UM Libraries Data Definitions and Abbreviations

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

Full Word	Abbreviation	Definition
A		return to top
Acquisition	ACQ	The purchase of library materials.
Added Volume	ADDVOL	Official count of new material in library collection.
Approval Plan	AP	Library material purchased via a contract under which selection and rejection of materials occurs.
Archives	ARCV	Public records or historical documents kept in a recognized repository.
Audio material	AUDIO	Sound format library material, i.e., audiocassette, compact disc, audio reel, phono recording, sound recordings, etc.
Audio Visual/ Audiovisual	A/V	Non book library material also identified individually, such as laser discs, videocassettes, films.
Authority Record	AUTHREC	Official forms of entry selected as headings in a catalog for author, corporate names, subject headings, etc.
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Bound Volume Equivalent	BVE	Ratio Count of material formats – 1:1 for all but microfiche –5:1.
Bibliographic Record	BID	A record in the catalog which identifies and describes an item in the collection. Also, called Bib record or Bib identification.
Binding	BIND	Process of preparing monographs or serials for binding/rebinding.
Blanket Order	BLO	Purchase order for the entire output of a publisher.
Borrowers	BOR	Users of the library collection.
Borrower Type	BTY	Library users categorized, for example, Undergraduate/Graduate Student, Faculty, Staff.
Branch	BRA	The location of library materials. An auxiliary library service outlet with quarters separate from the central library, with a basic collection of books and other materials, staffing and an established schedule of operations.
Brittle Books	BRITBKS	Volumes with paper so embrittled that rebinding or repair is impossible.
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CD-ROM	CDROM	Compact discs read-only memory.
Call Number	CNUM	A combination of letters and numbers used to locate an item in the collection.
Cancellation	CANCEL	Termination of a library material order.
Cartographic material	CART	Maps, globes, aerial photographs and images, all of which can be two or three dimensional in presentation.
Cassettes	CAS	Audiocassettes.
Catalog	CATAL	A list of materials owned by the library and; The method of classifying and identifying library materials.
Charge	CHARGE	A record of the loan of library materials. To lend library materials to a patron.
Circulation	CIRC/CRC	The process of lending library materials to borrowers and keeping records of the loans. The total number of items lent during a given time period.
Claims	CLMS	Request of a supplier or publisher to fill a long overdue order.
Classification	CLS**	A systematic method of categorizing books and other materials corresponding to their subject matter.
Collection	COLL	The entire holdings of a library; the works of an author; or items on a particular subject.
Computer Files	COMPFI	Pieces of computer-readable disks, tapes, CD-ROM, etc.
Conservation	CONSERV	Treatment of library materials to protect and repair them.
Copy	COPY	A single issue of a work in print, or non-print.
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Database	DB	A collection of electronic records with a standardized format, usually requiring a specific software application used for access.
Deacidification	DEACID	Processing print library materials to remove acidity in order to prolong usable life.
Depository Materials	DEPOS	Material of any format received by the Libraries automatically and indefinitely retained as part of a Depository Program.
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Electronic Database	EDBASE	Information in large files accessed via Telnet, the World Wide Web, which require a search engine. Most typical library types are citation indexes and full text, licensed from vendors.
Electronic Journal	EJRN	Periodical received totally or in part from a publisher or aggregator through electronic means.
Expired Borrowers	EXBOR	Library users whose borrowing privileges are no longer valid.
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Finding Aid	FINAID	A descriptive tool, published or unpublished, manual or electronic, produced by a manuscripts and archives repository to establish physical and/or intellectual control over records and archives’ materials.
Film	FILM	Reels of film/motion pictures.
Fine	FINE	Money owed by borrower if library material is not returned by the due date, if recalled and not returned, or if declared lost.
Fund	FND	Accounts to which library purchases are charged.
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Gift	GIFT	Library material received from a donor at no charge.
Government Documents	GOVDOC	Materials produced by a government agency.
Graphic material	GRAPHIC	Pictures, prints, photographs, postcards, slides, transparencies.
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Hold	HOLD	Patron request to pick up library materials at the owning library or at another location.
Holdings	HLDGS	All items owned by the library.
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Imprint	IMP	Information describing publisher, place of publication and year of publication.
In-house use	INHOUSE	The use of items from the collection in the library building with no formal charge to a patron.
In Transit	INTRAN	Method of keeping track of material borrowed at one library and returned to another.
Interlibrary Loan	ILL	A borrowing and lending service between libraries and library users, which provides access to materials not owned by the library. ILL requests may be satisfied manually or electronically.
Item Record	ITREC	A record which represents a physical piece in the library. Linked to a Bib Record, it describes the item and records circulation.
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Journal	JRL	See Periodicals.
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Library Instruction	LIBINST	Instructional program offered by the Libraries to members of the campus to explain the available information resources.
Location	LOC**	The area of the library where an item or a section of the collection of the collection can be found.
M		return to top
Magazine	MAG	See Serials.
Manuscript	MANU	A work written by hand. The work of an author prior to publication.
Membership	MEMB	Status of member in an organization, or with a vendor by virtue of being a customer.
Microfiche	MFICH	flat sheet of photographic film containing a document transferred to micro image form. Read on a Microform Reader, which magnifies the micro images.
Microfilm	MFILM	Photographic film in the form of a roll that contains micro images arranged sequentially.
Microforms	MF	A generic term for media, which are reproductions of, printed material significantly reduced and viewed and/or photocopied via a microform reader/printer. Examples are microfilm and microfiche.
Monograph	MONO	A publication complete in one physical piece.
Monographic Set	MONOS	A publication in multiple volumes.
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Newspaper	NEWS	Publication usually issued daily or weekly, containing news, photographs and advertisements.
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Order Record	ORDREC	Acquisition information used to order and to keep track of new materials purchased until receipt.
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Patron	PATR	See Borrower.
Patron Placed Holds	PPH	Capability provided to the library user to place holds for materials online.
Patron Information in PAC	PIP	Capability provided to the library user to check his/her circulation record on line.
Patron Record	PATREC	Online information about the library user, including a name, address.
Periodicals	PERIOD	Publication issued more frequently than once a year and intended to be published for an indefinite time span. See also Serial.
Physical Bound Volume Equivalent	PBVE	State ratio formulae for counting material formats for planning purposes.
Preservation	PRESERV	Activities that ensure the physical survival of materials or information.
Preservation Microfilm	PRSMFLM	Reformatting of library materials by microfilming according to preservation standards.
Preservation Photocopy	PRSCPY	Reformatting of monographs or serials by photocopying according to preservation standards.
Purchase Card	PURCD	Credit card issued by the University Controller as an alternate method to purchase library material.
Purchase Plan	PP	Purchase programs, which provides for all of specific categories of materials.
Public Access Catalog	PAC	Term used for an online catalog of library holdings searchable by author, title, subject, call number.
R		return to top
Recall	RECALL	Item checked out to another patron is requested for another patron earlier than the due date.
Reference material	REF	Most frequently used library materials. For example, indexes, encyclopedias, directories, etc.
Reference service	REFSER	Assistance provided to library users by library staff to secure information using library resources.
Registration	REG	Collection of patron information to create a patron record which includes a name, address, borrowing privileges’ circulation information.
Renew/Renewal	RENEW	Extends due date of borrowed items(s) to same borrower. Reregistration of a borrower.
Reserve(s)	RESERVE	An area of controlled access where items are lent for shorter than usual periods. Examples of some types of reserves are class/course and permanent.
Returns	RTN	Borrowed library materials returned by user.
S		return to top
Score/Sheet Music	SCORE	Sheet music.
Serials	SERIAL	Publications issued at regular intervals usually intended to be continued indefinitely; also a publication in the serial category published no more frequently than an annual. Examples: newspapers, magazines, and journals, annuals.
Shelf List/Shelflisting	SL	A listing in call number order of the library holdings.
Software	SW	Application software for computing.
Software license	SWLIC	License issued by a vendor authorizing the use of copyrighted computer programs or electronic databases.
Sound Recordings	SR	See Audio materials.
Standing Order	SO	Monographic series received as published.
Subscription	SUBN	Consent to receive periodical material from an agent of publisher for a specified period and under certain conditions.
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Temporary Item Record	TEMP	A record created to allow use of the item before processing is completed.
Title	TITLE	The name which distinguishes printed works, recordings, films, etc.
Transfer	TRANS	Process in which library materials are moved from one library collection to another.
U		return to top
User	USR	See Borrower.
User file	USRFI	See Patron File.
V		return to top
Video Material	VIDEO	Library material which must be projected; e.g., videocassettes, videotapes, motion pictures, laser discs.
Volume	VOL	One physical piece (book) usually bound.
W		return to top
Withdraw/Withdrawal/Withdrawn	WD	Process of removing items from the collection. Material deleted from library collections.

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