Aleph Vocabulary List

ACC Indexes - See Browse

ADM - An administrative unit within ALEPH. One ADM can have multiple sublibraries and collections. An example of an ADM would be the library at St. Cloud State University.

ALEPH Tables - Tables that define your setup and configuration; e.g., item classes, defaults.

APDU - Is an abbreviaion for Application Protocol Data Unit. An APDU is an interlibrary loan request in a structured format. An APDU can be updating action on an interlibrary loan request.

APDU Exception - This is an error message when an interlibrary loan request can not be processed.

Applications Toolbar - The ALEPH Applications Toolbar displays buttons that you can use to activate the various modules by clicking on them.

• Acquisitions/Serials - Ordering, invoice handling, material arrival and claiming; Subscription management, Check-in, Claiming, Routing, and Binding.
• Catalog - Cataloging and HOLdings.
• Circulation - Loans/returns, requests, patron management, cash management, reading room, some item control and booking
• ILL - Interlibrary loans, both incoming and outgoing.
• Alephadm - Administration of the library's ALEPH tables, which set how the system works for a particular installation.
• Exit All - Allows you to exit the client software completely. Any open modules will close.
  

Arrived - Received or checked in an item. [Acq & Ser]

Authorities Index - Data from MARC 21 authority records will be included in some of the indexes. Specifically, the Library of Congress Names Headings (LCN) and Library of Congress Subject Headings (LCSH) will be loaded on the MnSCU server.

Batch Claiming - Automatic claiming by ALEPH when the batch service is run. [Acq & Ser]

Bookbag - A function of the Web OPAC that allows patrons to select records to be set aside in a temporary "basket" for further management (saving, printing, etc.). The Bookbag does not persist beyond the end of the patron's session.

Booking - Scheduling of items. Items can be scheduled for use at a future date or time.

Browse - Another word for this is "scan." This is a broad search that searches the headings phrases. It enables the user to search through an alphabetical list of phrases (e.g., title, author, subject, etc.) from the bibliographic record. The heading that matches is always listed second on the browse display screen, thereby showing you the term before it (browse backward) and terms beyond it (browse forward).

Browse Index - Also called headings index. Headings are whole phrases from the bibliographic record such as author, title, subject, etc. An entire field or a specific subfield may be a headings index term. Examples of browse indexes are: author, title, series, subject, place, publisher (260 b), location (852 h, I) imprint (260 a,b)

Budget - A unique code used to keep track of expenditures, encumbrances etc.

Captions - Word, phrase, or abbreviation indicating the bibliographic unit into which a serial or multipart item has been divided by the publisher. Examples: volume, number, part, year, etc.

Cataloging Client - Among other things it manages the HOLdings and ADMinistration records.

Chronology - The date(s) used by the publisher on a serial issued bibliographic unit to help identify it or indicate when it was issued.

Client - The software stored on your workstation to interact with the server where the databases and ALEPH automation system software is residing. Generally, the client includes all the modules.

Collection - In ALEPH the Holdings record is comprised of location = collection + sublibrary + call number. Collection refers to that part of your library which precisely describes the physical location of an item in the library. Each sublibrary has its own set of possible collections and locations. In ALEPH, collection codes are a merger of PALS shelflist and library location.

Common Command Language (CCL) - Codes that can be used for search retrieval. These codes are any of the indexes that have been established for the ILS.

Connection Record - a special BIB formatted record used within the Aleph Course Reserves module to link a bibliographic record to a course record. These records are held in the Course Reading Library (XXX30).

Course Reading - An individual item within the Course Reserves collection (see entry for "Course Reserves").

Course Reserves - A collection of materials set aside by instructors for use in particular classes. The Course Reserves module allows library management of these materials, primarily within the circ client, and student/staff searching of the Course Reserves Library via the OPAC.

Currency Code - Code used to identify different types of currency. i.e. USD, CAN

Databases or Libraries - The grouping or location of records based on the type of record.

• SYS01 - Location of all bib records for the consortium. It is the common bib library for all the administrative libraries on the MnSCU server.
• SYS10 - The authority library contains authority records of preferred forms of headings, relationships between headings (thesauri)...example: AUT10 (LCSH/LCN).
• xxx30 - The course reading library which contains records of materials kept for the course reading list.
• xxx40 - The interlibrary loan library which contains copies of the bib records that are being requested by ILL.
• xxx50 - Location of Administrative units which contains data about acquisitions, circulation, users privileges (including library staff and borrowers)...all the unique libraries on the MnSCU server. Example: SCS50 (St. Cloud State University); MSU50 (Minnesota State University, Mankato), etc.
• SYS60 - Location of all holdling records. The holdings library contains summary holdings information; i.e., location, collection, captions, enumerations, and call number and site-specific fields such as local subjects.
  

Direct Index - Direct indexes are created from fields that contain unique identifiers...for example, ISSN, ISBN, call numbers, barcode number, bibliographic record number, system numbers. Direct indexes enable the user to retrieve a specific record.

E.D.A. - Estimated date of arrival. [Acq]

EDI - In Aleph, acquisitions orders can be sent electronically using the EDIFACT protocol.

Encumber - To set money aside for purchase.

Enumeration - 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 to show the relationship of each unit to the item as a whole.

e-Shelf - A function of the Web OPAC that allows patrons to select records to be set aside in a permanent "buffer" for further management (saving, printing, etc.). The e-Shelf persists beyond the end of the patron's session.

Expand - An ALEPH feature that creates virtual databases by pulling information from the bibliographic record for a specific OPAC search or filter option.

Fast Cataloging - A fast way to create a simple 8 field bibliographic record. [Acq}

Filter - Limiting the search to specific types, dates, formats, etc. of data. Pre-filter...limiting the search prior to the actual find or browse search. Post-filter...performing the find or browse search and then limiting to specific type of data. Example: pre-filter by language...find only French language materials, or post-filter by date...find only materials greater than (newer than 1995).

Find - The Find function in the Staff Search Client (equivalent to the Search function in the Web OPAC) allows the user to search the database for keywords, such as words in the title or subject. When a Find is performed, the system uses "Word Indexes".

Functional View - In some modules there is an option of Functional View or Overview View in the Navigation Pane. When the Functional View is clicked, libraries are able to do functional work on the relevant window and form displayed in the panes.

General Invoice - Invoice header that summarizes all the individual line items.

Global Patron - External Patrons

Group Leader - Person named to be responsible for specific issues when routed. [Ser]

Group Members - Members on the routing list. [Ser]

GUI (Graphical User Interface) - This means that YOU (the user) interact (interface) with your workstation using user-friendly (just for you) graphical (buttons, arrows, icons, and keystrokes) software.

Heading Indexes - See Browse

History - A function of the Web OPAC that allows patrons to save search queries (as opposed to records) in a permanent "buffer" for rerunning in a future searching session. The History persists beyond the end of the patron's session.

HOL Record - Holding record contains summary holdings information; i.e., 852 $a location, $b sublocation or collection, $h, $I call number. It also contains site-specific fields such as local subjects. The 853/4/5 Captions and 853/4/5X enumerations are located in the HOL record as well.

Hotkeys - Shortcut keys; i.e., Function Keys, Ctrl. + Function Keys

Identifiers - The Direct Index is comprised of unique identifiers which are strings that uniquely identify; i.e., ISBN, ISSN, LCCN, System number. They can be alpha or numerical characters.

ILS - Integrated Library System.

Ini File - Initialization or configuration file on each individual PC. Any changes made to this file will only affect that particular PC.

Interoperability - Ability of interlibrary loans softwares to exchange interlibrary loan requests.

ISO ILL - Interlibary loan request and processing based on standards. ALEPH interlibrary loan is an ISO ILL software.

Item Process Status - The acquisition processing status. When present, this supercedes item status. For example if you give an item an item process status of "on order", it will display in your OPAC as "on order". [Acq]

Items - The item is the ALEPH "atom." Nearly all library activities are based on the item, for example: circulation, serial subscriptions and ILL. An item in ALEPH is a physical unit with a unique identifier: the barcode. Two identical copies of a book = two items.

Item Status - Item Class

Keyword Search - This is like the "find" search with the binoculars in CAT or OPAC. Certain words or numbers can be searched directly. It is derived from the Direct and Word indexes.

Line Item Invoice - Invoice is usually for single charges. You may have up to 99,999 lines to a general invoice. Usually relates to bib material, but can be non-bib item also, such as shipping.

LKR - ALEPH field that links records together from one database or library to another. In the bib record, the LKR number is the system generated number. It is linked to a HOL record that has a HOL library system generated number. This indicates links of copies to a bibliographic record.

Local Patron - Your library patrons

Locate - In interlibrary loan, Locate is a search for potential interlibrary loan suppliers for a request. Locates in interlibrary loan are done on ISBN or LCCN for returnables and ISSN for nonreturnables. A locate searches for ownership of the item in libraries on your potential supplier list(s).

Location - The MARC 21 field 852 is defined to contain information in as much detail as is needed to locate an item. Location = sublibrary + collection + call number. This is found in the HOL library.

Logical Base - Logical bases are defined by setting a FIND command that serves as a pre-filter or scope.

Main Menu Tabs - Each Module has a Main Menu Tab. The Main Menu Tab displays icons specific to that particular module.

MARC Record/Tags - A MARC record is a Machine-Readable Cataloging record. Machine-Readable...means a computer can read and interpret the data in the cataloging record. Cataloging Record...means a bibliographic record, or information traditionally shown on a catalog card. Tags are the numeric fields or places indicating the pieces of bibliographic information; i.e., 100 - author, 245 - title, 7xx - added entry (where "xx" indicates any of the succeeding numbers of the 700 field).

MARC8 Export - The bibliographic data interchange protocol currently is MARC8. The bib data in Aleph is stored in a different protocol called UTF8 (or Unicode). If a library wants to export some or all of their bib records, the data needs to be exported in the MARC8 format. There are two reasons this process would be used: 1) Exporting newly cataloged records on Aleph and providing a file upload to OCLC, or 2) Exporting Aleph data if a library decides to move to another system.

Marcive Loader - Marcive records are loaded into Aleph through a separate batch process.

Material Type - Format or Item Format

Menu Bars - The menu bars are displayed at the top of the screen and are different for each module. For example Circulation has a Patron Menu Bar and an Item Menu Bar. Acquisitions has a Serial Bar, Order Bar, and Invoice Bar. These menu bars are used for searching.

MnPALS - The name chosen to represent the virtual Web-based Union Catalog of the MnSCU/PALS libraries using Aleph.

Module Toolbar - Main Menus for the individual modules/clients.

Monograph - Single item, such as an individual book, or for a complete multi-volume work, such as a 20-volume encyclopedia. However, you may also place a Monograph Order for an individual issue of a serial publication, if, for example, the issue has been lost and you wish to replace it.

Node - A Node is a line under the Root in the Navigation Pane.

Oracle Tables - Tables that store the actual data.

Order - Information used to request a specific purchase. Generally one order equals one specific bib record.

Order Log - A detailed listing of everything that has happened to an order from creation and beyond. [Acq]

Overview View - In some modules there is an option of Overview view or Functional view. When the Overview is clicked in the Navigation Pane, you will see buttons in the far right pane labeled Cataloging, Items, Circulation, etc. This allows you to "push" the record to a different module.

OWN - The OWN field is used to control update access to all types of MARC records (BIB, HOL, ADM, AUT). The user is checked for access/update permission according to the contents of the record's OWN field(s).

Panes - The desktop is divided into 3 panes. The Navigation Pane on the left-hand side, the Upper Pane, and the Lower Pane. The Navigation Pane contains Roots and Nodes which are used to navigate through the different parts of the displayed record. The Upper Pane displays a part of the record depending on which Root or Node is highlighted in the Navigation Pane. The Lower Pane generally contains the tabbed workform relating to what is highlighted in the Upper Pane.

Patron Status - Patron Class

PLIF - This is an abbreviation for the Patron Load InterFace. The PLIF is used to update patron records from an academic registrar office. In PALS, we load updates on a daily basis to keep the MnSCU library patron records up-to-date and other frequencies mutually agreed upon for other academic libraries. Our technical staff is in the process of creating a script that separates each library's record from the shared MnSCU load, and another script to convert the data into Aleph format. Once the data is in the correct format, the Aleph patron information will be updated.

Potential Supplier List - A list of interlibrary loan units that will supply materials to your library. Potential supplier lists can be setup by format. The Locate process uses an ILL unit's potential supplier list to determine which libraries to search an item.

Prediction Patterns - 853/4/5 & 853/4/5X are based on the MARC21 Format for Holdings and are located in the HOLding Record. The patterns describe the issuance or publication of a serial or multi-part item including frequency, calendar change point, whether it restarts or is continuous, and other variations in publication.

priv_## or p_priv reports - Customized reports found under each modules 'Services \ Custom Services' menu.

Privileges, Patron - Portion of the local user information that determines library use permissions.

Privileges, Staff - Where it is determined what functions a staff person can perform from within the ALEPH Staff Client.

Profile - Profiles set user privileges and preferences in the WEB OPAC. The profile includes permissions (definitions of records to which the user is denied access, permission to update address, and so on) and preferences (record display, Interface language, and so on).

Proxy - The ability to establish a patron record allowing a person to act on someone else's behalf as it relates to borrowing materials, receiving letters concerning those materials or handling cash transactions.

Refresh Button - When updating a workform, use this button to check what you have entered against defaults and/or required fields. Any errors will display. You can then correct them before saving the record.

Root - A Root is the main bold line in the Navigation Pane.

Routing List - Created for specific subscriptions and each subscription may have several linked routing lists. [Ser]

SDI - A function of the Web OPAC that allows patrons to set up automatic search queries, to run at specified times, against specified bases. The resulting list of records is then sent to the patron via email.

Send - Action in interlibrary that submits a request to the lending library.

Serial - Publication which is issued as a consecutively numbered and indefinitely continuing series. Examples include newspapers and journals.

Serial Order - The purchase information of a serial. Examples include newspapers and journals. With a Serial Order, the number of issues to be received during the course of the subscription and the price of the subscription are both known in advance.

SICI Code - Serial Item and Contribution Identifier Code (based on ANSI/NISO Z39.56). This is a unique number by which the individual issue is identified throughout the world. [Ser]

SIP - SIP is the 3M protocol used for self-check units and for authentication via the Gateway.

STA - The STA field is an ALEPH field that contains information on the status of the record. For example, you will use the STA field to mark a catalog record that is on order by adding the following field: STA $$a ACQ-ORDERED

• STA $$a DELETED - The deleted field can be added to records that are considered "deleted" records. When records are deleted using the Delete Record from server option from the Cataloging modules, all fields in the record are deleted except the LDR field. The record actually stays in the database, but is not retrievable by patrons. The indexable fields remain in the record, but index entries for them are removed to prevent the display of these records from the Web and GUI OPAC.

• STA $$a SUPPRESSED - The suppressed field can be used to prevent the public from seeing these records. This field does not prevent index entries from being generated. Expand programs skip those holdings records where the STA Suppressed is located.

Staff Search - The binocular tab in each module used to search the Online Public Access Catalog. [Bib]

Standing Order - Usually for monographs in series (e.g., "Great Artists of the World") or for monographs of a particular subject matter. In either case, the order is usually for volumes that are due to be published in the future. A standing order is an open-ended order that remains in effect until it is cancelled. It is usually not known in advance the number of volumes that will be received nor the price of each volume. [Acq & Ser]

Status Bar - Portion of the ALEPH Client which shows connection information for the module that you are using. This bar is located along the bottom of the Staff Client window.

STP - Switch to Production.

Sublibrary - A sublibrary is the smallest administrative unit...a distinct subdivision of an ADM library. Records such as items, orders, subscriptions, loans, and transactions are created at the sublibrary level. Each sublibrary can have its own distinct circulation policy. Authorizations for librarians for various functions are also given at the sublibrary level.

Subscription List - List of subscriptions under a specific title; i.e., if two copies are ordered there will be two Subscription Records on the list. [Ser]

Subscription Log - List of subscription related activities that have occurred to a subscription. [Ser]

Subscription Record - Contains information relevant to a specific subscription (copy) of the serials held by the library.

Tab - Table.

Task Manager - Monitoring of batch reports and processes, printing.

Triggers - A trigger is a reminder to perform a task related to the record. Triggers are automatically generated at the time a record is being loaded to the server. They are generated when there are errors in the record. Three types of errors are identified: pen icon - error that is not serious...it can be overridden; pen and question mark icon...errors that keep popping up as triggers until you fix...but they can be overridden so record can be loaded to server; red exclamation mark icon...record must be fixed before loading to server. Triggers can be retrieved in the cataloging module under the "options" drop-down menu. Triggers can be added or modified in the "edit" drop-down menu of the cataloging module.

ue19- Process that runs in the background to locate and send interlibrary loan requests.

Union View - The virtual Web-based Union Catalog of the MnSCU/PALS libraries using Aleph (see MnPALS).

Version Check - The Version Check is located in the dropdown Aleph menu located at the top left corner of each module. The Version Check is used to update your client with the latest fixes and changes.

VDX - Interlibrary loan software used by many public libraries and academic libraries. Libraries using ALEPH ILL or VDX ILL can exchange interlibrary loan requests.

Virtual Bases - Aleph creates databases that are not actually set up as databases by expanding or pulling information from parts of the bibliographic database, for example a single sublibrary or format. This information can be pulled out by a word index...common command language; i.e., FMT (format), WAU (author), or by filter options; i.e., language, year.

WEB Guide - Primary resource for information about ALEPH 500. There is a separate chapter for each module, which presents the workflow and provides help on interacting with windows and on filling in forms. Each chapter also contains a special section for the System Librarian that explains how to control the module's appearance and behavior, manage it printouts, and configure its parameter tables.

WEB OPAC - Is a computerized system that allows the user to locate and request materials in a library via the internet using a browser.

Word Index - Word indexes are the basis of OPAC search and filter options. They are lists of words taken from specific fields of a bibliographic record. Following are examples of word indexes: words from authors (tags 100, 110...); words from titles (tags 240, 241, 242, 243, 245...); words from subjects (tags 600, 650); words from all fields.