Editing Call Numbers in XML

Owned by Sara Biondi
Last updated: Oct 14, 2022 by Heather Baker
2 min read

Scope: Editing call numbers in XML in Aleph for serials and equivalencies, to accommodate spine label size.

Contact: Sara Biondi

Unit: Monograph Acquisitions Department

Date last reviewed: 10/28/2021

Date of next review: 03/28/2022

When do we edit call numbers as part of the shelf-prep process?

  • Serials, when the holdings/call number is too long
    • Call number labels accommodate 8 characters across, 9 rows down
    • Labels not edited will print an error message
  • Monographs, very rarely (equivalency-when there is an = sign in the call number/holdings)

How to edit a call number:

Attempt to print call numbers as usual (see Basic Monograph Shelf Preparation)

Aleph Cataloging > Items > Print Item Labels

Input barcodes into Print Item Labels (as usual)

Click Print button and check each call number in the XML display


To view the call number for each barcode, click to select the barcode, then click "Scroll To Call No."
Main section of call number:

Enumeration/dates:

  • Volume enumeration is too long – 9 characters


Highlight the second part of the dates, leaving the slash alone (in this example, highlight 2019)
Cut (CTRL-X)
Go to the next line, Paste (CTRL-Z) in the space between XML tags.
Corrected example:

This preserves the information, without losing the slash, truncating the enumeration, or creating a print error.
Finished label appearance

More complex examples

11 characters – too long

Corrected description lines

Finished label appearance

Examples requiring three lines to accommodate
Corrected description lines

Final label appearance

Description with 19 characters

First break

Second break

Final label appearance

Equivalency call number labels

A monograph with an equivalency flag (has multiple numbering schemes with an "=" in the enumeration) requires manipulation in the same way. (Legacy practice?)
Comes flagged with a yellow "equivalency" flag

Error message appears when trying to print label "label is too long" "has an (=)" "has an "etc." in it"
Three places require repair on this kind of items
Delete everything in the call number after the date


Repeat in the z30 range (appears twice in z30, correct both)

Description
Remove equivalency

Repeat in the call-no-piece area (vertical call number)


Move v.1 down and remove c.1 (doesn't print anyway) (c.2, etc. must be moved down)

If you miss any of the three areas, the label will print as an error, and will require review to identify what area was missed.