Glossary of IRM Terms


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.


Anglo-American Cataloging Rules 2nd edition, 2002 revision plus updates.

Access point

A name, term, code, etc., under which a bibliographic record may be searched and identified. access point on a bibliographic record are assigned during the cataloging process and generally include: author (name), subject heading (controlled vocabulary), series, or uniform title. Most are under authority control.

Added 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 “added copy” consists of attaching a second item record to the existing bib record for the title.

Added entry

An alternate heading or title by which an item is represented in a catalog; a secondary heading. See also Main entry.

Added Volume:

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.


In this context, e-resource folks generally refer to an aggregator as a vendor who compiles types of data from different sources or publishers into a single collection. Ebsco, Gale and ProQuest are our “Big Three” aggregator vendors. So for example, Ebsco compiles trade magazine and journal articles from 4,600 titles covering many disciplines for the Academic Search Premier database. Similarly, Gale produces the Academic Onefile database of 46+ million articles published since 1980 in journals and magazines across subjects. ABI/Inform is an aggregator database produced by ProQuest with coverage more specific to business related publications. Book Review Digest from Ebsco provides abstracts and indexing of book reviews aggregated from a variety of sources. Aggregators compile information by type (e.g. book reviews, videos), subject (e.g. business, psychology) or a combination of these, but the basic concept is that a vendor other than the original publisher is bringing together disparate sources and providing access in a new form.

Analytics / Analyzed Serials

According to AACR2 2nd ed., 1988 revision: “Analysis is the process of preparing a bibliographic record that describes a part or parts of an item for which a comprehensive entry has been made.” Analyzed serials is the term used at OSUL when the item record for the part is linked both to the bib for the individual title (primary link) and to the bib for the whole (secondary link). Individual bibliographic records may be created for items that are part of larger collections such as volumes in a series, separate items in microform sets, chapters in books, etc.


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 Control

The process of establishing and ensuring the correctness of headings (authors, subjects, series, uniform titles) on bibliographic records; also, the process of providing cross-references in the catalog (“see” and “see also”) through the use of authority records in the local system

Authority File

A list of records for authorized headings used as access points in bibliographic records, also includes documentation justifying the form of the headings, and cross references to link common variant forms.

Authority Record:

A record containing the authorized established form of a name, place, or subject heading that is used as an access point in a library catalog. Authority records also include cross-references from other unauthorized forms of names, places, or subject headings and documentation justifying the form of the heading. Used to insure that all records in the database refer to a given person, place, or thing in the same way.

Bibliographic Control

The process of managing library materials by creating surrogate records of descriptive information for each item and indexing them for retrieval.

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.


Lists sources used by the author in creating a work such as a book. Also may list additional sources on important subjects covered in the text.

Bind upon receipt


Boston Library Consortium

Book Jargon website

If you don't know a flyleaf from a frontispiece, consult this handy glossary from the Antiquarian Booksellers Association of America


Short for “catalog as a monograph.” Refers to books purchased under a series title that, after receipt, will be cataloged individually under the monograph title with an added entry for the series.

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. These are numbered monographs in series (excluding publisher's series which we do not place on standing order). Aleph contains this type of publication to maintain control over receipt, and also to save us from placing separate orders for them. (NOTE: If a series becomes unnumbered, we cancel the standing order.)

Cataloging Source

Agency or institution responsible for the creation of the bibliographic record. Represented MARC records by field field 040, which gives codes for the catalog agency, transcribing agency, and any agencies that modify the record.

Chief source of information

The location from which bibliographic data may be taken in the construction of a bibliographic record (or portion thereof). Examples of the chief source are the title page of a book, the title screen of a video, or the title screen from a computer software product.


Cataloging in Publication- a program of the Library of Congress to make partial cataloging information available for items before they are published. This information generally appears on the t.p verses.


Chinese, Japanese, and Korean. Stands for the brief name for the RLG project to enable cataloging of these language items.


A system of assigning letters and/or numbers to books in order to collate items covering similar subject areas. Two prominent classification systems in the United States: LC - Library of Congress classification system developed at the largest library in the country, the Library of Congress in Washington, D.C., and is composed of alphanumeric strings; DDC-Dewey Decimal System.

Collective title

The title proper for an item containing several individual works, such as essays or poems. “The collected works…” is a good example of a collective title.


A statement at the back or end of an item giving information about one or more of the following: the title, author(s), publisher, printer, date of publication or printing.


Conversion of serials. A nationwide cooperative retrospective and prospective conversion project, based on OCLC and managed by OCLC for most of its life, building a large database of serials records and, more recently, adding abstracting and indexing information to those records.

Contin Anal = Analyzed continuation

Intended to be published in a certain number of volumes like an ordinary continuation, and is assigned one classification number for all volumes; however, each work is a monograph within itself and has individual author/title entries in the OPAC.

Contin A/V = Continuation

Published in volumes, but with a definite cessation point in mind, e.g., a 20-volume encyclopedia. Sometimes all volumes are published at once, in which case we would order all 20 (Monographic Section) and it would not be treated as a continuation. However, if the volumes were published one at a time, we would set up a record and check in each volume as it is received. Example: Complete works of John Milton

Contin Cat Sep = Continuation Cat Sep

Intended to be published in a specific number of volumes, like an ordinary continuation. However, each volume focuses on a specific topic and has individual author/title entry in the OPAC. The volumes are assigned their own call numbers.


CORAL is an acronym meaning Centralized Online Resource Acquisitions and Licensing. The title doesn't mean much, but CORAL is our electronic resource management (ERM) system. ERM systems are usually third party applications used to supplement the ILS (Aleph) since most were not designed to handle electronic resources or rights management. CORAL is where we track access, pricing, and licensing data about eResources.

Corporate body

An organization or group of persons that is identified by a particular name and that acts, or may act, as an entity. Typical examples of corporate bodies are associations, institutions, business firms, nonprofit enterprises, governments, government agencies, religious bodies, local churches, and conferences. Corporate bodies may be main headings, added headings or subjects in a catalog record.

Copy Cataloging

Incorporating an existing bibliographic record that was created by another cataloging agency into the local catalog from the OCLC database and either accepting as is or editing the record. Existing catalog records sometimes need modification in order to be incorporated into the local catalog. Depending on the extent of modification and checking required to bring the record to an acceptable level of quality, the cataloging may be considered complex copy cataloging or simple copy cataloging.

Complex copy cataloging generally involves a thorough review of each field in a catalog record to make sure that is is complete and accurate. It often requires editing of existing records in the OCLC database to bring forms of headings in line with authority records, to change series statements to agree with the authority file, to add LC call numbers, to add subject headings, or to correct other errors that affect access. Complex copy cataloging may involve upgrading minimal level records (bibliographic records with a minimal description and access points, often with no subject headings or call number) to a full level records with complete description, subject analysis, and classification. Cataloging that involves the addition of a call number and/or addition or correction of subject headings is usually performed by professional catalogers but may sometimes be performed by Grade 16 paraprofessional cataloging assistants.

Simple copy cataloging involves reviewing a smaller subset of fields in an existing catalog record and making minimal adjustments to the record such as fixing typos or adding page numbers and other physical descriptive elements. It may also involve adding certain notes to a record - such as the 504 note which indicates the presence of a bibliography and/or index in a book. Simple copy cataloging includes Fastcat cataloging which is a streamlined procedure for reviewing existing catalog records - used mainly for print monographs. Records are checked to make sure that the book and record match in terms of title, author, publishing information, and number of pages and to make sure the record has a call number, subject headings, and an author in either a 1xx or 7xx field.

For the purpose of recording cataloging statistics all types of copy cataloging, including Fastcat, are simply recorded under the general category of copy cataloging.

Cutter numbers


Non-cataloging-related work done on a record. Examples: For monos—transfers, correction of HOLs or item lists. For serials—addition or correction of prediction patterns, X-links, cancellations, transfers, correction of HOLs or item lists. (manually record these on statistics paper sheet)

Dublin Core

Managed by the Dublin Core Metadata Initiative, this is a metadata standard of simple and generic resource description properties. The original 15 elements of core metadata include contributor, creator, coverage, format, language, title, type, etc. The DCMI has recommendations for interoperability, semantics, user guidelines, model-related specifications and syntax guidelines.

EDS/Discovery Layer

EBSCO Discovery Search/Service (EDS) is the libraries Discovery layer. Discovery layers are the library-worlds solution to Google-esque search habits. It allows users to perform a federated search, or a search in one location that spans multiple sources. This means that a user can search for the word “cat” across many of our physical and digital databases of resources at once, instead of performing the search multiple times in multiple locations and interfaces. EDS does not however search everything that the library owns or buys, so it is supplemented by other knowledge bases or catalogs like the Five College Catalog, EDS, the Database A-Z page, Credo, etc.


EZProxy is software used to authenticate a user as a member of a community with legitimate access to web content. UMass Amherst and the Five Colleges use EZProxy software hosted on servers at UMass.


Streamlined review procedures for reviewing copy cataloging - used mainly for print monographs. Records are checked to make sure that the book and record match in terms of title, author, publishing information, and number of pages. Records must also have a call number, subject headings, and an author in either a 1xx or 7xx field. See FastCat instructions for more information.

Firm order

FRBR (Functional requirements for bibliographic records)

Full-Level Record

A bibliographic record with complete description, subject analysis, and classification



HLM (possibly Holdings and Link Management or just Holdings Management) is a system that lives in the EBSCOAdmin and powers our eJournal placard. It takes information that we give it (our eJournal holdings) and facilitates direct title matching. So when a user searches a journal title that HLM recognizes (Journal of Fish Biology) it will display the exact match eJournal placard at the top of the results and allow users to search directly within the full text of that particular publication or be launched to the platform that holds that publication.

Holdings record

Holdings records provide copy-specific information on a library resource (call number, shelf location, volumes held, URL, and so forth).

LC classification

Local Holdings Record (LHR)

A record in the OCLC database that conforms to the ANSI/NISO MARC 21 Holdings format standard for representation and exchange of holdings data created at a library.

Linking project

MARC - Machine readable cataloging

MARC is an encoding language for bibliographic records created in the 1960s to replace paper card catalogs. The many fields are encoded so that they can be converted from data files to readable text, meaning both computers and people can read the information contained within.


MARCit is a service provided by ExLibris through SFX where they supply eJournal bib records based on our holdings. We no longer subscribe to this service.

Memberships/blanket orders

Several of these are payment records only, with an indication on the checkin record of what is received on the membership or blanket order. If it is a blanket order, we usually enter the monographs received under title and send them through as “cat seps”.

Minimal Level Record

A bibliographic record with a minimal description and access points, often with no subject headings


Northeast Research Libraries consortium

Original Cataloging

Cataloging titles for which no bibliographic records exist, or for which the only records that exist are for related versions/editions of the work in hand and require that a new record be created from scratch and added to the OCLC database for other libraries to use.


A publication containing articles by several authors, generally published weekly, monthly, twice a year, quarterly, etc. (includes newspapers) Does not include resources published annually (one time per year).


Also known as OCLC WorldCat Cataloging Partners. A service from OCLC that delivers OCLC MARC records that match the materials we order through participating vendor partners and set our library's holdings automatically in WorldCat. Currently we get OCLC Promptcat records through YBP. Books ordered through YBP come shelf ready with Promptcat records and call number labels.

Also known as OCLC WorldCat Cataloging Partners. An arrangement between OCLC and a materials vendor by which OCLC delivers MARC records to the Library via EDX or the Product Services Web. Currently, we get PromptCat records through an agreement with YBP. YBP sends a manifest to OCLC with data about the materials we are buying. OCLC identifies a matching record in WorldCat, sets our holdings on WorldCat, and delivers the record to us. YBP prints a call number label and then sends us the book. The branch location on the label that YBP produces is determined by how our AA chart [link] matches the call number. YBP delivers the books shelf-ready, with the call number label applied and other physical processing work already done. Promptcat records receive a brief review according to the FastCat instructions.

In the case of firm orders placed in GOBI for YBP orders, the Library receives brief bibliographic records from YBP and we load with item/order/hol records attached to indicate the status of on-order. The PromptCat record overlays this record. In the process, the initial item record is deleted and replaced with the final item record.

RDA - Resource Description and Access


Processing of a piece that has been shipped to the libraries by a publisher or vendor. Includes making sure the correct piece was supplied, all parts were sent, and order record is updated with date received, number of pieces, where the piece was sent for next processing steps. Receiving also involves “Fastcat.”


Cataloging-related changes done on a record for material already owned by UM. This will include overlaying a record in Aleph with a record from Connexion with the SAME OCLC number (already owned).


Any work with requires pulling a new record from Connexion or creating an original record for material already owned by UM. - Mismatches: A record will already exist in Aleph, but it does not match the item. Either it will be overlaid with a matching record from Connexion with a DIFFERENT OCLC number, or (if none exist) replaced by an original record created by the Cataloger.

- No hits: No record will exist in Aleph. Either a matching record needs to be downloaded from Connexion, or (if none exist), an original record created by the Cataloger.


Whenever a Withdrawn item is found IRM will re-instates the item by un-suppressing records; re-storing holdings on OCLC; deleting notes relating to the withdrawal (except notes relating to patrons or payments that may be needed by Circulation); and recording the re-instatement in the statistics of the collection.

Serial - Ser ADD

Intended to be published indefinitely into the future until it ceases publication, is merged with another title, or title changes. Generally published on an annual basis. Can be checked out for two weeks item status 11.

Ser Anal = Analyzed Serials

Intended to be published into the future; assigned one call number, but usually each volume deals with one topic and warrants an author/title entry in the OPAC. All volumes sit together on shelf.


SFX is an ExLibris product (a ProQuest company) which is our link resolver. It allows full text access to our eJournal content, and plugs into EDS and other databases so that when searching users can call out to SFX and check for all the places full text access for titles exists. SFX is an Open URL Link Resolver (the original one actually) which ingests metadata from a source (wherever a patron happens to be searching) puts the metadata against an SFX object (a journal title, article, etc.) and provides a list of targets (everywhere where we have told the knowledgebase that we have access to that object) that link to an external platform with full text content to the article.

Shelf ready

Physical materials purchased by the Library from specific vendors that are delivered fully processed and ready to be place directly on the shelves. Currently, the Library has a shelf-ready contract with YBP for print monographs. The books are delivered from YBP with barcodes (already linked to item records), call number labels, security strips, book plates, and ownership stamps. MARC records are also delivered to the Library from OCLC via PromptCat [link to PC], by means of an arrangement YBP maintains with OCLC. Promptcat records receive a brief review according to the FastCat instructions and then books are sent straight to the shelves.

SuDocs numbers

Superintendent of Documents Classification is a system of library classification developed in the office of the Superintendent of Documents of the United States Government Printing Office (GPO). The SuDocs call number system is based on the government agency which released the document. Agencies or bureaus under departments have the letter or letters for that department (the “parent agency”) and a number unique to the sub-agency or bureau. For example, “A 13” is the Forest Service and “A 93” is the Economic Research Service, both of which are agencies under the Department of Agriculture. The next part of the call number identifies the series or type of publication. The remaining parts of the call number identify the individual publication. The call numbers file alphabetically by letter and then in numerical order by the first group of numbers, then the next group, etc. All numbers are whole numbers. Unlike the Library of Congress call number system used in most of the rest of the library, THERE ARE NO DECIMALS. We no longer use SuDoc numbers to classify government documents. We now use LC classification numbers.


Any type of material which is uncataloged and usually is kept at someone's desk. Most likely this is work-related for internal use.

WALDO - Westchester Academic Library Directors Organization

A consortia of libraries through which we buy or subscribe to some e-resources.

XML - eXtensible markup language

A markup language that defines a set of rules for encoding documents in a format that is both human-readable and machine-readable. Used to encode various metadata schemas such as Dublin Core, MODS, EAD, VRA Core, etc. Can also be used to encode MARC metadata.

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