Glossary
Fixed-length Data Elements -Additional Material Characteristics
This field contains 18 character positions (00-17) that provide for coding control number information about special aspects of the item being cataloged that cannot be coded in field 008 (Fixed-Length Data Elements). It is used in cases when an item has multiple characteristics. It is also used to record the coded serial aspects of nontextual continuing resources.
The field has a tree structure, whereby the code given in 006/00 (Form of material) determines the data elements defined for subsequent character positions. Except for code s (Serial/Integrating resource), the codes in field 006/00 correspond to those in Leader/06 (Type of record). For each occurrence of field 006, the codes defined for character positions 01-17 will be the same as those defined in the corresponding field 008, character positions 18-34. Configurations of field 006 are given in the following order: books, computer files/electronic resources, maps, music, continuing resources, visual materials, and mixed materials.
Physical Description Fixed Field
This field contains special information about the physical characteristics in a coded form. The information may represent the whole item or parts of an item such as accompanying material.
The data elements in field 007 are positionally defined and the number of character positions in field 007 depends upon the code contained in 007/00. Character position 00 contains a code that identifies the category of material. The fill character (|) is not allowed in this position. The fill character may be used in any other character position when the cataloging agency makes no attempt to code the position.
The categories of material for which field 007 is applicable in bibliographic records are presented in the following order in the field description: map, electronic resource, globe, tactile material, projected graphic, microform, nonprojected graphic, motion picture, kit, notated music, remote-sensing image, sound recording, text, videorecording, and unspecified.
Fixed-length Data Elements - General Information
This field contains 40 character positions (00-39) that provide coded information about the record as a whole and about special bibliographic aspects of the item being cataloged. These coded data elements are potentially useful for retrieval and data management purposes.
The data elements are positionally defined. Character positions that are not defined contain a blank (#). All defined character positions must contain a defined code; for some field 008 positions, this may be the fill character (|). The fill character may be used (in certain character positions) when a cataloging organization makes no attempt to code the character position. The fill character is not allowed in field 008 positions 00-05 (Date entered on file). Its use is discouraged in positions 07-10 (Date 1), 15-17 (Place of publication, production, or execution), and the 008 position defined for Form of item (either position 23 or 29 depending upon the 008 configuration).
Character positions 00-17 and 35-39 are defined the same across all types of material, with special consideration for position 06. The definition of character positions 18-34 was done independently for each type of material, although certain data elements are defined the same in the specifications for more than one type of material. When similar data elements are defined for inclusion in field 008 for different types of material, they occupy the same field 008 character positions.
access point
A searchable key or index to a record or set of records.
added entry A secondary entry to the main entry in a MARC record.
A secondary entry to the main entry in a MARC record.
An advance shipping notice or advance ship notice (ASN) is an electronic notification of pending shipments that is provided by a supplier after an EDI order is received and processed. If the supplier has the capability to produce ASNs (X12 transaction set 856), the Polaris EDIAgent utility retrieves the shipment information, and loads the data into Polaris. This enables users to receive materials in Polaris by scanning the tracking barcode on the outside of the carton.
An arrangement with a publisher or vendor to send materials automatically. With an approval plan, it is not necessary for the library to order each title individually, and titles that are not considered appropriate may be returned by the library. An approval plan with a vendor is usually an agreement that the library will receive current imprints selected for the library on the basis of a detailed profile.
association
A relationship between two or more patron records so that when one record is open, all records associated with it are visible and accessible.
authority control
The consistent use and maintenance of forms of names, subjects, uniform tiles, etc. used as headings in a catalog. This process creates a link between bibliographic records and the authority file, providing the underlying structure of the catalog.
authority record
A cataloging record that refers to specific name headings, subject headings, series, and uniform title headings in bibliographic records. It lists the cross-references to be made to and from the established heading and cites the sources consulted in establishing the heading. A MARC record containing value “z” in Leader/06.
barcode
The unique identification for a patron or an item.
barcode recognition
The ability of Polaris to differentiate between patron and item barcode types. If the user inputs the wrong barcode type, an error message appears.
bibliographic record
A cataloging record, commonly referred to as a MARC or title record, which is the primary source of data used by other Polaris records. Bibliographic records can contain all or some of the following information: title, main entry, subject headings, classification and call number, and description of the item.
A blanket plan (also called a blanket order) is most commonly used for ordering all materials or a specific subset of materials that are published by an organization. In contrast with approval plans, blanket plans do not generally allow return privileges with simple deductions from the invoice. With blanket plans, quality is less important than comprehensiveness of coverage. Blanket plans can be as narrow as a specific publisher’s series or as broad as a request to send all material of a particular type or on a particular subject.
1) an authority link (see or see also - 4xx and 5xx respectively) which points to an authority heading that does not exist in the database. 2) An authority heading (1xx) to which no bibliographic records are linked.
block
Polaris term for the condition you may know as “stop.” A block interrupts the check-out, renewal, or placement of a hold under certain conditions in Polaris. A block notification message appears, which library staff can override to continue with the transaction.
call number
A classification number which identifies a particular work and indicates its shelf position in relation to other works.
catalog
The bibliographic representation of the materials in library collections.
A code stored in tag 040 $a that tells who created the record. These codes are governed by the MARC code list for libraries.
check-in
Polaris term for the process you may know as “discharge” or “return.”
check-out
Polaris term for the process you may know as “charge” or “loan.”
chief source of information
The source of bibliographic data to be given preference as the source from which a bibliographic description (or portion thereof) is prepared. Examples of the chief source are the title page of a book, the title screen of a video, or the title screen from a computer software product.
The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.
claim
Occurs when Polaris shows that an item is out, but the patron claims that she returned the item (claim returned) or never had the item (claim never had). Library staff assign the appropriate claim status to the item.
client
A software application that connects to a service from a server somewhere on the network. Specifically, a workstation using Polaris software to access or maintain the database on the Polaris server. In Serials, a claim may be placed when a serial issue is not received as expected.
client/server
A computer system that includes a client workstation and a server. Working at the client, a user requests a service of the server. The server does the appropriate processes and passes the results back to the client. In these systems, the majority of processing is done on the server, often distributing the processing across multiple servers.
collection
A group of materials which share common characteristics and a location. Examples include reference and periodicals.
collective title
A title proper that is an inclusive title for an item containing several individual works.
content designators Tags, indicators, and subfield codes in a MARC record.
Tags, indicators, and subfield codes in a MARC record.
context menu
A menu that is displayed at the location of a selected object by right-clicking the object (also referred to as a pop-up menu or shortcut menu). The menu contains commands that are contextually relevant to the selection.
control number
A unique number assigned by an agency: Library of Congress puts its control number in tag 010. National Library of Medicine puts its control number in tag 016. Records in Polaris have the control number in the 001 Current System.
corporate body
An organization or group of persons that is identified by a particular name and that acts, or may act as an entity. Typical examples of corporate bodies are associations, institutions, business firms, nonprofit enterprises, governments, government agencies, religious bodies, local churches, and conferences.
cross-reference
An alternate heading which directs the user to either the established form of a heading or to related headings.
database
An organized, searchable collection of information units containing related information. As used in Polaris documents, a database might contain bibliographic data, such as the library catalog; another bibliographic database, such as a journal citation file; or a full-text database of some kind. The database might reside in a number of places, including a hard disk on a server which is a part of the local system, a CD-ROM, or on a remote server accessible via the network or via the Internet.
A separate character used in conjunction with a subfield code and introduces each subfield in a variable field.
A deposit account is an account with a vendor that allows customers to pay all or a portion of the estimated annual billing in advance. Depending on the amount prepaid, the typical discount is from 1.5% to 4.5% more than with a regular plan, where invoices are paid after the receipt of titles.
Any of various marks, such as a macron or cedilla, added to a letter or symbol to indicate its pronunciation or to distinguish it in some way.
directory (MARC record)
A series of entries that contain the tag, length, and starting location of each variable field within a record. Each entry is 12 character positions. Directory entries for variable control fields appear first, in numerical order. Entries for variable data fields follow, arranged in ascending order according to the first character of the tag.
duplicate detection
An automatic Polaris process to ensure that each patron is registered only once and that patron barcode numbers are not duplicated.
The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.
Entering patron information during the check-out process as a service to new, unregistered patrons.
field (MARC record)
Each bibliographic record is divided logically into fields. There is a field for the author, for the title information, and so on. These fields are subdivided into one or more subfields. The names of the fields are represented by 3-digit tags.
Hold requests for specific issues of a serial title (such as the May 2015 issue of Horticulture Magazine ) or specific parts of a multi-part title (such as the first season of a television series on DVD).
A division of a subject heading which brings out the form of the work. For example, in the headings:
Internet (Computer network) - Periodicals
Library technicians - Bibliography
A value applied at normal and bulk check-in, renewal, and offline that allows you to omit a specified number of days from the overdue fine calculation.
The name of a larger geographic entity added to a local place name.
For example, in the headings:
Cambridge (Mass.)
Toledo (Spain)
A subdivision which limits a topical subject heading to a specific geographic location.
For example, in the headings:
Women - Peru
Libraries - New York (State)
group (holds)
Two or more related hold requests for the same patron, with a status of active, inactive, or pending, can be grouped when a patron wants any one of several requested titles. When one request is filled, the others are deleted. The group is assigned a letter.
heading
Any of the 1xx tags in the authority record and any text subject to authority control in the bibliographic records.
heading cross-reference
A heading (either an equivalent heading, a similar heading, or an unused heading) represented in 4xx and 5xx, fields in the authority record. Polaris only links bibliographic records to authority record 1xx fields. Authority records link to other authority records in 1xx, 4xx, and 5xx fields.
higher preference Cataloging Source
A cataloging source code which represents an institution whose cataloging the library deems to be preferred over other lower preference cataloging sources.
hold
Polaris term for the process you may know as “reserve.” (In Polaris, “reserve” refers to setting items aside for specific academic courses.) A hold request is a system function by which an item is blocked from circulation and kept for a patron to pick up later.
hold request
A patron or staff member may place a request to set aside an item for the patron to pick up later, usually because the item is currently unavailable.
hold slip
A paper record printed when an item is trapped An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision. (held) at check-in or renewal for a patron and placed with the held material for identification purposes. Polaris offers several types of hold slips.
holds queue
A list of requests with pending or active status or a title or item. Requests are typically filled in the order they appear in the queue. You can manually change the order of requests in the queue.
index
An organized list that designates the contents or topics in a database or databases; contains entries or codes that can be used to identify and retrieve a record.
indicator
Two character positions follow each tag (with the exception of Fields 001 through 009). One or both of these character positions may be used for indicators. In some fields, only the first or second position is used; in some fields, both are used; and in some fields, like the 020 and 300 fields, neither is used. When an indicator position is not used, that indicator is referred to as “undefined” and the position is left blank. By convention, a blank or undefined indicator position is represented by the character “#”.
item-level hold
A request for a specific item when only that item satisfies the request. Example: Several items are linked to the bibliographic record, but only a specific item, a large-print copy, satisfies the request.
item
A single piece owned by a particular library or agency as a part of a particular collection. An item may be a copy of a book, serial, abstract, article, audiocassette, or microfilm.
item record
A cataloging record that identifies a particular item in the library collection. Item records are generated during standard cataloging operations, on-the-fly circulation, release of a purchase order, or serial check-in.
Leader
The first field in all MARC records, fixed in length at 24 character positions. It contains data elements that provide information for the processing of the record. The data elements contain numbers or coded values and are identified by a relative character position.
loan
See check-out.
lower preference Cataloging Source
A cataloging source code which represents an institution whose cataloging the library deems to be less preferred than those of higher preference cataloging sources.
macro
A sequence of keyboard actions that can be recorded once and replayed on demand.
MARC
Machine Readable Cataloging.
MARC Editor
This window appears when you select a bibliographic or authority record from a search results list, or when you create a new bibliographic or authority record. The Editor window is identical for both bibliographic and authority records. All bibliographic and authority record operations are done from the Editor window.
A group of monographs with a collective title in addition to their individual titles. The individual items may or may not be numbered. The collective title is generally found on the title page or the cover of each monograph.
name authority file
A file containing records which show the form in which personal names, corporate bodies, uniform titles, and jurisdictional geographic headings have been established; indicate the cross-references made to those headings, and cite the sources consulted in establishing the heading.
non-filing characters
Typically, articles at the beginning of a title, such as a, an, or the including the space that follows, are counted as non-filing characters. For example, the counts as 4 non-filing characters.
on-the-fly item record creation
Entering basic item information to create a minimal-level item and bibliographic record, according to pre-defined OTF templates. This allows an item to circulate immediately without full cataloging.
operator
A word or symbol used to specify the relationship between two entities in a search, or a characteristic of a search term. Operators include: Boolean operators, proximity operators, relative operators, and range operators.
overlaid
A record status applied to the pre-overlay version of the record for the duration of the session in which the overlay occurred. Records with the Overlaid status are deleted upon the close of the session in which they were overlaid.
overlay
To replace a record in the current database with a new record, or to combine two records into one, moving the links from the existing record to the new record during the process, and applying the existing record's control number to the 035 $a of the new record.
overlayer
A duplicate record which was saved in place of the original version.
PAC
The online public access catalog. A software application intended for patron use, allowing a user to search the library online catalog and databases.
patron
The person using the library resources.
patron code
A Polaris code used to maintain patron privileges and policies. You can set up an unlimited number of patron codes.
patron record
A patron services record that contains information about the patron, including name, address, registration location, and notification data.
Polaris
A client/server integrated library system for the Microsoft Windows operating system, produced by Innovative Interfaces.
query
A structured request for catalog or database information.
reading history
A list of items that a patron has checked out since the history was started. Renewals are not included in the list, but multiple check-outs of the same item are included.
record
A discrete information unit in a database.
record set
Records of the same type, grouped in a retrievable file, on which you can perform common tasks.
record status
1. A code in Leader/05 for bibliographic and authority records that contains the MARC record status.
2. The Polaris record status for cataloging records applies to bibliographic, authority, and item records and determines whether the record is Provisional or Final.
relevancy ranking
The programmatic ordering of search results so that those that seem most likely to meet the users’ needs appear first in the list.
Requests-To-Fill (RTF Requests-To-Fill or RTF processing sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.) processing
Polaris sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.
reserve
To set aside course material (at schools and colleges) for the exclusive use of a particular group of users.
results or results set
A collection of one or more records found as a result of a search.
scoping
A complex, precise search that is conducted when you select operators, qualifiers, and values; Polaris formats this information into Common Command Language (CCL) statements.
search
n. A series of commands intended to satisfy a request for information.
v. The process of retrieving results from a database or information resource to satisfy an information request.
session
The time spent and activities performed at a workstation by a user without interruption. A session is bound by a user or system initiated log on and a log off or start over procedure. The total set of activities and transactions that occur between the time the user logs on and the user logs off.
search string
A series of characters for which you want to search.
serial
A publication in any medium issued in successive parts bearing numeric or chronological designations and intended to be continued indefinitely. The following types of publications are examples of serials:
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Daily newspapers
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Periodicals
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Magazines
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Scholarly, professional, and other journals published regularly or occasionally
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Annuals (reports and yearbooks)
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Proceedings of conferences and transactions of societies
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Numbered monographic series (each individual item has its own unique title, the title of the series, and the number of the item within the series)
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Online electronic journals
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Loose-leaf material
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Indexes and supplements
server
Software that allows one computer to offer a service to another computer. Other computers connect to the server program by means of matching client software. Also refers to the computer on which the server software is operating. For example, the computer with the library catalog database and the software used to process search requests is a server.
The colloquial name for Serial Item and Contribution Identifier.
The SICI is the SISAC Serials Industry Systems Advisory Committee. This committee was instrumental in creating the supporting documentation for the NISO z39.56 standard. bar code. The SICI incorporates the ISSN and is used on scholarly, technical, medical and other subscription based serials.
SICIs are composed of three different segments. All three of these segments must appear in every SICI, although values within a segment may be omitted if not applicable. The Item Segment - includes the data elements needed to describe the serial item. These elements include the ISSN, chronology, and enumeration of the piece being described. The Contribution Segment - includes data elements that describe contribution or article information within the serial item. These include the title code (determined algorithmically) and page number. Depending on the code structure (see below), the contribution segment may additionally include a PII or other assigned number. The Control segment - contains a version number, to identify the version of the standard being used to create the SICI, and a Code Structure Identifier (CSI), which designates whether the SICI refers to an item, a contribution, or some other alternate type of serial publication. Further, the control segment includes a Derivative Part Identifier
significant digits
A portion of the patron barcode defined as unique in Polaris Administration. Staff can enter just the significant digits in a patron barcode field, and patrons can enter just the significant digits to log on at the PAC.
sine loco (s.l.)
Without place (i.e., the name of the place of publication, distribution, etc. is unknown)
sine nomine (s.n.)
Without name (i.e., the name of the publisher, distributor, etc. is unknown).
SISAC
Serials Industry Systems Advisory Committee. This committee was instrumental in creating the supporting documentation for the NISO z39.56 standard.
special loan period
A manually assigned length of time that an item can be checked out, different from the regular loan period for the item.
SQL search
A complex, precise search that is set up using Standard Query Language (SQL). SQL queries typically use a SELECT operation to retrieve data from one or more tables in a database. Commonly available keywords related to SELECT include:
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FROM to indicate from which tables the data is to be taken.
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WHERE is used to identify which rows are to be retrieved
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GROUP BY is used to combine rows with related values into elements of a smaller set of rows.
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HAVING is used to identify which of the combined rows are to be retrieved.
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ORDER BY is used to identify which columns are used to sort the resulting data.
staff client
The Polaris software used by the library staff, including the Administration, Acquisitions, Serials, Cataloging, and Patron Services subsystems.
An order placed with a vendor or the publisher directly for all publications in a series, all volumes in a set, or all publications of a single publisher.
subfield code
Subfield codes are one lower-case letter (occasionally a number) preceded by a delimiter. Each subfield code indicates what type of data follows it.
subfields
Most fields contain several related pieces of data. Each type of data within a field is called a subfield, and each subfield is preceded by a subfield code. Fields 001 through 009 do not have subfields.
tag
Each field is associated with a 3-digit number called a tag. A tag identifies the type of data that follows it. Tags are generally organized by hundreds as follows:
- 0xx - control information, numbers and codes
- 1xx - main entry
- 2xx - titles, edition, imprint, publication information
- 3xx - physical description
- 4xx - series statements
- 5xx - notes
- 6xx - subject added entries
- 7xx - added entries other than subject or series
- 8xx - series added titles
- 9xx - codes left for locally-defined uses
system control number
A unique number assigned by some authoritative system other than Library of Congress or National Library of Medicine. Code identifying the institution may be included in parentheses. This code is kept in tag 035 $a.
template
A record that streamlines the creation of new records of a particular type. It contains information that is consistently used in all records of the same type.
terminal server
A computer or controller used to connect multiple terminals to a network or host computer.
textual holdings
A textual description of the holdings of a basic bibliographic unit in the collections of the reporting agency. It may be used instead of or in addition to enumeration and chronology to record and/or display all or part of the holdings.
title-level hold
A request for a title when any item attached to the bibliographic record satisfies the request.
tracing
A record of the headings under which an item is represented in the catalog.
trapping
An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision.
workform
The primary window in Polaris, designed as a mini-application for entering, editing, and viewing data.
Z39.50 search targets
Remote catalogs or Web search engines that use the standard Z39.50 search protocol for MARC records. Once targets are set up in Polaris Administration, staff and patrons can search selected Z39.50 targets simultaneously with the Polaris database.