Clothbound books and Quality Paperbacks

When clothbound or expensive paperback books are received by the library, they are usually accompanied by a packing list or catalog cards containing specific information the library staff can use to process the materials for circulation or reference. If this information is not included in the book shipment, either you or a library assistant must determine the

classification for each of these materials. The library officer can usually determine the author, title, and category (fiction or nonfiction) of each of these books by consulting appendixes Cb and Cc of the Dewey Decimal Classification and the Subject Heading Index of the General Library Manual. The library staff, however, may need to complete the classification process. (This process is also known as cataloging.) The 10 major subject classes of the Dewey Decimal Classification, including a general explanation, are shown in figure 5-7.

Before any clothbound or quality paperback book is loaned to a crew member, you or another member of the library staff must complete the following steps:

Figure 5-7.-Subject classes of the Dewey decimal system.

• Check each book received against those marked on the packing list, as shown in figure 5-8. Nonfiction books are listed by Dewey decimal subject class number.

• Make sure each book is accompanied by a book card, book-card pocket, a set of catalog cards, and stamped along the top edge-PROPERTY OF THE U.S. NAVY.

• Prepare a book card by typing the author's last name and book title on the designated lines as shown in figure 5-4.

Figure 5-8.-Sample clothbound book distribution packing slip.

• Attach the book-card pocket to the page facing the back cover of the book. As shown in figure 5-9, place the book card in the pocket. Stamp the pocket with the ship's property stamp.

• Prepare a spine label for each book. Labels for fiction books should include the letter F and first three letters of the author's last name. Science fiction books are designated SF, westerns W, and mysteries M to assist patrons in identifying these types of books. Nonfiction book labels should include the Dewey decimal subject class number (as given on the packing slip or catalog cards) and the first three letters of the author's last name. Attach the finished label (at a uniform height) to the lower portion of the book's spine or book's paper cover. As shown in figure 5-10, place labels for books that are to be housed on a shelves with lips about 2 inches above the bottom of the book so the label can be easily seen. Occasionally, due to the texture of a book's binding, pressure sensitive spine labels will not adhere. In such cases, print the spine identification directly on the book's spine with a library marking pen designed for this job.

• Protect books by encasing them in plastic book jackets. The book's paper cover inside the plastic jacket adds colorful eye appeal to the library and preserves cover illustrations and printed information that will assist the user. When plastic jackets are not available or can not be used, paste the information printed on the back and inside flaps of the paper cover inside the front cover of the book.

• Prepare catalog and shelflist cards for each book. Each fiction book is accompanied by three catalog cards-two author cards and a title card. On each author

Figure 5-9.-Position of book-card pocket in book.

Figure 5-10.-Position of class number on spine

of book.

card, the author's name is printed on the top line. On the title card, the title is printed on the top line. Each nonfiction book is accompanied by at least three cards-two or more author cards and a title card.

For fiction books, no additional card preparation is needed except separation of cards for filing. Place one author card aside for the shelflist file. Place the other author card and title card aside for the card catalog file.

For nonfiction books, add subject heading information for the subject card. List the subject headings at the bottom of the author card by Arabic number. Type each heading listed in capital letters at the top of one author card.

When completed, separate the cards for filing: one author card for the shelflist file; one author card, the title card, and the subject card for the card catalog file. See figure 5-11 for a sample set of catalog cards. Type catalog cards for any books received without cards or with incorrect cards. Figure 5-12 shows spacing and information to be included on these locally typed cards.

Books and cards are now ready for use in the library. The final steps in making them available for use are shelving the books and filing the cards.

• Shelve fiction books alphabetically by the author's last name. File nonfiction books in numerical order by the Dewey decimal subject class number, as shown in figure 5-13. Referring to the book's spine label makes shelving easier. Whenever possible, set aside one shelf in the library to display new books received and processed each month. Additionally, posting a copy of the packing slip in the library or

Figure 5-11.-Catalog cards.

Figure 5-12.-Spacing used in preparing catalog cards. 5-12

Figure 5-13.-Shelf arrangement of books.

publishing a list of processed books in the POD will keep the crew informed about new library books.

• The card catalog file, as shown in figure 5-14, is the patrons' index to the library's collection. It lists each book in the library by author, title, and by subject for nonfiction books and gives the shelf location for each book in the upper comer of the card. The card catalog should be located so it is readily available to library users. Interfile all catalog cards-author, title, and subject- alphabetically as shown in figures 5-14 and 5-15. File these cards when the processed book is put on the shelf. (These cards should not be allowed to

Figure 5-14.-Sample card catalog file.

collect for filing since they are of no use to patrons until they are filed.)

• The shelflist is an official record of the library's holdings. It contains one author card for each book in the collection. Shelflists are not for patron use and should be kept in a secure place. File shelflist cards for fiction books alphabetically by author, as shown in figure 5-16. File shelflist cards for nonfiction books numerically by class number, as shown in figure 5-17. These files should represent the order in which the books are shelved. File the shelflist cards when the processed books are shelved. (Shelflist cards should not collect for later filing.) The shelflist should resemble the sample shown in figure 5-18.