A glossary of important terms in cataloging
Table of Contents
AACR2
Anglo-American Cataloging Rules. This was the primary set of rules for describing library materials previous to the creation of RDA.
Access Point
Those portions of a bibliographic record under which a user can search for an item in that catalog. Within an automated system, virtually any portion of a library catalog record can conceivably be used as an access point, or search term.
Account Unit
Each library that uses acquisitions in Sierra has a separate account unit that keeps financial information apart from other libraries. Each account unit includes a separate set of order records, vendor records and invoice records. Account units also come with access to reserves room and serials checkin functions in Sierra.
https://marmot-support.atlassian.net/l/cp/MtjHmVia
Added Entry
An entry, additional to the main entry, by which an item is indexed in a catalog. (e.g. name added entry (MARC 7xx), title added entry (245), subject added entry (6xx)).
Analytics, Analytic Record, or Analytic Entry
Bibliographic records that describe part of parts of a larger item, such as a chapter, or single volume of a multi-volume work. Such as if you catalog single volumes of a manga series rather than using a single record for the whole set, or you could catalog parts of a single volume separately, like collected short stories or novellas.
Authority Control
Maintenance of established headings, both within an authority file and within bibliographic files. Basically consists of establishing one standard form of a name or term under which library patrons should search within a catalog. It also involves the creation of cross-reference names or terms. Marmot uses an outside vendor to manage our authority control. https://marmot-support.atlassian.net/l/cp/VB1PxFw5
Authority Record
A record, in MARC authority format, that includes the established form of a name or term that is used as an authorized access point in a library catalog, as well as cross-references from other names or terms. See name authority record, and subject authority record.
Authorized Access Point (AAP)
Previously called a traced heading. This is a standardized, controlled character string that represents an entity. An entity can be a person, corporate body, title or topic. Bib records include AAPs in many fields including 100, 110, 111, 130, 240, 600, 610, 611, 630, 650, 651, 700, 710, 711, and 730.
BIBCO
The part of the PCC that is concerned with monograph cataloging. They do training and documentation on cataloging to international standards for monographs.
https://www.loc.gov/aba/pcc/bibco/
BIBFRAME
The name given to the bibliographic data structure that the Library of Congress is developing to replace MARC format. It is being created in linked data format, such that all fields consist of URIs pointing to outside sources where the actual data is kept.
Bibliographic Record
The record in Sierra that stores information describing the item. It is also called a bib record. They primarily consist of MARC data. It is the central record to which item, order, and checkin records are attached. Information from this record is used to create the indexes that allow searching for materials in Sierra and the public catalog.
https://marmot-support.atlassian.net/l/cp/Na9wZsN1
Bibliographic Control
The process of managing library materials by recording identifying data for each item and organizing it for retrieval in a desired manner (usually grouped by authors, titles, and subjects).
Bibliographic Utilities
Common term for shared technical processing systems such as OCLC, SkyRiver and BTCat. They allow libraries to share the MARC records. Marmot allows members to use any Bibliographic Utility they want.
Bound-with
When two or more books, published separately, are bound together in a single volume this is called a “bound-with.” Sometimes the books have nothing to do with each other. It is possible for these to be cataloged separately in Sierra and still circulate as a single item. This is rare today because binding unrelated books has not been a common practice for more than 100 years. However this Sierra function could be used for other situations where unrelated things circulate together.
BTCat
A bibliographic utility from Baker & Taylor.
Call Number
A code assigned to each item for shelving purposes. It identifies the location on the shelf an item will be shelved relative to the other items in the collection. It usually consists of a Classification Number and a Cutter Number. Marmot keeps these in item records because different member libraries may use different numbers or different numbering systems while sharing bib records. They may also be in the bib record, but all Marmot systems look to the item for call number.
Caption Title
A title given at the beginning of the first page of the text.
Cataloging Source
Source of the cataloging information, i.e. the library that created the record. It is represented in MARC field 040, which gives codes for the cataloging agency, transcribing agency, and any agencies that modify the record.
Checkin Record
A Sierra record attached to a bibliographic record for keeping information about serials. It keeps track of the arrival of specific issues of the serial. It includes information about the expected issues and it is used to create a display in the public catalog of which issues have arrived and which are expected. They use MFHD format.
CIP
Cataloging in Publication, a program of the Library of Congress to make partial cataloging information available for items before they are published.
https://www.loc.gov/programs/cataloging-in-publication/about-this-program/
CIP Data or CIP Cataloging
This refers to the cataloging data that sometimes appears in the preliminaries of a book, often resembling an old fashioned catalog card on the verso of the title page. It is created by the Library of Congress Cataloging In Publication program. It is a good source for call numbers and subject headings.
Classic Catalog
The Sierra Classic Catalog is an online public catalog created automatically by Sierra. It is directly connected to the Sierra server. Most Marmot libraries are using the Pika discovery system instead of this classic catalog.
Classification Number
Usually the first part of a call number. It identifies the topic of the work and causes books on the same topic to be shelved together. Usually either in Library of Congress format or Dewey Decimal format.
Colophon
A statement at the end of an item giving information about one or more of the following: title, author, publisher, printer, date of publication or printing.
Component Part
Something that is physically part of a larger item (called the host item), and can be described by an analytic entry.
CONSER
Cooperative Online Serials Program. They are a cooperative of serials catalogers. They create the cataloging standards for serials and create documentation and training on serials cataloging. A part of the PCC.
https://www.loc.gov/aba/pcc/conser/
Copy Cataloging
Cataloging by copying entirely or editing an existing record from a bibliographic utility's database, or directly from another library via Z39.50, and incorporating it into one's own catalog. Sierra is able to import records directly from bib utilities and from Z39.50.
Course Records
Used in Sierra reserve room functions for academic libraries. When an item is put in the reserve room, it is linked to a course record, which is used to define to special circulation rules for use while the item is on reserve. It also makes the item searchable by the name of the course and professor in classic catalog.
https://marmot-support.atlassian.net/l/cp/RfQZuaNy
Critical Cataloging
The idea of considering how standard cataloging methods, such as subject vocabularies and call number systems, are contributing to the social domination of marginalized people and how the profession could rectify those problems.
Cutter Number
Usually the second part of a call number. Placed in subfield $b of the call number field. It specifies the exact place in the shelf order where the item is shelved relative to other items. It is based on the bibliographic main entry. In Dewey systems it is usually the first several letters of the main entry. In Library of Congress systems it is constructed with the Cutter Table from the Library of Congress based on the main entry. Named for Charles Cutter.
Delimiter
Within MARC format, delimiters are used to identify and differentiate between separate elements within a field. The delimiter sign is used with a MARC subfield code in front of each data element to identify subfields within MARC fields. In Sierra and SkyRiver, the delimiter sign is the pipe character, |. In MarcEdit, it is the dollar sign, $. In Connexion, it is a double dagger, ǂ.
Dewey Decimal Call Number
A call number created following the Dewey Decimal system. Usually using the WebDewey online product from OCLC. There are also paper volumes available that can be used to create numbers. The system is named for Melvil Dewey.
https://www.oclc.org/en/dewey/webdewey.html
Discovery System
A discovery system is a public catalog system usually created by exporting the data from the ILS or LSP onto a separate server. Discovery systems are created independent of the ILS or LSP allowing the possibility to mix and match library systems and discovery systems. Marmot supports our own discovery system, Pika, and the open source discovery system VuFind for our members.
Edition
All copies produced from essentially the same type image and issued by the same entity.
EDIFACT
A form of Electronic Data Interchange (EDI), commonly used for transmitting information about financial transactions between libraries and vendors. The Sierra acquisitions module is capable of using EDIFACT for importing electronic invoices from vendors.
Enumeration
Numbering, as in serial volume and issue numbering.
Field
A field is one or more elements of data in a record. In MARC they are are identified by three digit MARC tags. Typically, data elements are grouped together within fields according to groupings used within traditional catalog records. For example, the place of publication, the publisher name, and the date of publication are all included as part of the MARC field tagged 264.
Field Group Tag
In Sierra, MARC tags can be assigned to field groups. A field group is identified by a single letter tag and can include multiple MARC tags. It is possible to use create lists to build groups of records based on searches within particular field group tags. You can perform Global Updates based on field group tags. Field group tags can also be used to control matching when loading records. Sierra non-MARC fields are also identified by field group tags. A field group can include both MARC and non-MARC fields. Each record type has a separate set of field groups, so for example the “a” field group in bib records is completely separate from the “a” field group in items.
Fixed Field
In Sierra, this term refers to the proprietary fields that appear at the top of a record. They consist of short codes that represent characteristics of the record. These short codes are easier for the system to use for all sorts of purposes. Bib fixed fields are used to create filters in the classic catalog. Item fixed fields are used to control circulation characteristics. Order fixed fields are used in financial transactions. Outside of Sierra the term fixed field refers to certain MARC fields used to store coded information about the item. Sierra calls those fields Special Fields.
Half Title
A title of a publication appearing on a leaf preceding the title page.
Heading
Synonym for access point, either name, title, or subject. See also Traced Heading.
Impression
All copies of an edition of a book, etc. printed at one time.
Imprint
The 260 or 264 field of a MARC record. Contains information on place of publication, publisher, and date of publication.
Index
A searchable and browse-able list of terms pulled from library records in Sierra. Each index is built based on combinations of MARC tags and Field Group Tags. For example, the BIB UTIL index is built from 001 and 019 MARC tags that are also in the “o” field group. Each index in Sierra is identified by a single letter of the alphabet, so we are limited to 26 indexes on a server. Sierra indexes can be used for searching, and controlling record matching on loading. Indexes in classic catalog are the same as those in the corresponding Sierra server, but Pika and VuFind create their own indexes.
Indicators
A pair of characters that follows the three-digit MARC tag at the beginning of a variable data field. These two characters contain codes that provide information to the computer about the contents of a field within a MARC record. Each MARC data field contains two indicators. One or both may be blank. They have completely different meanings in each MARC tag.
Integrated Library System (ILS)
Also called a Library Management System (LMS), an ILS is the central computer system used by libraries to keep track of library functions such as patrons, items and acquisitions. Marmot’s ILS is Sierra.
Invoice Record
In Sierra’s Acquisitions system invoice records are created when receiving titles from vendors. They include the final price paid for the item. They usually include lines for several items in a shipment.
ISBD
International Standard Bibliographic Description. Best known in terms of ISBD punctuation, the distinctive punctuation pattern used in almost all American cataloging since 1974. It is no longer required by RDA, but is still commonly used.
ISBN
International Standard Book Number, carried in field 020 of the MARC record. A ten digit or thirteen digit number. For many years ten digit numbers had equivalent thirteen digit numbers, so any ten digit number could be converted to its thirteen digit equivalent. However, they have run out of ten digit numbers and newer books are being assigned only thirteen digit numbers that cannot be converted to ten digits.
ISSN
International Standard Serial Number, eight digits, carried in field 022 of the MARC record, in subfield delimiter x of 76x-78x fields, and sometimes in field 4xx. Assigned to serials by the Library of Congress along with the Key Title.
Item Record
A record in Sierra that is used for keeping track of an individual circulating item. It includes the item status, call number, location code, barcode, and circulation information.
https://marmot-support.atlassian.net/l/cp/auWB1WQE
Joint Author
A person who collaborates with one or more other persons to produce a work. Recorded in the MARC 700 field.
Key Title
A standardized title for a serial, similar to a uniform title, but there is no authority record. It is assigned by the Library of Congress along with an ISSN. It is recorded in field 222 in MARC format. You would find it in the Library of Congress record for that serial.
LCCN
Library of Congress Control Number. An accession number the Library of Congress assigns for their own internal purposes. It can be used as a standard number to find or identify books. Appears in field 010 of the MARC record. In the Library of Congress catalog it is also in the 001.
Library of Congress Call Number
A call number created following the system from Library of Congress. It is usually created using the ClassificationWeb product from Library of Congress. It is also possible to download current versions of the old style paper schedules as PDF documents from Library of Congress for free to use for creating numbers.
https://www.loc.gov/cds/classweb/
https://www.loc.gov/cds/products/lcClass.php
LCSH
Library of Congress Subject Headings. A general controlled vocabulary of terms to describe subjects. Each term is recorded in a subject authority record. You can look these up at the Library of Congress web site.
https://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First
Leaf
Each leaf consists of two pages of a book, one on each side, either or both of which may be blank.
Library Services Platform (LSP)
A newer term for the computer system a library uses to manage all of it’s activities. The primary difference between an ILS and LSP is that an LSP is designed from the beginning to deal with electronic resources in addition to older forms.
Linked Data
Refers to a system for storing data where each field in a record consists of a URI link to an outside source where the actually data is kept. Such that data fields in many separate records could point to a single outside point, so if the data changes, it can be changed in a single location which will change all the linked records.
Main Entry
Now called Primary Authorized Access Point. This is usually a MARC field beginning with 1, it can also be a title if there is no 1xx (see Title Main Entry). It may be a personal author (100), corporate author (110), meeting author (111), uniform title (130), or title (245). It is usually used as the basis of the Cutter Number.
MARC
MAchine-Readable Cataloging. A computer standard for storing and communicating bibliographic data originally created by the Library of Congress in the mid 1960’s.
MARC-8
The character set created for use in MARC records. It includes the Latin alphabet plus characters for several other scripts and diacritics and special characters. It has been largely superseded by UNICODE that includes many more characters. Sierra uses UNICODE to store characters internally.
MARC 21
The current international standard for the structure of MARC records. It replaces US MARC and LC MARC.
https://www.loc.gov/marc/marcdocz.html
MeSH
Medical Subject Headings. A controlled subject vocabulary primarily of medical terms maintained by the National Library of Medicine. Marmot has MeSH subject headings on the MLN1 server in the same index with LCSH.
MFHD
MARC Format for Holdings Display, often pronounced “muffhead.” A format to record patterns of serials publication and actual holdings data. It uses 856 and 866 fields primarily. Sierra usually stores this information in Checkin Records.
Monograph
A nonserial item (i.e. an item complete in either one part, or in a finite number of separate parts).
Music Number
A number assigned to published sheet music or a music recording by the publisher. Usually it is their catalog number for the item. It is recorded in field 028 in MARC records.
NACO
Name Authority Cooperative Program. This is an organization for creating and maintaining name authority records. NACO members are authorized to add new names to the Name Authority File. They also create documentation and do training for creating name authority records.
NAF
Name Authority File, a list of authoritative headings for persons and corporate bodies produced by the Library of Congress and NACO libraries. You can search the NAF at the Library of Congress web site.
https://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First
Name Authority Record
A record, in MARC authority format, giving the established form of name for a person, corporation, meeting, or work. This form of name should be used in the bibliographic records by our about these entities. The authority record will include other names for the person, including those in other languages and scripts that can be used to create a see reference. If a person has multiple bibliographic identities (i.e. pen names) there will be a separate name authority record for each identity.
Name-Title Entry
An authorized access point consisting of the name of a person or corporate body and the title of an item. In a bib record it is split between the 100 and 240 fields if it is main entry. It can also appear in a 700 or 800 with the name in subfield a and the title in subfield t.
Nomen
Any string of characters used to identify an entity. The title is a nomen for a book. The ISBN is another nomen for the book.
OCLC
Online Computer Library Center, the largest bibliographic utility in the U.S.
Order Record
A record in Sierra for recording information about an order. They are attached to bibliographic records. Used for tracking fund expenditures and allowing holds to be placed on items before they have been received. It stores information such as vendor, estimated price, final price, and fund.
Online Public Access Catalog (OPAC)
The public facing part of an ILS that allows people to search for material in the library. More recently they are often replaced by a discovery system.
PCC
Program for Cooperative Cataloging. It is an organization of libraries that perform cataloging following international standards. Consists of BIBCO, CONSER, NACO, and SACO.
Page
One side of a leaf.
Parallel Title
The title proper in another language and/or script recorded in the title and statement of responsibility area (245 field).
Personal Author
The person chiefly responsible for the creation of the intellectual or artistic content of a work.
Pika
Marmot’s internally built and maintained discovery system.
Plate
A leaf containing illustrative matter, with or without text, that is not numbered consecutively with the main leaves or pages of the book.
Preferred Title Access Point
When a work is known by multiple names a preferred title is assigned so that the different versions can be collocated. This was previously known as a Uniform Title.
Preliminaries
The title page, verso of the title page, any pages preceding the title page, and the cover.
Primary Authorized Access Point
Newer term for Main Entry. This is usually a MARC field beginning with 1, it can also be a title if there is no 1xx (see Title Main Entry). It may be a personal author (100), corporate author (110), meeting author (111), uniform title (130), or title (245). It is usually used as the basis of the Cutter-Number.
Prospector
A statewide library resource sharing cooperative managed by the Colorado Alliance of Research Libraries. Prospector uses INNReach software from III to manage circulation of physical items between member libraries. Marmot is part of Prospector, but each library can decide individually whether or not to participate.
Provisional Record
Brief record created at the time of order if a full record is not found. It may contain author, title, imprint, edition and series.
Publisher Number
A number assigned to an item by it’s publisher, usually the catalog number. It is recorded in field 028 in the MARC record.
Reprint
A new printing of an item made from the original type image with substantially unchanged text.
RDA
Resource Description and Access. This is the current cataloging rules followed by most libraries in the United States. It replaced AACR2. A new iteration of RDA has been developed, but few libraries have actually implemented the newest version.
RFID
Radio Frequency Identification. A system to use radio tags on library items to identify them for inventory, checkout, and security. Replaces barcodes.
Running Title
A title that is repeated at the head or foot of each page.
SACO
Subject Authority Cooperative Organization. A cooperative for creating and maintaining Subject Authority Records. SACO members are authorized to create new authorized Library of Congress Subject Headings. SACO also does training and creates documentation on creating new authorized subject headings. It is part of the PCC.
See Reference
An alternative, but not authorized name or term for the same topic or entity. Sometimes displayed in a catalog as a link to the authorized term.
See-Also Reference
A related, but separate authorized term. Sometimes displayed in a catalog to assist searchers.
Serial
A publication in any medium issued in successive parts bearing numeric or chronological designations and intended to be continued indefinitely. Serials include periodicals, newspapers, annuals, etc.
Series
A group of separate items related to one another by the fact that each bears, in addition to its own title, a collective title applying to the group as a whole. The series may be numbered or unnumbered.
Series Title Page
An added title page bearing the series title and usually includes other information about the series (statement of responsibility, publisher, numbering, etc.).
Shelf List
A list of all the items in a collection by call number. It replicates the order that should be on the shelf. It can be used to figure out what cutter number a book should have to put it where you want it on the shelf.
Sierra
An integrated library system from Innovative Interfaces, Inc., known as III or triple I (which is owned by Clarivate). This is Marmot’s ILS. It includes modules to perform all library functions including cataloging, circulation, acquisitions, managing serials, and course reserves. It also interfaces with INNReach, which is also a III product used to power Prospector.
SkyRiver
A shared bibliographic utility from Innovative Interfaces.
Special Field
Sierra uses this term to refer to the MARC Leader, 005, 006, 007, and 008 fields. Outside of Sierra, these are referred to as fixed fields, but Sierra uses that term for their propitiatory fixed fields.
Standard Number
The ISSN, ISBN, UPC, LCCN, EAN or any other internationally agreed upon number that identifies an item uniquely.
Statement of Responsibility
Subfield c of the 245 field which identifies the persons or corporate bodies responsible for the intellectual or artistic content of the item. Usually transcribed from the title page, or title screen of the item.
Subfield
A section within a MARC field. They are identified by single letter subfield codes. Subfield codes are immediately preceded by a delimiter sign and they are placed in front of the information that they identify. Subfields have different meaning in each MARC field.
Subject Authority Record
A record, in MARC authority format, for a topic. A single term is chosen for each subject which has been published about. There is one authority record for each term. Other terms for the same topic may be included in see references. Other headings for related topics may be included as see-also references. A single library may have multiple sets of subject authority records if the library is using more than one controlled vocabulary, such as LCSH and MeSH.
https://www.loc.gov/marc/authority/ecadhome.html
Supplied Title
A title provided by the cataloger for an item that has no title proper. Usually put in square brackets.
Tattle Tape
A magnetic strip placed in each item for security purposes.
Title Main Entry
When an item has no single creator, either personal (100), corporate (110), or meeting (111), and no uniform title (130), it will use title main entry. This is indicated by a 245 first indicator of zero. This is most common with films which are almost always created by many different people. In this case, the title is the main entry and should be used as the basis for the cutter number.
Title Page
A page at the beginning of the item bearing the title proper and usually, though not necessarily, the statement of responsibility and the data relating to publication.
Title Screen
In a film or computer game, the screen bearing the title proper of the work. Optimally, this is the title that is transcribed at the 245 in the MARC record.
Title Proper
The chief name of an item, including any alternative title, but excluding subtitles, parallel titles, and other title information.
Traced Heading
Older term for Authorized Access Point.
Uniform Title
Older term for Preferred Title Access Point.
UPC
Uniform Product Code. A 12-digit number used to identify many retail products. In libraries they are most often found as a barcode on DVDs and Blu-Ray Discs. In MARC records these are recorded in the 024 field.
UTF or UNICODE
A widely used set of characters. It is indented to include all possible characters from all scripts world wide. It replaces MARC-8 because it includes many more characters and scripts. Sierra stores data in UNICODE.
Variable Field
Fields in Sierra records that contain a variable number of characters. Most MARC fields are variable fields, but Sierra also allows non-MARC variable fields identified only with a field group tag.
Vendor Records
In Sierra’s Acquisitions module, vendor records store information about vendors the library purchases from, including account numbers, contact information, and the Vendor SAN number and FTP address used for EDI ordering and invoicing.
Verso
The left-hand page of a leaf, usually bearing an even page number. The side of a printed sheet intended to be read second.
Video Recording Number
A number assigned to a video recording by it’s publisher. Usually their catalog number. In MARC it is recorded in field 028.
VuFind
An open source discovery system originally created by Villanova University. It is now used by many academic libraries. Marmot can support VuFind for members who choose to use it rather than Pika.
Z39.50
A communication standard for searching library databases remotely. It is used to copy records for cataloging and to get bibliographic data for citation apps.
Sources
Glossary of Cataloging Terms. Norman, Oklahoma: University of Oklahoma, 2014.
Anglo-American Cataloguing Rules. 2nd ed., 1988 rev. Chicago: American Library
Association, 1988.Wynar, Bohdan S. Introduction to Cataloging and Classification. 7th ed., by Arlene G.
Taylor. Littleton, Colo.: Libraries Unlimited, 1985.