Catalog Details

The SRPC Library consists of multiple components:

  • A physical library
    • Books, reports, etc. of nominally 8.5 x 11 or smaller size are located on the central bookshelves in the office, ordered by a Dewey Decimal System number-based call record.
    • Oversize items (8.5×14, 11×17, etc.) have call records as described above, but preceded by the word “oversize”.  These are located on top of the central bookshelves, grouped independently of the rest of the library.
    • CDs and DVDs are treated similarly to oversize items: call records are preceded by “DISC” and most items are grouped separately from the majority of the library on top of the central shelves.
      • However!  This applies only to those discs in standard-size sleeves and jewelcases.  There are a number of software packages (primarily ESRI software) that include multiple discs in larger, book-sized folders.  These are recorded under “CD/DVD” in the online catalog, but the call record does not have a prefix and these are stored with the main library.
  • A digital library
    • Digital items are housed on the SRPC server, in the “J:\Library\Digital Library” folder.
      • Each item is named with its call record, i.e. “123.456  Smith  2015”  and a two-to-four word title summary, i.e. “Library Cataloging Details”.  (The full file name in this case would be “123.456  Smith  2015  Library Cataloging Details”.)
      • Within the online catalog itself the call record is preceded by the word “DIGITAL” to indicate its location as other than the main hard-copy library.  (The names of the files on the server do not include the “DIGITAL” prefix because it was felt that would be redundant; the fact that the files are on the server should be enough evidence that they are digital in nature.)
      • Items already on the server but not yet organized are located in the “J:\Library\Digital Library\Uncataloged” folder.
      • These are copies of files (generally .pdf files)  located somewhere on the server.  The original files are unchanged; they were copied to this location in order to provide a single repository for the library.
        • These are currently organized by main topic, and are slowly being cataloged and added to the primary digital library.
        • To minimize space demands on the server, copies of town documents (such as master plans, zoning ordinances, etc.) were not copied to this folder.  The assumption was made that current versions of these sorts of files would be available from town websites or staff and that obtaining them only as needed would minimize confusion.  If there is demand to include these in the library, that can be done at a later date.
        • Older versions of such documents may be available on the M:\ drive of the server; they are generally stored within the relevant town’s three-letter acronym-named folder, in a sub-folder called “Archive” or similar.
      • Links to download newly-published (useful/relevant) reports may be available outside of the SRPC library; to find useful resources, go to the “Resources” menu item (accessible from all library webpages) or any of the menu items in the drop-down menus, including the page “Resources by Topic” and all its sub-pages.

Notes on organization:

  • When in doubt, follow the call record.  If it starts with a number, look in the main library.  If it starts with a word, look on top of the bookshelves (for “OVERSIZE” and “DISC” items) or on the server for “DIGITAL” items.
  • *Call records:
    • Call records are generally composed of a Dewey Decimal Number, an author/editor’s last name, and a publication year.
    • In many cases, however, that is insufficient to differentiate between items.  In order to avoid having large numbers of items with identical call records, additional detail may be included:
      • For multiple-volume works, the suffix “v1”, “v2”, etc. is added to the call record to indicate “volume 1”, “volume 2”, and so on.
      • For software (both manuals and discs) the suffix “v” (followed by a number) may be added to indicate the software version.
      • For reports that are issued periodically by the same entity (such as NH DOT’s Ten Year Plan or Statewide Transportation Improvement Program) the call records are given a detailed suffix:
        • The month (and day, if available) of publication are appended to the publication year.
        • The year range (for which the report applies) and an abbreviation of the referenced plan/program are added on a second line.
        • Example: for a copy of the 2009-2018 Ten Year Plan published in 2007, instead of “711.7  NHDOT  2007”, the call record becomes “711.7  NHDOT  2007 (NOV 28)” on the first line, and “2009-2018 TYP” on the second line.
    • In some cases (as mentioned above) the call record includes a prefix indicating an alternate filing location.  This prefix is generally placed either before the main call record, or on a second line above the main call record, depending on the size and shape of the item and how the catalog label best fits.
  • Digital library and file names
    • As the digital library is located on the server, most users will probably be accessing it using Windows Explorer.  As such, it’s important to note a particular quirk that Explorer has with regard to numeric names:
      • Windows Explorer views numeric file names that include a decimal within the number as if they indicate “chapter” and “section”, rather than a “normal” partial mathematical number.  This results in a few sorting oddities.
      • For example, two of the items in the digital library have file names beginning with “388.473” and “388.0973”, respectively.
        • Numerically, “.473” should come after “.0973” since .47 is larger than .09.
        • However, Explorer assumes that “388.0973” means “chapter 388, section 973” and “388.473” means “chapter 388, section 473”, so it places “388.473” before “388.0973” (since section 473 should come before section 973).
        • Unfortunately, there is no easy fix for this that doesn’t have massive side-effects, so we’re stuck with it.
      • Lost yet?  Here’s the takeaway:
        • Depending on the Dewey Decimal Number assigned as a file name, a given file may be slightly out of order from where one would expect it to be.  If necessary, remember that the Search tool is your friend.