Serials Cataloging Graduate Manual - Glossary

AACR2: See Anglo-American Cataloguing Rules, 2nd ed. (revised)

Access point: An entry; a heading in a catalog, index, or database under which a record of a bibliographic item (book, serial, etc.) may be found. A main entry is the entry under which an item is cataloged, and may be an individual author, a corporate body, or a title. Added entries are additional entries under which an item may be found, such as joint authors or editors, title, or series. Subject entries locate an item by subject. An analytic entry is an access point for a part of a larger work, such as a volume of a is part of a series or set. A series entry is under the series heading.

Analysis: The provision of individual bibliographic records for items in a monographic series or set. Though its true meaning covers both series classed together and those classed separately, UNC-Chapel Hill usually uses this term only when each volume in the series has the same class number. The 'analyzed' volume is called an 'analytic'.

Authenticate: Certify bibliographic information in a serial master (OCLC) record under the CONSER program by adding the CONSER symbol to the record.

Anglo-American Cataloguing Rules, 2nd edition: called AACR2 or AACR2R, is the second edition of this work. The first edition came out in 1967, the second edition in 1979, and the revision in 1988. AACR are rules for cataloging published and unpublished works, normally but not necessarily bibliographic. The Rules were established through collaboration of cataloging experts, working in committees under the sponsorship of the national libraries, standards bodies, and various library associations in the English-speaking countries. Several non-English-speaking countries have adapted AACR for their own use. See Cataloging.

Authority file: A file of authorized cataloging entries for names, subjects, and series. The file gives the correct form of these entries, and, in the case of series, decisions on shelving and access within the library. This file is integrated into the DRA online catalog (see DRA).

BIBCO: Part of the Program for Cooperative Cataloging (qv.) which provides bibliographic records for books and sets (multipart monographs). See also Set.

Bibliographic utility: An online service for library processing. The largest bibliographic utilities, such as OCLC, (qv.) provide a database of cataloging records created by member libraries; the records are used for copy cataloging, interlibrary loan, and other functions.

Binding spec: An online record in the DRA holdings record for a serial or set (formerly in card form; some still are on cards) giving directions about binding formats and inscriptions. Field used is 994.

BIS: Bibliographic Information System; the former (and original) online catalog at UNC, Duke and State.

Call number: Shelving number, often containing an element of subject classification (see Classification). The call number contains this element plus a "work number", usually a Cutter no. (qv.) to locate the individual work. Other call numbers may be simple control numbers to control shelving, e.g., microform and other nonprint call numbers assigned sequentially as items are cataloged.

Cataloging: Providing a bibliographic description, and assigning access points (qv.) to, a work in a library collection, creating a record which then can be searched within the paper or online catalog of the owning library. In library catalogs, books, serials as a whole, and other complete bibliographic items are usually cataloged. Component bibliographic items, such as articles within serials, are usually not cataloged, but indexed in periodical citation databases or printed indexes.

Catalogers Desktop: A networked CD-ROM product from the Library of Congress linking several online cataloging tools, such as AACR2, the LC Rule Interpretations, the various manuals for programs of the PCC and LC divisions, and the specialist cataloging (art, rare book, etc.) manuals. This tool may be used via browsing or query submission; its shadow files permit personal notation and bookmarking.

CCM: See CONSER Cataloging Manual.

CEG: See CONSER Editing Guide.

Class sep.: See Classed separately.

Classed separately: Spoken of a series or set (qqv.) whose volumes are individually cataloged but scattered rather than held together in the collection.

Classification: 1. Assigning of a call number to a work. A work without a call number is 'unclassed'; a work with a changed call number is 'reclassed." 2. A numbering scheme for shelving works, based on subject categories, or the process of applying that scheme to works. The two classifications used in our library systems are Dewey Decimal Classification (pre-1966, all in Wilson Library) and Library of Congress Classification (1967-).

Computer file: See Electronic Resource.

CONSER: Acronym for Cooperative Online Serials (Cataloging). This agency sets standards and policies for the cataloging of serials and maintains a database of authenticated records on OCLC. UNC-Chapel Hill Academic Affairs Library is a member of CONSER at the Associate level. The CONSER Program is an arm of the Program for Cooperative Cataloging (qv.)

CONSER Cataloging Manual (CCM): A two-volume looseleaf service devised by the Library of Congress to teach serials cataloging to its own staff. CONSER Editing Guide (CEG): A looseleaf guide to the valid fields, subfields and indicators used in cataloging serials according to CONSER practice (which we follow here at UNC.)

Copy: 1. Printout of bibliographic record that is edited by the cataloger. 2. Exemplar of a serial or monographic work, which receives a 'copy number' if it duplicates another exemplar in the system.

Core bibliographic record: Record following standards developed by the Program for Cooperative Cataloging, including all essential descriptive elements and access points. Access points must be represented by national-level authority records.

Cutter number: An alphanumeric scheme ordinarily based on the author or main entry. It follows the classification number (qv.) in the call number (qv.). Its use enables filing or shelving of works within a certain classification number.

Double folio: See Folio.

DRA: Acronym for Data Research Associates; the current online catalog of UNC, Duke, NC Central, and NC State.

E-journal: see Electronic journal.

Electronic journal: A remote-access electronic resource which contains information issued sequentially with a numeric or chronological designation, intended to continue indefinitely. It may be a reproduction of a printed journal or a wholly on-line publication.

Electronic Resource: A publication in digital format which must be stored and read on a computer device. There are two types: Direct access: These are physical objects such as CD-ROMs, diskettes, computer tapes, and computer cards, containing text, images, software, etc. Remote access: These have no physical item associated with them and are accessed via the user's computer by sending a command to a computer server to download the file.

Enhance: Improve a record by adding or correcting bibliographic information; especially, participating in one of the international programs (e.g., CONSER) for this purpose.

Firm order: one-time order of a finite item or set of items (including serial volumes). Receipt is through Monographic Acquisitions.

Fixed field: Part of a catalog record containing short (one to three character positions) codes used to identify characteristics of the cataloged item. The OCLC fixed field is at the top of the screen above the Variable fields (qqv.)

Folio: 1. (Generally) a book consisting of sheets folded only once, therefore, a large book. 2. In our library system, a book between 30 and 39 centimeters in height. Double folio size, or Folio 2, is 40cm. and over.

Green slip:A green-colored form from Preservation which relays binding, repair, and spine label processing instructions for materials.

Holdings: The library's record of ownership of its collections or of any particular item in them. In the DRA system, the record is a MARC record (see MFHL below) attached to the bibliographic record for an item, and may be a summary (with full or less full detail) or a line-by-line statement in full detail with identifying barcodes for each copy and volume.

Innopac: the order system used by UNC (Academic Affairs Library) for acquiring both monographs and serials. It is separate from DRA; its displays are available to staff and public.

Inscribe: Write a call number inside (or on the cover of, etc.) a bibliographic item. May be combined with cataloger's initials and instructions for circulation (C-circulate; Non-C or BUO- Building use only)

Item: A physical object or collection of such objects; a book, a serial, a serial volume. An item is distinct from the intellectual work which it contains.

Item record: Linked to the holdings record, an item record contains the material code (type of item), circulation status (circulating or noncirc), barcode, and record of circulation transactions that have been made for an item. Item codes must be edited when items are transferred.

LC: Abbreviation for Library of Congress.

Macro: A computer-readable script used to execute a series of commands by means of one or a few keystrokes. Normally, macros are made by scripting the commands, then assigning the script to a key or combination of keys on the keyboard of a computer.

MARC: Short for MAchine Readable Cataloging, MARC is a format developed by the Library of Congress identifying the data elements inside a bibliographic, authority, holdings, or other type of record for input, output, storage, and computer manipulation. The newest version of the MARC Format, released in late 1999, is the MARC21 Format, in which the differences between the USMARC and Canadian MARC Formats have been eliminated.

MFHL, MFHD, MFH: abbreviation for the DRA holdings record, which is accessible by command from the bibliographic record. It gives a record of copies or parts of a work held by the library.

Microform: Miniaturized storage on film or opaque material. Common types are microfilm reels, microfiches in sheets, and microcards or microprints.

Monographic series: See Series.

Multipart monograph: See Set.

NACO: Name Authority Cooperative Program. Part of the Program for Cooperative Cataloging; provides online authority records created by the Library of Congress and other PCC participants.

National Union Catalog: A multi-volume set of reproductions of cataloging records from the times before widespread automation; shelved along the north wall of the Catalog Department.

NUC: See National Union Catalog.

OCLC: Online Computer Library Center (earlier name: Ohio College Library Center). A library processing center or bibliographic utility (qv.) based in Dublin, Ohio. OCLC houses the international database of bibliographic records in MARC format (qv.) that we use for cataloging, and provides a program (Passport) to access, edit, and export them for local use. The cooperatively produced catalog is also used as a union catalog for reference purposes (WorldCat) and can be queried by other software for that purpose (FirstSearch, etc.)

Passport: Communications software used by the OCLC Cataloging Subsystem to access the Online Union Catalog and Authority Files. Because its macro capabilities (see Macro) make this software especially useful, we often use Passport to access other programs for which it was not expressly intended, such as the DRA Netcat module.

Periodical: In general (for policy purposes), a serial title received more frequently than annually.

Program for Cooperative Cataloging (PCC): An international program to produce timely and cost-effective cataloging records for works. Arms of the Program are NACO, SACO, BIBCO, and CONSER (qqv.)

Reclassification: See classification.

Recto: Front of a page, leaf or card. Opposite of verso.

Retrocon: Abbreviation for retrospective conversion; the process of entering old records into the online database without examining the items themselves.

SACO: Part of the Program for Cooperative Cataloging (qv.), providing online subject authority records created by the Library of Congress and other PCC participants.

SAF: See Series Authority File.

Serial: A publication issued in successive parts bearing numerical or chronological designations, intended to be continued indefinitely. Examples include periodicals, newspapers, annuals, proceedings, transactions, monographic series, etc.

Series: A work bearing a collective title (serial), in addition to an individual title for one or more component works. Since these works are usually--but not always--monographic (books), the name "monographic series" is often used for this type of work. Series usually have a uniform physical format and are usually issued by the same publisher, and may or may not be numbered. See also Analysis.

Series Authority File: Formerly in card form, this file now consists of notes added to series authority records present in the local DRA online catalog, detailing only local differences from the national decision on series treament (680 field with originating library specified).

Set: A work bearing a collective title (monograph), appearing in more than one part, i.e., a multipart monograph. The parts may or may not have numbers, other designations, or individual titles of their own; if they have titles, it is possible to treat them like volumes of a monographic series (see Series; Analysis).

Shelflist: Collected file of the library system's holdings, in call number order. The paper shelflist in card form is located between the Catalog Department and the Acquisitions Department. DRA's call number search provides a (limited) online shelflist capability. Our section houses two two special shelflists: The unclassed (mostly departmental) serial shelflist, filed in alphabetical order by main entry; and the PER shelflist, a shelflist of much older serials stored in Wilson Annex by a local call number scheme.

Subscription: An order for a periodical on a continuing basis through Serials Acquisitions.

Unclassed: See Classification.

Variable fields: Part of a catalog record containing textual information in natural language describing a bibliographic item or other resource. In OCLC variable fields display on the screen below the Fixed field (qv.)

Verso: Back of a page, leaf, or card. Opposite of recto.

White slip: 3x5 form submitted for currently received titles (subscriptions and standing orders, qqv.) that need to be managed in Innopac: it provides call number, entry and holdings information.