Author: James Lake
Posted in: Glossary

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ACQ Type:  Order Record Fixed Length Field. The acquisition type describes the financial method for acquiring material, including paid and unpaid. Identifies material purchased to be sent on exchange, material ordered out of print, or Bancroft purchases from antiquarian dealers. Not to be confused with ORD TYPE.


Bib level hold:  A hold at the bib level can be filled by the first item attached to that bib record which is checked in. This allows the patron to receive the first returned item if more than one copy is checked out, and allows replacement/new items to fulfill the hold. Bib level holds are normally placed by patrons in OskiCat (however, if there are items with volume fields, the patron will be prompted to place an Item level hold for the specific volume they want).

Bibliographic record:  Record that describes the basic bibliographic entity/title. Order, holdings, and item records must each be attached to a bibliographic record, which can be either brief or full level, as determined by existence of a Cat Date>.

Billing location:  Order Record Fixed Length Field. The “Bill To” address prints on the purchase order and claim forms if the billing location is different from the receiving location. The one-character codes used for Billing and Receiving locations must coincide and appear in the same order in the two separate files because they use the same address file.

Buckram: Hard cover binding used for large, heavy volumes or for volumes that receive heavy use.


Cancel (Order):  Selector decides that the title is no longer wanted. Letter is written to the source to cancel the order.

CAT Date:  Field use in the Bib Record is described here: CAT DATE – how to update, why it matters  Field exists in the Order Record Fixed Length Fields but is not used.

Ceased (holdings):  Refers to a serial title that is no longer being published. A serial title can cease being published altogether or can cease to be published under one title and be continued being published under a new title. The former title will be considered ceased.

Checkin location codes:

CJK:  Chinese, Japanese, Korean

Claim (Order):  Order Record Fixed Length Field. Controls and reports claiming activity. A PO NOTE is generated when a claim is issued or the code is entered to not claim. Can be input manually to make an item appear in the next claim cycle, delay a claim, or turn off claims. The time period from the claim code is added to the days-before-claim set in the Vendor record to determine the claiming cycle. Values are hard-coded and cannot be changed. Do not change or delete CLAIM field definitions.

Comes bound:  Serial that either comes bound or comes as soft cover and is treated as if it comes bound. An item record is made right away upon receipt/checkin, and there is a one-to-one correspondence between item records and boxes (received issues) on the checkin card.
Contast with “Current Periodical”

Connexion:  OCLC software used for cataloging.

Copies (order):  Order Record Fixed Length Field. Indicates the number of copies of an item requested in an individual Order record for a single location. The default is 1 copy. If multiple copies are ordered for more than one location, use separate Order records.

Copy-Specific:  Bibliographic descriptive information that applies only to a single copy of a resource, e.g., imperfections, provenance, binding descriptions of rare books. Should not be included in the Master Record.

Country (order):  Order Record Fixed Length Field. Entered in Order records when records are loaded electronically. Otherwise, not used in Order records.

Course reserve:  Items given more limited loan periods for a specific time period (usually one semester) for a specific course or courses.

Create lists:

Cross reference report:  A report generated by OCLC for each file sent to set or cancel holdings. Each line in the report contains the Millennium bibliographic record number sent, and the OCLC Master Record number on which holdings were set or canceled. The information for each entry is loaded into that Millennium bib record in a 957 field with the current date. For records that were sent to OCLC to set CUY holdings for the period Aug. 2011 through January 2013, if an Institution Record was established for CUY, then the 957 field will also contain that legacy IR number.

Current periodicals:  Serial where an item record is not made right away, and when made, it may correspond to one or more boxes on the checkin card.
Contrasts with Comes Bound serials.


Delete record:  Remove a record from the database completely – there is no undo, and it is not possible to get a deleted record back from a backup tape. Cataloged bib record delete is done periodically by the system manager only. Other record types can be deleted by some categories of staff, as trained/authorized. Note that when we no longer have a title, record withdrawal rather than deletion is library policy.

Deselected:  Something the selector has decided is no longer desired for the collection. For example, a serial title that has been deselected but not withdrawn will not be reopened if issues continue to come on the order.

Drop (holdings, order):  A term used with serial orders. A title is “dropped” if:

1) A serial has lapsed and the supplier is not responding to claims. “Drop” is used after checking has been done to determine whether or not a title has definitely ceased publication, but no definitive answer can be found; we cannot confirm whether it is still available (e.g. no reply to claims); the title is no longer available on a gift or exchange arrangement. Drop is also used when a title is no longer available as a gift and the selector does not wish to purchase.

2) The order record is closed and no notification is sent to source. If material starts coming again, the records are automatically re-opened without referral to selector.

Duplicate bibliographic records:  Any pair or multiple of catalog records that reflect an identical match with regard to the record content. Low-level duplicate records may reflect only a brief description, but will match in their characteristics; true duplicate records are identified not only by the match of the record content, but in the case of bibliographic records, by the OCLC number.  Duplicate records should not be created and are merged/cleaned up as identified by Millennium.


EST price:  Estimated price for one copy. Eprice multiplied by the number of copies generates the encumbrance. If the price is entered in foreign currency the system converts to dollars. Maximum number of digits is 1,000,000.00.


Flush cases:  Hard cover binding with bare boards used for volumes that will receive light to moderate usage. Formerly called LC-bind

Form (order):  Order Record Fixed Length Field. Describes the physical format or type of the material being ordered, such as monograph, MVM, serial, newspaper. Used for running reports and managing records.

Fund:  Order Record Fixed Length Field. Indicates the specific funding associated with an order or payment. Created and maintained by the Acquisitions Department. Fund code “none” is used for gift, exchange or depository material.

Fund code:  The MILLENNIUM code used to identify the source of funding to be encumbered and charged. The fund code naming conventions identify the subject area, donor names, type of fund, faculty funds, or other source of funding. Each fund code is associated with a Campus Accounting chartstring used to process payment.


GLADIS:  General Library Automated Database and Information System. The cataloging and circulation system used at UCB before Millennium.

Global documents:  A global document is a procedure that should be followed by all units doing this procedure, and is reviewed by all appropriate groups.


Hold:  If an item is already checked-out when a hold is placed, a recall is produced. If an item is not checked-out when a hold is placed, a page is produced.

Holdings record/checkin record (.c):  In previous versions of Innovative’s software the term “checkin record” was used. Newer documentation uses “holdings record” or both terms. Holdings records are attached to Bibliographic Records and have Item Records linked in turn to them. They include a summary of holdings for serials and MVMs for each holding location as well as check-in “cards” for serials.


III (Innovative Interfaces):  Innovative Interfaces Incorporated. The software company which produces the Millennium ILS.

Institution Record:  An OCLC Institution Record (or IR in OCLC documentation) is an institution’s “local version” of a master record. It has its own OCLC number and is attached to the Master Record on OCLC. Not all institutions may create Institution Records – of the Millennium OCLC holdings symbols, only CUY (the general Berkeley symbol) used to create/carry Institution Records. A decision was made to discontinue the use of the Institution Record for UC Berkeley’s CUY, and all existing CUY Institution Records were deleted in early February 2013.  An local fields not retained in the Master Record, and can sometimes reflect corrections or additions made locally, if the Master Record was not updated. In some cases the Institution Record and the Master Record are identical except for their OCLC number because none of the fields defined as local are present. On OCLC, the Institution Record carries the Master Record number in the 079.

Item level hold:  A hold on a specific volume or copy, which will only be filled if that item is checked in. Item level holds are created two ways: 1- by circulation staff (ie a search), and 2- by patrons in OskiCat when they are placing an NRLF request or a recall/hold on a record that has at least some items containing volume fields. The item level hold allows the patron to specify which volume is desired. A different copy on the same bib will not fulfill an item level hold. For this reason, usually patron holds should be bib level holds placed by the patron in OskiCat.

Item record (.i):  Item records reflect the physical piece: book, carton, folder, serial volume or other basic circulating unit held in library collections. The main purposes of item records are: circulation, statistics, call number and location display (especially when there is no holdings record/checkin record (.c).

Item type:  A Millennium Item Type indicates the type of physical material is, according to a predetermined list in the Item Type fixed field of every item record. Each item type is associated with a number. When creating a new item, the correct item Item Type must be assigned to the item (e.g., Item Type 1 = Monograph – Regular Loan; 10 = Serial-Periodical (regular loan); 42 = Microfiche).


JACKPHY:  Japanese, Arabic, Chinese, Korean, Persian, Hebrew, Yiddish


Keying Unit:  Order Record Fixed Length Field. Indicates the unit and individual responsible for creating the Order Record.


Label location:  A three or four letter code (corresponding to the old Gladis location) that prints on a spine label under the call number to show the book’s shelving location. Label location is the way that it is possible to tell which location used to own something that has been withdrawn, as withdrawal changes the millennium location code to zw*.

Last copy/volume:  The final copy of any specific bibliographic item in the system. As there are many variant copies and editions within the database, the last copy of an entity is unique to that record and does not specifically match any other record. The term “last copy” is specific to an individual bibliographic record, and means the last active item record (.i) for that bibliographic record. It may be a volume or a copy. When the last copy is withdrawn, OCLC holdings are removed so it is clear UC Berkeley libraries no longer holds any portion of that title.

LC-bind:  Hard cover binding with bare boards used for volumes that will receive light to moderate usage.

Load table:  The internal file in Millennium that determines how MARC fields load, including mechanisms for overlay and MARC field protection.

Loan rule:  The loan rule number under which the item is currently checked out. The meaning of this number is viewable from the Millennium circulation module (in the Admin drop-down menu, under Parameters, then Circulation, choose Loan Rules). The loan rule that will be applied for the item is determined at the time of check-out through a combination of the item’s location code, the item type, and the patron type (the combinations are also viewable as above; choose Loan Rule Determiner instead of Loan Rules). The value is 0 if the item is not currently checked out.

Local document:  Local documents pertain to unit specific procedures and policies, has local impact, and needs no review beyond ILSSC.

Local holdings record:  OCLC local holdings records (LHRs) are separate holdings records attached to a related WorldCat bibliographic record that provide holdings details beyond the OCLC institution symbol. Individual LHRs report holdings information for a single copy of an item. An institution may have one or many LHRs for any given bibliographic record in WorldCat.

Location (Item, Holdings, Course, Order, Bib):  Fixed Length Field in these record types: Item, Holdings, Course, Order, Bib. Item Records: Identifies the physical location of the item, to the sublocation level (ie, Reference, Reserves, etc). Holdings Records: Identifies the physical location of the majority of the items attached. Should be at the sublocation level and should match the location of the item at least to the Branch level. Order Records: Identifies the shelving location at the Branch level. Sublocations can be used but are not necessary for ordering purposes. Generally this is the location to which item is routed when fully processed. For multiple locations, see the variable-length field LOCATIONS. Bib Records: A location of MULTI is possible, with specific branch level locations identified below. Bib location is maintained by an overnight process based in item and holdings locations – do not edit manually. Bib location is used to allow scoping (limit by location) in OskiCat.

Location codes:


Marcive: Marcive is a vendor we contract with for two projects: We receive from Marcive and load to OskiCat records for “born digitial” electronic government documents, and we outsource Authority Control to Marcive to update bibliographic and authority records.

Master Record:  Version of the WorldCat record available to all OCLC Connexion catalogers. Unlike the Institution Record, it does not include local data for any library.

Melvyl:  Melvyl is the UC-wide shared public catalog, hosted by OCLC using OCLC’s WorldCat Local product.

Message (Holdings, Item, Order, Patron):  Variable-length field used for any note that you want to appear in a pop-up window whenever a record is viewed. Any string of free text can be entered, up to 10,000 characters. Multiple Message fields in the same record will all appear in a single pop-up window. Use of this field is at the discretion of staff who edit the respective record type. The existance of a Message forces users to close the box before they continue ediitng the record, therefore, the feature should be used judiciously. Do not confuse this field with other types of note fields.

Modify Group:  A search-and-replace function in Millennium that allows for making a single change (status, OPAC message, sublocation, etc.) to a group of items linked to a single bibliographic record.

MVM:  A multi-volume monographic publication.

Mylar:  Binding using original paper covers laminated between transparent mylar plastic and binding board. Used for material 1/2″ to 2″ thick.




OCLC number:  The OCLC system control number that is stored in Millennium in MARC tag 001 is the Master Record number.

OPAC:  Online Public Access Catalog. At UC Berkeley our OPAC is OskiCat.

Order record (.o):  The order record carries order information for new materials ordered by the Acquisitions Department. The order record is attached to a bibliographic record.

OskiCat:  The OPAC of the UC Berkeley Library.


Pam: Pam (Pamphlet) binding features a stiff blue back cover and transparent plastic front cover, used for material up to 1/2″ thick.

Permanent reserve:  Items which are not for a specific course but are given more limited loan periods for an indeterminate amount of time.

Portable barcode scanner:  See Wireless TriCoder operation.



Recall:  When an item is currently checked out a patron may recall the item. This may be done by the patron through the OPAC or my staff through Millennium.


SCP:  The Shared Cataloging Program (SCP) provides catalog records for the University of California campus libraries. Established in January 2000, the program is based at UC San Diego.  More information:

SEC:  Successive Entry Changes

Semi-monthly:  Twice a month. A term used in serials frequency. Generally indicates a periodical that is published 24 a year. It differs from bi-weekly which can publish up to 26 times a year.

Sep/ae:  A term used to refer to a type of treatment given to a numbered monographic series where each issue number in the series is cataloged individually as a book, each with a different call number. The cataloging often carries a series tracing indicating the title of the overall series. Sep/ae is an abbreviation for “separate with added entry”.

Serials: See Serials — Identifying Successive Entry Changes.

Set (serial):  A term used to refer to a serial or monographic series cataloged under a single call number.

SSL:  Stands for Subject Specialty Library. This is the new term that replaced the term Branch Library.

Successive Entry Changes:  See Serials — Identifying Successive Entry Changes.

Suppress:  Withhold a record from public view so that the record does not appear in OskiCat. Library staff who are logged in to OskiCat may see suppressed records. In many circumstances suppressed records are marked with the text “suppressed” in red in Millennium.


Tier 1:  Term relates to licensed collections. Tier 1 is Material that is licensed for all 10 campuses (or 9 campuses if the content is non-medical and UCSF is excluded). The CDL negotiates the license and all UC users have access to this material. It may be funded, in whole or in part, by the CDL. More info:

Tier 2:  Term relates to licensed collections. Tier 2 is Material that is licensed, with the assistance of the CDL, for users at four or more campuses. Funding is generally shared by the General Libraries on the campuses involved. There may be a nominal CDL contribution; for example, to ensure that no UC campus pays more than it would by licensing the resource directly from the provider. More info:

Tier 3:  Material that is licensed and funded by the General Library at only one campus for users on that campus. More info:

Title changes:  See Serials — Identifying Successive Entry Changes.

Tracer:  A request for material that, typically, has been received in the Catalog Department but has not yet been cataloged. In rare cases tracers are requested for recently cataloged materials that have not reached the shelving destination; for example, material sent to the Bindery after cataloging. Library staff submit tracers on behalf of patrons who urgently need specific material when no other available content will suffice.


Universal Description:  Bibliographic descriptive information that applies to every copy of a resource, and is therefore appropriate to include in the Master Record.






Created: May 11, 2016
Last revised: November 14, 2016
Review date: None set

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