FDLP

Additions to Book Numbers

Additions to book numbers may be numbers, words, or abbreviations. The guidelines presented here cover additions to book numbers in general terms. Many additions are specific to situations arising in series and serials classes. See the Monographic Series and Continuing Resources sections for more information.

Dates

Year Format

The date (year) represented in the suffix has changed format several times. The last three digits of the year were used to represent the date prior to 2000. From 2000 onward, the year is represented by four digits.

C 3.252:3/989 Agricultural Statistics (1989 represented by 989)
D 1.6/2:L 41/2016 Department of Defense Law of War Manual

Dates for Revised Editions

Since 1985, revised publications have been classed by adding a slash and the date (year) to the class for the original edition. Revised publications that were classed prior to 1985 may have /REV. following the Cutter rather than a date.

Add a date to the class if any indication exists that an earlier edition has been published. When determining if a publication is a revised edition of an earlier publication consider information found in introductory sources when classifying.

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 the year of revision:

GP 1.2:IN 3/2 Keeping America informed (2011)
GP 1.2:IN 3/2/2016 Keeping America informed (2016)

If a publication is revised more than once in the same year, revisions after the first for that year are assigned the same class with the year, a dash, and sequential number.

I 53.2:D 41 Denali Highway: points of interest
I 53.2:D 41/2015 Denali Highway: points of interest (2015)
I 53.2:D 41/2015-2 Denali Highway: points of interest (2015, revised)

Punctuation in Dates or Date Ranges

If the dates or date range as written on the publication are not compatible with the SuDocs classification system and its punctuation, convert the dates or date range to the SuDocs format, including the four-digit year format.

D 101.2:W 37/6/2014-2015 Weapon systems book, 2014/2015

A slash in the date or date range after a Cutter number is not permitted; a dash in the date range is appropriate.

Volume, Part, Chapter, and Section Numbers

Volume, part, chapter, section, title, or other numbers may be needed at the end of a class number for any type of publication. 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.

More than one of these designations may appear on a single publication. Exercise caution to avoid using more of these numbers than are necessary to identify the individual publication.

EP 6.58:R 13/PT.1-3 Rail carrier 2.0.12 tool: 2012 data year-U.S. version
(issued in three parts)
HE 22.2:C 83/5/PT.1-8 From coverage to care: a roadmap to better care and a healthier you
(issued as eight booklets)

When necessary to identify a particular volume or issue, use a secondary level of designation. If this occurs, another slash is added, followed by the appropriate abbreviation and the number.

AE 2.106/3:42/ Code of Federal Regulations. 42, Public health
AE 2.106/3:42/PT.482-END/2016 Code of Federal Regulations. 42, Public health, Part 482-end, 2016

In this example, the first number after the colon represents the first level designation: Title 42 of the Code of Federal Regulations. It is followed by a slash and the secondary level: Part 482-end.

Sometimes a date may be used in a book number, and another number, printed on the publication, may be added after the date to further identitfy an issue or part. In these cases, an explanatory word or abbreviation is typically added before the number and after the final slash.

HS 4.106/2:2013/REV.PGS.5

In the past, abbreviations such as CH.SH. for Change Sheet were commonly used. The need to identify change sheets and revised pages is becoming less frequent as tangible formats are replaced by online versions.

Volume Number and Date: Which Comes First?

Whether the date or volume number is used first depends on the publication and on the meaning of the date and volume numbers in the class.

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 (4-digit year) 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 year should follow the volume number.

C 55.2:T 78/11/V.6/2014 A tsunami forecast model for Point Reyes, California
(Volume 6, issued in 2014)

The logical organization is to keep the set together by volume number. Using the date first for these volumes makes it difficult for users to discover the latest edition, and filing by date would not keep the volumes in order unless they were all revised the same year.

Date Followed by Volume Number

If the publication being classified is one of a set which reports on a year’s activities, the date (year) will come first, then the volume number. Each volume may cover a specific subject. The issuing agency may have divided a set into volumes for convenience because of the large quantity of material. Individual volumes may also lack specific titles.

NAS 1.15:2014-104606/V.36 Evaluation of the 7-km GEOS-5 nature run
(Volume 36 in a series on global modeling and data assimilation)

Words and Abbreviations

Words and abbreviations are used in the suffix of the SuDocs classification number to help describe the publication. They serve as an indication of the format or nature of the content. All words and abbreviations used in the suffix are in uppercase letters.

TD 1.112/5:M 56/PRELIM.  Preliminary report railroad DCA15FR004

There was previously a seven-character limit on abbreviations and words in the suffix due to technical limitations. A suffix no longer has this limitation. Unless it is a standard abbreviation (see section below), a complete word should be used.

Prior, character-limited abbreviation:
Y 4.T 19/4:T 71/LITHUA. Explanation of proposed income tax treaty between the United States and the Republic of Lithuania
Current, complete word usage:
D 301.26/6-8:C 89/LITHUANIA Expeditionary culture field guide. Lithuania.

Avoid the use of arbitrary abbreviations; this can lead to inconsistent application and confused interpretation. Although an abbreviation may be correctly interpreted in some cases, in other cases it can create ambiguity. FR., ITAL., or GER. could signify a language, a country, or another word entirely. If a word is spelled out, there is no ambiguity as to what is meant.

Foreign-language Publications

Foreign-language publications are classified the same as an English edition, but with a slash followed by the name of the language at the end of the class.

For Spanish-language publications only, use the standard abbreviation SPAN. rather than spelling out the full name of the foreign language.

FR 2.2:H 75/3 Ready to buy a home?  
FR 2.2:H 75/3/SPAN.  ¿Listo para comprar una vivienda?

For bilingual or multilingual publications, list up to four languages with a slash between them; for publications with additional languages, add /ETC. after the first four languages. For bilingual and multilingual publications that include an English version, use the abbreviation ENGL. If the publication contains English and a foreign language, the foreign language is mentioned first.

When a descriptive word is used in the class, use the English term for any language edition(s).

Multiple Word Phrases in a Suffix

If two or more words are used in a phrase in the suffix, add a space between words.

Multiple Versions of a Publication

Sometimes other words may be needed to differentiate two or more versions of a publication, especially when they are in different physical formats. Rather than giving each a separate slash-number after the Cutter, use the same class, then add a slash and a word or a standard abbreviation as necessary.

Some adjustment may be necessary depending on the wording of the publications. In most cases, one word is sufficient.

See Classes by Publication Type for more examples of classifying related publications together.

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.

C 21.14/2:IN 8/4/BKS.1-2/CORR. The intellectual property and you series

Standard Abbreviations and Words

The most frequently used abbreviations, combined abbreviations, and words are listed here. To maintain consistency with long established practice, follow these standard forms when using these words.

BK. Book
CD Compact disc
CORR. Corrected or correction
DVD Digital video disc
DRAFT Draft
ENGL. English
ERRATA Errata
ERRATUM Erratum
ETC. Et Cetera
EXEC. Executive
EXEC.SUM. Executive summary
FINAL Final
HRG. Hearing
H. House
H.DOC. House Document
H.REPT. House Report
NO. Number
PGS. Pages
PT. Part
PRELIM. Preliminary
PRT. Print
PUB. Publication
REV. Revised *
S. Senate
S.PRT. Senate committee print
S.HRG. Senate hearing
S.PUB. Senate publication 
SPAN. Spanish
SPAN./ENGL. Spanish/English (bilingual publication)
SUM. Summary
SUPP. Supplement
V. Volume
VOLS. Volumes

* Generally do not use /REV. for revised editions. See section ‘Dates for Revised Editions’ above for more guidance.

State Abbreviations

For state abbreviations added to a book number, use the 2-letter U.S. postal codes. 

To Cutter by a state, see Cutter Numbers chapter, “State Cutter Numbers” section.

 

 

Superintendent of Documents Classification Guidelines

Introduction to the Classification Guidelines
The Classification System: A Brief History
Structure of the Classification Number
Sorting in SuDocs Order
Example of a SuDocs Sort
Class Stems
Letter Author Symbols
New Agency Classes
Joint Publications from Different Agencies
Publications Prepared by One Agency for Another
Serials with Changing Publishers
Joint Publications Issued in Series
Subordinate Offices
First and Second Levels
Assignment of Classes
Third and Fourth Levels
Joint Publications from Different Subagencies
Name Changes and Reorganizations
Category Classes
Most Frequently Used Category Classes
.1 - Annual reports
.2 - General publications
.8 - Handbooks, manuals, and guides
.11 - Maps and Charts
.12 - Posters
Less Frequent Category Classes
.3 - Bulletins
.4 - Circulars
.5 - Laws
.6 - Regulations, rules, and instructions
.7 - Press releases
.9 - Bibliographies and Lists of Publications
.10 - Directories
.13 - Forms
.14 - Addresses
Cutter Numbers
Cutter Table and Its Use
Filing Order for Cutter Numbers
Slash Numbers
Selecting Cutter Words
Words to Avoid when Cuttering
Sets With a Collective Title
Foreign Language Editions
Numbers in Titles
Cuttering Acronyms and Initialisms
Cuttering: Geographic Topics
Cuttering Related Documents Covering the Same Subject but Different
General Subjects and Geographic Terms
Cuttering Geographic Terms Using Personal Names
Maps
Cuttering Multi-Part Geographic Names
State Cutter Numbers
State Cutter Numbers Table
Additions to Book Numbers
Dates
Year Format
Dates for Revised Editions
Punctuation in Dates or Date Ranges
Volume, Part, Chapter, and Section Numbers
Volume Number and Date: Which Comes First?
Volume Number Followed by Date
Date Followed by Volume Number
Words and Abbreviations
Foreign-language Publications
Multiple Word Phrases in a Suffix
Multiple Versions of a Publication
Corrected Copies of Numbered Volumes
Standard Abbreviations and Words
State Abbreviations
Classes by Publication Type
Corrections
Errata
Preliminary, Draft, and Final Reports
Reprints
Preprints and Separates
Summaries and Executive Summaries
Electronic Products
Sets with Multiple Publication Types
Monographic Series
Identifying a Monographic Series
Assigning New Series Classes
Series Related to Existing Classes by Subject
Structure of the Series Class
Departmental Series vs. Bureau Series
Series Book Numbers
Series Numbering
Unusual Series Numbering
Series Numbering and Revised Editions
Numbering system changes
Two series on one publication
Series number vs. Agency control number
Letters and Phrases Appearing on Publications
Volumes, Parts, or Sections
Publications Which Are Not Serials or Series
Multipart Monographs versus Series
Other Situations
Continuing Resources
Identifying a Continuing Resource
Serials
Integrating Resources
Assigning New Continuing Resource Classes
Works Related to Category Classes
Works Related to Existing Classes by Subject
New Classes to Reflect Changes for Existing Serials
Serials within Series: Separate Class Approach
Serials with a Constant Series Number
Cuttering a Serial or, When Not to Establish a New Class Stem for a Serial
Serials within Series: Cuttering Approach
Publications of Short Duration
Other cases for Cuttering
Serials Designation
Number 1 for First Month Appears Annually
Date incorporated in Series Number
Volume and Number
Date
Annual Publications
Semiannual Publications
Publications Issued Three or More Times a Year
Variations in Publication Cycles
Release Date vs. Coverage Date
Special Issues of Serials
Supplements
Indexes
Numbers
Frequently Revised Monographs Cataloged as Serials
Presidential Publications
Presidential Committees and Commissions
Presidential Commissions vs Presidential Initiatives
Permanent Agencies Reporting to the President
Vice President of the United States
Congressional and Legislative Branch Publications
Y 4. - Congressional Committee Publications
Constructing the Committee Designation
Reorganized Committees and Name Changes
Y 4. Committee Print or Y 1. Report?
Joint Hearings
Publications Prepared by One Committee for the Use of Another
Individual Book Numbers
House Book Numbers
Numbered and Unnumbered Documents in One Class
Senate Book Numbers
Cutter Numbers
Multipart Works
Errors in Numbering on Publications
Y 1.-: - Congress as a Whole, House and Senate as a Whole
Individual Book Numbers
House and Senate Documents and Reports
Y 1.1/2: - U. S. Congressional Serial Set
Y 1.2/5: - United States Code
Boards, Commissions, and Independent or Temporary Committees Established by Congress
Executive Branch Independent Agencies
EX 1.2:- Limited Duration Executive Branch Independent Agencies (Commissions, Committees, and Boards)
Y 3. - Boards, Commissions, and Independent or Temporary Committees
Agency Designations
Category and Series Designations
Related Series or Subjects
Individual Book Numbers
Y 3.2: - Limited Duration Boards, Commissions, and Independent Committees
Cutter Numbers
Y 10: and Y 11: - Subordinate Offices
X 1.1: - Congressional Record
XJH: and XJS: - House and Senate Journals
Y and X General Issues
Serial Publications
Star Prints
Erratum/Errata
U.S. Participation in International Organizations
Cartographic Resources
Category Classes for Maps and Charts
General Rules
U.S. Geological Survey Maps
Coordinates
Map Reference Numbers
Northwest (NW) Quadrant
Northeast (NE) Quadrant
Southwest (SW) Quadrant
Southeast (SE) Quadrant
Scale
Edition Date
Bureau of Land Management Maps
U.S. Forest Service Maps
Revision Dates
National Ocean Service Nautical Charts
Map Types
Classification Guidelines for Digital Reproductions
Classification by Type of Digital Reproduction

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