WorldCat Cataloging Partners glossary

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approval plan
A predetermined set of criteria established by an institution and a materials vendor that defines types of material to be automatically sent to the institution by the vendor. The institution accepts the items for purchase or rejects the items and sends them back.

archive record
The bibliographic record OCLC creates and stores that contains local changes made by an institution to the master record. Archive records are a complete history of an institution's OCLC cataloging activity. There are two separate archives. One for batch transactions, Batchload Archive Records (BARS), and the other for online transactions, Cataloging Archive Records (CARS). Archiving allows an institution to recover data that was lost or corrupted locally by ordering a copy of their archive records through OCLC's Bibliographic Record Snapshot service. Archive records are not accessible by the institution through any online means. OCLC uses archive records to create offline products such as catalog cards or electronic files of records. See also BARS, Bibliographic Record Snapshot.

Note: Editing an existing local holdings record (LHR) does not create an archive record. Creating an LHR that sets a library's holdings on a record does create an archive record.

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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 called 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.).

Book number
The part of a call number that distinguishes a specific item from other items within the same class number, also called a Cutter number. A book number is composed of letters from the author's name or letters from the title main entry and numbers. There are several systems for creating book numbers.

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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).

call number format
The line breaks, inserting or deleting decimal definitions, and added line breaks for the call number either on a label or on catalog cards.

See catalog card.

catalog card
A 3" by 5" card containing bibliographic information.

Cataloging Profile
See OCLC cataloging profile.

cataloging report
See WorldCat Cataloging Partners Cataloging Report.

cataloging source
The agency that created the bibliographic record in WorldCat. Four elements of OCLC-MARC records have cataloging source information:
  • Srce in the bibliographic fixed field

    Note: The source in Cataloging Source (Srce) may not necessarily be the same as the institution that input the record.
  • Source in the authority fixed field
  • Field 040 (Cataloging Source) in bibliographic records
  • Field 040 (Cataloging Source) in authority records

coded generic format
In label production, the format used by vendor partners to make customized labels using their printing software.

constant data notes
One of four user-defined free text local notes that can be added to bibliographic records.

copy cataloging
Using and modifying an existing bibliographic record for local use. OCLC creates and stores an archive record of the modifications at OCLC.
WorldCat Cataloging Partners performs modifications automatically based on an institution's WorldCat Cataloging Partners Profile.

See OCLC Customer Services Division (CSD).

Cutter number
A book number based on the widely used scheme devised by Charles Ammi Cutter. In colloquial usage, synonymous with book number. See Book number.
More specifically, the notation in a book number derived from the Cutter Three-Figure Author Table, the Cutter-Sanborn Three-Figure Author Table, or the OCLC Four-Figure Cutter Tables. The OCLC Four-Figure Cutter Tables are revised and expanded versions of the Cutter Three-Figure Author Table and the Cutter-Sanborn Three-Figure Author Table. WorldCat Cataloging Partners assigns Cutter numbers the same way the Cutter macro creates Cutter numbers. See also Book number.

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data added to records
See also user-defined data; vendor-provided data.

See duplicate detection and resolution.

delayed holdings
WorldCat Cataloging Partners option that allows holdings to appear in WorldCat 1-180 days after records are made available to the institution.

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.

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See OCLC Electronic Data Exchange (EDX) account.

Electronic Data Exchange
See OCLC Electronic Data Exchange (EDX) account.

Encoding Level (ELvl)
The level of completeness of the bibliographic record according to MARC standards.
In WorldCat Cataloging Partners, institutions choose acceptable levels of completeness.

extended matching
In WorldCat Cataloging Partners, software that compares selected elements of records (for example, title, author, and publisher) to determine if a vendor-provided record matches a WorldCat record.

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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.

firm order
A material order originating at the institution.

See file transfer protocol (FTP).

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Grand summary
In the WorldCat Cataloging Partners Cataloging Report, a compilation of information for all the invoices represented in the report. It lists number of invoices, total titles sent, date for holdings set, label production, and so forth.

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Electronic user documentation that is available from the Help menu of a specific product such as Connexion, FirstSearch, etc.

holding library
The library or collection within an institution represented by the holding library code. See OCLC holding library code.

holding library code
See OCLC holding library code.

The total stock of materials, print and nonprint, owned by a library or library system, usually listed in its catalog. Synonymous in this sense with library collection. In a narrower sense, all the copies, volumes, issues, or parts of an item owned by a library, especially a serial publication, indicated in a holdings statement in the record representing the item in the catalog. Holdings can be recorded in the MARC 21 Format for Holdings Information.
1) OCLC institution symbols attached to a record, indicating libraries that own the item described by the record. 2) The collective resources owned or held by the library.

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A library, a library system, an organization, or a part of a library, library system, or organization.

institution symbol
See OCLC symbol.

integrated local system (ILS)
See local system.

A detailed list of items shipped from a vendor with costs; an itemized bill.

Invoice summary
In the WorldCat Cataloging Partners Cataloging Report, a summary of an individual invoice in the report. It includes summary data as in the Grand summary, but is specific to one invoice.

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.

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label format
The organization and arrangement of the content of the label, including how many labels and how many printed lines for each label. See also Standard Label 6 (sl6) format; Standard Label B (slb) format.

label record
The record from WorldCat Cataloging Partners that contains the label information in a preformatted text that can be used to print labels.

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.

local system
An institution's computer system that manages cataloging, acquisitions, circulation, serials and/or an online catalog. If elements of a local system are designed to interact, can be called an Integrated Local System (ILS).

local system vendor
The company that manufactured a library's integrated library system.

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See vendor manifest.

manual matching
When needed, OCLC staff match vendor-provided bibliographic records to WorldCat records.

materials vendor
Wholesale booksellers and publishers who provide library materials through approval plans and firm orders from institutions.

The inaccurate relation between a record and the item to which it refers.

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No label
See placeholder label record.

no OCLC record found
On the WorldCat Cataloging Partners Cataloging Report, an item for which no matching WorldCat record is found. "No OCLC record found" occurs when no WorldCat record matches the Vendor Control number of the item.

no record delivered
On the WorldCat Cataloging Partners Cataloging Report, an item for which no matching WorldCat record is delivered. An item may be "no record delivered" because it did not meet selection rules or because its holdings are already set in WorldCat.

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Previously called Online Computer Library Center, Inc. and Ohio College Library Center. 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 cataloging
OCLC's online services for cataloging library materials using WorldCat and for producing catalog cards, machine-readable records, and other offline products. Participating institutions retrieve bibliographic records, modify the information for local use, and then order the modified record from OCLC. Institutions also contribute new records and location information to WorldCat for items for which no record is found. Access to cataloging activities is provided by the Connexion client, Connexion browser, CatExpress, and Z39.50 cataloging.

OCLC cataloging profile
Identifies and describes an institution's collections, including department and branch collections. Describes catalog card arrangements, sorting arrangements, types of cards, how information prints on cards, classification schemes and sources of subject headings.
WorldCat Cataloging Partners uses the cataloging profile for label production and to determine the classification scheme for adding call numbers to records and to the WorldCat Cataloging Partners Cataloging Report.

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. Formerly called OCLC User and Network Support (UNS).

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 Product Services Web
An OCLC Web site from which users retrieve labels, records, and reports from their OCLC Electronic 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 member libraries and other participants. OCLC symbols in records and in holdings displays identify libraries that have entered, modified, and used the bibliographic records for cataloging. See also OCLC holding library code.

OCLC User and Network Support (UNS)
See OCLC Customer Services Division (CSD).

Online Service Center
The Online Service Center is a secure, Web-based tool that library staff with administrative authority can use to order OCLC products and services as well as view, update and manage their OCLC account information.

order records
See vendor-provided bibliographic records.

original cataloging
Cataloging performed by an institution itself and not derived from any other source.

See Online Service Center.

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packing list
A list of items shipped from a materials vendor representing a particular shipment.

Partnering Data Record (PDR)
An optional record created by OCLC when no OCLC record is found or delivered. It contains title, ISBN and vendor-provided data.

See Partnering Data Record (PDR).

placeholder label record
Record placed in the file of label records to take the place of the label record when WorldCat Cataloging Partners creates no label record. Contains the text: No label.

pocket label
A label listing title, author, and call number that is affixed to the inside pocket of a library item.

profiling database
See WorldCat Cataloging Partners profiling database.

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record matching
Computer system operation that compares one record to another based on search criteria to determine a match.
See also record selection.

record selection
The process by which WorldCat Cataloging Partners determines the WorldCat record to provide to the institution. See also record matching.

record selection rules
User-defined rules that include or exclude records from being sent to the institution based on acceptable encoding level, cataloging source and record type.

record type
Term that identifies the format, genre, or medium of a document for cataloging and for retrieving a specific type of record. Valid values vary by database. In FirstSearch/Resource Sharing searches, use the advanced or expert search screens to select a valid document type from the drop-down menu. In Connexion, type a full search in the command line of the Search WorldCat screen or window, or select from a dropdown list in the guided search area of the screen or window.

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selection rules
See record selection rules.

set holdings on a record
OCLC member libraries "set" their holdings by attaching their OCLC symbols to bibliographic records in WorldCat. Having OCLC symbols attached to a record establishes that the institution holds the item.

shared local catalog
A catalog containing the records from several libraries.

shared local catalog administrator
The person or institution that administers a shared local catalog on behalf of the other members.

Items that come to the institution from the materials vendor with labels affixed and ready to be put into the collection.

spine label
The label affixed to the spine of a library book.

Standard Label 6 (sl6) format
A label format for producing one spine label and two six-line pocket labels.

Standard Label B (slb) format
A label format for producing one spine label and one four-line pocket label.

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title work mark
A letter placed after the last element of a Dewey call number to ensure that the call number is unique in the institution's local catalog. The title workmark is the first character of the main entry, or in the case of biographies, the first 600 field.

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unique-key matching
Record processing software used to determine if a unique key (for example, an ISBN or LCCN) and publication date are the same in a batchloaded or vendor-provided record and a WorldCat record.

See OCLC Customer Services Division (CSD).

user-defined data
Local data to be added to records; requests for call numbers and workmarks to be added to records; definitions of holding library codes to be added to field 049; location text for label production. See also vendor-provided data.

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See local system vendor; materials vendor; vendor partner

vendor-added data
See vendor-provided data.

Vendor control number
A unique number assigned by materials vendors to each title.

Vendor Inventory Database (VID)
A file containing linked Vendor control numbers and OCLC Control Numbers of the matching WorldCat record. WorldCat Cataloging Partners uses this file for record selection.

vendor invoice
See invoice.

vendor label file
A label file generated by OCLC that only a vendor partner can access.

vendor manifest
The electronic file sent by the vendor partner to inform WorldCat Cataloging Partners about titles being shipped to the institution. The manifest contains the institution name, titles of materials being shipped, Vendor control number, and other vendor-provided data.

vendor partner
A materials vendor that partners with OCLC to deliver records for new library purchases via WorldCat Cataloging Partners. OCLC may also partner with vendors to provide selection information for WorldCat Selection. See also WorldCat Cataloging Partners; WorldCat Selection.

vendor-provided bibliographic records
Records sent to WorldCat Cataloging Partners by materials vendors to be matched with WorldCat records. These records may be less-than-minimal level records, order-level records, minimal-level records, full-level records, and upgraded records depending on the vendor. Each record contains a Vendor control number used to match items with WorldCat records.

vendor-provided data
Information sent by the vendor partner in the vendor manifest that is added to the bibliographic records provided to institutions, such as barcodes, invoice numbers, invoice dates, and prices.
Vendor-provided information in WorldCat records supports OCLC Cataloging Partners. A vendor index for WorldCat searching allows searches for specific vendors using Connexion or FirstSearch/Resource Sharing. Vendor searches should be combined with other searches. Alone, they retrieve too many records.

vendor record update
A file of vendor-provided bibliographic records sent periodically to add to and update the Vendor Inventory Database.

See Vendor Inventory Database (VID).

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work mark
The part of a book number that consists of a letter appended to the author (or biographer) designation to show the first letter of the title (or first letter of the surname of the biographer). See also Book number.
See title work mark.

A database of tens of millions of online records built from the bibliographic and ownership information of contributing libraries. The WorldCat database is the largest and most comprehensive of its kind. OCLC members use WorldCat for a full array of technical library services, including cataloging, interlibrary loan, reference, union listing, local holdings, and many more.WorldCat is the foundation of many OCLC services that let your library process, manage and share information resources. And with its records now opened to Web search, bookselling and bibliography sites, holdings in your collection are even more easily located and obtained by both your local patrons and a broad-based Internet usership.

WorldCat Cataloging Partners
A collaborative effort with materials vendors to reduce the cost of cataloging for libraries. WorldCat Cataloging Partners delivers OCLC-MARC records that match the materials you ordered through participating vendor partners and sets your library's holdings automatically in WorldCat. WorldCat Cataloging Partners is the merger of the Cataloging Partner program and the OCLC PromptCat service.

WorldCat Cataloging Partners Cataloging Report
Formerly, PromptCat Cataloging Report. A list of titles and other data for which an institution has received an item from a vendor partner.

WorldCat Cataloging Partners Order form
The form institutions use to provide profiling information to OCLC. Information from the WorldCat Cataloging Partners order form is the source of the data in the WorldCat Cataloging Partners profile, which is stored in the WorldCat Cataloging Partners database.

WorldCat Cataloging Partners Profile
The collection of WorldCat Cataloging Partners processing descriptions, specifications, and requirements for an institution. The WorldCat Cataloging Partners profiling database contains the institution's WorldCat Cataloging Partners Profile.

WorldCat Cataloging Partners profiling database
The database at OCLC in which the information from the WorldCat Cataloging Partners order form is collected, entered, and stored. The WorldCat Cataloging Partners profiling database contains the institution's WorldCat Cataloging Partners profile.