Glossary of terms Alt ID The field in a patron record which is used for a matching point to update staff and student patron records through batch load. This field should not be modified. It must contain either the student ID number or the HR record number for the purposes of the database. Authority record; authorized heading = Forms of entry established by the Library of Congress to standardize a person s name or a place name or a subject topic heading. Bib Services defers to the Library of Congress for these and other cataloging standards. Bibliographic (or bib) record = (Fig. 1) The full catalog record for a title, similar to what used to be on a catalog card. CCSD contributes to and downloads from a worldwide consortium called OCLC to obtain bibliographic records for items written in MARC format. (Sometimes referred to as a MARC record; technically, this is incorrect, but it works for our purposes and we use MARC and bib record interchangeably.) Brief record display = (Fig. 4) Displays when your search on DOC retrieves more than one title. It shows only the call number, title, and author. In the brief record display of DOC, only the base part of any call number shows. Any call number that has a volume or part number as the last element will only show the basic part of the call number on the brief display. The volume number elements only display in the list of copies at the bottom of the full record display. Brief record hitlist; Brief title hitlist = The list of titles your search retrieves. Brief title record; Shadowed record; Uncats = A brief bib record which can be created in WorkFlows by library staff members. They can be used to describe items which are for use solely at the school, such as equipment, for books that need to be circulated immediately, or for books or AV materials that won t be shared with other libraries. They are only searchable in WorkFlows, and not in the OPAC. The shelf location is always UNCAT Cataloging; Catalog record = The careful and orderly description of a title for the purpose of identification and retrieval. Includes a classification number (or letters), authorized headings established by the Library of Congress, and other pertinent information based on approved cataloging rules set forth in AACR2. A bibliographic record is composed of cataloging elements. Circulation Rule = The set of criteria that determine the loan period for a particular checkout. The rule is formed by considering the item type/group of the material and the user profile of the person checking-out the item. Circulation rules are set in the system policies. Classification; Class number; Classifying = The Dewey Decimal System number and/or letters which are assigned to a title being cataloged. Also referred to as call numbers, these are numbers and/or letters which appear on the spine label, giving the item an address on your shelves.
Current location/status = The current status of an item in Symphony; e.g., Checked- Out, Intransit, etc. Client; Staff client = Another name for the software program called Workflows. Cross references = When a variant form of an authorized name or topic is entered as a search term, DOC should redirect your search using see or see also references. Database = All the information stored in the Symphony system, such as patron information, bibliographic and item information, policy information, and circulation information. Discard Patron/User = Each library has its own discard patron record. When items are to be removed from the collection, they must be completely cleared of fines, bill, holds, and any checkouts, and then be checked-out to the Discard User. The UserID for this user is the school s 3-letter code and the word discard; e.g., COYDISCARD. DOC = The acronym for the District Online Catalog, which is the name given to the district s automated catalog of library materials. Ecole = The K-12 version of Symphony (pronounced a-coal). Full record display; Full view display = (Fig. 3) What appears when you pull up a single search result, or when you click on see more when you have retrieved a brief record hitlist. It displays the brief record display plus the bib record. Gadget = An icon to the right oa a dialog box in WorkFlows, used for helping to select choices for running reports. Genre = What the work is, rather than what it is about, such as, Alphabet books, Bildungsromans, Fairy tales, Fantasy fiction, Graphic novels, Mystery fiction. Holds = The term used in Symphony to refer to requests placed on materials needed for individual users, whether those materials are at the user s home library or a different library in the district. Holdings record (or screen) = (Fig. 5) These records are linked to bibliographic records, and provide a summary statement of the extent of holdings for a periodical or multi-part item at a particular library. For example, look at the periodical title, Newsweek. Use the Full record display in the online catalog, and look just below the bibliographic record display. Or look at the MARC hldgs tab in Workflows. It is a summary of volumes held or a statement of retention policy. Homeroom/Group ID = The field that is used in student patron records for listing either the classroom teacher or another designated teacher, for distribution of notices. Several reports can be run by names in this field, or sorted by this field. Hyper-linked text = Displays fields in bright blue in DOC inviting the catalog user to click on the text to find more records that contain those same search terms. ibistro / E-Library = The name of the software program that runs our OPAC and is part of the Symphony family of products which we purchased from Sirsi/Dynix. ilink = Displays the contents of our OPAC in a view different from ibistro. 2
ILS = Integrated Library System. The family of software products which support the technical and public services of a library. Ours was purchased from Sirsi/Dynix and it is called Symphony. Intransit = The status of an item that is being sent from one library to another. Item record (or screen) = (Fig. 6 & 7) A record which describes copy-specific information about a physical item owned by a particular library. The record contains a barcode number for one copy of a book or other material, and also has the Call Number, Item Type/Group, Shelf Location, Material type, Current status, and other relevant information pertaining to the specific copy. Items records can also include circulation or staff notes, price, and information about bills, charges, and holds. Item records are always linked to bibliographic records. The full item record displays in Workflows. Libraries can edit a few of the parts of the item record, as well as enter notes, using the Edit Copies wizard. The item record is used for circulation purposes. It can also control whether the item displays in the online catalog. On a brief record hitlist in DOC, item records provide the call numbers and the list of libraries that have at least one copy available. In a Full record display on DOC, at the very bottom of the screen, is a list of copies, including their item type and their current status. This information comes from the item records that are linked to the bibliographic record displayed at the top of the screen. Item type = A category chosen for an item, which partially determines the loan period for that item. Audio or Visual Book Colorado Compact DVD Cassette Collection Disc Kit Periodical Professional Reference Collection Collection LOST-ASSUM (Assumed lost) = An item that has been marked as such by running the Assumed Lost report. The item then goes on inactive checkout, and a bill is generated to the user, based on default replacement values. The library expects to either recover the item someday or receive payment from the user to replace the item. Assumed Lost items are shadowed (not displayed in the online catalog. 3
LOST-CLAIM (Claims Lost) = A staff member has manually marked (or claimed) an itme as lost in the Mark Item Lost wizard. Claims Lost items are shadowed in the online catalog. LOST-PAID (Lost and Paid for) = An item that was assumed lost and now has been paid for by the user. Lost and paid for items are shadowed in the online catalog. MARC (or MARC record) = (Fig. 2) The acronym for a MAchine Readable Cataloging record. The bib record which you see in DOC is taken from its MARC record which is found in Workflows. Material type = More fully describes the item type. For example, an item type might be BOOK while the material type for that item might be BOOKHBK or BOOKPBK or BOOKREINF ; an item type might be AV while the material type for that item might be AUDIOCASS OR VIDEOCASS. Missing = A current status for an item that is neither checked-out nor in transit, and cannot be located anywhere in the library. Unlike the lost current status, a missing item is not connected with a patron. The missing status is set by using the Mark Item Missing wizard. Items with a status of missing do not display in the public catalog. OCLC = An acronym for the Online Computer Library Center headquartered in Dublin, Ohio. Bib Services catalogers download MARC records from, and contribute MARC records to this shared consortium of cataloging records. OPAC = An acronym for the phrase,online Public Access Catalog. Essentially this phrase often refers to an automated catalog that is searchable with a computer and a browser. This is the public presentation of the library catalog, which is usually available on the internet. In our district, we refer to our OPAC as the DOC. Patron = An individual who is represented in the Symphony system for the purpose of being able to checkout library materials. Patron Record = A record which usually contains information about individual students, staff, or community members who are authorized to borrow library materials. Patron records show the items that are checked-out to individuals, as well as bills, fines, and hold. Properties = The settings that can be entered as defaults for the wizards in the WorkFlows client. For example, a setting of a default library can be set for searches of patrons or items. Pseudo Patron Record = Patron records that are used for system functions, and do not represent an individual. Every library in the district has 8 standard pseudo patron records. Shadowed Items/Records = Brief Title Records that do no display in the OPAC. Shelf Location = The normal location of an item in the library catalog. Most cataloged items have a shelf location of STACKS and all items attached to a Brief Title Record have a shelf location of UN-CAT. 4
Sirsi/Dynix = The name of the corporation that sells the Symphony library automation system. Symphony = The name of the integrated library automation system which we are currently using in the district. This system includes the following modules that have been purchased: cataloging, circulation, holds, reserves, serials control, public catalog, and reports. UN-CAT = a shadowed shelf location. See also: Brief title record Uniform title = A standardized heading for a title which can be assigned to a number of works which have variations of that title as a means of bringing them together in the catalog. In CCSD, we mostly use these for foreign language materials. For example, Jorge el curioso would also appear in the catalog as Curious George. Spanish. User = Synonymous the term patron. UserID = The field in a patron record which usually contains a number that is used to quickly retrieve the patron record for purposes of checkout. The number can be scanned into the system by using a carcode. In most case, student patron records have the 8-digit district student ID number in this field. Staff and community records usually have a 14- digit number stored in this field that was entered manually at the library by modifying the patron record. User Profile = A category selection that must be made for every patron record in the database. Some examples of user profiles are : Staff, Student, Seniors, Kinder, Antelope- A. Wizards = Parts of the WorkFlows Client that are used to handle specific functions, such as checkout, check-in, item display, patron record display, etc. WorkFlows Client = The program which runs on a PC which is used for performing actions in the Symphony system, such as checkout, check-in, placing hold, running reports, and paying fines. The WorkFlows client interacts with the Symphony database, which is hoted on a powerful server at the ESC building. 5