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Glossary of Terms

The following glossary provides a starting point at demystifying some of the terms encountered at HCL Technical Services. The list includes technical terms and cataloging jargon, some of it being purely local in definition. Some entries are acronyms or outdated terms, with cross-references to the full or updated form. It is not an exhaustive list, but terms will be added as a need is identified. Submit your favorites.

Glossary

Anal: the unfortunate shortened version of "analytic." See also Classed together.

Analytic: A term used to refer to individual monograph records being created for items which are also part of a larger set, whether serial or monograph.

Analyzed work-in-parts: A continuation for which individual monograph records are created in addition to the collective continuation monograph record. The collected title is then traced on each monograph record. Each monograph in the collection is classed together.

Author series: A monograph series, each monograph of which is written by the same author, AND for which there is no collective record. SARs for these are represented in HULPR with a "b" in the SERCOD fixed field, and in OCLC with a "b" in the Series fixed field. These are traced by default and do not go through Serial Records. Ex. AFY7482

Catalog Review: This local term is used to identify materials which have been requested and circulated prior to cataloging. The Circulation Note in the item records are annotated "Send for Catalog Review" so that material is routed back to HCL Technical Services for priority cataloging after patron use.

CatME: The Cataloging Micro-Enhancer is a Windows-based OCLC software package that allows users to complete cataloging activities offline and to batch upload completed records to OCLC Cataloging for processing. More information is available from OCLC's CatME web page.

Classed separately: A numbered monograph series, for which each monograph is cataloged separately and not kept together on one call number; formerly called PC Various.

Classed together: A numbered monographic series, for which each monograph is classed together on the same call number, each monograph distinguished by the monograph series volume number. A source of much confusion, these have often been called "serial analytics" even though the volumes classed separately are also analyzed.

Contins: see Continuations

Continuations: In very broad terms, a continuation is defined as a non-periodical serial which is ongoing. Some may be published regularly, but it is more common that this type of publication is irregular. Frequency is less than annual; otherwise, they are handled as a periodical. Frequency is the most important aspect when defining publications which fall into this category. At Harvard, we have used this term specifically to indicate an on-going acquisition of a non-serial set. In essence, we have used it as a distinction between the acquisition of a serial and a work-in-parts.

DNDB: a local database, currently configured in Microsoft Access 97, that is used to facilitate collection management and inventory control in the Cataloging Stacks. Comprised of data extracted from HOLLIS, the DNDB is used to identify specific materials for cataloging, to maintain statistics on uncataloged materials, and to design cataloging projects to target particular areas of the backlog. The DNDB, or D-North DataBase, got its name from the former location of the uncataloged storage area on the north side of the basement of Widener, i.e D-level.

Marcadia: a contracted service which provides cataloging copy from the RLIN database for a selected set of HOLLIS records. More information can be obtained from the Marcadia web page.

Monographic series: A series of monographs published with the same series title and individual monograph titles. A monographic series may be numbered or unnumbered.

Multi-part item: A numbered monographic "series" which is intended to be completed in a finite number of separate partsAND for which there is no collective record. SARs for these are represented in HULPR with a "b" in the SERCOD fixed field, and in OCLC with a "b" in the Series fixed field. These are traced by default and classed separately and do not go through Serial Records. Ex: AHJ2340

Multi-volume monograph: see Continuations

No Hit: any item which does not have cataloging copy in a selected bibliographic utility. It is a temporal term used in conjunction with specific searching projects, rather than an indication of a permanent status.

Notify: n., a local term used to refer to items which have been requested by a library user; used interchangeably with "patron request." The request can have been originally submitted as a purchase request, as a request for an item currently on order, or it can be a request for an uncataloged item identified in the catalog as "ordered-received."

PC various: see Classed separately

PDF: Adobe® Portable Document Format (PDF) is the open de facto standard for electronic document distribution worldwide. Adobe PDF is a universal file format that preserves all the fonts, formatting, graphics, and color of any source document, regardless of the application and platform used to create it. Adobe PDF files are compact and can be shared, viewed, navigated, and printed exactly as intended by anyone with free Adobe Acrobat® Reader® software. You can convert any document to Adobe PDF using Adobe Acrobat 5.0 software. (more info from Adobe)

SAR: Series authority record. A record for the monographic series which gives the authorized form of entry; cross references; the tracing decisions; the call number (if classed together); the form of numbering (if appropriate); and often local information in the 969 field: i.e. sso or srnk.

Serial analytic: see Classed together

Series authority record: see SAR

Series-like phrase: A character string (words, letters, combination of letters and numbers) not considered to be a series. These often have a Series authority record for clarity and are represented in HULPR with a "c" in the SERCOD fixed field, and in OCLC with a "c" in the Series fixed field. Ex.: BBB0549, BJW6250

Series standing order: A monographic series ordered as a whole, rather than as individual monographic titles. Some units at Harvard have broadened the use of SSO to mean any and all ongoing publications.

SRNK: A purely local term originally meaning Serial Record Not Kept. It now refers to numbered monograph series for which there is no series standing order. These do not go through Serial Records.

SSO: See Series standing order.

TAP: A purely local term originally meaning Temporary Analytics Project. It refers to individual monograph records created for analyzed classed together monograph series. These records can be either full or provisional level.

Various: see Classed separately

Work-in-parts: sometimes abbreviated W-I-P; see Continuations