.200's Environmental Data & Information

Service (level 3)

.300's National Marine Fisheries Service

(level 3)

.400 's National Ocean Service (level 3)

HE 1 . Health and Human Services

Department (level 1) HE 20. Public Health Service (level 2)

HE 20

.3000's National Institutes of Health (level

3)

.3150's National Cancer Institute (level 4)

.3200

to. 3249 National Heart, Lung, and Blood

Institute (level 4)

.3250's National Institute of Allergy &

Infectious Diseases (level 4)

.3600's National Library of Medicine

(level 3)

In the case of the Public Health Service, National

Institutes of Health, there are so many separate

institutes that the 3000 numbers are broken by

50's to have a number for each of the institutes. Currently, the Health and Human Services

Department classes are the only ones using 1000

numbers.

1. Slash Numbers Added

Third and fourth level offices not expected to issue many publications may be treated the same as series or category classes. In these

cases, a slash and a number are added after the number for the subordinate office.

For example:

A 13. Forest Service

A 13.40/: Southern Forest Experiment Station

A 13.40/1: Annual Report

A 13.40/2: General publications

A 13.40/6: Occasional papers

(numbered)

A 13.40/8-3: Publications of Southern

Forest Experiment

Station (list)

A 13.40 has been reserved for publications of

the Southern Forest Experiment Station.

Each of the Forest Service experiment

stations has a number reserved for it. As new classes are established, new slash numbers are used as necessary.

2. New Classes for Third and Fourth Level

Organizations

When a new subordinate office is established,

determine the name of its parent organization

and how the office fits into the agency

organization.

Determine how many levels there are between the new organization and the

departmental secretary or independent agency

administrator. Use the letter of the agency,

the number for the first level breakdown

followed by a period, then a 100, 200, or 300

class as appropriate, followed by a colon.

Rev. 01/12/93 10
Class Stem - Chapter 1

If not many publications are expected,

consider assigning a series class rather than a subordinate agency class.

If the agency is expected to issue many

publications and has many smaller offices, all of which will produce many publications, you

may use 1000 numbers to differentiate

between offices. There are very few cases where this will be necessary. If it does

become necessary, the Public Health Service

classes under HE 20. will serve as a guide.

Each of the subordinate offices in the Public

Health Service issues many publications, and

the finer breakdown is necessary to keep the

publications of each institute together.

C. Joint Publications

When a joint publication, not in a numbered

series, carries two equally subordinate bureaus

under the same department, classify the

publication under the bureau which is listed first on the document.

If three or more equally subordinate offices are named, ignore them and classify the publication

under the parent agency. The United States Government Manual and the Federal Executive

Directory should be consulted when making this decision.

To determine which is the parent agency, and

whether subordinate offices are equally

subordinate, consult: 1) the issuing agency; 2) a

cataloger; or 3) an on-line database.

D. Name Changes, Reorganizations, etc.

1. Name Changes

Certain agencies in their infancy have been

very inconsistent and changeable in naming

their subordinate offices. Frequent name

changes present many problems.

Sometimes, because organizational

information was unclear, certain classes which should have been treated as level 3 or 4 offices have been established under the parent agency. An example of this problem

is found in the publications of the

Environmental Protection Agency. The

subordinate office names changed frequently

during the first years of its existence.

A name change does not necessarily demand

a class number change. If the agency's

function and position within the parent

organization remain the same, the class number will remain the same. When it appears that a name has changed, the agency

should be contacted to verify the nature of the change.

li Rev. 01/12/93
Chapter 1 - Class Stem

2. Reorganizations

The class number must be

changed when the issuing body

is moved to another agency.

It is important to change the class with the

first issue carrying the name of the new

department or bureau. Always glance at the

parent agency of any publication being

classified to be sure that the subordinate

office class is still correct. By checking

constantly, the necessity for changing class numbers retroactively can be avoided.

Reorganizations within an agency present

other problems. Sometimes offices and

functions are moved from one subordinate

office to another. It is important to note the

issuing office on each publication in order to determine whether a reorganization has taken

place that will affect the class. The class number must be changed when an agency is moved from one parent agency with one

author symbol to a second parent agency with

a separate author symbol.

Reorganization is a particular problem in

serials when the name of the serial remains

the same, the publication looks the same, and

the numbering follows along logically; but

the issuing office has been transferred to another bureau or office.

5. Changes within classes

The use of adequate references will eliminate

many errors. Notes should be placed in appropriate places when classes are changed,

or when the method of classifying within the

class is changed. This may involve changing

from Cutters to numbers, from the 2-figure to the 3-figure Cutter table, changing the Cutter word of a particular title for one reason or

another, etc.

For example:

ED 1.116/2:

Institutions of higher education index, by

state and congressional district.

Previously classed: HE 19.322:

The publisher, the National Center for Education Statistics, at one time was a subordinate office of the Department of

Health, Education, and Welfare, and was moved in 1980 to the U.S. Department of

Education.

The class number must be changed when the

issuing body is moved to another agency.

Rev. 01/12/93 12
Chapter 2

Category Classes

and

Special Types of Publications

Section 1. Standard Reserved and Category

Classes

A. Structure

B. Amendments, Changes, Correction

Sheets, Errata, Revised Pages, etc., for

All Other Publications

1 . Amendments

1. Related Publications 2. Changes

3. Corrections and Correction Sheets

B. Category Classes 4. Errata

1. Annual Reports 5. Revised Pages and Transmittals

2. General Publications

3. Bulletins C. Preliminary and Final Reports

4. Circulars

5. Laws D. Reprints

6. Regulations, Rules, and Instructions

a) Decisions and Orders E. Preprints and Separates

7. Press Releases

8. Handbooks, Manuals, and Guides F. Special Issues of Serials

a) Basic Manuals and Transmittals

9. Bibliographies and Lists of G. Supplements

Publications

10. Directories H. Summaries, Executive Summaries, etc. 11. Maps and Charts

12. Posters I. Indexes

13. Forms 1. Date

14. Addresses 2. Numbers

3. Volume Numbers and Numbers

Section 2. Special Types of Publications

J. Electronic Products

A. Basic Manuals and Their Changes

1. Basic Manuals K. Sets Including Different Types of

2. Changes, Transmittal Sheets, etc., Material

for Basic Manuals

L. Final Determinations

13 Rev. 01/12/93
Chapter 2 - Category Classes & Special Types of Publications

Chapter 2

Category Classes and Special Types

of Publications

Section 1

Standard Reserved and Category

Classes

The contents ofa publication, as well as

its title, must be examined before it may

be classified in one ofthese categories.

A. Structure

The following numbers are reserved for categories

of publications commonly issued by most

Government offices:

Category groups of publications without a common title printed on them have been assigned

titles such as General publications and

Handbooks, manuals, and guides. Each

category class has its own number, following the

period in the class stem.

Other special types of publications are not

assigned a specific number, but are treated consistently according to the principles discussed

in Section 2.

.1 Annual report

.2 General publications

.3 Bulletins

.4 Circulars

.5 Laws

.6 Regulations, rules, and instructions

.7 Press releases

.8 Handbooks, manuals, and guides

.9 Bibliographies and lists of publications

.10 Directories

. 1 1 Maps and charts

.12 Posters

.13 Forms

.14 Addresses

Numbers .1 through .4 were assigned when the Superintendent of Documents classification system was first established; numbers .5 through .8 were

assigned in the 1950's as the system developed; .9 through .14 were designated in the latter part of

1985.

Use these numbers when establishing new classes. In many cases these numbers have already been

used for other purposes, so a category class may

have to be given a different number. When

classifying documents from older agencies, bear in mind that older category classes may have

different numbers than those specified above.

When searching for laws, regulations, handbooks,

etc., do not assume that the class has not been

established if you do not find it in .5 through .8 classes. Search further.

Rev. 01/12/93 14
Category Oasses & Special Types of Publications - Oiapter 2

Under the pre-1985 .100 breakdown, the standard

classes are:

.101: for annual reports;

.102: for general publications;

.103: for bulletins, etc.

For example:

C 55.300*s National Marine Fisheries

Service

C 55.301: Annual report

C 55.302: General publications

C 55.304: Circulars

C 55.305: Laws

C 55.306: Regulations, rules, and

instructions

C 55.308: Handbooks, manuals, guides

C 55.308/2: Handbooks (numbered)

Individual series classes begin with 109, 209, 309,

etc., and with 115, 215, 315, etc., after the latter part of 1985, unless the series is related to the

standard category numbers.

1. Related Publications

Publications issued in a series related to an

established category class are given the next

highest available numbers or attached to established classes by use of slash-letters or numbers. See Chapter 3 for a detailed

discussion of classification by series.

Subject related series are attached to established classes by use of a slash and

numbers.

For example:

I 28.37: Minerals yearbook

I 28.37/A: Preprints from Minerals

yearbook

I 28.37/2: Mineral perspectives,

MP (series)

I 28.37/3; Mineral commodity

profiles, MCP (series)

With the exception of annual reports, bulletins,

and circulars, and certain numbered laws and

regulations classes, these category classes are assigned according to the type of material included

in the publications. The contents of a publication,

as well as its title, must be examined before it may be classified in one of the category classes.

B. Category Classes

1. Annual Reports

The Annual Reports category (.1) is reserved for the annual report of the department, bureau, or office as a whole.

Do not include annual reports on projects or on specific subjects; these should have

separate classes elsewhere.

Annual reports may be issued by subordinate

offices for which classification numbers have

not been assigned. In that case, a new class should be established and attached to the class for the annual report of the parent agency.

15 Rev. 01/12/93
CJiaprer 2 - Category Oasses & Special Types of Publications

For example:

C 13.1: Annual report (National

Institute of Standards and

Technology)

C 13.1/7:

Polymer Science and Standards

Division annual report

Information on the title page, cover, or

preface will usually show which department,

bureau, or office is generating the annual

report. However, a telephone call to the

department, bureau, or office may

occasionally be the only way to obtain the

necessary information.

2. General Publications

Vie General Publications category

includes unnumbered publications

of a miscellaneous nature. This is a "last resort" class.

The General Publications category (.2) includes unnumbered publications of a miscellaneous nature. This is a "last resort"

class. The publications are one-time

publications: monographs, as opposed to

serials. They do not fit into any established

series, or into any of the other categories.

There is no indication that the publications

will be issued on a regular basis. The

General Publications category should be the

last consideration for a publication, rather

than the starting point for determining a class number.

3. Bulletins

Bulletins (.3) are usually named and

numbered by the offices issuing them.

Assign this class only if the word "Bulletin"

appears on the title page, cover, etc.

4. Circulars

Circulars (.4) are usually numbered by the

offices issuing them. Assign this class only

if the word "Circular" appears on the title page, cover, etc.

5. Laws

The Laws category (.5) is reserved for publications which contain the text of Federal

law administered by the agencies issuing the

publications.

A publication which explains only parts of

law or discusses the contents of laws should

not be included in the Laws class. Possibly

such publications may be classified as regulations under the law (Regulations,

rules, and instructions class) or as guides to understanding a law (Handbooks, manuals,

and guides class). An overall description of

a law may be classified under General

publications.

Laws have been treated differently in different classes as the Superintendent of

Documents classification system evolved.

When classifying new law publications,

follow the practice already established in individual Laws classes.

State laws on any subject should not be

included in the Laws classes. State laws are not administered by agencies of the United

States Government, and if they are published

by the Federal Government, it is for informational, not statutory purposes.

Rev. 01/12/93 16
Category Classes & Special Types of Publications - Chapter 2

6. Regulations, Rules, and Instructions

The Regulations, Rules, and Instructions

category (.6) contains information on agency

requirements which have the force of law.

The information may pertain to the operation

of an agency or to outside activities under an

agency's jurisdiction.

For example:

T 70.6:F 31/986

Laws and regulations under

Federal Alcohol

Administration Act: Title 27,

Code of Federal Regulations.

[ATF P 5100.8 (7-86)]

a) Decisions and Orders

A separate category class will not be

established for Decisions and Orders.

They should be assigned their own

separate classes. Some decisions and

orders were previously classed with

Regulations, rules, and instructions, and

with Laws.

7. Press Releases

The Press Releases category (.7) includes

agency announcements issued for the news

media. The publications may or may not have the word release or news on them.

Press interviews, statements to the press, and news conferences with reporters should be

included in the Press release classes, together

with the usual releases on various subjects.

Speeches, remarks, and addresses given

before audiences are often issued as news

releases. These should be classified individually in the Addresses class for the

agencies releasing the information.

8. Handbooks, Manuals, and Guides

To qualijyfor the Handbooks, Manuals,

and Guides category, the words

"handbook", "manual", "guide", or "how to ", must be part ofthe document

title.

Handbooks, Manuals, and Guides (.8) differ from regulations, rules, and

instructions in that they do not have the force

of law. They may include helpful

information on any subject. In early years

these publications were included in the Regulations, rules, and instructions classes. Beginning in the 1950's, new classes were

established and handbooks, manuals, and

guides were no longer included in the Regulations classes.

To qualify for the Handbooks, Manuals, and

Guides category, the words "handbook",

"manual", "guide", or "how to", must be

part of the document title.

For example:

T70.8:F 51/3/988-989

Your guide to federal firearms

regulations

L38.8:T 68

How to tailor off-the-shelf training

materials

For a short time in 1984-1985, publications

that were by nature handbooks, manuals, or guides were classed in this category, even though the words "handbook", "manual",

"guide" or "how to" did not appear on the publications. Revised editions of these

publications should be kept in the category

class, following the pattern established

earlier.

17 Rev. 01/12/93
Chapter 2 - Category Classes & Special Types of Publications

a) Basic Manuals and Transmittals

A basic manual or other publication may

be issued infrequently, but if it has

continuing transmittals, revised plates, or

frequent change sheets, the manual should

have a separate class. This class should

be established when a new edition of such

a publication is received for classifying.

When the issuing agency changes before a new basic is issued, do not reclass the

changes.

See Section 2 of this chapter for more

information on classifying Handbooks,

Manuals, and Guides.

9. Bibliographies and Lists of Publications

The Bibliographies and Lists of

Publications category (.9) includes any

bibliographies, whether they are limited to specific subjects, or include all publications

issued by an agency or bureau.

Annual or other periodic lists of publications

with consistent titles should be classed in separate classes, and not be included in a category class.

10. Directories

The Directories category (. 10) is restricted to those publications that include the word

"directory" in the title.

11. Maps and Charts

The Maps and Charts category (.11) is for cartographic materials, e.g. those that represent a planetary surface in a twodimensional form.

A chart can be defined in two ways:

1) a map designed primarily for navigation, either nautical or aeronautical;

2) a sheet exhibiting information in a tabular or graphic form.

Only charts falling under definition 1 should

be classified as cartographic material.

Tabular or graphic charts, often statistical in nature, should be classified as series documents, posters, or general publications.

Publications which consist of a mixture of

cartographic, textual, and other illustrative content, and whose primary purpose is to acquaint visitors with parks, historical sites, etc., should not be classified as maps. These

publications often have their own classes,

such as the National Park Service Information

Circulars. If individual class stems have not been established, these "tour guides" should

be treated under the general rules for

classification.

If a map's class must be modified by the

addition of a date, use the date of publication. In many cases this will not be the date

associated with the title. Examine the map

closely for the presence of a GPO or other

printing date and use that to qualify the class number.

In order to be consistent with past practice,

maps issued in numbered series should

continue to be classed in that series. Maps

issued as U.S. Geological Survey open-file

reports (I 19.76:) are an example of this type

of material. However, new bureaus, offices,

departments, etc., will have separate category

classes for maps and charts.

For more details on classifying maps, see Chapters 4 and 6.

Rev. 01/12/93 18
Category Classes & Special Types of Publications - Chapter 2

12. Posters

A poster (.12) is a single sheet with material

printed on one side only. It may include

photographs and announcements and is usually intended to be hung for display.

13. Forms

Do not use the Forms class when the

publication includes other textual

material, even when a form number

is printed on the title page.

The Forms category (.13) is reserved for publications that contain forms and/or

instructions on how to fill them in. If the

publications include other textual material

also, they should be classed somewhere else,

most likely in General publications.

Do not use the Forms class when the

publication includes other textual material, even if a form number is printed on the title page.

Before this category class was established in the latter part of 1985, forms were treated

differently. The department and bureau

letters and numbers were assigned in the

regular manner, and were followed by the

word form, a colon, the identification

numbers and/or letters printed on the form.

When classifying revisions or new editions of

these forms, follow current practice.

For example:

Y3.F 31/25:13 B 43

Federal Retirement Thrift Savings

Plan. Designation of beneficiary

form

14. Addresses

The Addresses category (.14) includes

addresses, lectures, speeches, remarks,

statements, papers, etc., which were

delivered before groups of people. This

category may have different titles in classes for different agencies, but the content of the category is the same, regardless of the title.

Though addresses may be issued as news

releases, they are classified as Addresses, not

as press releases. However, do not include statements to the press, or press conferences

or interviews, in the Addresses class.

19 Rev. 01/12/93
Chapter 2 - Category Classes & Special Types of Publications

Section 2

Special Types of Publications

A. Basic Manuals and Their Changes

When classing a basic manual,

always include the date of

issuance in the class.

For example:

A 103.8/3:983

TD 4.308: AE 8/991

Occasionally the publisher will designate a new basic edition as installment 1 or transmittal 1. Do not use these designations

in the class number for a new basic edition.

1. Basic Manuals

Basic manuals are publications issued in looseleaf format which are updated by

transmittal or change sheets issued

periodically. After a number of changes have

been issued, a consolidated reprint may be

issued incorporating the basic manual and all changes to date.

A consolidated reprint constitutes a new

edition for classification purposes. In many

cases another new edition will be issued after the consolidated reprint.

This is the standard pattern, but government

publishers of basic manuals frequently do not follow the standard pattern. Decisions on

classifying will need to be made on a case- by-case basis.

Basic manuals with frequent changes should

preferably be given separate classes, rather than included in the category class Handbooks, Manuals, and Guides. This

principle should be applied only when a new

basic is received, so that the new class begins

with a basic edition. A new basic may be a completely revised edition, or a reprint of an

earlier edition incorporating all changes to date.

When classing a basic manual, always include

the date of issuance in the class. This date

will be used for all future transmittals, etc., until a new basic edition is issued.

2. Change Sheets, Transmittal Sheets, etc., for Basic Manuals

Most change sheets will bear a numerical or

chronological designation which is included

in the class along with the date of the basic

edition. In general use the designation given;

do not create numbers.

Unfortunately, there is little consistency in the way agencies number change sheets.

Ideally, when a new edition is published, the

numbering should revert to number one. This does not always happen. The classifier must be aware of new editions so that the

appropriate date can be added to the change

sheet numbers.

Do not use the change sheet's date of

issuance as the date in the class. Use the

date of the basic edition.

For example:

TD 4.6:25/990/CH.30

Federal aviation

regulations. Part 25,

Airworthiness standards,

change 30. May 16, 1991

Rev. 01/12/93 20
Category Classes & Special Types of Publications - Chapter 2

B. Amendments, Changes, Correction Sheets,

Errata, Revised Pages, etc., for All Other

Publications

Amendments, changes, corrections, errata, revised pages, etc., are issued frequently to modify

publications which have been printed.

To classify these changes, use the class for the

original publication followed by a slash (/) and the

appropriate abbreviation to identify the amending

publication.

1. Amendments

Use the class of the original publication and

add /AMDT. The publication may read

amendment, amendments, or amendment

sheet but the class should use the

abbreviation for the singular form. No other

letters are necessary.

If another amendment to the same publication

is issued and does not carry a number, use a dash and the number 2. Continue adding

numbers to each successive amendment so

that each publication has a distinctive

number. If the amendment number is printed on the publication, use that number in the

class without a dash.

For example:

/AMDT.l

/AMDT.91-1

2. Change Sheets

Change sheets are handled in the same way

as the amendments, using the abbreviation

CH., and the dash if the change numbers are not printed on the publication.

For example:

/CH. Number not printed on the

publication (1st change issued)

/CH.-3 Number not printed on the

publication (3rd change issued)

/CH.5 Number is printed on the publication (Change 5)

3. Corrections and correction sheets

A corrected copy of a whole publication is given the class of the original publication

with a slash and "CORK." added at the end:

/CORR.

A list of corrections is given the class of the publication it corrects with a slash and the

abbreviation for "correction sheet" added at the end: /CORR.SH.

Frequendy the only word in the title or heading will be Corrections. Research to identify the parent publication is required in these cases.

A dash between AMDT. and the number

indicates that the amendment itself did not have a number printed on it. The absence of

a dash in the class indicates that the

amendment number was printed on the

publication.

21 Rev. 01/12/93
Chapter 2 - Category Classes & Special Types of Publications

4. Errata

Classification of errata sheets for publications

may be handled in several ways depending on how they were issued by the agency or

received in the Library Programs Service.

a) An errata sheet that is a bound page in a document requires no action.

Often revised pages are issued to looseleaf

publications, and the agency numbers the

transmittals. Use the words and numbers that the agency assigns whenever possible. This

may result in /REV.PAGES 2 or /TRANS.

2

in the class. Study previous examples in the

overall class and follow that practice.

b) A separately issued errata sheet is classified the same as the parent document

with the addition of /ERRATA.

For example:

HE 20.3152:C 48

(parent document)

HE 20.3152:C 48/ERRATA

(separately issued errata)

c) Errata sheets that are inserted in a publication at the time of receipt should

be classified the same as the parent

document with addition of /ERRATA.

This class is for identification purposes

only, in the event that the parts become

separated during handling.

d) A separately issued errata whose

parent publication has not been received

should not be classified.

5. Revised Pages and Transmittals

Revised pages are given the class of their parent publication, with /REV.PAGES added

at the end. It is important to include the

word pages in the class, to distinguish from

a revised edition of the complete publication.

Sometimes it is helpful to include the page

numbers in the class, particularly if many

revised pages are issued at different times.

C. Preliminary and Final Reports

When a preliminary or draft report is classified, use /PRELIM, or /DRAFT at the end of the

class. When the final edition is received, use the same class without the /prelim, or /draft. In most

cases it is not necessary to use /FINAL in the

class for the final report.

For example:

I 1.98:C 63/7/DRAFT

Draft Uinta-Southwestern Utah

regional coal environmental impact

statement.

I 1.98:C63/7

Final Uinta-Southwestern Utah

regional coal environmental impact

statement.

01/12/93 22
Category Classes & Special Types of Publications - Chapter 2

D. Reprints

A reprint is a new printing of an item made from

the original type image. The printing may

reproduce the original exactly, or it may contain

slight variations, such as changes in names of

officials, or in date of printing.

Reprints are not classified if the

original has already been

classified.

Classes for separates or preprints are attached to the classes for the publications from which the separates are reprinted by use of a slash and a

letter.

For example:

I 28.37/A:

Preprints from the Minerals

yearbook

JU 6.8/A:

Supreme Court Decisions

(preliminary prints/advance parts)

Reprints are not classified if the original has

already been classified. However, if the original

has not been received in the Library Programs

Service but a reprint is, the latter will be classed

using the regular methods of classification. Never

add /REP. F. Special Issues of Serials

E. Preprints and Separates

Classesforpreprints and separates

include reprints and preprintsfrom

U.S. Government publications

only.

All special issues of a serial should be carefully

scrutinized for content and publication pattern. If issued on a regular basis, they should be given a separate class and cataloged separately.

Special issues published irregularly or on a one-time basis will be assigned the same

classification stem as the parent publication. A

slash and "SPEC.ISS." or a similar designation

will be added at the end. The publication will be

cataloged separately.

Classes for preprints and separates include reprints

and preprints from U.S. Government publications

only.

Reprints from non-Government publications issued

by Government agencies are classified in the

General Publications or other appropriate classes,

and are not treated as separates.

23 Rev. 01/12/93
Chapter 2 - Category Classes & Special Types of Publications

G. Supplements

Supplements are usually issued to serial publications only. They should be classed

according to their issuing agencies. If the issuing

agencies of the supplements are not the same as the issuing agencies of the serials, the classes will vary.

A slash and the abbreviation "SUPP." is added to the end of the classification number of the

publication being supplemented, if the issuing

agency is the same.

For example:

A 105.23:3/5/SUPP.

If the supplement is not for a particular issue, use

the date or volume number followed by a slash and the supplement number.

Serial supplements with their own frequencies will have separate classes. In these cases, /SUPP. is not added.

H. Summaries, Executive Summaries, etc.

Summaries of various kinds, executive or

otherwise, for monographic publications are

classified by adding an appropriate abbreviation,

such as /SUM., /EXEC.SUM, etc., at the end

of the class.

If a summary is connected by numbering to a

serial, such as no. 13 of a monthly, or no. 5 of a quarterly, etc., then assign it the same

classification number as the serial, and treat it as part of the serial.

For example:

C 3.158:M 28 (80) -13

I. Indexes

An index should be given the same classification number as the publication it indexes, followed by

/IND.

In the past, some indexes were given separate

classification numbers. Revised editions of these

will keep that class.

1. Date

If there is only one index per year, add the

year, a slash, and the abbreviation IND. at the end of the class.

For example:

993/IND.

If there is more than one index, then indicate

which months are covered.

For example:

989/1-6/IND.

semiannual index, Jan. -June

989/1-12/IND.

annual index, if cumulative

2. Numbers

Use the numbers which are assigned to the

index, followed by /IND.

For example:

E 43.12: 1-53/IND.

Rev. 01/12/93 24
Category Classes & Special Types of Publications - Chapter 2

For example:

3. Volume numbers & numbers

If the index covers a complete volume, add

the volume number, a slash and the

abbreviation IND. at the end of the class.

For example:

E 3.27:4/IND.

If the index covers parts of volumes, include

numbers as follows:

E 3.27:4/l-6/IND.

E 3.27:4/7-12/IND. (semiannual, not

cumulative)

E 3.27:4/M2/IND. (2nd, cumulative

issue)

J. Electronic Products

"Electronic Products" is a generic term which

includes Compact Disc-Read Only Memory (CDROM) discs, floppy diskettes, accompanying

printed technical documentation, etc.

Add a slash and a designation to show the format of related materials

in classes that contain a variety of

materials and titles.

Add a slash and a designation to show the format

of related materials in classes that contain a

variety of materials and titles. The designations

are /CD for a CD-ROM, /FLOPPY for a floppy

diskette, and /DOC. for paper documentation.

C 3.134/2:C 83/2/988/CD

County and City Data Book (CDROM)

C 3.134/2:C 83/2/988/DOC.

County and City Data Book

(technical documentation in paper

format)

C 3.134/2:C 83/2/988/FLOPPY

County and City Data Book (floppy

diskette)

K. Sets Including Different Types of Material

Publications with a common title making up a set may be made up of different types of material.

There may be a report with an accompanying

map, for example. Another set with a common

title but no volume numbers may include a bibliography, a manual, a report, and a chart.

In all these cases, first decide which publication is the main publication, and classify it in the

appropriate class. Assign the class for the main

publication to the other publications, adding a

slash and a different word or abbreviation for each

of them at the end of the class.

Each piece will have a separate class number

written on it. In the case of a report accompanied

by a map, classify the report in its appropriate

class. Use the same number as assigned to the report for the map and add /MAP at the end of

the class. Do not classify a map in a Maps and

charts class if it is part of a set, or is to be used

with another publication.

If the publications have similar titles but are not

issued as a set, classify the publications separately,

each in its appropriate class.

25 Rev. 01/12/93
Chapter 2 - Category Classes & Special Types of Publications

L. Final Determinations

Ask yourself these questions when classifying a

publication:

Is it a serial or otherwise recurring publication

which has, or should have, a separate class? The

preface may indicate that it is the first in a series of annual, quarterly, monthly, etc., publications

for which a class has not yet been established. It may be the annual report of an office. If a series number is printed on the publication, use it as part

of the classification number if it is not a serial publication. Refer to Chapter 3.

If a series designation does not appear on the

publication, and the title does not have its own

class, is it:

1. a bibliography?

2. an address or lecture given before a group? (Press interviews do not fall into

this category, but are treated as press

releases.)

3. regulations, rules, or instructions?

(Usually this can be determined from

the title, introduction, etc.)

4. a Federal law, or an act, which belongs

in a Laws class?

5. a map, chart, or poster?

6. a reprint or preprint from another

publication?

7. a directory?

8. a form?

If the publication does not fit into any of these

categories, it may be classed in the General

publications class. The General publications

class is a "last resort" class for any publication

which is not the first of a series, and does not fit into any other established class.

Rev. 01/12/93 26
Chapter 3

Serials and Series

Section 1. Identifying Serials and Series Section 3. Book Numbers

A. Serials

B. Series

1. Departmental vs. Bureau Series

C. Numbering

1. Complicated Series Numbering

D. Publications Which Are Not Serials or

Series

1. Publications of Short Duration

2. Multipart Works

3. Monographs Which Later Become

Serials

4. Miscellaneous Monographs

A. Serials

1 . Volume and Number

2. Date

a) Annual Publications

b) Semiannual Publications

c) Publications Issued Three of More

Times a Year

d) Release vs. Coverage Date

B. Series

1. General Series Designations and

Specific Book Number

2. Volume, Parts or Sections

3. Revised Editions

Section 2. Assigning New Classes

A. Titles Related to Existing Classes by

Subject

B. New Classes for Existing Serials

C. Serials within Series

1 . Cuttering

2. Series Numbering

D. Item Number Designations for States

27 Rev. 01/12/93
Chapter 3 - Serials & Series

Chapter 3

Serials and Series

The main difference between a

serial and a series is that

individual issues of a series have

both a common title and their own

unique title proper which can only

befound on one particular issue of

a series.

This chapter addresses a wide variety of issues

related to the establishment and structure of the

Superintendent of Documents class number for

series and serial titles.

Users are reminded of the complex nature of

government publications, which makes it impossible to formulate "hard and fast" rules to cover all possible problems as they arise. Study

the publications, consider past practices and future

possibilities, and establish new classes or adapt old

classes as necessary.

When classifying serials and series, refer also to pertinent sections of other chapters in this manual.

The general rules apply to serials and series, and

rules for special types of material may also be

applicable.

Section 1.

Identifying Serials and Series

At first glance serials and series appear to be

much the same. Both series and serials are intended to be published indefinitely. The main

difference between a serial and a series is that individual issues of a series have both a common

title and their own unique title proper which can

only be found on one particular issue of a series. Serials may have an occasional issue which has a unique or distinctive title, but in general each

issue has the same title from issue to issue.

It may be necessary to call the issuing agency to determine if a particular publication is a serial or

part of a series. Unfortunately, the agencies

themselves may not know what will be published

in the future. Future plans may depend on the

reception of the initial publication, or on available

funds.

Base classification decisions on the information

that can be discerned from the publications and

that can be obtained from the issuing offices. The

agency's expressed intent for the publication

should also be assessed as a determining factor in establishing a class for a new series or serial.

Rev. 01/12/93 28
Serials & Series - Chapter 3

A. Serials

A serial is any publication which is issued on a continuing basis, has a

title that does not change

frequently, and has some means of

uniquely identifying individual

issues, such as volume number,

issue number, or coverage date.

A serial is any publication which is issued on a continuing basis, has a title that does not change

frequently, and has some means of uniquely

identifying individual issues, such as volume

number, issue number, or coverage date. The

frequency may be annual, daily or three or more

times a year, but some serials may be issued

irregularly.

In most cases, a serial title is represented in the

Superintendent of Documents classification system

by a unique class that identifies the serial title.

Serials can often be identified by titles that include

the words "annual report, " "advances in" or "accomplishments for" followed by dates or

designations such as fiscal year. Look for wording that indicates that the title will be

published indefinitely.

For example:

D 101.52/5-4:990

Research in Progress, 1990, U.S.

Army Research Office

If a publication appears to have the qualities of a

serial, but the title is not clearly a serial title, review the preliminary pages and introduction to see if the publication is intended to be issued on a regular basis.

B. Series

A series can be identified by a common title that is assigned

continually to a group of

publications. Each publication

also has a unique title which often covers a single issue or topic.

A series can be identified by a common title that

is assigned continually to a group of publications.

Each publication also has a unique title which

often covers a single issue or topic.

In the formulation of the class number, the series designation is the number assigned after the

department and subordinate bureau number. The

number that represents the series is followed by a colon.

For example:

E 1.68/2:

DOE/RW, Radioactive waste series

A 17.18/4:

Quick bibliography series

Sometimes the physical makeup of a publication

indicates that the issuing agency intends to publish

additional titles in a series. Perhaps the

publication has a stylized heading which will appear on future publications. Usually a "one- time" publication will not have a large heading

which includes the issuing office and date, with an

individual title further down on the publication.

Preservation Tech Notes, I 29.84/3-7:, is a good

example of a series where typography will help

the user identify the agency's intention of creating a series of publications about preservation

techniques.

29 Rev. 01/12/93
Chapter 3 - Serials & Series

1. Departmental Series vs. Bureau Series C. Numbering

Series or other numbering may be assigned

by a subordinate bureau or by the parent

department. It is difficult to determine

whether a series is issued by a bureau or by

the parent department until several

publications have been received. A phone

call to the agency may be required.

In a departmental series, many subordinate

offices may contribute to the series.

For the purposes of Superintendent of Documents

classification, numbering includes letters, symbols

(such as "8c"), and punctuation, as well as numbers. Classification policy is to use the

agency-provided numbering as it is printed on the

document. Do not adjust or modify the numbering

simply for the sake of consistency of style.

For example:

D 101.11:11-5835-241-13 &P

For example:

A 1.36:

No. 1: No. 2:

No. 3:

Technical Bulletins

(Agriculture Dept.)

Forest Service

Agricultural Marketing

Service

Statistical Reporting

Service

However, agency-provided numbering may be

changed as necessary to eliminate conflicts or

correct printing errors. Spacing should conform

to the GPO spacing conventions described in the

Overview.

All of these publications belong to one

consecutively numbered series. They should

be kept together under the class stem for the

Agriculture Department as a whole (A 1.) and not scattered under several subordinate

office classes.

1. Complicated Series Numbering

Sometimes numbers and letters on a new

series are complicated and undecipherable at

first glance. If possible, gather a few of the

publications together and compare the

numbers.

What is the same on each one, and what is different?

Are some of the letters in the series an

abbreviation of the series title?

Is part of the number different on each

publication so that it can be used as part of

the class?

Is part of the number the same on several

publications but not on others?

What do the publications have in common

that the other publications do not have?

Rev. 01/12/93 30
Serials & Series - Chapter 3

Does the number perhaps stand for a state name or for a field of study?

If no logical numbering system can be

discerned from a group of the publications, or if only one publication is available, call the agency for an explanation of the

numbering system. Take the time to decipher

the number, and use it as part of the class. Prefer the numbering found on the

publication to Cutter numbers when

establishing classes.

D. Publications Which Are Not Serials or Series

1. Publications of Short Duration

Separate series and serial classes

should not be established for

publications of short duration.

Class these items in appropriate

category classes.

There are publications which appear in newspaper, newsletter, magazine or some

other serial-like forms which are not serials or series. These are known as publications

of short duration.

The publications are planned by the issuing

agency to be published only for a short time.

They are usually associated with a national

celebration, such as a centennial or

bicentennial, long-running exhibition, special

project, convention or conference. They

cease publication as soon as the event is over.

Separate series and serial classes should not be established for publications of short

duration. Class these items in appropriate

category classes.

For example:

I29.2:H 23/NEWS.l

Harpers Ferry National Historical

Park special boundary study

newsletter

2. Multipart Works

Multipart works are another kind of

publication that has many of the

characteristics of publications in a series. These publications have a common title that

is the same on all volumes and may have

unique titles for each volume.

Multipart works are not series, however,

because the agency intends to issue only a limited number of volumes. There may be as few as three volumes or as many as fifty

volumes, one for each state, or even more.

For example:

D 114.7: U.S. Army in World War II D 207.12: Naval Documents of the

American Revolution

Separate classes were established for these

titles because, though not true serials, they

are on-going publications, in spite of having

a theoretical ending point.

31 Rev. 01/12/93
Chapter 3 - Serials & Series

3. Monographs Which Later Become

Serials

An agency may issue a monograph, i.e. a one-time publication, with no plans to continue to issue it in the future. Later,

however, the agency may decide to issue the

publication annually. In that case, establish

a new class beginning with the second

publication issued. The classification record

should include a reference to the earlier class.

When new class numbers are assigned, the

Library Programs Service general policy is not to change class numbers assigned to

earlier publications.

4. Miscellaneous Monographs

There are a few other publications which

look like serials or series, but should not be

treated as such. These include:

Censuses

Dictionaries

Encyclopedias

Congressional hearings

Publications which are updated from time

to time in irregular, infrequent, and

unplanned editions

Publications which change their titles frequently (more than once every three

issues)

Serial-like publications which lack a distinguishing volume or coverage date

Rev. 01/12/93 32
Serials & Series - Chapter 3

Section 2.

Assigning New Classes

If a title has been identified as a

serial or if the first publication in a series has been identified and a

class number does not already

exist for it, a unique class should

be established.

If a title has been identified as a serial or if the

first publication in a series has been identified and

a class number does not already exist for it, a unique class should be established. As a general

rule, serial and series titles should not be included

in category classes.

If the publication being classified is unrelated to the publications in classes already established, find

the highest number at the end of the issuing

agency's classes and assign the next available

number.

Occasionally classes will be so tightly grouped that there is no number available in the best spot for the new series or serial title. Additional classes may be assigned using a dash-number to solve this problem. If a dash-number can be assigned which

enables similar publications to remain together in the classification system, it is advisable to use this method rather than using the next available class number.

A. Titles Related to Existing Classes by Subject

Grouping by subject can be

accomplished by using dash

numbers after slash numbers.

A new title may be related to other publications by

its subject matter, or be issued by the same

subordinate office or agency. When assigning a new class for a series or serial title, see if the new

publication is related by subject to previously

established classes. For the convenience of library users, these materials should be kept together on

library shelves.

Grouping by subject can be accomplished by using

dash numbers after slash numbers. This treatment avoids scattering publications on similar subjects.

For example:

C 55.309/2:

Current Fisheries Statistics

C 55.309/2-2:

Fisheries of the United States (annual)

C 55.309/2-3:

Marine Recreational Fisheries Statistics Survey, Atlantic and Gulf Coasts (biennial)

C 55.309/2-4:

Frozen Fishery Products, Annual

Summary

33 Rev. 01/12/93
Chapter 3 - Serials & Series

The dash-number should be used

only after a slash number.

The dash-number should be used only after a

slash number. This means that a new series or

serial is not always classified in the best possible

place. Giving the new title a new slash-number

may be unavoidable.

For example:

E 3 . 1 1 : Natural gas monthly

E 3. 1 1/2: Natural gas liquids

E 3 . 1

1

12-2: Natural gas (annual)

All of the E 3.11/2 classes cover serials related to the subject of natural gas.

B. New Classes for Existing Serials

New class numbers for previously classified serials should be established when:

1) two or more serials merge to form a new publication

2) the issuing agency, as reflected in the

class stem, changes.

C. Serials within Series

Certain agencies publish numbered series which

include serial titles. The same series number

sometimes is assigned to every issue of the serial.

It is more common for each issue of the serial to carry a unique series number. When each issue

has a unique number, the individual issues of a

serial title are scattered throughout the series, and

may be difficult for the user to find.

Separate classes should be

establishedfor a serial title within a series if the serial issues have

unique series numbers.

Separate classes should be established for a serial

title within a series if the serial issues have unique

series numbers.

Congressional reports, documents and committee

prints that use the Senate numbering system are

the exception to the rule.

If possible, attach the new class to the existing

numbered series class by using a dash or a slash; otherwise use the next available number. The

series number will not be used after the colon of

the new class designation; dates will be used

instead.

If the title of a serial changes, the class number

will remain the same unless one of the two

exceptions listed above applies.

Rev. 01/12/93 34
Serials & Series - Chapter 3

1. Cuttering

It is not always necessary to establish

individual classes for each unique serial title. When a different series number is used on

every issue of a serial title, a Cutter number

may be used to identify the serial.

The Foreign Labor Trends series is a good

example of this practice. Each title in the

series is a serial, and most titles are issued

annually. There are over fifty serial titles in the series, each representing a particular

country or jurisdiction.

An individual class could be established for each serial title. However, the decision was made to use the series class stem, L 29.16:

and the Cutter number for each geographic

area to identify each title.

For example:

L 29 . 1 6 : M 82/990-9 1 Morocco

2. Series Numbering

When a serial belonging to a numbered series

is uniquely identified by a number that remains constant within the series from issue

to issue, a new class need not be established.

However, the number that remains constant cannot contain a variable number such as a date.

For example:

Agriculture Handbook 305. Directory

of professional workers in state agricultural experiment stations and

other cooperating state institutions (Annual)

A 1.76: Agriculture handbook series A 1.76:305/988-89

A 1.76:305/989

A 1.76:305/990

A 1.76:305/991-92

Consider the projected number of serial titles in a series before determining whether a unique class should be established for each

title. If voluminous new classes would

result, prefer a method, such as Cuttering,

that would result in fewer classes.

35 Rev. 01/12/93
Chapter 3 - Serials & Series

D. Item Number Designations for States

If separate classes are needed for serial titles that are repeated for every state in the United States, then the item number designations for states should be incorporated in the classification

numbers. If the publication covers more than one

state, use the first one named when establishing

the class. When using item numbers 01-09 in the

class numbers, omit the leading zeroes.

Item Number Designations for States

Alabama . . . . 01 Maine 19 Oregon 37

Alaska . 02 Maryland .... 20 Pennsylvania . . 38

Arizona . . . . . 03 Massachusetts . 21 Rhode Island . . 39

Arkansas . . . . 04 Michigan .... 22 South Carolina . 40

California . . . . 05 Minnesota . . . 23 South Dakota . . 41

Colorado . . . . 06 Mississippi . . 24 Tennessee . . . . 42

Connecticut . . . 07 Missouri .... 25 Texas 43

Delaware . . . . 08 Montana .... 26 Utah 44

Florida . . . . . 09 Nebraska 27 Vermont 45

Georgia . . . . . 10 Nevada 28 Virginia . . . . . 46

Hawaii . 11 New Hampshire 29 Washington . . . 47

Idaho . 12 New Jersey . . . 30 West Virginia . 48

Illinois . 13 New Mexico . . 31 Wisconsin . . . . 49

Indiana . . . . . 14 New York . . . . 32 Wyoming . . . . 50

Iowa . 15 North Carolina . 33 District of

Kansas . 16 North Dakota . . 34 Columbia . . . . 51

Kentucky . . . . 17 Ohio 35 U.S. Summary . 52

Louisiana . . . . 18 Oklahoma . . . . 36 Outlying areas . 53

For example:

L 2.121/1

L 2.121/2

L 2.121/3

Area wage survey, Alabama

Area wage survey, Alaska

Area wage survey, Arizona

However, if the series number uniquely

identifies each state, then the series number

rather than the item number designation is used.

For example:

C 3.204/3-34:989

County business patterns, New York,

CBP-89-34

Rev. 01/12/93 36
Serials & Series - Oiaprer 3

Section 3.

Book Numbers

A. Serials

The book number for serial titles consists of the

date or volume and number.

The book number for serial titles consists of the date or volume and

number.

Consecutive numbering from year to year

If a publication has consecutive numbering which

continues from year to year, then the numbering

alone is sufficient.

For example:

LC 1.32:159

FLICC Newsletter, January 1992,

no. 159

Number 1 repeats each year

For some serial titles, the first issue of the year

always begins with number 1. Rather than add

the date after the number, the date is used first to keep the year's publications together.

For example:

D 5.315:990/16

Notice to Mariners, no. 16, April 17,

1990

If the date were not used before the issue number,

identically numbered issues for different years would be filed next to each other and not be in useful order.

Date incorporated in series number

For many serial titles, agencies will often

incorporate the date of the publication in the series number that is assigned to the publication. In that case, treat the publication as a numbered series and use the date as it is incorporated in the series numbering system and printed on the publication.

For example:

LC 33. 10:90-1 LC science tracer bullet 90-

1, Jan. 1990

Sometimes the agency will place the year

designation after the issue number: 1-90. In these

cases, ignore the agency designation and use the

date, a slash, and the issue number: 990/1.

However, this has not been done in many cases in the past when it would have been advisable.

1. Volume and Number

When a serial title is identified by a volume

number and issue or part number, the book

number consists of the volume number, a slash, and the issue or part number.

For example:

L 2.41/2:38/10

Employment and earnings, volume

38, number 10, October 1991

37 Rev. 01/12/93
Chapter 3 - Serials & Series

2. Date

a) Annual Publications

For annual and less frequent publications, use the last three digits of the date after the colon.

For example:

D 1.1:990

Annual report to the President

and Congress

For reports of publications covering more

than one year, the range of dates is used.

For example:

D 208.107:990-91

Annual register of the United

States Naval Academy, 1990-

1991

The number of digits used in the second

number depends on how many are needed

for clarity. Always use at least two digits

in the second date. A publication

covering a century or more would require

3 digits in the second number.

For example:

895-995 1895 - 1995

An adjustment to the method of using

dates will be required when the year 2000

arrives. The best solution is to use four

digits rather than three.

For example:

895-2000 1895 -2000

b) Semiannual Publications

Semiannual publications are treated in much the same way as annuals. The first publication uses the three-digit date. The

publication for the second half of the year

uses the same date followed by a dash and

the number 2.

For example:

S 1.69/2:991

S 1.69/2:991-2

Foreign Consular Offices in the

United States (semiannual)

TD 4.810:983-2

Semiannual report to Congress on the effectiveness of the Civil

Aviation Security Program, July

1-Dec. 31, 1983

A -1 is not used on the first issue of a semiannual publication.

Rev. 01/12/93 38
Serials & Series - Chapter 3

c) Publications Issued Three or More

Times a Year

Quarterly, monthly, weekly, etc., publications are classified with a 3-digit

date, a slash, and a number.

For example:

EP 1.21/17:990/1 Jan.-Mar. 1990

EP 1.21/17:990/2

Apr.-June 1990

Monthly publications not issued in August

If a publication is monthly, but is not

issued in August, then make the

September issue number 9, and make a note for the shipping list and on the

classification record.

Combined issues in same year

If two issues are combined within the same year, use the date, a slash, and both

numbers separated by a dash.

For example:

989/3-4

d) Release vs. Coverage Date

In general, it is better to use the

coverage date rather than the

release date when there is a

choice.

Some serial publications carry both a release date and a coverage date. A

decision on which date to use in the class number should be made when establishing

the class and should be followed

consistently thereafter.

On a monthly publication, the statistics may cover January 1991, but the most

visible date is a February 1991 release

date. Do not decide immediately that the

class should be 991/2 for the February

issue.

Alternatively, an annual report may carry only a release date on the cover, but

further examination indicates that the

publication is the annual report for the

previous year.

If a publication is issued weekly and does

not contain a volume number or number,

use the coverage date in the class.

Combined issues in different years

If two issues for two different years are combined, use dates and separate each by

a dash.

For example:

L 1.78:992/10/12

Labor Press Service, week of

October 12, 1992

For example:

989/4-990/1

39 Rev. 01/12/93
Chapter 3 - Serials & Series

Look closely at classes assigned to earlier issues to determine which date is being

used for classification purposes. Special

caution is necessary at the beginning of a new year.

In general, it is better to use the coverage

date rather than the release date when

there is a choice. If the coverage date is not readily discernible, however, use the

release date. This decision should be

made when the class is first established,

then followed consistently throughout the

class.

B. Series

The series number appearing on a

publication is preferred over any

other designation in formulating the

book number in almost all cases.

A series may be numbered or unnumbered. An

unnumbered series is Cuttered (see Chapter 4).

The series number appearing on a publication is preferred over any other designation in formulating the book number in almost all cases. The series number should be used as printed, with

the exception of spacing. It may be necessary to adjust the spacing to conform to the standard GPO

classification spacing conventions described in the

Overview.

Numbering system changes

Sometimes agencies change a series numbering

system as the series is developed. An agency may

first use dates to identify individual issues in a

series, and later change to a numbering system.

The classification number should incorporate

whatever changes the agency initiates. Changes in the numbering system do not require a new class stem.

Two series on one publication

A publication may have two series printed on it. If both series have established classes, use the

class for the series appearing first on the title page

or cover.

If only one series is established, use that class even if the other series is presented first on the

title page or cover.

For example:

172.12/2:90-0081

On cover: OCS study

MMS 90-0081

Technical report no. 146

Rev. 01/12/93 40
Serials & Series - Chapter 3

Departmental control number

Do not confuse a departmental series number

with a departmental control or identification

number. The publication offices of some

agencies assign numbers to their publications for

identification of each specific publication, but this should not be considered a numbered series for

classification purposes.

For example:

S 1.123 :L 97/990

Background notes, Luxembourg.

(Department of State publication 9543)

The class S 1.123: is for the unnumbered

Background notes series. The 9543 is the

identification number that the State Department

has assigned to the publication.

HE 3.19/2:109

Economic forecasting ... (Actuarial note 109, SSA pub. no. 11-11500

The class HE 3.19/2: is for Actuarial notes. The

SSA number is the Social Security

Administration's identification or control number.

HE23.3008.-N 95/v.l

Nutrition service provider's guide.

DHHS publication no. (OHDS) 81-

70671

The class HE 23.3008: is the category class for Handbooks, manuals, and guides of the

Administration on Aging. The DHHS publication

number is the number assigned by the Department

of Health and Human Services to identify this particular publication.

1. General Series Designations and Specific

Book Number

The numbers printed on the publications may

include letters and numbers identifying the

series as well as individual publication

numbers. When establishing a new class, use

the letters or numbers that are common to the

series as a whole as part of the series title. The book number will then consist of the

number that identifies the specific title. How

much of the number to use should be decided

when a new class is established, and continued

consistently throughout the class.

For example:

D 101.25:MED 250

Department of the Army technical

bulletin TB MED 250

The TB is not used in the book number

because it stands for part of the series title for

this class. A series may be divided into several subseries,

but have only one class stem established for the

series as a whole. In this case the book

number must include whatever designation the issuing agency has used to differentiate the various subseries.

For example:

HE 20.3173/2:

Cancergrams: Series CT

HE 20.3173/2:

Cancergrams: Series CB

Complete class numbers:

HE 20.3173/2:CT 01/991/1

HE 20.3173/2:CB 19/991/1

41 Rev. 01/12/93
Cliapter 3 - Serials & Series

If separate classes had been established for the

CB 19 series and the CT 10 series, only the

numbering unique to the specific titles would

be required in the class.

As a general principle, follow the practice

established in each class. In some classes the

complete series designation has been used in the book number, although the class stem

already identifies the series.

For example:

C 3.215/3:

Construction reports, Value of new

construction put in place, C 30-

(series)

C 3.215/3:C 30-91-8

Construction reports, Value of new

construction put in place, August

1991, C 30-91-8

The book number in this example would have

been complete without the C 30, but at the

time the class was established, it was decided

to use the complete number for this series. Since the designations should be consistent

within a class, continue to use the complete

number for publications in this and similar

series.

2. Volumes, Parts or Sections

Series publications may carry volume numbers

alone, or volume numbers and issue numbers.

They may carry numbers only and have

individual titles: the Farmers bulletins, A

1.9:(nos.). They may carry both dates and

volume numbers: Foreign relations of the

United States, S l.l:(date). Or they may

carry no numbers and have individual titles: Background notes, S 1.123:(CT).

A multipart set may have the same series number assigned to all its parts or volumes but not include the part or volume numbers in the

series number.

If the series number printed on the publication

does not reflect the part or volume number, the

part or volume number should be added to the

class.

For example:

E 1.35/2:0063/V.2

Cost guide, DOE/MA-0063

volume 2

If the series numbering does include individual

part numbers, use the number as printed, with no further addition.

For example:

A 1.76:529-47

A catalog of the Coleoptera of

America north of Mexico, Family:

Heteroceridae. Agriculture Handbook

529-47

A 1.76:529-49

A catalog of the Coleoptera of

America north of Mexico, Family:

Dryopidae. Agriculture handbook

529^9

Rev. 01/12/93 42
Serials & Series - Ompter 3

Sometimes a larger publication, in addition to carrying volume and number designations, will also carry a part or section number. If this occurs, another slash is added, followed by the abbreviation PT. or SEC. and the number.

The PT. is used as part of the class but not V.

and NO.

For example:

AE 2 . 1 06/3 : 26/PT. 1 (SEC . 1 . 0-1 . 60)/99

1

3. Revised Editions

Add a slash and the date to revised

editions of publications in

numbered series that are assigned

the same series number as the

original edition.

Some earlier classes used the abbreviations for volume and number as part of the class number.

Add a slash and the date to revised editions of

publications in numbered series that are assigned the same series number as the original

edition.

For example:

LC 3.6/5:V.31/PT.14/N0.2

Catalog of copyright entries, Third

series, volume 31, part 14, Sound

recordings, number 2, July-Dec.

1977

If V. and NO. were used as part of the class when the class was established, discontinue this practice when new issues are received.

For example:

A 13.52:162

The gypsy moth, Forest insect

& disease leaflet 162 (1980)

A 13.52:162/989

Gypsy moth, Forest insect

& disease leaflet 162 (1989)

Formerly, revisions of numbered publications were classified by using the slash and

additional figures beginning with 12. This

practice has been discontinued.

43 Rev. 01/12/93
Chapter 3 - Serials & Series

Rev. 01/12/93 44
Chapter 4

Book Numbers

Section 1. Cutter Table and Its Use

A. 2-Figure Cutter Table

B. 3-Figure Cutter Table

C. Filing Order for Cutter Numbers

Section 2. Selecting Cutter Words

A. Basic Rule

1. Related Publications

a) Sets With a Collective Title

b) Sets Without a Collective Title

c) Related Publications in Different

Classes

d) Foreign Language Editions

e) Revised Editions

f) Serials

B. Stop Words

1. Words Common to the Federal

Government

2. Words Common to the Name of the

Agency

3. Catch Phrases

C. Cuttering Related Documents Covering

the Same Geographic Area

L. Similar Subjects

2. General Subjects

3. National Parks, Forests, etc. 4. Personal Names

5. Maps

D. Special Geographic Numbers

1. State Cutter Numbers

2. Regional Numbers for FBIS and

JPRS

E. Cuttering Multi-Part Geographic Names

F. Cuttering Acronyms and Initialisms

Section 3. Additions to Book Numbers

A. Slash Numbers

B. Dates for Revised Editions

1. Corrected Copies of Numbered

Volumes

C. Additions to Dates

1. Explanations of Numbers

2. Punctuation

D. Part Numbers, Chapter Numbers, Section

Numbers, etc.

E. Volume Number and Date: Which Comes

First?

1 . Volume Number Followed by Date

2. Date Followed by Volume Number

F. Language

45 Rev. 01/12/93
Chapter 4 - Book Numbers

Chapter 4 Section 1

Book Numbers Cutter Table and Its Use

The book number is the part of the classification

number following the colon, used to uniquely

identify an individual publication.

The complete Superintendent of Documents

classification number is made up of the class stem,

which is a general designation used to bring

related publications together, and the book

number, used to differentiate one publication from

all others classed under the same class stem.

The Superintendent of Documents classification system is organized to prefer use of those numbers

and other designations actually printed on the

documents. These designations may be of several

kinds:

volume number alone,

a volume number and number;

a number alone or in conjunction with

letters;

a date; or

a combination of these designations.

C.A. Cutter's Two-Figure Author Table,

familiarly known as the Cutter table, was

developed by Charles A. Cutter in the 1800's as a library tool for organizing library materials

alphabetically. There is also a three-figure table. Both the two- and three-figure tables are used in the Superintendent of Documents classification

system. The tables are available from commercial

library supply houses.

Cutter numbers are used when there is no series

number to identify the publications and dates are not appropriate for identification. Cutter numbers

are used to distinguish publications in the category

classes, as well as in unnumbered series classes.

A. 2-figure Cutter Table

When Cuttering, the 2-figure Cutter table is used

in nearly all cases. The table contains a list of

letters, with the first one (or two) in bold letter. The letters are followed by numbers.

To find a Cutter number for a publication, a

significant word from the publication's title is first selected. The first letters of the word are then

matched against the letters listed in the Cutter

table.

The series number printed on the publication

should be used in the class whenever possible.

For more information on how to assign a book

number for series or serials, see Chapter 3.

The publication may carry no number and require

a Cutter number from the Cutter table to complete

the class. The use of the Cutter table in the

Superintendent of Documents classification system

is explained below.

The Cutter number for a word consists of the

bolded letter (or letters) in the group of letters most closely matching the word being Cuttered,

plus the numbers following those letters. When a word falls between two numbers, always choose

the preceding number.

Rev. 01/12/93 46
Book Numbers - Chapter 4

For example:

Cutter table: Chem:

Chi:

Chim:

Chi:

42

43

44

45

Words being Cuttered:

Chemistry: C 42

Cherries: C 42

Children: C 43

Chimes: C 44

China: C 44

B. 3-figure Cutter Table

Cuttering from the 3-figure table follows uV same

process as in the 2-figure table. The 2-figur». md

3-figure tables are compatible, and may both be

used in the same class when necessary for better organization of the publications within the class.

The 3-figure table is used for separates and in some classes where a finer breakdown is necessary

to keep publications on separate subjects separate,

under different numbers.

For example, in some Agriculture Department

classes there are Cuttered publications for peaches

and pears. Publications on both subjects would be

interfiled under P 31 using the 2-figure Cutter

table. By using the 3-figure table, each subject

would be kept separate, peaches under P 313; and

pears under P 316.

However, new use of the 3-figure table should

be a last resort measure. If possible, use a

different Cutter word.

C. Filing Order for Cutter Numbers

Cutter numbers are filed alphabetically by

letter, then digit by digit, not necessarily in numerical order. This is true whether using the 2- or 3-figure Cutter tables, or both together.

By filing digit by digit, the publications will remain in alphabetical order by subject.

For example:

Chemistry:

Cherries:

Children:

Chimes:

China:

C 42

C 424

C437

C 44

C 441

The 3-figure table is used for

separates and in some classes

where a finer breakdown is necessary to keep publications on

separate subjects separate, under

different numbers.

41 Rev. 01/12/93
Chapter 4 - Book Numbers

Section 2

Selecting Cutter Words

Cutter from the first significant

word in the title which denotes the

subject of the publication. In cases of doubt between terms,

choose the term which comes first

in the title.

The Cutter number is, perhaps, the most difficult part of the class to keep consistent, because its choice is a matter of individual judgement. In most cases a Cutter word selection is neither right nor wrong, but a matter of deciding which word

is best for that particular publication in that particular class.

When classifying a newpublication

that falls into a Cuttered class,

first check the class under all

possible Cutter words for similar

publications.

A. Basic Rule

Cutter from the first significant word in the title which denotes the subject of the publication. In

cases of doubt between terms, choose the term

which comes first in the title.

In the examples below, the words in bold letters have been chosen as the best Cutter words:

When classifying a new publication that falls into a Cuttered class, first check the class under all possible Cutter words for similar publications.

If none is found, use the following guidelines in selecting Cutter words.

Increasing the nutritive value of wood and

forest products....

Report and recommendations on range

conditions....

Pine reforestation task force report....

How the rural community fire protection

program can help you....

Progress report on the cartographic activities of the U.S. ...

Present and recommended U.S. Government

research in sea-floor engineering....

Behavior and neurology of lizards

Victims of rape

1. Related Publications

When a publication is bibliographically related

to another publication, class using the same

Cutter whenever possible.

a) Sets With a Collective Title

Multiple volumes in a set with a collective

title should all be Cuttered under the same

term from the collective title.

Rev. 01/12/93 48
Book Numbers - Chapter 4

b) Sets Without a Collective Title

Multiple volumes in a set lacking a

collective title may be kept together only

when all titles are known and all titles share a common word.

If all the titles are not known, do not try

to keep the set together; instead, Cutter under the most appropriate word in each

title.

c) Related Publications in Different

Classes

Related publications in different classes,

such as draft and final environmental

impact statements, should be Cuttered

under the same term.

d) Foreign Language Editions

A publication may be issued both in English and in one or more other

languages. In order to keep these

publications together, Cutter under an

appropriate word in the English title.

Keep this same Cutter number for the

foreign language editions, and add a slash and the name of the language. See

Chapter 4, Section 3F, below, for further

details.

e) Revised Editions

If the publication being classified is a revised edition of an earlier publication, it should be Cuttered using the same word

or letter as the original with the addition

of /(date).

Avoid Cuttering under words which

are common to the agency,

particularly words in the name of

the agency.

f) Serials

Serials should be removed from general

classes when it is discovered that the title

is being issued annually or more

frequently, and separate classes should be

assigned. (See Chapter 3.)

When separate classes are established, Cutter numbers are not needed in the

class. There are a few exceptions made

in the boards, commissions, committees,

and congressional classes, which do have

Cutters in the class stems for serials. (See

Chapter 5.)

B. Stop Words

1. Words Common to the Federal

Government

Avoid Cuttering under terms common to the

Federal Government, such as National,

Federal, United States, Government, etc., unless absolutely necessary.

Also avoid using terms such as symposium,

workshop, report, etc.

All of these words should be considered stop

words.

49 Rev. 01/12/93
Cliapter 4 - Book Numbers

For example, in the following titles, Cutter under the words in bold letters:

National climate program

National estuarine sanctuary program

Present and recommended U.S.

Government research in sea-floor....

4th international symposium on free

radical stabilization....

2. Words Common to the Name of the

Agency

Avoid Cuttering under words which are common to the agency, particularly words in the name of the agency.

For example:

forest Forest Service

health Public Health Service

labor Bureau of Labor Statistics

wood Forest Service

Cutter under the name of an agency only when

it is the sole subject of the publication.

3. Catch Phrases

When a title begins with a catch phrase, ignore

the catch phrase. Cutter from the substantive

part of the title which denotes the subject of

the publication.

For example:

Fishing for compliments? Try sea fare from NOAA

Paradise regained? Surface mining

control and reclamation....

Of cats and rats: Studies of the neural

basis of aggression.

If the title consists entirely of a catch phrase,

Cutter a word from the phrase.

C. Cuttering Related Documents Covering the

Same Geographic Area

In classes where the subject matter is similar

(i.e., draft environmental impact statements) Cutter from the first word of the geographic

location.

For example:

Adam's Rib Ski area: draft environmental impact statement

Draft environmental statement: Alsea

Planning Unit

Oil and gas lease applications of the Los

Padres National Forest: draft environmental assessment

1. Similar Subjects

Rev. 01/12/93 50
Book Numbers - Chapter 4

2. General Subjects

In more general classes the geographic location

should be weighed against the first subject term. Check the class for past practice.

In case of doubt between a subject term and a geographic name, prefer the geographic term to Cutter, especially when the subject term is common to the class.

In case of doubt between a subject

term and a geographic term, prefer

the geographic name to Cutter,

especially when the subject term is common to the class.

Areas within national parks, forests,

wilderness areas, etc., should be

Guttered under the name ofthe park,

forest, etc.

3. National Parks, Forests, etc.

Areas within national parks, forests, wilderness

areas, etc., should be Cuttered under the name

of the park, forest, etc.

In cases of doubt concerning geographic terms,

examine the class for past practice and try to follow the pattern if one has been established.

For example:

Gravity survey of Amargosa Desert area of Nevada

Water-resources inventory, Antelope

Valley

The effects of decreased nutrient loading on the limnology of Diamond Lake,

Oregon

But: Formation and transport of oxidants along

Gulf Coast...

4. Personal Names

When Cuttering a geographic term consisting

of a proper personal name, base the Cutter on

the first word in the name.

For example:

A 13.28:G 29

Forest Service map of the George

Washington National Forest

If, however, there is an established practice

within a particular class of Cuttering from the

last name, continue that practice to keep related publications together.

51 Rev. 01/12/93
Chapter 4 - Book Numbers

5. Maps

For example:

a pamphlet on the George Washington

National Forest has been revised many

times, and has been Cuttered under

Washington:

Forest Service and other simple maps should

be Cuttered using the name of the geographic

area covered, i.e. country, state, national park,

national forest, etc.

A 13.13:W 27/969

A 13.13:W 27

George Washington National

Forest, 1969

George Washington National

Forest, 1958

Forest Service maps should be Cuttered under

the first-named national forest depicted. If the

map shows a particular trail, wilderness area, or feature within a forest, still Cutter under the name of the forest. This practice will collect

all maps covering a single forest or park into a unified sequence in the shelf list and Monthly

Catalog.

A 13.13:W 27/975 To classify maps from the U.S. Geological

Survey, Defense Mapping Agency, and

National Ocean Service, see Chapter 6.

George Washington National

Forest, 1975

When a later edition of the pamphlet is received, do not change the Cutter word to George. Assign the same Cutter as used

previously, in order to keep the different

editions together.

Rev. 01/12/93
Book Numbers - Chapter 4

D. Special Geographic Numbers

1. State Cutter Numbers

State Cutter numbers have been devised so that that should be used in all classes when a State each State will have its own distinctive name is being Cuttered:

number. Following are the Cutter numbers

A 1 n \\ n r\> n AT 1 R \ n s\y\ fin o Allpl/'o AT 1 C ^Vl onfi c I^o XT *yj A riTAfio AT? d. T M /II A rV'oncop AP A V ew ndmpsmre M AD T4 r 12 new jciocy . . . IN Ti J Colorado . . . . C 71 New Mexico . . . . N 42 M

Connecticut . . C 76 New York . . . . N 42 Y

n p rxurui v-druinid . . M 81 C

Wnrtn Tlolrrtto l>Urui UdKOla v 8i r>

T* 1 nriH q F f\f\ Ohm f)U 1

n 90 rw a. fiiiiom n Q1 m? a. Hawaii H 31 Pennsylvania . P 38

Idaho ID 1 Puerto Rico P 96 R

Illinois IL 6 Rhode Island . . . . R 34

Indiana IN 2 South Carolina . . . SO 8 C

Iowa 10 9 South Dakota . . . . SO 8 D

Kansas K 13 Tennessee T25

Kentucky .... K41 Texas T 31

Louisiana .... L93 Utah UT 1 Maine M28 Vermont V59

Maryland .... M36 Virgin Islands . . . V 81 I Massachusetts . . . M38 Virginia V 81

Michigan .... M58 Washington . . . . W 27

Minnesota .... M 66 West Virginia . . . W 52 V

Mississippi M69I Wisconsin W 75

Missouri .... M69 0 Wyoming . W99

53 Rev. 01/12/93
Chapter 4 - Book Numbers

For Area Wage Surveys, a class stem is established for each state using the item

number breakdown in Chapter 3. The

publication is then Cuttered by the city within

that state.

For example:

L 2.121/1:M 71/990

Area Wage Survey, Mobile,

Alabama

L 2.121/26:B 49/989

Area Wage Survey, Billings,

Montana

E. Cuttering Multi-Part Geographic Names

A geographic name beginning with common

terms such as Fort, Saint, Mount, San, etc.,

is Cuttered from the first word. The first letter of the second word is transcribed after the Cutter number.

A geographic name beginning with

common terms such as Fort, Saint,

Mount, San, etc. , is Cutteredfrom

the first word.

2. Regional Numbers for FBIS and JPRS

For both the Foreign Broadcast Information

Service (FBIS) and the Joint Publications

Research Service (JPRS), the class stems are

the same for all the regions. The regional

codes distinguish one from the other.

For example:

PREX 7.10:FBIS-AFR-91-106

(Africa)

PREX 7.10:FBIS-SOV-90-237

(Soviet Union)

PREX 7.13:JPRS-EER-90-141

(East Europe)

PREX 7.13:JPRS-WEU-90-157

(West Europe)

For example:

Fort Washington: F 77 W

San Diego: SA 5 D

San Francisco: SA 5 F

In the case of similar names, when the

geographic name begins with common terms such as Fort, Saint, Mount, etc., more than one letter may be used after the Cutter number

to keep the place names separate.

For example:

I29.21:F 77 MA

Fort Matansas National Monument,

FL

I29.21:F77 MC

Fort McHenry National Monument,

MD

I29.21:F77 MO

Fort Moultrie, SC

Rev. 01/12/93 54
Book Numbers - Chapter 4

If the words Saint, Mount, etc., are abbreviated on the publications, Cutter the

words as if they were spelled out: St. would be

Saint for Cuttering purposes.

F. Cuttering Acronyms and Initialisms

Acronyms and initialisms are

Guttered from the first word spelled

out when thefullform ofthe acronym

is known or is stated in the

publication.

Acronyms and initialisms are Cuttered from

the first word spelled out when the full form of

the acronym is known or is stated in the

publication.

For example:

M 59 MCRL (Master Cross Reference

List)

C 73 CETA (Comprehensive

Employment Training Act)

If the words the letters represent cannot easily

be determined, Cutter from the initials as they

appear on the publication or choose another

term when possible.

For example:

C 33 CENTAC program (meaning

unknown)

Rev. 01/12/93
Chapter 4 - Book Numbers

Section 3

Additions to Book Numbers

The following guidelines cover additions to book

numbers in general terms. Since many additions

are specific to situations arising in series and

serials classes, see Chapter 3 for a detailed

discussion of additions to book numbers in these

classes.

See also Chapter 2, Section 2, for guidelines on

additions to book numbers for special types of

publications, such as change sheets, supplements,

indexes, electronic products, etc.

Additions to book numbers normally consist of

numbers. When a word or abbreviation is added,

it is written in upper case letters, following the

policy of capitalization of all letters in the class number.

Any slash numbers added to the Cutters are filed numerically.

A. Slash Numbers

When the same Cutter number is assigned to several publications

within a class, the publications

are differentiated from one

another by slash-numbers.

When the same Cutter number is assigned to several publications within a class, the publications

are differentiated from one another by slash

numbers. Slash numbers are sometimes called superior numbers, because formerly they appeared

above the preceding number: C 422

.

These numbers are added in sequence as publications are received. The first publication

will bear only the Cutter number such as C 42.

As other publications with other titles are

received, they will be classed C 42/2, C 42/3, etc.

If there are large numbers of publications within

a class Cuttered under the same term, try to find

a more distinctive Cutter word. If the same

Cutter number is being applied to different

subjects, consider using the 3-figure table for a

finer breakdown.

B. Dates for Revised Editions

Current policy limits the use of dates to indicate new editions. This policy supersedes the past

practice of using the date in a Cuttered class when

it was part of the title of a monographic

publication.

Prior to 1985, the policy for revised publications

identified by volume and number was to add a slash and the abbreviation REV. to the original

class.

For example:

L 2.41/2:38/10/REV.

This policy is also abolished.

Since 1985, revised publications have been classed

by adding a slash and the date to the class for the

original edition.

For example:

L 2.41/2:38/10/991

Rev. 01/12/93 56
Book Numbers - Chapter 4

If a publication is revised the same

year as the original issue, it is assigned the class for the original,

followed by a slash, the date, a

dash, and a sequential number.

If a publication is revised the same year as the

original issue, it is assigned the class for the

original, followed by a slash, the date, a dash, and

a sequential number.

For example:

Soviet Union (map;) PREX 3.10/4: SO 8

(original edition)

PREX 3.10/4: SO 8/989

(revised edition, 1989)

PREX 3. 10/4: SO 8/989-2

(2nd revision for 1989)

Revisions are classified and filed as follows:

C 42 (original edition of 1st

title)

C 42/989 (revised 1989 edition of

1st title)

C 42/2 (original edition of 2nd

title requiring this Cutter number)

C 42/2/990 (revised 1990 edition of

2nd title)

C 42/2/990-2 (2nd 1990 revised

edition of 2nd title)

C 42/2/991 (revised 1991 edition of

2nd title)

C 42/3 (original edition of 3rd

title, issued in 1987)

C 42/3/987-2 (revised edition in 1987

of original 1987 edition

of 3rd title)

Adding 989-2 indicates that this is the 2nd edition

issued in 1989. This practice conveys information

not only about the publication being classed but

also about a previous edition.

57 Rev. 01/12/93
Chapter 4 - Book Numbers

1. Corrected Copies of Numbered Volumes

A revised publication issued with a volume and

number printed on it is sometimes issued as a corrected copy. In that case, the class ends

with a slash and the abbreviation CORR.

For example:

L 2.41/2:38/10/CORR.

C. Additions to Dates

1. Explanations of Numbers

Sometimes a date is used in a book number,

and another number, printed on the

publication, is needed in the class. In these

cases, add an explanatory word or abbreviation

before the number and after the final slash.

For example:

PREX 3.10/4:SO 8/990/SH.2

Soviet Union (map), sheet 2

2. Punctuation

Sometimes the date as written on the

publication is not compatible with the

Superintendent of Documents classification

system and its punctuation.

A good illustration of the problem is 1988/89

NEH Fellowship Programs. The class for the

basic title is NF 3.2:F 33/11.

A slash in the date after a Cutter number is not

permitted, so the date as printed on the

publication cannot be used. The slash in the

printed date should be replaced by a dash.

The correct class for this publication is:

NF3.2:F 33/11/988-89

D. Part Numbers, Chapter Numbers, Section

Numbers, etc.

Part, chapter, title, section, or other numbers may

be needed at the end of classes for any type of

publication. Usually the need will be apparent

from the title and format of the publication.

This type of number is added as necessary after a slash at the end of the class. Occasionally more

than one of these designations may appear on a

single publication. Caution should be exercised to avoid using more of these numbers in the class than are necessary to identify the individual

publication.

For example:

AE 2. 10673:20/PT. 1-399/991

Code of Federal regulations, Title

20, Employees' benefits, Parts 1- 399, Revised April 1, 1991

Rev. 01/12/93 58
Book Numbers - Chapter 4

E. Volume Number and Date: Which Comes

First?

The question of whether to use the date or the

volume number first arises frequently. Which

is used first in the class depends on the

publication and the meaning of the date and

volume numbers in the class.

Using the date first for these volumes would

make it difficult for users to discover the latest edition of the volume they wanted to use. The

logical organization is to keep the set together

by volume number. Filing by date would not keep the volumes in order unless they were all revised the same year.

1. Volume Number Followed by Date

Normally, when numbered volumes

of a set are received, the volume

number is added at the end of the

class. As volumes are revised, the

revision date is added after the

volume number.

Normally, when numbered volumes of a set are received, the volume number is added at the

end of the class. As volumes are revised, the

revision date is added after the volume

number.

In some sets the volumes may be used alone

and are revised individually and irregularly. In

these cases, also, the date should follow the

volume number.

For example:

Defense integrated data system procedures

manual

D 7.6/4:D 26/V.4/986

Item identification, v. 4, revised

1986

2. Date Followed by Volume Number

If the publication being classified is one of a set which reports on a

year's activities, the date will come

first, then the volume number.

If the publication being classified is one of a

set which reports on a year's activities, the

date will come first, then the volume number.

Each volume may cover a specific subject.

The issuing agency may have divided a set into volumes only for convenience, because of the

large quantity of material. Often the individual

volumes lack specific titles.

For example:

S 1.1:951/V.5

Foreign relations of the United

States, 1951; volume 5, The Near

East and Africa.

S 1.1.951/V.6

Foreign relations of the United

States, 1951, volume 6, Asia and the

Pacific.

D 7.6/4:D 26/V.9/985

Document identifier code

input/output formation, v. 9,

revised 1985

59 Rev. 01/12/93
Chapter 4 - Book Numbers

F. Language

A foreign language publication is classified the same as the English edition, with a slash followed

by the name of the language spelled out (or

abbreviated if over 7 letters) at the end of the

class.

If the publication contains both English and

another language, use a slash followed by the name of the language spelled out and -English

attached at the end of the class.

For example:

HE 20.3038:R 11

The search for health: Rabies, a dreaded disease.

HE 20.3038:R 11/SPANISH

En busca de buena salud: La rabia,

enfermedad temible.

Y3.M 58/2:2 M 58/SPANISHENGLISH

Rev. 01/12/93 60
Chapter 5

Congressional and Related Publications

Section 1. Boards, Commissions, &

Independent or Temporary

Committees (Y 3.)

A. Agency Designations

1. Subordinate Offices

B. Category and Series Designations

1. Related Series or Subjects

C. Individual Book Numbers

1. Numbered Series

2. Cutter Numbers

Section 2. Congressional Record, House and

Senate Journals (X)

A. Congressional Record

B. House and Senate Journals

Section 3. Congress, House, and Senate as a Whole (Y 1.)

A. Individual Book Numbers

B. Numbered House and Senate

Documents and Reports

C. Subordinate Offices

D. Star Prints

Section 4. Congressional Committee

Publications (Y 4.)

A. Constructing the Agency Designation

1. Reorganized Committees and Name

Changes

B. Choosing the Correct Agency

Designation

1. Report or Committee Print?

2. Joint Hearings

3. Publications Prepared by One

Agency for the Use of Another

C. Individual Book Number

1. Serial Numbers

a) Part Numbers

b) Numbered and Unnumbered

Documents in One Class

c) Numbering System Changes

2. Series Numbers - Senate

3. Serial Publications

4. Cutter Numbers

a) Numbers

5. Part Numbers

61 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

Chapter 5

Congressional and Related

Publications

Superintendent of Documents

classification numbersforpublications

of Congressional agencies often are

constructed differently from those

constructed according to the general

principles set forth in the preceding

chapters. These differences are

especially notable in the construction

of the class stem.

This chapter deals with publications of Congress

and its committees, and of agencies established by

Act of Congress.

Superintendent of Documents classification numbers for publications of Congressional

agencies often are constructed differently from

those constructed according to the general

principles set forth in the preceding chapters.

These differences are especially notable in the construction of the class stem.

However, unless exceptions are specifically stated,

the general principles of the Superintendent of

Documents classification system do apply to publications of Congressional agencies. As in all classes, established patterns are to be followed

when classifying a new publication, unless a

specific guideline directs otherwise.

For these Congressional publications, the principle

of assigning an agency designation based on the

first letter of a significant word in the agency name is abandoned. Instead, the following

designations are used:

X

Yl

Y3

Y4

Senate and House Journals

other publications of the Congress,

House, and Senate as a whole

publications of boards,

commissions, and other

independent or temporary

committees

publications of House and Senate

committees

Other anomalies that occur in classes under these

broad "agency designations" are discussed in the

appropriate section.

Rev. 01/12/93 62
Congressional & Related Publications - Chapter 5

Section 1

Boards, Commissions, and

Independent or Temporary

Committees (Y 3.)

Those agencies established by Act of Congress or under authority of an Act of Congress, not

specifically designated in the Executive Branch of

the Government, are grouped under Y 3.

Informal interagency organizations, as well as those specifically created by law, fall into this category. Informal boards or commissions may be

created when the Congress requests a report on a

specified subject. In order to comply with this request, several agencies may work together

because the subject of the report comes under their varied jurisdictions. These loosely formed

committees may publish only one report and then

cease to exist.

Publications of these temporary groups are classed

in Y 3., as well as publications of those more

permanent boards and commissions established by

formal Acts of Congress.

When publications from a new committee,

commission, task force, or interagency

organization are received, it is necessary to determine how the agency was established, and

how it fits into the total Government organization.

Often this information is not included in the

publication and must be obtained from the agency

itself.

If it is determined that the agency falls in the

Executive rather than the Congressional branch of

government, the agency designation is constructed

according to the general rules and is not placed in the Y 3. classes.

For example:

NMB National Mediation Board

ITC International Trade Commission

The class stem for Y 3. publications extends past

the colon, to the category or series designation

which immediately follows the colon.

The following breakdown shows the components

of an individual class number:

Y 3, Author symbol

.AD 6: Agency designation

: 1 Category or Series

/989 Individual book number

A. Agency Designations

After determining that the author symbol for a new commission, board, etc., should be Y 3.,

assign the agency designation. The agency

designation is derived from the two-figure Cutter

table, by Cuttering the first main word of the agency name. The Cutter number is followed by

a colon.

For example:

Y 3. AD 6: Administrative Conference

of the United States Y 3.SE 4: Selective Service System

Y3.L61: National Commission on

Libraries and Information

Science

Check all active and inactive files to be sure

the number has not been used previously.

63 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

A slash and numbers are used to separate

agencies having the same or similar first word

in their names.

For example:

Y 3.F 31/8: Federal Deposit Insurance Corporation

Y 3.F 31/15: Federal Council on Aging

Because there are so many agency names

beginning with Federal, a more descriptive

word in the name is now used for the Cutter number for new class stems.

1. Subordinate Offices

Subordinate offices are disregarded

in classifying publications in the Y3.

classes.

The Y 3. classes make no provision for separate classes for publications of subordinate

offices. Most of the organizations are small

themselves, and have no subdivisions other

than working groups. Subordinate offices are disregarded in classifying publications in the Y

3. classes.

For example:

Y 3. EL 2/3: Federal Election

Commission

Y 3. ED 8: Federal Interagency

Committee on Education

Other common words such as Advisory,

National, and Interagency should also be

treated as stop words and avoided when

possible in Cuttering.

B. Category and Series Designations

Category and series designations for publications

of these Y 3. agencies follow the colon instead of

preceding it as in other classes.

For example:

Y 3. AD 6:1 Annual report

Y 3. AD 6:2 General publications

Rev. 01/12/93 64
Congressional & Related Publications - Chapter 5

When establishing new classes, use the standard

category classes 1 through 8, assigning them

according to the general rules. Numbers 1 through 8 are reserved for the standard classes even though they may never be used.

1. Related Series or Subjects

Series on the same or related subjects are brought together by using the same basic

number, followed by a dash and a sequential

number.

For example:

Y 3.N 88: Nuclear Regulatory Commission

Y 3.N 88

Y 3.N 88

Y3.N 88

1 Annual report

2 General publications

8 Handbooks, Manuals,

Guides

If a commission or committee is created to make

a study, submits a report to Congress, and then

goes out of existence, only the (Y 3.-:) class is established, and the publications are Cuttered.

This class is entitled Report rather than Annual

report.

In preparing the report, the commission may issue

background papers, task force reports, interim

reports, etc. In that case, either the General

publications class (Y 3.-:2) or a class for the

specific title of the series may be established.

For example:

Y3.0C 1:10-2

Administrative Law Judge and

Commission decisions

Y3.0C 1:10-3

Index to Decisions of Occupational

Safety and Health Review

Commission

Y3.0C 1:10-4

Citator to Decisions of Occupational

Safety and Health Review

Commission

C. Individual Book Numbers

The use of the slash, dash, and

other punctuation marks is often

different in the Y 3. classes.

Individual book numbers are added after the category or series designation.

The use of the slash, dash, and other punctuation

marks is often different in the Y 3. classes. Follow established patterns when classifying new

publications.

65 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

1. Numbered Series

Use a slash between the series designation and

the individual book number.

For example:

Y 3.N 88:10/0868

A collection of mathematical modes

for dispersion in surface water and

groundwater, NUREG-0868

Y 3.N 88:1/989

Nuclear Regulatory Commission.

1989 annual report

A numbered publication carrying both volume

and number is classified by adding a comma,

rather than a slash, after the volume number.

The abbreviation no. and the actual number

then follows.

For example:

Y 3.N 88:10/0868/V.l,NO.2

When a publication is issued quarterly,

monthly, weekly, etc., use a dash after the 3-

digit date and the number assigned to that particular issue.

2. Cutter Numbers

When a Cutter is used, leave a space between

the category or series designation and the Cutter number. Do not use any punctuation to separate these two elements.

For example:

Y 3.T 25:2 B 84

Tennessee Valley Authority. Floods

onTuckasegee River and Deep Creek

in vicinity of Bryson City, NC

Y 3.C 76/3:2 K 54/3/990

For kids' sake-think toy safety - Revised Sept. 1990.

A slash followed by a sequential number is used to separate titles using the same Cutter numbers, in accordance with the general rules. Revision dates are added to the book number,

with any other information, separated by

slashes in the usual manner.

For example:

Y 3.0C 1:10-2/989-8

Occupational Safety and Health

Review Commission decisions, table of citations, August 1989 issue.

Note the use of the dash between date and

issue number.

Rev. 01/12/93 66
Congressional & Related Publications - Chapter 5

Section 2

Congressional Record, House and

Senate Journals (X)

A. Congressional Record

The class stem for the Congressional Record

(bound edition) is X followed by a period. The

period is followed by the number of the Congress,

a slash, the session number, and then a colon.

For example:

X.99/2:

X.101/1:

B. House and Senate Journals

The House Journal and the Senate Journal have

been assigned XJH and XJS respectively. The

letters are followed by Congress and session

number, then the part number.

For example:

XJH:100-2/PT.l

Journal of House of Representatives,

100th Congress 2nd session, part 1.

The volume number, the abbreviation PT., and

the part number complete the class.

For example:

X.99/1:131/PT.19

Congressional record, 99th Congress, 1st session, volume 131, part 19, Oct. 2-9,

1985.

The daily Congressional Record is treated as a preprint for classification purposes by using /a as part of the class stem. Then the class is formed

by using the Congress and session number, then

the volume and issue number.

For example:

X/A. 101/2:136/5

Congressional record, volume 136, no.5,

Jan. 30, 1990.

67 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

Section 3

Congress, House, and Senate as a

Whole (Y 1.)

The Senate has numbered all of its publications since the beginning of

the 98th Congress. The series

abbreviation and numbers printed on the publications are used rather

than Cutter numbers.

A. Individual Book Numbers

A few of the publications in these classes are not numbered. The individual book numbers for these

publications consist of a Cutter number added

after the colon. Revision dates and other additions

are handled the same as in other Cuttered classes.

For example:

Y 1.2.F 31/11

Drafting Federal Law

Publications of the Congress as a whole, the

House of Representatives, and the Senate are grouped into three separate classes regardless of

type of material. The class stems are as follows:

Y 1 . 1 : Congress as a whole, and conference

committee publications without the names of specific established

committees printed on them.

Y 1.2: House ofRepresentatives publications

Y 1.3: Senate publications

None of these publications carry a Congressional

committee name.

The publications may be manuals, bibliographies,

compilations of laws, or any other type of

material. Separate classes are not established for

specific kinds of material, except for certain titles as noted below.

The Senate has numbered all of its publications

since the beginning of the 98th Congress. The

series abbreviation and numbers printed on the

publications are used rather than Cutter numbers.

For example:

Y 1.3:S.PUB.101-15

Annual report of the Architect of the Capitol. S.pub. 101-15

A few specific titles among House and Senate

publications are assigned separate classes.

For example:

Y 1.2/2: Calendar of United States House of

Representatives and History of

Legislation

Y 1.3/9: List of Standing Committees (Senate)

These classes are completed in the usual way, by

adding a number, date, or Cuttei number after the colon as appropriate in each case.

Rev. 01/12/93 68
Congressional & Related Publications - Oiapter 5

B. Numbered House and Senate

Documents and Reports

C. Subordinate Offices

Each type of numbered House and Senate

document and report has a separate class stem.

For example:

Y 1.1/3: Senate Documents

Y 1.1/4: Senate Treaty Documents

Y 1.1/7: House Documents

Y 1.1/8: House Reports

The number as it is printed on the report follows

the colon.

For example:

Y 1 . 1/5. 102-570 Senate Report 102-570

Y 1.1/8:102-914 House Report 102-914

Since the Congress number is incorporated in the

House and Senate numbering systems, no

adjustment to the class is necessary to differentiate between the publications of various Congresses.

Classes for publications of newly

created subordinate offices of

Congress should be established

using the next available sequential

number after Y 10.

The classification system does not provide for an

orderly incorporation of classes for publications of

subordinate offices of Congress. Publications of

two such offices have been handled in two

different ways.

Publications of the Office of Technology

Assessment, United States Congress, are classed

in Y 3.T 22/2:. The individual classes follow the

pattern of the Y 3. classes. (See Section IB of

this chapter.)

Publications of the Congressional Budget Office,

United States Congress, are classed in Y 10. The

individual classes follow the pattern of the regular

department and agency classes. (See Chapter 2.)

Classes for publications of newly created

subordinate offices of Congress should be

established using the next available sequential

number after Y 10. Establishing classes for these

subordinate agencies at the end of the Y's will avoid mixing them with the boards, committees,

and commissions in Y 3.

69 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

D. Star Prints

The class number for a star print

should include /CORE, after the

number assigned to the original

edition.

Corrected editions of Congressional documents are issued as star prints. These documents have a star printed at the lower left-hand corner of the title page or cover. Sometimes the words "star print"

also appear adjacent to the star. Star prints are new, revised editions. The class number for a star print should include /CORR. after the number

assigned to the original edition.

For example:

Y 1.1/5:97-177 (original edition)

Y l.l/5:97-177/CORR. (star print)

Rev. 01/12/93 70
Congressional & Related Publications - Chapter 5

Section 4

Congressional Committee

Publications (Y 4.)

Check all active and inactive files to determine the correct number to be used.

Y 4. is the agency symbol assigned to the working

committees of Congress.

A. Constructing the Agency Designation

The agency designation for a Congressional

Committee consists of a Cutter number based on

the first significant word in the Committee's name. The Cutter number follows the Y 4. and is followed by a colon.

For example:

Y 4.G 74/7: Committee on Government

Operations (House)

Y 4.G 74/9: Committee on Governmental

Affairs (Senate)

With this method of classifying Congressional

committee publications, the classes for publications of House, Senate, and Joint

committees are intermixed.

For example:

Y 4.AG 4:

Y 4.W 36:

No separate classes are established for subcommittees under the committees.

Special Committee on Aging

(Senate)

Committee on Ways and Means

(House)

A slash and the numbers 1 and 2 are added to the Cutter number when it is known at the time the

classes are established that both the House and the

Senate have committees with the same name.

For example:

Y4.J89/1: Committee on the Judiciary

(House)

Y 4. J 89/2: Committee on the Judiciary

(Senate)

If a new committee is created and the agency

designation would use the same Cutter number as an existing committee, use a slash and the next

highest available number to distinguish between

the two classes.

For example:

Y4,AP6/1: Committee on

Appropriations (House)

Y 4.AP 6/2: Committee on

Appropriations (Senate)

Y 4.B 22/1 : Committee on Banking,

Finance and Urban

Affairs (House)

Y 4.B 22/3: Committee on Banking,

Housing, and Urban

Affairs (Senate)

Y 4.EC 7: Joint Economic

Committee

Y 4.F 49: Committee on Finance

(Senate)

71 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

1, Reorganized Committees and Name

Changes

If two or more existing committees

merge into one committee and a new name is used, establish a new

class for the committee.

If two or more existing committees merge into one committee and a new name is used,

establish a new class for the committee.

For example:

Y 4.AG 8/2:

Committee on Agriculture and

Forestry (Senate)

Y 4.N 95:

Select Committee on Nutrition and

Human Needs (Senate)

Y 4. AG 8/3:

Committee on Agriculture, Nutrition

and Forestry (Senate)

Sometimes a committee name changes to include other subjects, but committees are not merged. If the first significant word in the

committee name remains the same, use the

existing class number and change the name of

the class.

For example:

Y4.B 22/1:

Committee on Banking and Currency

(House)

Y4.B 22/1:

Committee on Banking, Housing, and

Urban Affairs (House)

Y4.B 22/1:

Committee on Banking, Finance, and

Urban Affairs (House)

In this example, the committee changed its name twice, but since Banking remains the

first significant word, the class does not change.

If the name of this committee were to change

to Finance, Banking, and Urban Affairs, a new class should be established using Finance

as the Cutter word.

The first two committees merged to form the

third committee, which was assigned a new

agency designation.

Rev. 01/12/93 72
Congressional & Related Publications - Chapter 5

B. Choosing the Correct Agency Designation

Sometimes it is difficult to determine which

agency designation should be assigned to a Congressional document. More than one

committee may be involved with the publication, or it may be identified simultaneously as two

different types of publication. To resolve these

problems, see the appropriate section below.

1. Report or Committee Print?

If the report number is printed on

the publication, it is classified as

a report, not as a committee print, even if the words Committee Print

appear.

Occasionally it is difficult to determine whether

a Congressional document should be classified as a report (Y 1.) or as a committee print (Y

4.). This confusion arises when the words

House Report or Senate Report, with or without numbers, appear on a publication

together with a committee name or the words

Committee Print.

If the report number is printed on the

publication, it is classified as a report, not as a committee print, even if the words

Committee Print appear. It should be

included in the appropriate Y 1. class. (See

Section 3 of this chapter.)

If the report number is not printed on the

publication, classify it as committee print in the appropriate committee class under Y 4.

2. Joint Hearings

When two committees hold a

hearing jointly and publish the

results in one publication, classify

the publication under the first

committee listed on the title page.

When two committees hold a hearing jointly

and publish the results in one publication,

classify the publication under the first committee listed on the title page. Series or

serial numbers printed on the publication are used in the class only if they are assigned by

the first named committee.

For example:

Y4.F 76/1: AG 8/2

Agricultural development in the

Caribbean and Central America, joint

hearing before. . . Committee on

Foreign Affairs and ... Committee on

Agriculture, House of

Representatives. . . Serial no. 97-ZZZ.

This publication is classified under the

Committee on Foreign Affairs, the first committee named. The Committee on

Agriculture assigned Serial no. 97-ZZZ, so it

is not used in this class. Instead, a Cutter number is assigned.

73 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

3. Publications Prepared by One Committee C. Individual Book Numbers

for the Use of Another

Sometimes publications, usually committee

prints, are prepared by one committee for the use of another. In these cases it is necessary to determine which committee actually published

the piece.

This situation is most prevalent when the Joint

Committee on Taxation prepares summaries,

descriptions, and analyses of bills for the

Senate Committee on Finance and for the

House Committee on Ways and Means.

If the heading on the publication reads Joint

committee print, classify it under the named

Joint Committee, usually the Joint Committee

on Taxation.

If there is no heading, look at the next page to see if names of members of the committee are

listed as they often are on committee prints.

Classify the publication under the committee to which the members belong.

If there is no heading, and no members' names

are listed, check the classification files to determine what has been done in similar

situations, and classify accordingly.

Separate category or series classes,

with afew exceptions, are not assigned

in the Y 4. classes.

Individual book numbers follow the agency

designation and colon. The individual book

number consists of the serial or series number

printed on the document, or a Cutter number if there is no serial or series number.

Separate category or series classes, with a few

exceptions, are not assigned in the Y 4. classes. Most publications, including committee prints,

hearings, manuals, bibliographies, etc., are included in a single class. The exceptions are annual reports and other serials, which are discussed in 3, below.

Rev. 01/12/93 74
Congressional & Related Publications - Chapter 5

1. Serial Numbers

When a serial number does not

incorporate the number of the

Congress ... the Congress

number must be added to the class

after the colon, followed by a

slash, then the serial number.

Serial numbers appearing on publications

should be used in the class. The numbers may

or may not be identified by the word serial on

the publications. In each Congress, numbering

usually begins again with number 1. Some

committees use the number of the Congress in conjunction with the serial numbers, and others

do not. Some identify their publications by

letters rather than numbers, and some by letters and numbers.

The numbers and letters should be used as they

are printed on the publication as far as possible.

For example:

Y4.J 89/1:97/54

Lanham Trademark Act Amendment,

Hearing... 97th Congress, 2nd

session... Serial 54.

The slash in the class indicates that the

Congress number is not printed as part of the

serial number of the publication.

Compare:

Y 4.J 89/1:97/54

Serial number printed alone without

the Congress number

Y 4.B 22/1:97-95

Congress number incorporated in the

serial number

For example:

Y 4. AG 8/l:97-BBBB

Surplus Agricultural Commodities

Act, hearing... 97th Congress, 2nd

session... Serial no. 97-BBBB

Y 4.B 22/1:97-95

HUD field reorganization... hearing,

97th Congress, 2nd session... Serial no. 97-95

When a serial number does not incorporate the

number of the Congress as in the above

examples, the Congress number must be added

to the class after the colon, followed by a

slash, then the serial number.

75 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

a) Part Numbers

The part number is used in the

class only when the same serial

number is assigned to all the parts.

Many hearings are issued in parts and also have assigned serial numbers. Some

committees assign the same serial numbers

to all the parts, and some committees

assign each part a different serial number.

The part number is used in the class only

when the same serial number is assigned

to all the parts.

For example:

Y 4.J 89/2-.J-97-7/PT.3

Department of Justice confirmation

hearings... part 3... Serial no. J-97-7

(Parts 1 and 2 are also designated

Serial J-97-7.)

Y 4.IN 8/14:97-9/PT.10

Additions to the National Wilderness

Preservation System, hearing...

Serial 97-9, part 10. (Parts 1-9 are

also designated Serial 97-9)

In the following examples, the part

number is not used in the class because

each part has a unique serial number.

Y 4.B 22/1:97-53

Housing and Urban-Rural Recovery

Act, hearings, part 2. Serial no.97-53

Y 4.B 22/1:97-55

Housing and Urban-Rural Recovery

Act, hearing, part 4. Serial no.97-55

When part 1 of a numbered serial is received, look at other publications in the

class to determine whether the part

number has been necessary in this particular class in similar cases. Presumably the committee is consistent in assigning serial numbers to publications

issued in parts, and earlier examples can be followed. When part 2 or later numbers are received, it is easy to determine whether to use the part number

in the class by locating the earlier parts.

Rev. 01/12/93 76
Congressional & Related Publications - Chapter 5

b) Numbered and Unnumbered

Documents in One Class

A committee may issue its publications in a variety of ways. The hearings may have

serial designations and the committee

prints may not. That means that part of

the class may be numbered, and part

Cuttered. Use the same class stem for both types of material.

c) Numbering System Changes

As committees add, drop, or change their

serial designations, the class should be

adapted to cover these changes. When a committee has indicated that it will change

from Cutters to numbers or vice versa, the class should be changed at the

beginning of a new Congress or a new

session of Congress.

For example:

Y 4. AG 8/1 :B 85/2/982

Report of the Committee on

Agriculture... to the Committee

on the Budget... Committee

print

Y4.AG 8/l:97-JJJ

Review of tobacco price support

program costs, hearing. Serial no. 97-JJJ

Another comn may use serial numbers for hearings, and letters for committee prints. These are classified under the same class stem.

2. Series Numbers - Senate

The Senate devised a numbering system which

it started using for its Committee publications

originating in the 98th Congress.

The system is similar to the one in use for Congressional documents and reports, in which

the number consists of the number of the

Congress, followed by a hyphen and a 1-up

number, i.e. 102-1, 102-2, etc.

Three series are incorporated in the Senate

numbering system: Senate hearings, Senate

committee prints, and Senate publications.

An abbreviated designation showing the type of

publication is printed on each publication,

preceding the number, as follows:

S. Hrg. 102-1

For example: S. Pit. 102-1

S. Pub. 102-1

Y 4.EN 2/3:97-GG

Natural gas regulation study...

Committee print 97-GG.

Y 4. EN 2/3:97-119

Telecommunications Act of

1982, hearings... Serial no. 97-

119.

77 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

The S.pub. numbers are used primarily in the Another treatment used in the past is to Cutter Y 1.3: class. a word in the title and then add the date after a slash. The designation showing the type of material

and the numbering follows the colon in the

class stem. For example:

Y 4.EC 7:EC 7/(date)

For example: Economic indicators. Joint Economic

Committee

Y 4.B 85/2:S.HRG. 102-271

Y 4.G 74/9 :S.PRT. 102-52

Y 1.3:S.PUB.101-15

The preferred treatment is to assign a sequential number before the colon, which is then followed by the date. The numbers are assigned in sequence for the

Congress as a whole, rather than for each

Committee, so the numbering within any one

class will not be sequential. For example:

The Senate series numbers are not used in the

class for two categories of documents:

1) serials (except in Y 1.3:);

2) joint publications which are classed

under a House committee.

Y4.F 76/1-18:991

Rules of the Committee on Foreign

Affairs. House. 1991

3. Serial Publications

Though the committees issue primarily

hearings and committee prints, there are also some serials in the Y 4. classes. They have

been treated in various ways.

One treatment is to assign a sequential number

after the colon, followed by a slash and the

Congress number, followed by a dash and the

session number.

For example:

Y 4.P 93/1:1/100-1

Congressional directory

Rev. 01/12/93 78
Congressional & Related Publications - Chapter 5

4. Cutter numbers

Cutter numbers are used for publications not carrying serial or series numbers. The rules

for Cuttering hearings are the same as for other

publications.

There are a few problems that are unique to the hearings. One problem is how to handle

such words as United States and Legislation.

Use these words for Cutter words only when

absolutely necessary; otherwise treat them as stop words.

If Legislation or United States are the only

words in the title, use them for Cuttering;

otherwise, choose another word. If Legislation on energy is the title of a

publication, Cutter under energy rather than

legislation.

Similarly, a hearing may be on United States

relations with another country. Even though

the United States may appear first in the title, Cutter under the name of the other country.

The name of the committee issuing the

publication may affect the choice of Cutter,

and an exception to the above rule may be

necessary.

The Committee on Energy and Commerce may

issue a publication entitled Legislation on

energy. Avoid Cuttering under energy, since

all the committee's publications will deal with

that subject. In this case, it is permissible to Cutter under legislation. Study the

publications, the names of the issuing offices,

and the method of handling other publications

in the class, to decide on the best Cutter word.

Classify similar titles together even though they

are not revisions or new editions of the same

title.

If a hearing and committee print would be

classified with the same Cutter number, add a

slash number to the second publication

received.

a) Numbers

Numbers may appear as part of titles, and

be required in the classes. Convert

Roman numerals to Arabic numerals in the classes.

For example:

Y 4. :T 19/990-91/NO.17

Miscellaneous tax bills, XVII,

hearing.

Though the word number, part, section, or volume does not appear in the title before the number, use an abbreviation of

such a designation before the number

when it is added at the end of the class.

Numbers should not be added at the end

of a Cuttered class with no explanation.

79 Rev. 01/12/93
Chapter 5 - Congressional & Related Publications

Rev. 01/12/93
Chapter 6

Special Cases and Maps

Section 1. Special Cases

A. President and Executive Office of the

President, including Committees and

Commissions Established by Executive

Order and Reporting Directly to the

President

1 . Permanent Agencies Reporting to the

President

2. Serials

B. Multilateral International

Organizations in which the United States

Participates

Section 2. Maps

A. Dates on Maps

B. U.S. Geological Survey

1. Coordinates

2. Map Reference Number

3. Type of Map

4. Scale

C. Forest Service

D. Defense Mapping Agency and

National Ocean Service

31 Rev. 01/12/93
Chapter 6 - Special Cases & Maps

Chapter 6

Special Cases and Maps

Section 1

Special Treatment for Publications of

Certain Agencies

The principles presented in the preceding chapters

govern the classification of the majority of the

publications of U.S. Government agencies.

Publications of certain agencies, however, do not

fit neatly into the patterns established by the

Superintendent of Documents classification

system. These are:

A. Publications of the President and the

Executive Office of the President

including Committees and Commissions

established by executive order and

reporting directly to the President.

B. Publications of multilateral international

organizations in which the United States

participates.

A. President and Executive Office of the

President, including Committees and

Commissions Established by Executive Order

and Reporting Directly to the President

The agency symbol assigned to the President of

the United States is PR followed by the number

corresponding to the ordinal number of succession

to the presidency.

For example:

PR 41 George Bush, 41st President

of the United States

Subdivisions after the agency symbol are

established following normal practice.

In recent years, presidents have appointed many

special committees and commissions to study

particular problems and to report their findings

directly to the chief executive. These

organizations usually cease to exist after making

their report. Their publications are usually few in number, and normal bureau treatment is not

practical.

Special treatment is indicated to prevent

establishment of classes which will not be used,

and to keep together the publications of all such

organizations appointed by one president.

Rev. 01/12/93 82
Special Cases & Maps - Chapter 6

Presidentially-appointedcommitteesand

commissions are assigned to one class,

PR-. 8:.

For example:

PR 40.8:ET 3

President's Commission for Study

of Ethical Problems in Medicine

and Biomedical and Behavioral

Presidentially-appointed committees and Research

commissions are assigned to one class, PR—.8:. A Cutter designation using the 2-figure table is (Established by Public Law 950-

assigned to each commission or committee, based 622 in 1978. Though the on the principal subject word of its name. Commission was established by

Public Law, it is under the

jurisdiction cf the President, and

therefore belongs in the PR-.

8

For example: class, rather than in Y 3.)

PR 34.8:H81

President's Advisory Committee on

Government Housing Policies and

Programs

PR 40.8:ET 3/L 62/2

Deciding to forego life-sustaining

treatment, ethical, medical, and

legal issues in treatment decisions.

PR 40.8:ET 3/H 34/2/V.3

Securing access to health care, v.

3

A slash and a Cutter number based on the

principal subject word of the title follows the Cutter designation for the agency. The Pr--.8:

class is exceptional in using two Cutter numbers in sequence after the colon.

When a class has been established for a committee, the class continues under the establishing President, even though a new

President may be elected. If the new President renews the establishment of the committee, then

the class is transferred to the .8 class for the renewing President.

83 Rev. 01/12/93
Chapter 6 - Special Cases & Maps

1. Permanent Agencies Reporting to the

President

Beginning with the administration of President

Kennedy, the continuing offices assigned to the

President, which make up the Executive Office

of the President, have been given permanent

classes under the symbol PREX.

A change in administration does not bring

about a change in the classes for such offices

as the Office of Management and Budget,

Council of Economic Advisers, Council on

Environmental Quality, etc. These agencies

have been given individual numbers as subordinate offices of the Executive Office of

the President.

For example:

PREX 2. Management and

Budget Office

Series and book numbers are added in the usual manner.

2. Serials

Ifthe commission or committee has

been established for an indefinite

period, then its serial publications are assigned unique classes in

PrExl.

Commissions and committees should be

contacted when there is uncertainty about

whether or not a publication is a serial. If the

commission or committee has been established

only for the duration of one administration, the

intent to continue the publication indefinitely,

which is a mandatory element in determining a

serial, is lacking. Even if some of these

publications look like serials, they should be

classed as monographs.

If the commission or committee has been

established for an indefinite period, then its serial publications are assigned unique classes

in PREX 1. They are classed in PREX 1. rather than in the PR stem to avoid establishing

a new class with every new President.

Rev. 01/12/93 84
Special Cases & Maps - Chapter 6

B. Multilateral International Organizations in which the United States Participates

Separately published publications

ofthese international organizations are classed under the State

Department, since participation in

these organizations is in the realm

offoreign relations.

The United States participates in many multilateral

international organizations. Many of the

publications of these organizations are published

simultaneously by the United States and other

countries. The United States portions of these

organizations may also publish separately.

Separately published publications of these

international organizations are classed under the

State Department, since participation in these

organizations is in the realm of foreign relations.

For example:

S 3.25:1/985

Canada and the United States annual joint

report. International Boundary

Commission

Only publications of the United States delegations or commissions are classified. Publications issued

by the international organization as a whole are not considered United States Government

publications and are not assigned Superintendent

of Documents classification numbers.

85 Rev. 01/12/93
Chapter 6 - Special Cases & Maps

Section 2

Maps

The classification numbers for many maps are constructed according to the general rules in chapters 1 through 4. This chapter covers special

categories of maps whose classification numbers

are derived from elements other than Cutter or

series numbers. These special maps are primarily

the U.S. Geological Survey (USGS) 7.5 minute

quadrangle maps, Forest Service maps derived

from them, and some Defense Mapping Agency

(DMA) and National Ocean Service (NOS) maps.

Numbered map sequences will follow Cuttered

map sequences within the same class stem; there

is no need to establish separate class stems for each.

Elements of the book number are frequently

printed on the map itself and should be used in the

class number without alteration. When the various

elements of the classification number are not

printed on the map, they must be derived from

other sources.

A map may be initially created by one agency and

revised and re-issued by a second agency. These

revised and re-issued maps are classified under the new issuing agency, even though the bibliographic

information relating to the first agency is most

prominently displayed.

The most common example of one agency revising

and re-issuing another agency's map is the U.S.

Forest Service revising and re-issuing U.S.

Geological Survey 7.5 minute quadrangle maps of

the national forests. For these Forest Service

maps, use the Forest Service information rather

than the USGS information when possible in construction the class number.

A. Dates on Maps

The classifier must be very careful

when examining a map to determine whether it is a duplicate

reprinting of a map classified

earlier or if it is a revised edition.

Dates on maps can be very confusing, because

many quadrangles and other USGS maps are in a constant review process. There are specific

periods for revision, but the changes are inserted

without making changes in the original date

information. The classifier must be very careful when examining a map to determine whether it is a duplicate reprinting of a map classified earlier or

if it is a revised edition.

Always add the latest edition date to the class,

unless the edition number is part of the numbering

sequence.

Only a new printing date in the USGS colophon

will show that a map has been revised. It is important to check the printing date, edition

statement, and other areas of the map to decide if

it is a "reprint with changes."

Edition statements include "Photorevised,"

"Photoinspected," "Provisional edition," or other

wording showing that the map is different from a previous version.

Rev. 01/12/93 86
Special Cases & Maps - Chapter 6

Dates on maps are of different types and are shown in several ways:

1) Date of map information, usually shown

with the title.

2) Date of edition, shown with the edition statement: Revised 1980. This date is used at the end of the quadrangle class to distinguish it from other editions of that specific quadrangle. Always use the most

recent edition date.

4) Date of re-use of the map base by a second agency. For instance, the Bureau

of Land Management (BLM) uses USGS

quadrangles to show land use and minerals

in areas of various states. These maps

carry all the USGS information and dates,

to which is added "BLM edition-(year)",

as in "BLM edition- 1992." The year of

edition for the individual maps is placed at the end of the class. The map is classed

under BLM, the agency issuing the

revised edition.

3) Date of printing, shown in imprint,

colophon, etc. This date is used in large For example:

sets of maps (e.g. large forest map sets) to group all sheets of the set together for the I 53.1 1/4:40108-A l-TM-100/991

year.

The printing date in these large map sets

is put before the coordinates and the rest of the elements of the map classification

number.

For example:

A 13.28:G 82/5/987/(coordinates, etc.)

There may be no date printed on the map. In

these cases, check the shelf list to see if there is another record with the same bibliographic

information. If there is, check with the issuing

agency to see if the map in hand is a duplicate or

a revised edition.

87 Rev. 01/12/93
Chapter 6 - Special Cases & Maps

B. U.S. Geological Survey

The largest group of U.S. Government maps is issued by the U.S. Geological Survey in its 7.5

minute quadrangle series.

The class stem for this series is I 19.81:.

The book number following the colon is made up

of 4 elements, signifying:

coordinates,

map reference number,

type of map, and

scale.

Though developed specifically for USGS

quadrangles, the map reference number is also used when necessary in other map classes,

especially in Forest Service maps based on USGS

quadrangles.

These 4 elements are separated from each other by

dashes. The edition date is added as a fifth element after a slash at the end of the class.

For example:

I 19.81:31099-H 6-TF-024/991

I 19.81 = class stem for USGS 7.5* quadrangle series

31099 — coordinates

H 6 - map reference number

TF = type of map

024 - scale

991 = edition date

Other USGS quadrangle maps are grouped

together in I 19.81/2:. These include the smaller

63,360 scale maps and the larger USGS/DMA

50,000 scale maps.

USGS/DMA 50,000 scale maps are classed under

USGS because the maps are prepared by the

USGS for distribution by DMA. They are not

classed under DMA.

Only the degrees are used in the

coordinates element of the

classification number. The

seconds and minutes are used in

determining the map reference

number.

1. Coordinates

Map coordinates are numbers showing the

degrees, seconds, and minutes of latitude and

longitude. Only the degrees are used in the

coordinates element of the classification

number. The seconds and minutes are used in determining the map reference number.

The coordinates are usually represented by a 5-

digit number printed in the lower right hand

corner of the map. The first number, latitude (north-south), is represented by a 2-digit

number. The second number, longitude (eastwest), is represented by 3 digits. Use leading zeroes as necessary to make up the last 3

digits.

If the 5-digit coordinates number is not printed on the map, it is easily derived from the

coordinates shown at the lower right corner of

the map sheet. The numbers on the upper

right represent the latitude (North); the lower

numbers represent the longitude (West).

Rev. 01/12/93 88
Special Cases & Maps - Chapter 6

Map Coordinate Symbols

0 = degrees = minutes = seconds

For example:

3r37'30"

99°52'30"

31 degrees, 37 minutes, 30 seconds north

latitude

99 degrees, 52 minutes, 30 seconds west

longitude

31° north

99° west

represented in the class number as 31099

2. Map Reference Number

The map reference number consists of a letter and a number. If the number is not printed on

the map, it may be found on the Map

Reference Number Key on the next page by

using the minute and second numbers that follow the degree numbers in the coordinates.

For example:

31 o37'30"

99°52'30"

Use 37 '30" to match against the numbers

in the North column on the grid.

Use 52' 30" for the West numbers. Read

across this line on the grid to find the map

reference number: F8.

If the seconds or minutes are not printed after the degrees, assume they are 00.

89 Rev. 01/12/93
Qxapter 6 - Special Cases & Maps

Map Reference Number Key

From the lower right corner of the map, select North minutes and seconds. Match these to the same

numbers in the North column. Select the West minutes and seconds from the map and match these to the corresponding West column. Use the number in that row in the class.

l^lUI NnrthIII TT COI Nnrth TT COI 00*00" \jyj . OO'OO" UU Uu . A 1 lO'OO" . OO'OO" uu uu F 1 00*00" 07*10" u i ju . A 1 JUlO'OO" uu 07*10" . U / JU F 7 00 '00" \J\J \J\J • 15'00" u uu . A 3 lO'OO" JU uu • 15*00" . u uu • • FAw 1D

OO'Ofl" 11 '10"

• ju 10*00" JU uu 77 1 10" JU F 4

00*00" \J\J \J\J • 10*00" JU uu • • /AA J5 JUlO'OO" uu • • lO'OO" JU uu • • F J5

00*00" V/v \J\J . 17*10" A 10*00" JU uu . 17*10" . J / JU FLJ ftU

00*00" VV vv • 45*00" A 7 lO'OO" JU uu 45'00" tj uu . F 7

00*00" . . 52'30" . . A8 30*00" . . 52*30" . . E8

North I^IUI III tt col Nn Nnrth TT COl 07 "10" u / JU OO'OO" \J\J uu R 1 J / JU OO'OO" uu uu F 1 07' 10" 07'10" U/ JU R 7 97 "inn J / JU 07'10" . \j 1 JU F 7 07*10" 15*00" . 1J UU . . RD 1J J / JU 15 '00" . 1J uu Fr 1j

07 "-Ml" 77'10" R 4 J / JU 77'10" JU F 4

07*10" . JWlO'OO" UU RD J5 17*10" J / JU lO'OO" JU uu Fr j5

07*10" 17*10" R ft 17*10" J / JU 17*10" J / JU Fr ftu

07*10" 45 '00" • \J\J • R 7 J / JU 45TJ '00" uu F 7

07*30" . . 52*30" . . B8 37'30" 52 *30" . . F8

North West TT Col. No TT Col Nn

15*00" A *J \J\J • • 00*00" \J\J \J\J • r i 45 '00" *tj \J\J • OO'OO" uu uu • G 1 15*00" X ,J \J\J • 07 '30" • \J 1 Jv • c 2 45 '00" *TJ uu • 07 '10" • u / JU • n i

15*00" L J UU . 15 '00" . u uu . J 45'00" tj uu 1 5*00" ij uu nVJ Ji

1 5 '00" 1 J uu • 77*10" rv^ 4f

45'00" tj uu 77 '10" LL JU n 4

1 5'00" 1 J UU "WOO" JU uu PV^ J5 *TJ UU JU uu nlj 5j

1l jTOO" uu 17'10" j / ju . r\_ «u

45'00" Hj UU 17'10" J / JU VJ u

15 '00" 1 J UU 45*00" tj uu . r 7 *rJ UU 45'nn" tj uu VJn 7/

1ID5'nn" UU JZ JU v, 5 4j UU Jl jU n 8 VJ o

North West No. North West No.

22*30" . . OO'OO" . . D 1 52 *30" . . OO'OO" . . H 1 22*30" . . 07*30" . . D2 52*30" . . 07*30" . . H2

22*30" . . 15*00" . . D3 52*30" . . 15*00" . . H3

22*30" . . 22*30" . . D4 52*30" . . 22*30" . . H4

22*30" . . 30*00" . . D5 52 '30" . . 30*00" . . H5

22*30" . . 37*30" . . D6 52*30" . . 37*30" . . H6

22*30" . . 45*00" . . D7 52*30" . . 45*00" . . H7

22*30" . . 52*30" . . D8 52*30" . . 52*30" . . H8

Rev. 01/12/93 90
Special Cases & Maps - Chapter 6

3. Type of Map

Two letters show the type of map:

AB Alaska Boundary Series Index

AF Alaska Boundary Series National Forest System

AL Alaska Boundary Series Bureau of Land

Management System

AP Alaska Boundary Series National Park

System

AW Alaska Boundary Series National Wildlife

Refuge System

CF County (feet) CM County (metric)

CP County (planimetric) EI Ecological Inventory

LB Land Use and Land Cover (base)

LM Land Use and Land Cover (multicolor)

MM Surface Minerals Management Status NA National Atlas (separate sales) OM Orthophotomap

OQ Orthophotoquad

PF National Park, Monument (feet) PI Photo Image Map

PL Planimetric

PM National Park, Monument (metric)

PR National Park, Monument (shaded relief) RA Radar (airborne)

RF Regional (feet) RM Regional (metric)

RP Regional (planimetric)

RR Regional (shaded relief) RS Radar (satellite) SI Satellite Imagery

SL Slope Map

SM Surface Management Status SP State Base (planimetric)

SR State Base (shaded relief) ST State Base (topographic)

TB Topographic Bathymetric

TF Topographic (feet) TM Topographic (metric)

TR Topographic (shaded relief) UB United States (base)

UG United States (general)

UM United States (magnetic)

UT United States (topographic)

WB World (base)

WG World (general)

WP World (political)

WT World (topographic)

4. Scale

The map's scale is shown in the class by 3 numbers. Usually it is printed in this form on the map, as the last element in the string

of numbers that are used for the book

number.

For example:

31099-F8-TF-024

024 signifies that the scale is 1 :24,000

(1 inch = 24,000 feet)

If this string of numbers is not printed on

the map, derive the number from the scale statement.

For example:

Scale: 1:24,000

Use the portion of the number between the

colon and the comma (representing

thousands) and insert leading zeroes as necessary to make up 3 digits: 024.

91 Rev. 01/12/93
Chapter 6 - Special Cases & Maps

C. Forest Service

The Forest Service produces some of its own

maps. Forest Service maps are Cuttered under

the name of the geographic area: forest,

wilderness, etc., and are classified according to the general rules in chapters 1 and 2, and 4.

The Forest Service also modifies U.S. Geological

Survey quadrangle maps. These maps have

"Modified for USDA Forest Service Use" printed

in the upper left corner.

...all the sheets of these modified

quadrangle maps are Cuttered

under the name of the forest,

rather than under the individual

quadrangle sheet name.

Each forest map consists of a number of sheets as shown by the quadrangle location diagram at the

bottom of the map. When all of the sheets for one

forest are put together, they form one map, not many maps. Therefore, all the sheets of these

modified quadrangle maps are Cuttered under the name of the forest, rather than under the

individual quadrangle sheet name.

The forest name appears in small print in the

lower right corner of the sheet under the

Quadrangle Location Diagram. Ignore the

quadrangle name in the upper right corner and its shortened form in the lower right corner.

If a separate map is issued for the same area, and

it is not a new edition of an existing map, use the same Cutter number and add the next available

superior number after a slash. Check the shelflist carefully before assigning a new superior number.

For example:

A 13.28:C 23/5

Carson National Forest, New Mexico.

1967. Revised 1975.

A 13.28.-C 23/6

Carson National Forest, New Mexico,

1986-1987. (A separate map, not a new edition of the previous map)

A 13.28:C 23/6/991

Carson National Forest, New Mexico,

1991. (A new edition of the second

map)

If in doubt whether a map is new or a revised

edition, consult a map cataloger.

Once the Cutter and superior numbers have been

established for a particular set of 7.5 minute sheets

that make up the map for a forest, that Cutter and

superior number remain the same for later editions

of the same set. Only the year changes in the

classification number.

A slash and the last 3 digits of the latest edition

date are added after the Cutter, or after the

superior number, if there is one, to keep all sheets

of the set together.

After the date, add a slash followed by the map

coordinates and map reference number, which is found with the Map Reference Key.

For example:

A 13.28:SH 2/3/992/37089-F 5

Rev. 01/12/93 92
Special Cases & Maps - Chapter 6

If "Interim" is printed on the lower left side of the

map, add "/INT." at the end of the class.

For example:

A 13.28.H 94/4/44083-C 5/INT.

D. Defense Mapping Agency and

National Ocean Service

Class DMA and National Ocean Service maps

using the agency's numbering system. The

numbers represent geographic location.

Be cautious when using map numbers in the class. Make sure that what may appear to be an

individual map number is not in reality a general

number for a group of maps.

Rarely, there will be no agency numbering on the map. In these cases the stock number may be

used following the agency stem. Lettering in the stock number shows the map type.

Do not use the International Chart Number in the

class if it is different from the DMA stock

number.

Single DMA and NOS maps usually are classed

only with the agency map numbering system

printed on the map and are rarely Cuttered.

For example: For example:

C 55.418/7:11373/991

D 5.354:TPC F-10 B

D 5.356:24162/990

DMA number:

Stock number:

Edition date: Class:

62463

62AHA62463

1992

D 5.356:62463/992

In some DMA maps, the first number, the general

series number, represents the overall group of

maps. This number may be followed by an

individual map number. If no individual map

number appears, substitute the stock number,

replacing any X's with a slash. (X's are placed in the stock number to fill unused number spaces.)

NOS number:

Stock number:

Edition date: Class:

12233

12233

1992

C 55.418/7:12233/992

However, NOS serial maps are usually Cuttered.

For example:

General series number: 2201 (applies to large group of maps)

No individual series number printed

Stock number: 2201X01

Class number: D 5.355:2201/01

For example:

C 55:41 6/1 0:P 56/992

Sectional Aeronautical Charts,

Phoenix

93 Rev. 01/12/93
Chapter 6 - Special Cases & Maps

Rev. 01/12/93
Glossary

Administration: See Bureau

Agency:

Any government Cabinet level or equivalent

organization, independent or otherwise. For

example: Department of the Interior,

Environmental Protection Agency, Federal

Labor Relations Authority, etc.

Bureau:

A subordinate organization within a government agency. For example: Census

Bureau, Food and Drug Administration,

Forest Service, etc.

Department:

An executive branch organization whose

secretary is a member of the President's

cabinet.

Edition:

A new printing of an item that contains

well-defined variations -- pagination,

publisher, series number, author, title, etc.

Government author: See Publisher

Issuing agency: See Publisher

Jacket number:

A five or six numerical digit code assigned

by GPO to all jobs submitted for printing or procurement by different Government

agencies. This number ordinarily is found on the last pages of the publication. For

example: 461-539, 91-532

Map:

A two-dimensional representation of a portion of a planet's surface, including

navigational charts, in which the text or

illustrative material is subordinate in extent or importance to cartographic content.

Monograph:

A non-serial publication complete in itself or intended to be completed in a finite number of parts.

Office: See Bureau

Preprint:

A portion of a publication issued in advance

of the completed publication.

Publication:

Any Government issuance, whether it is a pamphlet, book, serial, map, microfiche,

floppy diskette, compact disc, etc. The

same basic classification rules apply to all.

Publisher:

The person, firm, or corporate body

undertaking the responsibility (i.e. authority)

for the issuance of information products

(such as pamphlets, books, serials, maps,

microfiche, floppy diskettes, compact discs,

etc.) to the public.

Reprint:

A new printing of a publication which has no changes from the original. The text, series number, pagination, etc., are the same.

Separate:

Reprint of an individual article from a Government publication.

Serial:

A publication in any medium which:

a) is issued in successive parts bearing

numerical or chronological

designations;

b) is intended to be continued

indefinitely; and

95 Rev. 01/12/93
Glossary

c) has a title that is common to all issues.

The original intent of the publisher is important when considering requirement "b"

above. There will be instances that meet

requirements "a" and "b", but each issue

has distinctive title only, and therefore, it cannot be considered to be a serial.

Series:

A common title assigned to a continuing

group of publications.

Rev. 01/12/93 96
Appendix A

Abbreviations

In an effort to keep the classes short and compact,

many abbreviations and otherwise shortened words

are used in class numbers. No word in a Superintendent of Documents class may exceed 7

characters.

Always use upper case letters. Lower case

letters were used prior to September, 1992. The

advent of the Acquisition, Classification &

Shipment Information System (ACSIS) made the

change to all upper case letters necessary.

Use the abbreviations exactly as they are listed below. New abbreviations should be entered in this list to establish a consistent pattern of use. Consult the University of Chicago Manual of Style

for abbreviations not found on this list.

For state abbreviations, use the 2-letter U.S.

postal codes.

Note that periods are used in some cases and not

in others.

activities ACT. Congress CONG.

addendum ADD. corrected CORR.

amendment AMDT. correction CORR.

American AMER. correction sheet CORR.SH.

American Samoa AS Cumulative CUM.

announcement ANN. description DESC.

appendix APP. dictionary DICT.

Arabic ARAB. directory DIR.

association ASSOC. diskette DISK.

Atlantic ATL. divider(s) DIVID., DIVIDS

auxiliary AUX. documentation DOC.

bibliography BIBL. edition ED.

binder BIND. envelope ENV.

book BK. errata ERRATA

books BKS. errata sheet ERRATA

Braille BRAILLE et cetera ETC.

bulletin BULL. executive EXEC.

Calendar year CY executive summary EXEC. SUM.

change sheet CH.SH. Fiscal year FY

change(s) CH. folder FOLDER

chapter(s) CHAP., CHAPS. form FORM

chart(s) CHAR., CHARS. Fort FT.

China, Chinese CHIN. French FR.

color COL. Germany, German GER.

compact disc CD-ROM government GOVT.

conference CONF. guide, guidelines GUIDE.

97 Rev. 01/12/93
Appendix A - Abbreviations

hearing HRG. proceedings PROCEED.

House H. publications PUB.

illustration(s) ILL. quarter QTR.

index IND. question QUEST.

information INFO record REC.

instruction manual INST.MAN. regulation REG.

instructions INST. release REL.

instructor INSTR. report(s) REPT., REPTS.

interim INT. reprint REPR.

interim guidance INT.GUID. reprinted REPR.

international INTERL. resolution RES.

introduction INTRO. revised REV.

irregular IRREG. Russian RUSS.

issue ISS. saint ST.

Italy, Italian ITAL. schedule SCH.

Japan, Japanese JAPN. section SEC.

joint JNT. Senate S.

kit KIT series SER.

Korea, Korean KOR. sheet SH.

large LGE. shipping list SL

letter LET. Southeast SE

manual MAN. Southwest SW

memorandum MEMO. Spain, Spanish SPAN.

microfiche MF special SPEC.

module MOD. special issue SPEC.ISS.

mount, mountain MT. spring SPR.

National NAT. standards STAND.

Northeast NE student STUD.

Northwest NW subpart SUBPT.

notice NOT. summaries SUMS.

number(s) NO., NOS. summary SUM.

oblong OBL. summer SUMM.

order ORDER supplement SUPP.

overview OVER. table TBL.

Pacific PACIF. technical TECH.

package PACK. test book TEST BK.

page(s) PG., PGS. text TEXT

paperback PBK. title T.

part(s) PT., PTS. title page T.P.

participant PART. transcript TRANSC.

photograph(s) PHOTO., PHOTOS. transmittal TRANS.

plan PLAN version VER.

plate PL. Vietnamese VIET.

Poland, Polish POL. volume(s) V., VOLS.

Portguese PORT. winter WIN.

preliminary PRELIM. workbook WKBK.

problem PROB.

procedures PROCED.

Rev. 01/12/93 98
Abbreviations - Appendix A

Occasionally other words may be necessary in a

class to separate two publications on the same

subject. There may be a report and descriptive

brochure or folder on a particular project. Rather

than give the folder a separate slash-number,

thereby perhaps separating it from the project

report, use the same class as the project report and

add a slash and a word, shortened if necessary. The word may or may not be printed in the title.

It could be /DESC. (for description), /FOLDER,

or perhaps another word that has been used on the

publication itself.

No word in a class should be

longer than seven letters. Those

that are longer should be

abbreviated.

The shortened version of words used may not be

accepted abbreviations in general writing, but they

will be descriptive for classification purposes. No

word in a class should be longer than seven

letters. Those that are longer should be

abbreviated.

In most cases it is not necessary to use more than one word to identify the publication. The use of

the words is flexible to fit the particular set of

publications being classified.

For example:

A set includes a study guide, an instructor's

guide, a student workbook, and course

outline

Study guide

Instructor's guide

Student workbook

Course outline

GUIDE

INST.

WKBK.

COURSE

Since there are two guides, the word "guide" was

used on the study guide. The same set could also be done as follows:

Study guide

Instructor's guide

Student workbook

Course outline

STUDY

GUIDE

STUD.

COURSE

Sets of publications to be used together by

instructors and students frequently require

descriptive words to identify each piece. Below

are examples of words or abbreviations that may

be used when applicable. Some adjustment may

be necessary depending on the wording of the

publications themselves and what publications are included in the set.

For example:

If later a student manual appeared, /MAN. could

be added at the end of the class.

If there are several sets of such publications in one

class, be consistent in the designations used within

that class. Since the sets of publications vary so much in format and wording, it is difficult to make a universal rule that can be applied to each

set.

Workbook

Instructor's guide

Guidelines

Student guide

Manual

Course outline

WKBK.

INST.

GUIDE.

STUD.

MAN.

COURSE

99 Rev. 01/12/93
Index

100 numbers 10

1000 numbers 10, 11

Abbreviations 2, 3, 21-25, 43, 56,

58, 66-68, 79, 97-99

Acronyms 55

Additions to book numbers 56-60

Additions to dates 58

Addresses (lectures) 14, 17, 19

Agencies reporting to the President 84

Amendments 21

Ampersand 2

Annual publications . . . 14-16, 18, 24, 26, 29,

32, 38, 39, 49, 74

Arrangement of classes 9

Assigning new classes . . . 9-11, 14-19, 33-36,

63-65, 69, 71-72, 82-84

Author iii, 1, 6-12, 63

Basic edition 20

Basic manuals 18, 20

Bibliographies 14, 18, 74

Bills 74, 79

Binder 2

Boards 6, 49, 62-67, 69

Book numbers 37-43, 46-60, 65-68,

74-79, 84, 88-93

Bulletins . 14-16

Bureau 1,9,11,12,15,16,30

Bureau series 30

Capitalization 3, 56, 97

Catch phrases 50

Category classes . . 6, 10, 14-19, 31, 33, 46, 65

CD-ROM 25

Change sheets 18, 20, 21

Changes within classes 12

Chapter numbers 58

Charts 14, 18

Circulars 14-16

Class stem 1, 6-12, 40-41, 54, 62- 65,

67-69, 77, 78, 86, 88

Collective title 48, 49

Combined issues 39

Comma 66

Commissions 6, 49, 62-66, 69, 82-85

Committee print 73, 74, 77-79

Committees ... 6, 49, 62-66, 69, 71-79, 82-84

Common title 14, 25, 28, 29, 31

Compact disc 25

Congressional publications 6, 62-79

Congressional Record 67

Consolidated reprint 20

Control number 41

Coordinates 87-90

Corrected copy 21, 58

Correction sheets 21

Corrections 21

Coverage date 29, 32, 39-40

Cutter number 3, 35, 46-49, 54-56, 63, 64,

66, 68, 71, 73, 74, 79, 83, 92

Cutter table 12, 46-47, 63

Cutter word 12, 47, 48, 52, 56, 72, 79

Cuttering 35, 46-47, 48-55, 63, 64, 79

Dash . . 21, 33, 34, 38, 39, 57, 58, 65, 66, 78

Dates 29, 34, 38-40, 42, 46,

56-58, 66, 68, 86-87

Dates on maps 86-87, 92

Decisions and orders 17

Defense Mapping Agency 52, 86, 93

Department 1, 6-12, 15, 16, 19, 29, 30, 41, 69

Departmental control number 41

Departmental series 30, 41

Directories 14, 18

Diskettes 25

Draft report 22

Edition . 7, 17-18, 20, 22, 43, 49, 52, 56-57,

59, 60, 67, 70, 86-87, 88, 92, 93

Electronic products 25

Enabling authority 6

Environmental impact statements . . 22, 49, 50

Errata 21, 22

Errors 12, 30

Executive Office of the President 82-84

Executive order 6, 81, 82

Executive summaries 24

Rev. 01/12/93 100
Index

FBIS 54

Federal Executive Directory 11 Federal law 16, 26

Final reports 22

Floppy diskettes 25

Folder 2

Foreign language editions 49

Forest Service experiment stations 10

Forest Service maps 52, 86, 88, 92

Forests 51, 86

Formatting 2

Forms 14, 19

General publications . . . 14-16, 18, 19, 23, 26

Geographic names 51, 54

Guides 14-18, 20, 41, 65, 99

Handbooks, manuals, and guides . . 14-18, 20,

41, 65

Hasse, Adelaide R vi Hearings 32, 73-79

Historical sites 18

House Journal 67

Identification number 41

Indexes 24, 56

Initialisms 55

Installment 20

Instructions 14-17, 26

Interagency organizations 63

Interviews 17, 19, 26

Issue number 29, 37, 66, 67

Issuing agency 7, 8, 11, 18, 24, 34, 86

Item number designations for states 36

JPRS 54

Jacket number 7, 95

Joint committee print 74

Joint hearings 73

Joint publications 7, 11, 78

Language 49, 60

Laws 13-17, 26

Lectures 19

Length of class number 2

Levels 9, 10

List of Classes 3

Lists of publications 14, 18

Locally assigned class numbers 3

Looseleaf 20, 22

Lower case letters 3, 97

Manuals 14-18, 20, 74

Map reference number 88-90, 92

Map reference number key 90

Maps 14, 18, 52, 86-93

Monographs 16, 32, 84

Monthly publications 39

Multilateral international organizations . 82, 85

Multipart works 31

Multiple volumes 48, 49

Name changes 1 1

, 72

National parks 51

New classes 9, 10, 14, 15, 28, 33-36,

40, 41, 64, 65, 72, 84

News releases 17, 19

Numbering 30, 31, 35, 37, 40,

42, 75, 77, 78, 93

Numbering system changes 40, 77

Offices 6, 9-12, 15-16,

41, 64, 69, 84

Orders 17

Papers 19 Parent agency 9-12

Parks 51

Part numbers 42-43, 76

Personal names 51

Posters 14, 19

Prepared by ... for ... publications .... 7, 74

Preprints 23

President 82-84

Press releases 14, 17, 19, 26

Printing errors 30

Publications of short duration 31

Publisher 7, 8, 12 Punctuation 2, 30, 58, 65, 66

Quarterly 39, 66

Regulations, rules, and instructions . 14, 16, 17 Related publications 15, 33, 48, 49

Release date 39, 40

Remarks 17, 19

Reorganizations 12 Reprints 23

Reserved classes 10, 14-19, 65

Revised editions 7, 43, 49, 56-57, 70

101 Rev. 01/12/93
Index

Revised pages 21, 22

Roman numerals 2, 79

Rules 14-17, 26

Scale 88, 91

Section number 42-43

Semiannual publications 38

Senate Journal 67

Senate numbering system 34, 77-78

Separate piece 2

Separates 23, 47

Serial 8, 12, 23, 24, 26, 28-40, 78, 84

Serial maps 93

Serial numbers 73, 75-77

Serials within series 34

Series ... 15, 26, 28-37, 40-43, 65, 73, 77-78

Sets 25, 48, 49, 59, 87, 99

Sheet 18-22, 92, 97, 98

Slash 10, 15, 21, 23-25, 33, 34, 37, 39,

43, 49, 56-58, 60, 64-67, 71, 75,

78, 79, 83, 88, 92, 93, 99

Sources of information 8

Spacing 2, 30, 40

Special issues 23

Special types of publications 14, 20-26

Speeches 17, 19

Star prints 70

State Cutter numbers 53

State laws 16

Statements 17, 19

Stop words 49-50, 64, 79

Subcommittees 71

Subject related publications 15, 33

Subordinate offices ... 1, 8-12, 30, 33, 64,69

Subseries 41

Summaries 24, 74

Superior numbers 56, 92

Supplements . 24, 56

Task force 63, 65

Technical documentation 25

Tour guides 18

Transmittals 18, 20, 22

Type of map 88, 91

U.S. Geological Survey . . 7, 18, 52, 86, 88-91

Unique title 28, 29

United States Government Manual 11 Unnumbered publications 16

Upper case 3, 56, 97

Volume number 25, 37, 42-43, 59, 67

Volumes 25, 31, 42-43, 48, 49, 58, 59

Wilderness areas 51

Y 3 6, 62-66

Rev. 01/12/93 102