1.6.1 Cuttering

The purpose of cuttering is to aid in creating a unique call number for each book and to bring together works on the shelves.

1. Pull up the item record by scanning in the barcode on the item.

2. Find the main entry located in the upper left corner of the screen. The main entry is usually the author, but sometimes it is the title of the book.

3. Using the red Cutter-Sanborn three-figure author table, look up the spelling of the main entry and find the corresponding cutter number. For the example above, the cutter number would be R899. (For a biography see the instructions below) Things to remember when using the cutter book:

4. To the cutter number, i.e. R899, add a workmark. The workmark is the first non-filing character of the title. This means that you ignore articles like "the," "an," and "a." For the example above, the workmark is "n" and so the full cutter for this book is R899n. The workmark is always a lower-case letter except for the letter "l" - because it can be confused with the number 1, use an upper-case L.

5. If the book is an edition other than the first, add the year of publication to the call number under the cutter number. This date will be displayed at the top of the item record after the name of the publisher. Books that are the same except for being different editions should have the same call number except for the edition year. For example, the first edition of the example book above would be 612.8 R899n, but the second edition (published in 1968) would be 612.8 R899n 1968.

6. Once you have determined the cutter number and have written it on the title page of the book under the Dewey Decimal number, search for the call number in Netcat to make sure that it is not already being used by another book. To do this, type "c=" followed by the call number (excluding the edition date if there is one) and press enter. If you get a message saying "no matching entries," then this call number has not been used and you may use it.

7. If you get any results for books that already have this call number, extend the workmark by adding more letters from the title of the book, up to 3 letters. For example, if 612.8 R899n were already used, you could try 612.8 R899ne. You'll need to search the new call number to make sure it is not already being used as well. When all the call numbers you try are already being used, you may add a number to the end of the workmark. For example, if R899n, R899ne, and R899neu were all in use, you could use R899n2. If you're not sure, ask a cataloger.

8. Once you have found a unique call number and have written it on the title page, bring back the item record for that book by scanning in the barcode number.

9. At the item record prompt, type 'e' to edit the item record. The only line you will need to edit is line 28.

10. Enter the call number, including Dewey Decimal number, cutter number (and edition date if there is one), in line 28 and press enter twice to return to the prompt and save your changes. Accuracy is very important - please pay close attention and make sure you type the call number exactly as it should be.

11. Type 'h' at the prompt at the bottom of the screen to return to the holdings screen. Double check the holdings screen to make sure that your changes are accurate. If you need to make changes, choose the line number to return to the item record. If there is more than one book on the holdings screen, make sure and cutter all of the copies that you have in hand. Never cutter a book that you do not have in hand. If there are copies not on your truck, go look for them on the shelf. If you do not find them, please ask a cataloger to mark the missing copies as "missing" in the computer. Also, if there are copies in other locations in the library, i.e. one copy in Main and another copy in REST, you'll need to pull them and cutter them also. The call number should be exactly the same except for the prefix ("C," "REST," etc.).

12. Type 'e' at the prompt to edit the bib record.

13. Using the number keypad, navigate down through the bib record to the 092 field. This is the only field you need to edit. If you accidentally change any of the information in the fixed fields at the top of the record, type F10 and then 'q' at the prompt to exit the record without saving the changes.

14. Make sure and only edit ACU's 092 field and NOT APL's (the public library) call number. APL's call number will have only the first three letters of the main entry; ACU's call number will have the full first word of the main entry (first word in title, or author's last name). In the example above, the 092 fields look almost identical; but the first one is ACU's and the second belongs to APL.

15. The Dewey Decimal number belongs in the subfield a ($a) of the 092, and the cutter number (and edition date if there is one) belongs in the subfield b ($b). Occasionally, you'll find a bib record that has an 092 field without a $b or it may not have an 092 field at all. Please add this information using the appropriate keypad commands. If you need help with navigating through the bib record, please ask your supervisor.

16. After editing the 092 field, press enter to save that changes in that field. Then press the F10 key and type 's' at the prompt to save changes to the record. (If you make a mistake or edit something that you shouldn't have, press F10 and then type 'q' at the prompt to exit the record without saving the changes.)

Important things to remember as you cutter: