University Publications - UBC Library Staff Bulletin

UBC Library Bulletin Nov 30, 1978

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 u6c hdrary 6uCCetin
No. 149 ^^' November 1978
SPECIAL ISSUE: FILING IN THE MICROCATALOGUE
UTLAS,  UTLAS, quite contrary, how does your filing go?
With periods,  and apostrophes,  and numbers all  in a row?
The filing sequence in the microcatalogue differs in detail  from both the card
catalogue and from the in-process list.     This means that there are not only 3 different
places to check for a  title but also 3 different filing orders.
This is hardly a cheery subject, but it is one we're all  going
to have to consider sooner or later.    Our willingness to come
to grips with these details should save us some grief in the
long run.
The following rules apply to all UTLAS produced catalogues (BCUC, ours) but not
to COM catalogues in general -- beware'.
1. FILING IS WORD BY WORD. This means that spaces (blanks) count; a space comes
before "A". Or as the saying goes "nothing comes before something". (This is
strictly a filing, not a philosophical issue, of course). We can take comfort in
noting that all of our files are word by word. A few prestigious types like the
people at Encyclopedia Britannica file letter by letter, so don't get too
nonchalant about this.
WATER AND WASTE
WATER IN THE WORLD
WATER TODAY
WATERMELON
WATERPROOF
2. NUMBERS PRECEDE LETTERS.    Arabic numerals file as is, not as if they were words
they come first and are arranged in increasing numerical value.    So if you don't
find the title "Twenty ways to fatten geese", look up the title "20 ways to fatten
geese" at the very top of the first fiche. before "A".    The same principle holds
in using the in-process list.
5 GREAT PLAYS
1001 LIMERICKS
1984
AAA BULLETIN
3.    DIACRITICS CACCENTS, ETC.) ARE IGNORED.    This is a safe bet for the other
UBC catalogues, too.    A while back (take a look at the old Library of Congress
printed catalogues) this would have been unthinkable, but in the great library
melting pot, these distinctions are being lost.
Bharata
Etat
Munchen
Sffrenson
think
Bharata
Etat
Munchen
Sorenson 4.    PERIODS COUNT AS A SPACE.    Mostly, this brings up the old problem of where to
look for initials.    If the title was typed "R.C.M.P. comes of age.", think of it
as "R C M P":    it will be found at the beginning of the R's.    But if i thas been
typed "RCMP comes of age", think of the word "Rcmp":    look for it after all the "ra" and
"rb" words. Mostly this means:    look two places for initials.
U.N. treaties in the sixties     think rj N treaties in the sixties
U.T.L.A.S. filing rules UTLAS filing rules
Under milkwood Under niu^cd
Union catalogue Union catalogue
UTLAS alternatives to the card catalogue    Utlas alternatives to the card catalogue
5. HYPHENS COUNT AS A SPACE. In the author & title section, this is no different
than the filing in the card catalogue.
Co-operative think Co operative
Ninety-two Ninety two
But in the subject section, this rule really messes things up. More precisely,
it plays havoc with the concept of subdivisions. The computer has no way to
recognize a subdivision (we recognize them by the "-" between words in a heading),
so sometimes a whole new heading will be filed in between the subdivisions of a
similar heading. Take a close look at this example of UTLAS filing.
Mentally ill
Mentally ill - Canada
Mentally ill - Care and treatment
Mentally ill children
Mentally ill - Rehabilitation
Mentally ill - Statistics
Did you notice how a new heading "Mentally ill children" crept in there?    It's
enough to give you a bit of mental strain.
6.    APOSTROPHES DO NOT COUNT AS A SPACE. This is the same as the UBC card catalogue,
luckily.    (IPL is fickle — sometimes it counts as a space, sometimes it doesn't.
Look up O'Brien then D'arcy to get an idea of the complications.)
Rock'n'roll                                    think Rocknroll
O'Brien Obrien
Steward's folly Stewards    folly
It's a boy Its a boy
7.    MC and MAC FILE AS WRITTEN.    The card catalogue interfiles these (so does the
phone book), the microcatalogue does not.    If you can't find McDonald, try MacDonald.
If only these sorts weren't such prolific writers.
Ma cB ride
MacGeorge
MacTavish
McBride
McLeod 8. ABBREVIATIONS FILE AS WRITTEN.    The card catalogue often spells out abbreviations
for filing purposes.    In the microcatalogue, you must think of all  the possibilities.
So, if you don't find "Mister Basket Knife and other Khmer folktales", try
"Mr. Basket Knife and other Khmer folktales".
9. ROMAN NUMBERS FILE AS IF THEY WERE LETTERS.    The card catalogue filers recognize
these as numbers and file accordingly.    Some computers also are cued to file these
as numbers, but to UTLAS it's all a blur.    So you must remember to think the letter
not the number.    Looking for Henry the fourth?    Don't forget to try Henry IV.
Richard 5
Richard I
Richard in Rome
Richard IV
10. AUTHORS WILL NOT PRECEDE TITLES.    In the card catalogue, ycu will  find books
by an author whose last name is "Moon" before such titles as "Moon in June" and
"Moon Overhead".    In the microcatalogue these are interfiled, strictly by alphabet.
Moon at bay
Moon,  Eric
Moon overhead
Moon,  Thomas
The Bw."TO*B«i.Tte3s£b.
11. ANY NUMBER OF SPACES FILE AS ONE SPACE. This may sound trivial, but it effects
that potential bugaboo -- the corporate entry. Take these two entries:
Canada.  Ministry of Agriculture Canada at arms
The card catalogue files these paying attention to periods.    Hence:
"Canada.    Ministry of Agriculture" comes before "Canada at arms".
The computer that produces the IPL files 2 spaces before 1 space, so if the typist
is precise
"Canada.    Ministry of Agriculture" will  still come before "Canada at arms".
But the UTLAS computer ignores periods, can't count the number of spaces; so it puts
things the other way around:
Canada at arms
Canada.    Ministry of Agriculture
You should be prepared to find corporate entries interfiled   with personal  names
and with titles.    Documents written by the municipality of "London" will be interfiled
with titles beginning "London" and with authors whose last name is "London".    This is
distinctly different from the card catalogue and IPL and may take s one getting used
to.    (On the other hand, the UTLAS computer will bring together such headings as
"Smithers.   Art Gallery" and "Smithers Art Gallery" which is a bonus for someone who
has missed the fine permutations in desuperimposition.) Now for a review, note the order of these headings filed UTLAS style.
AUTHOR & TITLES
SUBJECTS
10 great women
A.F.L. in the time of Compers
Adams Federalists
Adams, Henry
AFL-C10 Bulletin
France, Peter
France.     Treaties
Henry IV
Henry the Second
London.  County Council
London is burning
London, Jack
London.  Sanitation Dept.
MacLeod, Max
McGuffy, George
Mount Fuji
Moyer, Fred
Mt. Fuji
Ten lost tribes
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
Canada
- Bibliography
Constitution
- Description & Travel
Geological Survey
goose
- Government Publications
- History
19th century
1663-1713  (New France)
1775-1783
1841-1867
1867-
1867-1914
1945-
Sources
to 1763
- History
- History
- History
- History
- History
- History
- History
- History
- History
in art
- Politics & government
Finally, the last piece of news is that the index in UTLAS products is slightly
different from UBC COM products — the grid number is to the left.
GP 10
PUTHOPS
GR ID
Pursers
P 13
CRSPl. HO
P \7
COSTCC c:
B 1 3
CGSRlDUCP
e 17
CBS**0  E
C 13
CPSnniOUE
C 17
Costro r
0 13
cnsptioup.
D 17
C O S t r c ■  G
E 13
CPSOSCS Y
E 17
C P 3 1» 0 . j
f   13
.Coiot He
F  1 7
Cm I'O L •
G 13
Cosoubon.
G 17
CQS'PC  p
H 1 3
CPSCiout L
H  1 ?
CPSTPO r
i 1 3
C oc c  Irtl
1 1 7
CPSUPLTi
J 13
CPSE. rc3
J 1 7
CPTOlEN.
K. 13
CPSE.8C fp.
'■    1 7
CBtRLRMC
L 1 3
CPStlLP.
I 1 7
COTRMiC.
Readers are asked to submit to the Bulletin
their own observations or tricks of the
trade on using the microcatalogue.    Whatever
seems useful will be gladly printed.    Send
your remarks to:    the editor, Information &
Orientation Division, Main Library.

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