Michigan State University

Glossary

Contents
0-9 I R
A J S
B K T
C L U
D M V
E N W
F O X
G P Y
H Q Z

0-9

050 LC Call Number: It is a LC classification number assigned to a resource by a Library of Congress cataloger. For some non-print material, a locally determined appropriate suffix is added for local catalog needs to easily identify the format.

050 4 LC Call Number: It is a LC classification number assigned by an authorized cataloger not at the Library of Congress; such as a participant in the Program for Cooperative Cataloging (PCC) program. For some non-print material, a locally determined appropriate suffix is added for local catalog needs to easily identify the format.

090 Call Number: It is a locally assigned LC classification number for a resource. LC classification schedules and cuttering guidelines are followed. For some non-print material, a locally determined appropriate suffix is added for local catalog needs to easily identify the format.

099 Call Number: It is a locally assigned number, not following LC classification rules; usually it is an accession number or descriptive words. For some non-print material, a locally determined appropriate suffix is added for local catalog needs to easily identify the format.

A

Add Copy: A processing workflow designation which appears on a catalog order record when a second copy of a title already in the catalog is ordered, and the second copy will be assigned to the same catalog location as the first copy. Cataloging an "add copy" consists of attaching a second item record to the existing bib record for the title.

Add Loc: A processing workflow designation which appears on a catalog order record when a second copy of a title already in the catalog is ordered, and the second copy will be assigned to a different catalog location than the first copy. Cataloging an "add loc" consists of attaching an item record reflecting the second copy location to the existing bib record for the title.

Add Vol: A processing workflow designation which appears on a catalog order record for additional volumes being added to a title already in the catalog that is cataloged as a set. Cataloging an "add vol" consists of attaching an item record for the new volume to the existing bib record and updating the 866 field in the bib record to reflect ownership of the new volume.

Analytic/Analyzed title: see Serial Anal and/or Set Anal.

Approval Plans: An agreement between the library and a book vendor to supply new monograph titles as they are published based on an agreed-upon profile rather than a title-specific order. The profile identifies selection criteria to be applied to new publications (acceptable publishers, subject areas, and target audience, among others) and is a method of ensuring that monographs shipped meet the library's book selection standards. Monographs received on approval plans are reviewed by subject bibliographers and may be rejected if they are deemed not appropriate for the collection.

Authority:

Authority Record: A record containing authorized and unauthorized forms of a name, place, or subject heading. Used to insure that all records in the database refer to a given person, place, or thing in the same way.

B

Bar Codes: Bar codes are placed on materials to enable circulation and control of the materials. New materials are bar coded after cataloging, as a part of the quality control process handled in Catalog Maintenance. Older materials are bar coded as needed for circulation by InterLibrary Services and as part of the project to bar code all materials in the Main collection.

Colors of bar codes: White used on pieces located in Main and most units within the Main Library. Yellow used on pieces located in outlying branch libraries. Pink used on pieces located in Fine Arts - Music.

Placement: Printed materials: on the outside, back cover, approximately one inch from the top of piece and one inch from the spine. Microfilm reels: on the blank, front leader of a microfilm reel (done only as needed). Microfiche: on the envelope of microfiche (done only as needed for circulation). Videocassettes: on the title label of videocassettes. Cd-roms: on the front, center, top of cd-roms. Dvds: on the inside, upper center of right side of dvd case.

Shields: A clear shield is applied over the bar code and pressed down with a bone folder on printed materials. A yellow shield or a pink shield may be used to change a white bar code to a yellow or pink bar code.

Duplicating: Materials with a bar code on the inside front cover, should have the bar code duplicated with a bar code duplicator and place the duplicated bar code on the appropriate location on the back cover of the piece.

Bar Code: A label with a 14 digit number and stripes which can be read by a scanner. Used to identity patrons and books. Also known as a Zebra Label.

Bibliographic Record: Record containing information which pertains to all copies and all volumes of a given title. In the catalog, these records are in MARC format.

Boolean Operators: The conjunctions AND, OR, and NOT; used to combine search keys.

Browsing Collection: a collection of popular titles located in the Main Library lobby area. A unique location in the catalog, with its own fund for acquisitions. The collection consists of the latest three years of titles selected for the collection. The years in the collection are determined by the imprint date. Catalog Maintenance weeds the collection each year and transfers the titles to the Main collection, unless the classification number requires the title to go to a unit or branch library.

C

Cat Sep: Cataloged separately. Cat sep items have a unique bib record and call number in the catalog -- i.e., they are not added to a cataloged serial or set record.

CK Processing: A cataloging workflow for newly received monographs. If a SkyRiver pre-order search results in a bibliographic record which meets a specific sort criteria for completeness, the order is coded "CK" (which stands for "check in") and sorted into a separate cataloging workflow after receipt in Acquisitions. Bibliographic records for these titles require very little editing (for example, correction of typographical errors and editing required for locations other than "MN") and may be cataloged at the point of receipt.

Claim: The process of reminding a vendor that we have an outstanding order with them and to also determine the status of it.

Control Number: Unique numbers assigned to bibliographic items and the records which describe them. Examples are ISBN, SkyRiver number, and the catalogrecord number.

Copy Holdings Record: Record containing information on the copies of a title owned by the library. This includes location, call number, and copy number, but not the item number.

CP Processing: A cataloging workflow for newly received monographs similar to CK. Bibliographic records for monographs in this category may require slightly more editing at the cataloging point than CK but not as much as may be required for standard 090 Copy Cataloging. If a SkyRiver pre-order search results in a bibliographic record which meets the CP sort criteria, the order is coded "CP" (which stands for "cataloging in publication") and sorted into a separate cataloging workflow after receipt in Acquisitions. This cataloging workflow may also be cataloged at the point of receipt.

Cross-Reference:

D

Database: A computer file containing information on a set of objects. It consists of tables, each of which describes one kind of object in the set. Each table consists of records, each of which describes one object. Each record consists of fields, each of which describes one aspect of the object.

Date Due: A piece of paper placed in or on materials to record the date the material should be returned by. Circulation determines the wording of most date dues. Date dues are usually white. Orange date dues are used for Browsing Collection materials. Blue date dues are used for Remote Storage materials. Green date dues are used for Careers Collection. Pink date dues are used for Fine Arts - Music Collection materials.

Date Due Tip In: A date due that should be used when the regular date due cannot be placed on the first flyleaf of a piece. The edge of the date due is folded to allow a small portion of it to be glued to the inside cover, leaving the area to be stamped with the due covering but not sticking to the title page. A special folded date due is used for this process.

Default: The "standard answer" to a question; supplied automatically by the system unless the user gives another answer.

Delimiter: Character used to mark the beginning of a subfield in a MARC record.  In the local catalog and in SkyRiver, it is a vertical bar; in other catalogs or in WorldCat, it may be a different symbol.

E

 

F

Field: Description of one aspect of an object. If the object is a book, one field might contain its title, another its author, etc. All the fields together constitute a record describing the book.

Fixed Field: In a MARC record, a field which has a fixed number of characters (usually 1-4). compare with variable fields, which have virtually unlimited length.

Folio: A term used to indicate an oversized book. The term "folio" is currently used only for Art Library materials. Books over 30cm in height or 30cm in depth for other locations within the main library building are cataloged for the Oversize collection (loc=ov). Exceptions include reference locations (ss, cr) and the Music Library (mu). 

G

Guide Screen: Screen showing subdivisions of the search key.

Gray-grey Truck: A bit of Technical Services folklore. This is a workflow distribution truck -- it is called the "gray-grey" truck because the truck is gray in color and the distribution criteria were first used by a staff member whose surname was Gray (or was the color gray and staff member Grey??) Following the receiving step, newly-acquired library materials which must be distributed to a number of specialized workflows are placed on this truck and taken to staff members' desks for processing.

H

 

I

Imprint: Consists of the place, publisher, and date of a title. In MARC, imprint is found in the 260 field.

Index: A field containing all the contents of one field of a database, and the record numbers of the original record. For example, a title index would contain all the titles in the database, and the record numbers from which they came. Indexed are used to search the database.

Index Screen: Screen showing brief information on several matches to a search key.

Indicator: A two-digit number following the MARC tag number for a variable field. It is coded to identify the nature of the information in the field which follows.

Integrated Online Library System (IOLS): A computer system which as modules for several library functions which share the same data. Data entered in the acquisitions module, for instance, can be used in the circulation or cataloguing module.

ISBN: International Standard Book Number. This is a number assigned to a monograph title. The International ISBN Agency in London coordinates and supervises national agencies. The ISBN Agency for the U.S. is located in the R. R. Bowker Co., LLC. An ISBN may be applied for from the national agency.

ISSN Number: International Standard Serial Number. This is a number assigned to a serial title. The ISSN International Centre located in Paris coordinates and supervises national agencies. The U.S. ISSN Agency is located at the Library of Congress. An ISSN may be applied for from the national center.

Item Record: Record containing information specific to one circulating piece.

Item Summary Record: Record containing a summary of information on all copies of a given title.

J

 

K

 

L

LC Number: Library of Congress Catalog Card Number. The number assigned by the Library of Congress to each book.

LDR:

Linked Item Record: Item record which is attached to a copy holdings record, which in turn is attached to a bibliographic record. A linked item record contains no author or title information.

M

Macro:Macro: A small program which automates a specific online system function.

Main Entry: The principal heading under which a work will be entered in the library's catalog.

MARC: MAchine Readable Cataloging. A set of standards for computerized records for library materials.

MARC Record: Any record in a format which conforms to the MARC standard.

MARC Tags: Numbers which identify the variable fields of a MARC record.

MulVer: A catalog record containing descriptive information about multiple formats of a work.

N

No Call No.:

Notify: A method of fast-tracking the cataloging of a book to make it available to a specific patron to check-out.

NOTIS MARC: NOTIS's version of the MARC format. Variable fields are the same in all MARC formats, but the arrangement and naming of fixed fields may vary.

Numbered Series: When individual monographs have a collective (or series) title in addition to its own individual title, and the each monograph carries a series number.

O

Oversize: A designated collection within the main library building which includes books over 30 cm in height and/or 30 cm in depth.

P

Partial Anal: A serial anal is sometimes analyzed only partially, which means that not every volume will have its own separate monographic record in the catalog. This is either because it was determined that providing access by individual monographic title was no longer necessary, or because individual pieces no longer carry a separate monographic title in addition to the series (serial) title.

Patron Record: A record containing information specific to one patron.

PromptCat: An automated copy cataloging service for monographs. Bibliographic records for monographs are supplied by SkyRiver at the same time the books are shipped from participating vendors. The MSU Libraries receives Yankee Book Peddler approval plan titles via the PromptCat service.

Public Mode: Module of the local catalog which allows online access to the library catalog.

Q

 

R

 

S

Search Key: The words or numbers entered by an operator so that the system can retrieved the record(s) matching those words or numbers.

Serial: A continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples of serials include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and monographic series.

Serial Add:

Serial Analyze:

Series: As defined in ANGLO AMERICAN CATALOGING RULES 2nd edition, 2002 revision, a series is "1. A group of separate items related to one another by the fact that each item bears, in addition to its own title proper, a collective title applying to the group as a whole. The individual items may or may not be numbered. 2. Each of two or more volumes of essays, lectures, articles, or other writings, similar in character and issued in sequence. 3. A separately numbered sequence of volumes within a series or serial."

If a series is unnumbered each monograph is cataloged on its own bib record and is assigned a call number specific to the piece. The series is traced on each bib record in a 440 or 830 field. Patrons searching by the series title will find each individual monograph in the series.

If a series is numbered (that is, each series entry is identified by a number), individual series titles may be treated as cat seps, or the series may be handled as a set anal, a serial anal, or a partial anal.

Set: A numbered series intended to be issued in a finite number of pieces.

Set Add: A term used to define the process through which a newly received part of an already cataloged set is added to the collection. Volume holdings information is updated on the bib record for the set, and an item record for the new volume is attached to the bib record. All pieces carry the same base call number.

Set anal: A bib record exists for both the series title and each individual monograph within the series, and the series title is cataloged as a monograph (the series is intended to be issued in a finite number of pieces).

Set analyze:

Set No Holdings:

Serial Add: A term used to define the process through which a newly received issue or part of an already cataloged serial is added to the collection.

Serial Anal: A bib record exists for both the series title and each individual monograph with the series, and the series title is cataloged as a serial (the series is intended to be continued indefinitely). All pieces carry the same base call number.

SkyRiver:  A bibliographic utility used by many libraries to create and share MARC records.

Staff Mode: Module of the local catalog which allows a user to enter or change bibliographic records. Also called Technical Services Mode.

Stopword: Words which may not be used in a search key because they are too common, and result in too many matches.

Subfield: A subunit of a field, begun by a delimiter. A subfield of a title field, for instance, may contain a subtitle or author.

T

T Loc: Stands for "temporary location". Acquisitions maintains several t locs for materials awaiting cataloging.

T Loc H: Temporary location--holdings. Newly received monographs with no copy or inadequate copy (copy lacking essential cataloging elements such as a call number or subject heading) are assigned to T Loc H for an initial 3-month period. At the end of that time the book is searched on SkyRiver. If complete copy is found, the book is transferred to the appropriate copy cataloging workflow. If copy is still incomplete, the book is reassigned to T Loc H for another 3-month period. A note is inserted into the order record in the catalog to indicate the date the book was "t-loc-ed".

T Loc A: Temporary location--arrearage. This is the libraries' official cataloging backlog, and houses monographs lacking cataloging copy. A note is inserted into the order record on Millennium indicating the date the book was assigned to this location. Books in T Loc A will be searched on a regular basis (no more often than once a year).

T Loc N: Temporary location--no call number. Monographs with copy lacking call numbers and/or subject headings are assigned to this temporary location after every attempt has been made by Current Processing and Catalog Maintenance staff to complete the copy. Monographs are not assigned to this location until they have passed through the T Loc H process and the Catalog Maintenance "no call number" procedures unsuccessfully. A note is inserted into the order record on Millennium.

T Loc S: Temporary location--serials. Serials lacking copy are assigned to this T Loc. A note is inserted into the order record on Millennium.

Tag: Three-digit number used as the name of a variable field in a MARC record.

Test Database: A temporary database set up for use in staff training and testing of new modules.

Tip In: An errata or addenda sheet furnished by the publisher of a piece that notes a correction(s) to the text. The sheet will be glued onto = tipped in on the page of the error, if possible. If not possible to be glued on the page because of binding or the sheet notes errors on multiple pages, the sheet will be tipped in behind the title page of the piece.

Trace/tracing:

Truncate: Shorten a search key to allow it to match variant entries; for example, use "bicycle" to retrieve both "bicycles" and "bicycling".

U

Unlinked Item Record: An item record which is not linked to a copy holdings record.

Unnumbered Series: When individual monographs have a collective (or series) title in addition to its own individual title, and the monographs carry no series numbers.

V

Variable Field: In a MARC record, a field not having a fixed number of characters. Compare fixed fields, which do.

Verso: As defined in ANGLO AMERICAN CATALOGING RULES 2nd edition, 2002 revision, verso is either "the left-hand page of a book, usually bearing an even page number", or "the side of a printed sheet intended to be read second." This term is most commonly applied in Technical Services to refer to the back side of a book's title page. Information contained on the title page verso for US publications typically includes copyright date, notice of copyright, edition statements (if any) and perhaps publisher's address. Books published in other parts of the world often include this type of information at the end of the publication.

Volume Holdings Record: A record containing information specific to one volume.

W

 

X

 

Y

 

Z