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HLSP Manual

This guide is meant for the Hospital Library Service Program members from CDLC.

Selection Aids

The following are some suggestions for the selection of library materials:

Book Aquisition

Libraries should decide their own book acquisition channels. Book distributors often offer a discount. However, it is faster to send orders directly to the publishers. Some considerations should be reviewed when choosing a book distributor:

  1. The discount offered
  2. How prompt orders are filled
  3. How quickly are the status reports for items out of stock
  4. The speed with which the vendor handles returns and other problems

The following are a few book distributors used by our members:

Book Cataloging

The Capital District Library Council (CDLC) provides cataloging service to all HLSP member libraries as part of HLSP. A copy of the title page of the book (front and back) should be sent to CDLC to have the book cataloged along with the hospital's name, pagination of the book, and any special information including the number of copies of the book. These can be written on the title page. The title page(s) should be sent electronically to the HLSP Coordinator in PDF format. If this is a problem, please contact the HLSP Coordinator for other options.

CDLC will provide spine labels and/or electronic records to any HLSP member requesting them.

If you have any question regarding this, please call the HLSP Coordinator.

Book Processing

When books are received:

  1. Check all materials listed on the invoice to verify their receipt. Invoices and packing slips for materials purchased by the hospital should also be forwarded to the appropriate person or department depending upon the hospital policy.
  2. Stamp books with the name of the hospital. These stamps should always be placed in the same part of the publication, usually on the 3 edges of the book and inside the front cover, back cover, title page and a specific page of the publication.
  3. Send a copy of the title page (front and back) to CDLC for cataloging if not cataloged by library.
  4. Place the call number label on spine if provided by CDLC.
  5. Place the author/title label on the card pocket.


CDLC will assist in loading the electronic catalog records for any of the member libraries into their catalog of choice, as well as CDLC's regional catalogs and OCLC.

Shelving and Storage of Books

Books should be shelved according to the call number which consists of the classification and Cutter number and publication date. The following is an example of a call number followed by an explanation of each line.


Line 1: Subject Class (WY) - Defines the general subject class and subclass.
Line 2: Classification Number (152) - defines a narrower subtopic within the specified class.
Line 3: Cutter Number (L356) - represents the author’s name or the title of the work.
Line 4: Publication Year (2012) - Usually the year the book was published but could be the copyright date.
Line 5: Copy or Volume Number - Not always present.  Only used when a library has multiple copies of the same book or the item issued as a multi-volume set.


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800 Troy Schenectady Rd, Latham New York 12110
Phone: 518-438-2500