Bibliographic Cataloging: Congressional Publications

When the term “Congressionals” is used in this section, it pertains to the following types of publications, here listed with their corresponding Superintendent of Documents (SuDocs) classification stem:

  • Senate documents (Y 1.1/3:)
  • Senate treaty documents (Y 1.1/4:)
  • Senate reports (Y 1.1/5:)
  • Senate executive reports (Y 1.1/6:)
  • House documents (Y 1.1/7:)
  • House reports (Y 1.1/8:)
  • Hearings (including markups and briefings) (Y 4.)
  • Prints (Y 4.)
  • Memorial Addresses (Y 7.1:)
  • Public Laws (AE 2.110:) For detailed information on public laws, see Bibliographic Cataloging: Public and Private Laws.
  • Private laws (AE 2.110/2:) For detailed information on private laws, see Bibliographic Cataloging: Public and Private Laws.
  • Other miscellaneous publications issued by the U.S. Congress.

Most congressionals are available to depository libraries in three formats (print, microfiche, and online computer file) with different item numbers for each format. Separate bibliographic records are created for each format, with linking fields referencing the other formats.

Fixed Fields

Leader/17- Encoding Level

Coded as blank.

Leader/18- Descriptive Cataloging Form

Coded as ‘i’.

008/39- Cataloging Source

Coded as ‘c’.

Variable Fields

037 - GPO Sales Stock Number

Unless readily available (i.e., provided to the cataloger by GPO publications sales staff), GPO stock numbers are not included.

042 - Authentication code

Coded as ‘pcc’.

050 - Library of Congress Call Number

For a hearing or report, a unique Library of Congress (LC) call number is assigned, utilizing the LC Classification schedule for U.S. law materials (Schedule KF). These call numbers are formulated as follows.

First Indicator

  • blank - Used for all call numbers assigned by agencies other than the Library of Congress
    • Please note: When updating records in which the first indicator of the 050 is coded with the value “1”, do not change the coding.
    • That coding was correct when the records were created.

Second Indicator

  • 4 - Assigned by agency other than LC

ǂa – Classification Number

  • Senate hearings: KF26
  • House hearings: KF27
  • Senate reports: KF31
  • House reports: KF32

ǂb – Cutter Number, Date, and Work Mark

  • Cutter Number
    • Based on the committee or subcommittee issuing the publication.
    • Multipart Titles
      • Based on the committee or subcommittee that is the preferred access point of the first part, since the body responsible for a hearing or report may vary from part to part.
    • When no Cutter number is listed in the KF classification schedule for a committee or subcommittee:
      • Email the Library of Congress to request that the Cutter number be established.
      • All NACO authority work for the committee or subcommittee should be completed before contacting the Library of Congress.
  • Date
    • Four-digit year
      • Hearings: hearing date
      • Reports: issue date
  • Work Mark
    • After the first publication of each year, add a lowercase letter starting with “a” and continue adding letters in alphabetical order to make every call number unique within that year.
      • When all 26 letters have been used, a new sequence is begun by adding another “a” after the work mark “z”.
      • Repeat as many times as needed.
    • To avoid duplication of call numbers:
      • Use an LC Call Number browse search in the CGP to determine the next work mark.
      • And/or, maintain a list of all LC call numbers assigned for each committee and subcommittee.

050 _4 KF32 ǂb .N38 2018

050 _4 KF32 ǂb .N38 2018a

050 _4 KF32 ǂb .N38 2018z

050 _4 KF32 ǂb .N38 2018za

050 _4 KF32 ǂb .N38 2018zza

OCLC Records

  • Library of Congress Bibliographic Records
    • For export only, change the call numbers as needed to be unique in the Catalog of U.S. Government Publications (CGP).
  • All Other Records
    • Modify the LC classification or call numbers in the master records to conform to GPO’s requirements and to make the numbers unique in the CGP.

086- Superintendent of Documents Classification Number

Superintendent of Documents (SuDocs) classification numbers using appropriate class stems found in the List of Classes are assigned by the cataloger. Most class numbers are completed by adding a series or serial number to the SuDocs class stem. In instances when a cutter number is required to complete a SuDocs classification number, the publication is forwarded to the supervisor of the LSCM Classification Team to complete the SuDocs number. See Bibliographic Cataloging: 086 SuDoc Number for more information.

088- Report Number

Hearings of the House of Representatives often bear serial numbers, usually centered on a title page. These serial numbers are entered in the 088 field. The form of the entry in the 088 field will depend on the way the number is recorded on the publication.

A number that includes lettering that represents a congressional committee will be entered as it appears on the publication, e.g.:

H.A.S.C. 107-38

“H.A.S.C.” represents the House Armed Services Committee.

A serial number that is “generic” in its presentation (i.e. “Serial no. 107-1,” Serial no. 5,” “Serial no. J-102-34”) will be entered in the 088 field qualified parenthetically by the congressional committee in its AACR2 heading form, e.g.:

Serial no. 113-1 (United States. Congress. House. Committee on Agriculture)

A serial number that appears only as a number (i.e. “No. 6”) is not included in a 088 field, but is entered in a quoted note.

1xx- Principal Creator

A hearing is entered under the name of the committee or subcommittee before which the hearing is held. Joint hearings are entered under the first committee/subcommittee named, with variant access point entries for the others. Markups and briefings are also entered under the name of the committee or subcommittee.

A report is entered under the name of the committee submitting the report. For multipart reports, the committee submitting the report may change from part to part. In those circumstances, the name of the committee submitting the first part is entered as the authorized access point, with a note and variant access point for the name of each committee submitting subsequent parts.

Since Senate and House documents tend to be official statements by government officials to the Congress, a document is entered under the name of the official’s office. For presidential statements, the authorized access point should be the corporate heading for the President, with a variant access point for his personal name.

Authorized access points for prints can vary. Prints often have personal authors that may not appear on the title page. Introductory material should be checked carefully to verify personal authorship.

Senate executive reports are entered under the Senate Foreign Relations Committee.

130/240- Unique Title for Work

Resolving Work Authorized Access Points (AAPs) Conflicts

  • When the work AAP for a new record conflicts with the AAP of an existing record, create a 130 or 240 field by adding to the preferred title an additional identifying element to make the AAP unique.
    • Use a date as the additional identifying element.
    • Use the type of date that is generally associated with each type of publication:
      • Documents
        • Committed, ordered, or referred to be printed date or variants
      • Hearings
        • Held date
      • Prints
        • Issuance or publication date
      • Reports
        • Committed, ordered, or referred to be printed date or variants
    • Always use the most detailed date when available. For full dates, use the format:
      • Year Month Day or Year Month
        • Dates before the 10th of a month are recorded as a single digit.
          • 2019 August 8
          • 2019 August 18
  • Multiple Publications with the Same Date as Additional Identifying Element
    • When the same date has already been used to make an AAP unique, include a second additional identifying element, such as:
      • Geographic location related to the subject content of the publication
      • Hearing location
      • Descriptive phrase based on the subject content of the publication

Hearings

CGP 1021556
110 1_ United States. ǂb Congress. ǂb House. ǂb Committee on Energy and Commerce. ǂb
Subcommittee on Digital Commerce and Consumer Protection, ǂe author.
245 10 Disrupter series : ǂb smart communities
http://purl.fdlp.gov/GPO/gpo82154

CGP 1047793
110 1_ United States. ǂb Congress. ǂb House. ǂb Committee on Energy and Commerce. ǂb
Subcommittee on Digital Commerce and Consumer Protection, ǂe author.
240 10 Disrupter series (2017 March 15)
245 10 Disrupter series : ǂb advanced materials and production
https://purl.fdlp.gov/GPO/gpo89532

CGP 480255
110 1_ United States. ǂb Congress. ǂb House. ǂb Committee on Government Reform and
Oversight. ǂb Subcommittee on National Security, International Affairs, and Criminal Justice.
245 10 Report from the front line : ǂb Michigan’s war against drugs : hearing before the
Subcommittee on National Security, International Affairs, and Criminal Justice of the Committee
on Government Reform and Oversight, House of Representatives, One Hundred Fourth
Congress, second session, September 3, 1996.

CGP 477364
110 1_ United States. ǂb Congress. ǂb House. ǂb Committee on Government Reform and Oversight. ǂb Subcommittee on National Security, International Affairs, and Criminal Justice.
Added for this example: 240 10 Report from the front line (1996 June 24)
245 10 Report from the front line : ǂb Chicagoland area's battle against drugs : hearing before the
Subcommittee on National Security, International Affairs, and Criminal Justice of the Committee
on Government Reform and Oversight, House of Representatives, One Hundred Fourth
Congress, second session, June 24, 1996.

CGP 479469
110 1_ United States. ǂb Congress. ǂb House. ǂb Committee on Government Reform and
Oversight. ǂb Subcommittee on National Security, International Affairs, and Criminal Justice.
Added for this example: 240 10 Report from the front line (1996 June 24 : Fort Wayne)
245 10 Report from the front line : ǂb Fort Wayne's battle against drugs : hearing before the
Subcommittee on National Security, International Affairs, and Criminal Justice of the Committee
on Government Reform and Oversight, House of Representatives, One Hundred Fourth
Congress, second session, June 24, 1996.

Reports

CGP 984609
110 1_ United States. ǂb Congress. ǂb House. ǂb Committee on Financial Services, ǂe author.
245 10 Main Street Growth Act : ǂb report together with minority views (to accompany H.R.
4638) (including cost estimate of the Congressional Budget Office).
http://purl.fdlp.gov/GPO/gpo68975

CGP 1064025
110 1_ United States. ǂb Congress. ǂb House. ǂb Committee on Financial Services, ǂe author.
Month and day added for this example: 240 10 Main Street Growth Act (2018 July 10)
245 10 Main Street Growth Act : ǂb report (to accompany H.R. 5877).
https://purl.fdlp.gov/GPO/gpo105843

245- Title Statement

The full title proper of a congressional publication is transcribed in the MARC 245 ‘a’ subfield. Truncation of other title information (subfield ‘b’) is avoided, unless the information repeats the information in the title proper or is extremely lengthy. Certain essential information contained in other title information is always transcribed (e.g. names of committees or subcommittees, bill numbers of specific legislation).

In some instances, the title proper of a multipart congressional publication may change from part to part. In those circumstances, the title of the first part is entered as the title proper, with a note and added entry for the variant title(s) on subsequent parts (provided that the variation is in the first five words of the subsequent title). In the event that a part other than the first part is received for cataloging, that part may be the basis for the cataloging, but the title should be changed on the catalog record when the first part is received.

250- Edition Statement

Star prints are always treated as new editions, not as reprints. The phrase “Corrected printing” should be entered in brackets in the 250 field.

264- Publication Statement

Most congressionals are published by the Government Printing Office (GPO). In some instances (such as Senate prints), GPO will not appear as the publisher. Instead, an agency of Congress may appear as the publisher. In the latter instances, the agency of Congress shall be entered as the publisher.

264- Distribution Statement

A Superintendent of Documents distribution statement should always be recorded if it appears on a print publication. No effort needs to be made to verify actual sales availability.

300- Physical Description

Filled-in forms that are included in a hearing as part of a hearing record (such as a nominee’s biographical information form) are not considered illustrations and are not mentioned in the cataloging record.

500- General Notes

For star prints, either a quoted note (if the words “star print” appear on the publication) or a note with the unquoted term “Star print” (if only a star appears on the publication) is always included.

For print format congressionals, it is not necessary to enter a shipping list number note (such as “Shipping list no. unavailable”) in a bibliographic record when cataloging is based on the dummy copy. The shipping list note will be entered when the depository joker copy arrives in Bibliographic Control.

For online and microfiche versions of congressionals that are sold in print, a 500 note will be added to a bibliographic record stating that the print version is available for sale by the SuDocs.

504- Bibliography, etc. Note

Lists of a witness’s publications that are included as part of a hearing record are not considered bibliographies and are not mentioned in a note.

505- Contents Note

Volumes of multipart hearings occasionally have distinctive titles, so contents notes are added.