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Manage Your Practice > Legal Research > Cataloguing Request Manual for County & District Law Libraries

Cataloguing Request Manual for County & District Law Libraries


AdvoCAT Online Catalogue

AdvoCAT is the online public access catalogue (OPAC) for the Law Society of Upper Canada's Great Library and the county and district law libraries in Ontario. It is a database of records representing the collections of materials held by all these libraries. For more information about AdvoCAT and how to search the database effectively, consult the AdvoCAT help pages.


Submission of Cataloguing Requests

County and district libraries should submit cataloguing requests using one of the online reporting forms available on the Great Library website in order to:

  • Create a new record with holdings information for a title not already in the database
  • Add holdings information to a record already existing in the database
  • Withdraw holdings information from the database

Reporting frequency
New titles, changes to holdings information, and withdrawals should be reported as soon as possible. Report new titles after they have been received, not while still on order.

E-mail confirmation
Once you have submitted a reporting form to the Great Library, you will immediately receive an e-mail confirmation including of a copy of your cataloguing request, which you may choose to keep for your records.

After your information has been processed, if appropriate, you will receive another e-mail message providing a call number which you can use to print a spine label. See Spine Label Printing Procedures for more information.

New records
If you report a new title that is not already in the database, you may be contacted by the Great Library to provide more information so that a new record can be created.

Generally, you will be asked to submit the title page, title page verso, and table of contents. You may photocopy these pages and fax them to the Great Library at 416-869-0331. Alternatively, if your library has a scanner, you may submit an electronic copy of the pages as an e-mail attachment.

Online reporting forms
Online reporting forms for the submission of cataloguing requests can be accessed on the Cataloguing Services page of the Great Library website under Online County & District Law Library Reporting Forms. Two different forms are available to help you provide appropriate information for the accurate and timely processing of your requests:

 

  • Form for Reporting Monographs/Serials
  • Form for Reporting Withdrawals
  •  

    Holdings display in AdvoCAT
    After your cataloguing request has been processed by the Great Library, the information you have submitted will be displayed in the online catalogue AdvoCAT. The default display for individual records in AdvoCAT is Brief view. This view provides basic bibliographic information about items in the catalogue as well as holdings information indicating library location, call number, copies and volumes held, and location status.

    Example:

    brief1 brief1a

    Reporting Serials and Loose-leafs

    Serials are continuing resources issued in a succession of discrete parts, usually with numbering, and are intended to be continued indefinitely, e.g., law reports, law journals, annuals, continuing directories. Updating loose-leafs are also continuing resources, but their updates do not remain discrete and are integrated into the whole.

    Note: Annuals include texts issued once a year, which may carry an edition statement, e.g., Annotated Divorce Act, Ontario Annual Practice, Ontario Family Law Practice, Annotated Ontario Construction Lien Act, Practitioner’s Income Tax Act. Retention policies for annuals vary. You may choose to keep only the current year, a range of two or more of the latest years, or odd years in your library.

    What to report:

    • Every new serial title you receive
    • Every new loose-leaf title you receive
    • Titles already reported for which holdings information has changed:
      • Retention policy has changed, e.g., Library keeps current year only changed to Library keeps last two years only
      • Subscription has been cancelled but holdings have been retained, e.g., Library subscription cancelled with v. 12 (2006); Library subscription cancelled with rel. 4 (Dec. 2009)
      • Updating methods have changed, e.g., Library updates contents annually changed to Library updates contents biannually
       
    • Additional copies of serial titles already reported

    What not to report:

    • Subsequent issues of serials already reported, including titles for which you have reported retention or updating policies, e.g., Library keeps current year only; Library updates contents periodically
    • Subsequent volumes of loose-leaf publications already reported
    • Updates and supplements of titles already reported, e.g., loose-leaf releases, pocket parts, special pamphlets, CD-ROMs, DVDs

    How to report serials and loose-leafs:

    • Select the Form for Reporting Monographs/Serials on the Great Library website
    • Fill in the form providing:
      • Sufficient information for the accurate identification of the title
      • A statement of your library's holdings
      • Optionally, notes describing your library's retention or updating policies
       

    Holdings statements for serials and loose-leafs
    The following holdings statements illustrate the form, punctuation and order for the display of bound volumes of serials and loose-leaf binders that may be included in the Holdings field of the serials reporting form:

    • Unbroken range of holdings (i.e., no gaps) for a currently received title
      v.1-
      1996-
      1996/1997-
      v.1(2001)-
    • Unbroken range of holdings (i.e., no gaps) for a ceased or cancelled title
      v.1-2
      v.1-25
      1990-2010
      1998/1999-2008/2009
      v.1(1999)-v.5(2003)
    • Gap or break in range of holdings
      v.1,v.3
      1992,1994,1996
      1999/2000,2003/2004
      v.18(1955),v.20(1957)-v.67(2004)

    Examples:  

    1. An annual serial. Your library holds: 1985 onwards. The title is currently received, and the holdings are retained.
      • In the Holdings box indicate the range with an open-ended statement that ends with a hyphen (This allows a detailed holdings statement that does not require updating each time a new issue is received.):
        • 1985-
         

    2. An annual serial. Your library holds: 1985 to 2005. The title has been discontinued, but the holdings are retained.
      • In the Holdings box indicate the range with a closed statement that ends with the last issue held:
        • 1985-2005
         

    3. A biennial serial. Your library holds: 1995/1996 onwards. The title is currently received, and the holdings are retained.
      • In the Holdings box indicate the range with combined numbering in an open-ended statement:
        • 1995/1996-
         

    4. An annual serial. Your library holds: 1998, 2001 and 2005. The title has been discontinued, but the holdings are retained.
      • In the Holdings box indicate the gaps in the range of holdings with a comma:
        • 1998,2001,2005

    5. An updating loose-leaf. Your library holds: v. 1-2. The subscription has been cancelled, and the holdings are retained.
      • In the Holdings box indicate the range with a closed statement that ends with the last volume held:
        • v.1-2
         

    Notes for serials and loose-leafs
    The following notes are examples of holdings notes indicating retention or updating policies that may be included in the Comments field of the serials reporting form:

    Library keeps current year only.
    Library keeps last two years only.
    Library subscription cancelled with 2004.
    Library subscription cancelled with May 2005.
    Library subscription cancelled with no. 7 (July 2006).
    Library subscription cancelled with issue 47 (May 2008).
    Library subscription cancelled with v. 65 (2003).
    Library subscription cancelled with v. 4, no. 1 (Jan. 2007).
    Library subscription cancelled with v. 28, no. 47 (Dec. 31, 2007).
    Library subscription cancelled with rel. 1 (Feb. 2009).
    Library updates contents annually.
    Library updates contents biannually.
    Library updates contents periodically.
    Library does not subscribe to updating service. Contents updated to rel. 2 (Mar. 2008).

    Examples:

    1. An annual serial. The title is currently received, but your library retains only the current year and discards previous years.
      • In the Comments box insert the following note (Because the year does not display in the catalogue, updating is not required each time a new issue is received.):
        • Library keeps current year only.
         

    2. An annual serial. The title is currently received, but your library retains only the last two years and discards previous years.
      • In the Comments box insert the following note (Because the years do not display in the catalogue, updating is not required each time a new issue is received.):
        • Library keeps last two years only.
         

    3. A monthly serial. Your library cancelled the subscription with v. 12, no. 6 (June 2005) (i.e., the last issue received), but the holdings to that date are retained.
      • In the Comments box insert the following note:
        • Library subscription cancelled with v. 12, no. 6 (June 2005).
         

    4. An updating loose-leaf. Your library cancelled the subscription with release no. 32 (Dec. 2005) (i.e., the last release received), but the holdings updated to that date are retained.
      • In the Comments box insert the following note:
        • Library subscription cancelled with rel. no. 32 (Dec. 2005).
         

    5. An updating loose-leaf. The service is updated quarterly, but your library only updates the contents annually.
      • In the Comments box insert the following note:
        • Library updates contents annually.
         

    6. An updating loose-leaf. Your library does not subscribe to the updating service.
      • In the Comments box insert the following note:
        • Library does not subscribe to updating service. Contents updated to rel. 4 (Sept. 2008).
         

    Reporting monographs

    Monographs may be single or multipart items (i.e., intended to be completed in a finite number of separate parts).

    What to report:

    • Every new single or multipart title you receive
    • New editions, e.g., 3rd ed.; Rev. ed.; 2008 ed.
    • Additional copies of titles already reported

    What not to report:

    • LSUC CLE materials (Your library holdings will automatically be added to the database.)
    • Supplements of titles already reported, e.g., pocket parts, pamphlets, CD-ROMs, DVDs

    How to report monographs:  

    • Select the Form for Reporting Monographs/Serials on the Great Library website
    • Fill in the form providing:
      • Sufficient information for the accurate identification of the title
      • A statement of your library's holdings for multipart items
      • Optionally, notes describing your library's retention policies, e.g., for accompanying CD-ROMs
       

    Notes for monographs
    The following are examples of notes that may be included in the Comments field of the monographs reporting form:

    Library does not retain CD-ROM.
    Library does not retain DVD.


    Reporting withdrawals

    Withdrawal is the process of deleting all references in the catalogue to items that have been permanently removed from the collection.

    What to report:

    • All titles that are weeded from your collection
    How to report withdrawals:
    • Select the Form for Reporting Withdrawals on the Great Library website
    • Fill in the form providing:
      • Sufficient information for the accurate identification of the title
      • Specific volumes numbers and/or years to be withdrawn from your library's holdings
       

    Note: If you are undertaking a major weeding project, you may send the title pages of withdrawn items (marked withdrawn) by mail. If you are using an electronic shelflist provided by the Great Library, you may return the shelflist (marked up to indicate the withdrawn titles) by mail or electronically.


    Classification of Legal Materials

    Legal materials fall into two major divisions: primary and secondary sources of law. Primary sources include law reports, statutes and regulations. Secondary sources include texts, legal periodicals, and finding aids such as digests, legal encyclopedias, and case and statute citators.

    Primary materials and their related finding aids are not classified by the Great Library. They are assigned the local call numbers Rpts, Stat, Regs and Dig in the online catalogue AdvoCAT and are arranged by jurisdiction in numeric or chronological order.

    Secondary materials, including texts, government documents, loose-leaf services, CLE materials and dictionaries, are classified using:

    • KF Modified: KF Classification Modified for Use in Canadian and Common Law Libraries for common law resources (i.e., the law of countries that have modelled their laws on English law)
    • Library of Congress classification scheme for other law resources (This scheme is also used for non-law resources.)

    The majority of these secondary materials are classed in KF Modified as common law resources. A quick guide to KF Modified is available on the Great Library website.

    Legal periodicals are not classified. They are assigned the local call number Per in AdvoCAT and arranged in alphabetical order by title.

    Note: You need to create spine labels only for classified materials.



    Call Numbers & Spine Labels

    Each book in your classified collection should have a call number that is unique to that volume. Books written on the same topic should have the same classification number. A system of Cutter numbers is used to expand the class number for each book by adding a combination of a letter and number(s) that represent the author’s surname. This enables all books on the same topic to be further subarranged by authors’ names. Usually, other distinguishing information, such as publication date, follows the Cutter number to create a unique call number for each volume.

    Examples:

    All books on conflict of laws have the class number:

    KF 411

    The number of a book on conflict of laws written by Castel will be:

    KF
    411 Conflict of laws
    C377 Cutter number for Castel

    A book on conflict of laws written by Dicey will have this number:

    KF
    411 Conflict of laws
    D52 Cutter number for Dicey

    Various editions of the same title are differentiated by adding the year of the publication:

    KF
    411 Canadian conflict of laws
    C377 Castel
    2002 5th ed. published in 2002
    KF
    411 Canadian conflict of laws
    C377 Castel
    1997 4th ed. published in 1997

    Each volume in an annual publication will be given a year identifier following the pattern established in the Numbering field in the record in AdvoCAT:

    Annual report of the British Columbia Law Society.

    KF
    334
    .ZA4
    L383
    1983 Vol. covering 1983
    KF
    334
    .ZA4
    L383
    1982 Vol. covering 1982

    The practitioner’s Criminal Code / Alan D. Gold.

    KF
    9220
    .ZA2
    G65
    2009 Vol. for 2009 (published 2008)
    KF
    9220
    .ZA2
    G65
    2007 Vol. for 2007 (published 2006)

    Personal injury damages / John R. Carlson, Karen D.P. Carlson.

    KF
    1257
    C37
    2008/2009 2008/2009 ed. (published 2009)
    KF
    1257
    C37
    2007 2007 ed. (published 2008)

    Each volume in a multipart monograph is given its volume designation:

    KF
    8836 Civil procedure - form books
    W54 Williston
    1984 Year of publication
    v.2 Volume designation
    KF
    8836 Civil procedure - form books
    W54 Williston
    1984 Year of publication
    v.1 Volume designation

    Duplicate copies are identified by a copy number:

    KF
    8769 Small claims court
    K46 Kenkel
    1988 Year of publication
    c.2 Copy number
    KF
    8769 Small claims court
    K46 Kenkel
    1988 Year of publication
    c.1 Copy number

    Using this detailed system of book identification, each book receives a unique call number, which
    in the most complicated situations may look like this:

    KF
    905 Particular types of contracts
    .C6 Computer contracts
    B53 Bigelow
    1987 Year of publication
    v.1 Volume designation
    c.1 Copy number
    GLST Location

    Note: The call number should be printed on a spine label and affixed to the lower spine of the book. The call number should also be written in each book (usually on the verso of the title page). This enables you to copy the call number if the spine label falls off.


    Spine Label Printing Procedures

    You will receive an e-mail from the Great Library providing a call number, which you can use to print a spine label in the following situations:

    • A new title you have reported to the Great Library has been processed.
    • A new LSUC CLE title has been catalogued by the Great Library.
    • A call number needs to be corrected.

    Example:

    labelemail

    To print the spine label, start with the following steps:

    1. Open the spine label template in Microsoft Word and then save it on your computer as a Word document (.doc) for future use. To display gridlines in Word: under Table Tools, on the Layout tab, in the Table group, click View Gridlines (gridlines appear only on the screen; they are never printed).

    2. Copy the call number from the e-mail message and paste it into the template. The recommended settings for the font used in the template are:
      • Font family: Courier New
      • Font size: 12
      • Font style: Normal
       

    Example:

    labeltemplate

    1. Add your volume and/or copy and location designations to the label manually.

    Example:

    KF
    905
    .C6
    B53
    1987
    v.1 Volume designation
    c.1 Copy number
    GLST Location

    Note: The Great Library does not provide call numbers for:

    • Subsequent issues of serials already reported, including titles for which you have reported holdings retention policies or updating methods
    • Subsequent volumes of loose-leaf publications already reported
    • Subsequent volumes of multipart monographs already reported

    You will, however, need to create a spine labels for these new volumes. 


    Shelflists

    A shelflist is a file containing records, arranged in call number order, for each title catalogued. From time to time you should take inventory of your library's collection. You will find that the shelf list is a useful tool at such times. Electronic shelflists will be provided for individual libraries by the Great Library upon request. Please send your request to: CatDept@lsuc.on.ca.

    You can print the electronic shelflist, indicate the titles to be withdrawn, and mail the print copy to the Great Library's Cataloguing Department. Alternatively, you can highlight the titles to be withdrawn in the electronic shelflist, as shown in the following example, and send it as an e-mail attachment to CatDept@lsuc.on.ca.

    Example:

    shelflist


    Contacts at the Great Library

    Olcay Atacan, Head of Library Systems and Technical Services
    416-947-7600 ex. 2276
    oatacan@lsuc.on.ca

    Zdravka Terzic, Library Technician
    416-947-7600 ex. 2282
    zterzic@lsuc.on.ca

    Toll-Free: 1-800-668-7380 ex. 3315 (ask for the Great Library's Library Systems and Technical Services Department)
    Fax: 416-869-0331

    Mailing Address
    The Great Library, Cataloguing Department
    The Law Society of Upper Canada
    Osgoode Hall
    130 Queen Street West
    Toronto, Ontario M5H 2N6