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025.8 SHELF WORK

JENNIE D. FELLOWS

SUGGESTIONS FOR INVENTORY

I Uses. The inventory not only is of service in finding lost. books and drawing attention to those missing, but brings to light errors in the shelflist and in the lettering of the books, misplaced books, books needing rebinding, overcrowded shelves, etc.

2 Frequency. The general practice among libraries is to take an inventory of shelflisted material at regular intervals. For statistics and comments, see A. L. A. Papers and Proceedings for 1909, pages 207-8.

3 Two readers. It is convenient, and almost necessary, to have two persons for inventory, one to read the shelflist and the other to see that the books on the shelves correspond. Both should be familiar with the classification, book numbers, and shelflist, and be quick to detect errors.

4 Comparison of list with shelves. Shelflist reader should read aloud class, book, volume and copy numbers. It is unnecessary to give class number except when it changes, but time should be allowed for the shelf reader to see that the class number is right. 5 Books arranged by size. Shelves for octavos, quartos, folios

etc. should be read separately.

6 Oversize books. When reading the octavos, the shelflist reader should note the oversize books. This may be done by inserting slips where entries for oversize books occur or by making a rough list of the call numbers.

7 Missing books. Shelflist reader should make rough list of missing books, giving call numbers, with any other details needed for locating books charged out. It is well to head sheets with class numbers covered, date of inventory, and names of those taking the inventory.

With a card shelf list the record for oversize and missing books is sometimes made by tipping on end the cards for the corresponding entries, but cards thus tipped up are liable to be jostled back into place and the corresponding record lost.

8 Periodicals. In sets of periodicals, the shelf reader should read each volume on the shelves either by volume number or year, according to entry in shelflist, the shelflist reader noting any piece which is not on the shelves but is called for on the shelflist.

If, in the case of consecutive accession numbers, a group of

volumes is entered on one line, the volumes on the shelves should not only be read to insure consecutive order, but if there is any irregularity in numbering they should also be counted to see that the total number of pieces in the group corresponds to the total of the accession numbers (thus providing for one volume bound in two parts or two volumes bound in one).

Great care should be taken in comparing number of pieces and accession numbers; for example, inclusive numbers 411-46 call for 36 pieces not 35.

9 Discrepancies. Shelf reader should:

a Report any volume not on shelves so that shelflist reader may enter it on rough list of missing books as in 7.

b Be very careful to note all books not called for by the shelflist reader. As the eye is constantly looking for the number pronounced by the reader, an entirely different number is quite likely to escape notice.

c When using a shelflist on cards, remove at once from the shelves all books omitted by the shelflist reader, inserting note, etc. as in 9e.

d When using a shelflist on sheets, indicate books omitted by the shelflist reader by drawing them out conspicuously on the shelves. When the mixed alphabet, etc. for a special section or subdivision are finished, any volumes remaining drawn out indicate errors, books out of place, etc. Remove books and insert notes as in 9e before stopping work in that special section or subdivision. e Make pencil note of any corrections needed on shelflist, books or dummies and take with the books or dummies to the proper person for prompt attention.

f Make notes on slips, in regard to repairs, labeling, lettering etc., to be attended to as time permits.

g Remember the importance of the accession number for the identification of volumes. This number will identify books when the call number fails or is missing entirely and when title tells no story of difference of edition.

10 Comparison of missing list with other records. a The rough list of missing books should be compared with all loan desk files, reserve shelves, return shelves, etc. and note made of books thus accounted for.

b In order to avoid a useless extended search, comparison should be made with previous inventory to check books missing for a considerable time.

c A comparison should also be made with shelves, for books returned since shelves were read.

II Revised missing list. A final copy of missing list arranged in exact class order should be made on cards or sheets.

Give class, book, volume, copy and accession numbers, author, title and necessary notes, including the length of time the books have been missing if for more than one inventory, for example, Missing 29 Mr 06

12 Books found or replaced. When a book is found or replaced, entry should be crossed off missing list and note made of where and when it was found, or date when it was replaced.

13 Books permanently missing. Cards should be removed from catalog for books which seem to be permanently missing, for example, for five years, and "Missing" and date added to entry in shelflist and accession book.

In this case a line should be drawn through entry in shelflist and missing list, or card removed.

025.8 BOOK NUMBERS

JEAN HAWKINS

"CUTTER-SANBORN 3-FIGURE ALFABETIC-ORDER TABLES" CORRECTIONS AND ADDITIONS

Corrections

Typographic errors to be corrected in Cutter-Sanborn table, 1895:

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