Authorities glossary

AACR2: Anglo-American Cataloguing Rules, Second Edition. The national/international standard for cataloging library materials. The rules are "designed for use in the construction of catalogues and other lists in general libraries of all sizes. ^ The rules cover the description of, and the provision of access points for, all library materials commonly collected at the present time." The rules are maintained by the Joint Steering Committee for Revision of AACR and published by the American Library Association, the Canadian Library Association, and the Library Association.
access point: A name, term, code or other indexed characteristic of an authority or bibliographic record that helps make the record searchable and identifiable. For example, titles, names, and subjects are access points.
ALA: American Library Association.
ALA character set: American Library Association defined characters used in MARC records, including standard alphabetic characters, diacritics, special characters, 14 superscript characters, 14 subscript characters, and 3 Greek characters. These characters are valid in MARC records.
Authority File: See OCLC Authority File.
authority record: A collection of information about one name, uniform title, or topical term heading. An authority record can contain the established form of heading, see from references, see also from references, and notes.
authorization level: See authorization mode.
authorization mode: Defines a range of tasks that can be performed when logged on to a service.
authorization number: Number assigned by OCLC to authorize use of OCLC services. Usually used in conjunction with a password. See also password, default system, default holding library code.

batchloading or batch processing: A technique by which records to be processed are collected into groups. The group of records is sent or loaded to the service all at once. In OCLC services, batchloading is an automated method of processing authority, bibliographic and local data (union list) records into WorldCat.
bibliographic record: Contains the cataloging information that describes the physical format and intellectual content of a single entity (a book, video, computer file, CD, etc.). Catalogers create records by encoding this information using tags, indicators, and subfield codes in a standard format, MARC 21 (MAchine-Readable Cataloging). Each record is divided into fields (author, title, subjects, etc.) Fields are subdivided into subfields (place of publication, publisher, etc.).
brief list: The default display of results from interactive searches using CatME, Arabic, CJK, or from searches using Passport when two to five records are retrieved. Each entry gives a two- to six-line description of a record, containing descriptive fields, OCLC control number and other information.
Browse: Command used to send a title phrase search.

call number: A set of letters, numerals or other symbols (in combination or alone) used by a library to identify a specific copy of a work. A call number consists of the class number and book number (or Cutter number).
Cataloging Agent mode: An authorization mode that allows the Cataloging Agent of a resource-sharing group to process cataloging records on a member's behalf. Agents process unresolved records from the group's batchloading activity.
Cataloging In Publication: A Library of Congress program that provides bibliographic data for new books in advance of publication. Records are created from information supplied by publishers.
Cataloging Save file: A temporary online storage area for records being worked on. Users can save unedited working copies, edited working copies, new records and workforms to the Save file.
cataloging source: The agency that created the bibliographic record. Four elements of OCLC-MARC records have cataloging source information:
(1) Srce in the bibliographic fixed field ; (2) Source in the authority fixed field; (3) Field 040 (Cataloging Source) in bibliographic records; (4) Field 040 (Cataloging Source) in authority records.
Cataloging Source (Source): The authority fixed-field element that has coded data indicating the creator of the authority record.
character masking: Entering a question mark (?) or number sign (#) in a search in place of other characters to retrieve multiple words. Example: computer? retrieves records that contain computer, computerization, or computerized.
chronology: Types of dates used by publishers to identify the individual bibliographic unit of a serial, for example, date of coverage, date of publication, or date of printing.
CIP: See Cataloging In Publication.
CODEN: The Chemical Abstracts Service assigns six-character codes to serials. The first five characters have a mnemonic relationship to the serial. The last character is an alphabetic or numeric check character. For example, AISJB6, CADIDW.
command: Designated words and abbreviations of words that signal the sevice what to do. Send commands and the system carries out the request.
communications format: In machine-readable cataloging (MARC), the standards for representation and exchange of data in machine-readable form. In the USA, this is an implementation of an ANSI standard. MARC 21 Format for Bibliographic Data (formerly called USMARC) is an implementation of ANSI standard Z39.2. OCLC-MARC is an implementation of MARC 21 that conforms to the ANSI standard. Standards provide a common way of organizing machine-readable records so that they can be easily exchanged among users.
conference name: All or part of the name or title of a conference. A conference name could also be included in a title, abstract, notes, or text of a library resource. Examples: names of meetings, exhibitions, expositions, festivals, athletic contests, scientific expeditions.
constant data record: A partial record that contains standardized content for reuse in creating or editing a record so you can add text without retyping. Constant data records are created by and shared among librarians at a given institution.
content designation: In machine-readable cataloging (MARC), the codes and conventions established to identify and characterize the data elements within a record and to support manipulation of that data. OCLC defines content designation for OCLC-MARC records in OCLC Bibliographic Formats and Standards, Authorities User Guide, and Union List User Guide.
content of the record: The data in the MARC records. The content is defined by standards outside the format, such as Anglo-American Cataloguing Rules, Library of Congress Subject Headings, ANSI/NISO Standards for Serials Holdings Statements or other rules and codes used by the organization that creates the record. See also record structure; content designation
Copy Display: A secondary work area in which you can place a record. Use with the Main Display to work with two records.
corporate name: The names of associations, institutions, businesses, firms, nonprofit enterprises, governments, agencies, performing groups used as entries in records.
CSD: See OCLC Customer Services Division (CSD).

Database Enrichment: A capability that allows modifications of WorldCat master records.
database indicator: Acronym that indicates which database you are in. Indicator for WorldCat is OL ; for the Authority File, AF.
DDR: See duplicate detection and resolution.
default: The selection made by the computer in the absence of specific instructions by the user.
default holding library code: The holding library code that appears automatically in bibliographic field 049 (Local Holdings) when a user displays a bibliographic record. Each authorization number/password combination has a default holding library code. See also authorization number, password.
default system: The OCLC system you are in when you log on. Each authorization number and password has a default system. See also authorization number, password.
default values in workforms: Values that the system software automatically supplies in workforms.
delimiter: Character (‡) used to indicate the beginning of a subfield within a variable field in a MARC bibliographic or authority record. See also subfield.
derive new record: Using a pre-existing record to create and and add a new record to system.
diacritic: A mark that modifies the phonetic value of another character or characters. It does not occur alone but is used in conjunction with another character. In records each diacritic occupies its own position, directly preceding the modified character.
directory: In a file of records, the series of entries that contain the tag, length and starting location of each variable field in a record.
duplicate detection and resolution: Software that identifies and merges duplicate records in books and serials format. The software uses complex algorithms and can match some records that failed to match in regular batchload processing. For example, regular batchloading does not match the publisher strings Charles Scribner and Chas. Scribner. DDR software may find that all other criteria match, recognize the identical Scribner strings in the publisher, and determine that the records match. OCLC uses this software at its discretion, based on a given file's probable matching rate and probable duplication rate.

EDX: See OCLC Electronic Data Exchange (EDX) account.
Electronic Data Exchange: See OCLC Electronic Data Exchange (EDX) account.
embedded holdings data: Holdings information added to an existing MARC 21 bibliographic record rather than being in a separate linked holding record.
Enc lvl: See Encoding Level (Enc lvl).
Encoding Level (Enc lvl): The level of completeness of the authority record. The level of specificity of the holdings statement.
End of message character: Signals to the system that the message being sent is complete. It also marks the end of a field of data. On the screen it displays as (¶).
Enhance: An OCLC program that adds to the quality of records in WorldCat by offering qualified institutions special authorization to replace full-level, member input records in non-serial formats (Books, Maps, Scores, and so forth). National-level Enhance allows replacement of records from national libraries.
EOM: See End of message character.
existing record: The master record in the OCLC Authority File.
export: (1) A command or action that causes a displayed record to be converted to OCLC-MARC communications format and output to a file on a workstation or in a local system. (2) Downloading a record from WorldCat.

field: In a record, a marked area in which the same kind of information is consistently entered. Example: MARC field 245 is always the title statement in a record.
file structure: See record structure.
file transfer protocol (FTP): File Transfer Protocol (FTP) is a TCP/IP-based protocol that is generally available for file transfers to and from a large variety of hosts including IBM mainframes, Tandem Guardian systems, and Unix hosts. FTP is the method used to retrieve files from an OCLC EDX account. It is also used in the OCLC Electronic Batchload Service. See also OCLC Electronic Data Exchange (EDX) account.
fill character: A black box or vertical bar in workforms that represents content that must have valid data.
fixed field: In OCLC-MARC, the field in which mnemonic labels identify elements that contain coded information for describing the item and the record. Each element has a fixed length. The fixed field is the OCLC-MARC format's combination of various MARC 21 control fields.
format: A standard for the representation and exchange of data in machine-readable form. Standard organization for MARC bibliographic records. The library community uses formats so that MARC records can be readily transferred among automated systems. See also record structure.
FTP: See file transfer protocol (FTP).
FTU: First time use. The first time a library uses a record already in WorldCat that it did not input.
function keys: Keys and key combinations that transmit signals not associated with printable or displayable characters. Function keys initiate commands.

government document number: Government-assigned number for materials printed at the expense of and by the authority of any office of the government, for example, United States Superintendent of Documents (SuDoc) numbers. Other government numbers may be used such as Canadian government numbers from the Outline of Classification. The form of these numbers varies.

Help: Electronic user documentation that is available from the Help menu of a specific product such as Connexion, CatME for Windows, OCLC Passport, OCLC Arabic Cataloging, etc.
Help-Revise-Return screen: The screen that displays if a keyword search retrieves 0 or more than 1,500 records.
hits: The number of times a record or word is found by the system.
holdings symbol: See OCLC holding library code.
Home position: In OCLC Passport, the top-left corner of the screen from which you send commands and edit fields.

index: A detailed alphabetical or numerical list. List entries represent an aspect of a bibliographic record and are organized into searchable files used to retrieve records in a database or set of records.
index label: A two- or three-character code that indicates to the system which index to match a search against.
indicator: A part of each variable field that supplies information about the field for indexing, card production, and other system functions.
institution symbol: See OCLC symbol.
International Standard Book Number (ISBN): A unique identification number assigned to a work by its publisher. Each ISBN has ten characters. The tenth character is a check character that may be a number or the letter x. In printed form, the ISBN has three hyphens. Hyphens are omitted in online records.
International Standard Serial Number (ISSN): A unique identification number assigned to a serial through the ISSN Network. Each ISSN has eight characters. The eighth character is a check character that may be a number or the letter x. A hyphen follows the fourth character.
item: The physical embodiment of a work or representation that shares the same physical characteristics. For example, a book is an item; an audiocassette recording of the book is another item. An institution may have multiple copies of an item.

LCRI: See Library of Congress Rule Interpretations.
leader: Data elements that provide information for the processing of the record. The data elements contain numbers or coded values and are identified by relative character position. The leader is fixed in length at 24 character positions and is the first field of a MARC record.
Library of Congress Rule Interpretations: Cataloging guidelines issued by the Library of Congress.
Limited mode: An authorization mode generally used for training new catalogers.
line: The data between a SOM (Start of Message symbol) and an EOM (End of Message symbol).
local data: Data that is pertinent only to the institution cataloging the record. For example, local processing information and cataloger's notes are local data. Certain 9xx fields are reserved for local data. Local data is not preserved in the master record.
local system: The institution's computer system that manages cataloging, acquisitions, circulation, serials and/or an online catalog.
lock and replace: The process whereby authorized users may edit certain elements in WorldCat master records.
log off: The process of disconnecting from a local or remote system.
log on: The process of connecting to a local or remote system.

Machine readable cataloging: See MARC.
Main Display: The primary work area in which records are viewed. Use with the Copy Display to work with two records.
main entry: The entry determined by AACR2 to be the primary access point for the item.
MARC: Machine-Readable Cataloging. An internationally acceptable standard for the exchange of bibliographic data in machine-readable form.
MARC record: Machine-Readable Cataloging record. An internationally accepted standard for the exchange of bibliographic data in machine-readable form. See also communications format.
matches: The number of times the system identifies a search term.
master record: A master record is the version of the WorldCat or Authority File record available to all users. It does not include local data for any library. Other users can retrieve the record or edit it locally while you have the master record locked for editing. Working with master records requires full cataloging level or higher.
maximum field size: The system capacity for a field in a record in WorldCat is 9,999 characters; however, this capacity is never reached because the total record size must be less than 4,096 characters.
maximum record size: See maximum field size.
mnemonic: Relating to or assisting the memory. An aid used in remembering.
mnemonic label: The labels of the fixed field elements that are constructed from the name of the element they represent. For example: Enc lvl for Encoding Level.
modified record: A record that has been modified.
modified record prompt: Prompt sent by the system if a record has been edited but not yet replaced or Produced. It protects users from sending commands that would cause a loss of editorial changes to the record.

A B C D E F G H I L M N O P R S T U V W

N

NACO

Name Authority Cooperative Program. Name authority component of the Library of Congress' Program for Cooperative Cataloging. Participants in NACO create and maintain authority records in the OCLC Authority File.

new record

An authority record that does not previously exist. This record may be created:

From a workform
From an existing authority record
From the name heading of an existing bibliographic record

numeric search

A type of WorldCat search that allows you to search for records by number, such as ISBN or OCLC control number.

OCLC: Nonprofit membership organization serving libraries around the world to further access to the world's information and reduce library costs by offering services for libraries and their users.
OCLC Authority File: A database which establishes, for consistency, the authoritative forms of names (personal or corporate) or subject headings to be used in a catalog.
OCLC control number: A unique accession number assigned by the OCLC system when a record is added to WorldCat. Used to search for records.
OCLC Customer Services Division (CSD): OCLC's user assistance and support contact desk that provides support for telecommunications, hardware, and software.
OCLC Electronic Data Exchange (EDX) account: Service offered by OCLC for the transfer of data via standard File Transfer Protocol (FTP) whereby OCLC provides an Electronic Data Exchange account into which OCLC posts bibliographic and authority records, label records, and reports. The institution retrieves files from the account via the Internet. See also OCLC Product Services Web, file transfer protocol (FTP).
OCLC holding library code: A unique code that identifies a holding library within an institution. See also OCLC symbol.
OCLC Online Union Catalog: The former name of WorldCat. See WorldCat.
OCLC Product Services Web: An OCLC Web site from which users retrieve records and reports from their OCLC Electonic Data Exchange (EDX) accounts. It also provides OCLC software downloads, macros, scripts, and labels. See also OCLC Electronic Data Exchange (EDX) account.
OCLC symbol: A unique identifier assigned by OCLC to members and participants. OCLC symbols in records and in holdings displays identify libraries that have entered and used the bibliographic record for cataloging. See also OCLC holding library code.
OCLC User and Network Support (UNS): See OCLC Customer Services Division (CSD).
OCLC-MARC format: OCLC's implementation of the MARC bibliographic format.
online error reporting: Using field 952 of a record to inform OCLC of needed additions and corrections to the record. Used for errors in records that cannot be made by the users and do not require proof.

password: A sequence of characters required to gain access to a computer system. Usually used in conjunction with an authorization number. See also authorization number , default system, default holding library code.
PCC: Program for Cooperative Cataloging. An international cooperative project. PCC includes BIBCO (monographic bibliographic component), CONSER (Cooperative Online Serials Program, the serials bibliographic component), NACO (name authority component), and SACO (subject authority component).
publisher: The persons or companies responsible for placing the book on the market. A publisher and printer may be the same person or entity, although in modern publishing this is not usually the case.

record format: A standard for the representation and exchange of data in machine-readable form. See also record structure.
record matching: Computer system operation that compares one record to another to determine a match.
record structure: In MARC 21 formats, record structure is the order in which the content designators and content appear in the record and/or file. Record structure can include such specifications as tape media, header, blocking techniques, and characters sets used in the record and in files. The terms record format and record structure are often used interchangeably. Record format is generally the broader term and often refers to a combination of record structure, content designation, and content of the record. See also content designation; content of the record.
Retrospective Conversion mode: The authorization mode used by institutions for retrospective conversion projects.

save file: A temporary storage area for records being worked on. Users can save unedited working copies, edited working copies, new records, and workforms to the save file. Each library's saved records are available to users from that library only.
save file number: The number the system uses to track records in the Save file.
segment: One part of a derived search. Each segment consists of initial characters in the first two to four words of the bibliographic information you are using to search (excluding initial articles). Each segment of a derived search is followed by a comma. The types of derived searches have distinctive configurations of segments to allow the system to distinguish them. The types of derived searches are title (3,2,2,1), personal name (4,3,1), corporate name (=4,3,1), name/title (4,4). Example: gon,wi,th,w is a derived title search for Gone with the wind.
segment number: The number in brackets for a segmented variable field.
segmented variable field: A variable field displayed by the system in 9-line, 600-character parts. Each part has a segment number and a line tag. Indicators are the same for each segment.
SOM: See Start-of-Message.
Source: See Cataloging Source (Source).
special character: Alphabetic or phonetic character other than that used in modern English. In records, each special character occupies its own position, whether or not it is used in conjunction with another character. See also diacritic.
Start-of-Message: Marks the beginning of a field of data. The character that signals the system that it is the beginning of the transmitted data. On screen it displays as.
stopwords: Words you omit from a search because they are so common that they have no informational value. Stopwords are not indexed and are therefore ignored by the system if you type them. See stopword lists for keyword searches and for derived corporate name searches. Examples: a, an, and, or, and the.
subfield: The smallest logical unit of information in a variable field. Subfield codes (letters or numbers) identify subfields and are preceded by a delimiter (‡). A subfield ‡a is implicit at the beginning of most fields, but does not display. See also delimiter.
subfield delimiter: See delimiter.

tag: Element of a MARC record that identifies variable fields. Tags are grouped numerically by function. For example, field 245 is a title field.
tag group: Tags beginning with the same first digit. Tags are grouped by this first digit according to function. For example, 1xx tags are main entries, 2xx tags are titles, 3xx tags are for physical description, and so on.
Type: See Type of Record (Type).
Type code: See Type of Record (Type).
Type of Record (Type): The element in the fixed field that differentiates records created for various types of machine-readable information and specific types of material. Codes used in Type of Record are also used in field 006.

uniform title: Collects the publications of an author, composer, or corporate body into a unit. The unit may contain several expressions and manifestations of the work, for example, complete works, works in a particular literary or musical form, or translations into various languages for commonly known or classical works. Examples include sonatas, songs, Aesop's fables, Bible, and translations in various languages of Hamlet. Other uniform titles distinguish between different publications (usually serials) with the same titles.
UNS: See OCLC Customer Services Division (CSD).
Update a record: Replace existing information with more recent and/or correct information via the Update (u) command.

validate a record: Examine the data in certain fields for consistency and compliance with various rules via the Validate (val) command. The system also performs automatic validation on records when you Replace, Produce, Update, or Delete Holdings.
variable control fields: In MARC 21, the 00x fields. They identify the field tag in the Directory but they contain neither indicator positions nor subfield codes. In contrast to variable data fields, control fields may contain either a single data element or a series of fixed-length data elements.
variable data fields: Any variable field other than the 00x fields. They are identified by the field tag in the directory. Variable fields contain 2 indicator positions at the beginning of each field and a 2-character subfield code preceding each data element in the field.
variable field: Fields of variable length in a record that can contain coded data but usually contain textual information separated by subfields. See variable control fields, variable data fields. See also fixed field; subfield.

word: For searching purposes, any character or group of characters between two blank spaces, including initials or abbreviations.
workform: A template used to create an original record or local data record. The system automatically supplies some of the appropriate fields and data, depending on the format you select for the material you are cataloging.
working copy: A copy of the master record, displayed on the user's screen. When the user edits the working copy, the master record remains unchanged.
WorldCat: A database of more than 55 million records (as of mid-2004) for the bibliographic description of separately cataloged works from thousands of libraries (formerly called the OCLC Online Union Catalog or OLUC). WorldCat is the result of the ongoing cooperative efforts of member libraries worldwide who contribute the records. OCLC products and services that help libraries serve their users are based on WorldCat.

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