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APPENDIX A: GLOSSARY
The following list contains terms that are used to define standardized measures and metrics for public services in special collections and archival repositories. A standardized definition for each term is provided to ensure that its meaning in the context of this document is clear and unambiguous. Whenever possible, the definitions have been borrowed or adapted from other standards and resources commonly used by libraries and archives, although in a few cases it was necessary to formulate original definitions for the purposes of this document.
Whenever a defined term is used in the measures and metrics section, it has been capitalized in order to prompt the reader to consult the definition.
The standards and resources from which definitions have been drawn include the following:
National and International Standards:
Glossaries, guidelines, statistical surveys, and additional resources:
A brief form, typically completed by a user, though sometimes by Repository staff, used to request materials for consultation or other purposes from the closed stacks of a library or archives.
Source: Adapted from ODLIS, Call Slip: “A brief form that the user must fill out to request an item from the closed stacks of a library or archives, or from some other non-public storage area, usually retrieved by hand by a staff member called a page, although automated and semi-automated retrieval systems are used in some large libraries.”
Synonyms: request slip; paging slip; retrieval form
Related terms: Checkout
Comment: Call Slips may be created manually or electronically. Individual Call Slips are generally completed for each Collection Unit that is retrieved and circulated to facilitate tracking and reshelving.
The act of recording the removal of a Collection Unit from its place of storage so that it may be issued to a Registered User in a Reading Room or for other purposes.
Source: Adapted from ISO 5127:2001, 5.2.05 Charge Out: “act of recording the removal of documents (1.2.02) from their place of storage (1) (4.3.1.1.01).” Compare ODLIS Checked Out: “The circulation status of an item that has been charged to a borrower account and is not due back in the library until the end of the loan period.”
Synonyms: charge out; loan
Related terms: Call Slip; Circulation Transaction
Comment: Checkout generally refers to the process whereby Repository staff record the issuance of materials to Registered Users for consultation in a Reading Room, but may also be applied to other situations in which a record is made of the removal of materials from their permanent storage locations for other purposes, such as for use in Exhibitions, Instruction Sessions, etc.
The cycle of retrieving, issuing, returning, and reshelving Collection Units.
Source: Adapted from ODLIS, Circulation: “The process of checking books and other materials in and out of a library. Also refers to the total number of items checked out by library borrowers over a designated period of time and to the number of times a given item is checked out during a fixed period of time.” See also Beth M. Whittaker, “Using Circulation Systems for Special Collections: Tracking Usage, Promoting the Collection, and Address the Backlogs,” College & Research Libraries 69/1 (January 2008), 29, where circulation within a special collections environment is defined as “usage of materials within a secure reading room.” Compare ISO 5127:2001, 5.4.05 Reading-Room Lending, which is defined as the “transfer (2) (4.1.2.04) of documents (1.2.02) from their place of storage (1) (4.3.1.1.01) to another location inside an information (1) (1.1.3.08) and documentation (1.2.01) organization for consultation purposes.” Compare also ISO 2789:2013 2.2.22 On-site Loan: “document delivered, in most cases from closed access, for use on the premises.”
Synonyms:
Related terms: Checkout; Call Slip; Reading Room; loan; on-site loan
Comment: In a special collections environment, a Circulation Transaction for whatever purpose may be most simply and broadly defined as the temporary removal of collection materials from their permanent storage locations, which is synonymous with the ISO 5127: 2001 5.4.03 definition for Loan: “physical transfer (2) (4.1.2.04) of documents (1.2.02) from their place of storage (1) (4.3.1.1.01) to another location for a defined period of time.” A Circulation Transaction is essentially a temporary loan process.
A generic designation for special collections and archival materials, regardless of format, that for the purposes of Circulation Transactions are requested and tracked as an individual entity using a Call Slip or an automated circulation management system.
Source: Adapted from ISO 5127:2001 2.1.13, Archival Unit: “item single document (1.2.02) or set (1.1.1.03) of documents in an archives (2) (3.1.02), treated as an entity.” Compare ANSI/NISO Z39.7-2013, 4, Introduction, Volume: “A single physical unit of any printed, typewritten, handwritten, mimeographed, or processed work, distinguished from other units by a separate binding, encasement, portfolio, or other clear distinction, which has been cataloged, classified, and made ready for use, and which is typically the unit used to charge circulation transactions.”
Synonyms:
Related terms: Circulation Transaction; Call Slip; volume; archival unit; container; item; piece
Comment: For the purpose of measuring collection use, a generic term is needed to denote the various ways that Repositories count requests for collection materials and track their retrieval, circulation, and reshelving. Depending on the nature of the materials and their cataloging and housing, a Collection Unit may represent a single volume or multi-volume set, a single map or portfolio of maps, an archival box or a folder, a videotape or audio cassette, CD/ROM or DVD, etc. Formulating a generic designation allows Repositories to perform circulation transactions and statistical counts in ways that are most sensible and practical locally, without attempting to require all institutions to count transactions in precisely the same way (e.g., not requiring all archives to count all circulation transactions at the box level rather than the folder level, which would require some archives to change circulation practices). This also permits Repositories to to manage the circulation or other movements of materials from un- or under-processed, or uncataloged collections as Collection Units, even if the Collections Units themselves may change once the collection is processed or cataloged (e.g., an archives circulates an under-processed collection at the box level, but once it is fully processed, it circulates it at the folder level).
A pre-arranged activity with cultural, educational, social, political, scholarly, or other intent, such as tours, lectures, concerts, and other programs organized or hosted by the Repository.
Source: Adapted from ISO 2789:2013, 2.2.9 Event, and ISO 16439:2014, 3.22 Event: “pre-arranged activity with cultural, educational, social, political, scholarly, or other intent, e.g., exhibitions, author visits, literary discussions, workshops, etc.” Compare ANSI/NISO Z39.7-2013, 7.8.3 Information Services to Groups: “Information contacts planned in advance in which a staff member, or a person invited by a staff member, provides information intended for a number of persons. Information service to groups may be either bibliographic instruction or library use presentations, or it may be cultural, recreational, or educational presentations. Story hours are included. Presentations both on and off the library premises are included as long as the library sponsors them. Meetings sponsored by other groups using library meeting rooms are not included.”
Synonyms: program
Related terms: Instruction Session; Exhibition
Comment: The following Notes from ISO 16439:2014, 3.22 Event, were considered in formulating guidelines for measures and metrics pertaining to Events hosted by a Repository. Note 1 to entry: “Only events arranged by the library on its own or in partnership with other institutions are included, whether inside or outside the library premises. Events inside the library premises organized by institutions outside the library without the library’s cooperation are excluded.” Note 2 to entry: “User training lessons and library tours are excluded.” Note 3 to entry: “Ongoing programs are included. Each session of a program is counted as one event.” Note 4 to entry: “Virtual events are included.”
A display of a collection of objects, organized or co-organized by a Repository, that have been selected and ordered so that their interaction demonstrates an idea or theme for cultural or educational purposes in a variety of manifestations, including both physical and virtual displays.
Source: Adapted from ODLIS, Exhibition: “A collection of objects shown or displayed in a public place. Also, the act of displaying a collection of objects publicly.” Compare ISO 2789:2013, 2.2.10 Exhibition: “time-limited display of objects, organized or co-organized by the library.” Compare also ANSI/NISO Z39.7-2013, 3.1.16 Exhibition: “assembly of artistic, historical, scientific or technical documents (1.2.02) through which visitors move in a planned sequence based on educational intention or aesthetics.” Note 1 to entry: “Exhibitions can take place inside or outside the library premises.” See also SAA Glossary, Exhibition (1): “An organized display of materials” and accompanying Note: “An exhibition generally includes materials such as artworks, documents, or objects that have been selected and ordered so that their interaction demonstrates an idea or theme for cultural or educational purposes.”
Synonyms: exhibit, display
Related terms: Event
Comment: The following Notes from ISO 16439:2014, 3.22 Event, were also considered in formulating guidelines for measures and metrics pertaining to Exhibitions, including online Exhibitions. Note 1 to entry: “Only events arranged by the library on its own or in partnership with other institutions are included, whether inside or outside the library premises. Events inside the library premises organized by institutions outside the library without the library’s cooperation are excluded.” Note 2 to entry: “User training lessons and library tours are excluded.” Note 3 to entry: “Ongoing programs are included. Each session of a program is counted as one event.” Note 4 to entry: “Virtual events are included.”
Comment: The “time-limited” element from the ISO 2789:2013 definition was removed in order to make it possible to apply the definition to virtual/online/digital Exhibitions that generally mounted with the expectation that they will remain accessible indefinitely. The “public place” element from the ODLIS definition was removed because some Repositories are not open to the public but may curate exhibitions for their private constituents.
A request made by a Repository or its parent organization on behalf of an affiliated User to temporarily borrow or reproduce material held by another Repository to facilitate access for research purposes.
Source: Adapted from the Interlibrary Loan Code of the United States, Definitions 1.1: “Interlibrary loan is the process by which a library requests material from, or supplies material to, another library.”
Synonyms: ILL
Related terms: resource sharing; document delivery; borrowing; lending; exhibition loan
Comment: Additional definitions and best practices for the inter-institutional loan of archival and special collections materials may be found in the ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials, approved by the Association of College and Research Libraries, a division of the American Library Association, in 2012, and endorsed by the Society of American Archivists in 2013. Inter-institutional loans of archival and special collections materials to facilitate research access are distinct from loans for Exhibitions. A loan request for research access may be fulfilled by temporary transfer of the original material or by its reproduction and transmission through a document delivery service. Reproductions delivered in this manner by Repositories on behalf of their Users are distinct from reproductions requested directly by Users.
Comment: The use of Interlibrary Loan protocols and systems for the borrowing and lending of special collections materials most often occurs in college and university settings, which generally have Interlibrary Loan departments in their main library systems. Such departments may forward borrowing or document delivery requests to special collections and archives departments that are also part of the library system. Many other Repositories may not have opportunities to participate in formalized Interlibrary Loan or resource sharing programs. Nevertheless, the may adapt resource sharing approaches to offering and directly managing temporary loans of their materials to other Repositories for research purposes.
Presentations that are instructional or pedagogical in nature, and that are planned in advance for a number of persons who are enrolled in a program of study at which a Repository’s staff member or person invited by a staff member provides information relating to the Repository’s holdings.
Source: Adapted from NCES Academic Libraries Survey, 2012, Information Services to Groups: “presentations at which a staff member or person invited by a staff member provides information intended for a number of persons and planned in advance. These services may be either bibliographic instruction or library use presentations, or cultural, recreational, or educational presentations. Presentations both on and off the library premises should be included, as long as they are sponsored by the library. Self-paced tutorials and staff training should be excluded, as well as meetings sponsored by other groups using library meeting rooms. Include web-based presentations.” Compare ISO 5127:2001 5.5.14 User Education (Bibliographic Instruction): “formal instruction programme designed to teach information users (5.1.05) how to utilize effectively the sources and the information services (5.5.02) available in a library (2) (3.1.04), documentation centre (3.1.19) or in any other information (1) (1.1.3.08) and documentation (1.2.01) organization.” Compare also ODLIS Bibliographic Instruction: “Instructional programs designed to teach library users how to locate the information they need quickly and effectively. BI usually covers the library’s system of organizing materials, the structure of the literature of the field, research methodologies appropriate to the discipline, and specific resources and finding tools (catalogs, indexes and abstracting services, bibliographic databases, etc.). In academic libraries, bibliographic instruction is usually course-related or course-integrated. … Instruction sessions are usually taught by an instructional services librarian with specialized training and experience in pedagogical methods.”
Synonyms: class visit
Related terms: bibliographic instruction, information services to groups
Comment:The program of study may include K-12 students, undergraduate or graduate students enrolled at a college or university, or adults enrolled in a lifelong learning program. This standard distinguishes formalize instructional outreach programs from other types of Events and recommends the separate collection of statistics for each domain.
The successful loading of any document containing content that requested by a website visitor.
Source: Adapted from Eric T. Peterson, Web Analytics Demystified: A Marketer’s Guide to Understanding How Your Web Site Affects Your Business (Portland, OR: Celilo Group Media, 2004), p. 48: “A page view is counted with the successful loading of any document containing content that was requested by a Web site visitor, regardless of the mechanism of delivery or number and frequency with which said content is requested.” Compare Web Analytics Definitions, which defines a Page as “an analyst-definable unit of content” and Page Views as “The number of times a page (an analyst-definable unit of content) was viewed.” The Web Analytics Definition definitions recognize that the criteria for counting Pages and Page Views depend upon the software agent used to access and record them; see Comment below.
Synonyms: pageview
Related terms: unique Page View; unique pageview; session; visit
Comment: According to Web Analytics Definitions, Page Views, p. 7: “Most web analytics tools allow the client to specify what types of files or requests qualify as a ‘page.’ Certain technologies including (but not limited to) Flash, AJAX, media files, downloads, documents, and PDFs do not follow the typical page paradigm but may be definable as pages in specific tools. Content, such as XML feeds (RSS or Atom) and emails that can be delivered to both web browsers and non-browser clients are not typically counted as page views because the request or receipt of the content does not always correspond to the content being displayed.”
A secure space or area provided for Users to consult a Repository’s holdings.
Source: Adapted from SAA Glossary, Reading Room: “A secure space area designed for patrons to work with a Repository’s holdings.” Compare ISO 5127:2001, 5.3.05 Reading Room: “space provided for the consultation of documents (1.2.02), usually combined with a reference collection (3.1.11) within an information (1) (1.1.3.08) and documentation (1.2.01) organization.”
Synonyms: reference room, research room, search room
Related terms: Reading Room Visit
Comment: In this document, definitions, measures, and metrics pertaining to Reading Rooms and Reading Room Visits were formulated for physical Reading Room environments, but they may also be adapted to online or virtualized Reading Room environments.
Comment: Although the definition given here uses the more generic term Users, the User of a Reading Room is generally a Registered User because Repositories generally require their Users to go through a formal registration process in order to consult its holdings in its Reading Room. For this reason, the term Registered User is generally used in the body of this standard with reference to Reading Rooms.
An in-person visit by a User to a Reading Room to consult a Repository’s holdings.
Source: Based on ISO 2789:2013, 2.2.40 Visit: “person (individual) entering the library premises.”
Synonyms:
Related terms: visit
Comment: The following definition from ISO Z39.7-2013, 7.1 Gate Count, was considered in formulating guidelines for measures and metrics pertaining to Reading Room Visits: “The total number of persons who enter the library. The total number includes persons who visit in groups and persons who visit for library-sponsored programs. A person may be counted more than once. Counting may be done upon entrance or upon exit.” In this document, definitions, measures, and metrics pertaining to Reading Rooms and Reading Room Visits were formulated for physical Reading Room environments, but they may also be adapted to online or virtualized Reading Room environments.
Comment: Although the definition given here uses the more generic term Users, the User of a Reading Room is generally a Registered User because Repositories generally require their Users to go through a formal registration process in order to consult its holdings in its Reading Room. For this reason, the term Registered User is generally used in the body of this standard with reference to Reading Rooms.
A request from a Repository User for assistance in locating specific information or in using Repository resources in general, made in person, by telephone, or electronically.
Source: Adapted from ANSI/NISO Z39.7:2013, 7.3 Information Request: “A request from a library user for assistance in locating specific information or in using library resources in general, made in person, by telephone, or electronically.” Compare ISO 2789:2013, 2.2.26 Reference Question: “information contact that involves the knowledge or use of one or more information sources (such as printed and non-printed materials, machine-readable databases, the library’s own and other institutions’ catalogues) by library staff.” See also ODLIS, Reference Question: “A request from a library user for assistance in locating specific information or in using library resources in general, made in person, by telephone, or electronically.”
Synonyms: information request
Related terms: Reference Transaction; virtual reference transaction; reference service
Comment: The Notes from ISO 2789:2013, 2.2.26 Reference Question, were considered in formulating guidelines for measures and metrics pertaining to Reference Transactions, the following in particular. Note 3 to entry: “One reference question may address several issues.” Note 4 to entry: “The question can be delivered personally or by means of telephone, regular mail, fax or electronic media (via email, the library website or other networked communications mechanisms).” Note 5 to entry: “It is essential that libraries do not include informational (directional and administrative) questions, e.g. for locating staff or facilities, regarding opening times or about handling equipment such as printers or computer terminals (see 2.2.13).”
An information contact that involves the knowledge, use, commendation, interpretation, or instruction in the use of one or more information sources by a member of the Repository staff.
Source: Adapted from NISO Z39.7:2013, 7.3: “A reference transaction is an information contact that involves the knowledge, use, commendation, interpretation, or instruction in the use of one or more information sources by a member of the library staff. Information sources include printed and non-printed materials, machine-readable databases (including assistance with computer searching), catalogs and other holdings records, and, through communication or referral, other libraries and institutions, and persons both inside and outside the library.” Compare IMLS Public Libraries Survey, 2014, 502 Reference Transactions: “information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs. A reference transaction includes information and referral service as well as unscheduled individual instruction and assistance in using information sources (including web sites and computer-assisted instruction).” Compare also ISO 2789:2013, 2.2.27 Reference Service: “provision of information and assistance, in response to requests, by an information and documentation organization (source: ISO 5127:2001, 5.5.06).”
Synonyms:
Related terms: Reference Question, virtual reference transaction; reference service
Comment: See also the Instructions for the ACRL Annual Survey, 2016, Information Services to Individuals (lines 64 and 65), which represent a modification of NISO Z39.7-2013, 7.3: “Transactions and consultation interactions are information contacts that involve the knowledge, use, recommendations, interpretation, or instruction in the use of one or more information sources by a member of the library staff. Information sources include printed and non-printed materials, machine-readable databases (including assistance with computer searching), the library’s own catalogs and other holdings records, other libraries and institutions through communication or referral, and persons both inside and outside the library.”
Comment: For this standard, Reference Transactions encompass and include virtual reference transactions; see NISO Z39.7:2013, 7.3.1 Virtual Reference Transaction: “A virtual reference interaction is a question that is received and responded to in electronic format and conforms to reference interactions in that it is an information contact that involves the knowledge, use, commendation, interpretation, or instruction in the use of one or more information sources by a member of the library staff. Virtual reference interactions include e-mail, webform, chat, text messaging, instant messaging, or other network-based medium designed to support virtual reference.” Compare ODLIS, Digital Reference: “Reference services requested and provided over the Internet, usually via e-mail, instant messaging (‘chat’), or Web-based submission forms, usually answered by librarians in the reference department of a library, sometimes by the participants in a collaborative reference system serving more than one institution.”
A person who has applied for and received permission to gain access to Repository materials in accordance with its policies.
Source: Adapted from IMLS Public Libraries Survey, 2014, 503 Registered User: “a library user who has applied for and received an identification number or card from the public library that has established conditions under which the user may borrow library materials or gain access to other library resources.” Compare ISO 2789:2013 2.2.28, Registered User: “person or organization registered with a library in order to use its collection and/or services within or away from the library.”
Synonyms:
Related terms: User; patron; reader; researcher; searcher; customer; visitor; active user; active borrower
Comment: Registration typically involves having Users complete a registration form upon an initial Repository visit. Such forms generally require Users to provide personal data, including contact and demographic information, to present a government-issued ID for verification, and to sign or acknowledge an agreement stating that they will abide by a Repository’s policies for Reading Room access and other services.
Any type of organization that holds documents, including business, institutional, and government archives, manuscript collections, libraries, museums, and historical societies, and in any form, including manuscripts, photographs, moving image and sound materials, and their electronic equivalents.
Source: Adapted from the Note to the SAA Glossary definition for Repository. The Glossary defines a Repository generically as “a place where things can be stored and maintained; a storehouse,” yet adds a Note explaining that the term is “used throughout this work to refer to any type of organization that holds documents, including business, institutional, and government archives, manuscript collections, libraries, museums, and historical societies, and in any form, including manuscripts, photographs, moving image and sound materials, and their electronic equivalents.” Compare ODLIS, Repository: “The physical space (building, room, area) reserved for the permanent or intermediate storage of archival materials (manuscripts, rare books, government documents, papers, photographs, etc.).”
Synonyms: archival authority; archival agency; archival institution; archival programme
Related terms: archives; special collections library; research library; historical society
Comment: The Multilingual Archival Terminology database defines an Archival Repository as an “agency or programme responsible for selecting, acquiring and preserving archives, making them available, and approving destruction of other records,” noting that this definition is derived from ISO 15489-1:2001, Information and Documentation – Records Management – Part 1, General – Terms and Definitions, Archival Authority (also Archival Agency, Institution, or Programme). This definition is also used as the basis for definition of Archives (2) in ISO 5127:2001, 3.1.02: “organization or part of an organization responsible for selection, acquisition (4.1.2.01), preservation (6.1.01) and availability (5.6.06) of one or more archives (1) (3.1.01).”
The making of a duplicate or facsimile copy, or the copy itself, of similar data on the same or a different platform.
Source: Adapted from Multilingual Archival Terminology database, Reproduction (Replication): “Making of a duplicate copy of similar data on the same or a different platform,” which was drawn from the Glossary of Records and Information Management Terms, 3rd ed. (ARMA International, 2007). Compare ODLIS, Reprography: “A general term encompassing quick-service document reproduction or copying by any means except large-scale professional printing, including photography, microphotography, xerography, and photoduplication.” Compare ISO 5127:2001, 2.1.03 Reproduction, “document (1.2.02) copied from and resembling another document which is recognized as being the original document (2.1.01),” and 2.1.04 Facsimile, “reproduction (2.1.03) that approximates as nearly as possible to the content, form and appearance of the original document (2.1.01), but is not necessarily of the same size.” See also SAA Glossary, Reproduction (2): “duplicate made from an original; a copy.”
Synonyms: copy
Related terms: reprography; duplication; photoduplication; facsimile
Comment: A Reproduction may involve the duplication of document in a similar format (e.g., photocopying), or conversion from one format to another (e.g., digitization), of either static or time-based media.
An individual who uses the collections and services of a Repository from a variety of access points, both onsite and remotely.
Source: Adapted from SAA Glossary, User (1): “An individual who uses the collections and services of a repository; a patron; a reader; a researcher; a searcher” and ANSI/NISO Z39.7-2013 7.5, Library User: “an individual accessing library materials and services from a variety of access points.”
Synonyms: patron; reader; researcher; searcher; customer;visitor
Related terms: Registered User
Comment: A User typically denotes an individual who is not a member of the Repository staff. Repositories may classify Users in different ways, including but not limited to onsite User and remote User, Registered User, or visitor. To adequately describe a Repository User, distinctions should be made between User status and eligibility to access collections materials and services. In accordance with their security and other policies, Repositories are responsible for determining the methods used to determine the eligibility of Users and authorizing their access.