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Duke follows LC policy of adding a date as the final element of monographic call numbers.
Copy cataloging guidelines are to check for the presence of a date, and Backstage seems to have used similar guidelines for their call numbers. We have found some errors in LC and member assigned dates in call numbers, but not enough to merit systematic checking of this element. The guidelines below (from LC documentation with comments about Duke practice added in italics) are to be used when assigning original call numbers, adding dates to call numbers lacking them, and correcting errors referred from outside of Technical Services. OPTIONALLY, they may be used when a copy cataloger or someone resolving Backstage problems notices that the date in the call number does not match the date of publication. Do NOT, however, correct for local policies such as small x's following the date.
BACKGROUND: In 1982, the decision was made to add the imprint date to the call number of all monographic works. Prior to that date, several formal and informal memos were used as guidelines to determine if a date was needed in the call number. This instruction sheet provides guidelines on adding the date to the call number for monographic works.
1. General rule. Add the date of imprint to all monographs. Examples:
1976? use 1976
ca. 1976 use 1976
1981, c1980 use 1981
1971, c1972 use 1971
1979 [i.e.1978] use 1978
1962 or 1963 use 1962
1969 (1973 printing) use 1969
1980 printing, c1957 use 1957
1979 [distributed] 1980 use 1980
1979-1981 use 1979
between 1977 and 1980 use 1977
1978/79 [i.e. 1978 or 1979] use 1978
1977 (cover 1978) use 1978
197- use 1970z
197-? use 1970z
19-- use 1900z
19--? use 1900z
1998 for 1997 use 1998
We used these same guidelines for dates in Dewey.
On older copy, [n.d.] was sometimes used in the 260 $c rather than an estimated date. Backstage did not add dates to call numbers in this case. As call numbers without dates are encountered by staff working on reclass problems, they are referred to CatS. The cataloger supplies an estimated date in the 260, the fixed field and the call number. At the discretion of the cataloger, the date may be added in OCLC as well as Aleph.
Older copy may also include more complicated situations than those listed above. The rules for printings and editions have changed over time, and it is sometimes difficult to identify the publication date. When resolving reclass problems, accept Backstage's choice of date unless it is clearly in error. For example, if there are several dates in the 260, representing publication, copyright and/or printing, and you aren't sure Backstage chose the right one, accept Backstage's date as long as it matches one of the dates in the record. This also applies to orignal dates of publication (followed by "a" in the call number) which may be found in notes.
Also accept dates that are within a few years of a date on the record. LC often uses a projected date for Cataloging in Publication (CIP) and this may not be updated when the book is actually published on a slightly different date.
2. Special situations.
a. Congress or conference headings. If the date of a congress or conference is present in the main entry, use the date of the congress or conference. If a date is not present, use the imprint date (cf. G 230). Example:
111 20 $a International Congress of Navigation $n(25th : $d 1981 : $c Edinburgh, Scotland)
use 1981
Note that if the conference is NOT the main entry, the imprint rather than the conference date is used for conference publications. This is the same rule we followed with Dewey, but has not been consistently applied at Duke or at LC, resulting in many discrepancies between dates in Dewey call numbers and those assigned by Backstage. Apply the general rule above--as long as Backstage's date matches either the publication date or the conference date, accept it.
b. Multiparts. Add the date of imprint of the first/earliest part (i.e. the earliest date found in either the 260 field or the 362 1 field) to the call number, unless the new multipart item is in a larger multipart item/monographic series classed as a collection. (See the ILS supplement, Workflow #4 for details.) Upon receipt of additional volumes, it may be discovered that the date used in the call number is not the earliest date. Although earlier policy was to reclass to reflect the earlier date, it is no longer necessary to do this.
Multipart is LC's word for set. I think we have been following the LC policy of not reclassing if an earlier date shows up after cataloging. If not, we should, under the general rule of following LC as much as possible.
c. Photocopy or facsimile editions. Add the date of the original edition and the work letter a.
In Dewey, we used the date of the photocopy or facsimile.
Some libraries interpret this rule loosely, including translations. Accept these dates.
d. Other editions. For later editions of the same work, use the imprint date. If another edition is received with the same imprint date, use the work letters starting with b. Examples:
.I33 1982
.I33 1982b
.I33 1982c, etc.
e. Corporate authorship. For works entered under a corporate body, use the imprint date. If another work by the same corporate body is received, use work letters starting with a (cf. G 220). Examples:
.R37 1981
.R37 1981a
.R37 1981b, etc.
3. Exceptions to adding a date.
a. Supplement and indexes. Do not add a date to the call number after the designations Suppl. or Index. Examples:
.C64 1977
.C64 1977 Suppl.
.C64 1977 Suppl. 2
.C64 1977
.C64 1977 Index
.C64 1977 Index 2
b. Classes subarranged by date only. If a work is classed in an area which is subarranged by date only, do not add another date to the call number. Instead, add a work letter starting with b to the date. Example:
In the classification schedule:
PR5551
Tennyson, Alfred Lord
Selected works. By date
In the shelflist:
PR5551 1968
PR5551 1968b
In other words, some LC call numbers lack cutters, but this doesn't affect the rule for date.
c. Classes subarranged by date and main entry. If a class is subarranged by date and main entry add the imprint date to the number. Follow this instruction even if a date appears as part of the classification number. Example:
In the classification schedule:
GV722 Olympic games. (Modern revivals)
Individual contests. By year
Subarrange by author
In the shelflist:
GV722 1952.W4 1981
Dates like this are often flagged as problems because they look weird, but they are OK