HCL Infosystems Ltd

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Contact Details: R Sunil Kumar (9911576521)sunil.r@hcl.in

General Library Terms and Definitions

AACR2: Anglo-American Cataloging Rules, second edition; the rules used for describing and
entering library materials in catalogs.

Abstract: A brief summary of a work, which tells enough to allow a reader to decide whether or
not it has the information sought; in many cases, it also contains keywords and/or terms used to
index the work so that it can be retrieved.

Acquisitions : Activities related to obtaining library materials through purchase, exchange, or

gift.

Annotation : A note which accompanies an entry in a bibliography, which tells what the item is
about. It differs from an abstract in that it need not necessarily be a summary of the contents. It
can be objective, evaluative, or promotional, depending on the purpose of the bibliography.

Barcode Number - the code and the 14-digit number appearing on

the beginning or end papers of a book. The barcode is used to
charge, discharge, and renew books on the online computer system.

Bibliographic access: The whole apparatus of access to records of

all kinds (textual, numerical, visual, musical, oral resources, etc. in all kinds of storage media
(books, journals, microform, computer storage, disks, Web-based, hypertext, etc. This includes
identifying documents, locating documents, and providing physical access to material.

Bibliography A list of items such as books, documents, articles, videos, etc. arranged in a
logical order and having something in common such as the author or producer, a subject, or the
geographic region. Books, scholarly articles, term papers, etc. often include bibliographies
listing the information sources on which they are based. A bibliography usually contains
identifying information, for example title, author, publisher, date and place of publications of a
book, so that the reader can locate the item.

Book Return: A place to return books borrowed from the library. The book return is a box
located outside the library, near the door of the library, or near the circulation desk.

Book Sorting Machine: is a RFID based equipment will sort the books according to the user
specified setting for shelving.

Bound periodicals are back issues which have been sent to the bindery, covered with a
binding, and placed in the stacks. Records for periodical titles are labeled as serials in the
Cornell Library Catalog. Some periodicals are now available through the Library Gateway. They
are generally called electronic journals or e-journals. See also the next entry, Serials.
Bulk Updates – upload database / modified records in bulk from one database to VTLS
database in one go.

Call Number: A call number is a combination of letters and numbers that is given to each item
held in the library. The letters and numbers assigned to the work describe its subject matter and
serves as its address on the shelf.
Catalog A list of items such as books,
periodicals, maps and/or videos
arranged in a defined order. The list
usually records, describes and indexes
the resources of a collection, a library or
a group of libraries.
Circulation Desk: The circulation desk
is the place to charge (check out),
return, or renew books. Circulation
staff can also help patrons locate items
that cannot be found. Items requested
through interlibrary loan and Borrow
Direct are delivered to circulation desks
and patrons can pick them up from
these locations. Course reserve items
are also available at circulation desks.
Overdue fines are paid at this desk, too.
Classification: is a process of
assigning unique number to each
resource for proper shelving and
retrieval.
Library Process
Acquisition: is a process of purchasing books,
CDs, magazines, etc for the library collection.
Article Indexing: is a process of entering different
articles/ published in leading magazine specific to
the library.
Cataloguing: is a process of processing / data entry
/ classifying the purchased books, CDs, magazine
for the users of the library. The resources (books,
CDs, magazine, etc) displayed on the shelves are
after the cataloguing process.
Circulation: is a process where the library
resources where given to its members for a specific
period. Fine collections for late return, member
security, etc are maintained in the Circulation desk.
Circulation desk is similar to Public Relation section
of any company.
Check-in: process of users returning the resources
at the circulation counter.

Copyright: Copyright is a form of Check-out: process of library issuing / given the

protection provided by the laws of the
country to the authors of "original works
of authorship," including literary,
dramatic, musical, artistic, and certain
other intellectual works.
resources to it’s users.
Serial Control: is a process of acquiring and
managing magazine/journals/periodicals for the
library.

Current periodicals are those, which Stock Taking: is a process of stocking checking the
have recently arrived and are usually library collection, annually, bi-annual, once in two,
kept in loose binders, or on open three or five years. A report is submitted to Library in
shelves. charge for further action.

Dewey Decimal Classification (DDC) Devised by Melvil Dewey in 1876. Probably the most
widely used classification system in the world today.

Digital library: Collection of texts, images, etc., encoded so as to be stored, retrieved, and read
by computer.
Digital printing: Printing from digitized information, rather than hot metal, or photographic
printing.

Document Delivery: A service that allows you to borrow materials from libraries through your
own library.

Documentation: Systematic collection, organization, storage, retrieval, and dissemination of

specialized information, especially scientific or technical. In the context of computers, the
manual that explains hardware and software operation. In the context of information science
history, "documentation" was the nomenclature prior to the 1960s.

Drop Box: is a RFID based circulation system, where user drop resources in a box placed at
particular area, it check the RFID tag and the USER tag and check-out (return) the resources
from the user’s account, it’s online updated to central library database. User also gets a return
receipt also.

E-Journal (Electronic Journal) A Periodical that is available in an electronic or computerized

form such as on the Web or on CD-ROM. An abbreviated term for electronic journal.

Electronic Data Interchange (EDI) is a set of standards for structuring information that is to be
electronically exchanged between and within businesses, organizations, government entities
and other groups

Extended Bibliography Services (XBS) content such as Book Covers, Table of Contents,
Summary, Reviews, Author Notes etc. are displayed WebOPAC with the Bibliographic record.

FTP File Transfer Protocol makes it possible to send data contained in files between computers.

Full text database: A full text database is a resource that provides access to the complete text
of an item. In a full text periodical resource, both the bibliographic descriptions and the articles
themselves will be available. An example of this type of resource is ProQuest Direct.

Full-text Article: A full text database is an electronic resource that provides access to the
complete article, along with the citation. the article may be displayed in various formats
including HTML, PDF, JPEG, JIF, etc.

Functional Requirements for Bibliographic Records -- or FRBR, is a conceptual entity-

relationship model developed by the International Federation of Library Associations and
Institutions (IFLA) that relates user tasks of retrieval and access in online library catalogues and
bibliographic databases from a user’s perspective. It represents a more holistic approach to
retrieval and access as the relationships between the entities provide links to navigate through
the hierarchy of relationships. The model is significant because it is separate from specific
cataloguing standards such as AACR2 or International Standard Bibliographic Description
(ISBD)

Glossary : An alphabetical list of technical terms within a subject field, including definitions. A
glossary may also be a list of unusual or obsolete terms.
Hold (Reservation) : A library user may place a hold on a book charged out to another person;
this ensures that the person placing the hold will be next in line to receive the book when the
book is returned.

Interlibrary Loan: Interlibrary loan is a form of resource sharing among libraries nation- and
world-wide. When a book or other item needed by a Cornell user is checked out, unavailable
for some other reason, or not owned by the library, a patron may request that it be borrowed
from another library by submitting an interlibrary loan request form. Interlibrary loan requests
can be initiated at any reference desk on campus or by using the Interlibrary Loan form that can
be found in the Services section of the Library Gateway.

ISBD International Standard Bibliographic Description: An internationally agreed on standard

format for representing bibliographic information.

ISBN: International Standard Book Number. A unique 10-digit code assigned to a specific
edition of a book before it is published.

ISO 2709 is an ISO standard for bibliographic descriptions, entitled Format for Bibliographic
Information Interchange on Magnetic Tape.

ISR Information storage and retrieval.

ISSN: International Standard Serial Number. A unique 8-digit code assigned to the specific title
of a serial/journals/magazine/periodicals.

Journal: Although the terms periodical, journal, serial, and magazine have slightly different
definitions, they are often used interchangeably. They are published on a regular basis (weekly,
monthly, annually, etc.) and contain articles written by various authors. A journal contains peer-
reviewed articles written by scholars while a magazine contains more popular articles often
written by journalists. The terms periodical and serial are more generic and refer to all types of
these materials.

Keyword Searching: Most online catalogs and bibliographic databases include an option that
allows the user to search by keyword(s). In this type of search, users enter a significant word or
words that describe the research topic, and the catalog or database retrieves all records where
the search terms appear whether they appear in the title field, abstract field, subject heading
field, contents field, notes field, etc.

LCC The Library of Congress Classification system.

Library Reserve Rooms: In academic settings when sets of selected readings are placed in
separate areas or delivered throughout separate systems, the SIC1 can be used as a data
collection element. It could also be used as the link between items and retrieval systems.
(Issuing resources for few hours can be done via VTLS)

Loan Period: The amount of time a patron may borrow a book or other item from the library.
The time varies depending on the type of material borrowed and the status of the borrower.
Magazine - a periodical publication for general interest such as news, current events, and
popular material. See Journal

Manuscript : The strictest meaning refers to a document of any kind that is handwritten. The
term may also refer to the handwritten or typescript copy of the text of a music or literary
composition before it is printed for publication.

MARC 21 is a result of the combination of the United States and Canadian MARC formats
(USMARC and CAN/MARC). MARC21 is based on the ANSI standard Z39.2, which allows
users of different software products to communicate with each other and to exchange data.
MARC 21 was designed to redefine the original MARC record format for the 21st century and to
make it more accessible to the international community. MARC 21 has formats for the following
five types of data: Bibliographic Format, Authority Format, Holdings Format, Community Format,
and Classification Data Format. Currently MARC 21 has been implemented successfully by The
British Library, the European Institutions and the major library institutions in the United States,
and Canada.

MARC 856: Field 856 contains the information needed to locate and access an electronic
resource, and may be included whether the bibliographic record is based on that resource or a
version thereof or a related resource.

MARC Machine-Readable Cataloging: A system in which cataloging records are prepared in a

format that enables the computer to recognize the elements and manipulate them for various
purposes.

Metadata: metadata’ is structured data about data, information that describes other information.
For example, if a Web page has an author, a title, a date of creation and a unique Internet
address, these elements constitute metadata about the page. Metadata is an Internet- age term
for information that librarians traditionally have put into catalogs and it commonly refers to
descriptive information about Web resources. Eg Dublin Core Metadata, MARC 21.

Mirror Database – same copy of the library database in different location around the campus,
region, etc

Newspaper: A periodical issued at regular, frequent intervals containing news, opinions,

advertisements, and other items of current interest.

NISO National Standards Organization, a subgroup of ANSI, which prepares technical

standards of importance to libraries and publishers, e.g., romanization of various alphabets,
criteria for indexes, rules for serials holdings statements, book numbering, etc. See Z39.2, for
example. VTLS’s CEO Mr. Vinod Chachra is a voting member of NISO.

Not Charged: If a library item is not checked-out, the online catalog will indicate that the status
of the item is Not Charged. This means that the item is available in its call number location in
the library.

Notation Numerals, letters, and/or other symbols used to represent the main and subordinate
divisions of a classification scheme. See also Mixed notation; Pure notation.
Online catalog : A Catalog in electronic (machine-readable) format and able to be accessed
online. Also known as an ONLINE PUBLIC ACCESS COMPUTER (OPAC).

OPAC (Online Public Access Catalogue) is online catalogue of library collection, which
authorized users can see and put their reservation request (see also WEB OPAC)

Pamphlet: A printed work of less than 50 pages.

Patron Info: A link available through the library catalog that allows Cornell patrons to view their
library account information charged items, pending requests, and fines or fees owed. Accessing
Patron Info requires the user to enter their Cornell ID number and last name. Patron Info is also
accessible via the link View your account or renew a book on the Library Gateway.

Peer-Reviewed Journal: A peer reviewed journal consists of articles that have been reviewed
by a panel of subject experts before they are approved for publication. Peer Reviewed journals
are also known as refereed or scholarly journals.

Periodical : A publication that is produced at regular intervals, or "periodically", under the same
title and is intended to appear indefinitely. Generally, the frequency is more often than annually
such as weekly, monthly, quarterly, etc.

Periodical Holdings List : An alphabetical list of periodicals owned by the Boise State
University Albertsons Library. Each title entry indicates what years of the periodical the library
owns, and where they are located.

Periodical Index - an access tool that locates and lists articles which have appeared in
journals, magazines, or newspapers that is organized by subject. A periodical index lists the
author, title, name of periodical, volume, pages and date of publication. Some indexes supply
abstracts that summarize the content of articles. Both indexes and abstracts are located in the
reference department and are available by using print volumes, CD-ROMs, the Internet, or an
online database.

Periodical Indexes and Abstracts: Periodical indexes list articles which have appeared in
journals, magazines, or newspapers. They list author, title, name of periodical, volume, pages
and date of publication. Abstracts are indexes that also contain summaries of the content of the
article. Both indexes and abstracts are found in reference departments. They may be in print
form, on a CD-ROM terminal, or available in the Library Gateway.

Rack : Shelf or shelves used for displaying books, magazines, periodicals or other library
materials

Rare Books: Books that are valued for the significance of their contents, their scarcity, their
imprint or date of publication, their physical characteristics or condition, or their associations
(signed or annotated by a famous author, for instance).

Ready reference Provision of quick answers to factual questions, using standard sources such
as dictionaries, almanacs, and directories.
Recall : Library users may place recalls on books charged out to other people. The people to
whom the materials are charged are notified by mail that another library user wants the book.
Recalled books must be returned within a short period of time, usually a week.

Reference Desk: When a person has a question about how to find specific information or how
to use library services and resources, assistance can be obtained from a reference librarian at
the reference desk. Professional librarians and reference assistants staff reference desks to
assist patrons with their questions.

Reference librarian: Reference librarians are specialists in the field of information retrieval.
Generally they have a Masters degree in library science, and may have other graduate degrees
as well. Reference librarians work in public services answering questions posed by library
patrons at the reference desk, by telephone, via e-mail, or through an online chat session. They
also provide instruction on the use of library resources and information technology.

Reference service Providing answers to users' questions, in person or by telephone.

Renewal - an extension of the loan period for material that has been previously checked out.
Renewals can be made in person at the circulation desk or by phone.

Reserve Reading - a selection of specific books, periodical articles, and other materials that a
faculty member has set aside for all students to read for a particular course. These materials are
usually kept together in one area of the library and circulate only for short periods of time.
Reserve materials can be located using ZipLink--see the RESERVE Lists" selection--or ask at
the circulation desk. Each library has its own reserve system.

RFID (Radio Frequency Identification) – Magnetic security tags used to manage the circulation,
stock and theft of resources in a library.

Self-Check Station: Bar-code reading machines for patrons to check out materials themselves,
rather than checking materials out at the circulation desk. Self-check stations are available at
Olin and Hotel School libraries. A Cornell ID card is required to use self-check. A receipt is
printed indicating when the materials are due back at the library.

Serial Control : The journals or the periodicals are the most difficult media for handling for a
library. Since the journals do not have any specific periodicity and have many issues like the
change of frequency , change of name , non receipt of issues and many more LBSUITE handles
all this using the serial control module effectively.

Serial: A library term for periodicals. Although the terms periodical, journal, serial, and
magazine have slightly different definitions, they are often used interchangeably. They are
published on a regular basis (weekly, monthly, annually, etc.) and contain articles written by
various authors. A journal contains peer-reviewed articles written by scholars while a magazine
contains more popular articles often written by journalists. The terms periodical and serial are
more generic and refer to all types of these materials.

Shelving: is a process of shelving the books return at the circulation counter to the book
racks/shelves.
SIP2 (Standard Interchange Protocol), standard protocol for data transfers between library
automation devices such as self-check machine and library circulation systems. It facilitates the
exchange of patron information and/or library material information. Mainly used in the RFID
Technology.

Stacks - the sections or areas of the library where the collection is stored. Books and
periodicals are arranged on shelves in the stacks and grouped by call numbers.

Subject Headings - a word or groups of words that are assigned to books, articles, and other
materials in order to indicate the subject matter and to group or organize similar materials by
topic. As an important element of effective research, subject headings are needed to determine
the correct headings as indexed within a specific database or catalog.

Trade Journal A Periodical that publishes news and other items of interest for a particular trade
or industry.

UNICODE – to support different international and national languages by the software. User can
change to desired language by simply selecting the option.

Universal Decimal Classification System devised by Henri LaFontaine and Paul Otlet in 1905.
Based on the 5th edition of the Dewey Decimal Classification, it has since gone its own way.
Look here for a partial breakdown of the UDC schedules.

Vertical File A collection of materials such as pamphlets, newspaper clippings, brochures, or

pictures, which because of their shape and often their ephemeral nature, are filed in drawers or
cabinets for easy reference.

Virtual library Access to electronic information in a variety of remote locations through a local
online catalog or other gateway, such as the Internet.

WEB OPAC – (WEB based Online Public Access Catalogue) VTLS provide an interactive web
based OPAC (Library website) where user search the Library database (see OPAC)

Z39.50 Protocol used for search and retrieval of information in database from one library or
between different libraries