Book Cataloging – Washington Masonic Charities

LIBRARY CLASSIFICATION SYSTEM

Grand Lodge Library of Washington

BOOK CATALOGING:

o       Reference material:

1. Classification of Literature – Masonic. (Boyden, modified)
2. Cutter Number System. (see attach. # 1 & #2)
3. Catalog Classification Variations. (see attach. #3)
4. Clip-board Check List. (see attach. #4)
o       Use Data Input Sheet No. 1 for inventory entries. (see attach. #5)
1. Use names only. (Do not include titles (I.e. – Mr., Dr., M.W., etc)
2. Use only first name. (i.e. – JamesWilliam Jones)
3. Use first Authors name when two are listed.
o       Use Data Input Sheet No. 2 for books withoutAuthors but have multiple
articles with Authors. (research lodge publication, etc. – see attach. #6)
o       Use Data Input Sheet No. 3 for Grand Lodge & concordant bodies
Procedures. (see attach. #7)
o       Always defer to Title Page to obtain book Title and Author. (see attach. #8)
o       Only Author’s name will be used with catalog number.
o       Compiled by; Edited by, any other; will notqualify as Author.
o       Check inventory to see if book is already in system.
o       Use Cutter No. & Boyden System to generate catalog no. (attach. # 1 &2)
o       When confused or undecided – talk it over with others.
o       Print (on catalog sticker) with clear, legible hand. (black ink)
o       Gift volumes; attach gift sticker’ and name of giver to back page or cover.
o       Place old, fragile, irreplaceable books in “do not check out” bookcase & apply “do not check out” sticker. (below) Add information to Catalog Data Sheet being used.

EXAMPLE:

For Referance
Do Not Take
From Library

o To determine book’s classification category:

1. Review Foreword
2. Review Preface
3. Review Introduction
4. Review Table of Contents
5. Read a few pages/chapters
o Cataloging procedure for Masonic books with an Author:

Example: M02.12 B47 m

1. M will be first digit.
2. Numbers of catalog subject will be next 2-4 digits. (Boyden Class. Sys)
3. Follow Cutter No. System to determine next 4 digits. (see attach. #2)
4. Place completed sticker (shown) on lower edge of spine if it will fit.

(do not wrap around edge)

5. Otherwise, place completed sticker (shown) on lower left hand corner
of the book face.
Note:see examples, below, to make catalog sticker:

M
02.12
B 47 m

EXAMPLES:

o Cataloging procedure for Masonic books with no Author:

Example: M02.12 m

1. M will be first digit.
2. Numbers of catalog subject will be next 2-4 digits. (Boyden Class. Sys)
3. For last digit. (see attach. # 3)
4. Follow process in items 4 & 5 in catalog procedure for Masonic books with an Author.
Note: See examples, below, to make catalog sticker:

M
02.12
m

EXAMPLES:

o Note similarity/differences of:

1. M 10.4 and M61
2. M 10 (History & Philosophy) and M 17 (History)
o Vertical File will include: (4 drawer file cabinet)

1. Notebook size papers.
2. Flimsy documents
3. Catalog Number (same as for books, with or without Author)
o Non Masonic books:

1. Fraternal
Example: F01.11 J25 a or F01.11 a

a. F will be first digit
b. Number of Catalog Subject will be the next 4 digits (Boyden Sys)
c. Follow Cutter No. System for next 4 or single digit
d. Follow process in items 4 & 5 in Catalog Procedure for Masonic books with an Author.

Note:see examples, below, to make catalog sticker:

F
01.11
J 25 a

F
01.11
a

EXAMPLES:

2. Religious:
Example: R02.09 J25 b or R02.09 b
a. R will be first digit
b. Number of Catalog Subject will be the next 4 digits (Boyden Sys)
c. Follow Cutter No. System for next 4 or single digit
d. Follow process in items 4 & 5 in Catalog Procedure for Masonic books with an Author.

Note:see examples, below, to make catalog sticker:

R
02.09
J 25 b

EXAMPLES:

3. Other: (see M06.2) Include in inventory when:
a. References Freemasonry.
b. Includes subject material that concerns Freemasonry. (Ethics, Attitude, Character, etc.)
c. Concerns Masonic personalities.
d. References historical events coincident with & affecting Freemasonry.
e. Use standard Classification System

BOOKSHELF LOGISTICS:

o       Maintain a 25% “empty” status for each bookshelf.
o       Maintain no more than 2 books of any Title in inventory.*

* = Special conditions:

1. Retain all books that have Author’s signature.
2. Retain all books that have a comment from Author or special owner.
3. Retain all books that have the signature of any special personality.
4. Retain all books that have `limited publication’ status.
5. Retain books that are a special gift from notable personalities.
o       Each shelf may have 1 or more `bin boxes.’
o       Bin box’ will hold soft or flimsy booklets.
o       Retain no more than 1 booklet/pamphlet of any kind in shelf `bin box.’
o       Book distribution on shelf:
1.     First will be books without Author. (in alphabetical order by lower
case letter established by first significant word of Title)

M
02.12
m

EXAMPLE:

2
M
02.12
B 47 m

Next will be books withAuthor (in; alphabetical order by upper case letter of Authors last name &; numeric order from Cutter No, System &; alphabetical order of first significant word of Title.

EXAMPLE:

3 Last on each shelf may be one or more `bin boxes’ with same format as in # 1 & #2. (above)

Cutter Numbers:

Of the several library classification systems used for Masonic collections. the Scottish Rite favors the socalled “Boyden” system, named after William L. Boyden who developed it. This system is based on the Dewey Decimal system. Following is an explanation of how the catalogue numbers are derived.

Under the Dewey (Boyden) system all Masonic materials are classified first as “M”. If the books are in our collection but are not Masonic in nature (encyclopedia, religious works, biographers, etc.) that can be catalogued under one of the following categories:

A General works
B Biography
G General reading
L Literary works, either collections or individual works such as novels. etc.
T Religious works, including esoteric doctrines and writings.
F Other fraternal orders, such as the Odd Fellows. Knights of Pythias, etc.
H Non-masonic historical works
N Art and Architecture
P Philosophy

Masonic Materials:

All Masonic materials are classified under M and then under one of the principle divisions found in Boyden’s Classification of the Literature of Freemasonry and Related Societies. There are 10 categories.

M 00 General works
M 10 History and Philosophy
M 20 Custom and Paraphernalia
M 30 Jurisprudence
M 40 Charity and Education
M 50 Art and Architecture
M.60 Literature and Music
M 70 Societies admitting only Masons
M 80 Women in Masonry
M 90 Prince Hall (Black) Freemasonry

After one of these categories has been selected and then detailed according to Boyden’s guidance. we may add a “Cutter Number” to further distinguish various works. The Cutter Number is based on the author’s last name and the first letter of the book’s title (other than an article, such as “A Mason’s Wife” would be M rather than A ).

The Cutter number is determined as follows:

Using the author’s last name,
The first character is the first letter of the author’s last name.
The second and third characters are numbers selected by the following scheme:
If the author’s last name begins with a vowel, the second character (a number) is selected based on the second letter in the name, usually a consonant, as follows:

B= 2,D=3, Land M =4, N=5, P=6, R=7, S and T=8, and U,V,W,X, and Y=9.

If the second letter is not a consonant, (for example, Aaron), go to the first consonant that occurs.

If the first letter is an S, use the following numbers:

A=2,CH=3,E=4,H and I=5,M,N,O,P=6,T=7,U=8,W,X,Y,Z=9

If the initial letter is QU, use the following: A=3,E=4,1=5,O=6,R=7,T=8,Y=9

If the initial letter is Qa through Qt. inclusive, us the corresponding numbers 2 through 29, inclusive.

After any other initial consonants (B, C, D, F, G, etc.) use the following: A=3,E=4,I=5,O=6,R=7,U=8,Y=9

Some examples:

Anderson:
First character is A

After A the next letter in Anderson is an N. N = 5. The basic cutter for Anderson is A5. Everyone with that last name will have the same basic number.

The third character is selected by the following number scheme for the third letter in the last name, as follows:

A thru D = 3, E thru H = 4, I thru L = 5, M thru O = 6, P thru S = 7, T thru V = 8, W thru Z = 9.

The third character in the cutter for Anderson is thus 3, based on the third letter in the name D.
The last character in the cutter number is the first letter of the first principle word in the title, but in small, non-capital letters.

The entry for Anderson‘s Constitutions of 1723 would be

A53c, A for Anderson, 5 for N, 3 for D, and “c” for the “C” of Constitutions.

A couple of patterns emerge very quickly. Now we can see that Anderson, Andersen. Anders, and Andronicus would all have the same basic cutter, A53. Only the title would distinguish among cutters. It would also be true that John Anders book, Canadian Freemasonry, would have the same cutter as Anderson’s Constitutions of 1723.

Following is a list of basic (last name) cutters that are common to Masonic collections:

Anderson. A53
Denslow, D46
Haywood,H39
Mackey, M33
Optstad 067
Pike, P55
Carr. C37
Waite. W35
Knoop, K66 (an example of a name that requires you go to the third character to determine the number)
Hamper. H36 Jones. J66
Roberts. R63
DeHoyos, D49
Morris. M67
Morgan, M67
Tresner. T74
Reid. R45
Reed. R44
Smith S65
Hutchens, H88

And so forth . .

KING SOLOMON’S TEMPLE
IN THE
MASONIC TRADITION

ALEX HORNE
330, Ancient & Accepted Scottish Rite, S.J., USA

Member, Quatuor Coronati Lodge No. 2076 (Research), London

Foreword by
HARRY CARR, P.J.G.D.

P.M. and Secretary, Quatuor Coronati Lodge No. 2076,
London

1978 EDITION

WILSHIRE BOOK COMPANY

Published by

Melvin Powers
12015 Sherman Road
No. Hollywood, California91605
Telephone: (213) 875-1711

02 December, 2001
VERTICAL FILE
WHY? WHERE? WHEN? HOW?

The VERTICAL FILE can be an essential and integral part in any Library. It can provides Masonic researchers with additional sources and/or information on areas not previously know.

The VERTICAL FILE is used when we have papers, pamphlets, brochures, small in size. that if housed on the regular book shelf with normal or large sized books they would be lost or easily destroyed.

The VERTICAL FILE is listed alphabetically and filed in the Library four drawer file cabinet. Notice we have a hanging file with the subject matter listed on the tab. Inside the hanging file is a 3 cut folder with the subject matter listed on its tab.

The proper use of the VERTICAL FILE is as follows: The Masonic Researcher locates the hanging file with his subject matter. He pulls the 3 cut folder from the file. NOTE: He NEVER, NEVER removes the hanging file. He removes only the 3 cut file folder. Upon completion of his research he returns the 3 cut folder to the “To be filed” location. NOTE: Only Library staff personnel will be authorized to re-shelve books or any other materials having a specific location.

If you are working on establishing subject matter listing for the 3 cut file folder and the hanging file tab, here are some basic rules to follow:

First: Think like the Masonic Researcher. Would he ask you for information on Masonry, or would he be more specific? Does the VERTICAL FILE have any additional information on 2nd degree aprons? Here we would look for the information under “aprons”, not 2nd degree aprons. Why? Having this information under 2nd degree would be too all conclusive while having it listed under “Aprons” provides information on all degree aprons.

Second: Here are several possible VERTICAL FILE subject matter.

a) “A Brief resume of the History of Geometry from Ancient Egypt until about 200-100 B.C.”

Here we need to determine which words are essential and those that are not essential. First rule:Here we are not interested in any connecting or unimportant words like “A”, “brief”. “of”, “until”, “about”, “resume”, etc.. They do nothing to provide research data.

Thus this hanging file folder will be listed as: “Geometry/Egypt”.

Use Of GL Library Database

File naming conventions and guidelines for making updates

Structure of the GL Library Database

The Grand Lodge Library Database is set up on the computer using Microsoft Access. Currently Access 2002 is in use. Formerly, the Library’s database consisted of 5 physical files due to the space limitations of a floppy disk, since floppy disks were used to transport the information from one computer to another. Since we are able now to put all the library information onto CD’s, space is no longer a limitation. Recently the 5 files have been put into one physical file, named “Library mmddyy” (e.g. Library 050604).

The mmddyy portion of the database name is the month, day and year when the file was last updated with new or changed information. This is a way of keeping track of the currency of the information since the file’s “modified date” in Windows will potentially change any time the file is accessed. In the database are two tables. One is called “GL Lib Complete” and the other is called “Proceedings”. As the name suggests, Proceedings are kept in the “Proceedings” table, and the other table has everything else.

Organization of Files and how to update.

Current copies of the database files are kept in C:\My Documents\Library\GL Lib Databases\ in the root of this folder. Note there is a folder called “Working Copy”.

1. Always begin a day’s work by copying the “Library mmddyy” file to the “Working Copy” folder.

2. At the end of the days work, close Access and change the “mmddyy” part of the file to the current date. 3. Copy the changed file to the root of the GL Lib Databases folder.

4. Move (don’t copy) the old file into the folder “Backup Copies”.

5. Copy the entire “My Documents” folder onto a CD.

6. Initial and date the data entry sheets to show they are done and file them at the back of the drawer.

Rules for data entry.

When filling out data entry forms:

1. Enter all pertinent data fields onto the form. Do not assume that the person who will eventually enter the

information into the computer will understand that you intend that he or she should duplicate some of

the data from one item to another. Location and catalog number must be included.

2. Be careful to include all pertinent information on continuation pages. Don’t assume that the pages you

write on will be together in the same order when it is time to enter into the computer.

3. Number and date the pages.

When entering into the computer:

1. Location. Shelf number 1 thru 9 should be preceded by a zero. E.G. A 01, A 05, A 08, etc. not A 1 A 5, etc.

2. Catalog number. The first letter of the catalog number should be in upper case (capitalized). Following the first letter there should be one space, then a number. If the number is 1 through 9, do as above (e.g. prefix with zero). Follow the number with a space, then any additional information, such as the code for the author.

3. Title: No titles should be entered with the articles “A”, An”, or “The” at the beginning. Place a comma at the end of the title and follow with the article from the beginning of the title. Capitalize all words in the title. If the title is written with an ampersand (&), substitute the word “And”.

4. General: Do not enter any extra spaces at the beginning of a field as this will be considered to be part of the data and will cause alphabetic sorts to come out wrong. When entering repeated values use of copy and paste is preferable to typing everything as it’s faster and less prone to errors.