AACR2 stands for Anglo-American Cataloguing Rules, Second Edition. Principles of AACR include cataloging from the "item 'in hand" rather than inferring information from external sources and using the "item in hand" as the preferred source of information when conflicts exist. To be superseded by RDA.

Acceptance Criteria

What are the conditions of satisfaction for this user story? Acceptance criteria can be phrased in the form of a question and answer for the testers to use as a test-script to see if the designed system satisfactorily completes the actions specified in the User Story.

Acceptance Testing, UAT

Acceptance Testing or User Acceptance Testing - Tests that can be applied to determine successful outcome of a process, such as User Story or Workflow.


Identifies a pool of funds assigned to a specific university organizational entity for a specific purpose. Global document functionality is available for this document.

Acquire Entity

an OLE component whereby an entity is selected, obtained and the license/registry terms associated with the entity are documented; the entity is described and added to the collection.


The functions, policies and processes by which a library purchases or licenses materials for its collections; manages the the budget for this function; and identifies purchases made with endowed funds.


In KRMS, an action is the event that is triggered within a rule when the terms of the proposition are met..

See Also Rule, Proposition.

Action List

A list of the user's notification and workflow items. Also called the user's Notification List. Clicking an item in the Action List displays details about that notification, if the item is a notification, or displays that document, if it is a workflow item. The user will usually load the document from their Action List in order to take the requested action against it, such as approving or acknowledging the document.

Action Request

A request to a user or Workgroup to take action on a document. It designates the type of action that is requested, which includes:

Active Directory

Authentication: Directory service created by Microsoft and relies on standards of LDAP

Active Indicator

An indicator specifying whether an object in the system is active or not. Used as an alternative to complete removal of an object.


An address is a way to contact a patron. Addresses have dates to indicate when they can be used and types to indicate what they are used for. A subset of the patron's addresses are primary. Primary addresses are used to contact the patron.

Ad hoc Routing

A type of routing used to route a document to users or groups that are not in the Routing path for that Document Type. When the Ad Hoc Routing is complete, the routing returns to its normal path.

Admininstrative site

A web interface for librarians to manage various elements of the look and feel of a platform for their users. Data entered here include ip addresses, library contact information, library logos, and links to the library's catalog and help service, and sometimes the ability to customize site searching and results sorting, among other administrativa. There may be a separate site for retrieving usage statistics or usage statistics may be available from the administrative site.

Affiliation (patron)

Patron groups defined by a library, e.g., "History Dept.","Research Institute", etc. used primarily for statistical purposes.


In KRMS, the agenda is a plan for the execution of rules. Agendas can be set as a decision tree or as a sequential list. Agendas are contained within a Context.

See Also Rule, Context.


Any individual or organization entity that is represented in Kuali OLE. An agent could be an institution, a staff member, a library consortia, a publisher, a provider, or an individual working for a publisher / vendor.


An agreement or understanding between the library / institution and a publisher / provider / donor regarding access to content. May include descriptive metadata, such as start date, end date, and contract number, as well as information about rights, restrictions, and business terms. An agreement will often represent either a negotiated license or a SERU agreement, although it could conceivably also represent other types of agreements, such as restrictions surrounding use of digital materials deposited in an institutional repository, use of donations made to a special collections unit, or use of gifts to the institution.

Agreement Document

A file associated with an Agreement in OLE. Many types of files are utilized in the negotiation process / provide further details about an Agreement, including a variety of word processing files, spreadsheet files, and pdfs.


AJAX, short for Asynchronous JAvascript + XML, is a group of interrelated Web development techniques used on the client-side to create asynchronous web applications. With AJAX, web applications can send data to, and retrieve data from, a server asynchronously (in the background) without interfering with the display and behavior of the existing page.


This is the primary area in which the ILS accounting is more granular and specific than at the parent organization level. A university will commonly budget operating funds for library acquisitions in one lump sum. The library then commonly subdivides that money into smaller chunks, according to the perceived needs of its users. The most common ways to subdivide the collection budget are: by school or administrative unit -- $x for the School of Medicine, for instance, $X for the School of Arts and Sciences, $X for the Business School, etc.; by subject -- with the library deciding how many subject funds to subdivide the money into; by material type -- dividing the budget among monographs, print serials, e-serials, other e-resources, rare material, etc.; or by combinations of these categories.

American Library Association (ALA)

“The object of the American Library Association shall be to promote library service and librarianship.” The stated mission is, “To provide leadership for the development, promotion, and improvement of library and information services and the profession of librarianship in order to enhance learning and ensure access to information for all.”


A bibliographic record for an individual work in a monographic series. Alternatively, a bibliographic record for an article in a journal or newspaper, or for a chapter in a book. Analytics for monographic series are common in libraries. Analytics for journal articles or book chapters are much less common. Sometimes called "analytic entry".

Analytic Holding Record

A holdings record for an individual work in a monographic series (distinguished from a holdings record for the entire series.

See Also Series Holding Record.

Analyzed series

A group of titles on related topics issued over time in which each individual work can be identified by two titles: the series title and the title of the individual work (as a volume of the seris title). The series title has its own bib record and each individual title has its own bib record as well, with the two sharing item-level data.

Apache Lucene

Apache Lucene(TM) is a high-performance, full-featured text search engine library written entirely in Java. It is a technology suitable for nearly any application that requires full-text search, especially cross-platform.

Approval order

A library's tentative commitment to purchase a title.

See Also Approval Plan.

Approval Plan

An arrangement between a supplier (e.g., a "book jobber") and a library whereby the supplier automatically ships materials of certain kinds, of certain types, on certain subjects, etc. as profiled by the library; when received, the library has the option of keeping (and paying) or rejecting (and returning) any individual title. Approval plan shipments are often accompanied by a file of records from the supplier that include the bib, item/holdings, order and/or invoice data for the titles; this data is loaded into a library's system using a locally-defined import profile.


A type of workflow action button. Signifies that the document represents a valid business transaction in accordance with institutional needs and policies in the user's judgment. A single document may require approval from several users, at multiple route levels, before it moves to final status.


An Application Programming Interface (API) specifies a software component in terms of its operation, their inputs and outputs and underlying types. Its main purpose is to define a set of functionalities that are independent of their respective implementation, allowing both definition and implementation to vary without compromising each other.


The AquaBrowser® discovery layer provides a fresh, modern interface for patrons of varied backgrounds to use independently. By providing a simple interface with a single search box, patrons are able to quickly find relevant results when they need them. A fully hosted, subscription-based solution, AquaBrowser 3 significantly enhances service quality with minimal impact on a library's resources


governed by specific archival management policies, the process by which an entity or the copy of one can be stored or transferred to data storage.

Association College Research Libraries (ACRL)

The Association of College and Research Libraries (ACRL), a division of the American Library Association, is a professional association of academic librarians and other interested individuals. It is dedicated to enhancing the ability of academic library and information professionals to serve the information needs of the higher education community and to improve learning, teaching, and research.


process by which a system verifies the identity of a user. The user may be a person using a computer, a computer itself, or a computer program.


Authority records provide the authoritative display, listing, and indexing for Subject, Name, Title, Name/Title, so that all works by an author, for example, can be found with one unified Author Authority. Authority values can be selected and imported or manually copied from an external source in multiple standard formats. The actual "input" in the Author or Subject Heading field of the Bibliographic record, for example, could either hold the actual textual value (copied) or a hyperlink or UUID to the appropriate Authority record.


process by which a system validates that a known individual or entity has the authority to perform specific actions within the system.

Automated Storage Retrieval (ASR)

A computer-controlled mechanical system designed to move items efficiently into compact storage and out again automatically, without human intervention. In libraries with large collections, ASRSs are used to maximize storage density and reduce labor costs by storing books and other materials in bins mechanically stacked in rows.

Definition retrieved 6/6/2014 from http://www.abc-clio.com/ODLIS/odlis_a.aspx#asrs


Barcode (number)

In libraries, barcode number labels are physically attached to items as unique identifiers and are indexed to permit retrieval of an item's record(s) when the barcode number is scanned or typed in as a search term. Barcode numbers are also assigned to patrons and may be printed or encoded on magnetic stripes on an ID card. Patron barcodes are unique identifiers, indexed to permit retrieval of a patron's record when the barcode number is scanned or typed in as a search term. Barcodes are most frequently used to identify and link patrons to items when items are borrowed; library staff use barcode searches for record retrieval, typically for items in hand when record edits are required.

Barcode validation

A system feature that permits identification of a barcode as pertaining to an item or to a borrower (either through an initial digit or number of characters, set as a system configuration value); and/or calculation of a checksum using the barcode number's check digit in order to determine the validity of the barcode format.

Batch Job

Batch jobs, or batch processing, are what update General Ledger balances, other KFS/OLE tables, and files/jobs for exports. Batch jobs need to be run on some schedule to keep OLE in sync with external systems, such as University Financial.


Vendor database. See http://www.bibliocommons.com/

Bibliographic description

An OLE document that describes a bibliographic entity as published. Often referred to by library staff as a "bibliographic record." OLE will initially support two kinds of bibliographic records: (1) Those in the USMARC bibliographic formats, and (2) Dublin Core records.

Bibliography, bibliographic data

Metadata describing a title such as title, author(s), publisher, date of publication, standard number(s), subject headings, format, physical characteristics, etc.

See Also Holdings, Item, MARC, Dublin Core.

Blanket Approve

Authority that is given to designated Reviewers who can approve a document to a chosen route point. A Blanket Approval bypasses approvals that would otherwise be required in the Routing. For an authorized Reviewer, the E-document will displays the Blanket Approval button along with the other options. When a Blanket Approval is used, the Reviewers who are skipped are sent Acknowledge requests to notify them that they were bypassed.

Blanket Order

Generally refers to a situation where a library automatically receives any and all publications from a publisher or other entity.

See Also Standing order.

Book Number

A decimal number consisting of a letter of the alphabet followed by one or more digits that is appended to a class number in order to arrange material on the same subject in a specified order, usually alphabetically by author.


See Patron.

Borrower Session

A single visit to the circulation desk by a borrower. Multiple items may be loaned during a single borrower session.

Borrower Type

A group of library users (e.g., "undergraduate", "graduate", "faculty, "alumni", "affiliate", etc.) who share a primary characteristic(s) and have the same service privileges (e.g., loan period, fine rate, access (or not) to interlibrary loan, etc.). Borrower type is one component in determining whether or not a user can borrow a library item and if so, under what policies.

"Bound with"

A physical object where two or more titles are joined together under one cover. The object is represented in a system as a single item which links to more than one bibliographic record.


Typically uploading an image of, or linking a library's logo to the main page of a platform.


To enter a sorted index at a particular point, and then to be able to page up or down through the index (possibly all the way up to the beginning or all the way down to the end). Distinguished from "search," which means to attempt to retrieve a finite set of records based on a search term or terms. A search ordinarily produces a finite subset of records (which might then be sorted); a browse positions the user at a particular place within an i

Business Analyst

a liaison among stakeholders in order to understand the structure, policies, and operations of an organization, and to recommend solutions that enable the organization to achieve its goals.

Business Process Engine

an OLE infrastructural middleware tool, the business process engine manages and executes library business processes defined by OLE

Business Process Modeling

a design approach used by OLE to document core library processes. The start and end points, step by step descriptions of how functions are performed, and contingencies are written down, and duplicate processes identified.

Business Rules

1. Describes the operations, definitions and constraints that apply to an organization in achieving its goals.

2. A restriction to a function for a business reason (such as making a specific object code unavailable for a particular type of disbursement). Customizable business rules are controlled by Parameters.


Call number

An identifier assigned to an object, usually printed on a label attached to the object, and used to determine its physical position in a shelving sequence in a library. Call numbers are derived from classification schemes; Dewey, Library of Congress (LC) and Superintendent of Documents (SuDoc) are the three major classification schemes used in North American libraries.

See Also [Element] classification.


A workflow action available to document initiators on documents that have not yet been routed for approval. Denotes that the document is void and should be disregarded. Canceled documents cannot be modified in any way and do not route for approval.


The process by which a library ends its subscription to a resource.

Cancelled Request Notice

Notice sent to a patron when a hold has been manually cancelled by the library staff.

See Also Notices.


In serials, a caption is a character(s) used for to label a level of enumeration or chronology, e.g., "v." (volume), "no." (issue number), "pt." (issue part), etc.

See Also Enumeration, Chronology.


process by which exposed data/metadata from an agency/source is harvested or deposited into the collection


Authentication: Central Authentication Service (CAS)

Casalini libri

Vendor--based in Italy--for the academic and research library community, specializing in the distribution of scholarly materials from countries outside the U.S.


Used to label Describe-Manage library activities, and can be performed by acquisitions, cataloging, or even licensing and circulation staff.

Charge/Charge Out

See Loan.


The Chart document is used to define the valid charts that make up the high-level structure of the KFS Chart of Accounts. It also indicates who has management responsibilities for each chart and which object codes are used for system-generated accounting lines for the chart.

Check digit

A check digit is a form of redundancy check used for error detection, the decimal equivalent of a binary checksum. It consists of a single digit computed from the other digits in the message.With a check digit, one can detect simple errors in the input of a series of digits, such as a single mistyped digit or some permutations of two successive digits. In libraries, e.g., check digit routines can be used to validate ISBNs, ISSN, and item and borrower barcode numbers.

Checkin (circulation)

See Return.

See Also Return.

Checkin (serials)

The process by which a library records receipt of individual serial issues

Checkin action

A check-in action is a single identifiable block of behavior that may take place during check-in. A check-in action will do something, then return check-in conditions back to the check-in session where it originates.

Checkin condition

A check-in condition indicates what the operator should do with a checked-in item. A single check-in can generate multiple check-in conditions. Each check-in condition can generate several interactive notifications to the user.

Checkin message

A Check-in message tells the user what to do with a checked-in item. A single check-in can generate multiple Check-in messages.

Checkin session

A single check-in session is one sequence of item check-ins. The check-in session is a coherent block of work in the UI. Note that the materials in a given check-in session do not necessarily have anything to do with each other--often they are a mixture of materials from different places in the same bin. For things like batched receipt printing, it does make sense to treat the check-in session as a unit of work, though.

Checklist Template

A specific file (or files) that represents a university, library, or other institution's contractual requirements; licenses negotiated by the institution usually must meet (or attempt to meet) these specific requirements. Form of Agreement Document.


See Loan.


Descriptive information for the dating scheme of a serial, usually identified by level, e.g., level 0 = year level 1 = month would mean that each issue of the serial has a month and a year on each issue. Coupled with other information such as enumeration, frequency, etc., a system can predict the dating that appears on each issue. Chronology levels may also be assigned a descriptive caption.

See Also Caption, Enumeration, Serial.


The functions, policies and processes by which a library loans materials to its users, tracks such transactions and charges fines and fees for policy violations, e.g., overdue fines for late returns, lost item replacement fees, etc. Departments in charge of circulation may also issue borrower ID cards, rent lockers, collect copying fees, manage the interlibrary loan function, etc.

Circulation Location

The place that is considered an item's "home" when it is presented for circulation transactions, i.e., it can be checked out without override AND, when checked-in, does not need to be routed as it is already "home".

See Also Location.

Citation Parser

application that parses document citations into fielded data. You can use it as a web application or a service (see also Code4Lib presentation 2009- https://docs.google.com/present/view?skipauth=true&ncl=true&id=dc5dd3br_0df622z6t


The action (or a record thereof) of notifying a vendor that an ordered item has not been received for whatever reason. A claim can be made for a PO line item OR for a single issue of a serial title. Claims can be prompted by: non-receipt, receipt of the wrong version of an item, receipt of a damaged copy, etc.

Class-together Series

A monographic series which the library has chosen to give a single call number, instead of giving different call numbers to the individual volumes. A series to which the library has chosen to give different call numbers to the individual volumes is said to be "classed separately" or "scattered."

[Element] classification

The set of data elements within the OLE Instance Schema that, taken together, make up the "call number" and state what classification/call number system (e.g., Library of Congress, Superintendent of Documents, Dewey Decimal) the call number conforms to.

Classification (classification scheme, classification schedule)

A system of coding and grouping library materials (books, serials, audiovisual materials, computer files, maps, manuscripts, realia) according to their subject and assigning a call number to each item.

See Also Call number, LC (Library of Congress), Dewey Decimal Classification/Call Number, SuDoc (Superintendent of Documents) Classification/Call Number.


Ability to use an existing record (bibliographic, OLE Instance, Item, Holdings, Authority, etc.) to create a new record with some the same data values as contained in the original record.


A workflow action available on documents in most statuses. Signifies that the user wishes to exit the document. No changes to Action Requests, Route Logs or document status occur as a result of a Close action. If you initiate a document and close it without saving, it is the same as canceling that document.

Cloud computing

Delivery of software as a service via a network, typically the Internet. "Cloud computing provides computation, software, data access, and storage resources without requiring cloud users to know the location and other details of the computing infrastructure. End users access cloud based applications through a web browser or a light weight desktop or mobile app while the business software and data are stored on servers at a remote location. Cloud application providers strive to give the same or better service and performance as if the software programs were installed locally on end-user computers."


An individual Code within a Code List. A Code within a table of Codes will have the attribute, Display Value.

See Also Display Value.

Code List

A list of valid values for a particular data element within OLE. For example, there will be a Code List for Locations; a user cannot assign a Location value within an Item unless it is part of the library's Location Code List (which might be shown in an OLE editor in the form of a pull-down menu). Ideally, the user could not assign the Code for a Location unless the user were authorized to assign that particular Code (in which case the OLE editor should show the user a pull-down menu of Locations that included only those Locations that the user is allowed to use). Within OLE, a Code List is made up of code values from similar maintenance documents.

See Also Location, Location code.

Collection (general)

All materials owned by a library are often referred to as its "collection(s)". Can also mean the materials kept together in one area of a library, e.g., General Reference Collection, Music Recordings Collection, etc. usually in one sequence (e.g., by call number).

See Also Location (shelving), Collection (shelving).

Collection (shelving)

An area of a library where a set of similar materials is physically kept, e.g., "General Reference Collection", "Circulating Collection", etc. where items are typically organized in a single sequence (most often by call number), A collection in this sense is often identified as a "shelving location".

See Also Location (shelving).


An OLE entity, a collection is a group of managed relationships. Collections are not necessarily formal library collections, and may be virtual collections, hierarchical relationships, relationships across formats, or a collection of people and services.

Collection Space

(http://wiki.collectionspace.org) Academic and research libraries share similarities with museums and cultural heritage organizations in how they operate and manage their collections. Both types of organizations acquire, describe, manage, and preserve physical, and increasingly virtual, objects. During the OLE Design Project, CollectionSpace was identified as a community-source project that had some confluence of approach of service orientation, modular design, and functionality with the Kuali OLE project. Through conversations with CollectionSpace, the Kuali OLE Partners have established a basis for sharing appropriate programming code and software design parameters. These efforts could save Kuali OLE efforts while designing acquisition and description services, and could result in greater integration between these two projects. In discussions with CollectionSpace, the Kuali OLE Partners have agreed to formal interactions of these projects by a reciprocal advising between the boards of the two projects.

Commit Funds (Acquire)

process allows purchase price for entity to be encumbered from the appropriate fund; incorporates selector guidelines for assigning funds to order.


This is a running total of costs expected in the future, from purchase orders that have been placed, but not yet paid for. Commitments are an inexact science, and their importance varies according to the types of purchases the library makes. Many libraries only use them for some types of orders (like firm orders, or print monographs), but do not use them at all for other types (like serial standing orders).


The action taken by a user or group in response to a request in order to finish populating a document with information, as evidenced in the Document Route Log.


A set of functional library business processes defined by OLE

Configure Metadata (Manage)

process where metadata is normalized and processed according to established rules.


In KRMS, a context is a container for related agendas. Contexts are also used to control what types of actions, terms, etc. are available.

See Also Agenda.

Continuation order

Continuation orders are commitments from a library to purchase titles published over time, e.g., a series. A continution order is an order where it is not known what all the titles in the series are going to be, making it a type of standing order. In fact the only real difference between a continuation order and a standing order is that there may be multiple series ordered on a PO and that the distribution information is considered more than just a default. But just like standing orders, the order does not control what title is actually received. Instead, each title comes as it is published and it is then that the library describes it, receives it, and pays for it. Unless discontinued, a continuation order will be modified by year-end so that it continues against a new fiscal year. Unlike subscriptions, continuation orders are continued as opposed to being renewed. It is also possible that a multi-volume set, published over time, would be ordered as a continuation; this would probably be dictated by how payment was made--if the entire amount was paid in advance, it would likely be created as a firm order; if paid as each volume arrived, it might be created as a continuation order.

See Also Standing order, Firm Order.


A single specimen of an intellectual entity, e.g., a library can have one (or more) copies of a single-volume monograph; one (or more) copies of a multi-volume set; etc. A single subscription to a journal may also be known as a "copy". A multipart book (or a serial subscription) is a copy with as many items as there are volumes.

See Also Holdings, Item, Title.

Copy Request

Request for an item to be retrieved from its shelving location and designated pages from that item to be reproduced (scanned or photocopied) for the requesting patron.

See Also Request.


Coutts Information Services for book supply, collection management and shelf-ready services

Create Entity Relationships

process that creates a link between two or more entities. Entities can include resources, people, courses, facilities, organizations, finances, etc.

Create Metadata (Select, Describe)

Process where descriptive, structural, and/or administrative information about an entity is generated.


See Patron.

Cutter Number

A method of representing words or names by using a decimal point followed first by a letter of the alphabet, then by one or more Arabic numerals. A Cutter number is read and sorted as a decimal number. The cutter number is a coded representation of the author or organization's name or the title of the work (Charles Ammi Cutter first developed cutter numbers using a two-number table. A three-number table was developed in 1969.)


Data Architect

A data architect is a person responsible for ensuring that the data assets of an organization are supported by an architecture supporting the organization in achieving its strategic goals. The architecture should cover databases, data integration and the means to get to the data. Usually the data architect achieves his/her goals via setting enterprise data standards. A Data Architect can also be referred to as a Data Modeler, although the role involves much more than just creating data models.

Data / Dataflow diagrams

A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system, modeling its process aspects. Often they are a preliminary step used to create an overview of the system which can later be elaborated

Data Models

OLE infrastructural middleware tools, data models define how data is represented, accessed, and exchanged. Data models are independent of OLE components and databases.

Date Approved

The date on which a document was most recently approved.

Date Finalized

The date on which a document enters the FINAL state. At this point, all approvals and acknowledgments are complete for the document.

DCMI (Dublin Core Metadata Initiative)

The Dublin Core Metadata Initiative (DCMI) is an open organization, incorporated in Singapore as a public, not-for-profit Company, engaged in the development of interoperable metadata standards that support a broad range of purposes and business models.


See Dewey Decimal Classification (DDC).


new functionality via OLE for system, org, role, or user level defaults. For example, S Miller may have default fields or selection lists pre-defined on certain documents based on his permissions or memberships. A future enhancement may be added for "My OLE" to support user-configured preferences.

Deleted TIPP

A TIPP is deleted when it is recognized as an error that should not have existed in the first place.

See Also TIPP.


A user who has been registered to act on behalf of another user. The Delegate acts with the full authority of the Delegator. Delegation may be either Primary Delegation or Secondary Delegation.

See Also Primary Delegation, Secondary Delegation.

Delegate Action List

A separate Action List for Delegate actions. When a Delegate selects a Delegator for whom to act, an Action List of all documents sent to the Delegator is displayed.

For both Primary and Secondary Delegation the Delegate may act on any of the entries with the full authority of the Delegator.

Delete Entity Relationship (MER)

process that removes a link between two or more entities. Entities can include resources, people, courses, facilities, organizations, finances, etc.

Delete Metadata (Select, Describe)

process where descriptive, structural, and/or administrative information about an entity is removed


This is a character or symbol that is used in front of each subfield in the MARC record. The delimiter indicates to the computer that a different piece of information is coming. In OLE, it is the | (bar).

Deliver Entity

OLE component that tracks the request and supply of a resource including the resource availability, the terms of access, the preconditions of use, and whether the user requesting the resource has been identified and their credentials checked and verified.


Library will deliver item to patron's designated location, rather than asking the patron to come to the libary for it.

See Also Request.

Describe Entity

OLE component where metadata for an entity is obtained, created, modified and deleted

Describe- Create

See Create Metadata.

Describe- Expose

See Expose Data.

Describe- Obtain

See Obtain Metadata.


See Delete Metadata.


See Modify Metadata.

Development Infrastructure, OLE

This is the development infrastructure being used by OLE- see wiki page to understand development environment: Application Servers, Database Servers/Schemas, Instances, Schemas, Continuous Integration, Amazon Web Console

Dewey Decimal Classification/Call Number

A scheme that organizes knowledge into 10 classes, 100 divisions and 1000 sections, using decimals for these categories to create call numbers. Works are classified principally by subject, with extensions for subject relationships, place, time or type of material, producing classification numbers of at least three digits but otherwise of indeterminate length with a decimal point before the fourth digit, where present (for example, 330 for economics + .9 for geographic treatment + .04 for Europe = 330.94 European economy; 973 for United States + .05 form division for periodicals = 973.05 periodicals concerning the United States generally).

See Also Call number.


A workflow action that allows a user to indicate that a document does not represent a valid business transaction in that user's judgment. The initiator and previous approvers will receive Acknowledgment requests indicating the document was disapproved.


See Return.

Discovery Tool(s)

Applications (both proprietary and open source) providing search and discovery functionality for library end-users; may include features such as cross-database searching, relevance ranking, spell checking, tagging, enhanced content, search facets. Examples include AquaBrowser, Primo, eXtensible Catalog, Blacklight, etc.

Display Value

An attribute of a Code that specifies an alternate display value for the Code within a particular interface. For example, the code "REGENSTEIN" might have Display Value "Regenstein Library." The display value could appear in places within the OLE user interface, but could also be used by an external Discovery Tool.

See Also Code, Discovery Tool(s).

Doc Nbr

See Document Number


OLE architecture for structured and unstructured metadata (e.g., bib, item, holding, authority, licenses) that works in conjunction with linked transactional data in an OLE RDBMS/relational tables (e.g., purchasing, circulation, users, financial, borrowers).

Document Description

The description given to the document when it was created. Depending on the Document Type, this description may have been assigned by the Initiator or built automatically based on the contents of the document. The Document Description is displayed in both the Action List and Document Search.

Document ID

See Document Number

Document Number

A unique, sequential, system-assigned number for a document

Document Search

A web interface in which users can search for documents. Users may search by a combination of document properties such as Document Type or Document ID, or by more specialized properties using the Detailed Search. Search results are displayed in a list similar to an Action List.

Document Store

See DocStore.


Discovery: The Digital Object Identifier (DOI®) System is for identifying content objects in the digital environment. DOI® names are assigned to any entity for use on digital networks. They are used to provide current information, including where they (or information about them) can be found on the Internet

Donor Note

Donor information in an item if not purchased from specific donor funds; may be a code

Donor Public Display

Text of a Donor Note to acknowledge a specific donor


Drools is a Business Rules Management System (BRMS) solution that OLE uses for circulation policies.


Drupal is a free software package that allows anyone to easily publish, manage and organize a wide variety of content on a website.

Dublin Core

The Dublin Core set of metadata elements provides a small and fundamental group of text elements through which most resources can be described and cataloged. Using only 15 base text fields, a Dublin Core metadata record can describe physical resources such as books, digital materials such as video, sound, image, or text files, and composite media like web pages. Metadata records based on Dublin Core are intended to be used for cross-domain information resource description and have become standard in the fields of library science and computer science. Implementations of Dublin Core typically make use of XML and are Resource Description Framework (RDF) based. Dublin Core is defined by ISO through ISO Standard 15836, and NISO Standard Z39.85-2007.

Due Date/Time

The date and/or time by which a loaned library must be returned in order to avoid a penalty.


EAD (Encoded Archival Description)

The EAD Document Type Definition (DTD) is a standard for encoding archival finding aids using XML and is maintained in the Network Development and MARC Standards Office of the Library of Congress (LC) in partnership with the Society of American Archivists.


"EBSCO provides libraries with traditional print subscription services and electronic information discovery and management solutions." http://www.ebscoind.com/EBSCOInformationServices.asp


Electronic Data Interchange; structured transmission of data between organizations by electronic means. Usually a sequence of formatted messages between two parties. EDI formatted data can be transmitted using any methodology agreed to by the sender and recipient: FTP, HTTP, VAN, etc.


Electronic Data Interchange for Administration, Commerce and Transport, an EDI standard adopted by the United Nations.

EDIFACT Invoice Message

A file containing EDIFACT data for one or more vendor invoices.

EDIFACT Message Segment

A specific portion of the EDIFACT message, identified by a 3-letter code and a segment number


Trade standards body for the global book and serials supply chains, with over 80 members in 18 countries. Works with EDIFACT, ONIX and other standards.


"electronic document", an online business transaction initiated in a Web-based form and routed electronically through a prescribed sequence of approvers. When the eDoc has been through its entire approval process, it is maintained in a database for future reference. The OLE adaption of Kuali Financial System (KFS) for Select and Acquire uses eDocs.

eDoc Search

The online application that lists eDocs by search conditions that you choose. You may select an eDoc in the search results and view its contents or its routing sequence.


E-Instance documents identify and describe electronic titles locally owned or licensed by libraries and as such contain unique information that cannot be captured by the global data provided by GOKb. They are the electronic counterpart to the OLE Instance record. Each e-instance belongs to a bib record.

Electronic Data Interchange



This is a running total of costs expected in the future, from purchase orders that have been placed, but not yet paid for. Commitments are an inexact science, and their importance varies according to the types of purchases the library makes. Many libraries only use them for some types of orders (like firm orders, or print monographs), but do not use them at all for other types (like serial standing orders).


Endowments are restricted funds, segregated by the parent institution from other funds. Institutions normally do not spend the capital in an endowment, only some or all of the interest the fund earns each year. Unspent interest may be re-capitalized, increasing the size of the endowment over time. Endowments may have restrictions imposed by the donor in terms of subject matter or material type. Endowments often carry requirements for reporting to the donor, or for plating (placing a physical bookplate in a book, or attaching a virtual bookplate to an online resource).

Enhanced content

In discovery tools, a feature that refers to augmentation of standard bibliographic metadata with additional information such as cover images, tables of contents, book reviews, author biographies, content summaries, etc. Typically supplied by a vendor, e.g., Syndetic Solutions (owned by R.R. Bowker).

Enterprise Level Integration

using a defined relationship, process by which a system allows linking of services and business entities across applications to promote unrestricted data sharing


An Entity record houses identity information for a given Person, Process, System, etc. Each Entity is categorized by its association with an Entity Type.


Descriptive information for the numbering scheme of a serial, usually identified by level and a descriptive caption, e.g., level 0 = v. and level 1 = no. would mean that each issue of the serial has a volume and an issue number that would appear, e.g., as "v. 1 no. 3".

See Also Caption, Chronology, Serial.


Electronic Order Confirmation Record. A typical case would be: a library places orders with a vendor, and the vendor returns a file of order confirmations. The file could contain bibliographic records, data to populate holdings and item records, and data to populate order records.

E-resource record

The E-Resource record provides a central place to store information about an e-resource acquisition throughout its lifecycle. The E-resource may be linked to one or many OLE E-Instances or print Instances.

Event Manager

OLE middleware that analyzes and reports system event data, for example actions performed by users, changes in status. (Rice)

Ex Libris

Commercial vendor of ILS systems ALEPH and Voyager; link resolver SFX; consolidated searching tool MetaLib; ERM application Verde; digital resource management application DigiTool; discovery tool Primo; and Alma, next-generation ILS in the cloud.


A workflow routing status indicating that the document routed to an exception queue because workflow has encountered a system error when trying to process the document.

Exception Routing

A type of routing used to handle error conditions that occur during the routing of a document. A document goes into Exception Routing when the workflow engine encounters an error or a situation where it cannot proceed, such as a violation of a Document Type Policy or an error contacting external services. When this occurs, the document is routed to the parties responsible for handling these exception cases. This can be a group configured on the document or a responsibility configured in KIM. Once one of these responsible parties has reviewed the situation and approved the document, it will be resubmitted to the workflow engine to attempt the processing again.


The actual expenditure of money is done by other parts of the system (payment request, disbursement vouchers). The fund accounting system's role is to track the money involved, and to update the fund balances. Paying an expenditure usually involves removing any commitment from the purchase order involved. (Note: to be added to Payment requirements- There can be partial expenditures with partial commitments needing to be held until final receipt and payments made against to be shipped materials. I think we want the system to have this capability.)

Expired Hold

See On Hold Courtesy Notice.

Expired Request Notice

Notice sent to a patron when the request has expired unfilled.

See Also Notices.

Expose Metadata (Describe)

process where metadata has been made available for capture

eXtensible Catalog

See XC.

External funding sources

(still has university accounts, money still tracked and reported to university account- just different funding sources, ie not general fund). Libraries frequently receive special funding from outside sources. These may include: grants from foundations, government agencies, other charities, etc. to the library (title 6- depts get grants, but $ reported to library and portion that is library's is tracked in LMS); grant money given to other parts of the organization, but subvented to the library for purchases supporting the project receiving the grant; internal grants, from other divisions of the library's parent organization. For instance, it is not uncommon to share the cost of a particular purchase with a specific school at a university, separate from whatever other money the school may be contributing to the library budget; income from endowments or trusts held outside the university


EZproxy is a web proxy server program extensively used by libraries to give access from outside the library's computer network to restricted-access websites that authenticate users by IP address. This allows library patrons at home or elsewhere to log in through their library's EZproxy server and gain access to bibliographic databases. OCLC Is the owner of EZProxy.



In KRMS, actual data points within a proposition used when executing a rule.

See Also Proposition, Rule.

Fast Add

A means of circulation staff quickly assembling a cataloging record for the purpose of circulating a title to a Patron. Also brief bib or brief record


A monetary charge levied by a library as a penalty (e.g., overdue fine, replacement cost for a lost item) or for a service (e.g., copying, locker rental).

See Also Overdue Fine, Replacement fee.

Field Lookup

The round magnifying glass icon found next to fields throughout the GUI that allow the user to look up reference table information and display (and select from) a list of valid values for that field.


A workflow routing status indicating that the document has been routed and has no pending approval or acknowledgement requests.


See Overdue Fine.

Firm Order

Firm orders are commitments from a library to purchase a quantity of a title from a provider. Once all quantities are resolved on a firm order (received & paid for, or cancelled) the order is considered complete and that no further relationship continues with a provider with regards to that firm order.

Fluid Foundation Project

A critical aspect of any software system is the user interface. While Kuali OLE will not provide a public interface, it will need to provide interfaces for staff interactions. Efficiencies and ergonomics of the staff interface will help determine the overall utility and efficacy of Kuali OLE. The Fluid Project, an international group of designers, developers, advisors and volunteers that focus on improving the user experience of community and open source web applications, has agreed to provide consultation and development of the Kuali OLE user experience framework. This work will provide an ergonomic framework for constructing and extending user interfaces for staff interaction with Kuali OLE functions. The commitment of the Fluid Project extends to consultation and support, mentoring and design participation, and contracting for services. We anticipate a successful collaboration with the Fluid Project that will enrich both the Kuali OLE and the Fluid communities. (http://wiki.fluidproject.org)


The physical form of a title, e.g., a printed book, e-book, DVD, map, serial, CD, kit, etc.

See Also Title.


Content and Metadata; Functional Requirements for Bibliographic Records, a conceptual entity relationship model developed by IFLA for retrieval and access ( Work, Expression, Manifestation, Item) http://www.ifla.org/publications/functional-requirements-for-bibliographic-records


The interval at which a serial appears, e.g., daily, weekly, monthly, quarterly, etc.

See Also Serial.

Functional specification (fspec)

a set of functional library requirements for a specific library process or set of related activities. In OLE, we are isolating our Fspecs per User Story in order to define a small, easily specified set of requirements.


a portion of available money in any FY budget used to purchase materials. A fund can be used to purchase any kind or type of material or be dedicated to purchasing materials of a particular kind. Traditional Fund Codes could be long strings, that may include accounting information, fiscal year, and object codes (depicting departments, subjects, collections, donors etc). When libraries or specifications say "library fund", "fund" or "fund-code", it is meant as the financial structure to which a budget is attributed. This term is commonly used to refer to the OLE accounting string (chart, account, object code, plus optional elements if desired)


Gift exchange

A voluntary agreement between a library and another organization whereby the parties agree to trade specified types of materials without charge.

Gift fund

Gift funds are similar to endowments in their segregation and potential restrictions. The difference is that the money in a gift fund is not capitalized, so its full balance is available to be spent when the institution desires. Some gift funds are one-time gifts, and are gone once they are fully spent. Others exist for many years, if the donor continues donating more money to them.


Discovery: Global Information Locator Service. http://www.gils.net/about.html


General Ledger Correction Document. A document type OLE inherited from KFS. Used to load files of ledger entries, usually generated by batch jobs. Used by several steps in the fiscal-year-rollover process.

Global edit

The ability to make identical changes to multiple records (OLE Instance, Bibliographic Description, or Authority)


An online selection and ordering tool provided by Yankee Book Peddler that allows library selectors to place orders using library-profiled data such as funds, etc. and define approval plans for automatic shipment of materials. GOBI provides bib, item, order and invoice metadata to a library for batch import.

Grace Period

The number of days/hours by which the system automatically extends a loan period (often unbeknownst to a borrower) so that items checked in before the end of the grace period are treated as being returned on time, i.e., no fines or penalties are assessed.


A Group has members that can be either Principals or other Groups (nested). Groups essentially become a way to organize Entities (via Principal relationships) and other Groups within logical categories.

Groups can be given authorization to perform actions within applications by assigning them as members of Roles.

Groups can also have arbitrary identity information (i.e., Group Attributes hanging from them. Group Attributes might be values for "Office Address," "Group Leader," etc.

Groups can be maintained at runtime through a user interface that is capable of workflow.


Graphical User Interface (also UI).


"Happening" Location

A work unit in a library where certain functions are performed for items housed (or to be housed) at all or some of a library's shelving locations. An essential component of staff operator login and setting up permissions.

See Also Location.


Vendor--based in Germany--for the academic and research library community, specializing in the distribution of scholarly materials from countries outside the U.S.

Hathi Trust

HathiTrust is a partnership of major research institutions and libraries working to ensure that the cultural record is preserved and accessible long into the future.


The descriptive metadata for a name (personal or corporate), topic/subject, series title or uniform title. When placed in an authority record, a heading can be coded as "established" (suitable for use when creating bibliographic metadata) or as a "see" cross-reference (used to guide users to the "established" form).

Hide Record

To mark a record (bibliographic, holdings, item) so that is does not display in a public-facing service.

See Also Staff Only.

Hold Courtesy / Expired Hold Notice

Notice sent to a patron when the length of time an item is on the hold shelf has passed.

See Also Notices.

Hold Expiration Date

See Request Expiration Date

Hold Request

The ability for a patron/borrower to ask that an item currently on loan to another patron/borrower be made available when it is returned. Hold requests do not alter the existing loan period for the current borrower. If an item with a hold request also has a recall request, the latter will always be filled first.

See Also Request, Recall Request.

Hold Slip

PDF printed at a circulation desk to place in a book to identify the patron for which the book is being held.

Holding Description

The part of an individual OLE Instance containing the Holdings data. An OLE Instance must have one and only one Holdings Description.

See Also OLE Instance.


OLE Definition: Describes the extent of a resource available to the user. In the case of continuing resources holdings data may record the pattern of issuance of a resource and/or a summary statement of volumes held. 12/16/2011. See also Item.

Traditional Library Definition: Metadata describing a library resource in terms of its physical or virtual location and a statement of the quantity/sequence available (e.g., 3 copies; volumes 1-12, etc.). In the case of a multipart resource, holdings data may record the pattern of issuance (i.e., enumeration and frequency patterns of a journal) as well as a summary statement of the parts available to users. A separate MARC holdings record may be linked to the related MARC bibliographic record by field 004 (Control Number for Related Bibliographic Record). Holdings of serial titles may be recorded in two ways: (1) through serials check-in features as issues arrive; these may or may not have item records; (2) through item records for individual bound volumes of back issues.

See Also Item, OLE Instance, OLE Holding, sourceHolding.



An identifier is an alternate identifier for the patron, for instance their student number. Generally identifiers are unique to a patron although duplicates are permitted. This is in contrast to affiliations, where many patrons share the same affiliation. Identifiers also can be used for authentication - it is possible to store a username and password as an identifier. Identifiers are repeatable.

Identify Supplier (Acquire)

process that retrieves policy for contact with supplier and allows query of potential supplier list

Identify Terms of Use (Deliver)

process where a resource that has been requested has been checked for terms of access and preconditions of use. (ie, licensing)

Identify User (Deliver, KIM)

process where user requesting resource has been identified and their credentials checked and verified

Identity Management

process where user is identified and their credentials checked and verified. The users could be a person using a computer, the computer itself, or a computer program and could use protocols such as LDAP, Shibboleth, Secure Shell Keys, and Certificates. Identity management may be performed by an OLE or 3rd party component. (KIM, KEM)

ILL, Interlibrary Loan

service whereby a user of one library can borrow books or access other resources that are owned by another library


Discovery: "From the standpoint of libraries it would be ideal to be able to mix_and_match ILS and discovery plaJorms to suit local needs. To create such a rich environment the library and vendor community will need agreement on the specific technical details of how discovery and ILS systems are to integrate"


The act of importing, or ingesting, and processing information from an external vendor; performing match-n-merge overlay; and creating appropriate documents inside OLE.

Import Process

Manual process for a staff user to transfer a Bibliographic Description or an authority record from a utility or a file of Bibliographic Descriptions or authority records into the local database. The import process can be used to create a new Bibliographic Description/authority record or to replace an existing Bibliographic Description/authority record.


See Import.

Initial subscription start date

The first day of the initial subscription term for which an order was placed.


A workflow routing status indicating a document has been created but has not yet been saved or routed. A Document Number is automatically assigned by the system.


A user role for a person who creates (initiates or authors) a new document for routing. Depending on the permissions associated with the Document Type, only certain users may be able to initiate documents of that type.

Innovative Interfaces, Inc. (III)

Commercial vendor of ILS system Millennium and discovery tool Encore.


A screen that allows a user to view information about a business object.


See OLE Instance.

Intellectual entity

in a library context, any work in any format considered for purchase or licensing, e.g., a book, serial, DVD, sound recording, archive, manuscript collection, map, database, online resource, indexing service, etc.


process by which an entity is evaluated and tracked for retention and version preference, and access and descriptive metadata updated. May be used to manage weeding, reformatting, or relocation.


New type of document to enter invoice payment requests in order to avoid having to create individual PREQs and to distribute the cost of additional charges.


An International Standard Book Number "identifies the title or other book-like product (such as an audiobook) to which it is assigned, but also the publisher to be contacted for ordering purposes." ISBNs are 13-digit numbers (formerly 10-digits); the various elements of the number are separated by a hyphen ( - ).


The ISSN is the standardized international code which allows the identification of any serial publication, including electronic serials, independently of its country of publication, of its language or alphabet, of its frequency, medium, etc. The ISSN number,therefore, preceded by these letters, and appears as two groups of four digits, separated by a hyphen , has no signification in itself and does not contain in itself any information referring to the origin or contents of the publication.


An individual piece of a serial title. An issue often (but not always) has a unique enumeration (e.g., volume 5, number 6) and chronology (e.g., June 2010) that distinguishes it from other issues of the serial title.

See Also Serial.


OLE Definition: Describes the smallest unit of a resource that is managed and/or circulated individually. It provides specific information regarding the physical location when pertinent.

Traditional Library Definition: An individual physical piece (e.g., a single print volume; a DVD; an archival box; a CD jewel case) to which a library typically assigns a unique barcode number and affixes the barcode number label.

See Also Copy, Holdings, OLE Instance, OLE Holding, sourceHolding, Title, Piece.

Item availability status

The item availability status is a single field that indicates whether the library can loan an item. Items become temporarily unloanable when they are part of some process, such as being on order, being on loan to another patron, and so on.

Item description

The part of an individual OLE Instance containing the data about an individual Item. An OLE Instance must have at least one Item Description and may have many Item Descriptions.


To request an individual, specific copy of a work, or make a request on something where only one copy exists.

See Also Request.

Item status

A descriptor describing an item's state for circulation purposes, e.g., "not checked out", "on hold", "checked out", "on shelf", etc. If an item is still in the order process, item status typically is the same as the order status, e.g., "on order", "received", "in processing", etc.

Item type

An identifier assigned to each item in a library that, in circulation, is one component that can determine whether or not such an item can be borrowed and, if so, the conditions of the loan. Item types are generally defined by each library and can be either a specific format (e.g., "DVD", "CD", "Map", etc.) or an indicator of borrowing eligibility (e.g., "Circulating", "Non-Circulating"). In practice, item type itself does not determine loan conditions but is used in combination with location and borrower type.



Kuali Commercial Affiliate. A designation provided to commercial affiliates who become part of the Kuali Partners Program to provide for-fee guidance, support, implementation, and integration services related to the Kuali software. Affiliates hold no ownership of Kuali intellectual property, but are full KPP participants. Affiliates may provide packaged versions of Kuali that provide value for installation or integration beyond the basic Kuali software. Affiliates may also offer other types of training, documentation, or hosting services.


See Kuali Financial System

KFS Administrative Transactions

Allows the financial representation of a business activity performed by an administrative or central office. Administrative transactions are like all transactions in that they are recorded in journals or e-docs that are then posted to the General Ledger and affect the financial statements of the organization. Examples of administrative transactions are effort certification recreate, cash management, and journal voucher.

KFS Custom Document Searches

Allows searches for specific types of documents based on attributes of the transactions, primary key data elements, or both. Additional fields, specific to different modules, are available on custom document searches. Examples are customer invoices and requisitions. Special access may be required to retrieve custom document searches.

KFS Transaction

Allows the financial representation of a basic business activity. Transactions are recorded in e-docs or journals that are then posted to the General Ledger and affect the financial statements of the organization. Examples of transactions are customer invoices, cash receipts and requisitions.


See Kuali Identity Management


See Kuali Enterprise Workflow


A data source for global-level descriptive data elements about e-resources


See Kuali Nervous System


See Kuali Rules Management System


See Kuali Service Bus

Kuali Coeus

The Kuali Coeus (KC) project is building a comprehensive system to manage the complexities of research administration that fully addresses the needs from the faculty researcher through grants administration to federal funding agencies. KC is using MIT's proven COEUS system as its baseline design, filling in missing functionality from COEUS, and updating its technical architecture for vendor independence and easier integration with other administration systems

Kuali Enterprise Workflow (KEW)

workflow / Workflow Services / Kuali Enterprise Workflow (KEW) - the Kuali infrastructure service that electronically routes an eDoc to its approvers in a prescribed sequence, according to established business rules based on the eDoc content.

Kuali Entity Management (KEM)

Future enhancement to KFS and KIM as partner to KIM, but for entities- to provide another layer to differentiate customers, vendors, other groups and organizations

Kuali Financial System (KFS)

The Kuali Financial System (KFS) project is a comprehensive suite of financial software that meets the needs of all Carnegie Class institutions. Its partner institutions are colleges, universities, and interested organizations that share a common vision of open, modular, and distributed systems for their software requirements. The goal of KFS is to bring the proven functionality of legacy applications to the ease and universality of online services. Based on modular architecture. Incorporated/adapted/extended by OLE for its Select and Acquire modules.

Kuali Foundation

Kuali - (ku-wah-lee) 1) kitchen wok - humble utensil which plays an important role in a successful kitchen, 2) Kuali Financial Systems - insanely fine, collaboratively developed, modular financial information system for higher education, 3) Community sourced development effort for distributed services in higher-education

Kuali Identity Management (KIM)

Solutions for authentication and authorization have been provided as part of the Kuali Identity Management (KIM) module in Rice. Kuali Identity Management (KIM) provides central identity and access management services. It also provides management features for Identity, Groups, Roles, Permissions, and their relationships with each other. All integration with KIM is through a simple and consistent service API (Java or Web Services). The services are implemented as a general-purpose solution that could be leveraged by both Kuali and non-Kuali applications alike.

Kuali Materials Management (KMM)

incubator project within Kuali: Kuali Materials Management

Kuali Nervous System (KNS)

underlying infrastructure code that any Kuali module may employ to perform its functions. The KNS is a set of functionality common to many modules. Examples include creating custom attributes, attaching electronic images, uploading data from desktop applications, lookup/search routines, and database interaction. the the Kuali Nervous System (KNS) provides services for encryption and decryption of data. KNS will eventually be replaced by KRAD beginning with Kuali Rice 2.0.

Kuali OLE

The goal of the Kuali Open Library Environment Project is to define a next-generation technology environment based on a thoroughly re-examined model of library business operations. The model will then be used to develop specifications for a next generation community-sourced library management system, Kuali OLE (pronounced oh-LAY). This software system will be a part of the academic enterprise technology framework and will scale up to connect with other enterprise technology systems within the academic and administrative computing environment. The software system will also be capable of scaling down for stand-alone library use

Kuali People Management for the Enterprise (KPME)

Over the past year, many schools have expressed interest in the idea of forming a Kuali HR/Payroll project. Many of us have aging HR/Payroll systems and are looking for a comprehensive, fully functional system, that is built BY higher education FOR higher education. The interested schools have prepared a white paper to describe the objectives of the project, and an initial phase for delivery

Kuali Rapid Application Development (KRAD)

"Kuali Rapid Application Development (KRAD) is a framework that eases the development of enterprise web applications by providing reusable solutions and tooling that enables developers to build in a rapid and agile fashion. KRAD is a complete framework for web developers that provides infrastructure in all the major areas of an application (client, business, and data), and integrates with other modules of the Rice middleware project. In future releases, KNS will be absorbed into and replaced by KRAD."

Kuali Ready

Kuali Ready is a business continuity planning tool that is specific to institutions of higher education. Its aim is to increase the institution's ability to keep operating in the face of disruptive events. Kuali Ready produces departmental continuity plans, and can be used by any type of department: instructional, research, support, administrative, collections, and clinical

Kuali Rice

The Kuali Rice software provides an enterprise class middleware suite of integrated products that allows for applications to be built in an agile fashion. This enables developers to react to end-user business requirements in an efficient and productive manner, so that they can produce high quality business applications.

Kuali Rules Management System

"Kuali Rule Management System (KRMS) is a common rules engine for defining decision logic, commonly referred to as business rules. KRMS facilitates the creation and maintenance of rules outside of an application for rapid update and flexible implementation that can be shared across applications."

Kuali Service Bus

Kuali Service Bus (KSB) is a simple service bus geared towards easy service integration in an SOA architecture. In a world of difficult to use service bus products KSB focuses on ease of use and integration. Message Driven Service Execution; Transactional Asynchronous Messaging; Synchronous Messaging; Queue Style Messaging.; Topic Style Messaging; Quality of Service; Service Discovery; Reliability; Persisted Callback; Primitive Business Activity Monitoring; Spring Based Integration; Programmatic Based Integration

Kuali Student

Kuali Student will be a modular, open source, standards-based next generation student system that will offer a flexible, scalable, cost-effective system that can be configured to meet the business requirements of any higher education institution


Last Modified Date

The date on which the document was last modified (e.g., the date of the last action taken, the last action request generated, the last status changed, etc.).

LC (Library of Congress)

A Congressional agency to support the research needs of the U.S. Congress, LC has evolved into a de facto national library of the U.S., creating and distributing bibliographic metadata at minimal cost; developing and maintaining MARC; and providing a myriad of other services to the U.S. library community.

LC (Library of Congress) Classification/Call Number

A system originally developed at LC to organize subjects into broad categories; it is essentially enumerative in nature. It provides a guide to the books actually in a library, not a classification of the world (as Dewey attempts to do). Call numbers derived from the system consist of one or two letters followed by numbers/punctuation, e.g., PS1742._F6 1897 where PS is American Literature, 1742.F6 further refines the topic of the work, and 1897 is the date of publication and is part of what is called a Cutter number.

See Also Call number.


Authentication: LDAP, Lightweight Directory Access Protocol, is an Internet protocol that email and other programs use to look up information from a server OR is an application protocol for reading and editing directories over an IP network


consulting, implementation, data migrations, for Koha in over 800 libraries

Library Catalog

A library catalog is a register of all bibliographic items found in a library or group of libraries, such as a network of libraries at several locations, such as http://www.iucat.iu.edu

Library of Congress Classification/Call Number

See LC Classification/Call Number.

Library privileges

See Privileges.

Library Technical Services

Common name of primary work unit in libraries that is charged with overall preparation of materials for circulation. After items/titles are ordered/received, found, gifted, this unit (sometimes referred to as Cataloging) prepares materials to make them available to library staff, patrons, online catalogs, library catalog/discover layer. Common tasks can include: import or completion of the Bib Record; edit or creation of the Instance or Holdings record; bindery; shelf-prep; barcode; in-transit activities; bookplating (gifts); etc. This varies by library and workflows are different for physical items (books, DVDs, maps, etc) than Serial/Subsctiptions (magazines, bound-withs, multi-volume sets), and Electronic resources (URL links, licenses). Special handling/workflows may also be in place for offsite storage activities, Archives, Special Collections.

Library user

See Patron.

Library user interface

An application, typically Web/browser based, providing users with the ability to search library and other information databases as selected by the library. In most such products, the basic search type is general keyword (AND as a default operator) with search results from all sources presented by relevancy ranking. These applications typically offer a variety of local configuration options (e.g., indexing choices for each database; display configuration for various record types; etc.); social features such as public reviews, ratings, tagging, and "my list" features; etc. Also included are "my account"-type functions, i.e., the ability for a library user to renew items, check on the status of requests, pay bills, update address information, etc.

See Also Online Catalog.


a right that gives a person or entity permission to do something that would be illegal if the person or entity did not have such permission. Usually the scope of the permission excludes ownership rights or privileges.

Line item

an entity to be ordered, usually identified by title on a purchase order; any purchase order can have more than one line item, e.g., 10 books on a purchase order = 10 line items, one for each. Intended for ease of purchasing multiple items from one vendor.

Link Resolver

A service that mediates OpenURL linking to library targets (licensed electronic resources)


The process by which the system: (1) validates whether or not a library user can borrow a library item based on defined attributes (e.g., the circulation desk location, the shelving location of the item, item type, borrower type, etc.); and (2) if a loan is permitted, links the item with the patron and applies certain conditions (e.g., length of loan period) based on policies defined in configuration files. Synonyms: Check-out, charge, charge out

Loan Period

The period of time for which a user has been allowed to borrow a library item. The loan period is usually dependent on the item type, the item's location and the borrower type. A loan period can be expressed in days, hours, as a fixed date, or as "indefinite".


An element in a library's system configuration that describes a conceptual entity or institution (e.g., "The University of X Library") or a building ("John Doe Memorial Library") or an area ("Doe Library, Bookstacks"; "Doe Library, Circulation Desk") where items are shelved or work is performed. All library items are assigned to a shelving area location and this becomes an attribute for circulation policy. Locations may also refer to library staff work areas at which certain functions (e.g., acquisitions (or ordering and receiving), cataloging, serials receiving, course reserve or circulation are the standard ones) are performed on or with items housed at shelving locations; work areas (e.g., a circulation location) are identified as part of an operator's login.

See Also Location (shelving).

Location code

A Code value from a Code List that describes, with a greater or lesser degree of specificity, the Location where an Item is located. Within OLE there may be up to five different levels of Location, so the Item may contain as many as five different Location Codes.

See Also Code, Code List.

Location ("happening")

See Work Unit.

Location (shelving)

A physical area where library items are housed, generally in single sequence (usually but not always by call number), either permanently or temporarily, and identified in holdings and/or item-level records by codes and/or literals. Shelving location is an attribute in determining circulation policy and can also be used as a search limit.

See Also Collection (general), Collection (shelving), Location.

Lost Item Replacement Fee

See Replacement fee.


The round magnifying glass or 'lookup' icon on any edoc or screen allows you to look up reference table information so you avoid data entry errors. Multiple lookup and selection is also available. Lookups from an existing document allow a "search select" option to return the selected value to the working edoc.



Content and Metadata; Metadata Authority Description Schema (MADS) is an XML schema developed by the United States Library of Congress' Network Development and Standards Office that provides an authority element set to complement the Metadata Object Description Schema (MODS


See Serial.


open source content management systems. See http://www.magnolia-cms.com/magnolia-cms.html

Maintenance document

An e-doc used to establish and maintain a table record.

Manage (Create) Entity Relationship (MER)

OLE component that allows for the creation, modification and deletion of relationships between any two or more entities. Entities can include resources, people, courses, facilities, organizations, finances, etc.

Manage Entity

OLE component that describes the processes that track the lifecycle of an entity including preservation, curation, evaluation, retention, relocation, duplication, version preference, rights management, and updated in this process according to established rules.binding, repair, reformat, replacement, and withdraw. Access and descriptive metadata may be normalized

Manage Funds (Acquire)

process supported by the system to make payment for a service or product. Included in this process is a log trigger and log response; the system records the usage of services or product for audit, reporting or billing purposes.

Manage Inventory (Manage)

process where entity is evaluated and tracked for retention and version preference, and access and descriptive metadata updated.

Manage Rights (Manage)

process where information is maintained (collected, stored, updated) regarding rights of entities. Information is consulted and disseminated as necessary.

Manage Terms of Acquisitions Use (Acquire)

documents and manages acquisitions entities and associated information license terms (e-resources, gift, deposit, exchange, approval, etc.) selected for the collection; record is created with pending status; tracking begins as negotiations and/or evaluation of trial take place; final selection decision is recorded and pending status removed.

Manage User Relationship

an OLE or 3rd party component that describes processes to handle CRM (customer relationship management) including a user's initiation for request of service to the fulfilling of that request.


MARC (acronym for machine readable cataloging) is a standard for the representation and communication of bibliographic, authority and holdings information in machine-readable form. The structure of MARC records is an implementation of national and international standards, e.g., Information Interchange Format (ANSI Z39.2) and Format for Information Exchange (ISO 2709).


A framework for working with MARC data in a XML environment.

Match point

A data element used to determine a Bibliographic Description/authority record to be replaced by a new Bibliographic Description/authority record in the import process.

Membership order

Membership orders are commitments from a library to purchase a subscription to a membership from a provider. Having a membership may give a library permission to order materials from the provider or might cause the provider to periodically send materials to the library. Generally, memberships are renewed to continue the relationship with a provider.


'data about data', metadata defines, describes and manages information and may include descriptive, holdings, authority, financial, or other types of data.


A reporting tool created by the University of Pennsylvania. Metridoc is a data integration / job framework to assist libraries with data ingestion and normalization, with the end result being a repository to help deal with usage reporting.


Content and Metadata; Metadata Encoding and Transmission Standard (METS) is a metadata standard for encoding descriptive, administrative, and structural metadata regarding objects within a digital library, expressed using the XML schema language of the World Wide Web Consortium. The standard is maintained in the Network Development and MARC Standards Office of the Library of Congress, and is being developed as an initiative of the Digital Library Federation


software that manages and connects OLE components and provides interoperability with 3rd party applications and components; consists of a number of functions that can be called upon by multiple components

Modify Entity Relationships (MER)

process that modifies a link between two or more entities. Entities can include resources, people, courses, facilities, organizations, finances, etc.

Modify Metadata (Select, Describe)

process where descriptive, structural, and/or administrative information about an entity is altered

Monographic series

Scholarly and scientific books released in successive volumes, each of which is structured like a separate book or scholarly monograph. See also: series.

See Also Series.


Metadata Object Description Schema is an XML-based bibliographic description schema developed by the United States Library of Congress' Network Development and Standards Office. MODS was designed as a compromise between the complexity of the MARC format used by libraries and the extreme simplicity of Dublin Core metadata.



NISO (National Information Standards Organization) Circulation Interchange Protocol. This Standard is intended to address the growing need for interoperability among disparate circulation, interlibrary loan, and related applications. Interoperability between self-service applications and circulation applications; between and among various circulation applications; between circulation and interlibrary loan applications; and between other related applications, has been the principal focus of this Standard.

Negotiated License

One specific type of Agreement, which usually covers negotiated access to a purchased resource or collection of resources. The ONIX-PL standard was developed specifically to describe / transport both the text and interpretation of a negotiated license.


See Serial.

NISO (National Information Standards Organization)

A non-profit association accredited by the American National Standards Institute (ANSI); identifies, develops, maintains, and publishes technical standards to manage information in our changing and ever-more digital environment. NISO standards apply both traditional and new technologies to the full range of information-related needs, including retrieval, re-purposing, storage, metadata, and preservation. NISO has a variety of working groups of interest to OLE including those investigating ERM, KBART, CORE, et al.

NLM classification/call numbers

National Library of Medicine - These call numbers cover the field of medicine and related sciences, utilizing schedules QS-QZ and W-WZ, permanently excluded from the Library of Congress (LC) Classification schedules. The NLM Classification is a system of mixed notation patterned after the Library of Congress (LC) Classification where alphabetical letters which denote broad subject categories are further subdivided by numbers.


Messages sent to borrowers as a result of requests made for library items or the status of current loans of library items, e.g., recall notices, overdue notices, on hold notices, etc. Notices can be printed, emailed or texted.



Discovery: Open Archives Initiative- Protocol for Metadata Harvesting. http://www.openarchives.org/pmh/tools/

Object Code

Object codes represent all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify the nature of the transaction Object Level. The Object Level document is used to maintain an attribute of the object code that is used to group similar object codes into categories for reporting Object Consolidation The Object Consolidation document defines a general category of object codes for reporting. One object consolidation includes the object codes belonging to one or more object levels.

Obtain Metadata (Select, Describe)

process where descriptive, structural, and/or administrative information about an entity is acquired.


Worlds largest library cooperative, source of WorldCat online catalog (originally the Ohio College Library Center)


Online Dictionary for Library and Information Science, http://lu.com/odlis/

OLE Holding

This section of the OLE Instance records "general" holdings information in a format specific to OLE.

OLE Instance

OLE XML document type that describes individual Holdings and associated Items. The OLE Instance document is a container for recording holdings and item information for a bibliographic record. See also Holdings, OLE Holding, sourceholding and Items.

OLE sourceHolding

This section of the OLE Instance represents "specific" holdings information entered according to some standard external to OLE. Examples are MARC holdings, MODS holdings or any other format specific holdings.

On Hold Courtesy Notice

Notice sent to a patron when a hold has expired and will be removed from the hold shelf.

See Also Notices.

On Hold Notice

Notice sent to a patron when a hold is available for pick-up.

See Also Notices.


An XML-based family of international standards intended to support computer-to-computer communication between parties involved in creating, distributing, licensing or otherwise making available intellectual property in published form, whether physical or digital

ONIX for Books

The ONIX for Books Product Information Message is the international standard for representing and communicating book industry product information in electronic form.

ONIX for Licensing (LT)

ONIX for Licensing Terms (LT) is the generic name for the most recent addition to the ONIX family. Built on a consistent underlying model of rights and usages, OLT formats are specialized to the needs of different user groups and applications.

ONIX for Publications Licensing (PL)

ONIX for Publications Licenses (ONIX-PL) is intended to support the licensing of electronic resources - such as online journals and ebooks - to academic and corporate libraries. ONIX-PL enables libraries to: (1) express licenses in a machine-readable format; (2) load them into electronic resource management systems; (3) link them to digital resources; and (4) communicate key usage terms to users. Publishers can also benefit from the ability to maintain their licenses in a standard machine-readable form.

ONIX for Serials

ONIX for Serials is a family of XML formats for communicating information about serial products and subscription information, using the design principles and many of the elements defined in ONIX for Books.

Online Catalog

The public user interface module of an integrated library system (ILS) that provides the ability to search for and display library resources by various search types and limits. Current online catalogs, while browser based, are typically proprietary applications that have limited capabilities for extending discovery and access to databases external to the library. Online catalogs also typically provide "my account"-type functions, e.g., the ability for a library user to renew items, check the status of requests, update an address, etc.

See Also Library user interface.


An Online Public Access Catalog (OPAC).

See Also Online Catalog.


Authentication: OpenID is an open standard that describes how users can be authenticated in a decentralized manner

Open URL

Discovery: OpenURL is a standardized format of Uniform Resource Locator (URL) intended to enable Internet users to more easily find a copy of a resource that they are allowed to access. Although OpenURL can be used with any kind of resource on the Internet, it is most heavily used by libraries to help connect patrons to subscription content

Operating funds

This is unrestricted money from the parent organization. In universities, this money typically comes from sources like tuition. Often, the library receives a lump sum of operating money from its parent body, and then decides internally how much of that to allocate for collection development.


a person who creates/updates/deletes a document online and typically recorded as such in a document's audit trail.

Operator (Circulation)

Operators log into OLE to do work. They perform work on behalf of patrons in the system.


Open source software package developed by EDItEUR for creating, editing and managing license expressions using ONIX-PL. OPLE can be installed on a wide range of computer platforms from large network servers to individual laptop PCs and is compatible with all major operating system environments (Microsoft Windows, Apple Macintosh, Linux).

Order Resource (Acquire)

obtain collection resources, with associated functions to manage providers. In the case of acquiring digital material it is a process whereby a system manages content in order to bring it into a collection.

Order status

a label describing the purchase order's stage in the overall acquisition process from, e.g., "new" to "received/paid". Overlaps with item status.

Order type

a label describing characteristics of the order that indicate what future actions will apply. Required for any purchase order.


an OLE entity, an organization is an administrative structure, for example a college or university, library, institution, society, consortium, or association.

Overdue Fine

The amount charged to a borrower when a loaned library item is returned late. Overdue fines are calculated at checkin, based on an amount per day/hour, and may vary depending upon the borrower type, the item's location and the item type.

Overdue Recall Fine

The amount charged to a borrower when a loaned library item that has been recalled is returned late. Recall overdue fines are calculated at checkin, based on an amount per day/hour, and may vary depending upon the borrower type, the item's location and the item type.


The idea that permissions or policies based on a piece of data in a document (bib control numbers, item location, ownership field data) could be used to infer ownership, in conjunction with policies. Work Units or Roles would be connected or allowed to complete certain actions based on additional qualifier for ownership.



A grouping of TIPPs offered by a supplier under particular terms.


The ability for a patron/borrower to ask that an item not on loan be retrieved and either placed on hold (for the user to pick-up at a specified location for checkout) or be delivered (the item is retrieved, checked out, and then routed/physically delivered to the user).


An individual who has some level of library privileges. A person with access to a library (virtual or physical) and identified as belonging to a specific group, e.g., faculty, undergraduate, unaffiliated, etc. Each group may have different levels of service privileges, e.g., faculty have indefinite loan periods when borrowing items, undergraduates can borrow for 90 days, etc. Terms such as "patron", "library user", "user", or "borrower" are often used interchangeably.

Patron body

Main part of an OLE patron record containing data NOT in a patron component.

See Also Patron component.

Patron component

Repeatable segments of an OLE patron record: (1) address; (2) affiliation; (3) barcode; (4) identifier; (5) borrower type; and (6) note. Other information is in the patron body.

See Also Patron body, Affiliation (patron).

Patron Infrastructure type

a generic way to refer to borrower type, address type, affiliation type, identifier type, and note type. This is again not a term that should be exposed to end users but is useful to talk about all the types together. Right now they all have quite a bit in common although as OLE becomes more sophisticated they will vary from each other more.

Payment Request/ Invoice

Vendor Invoices are processed thru an OLE Payment Request, and represent money owed/due to a Vendor for products or services.


Synonym for credit card, also called procard


Permissions represent fine grained actions that can be mapped to functionality within a given system. Permissions are scoped to Namespace which roughly correlate to modules or sections of functionality within a given system. (A permission says something a role's users can do)


See Serial.


an OLE entity, a person is an individual represented in the environment. A few examples of persons include a user of a resource (such as a library user), a creator of a resource (such as an author), or a creator of metadata (such as a library staff member).


Indicates that patron will come to the library to retrieve items set aside on his behalf.

See Also Request.


A component of an item, e.g., a CD jewel case of 3 CDs would typically be treated as 1 item with 3 pieces.

See Also Item.


An interface that administers or delivers electronic resources content, or provides a route to the content, to the user. A single publisher may have multiple platforms, eg: Elsevier has Science Direct, Scopus, and Compendex/Engineering Village. The platforms of one publisher may or may not be integrated in one administrative site.

Platform Administrative Site

Many platforms provide librarians with an interface for managing and customizing the display and other attributes of their platform. This interface (accessed via a URL) allows librarians to enter their institution’s IP ranges, input their link resolver URL, manage the look and feel of the platform for their users, gather usage stats, etc. The interface is password protected.

Platform Provider Name

Name of company that hosts the platform, eg: EbscoHost, Proquest, Gale Cengage

Platform Software

The underlying architecture that runs a platform. A platform may belong to Oxford University Press, but run on the Highwire platform software.

Pluggable Framework

OLE infrastructural middleware that allows separately installable software modules to interact seamlessly in the environment. This provides for increasing functionality of the system with components that are not built-in.


POJO is an acronym for Plain Old Java Object. The name is used to emphasize that a given object is an ordinary Java object and not a special object.

Polaris Library Systems

Library automation solutions. See www.gisinfosystems.com/

Policy/Business Rules

OLE infrastructural middleware, Policy/Business Rules modifies workflows based on locally defined policies

Prediction pattern

A set of descriptive data (enumeration, chronology, frequency) enabling a system to generate a listing of future issues.of a serial. This data enables a system to show an operator the next expected issue which in turn allows for a quick and easy method of recording receipt of each issue.

Pre-Disbursement Processor

A KFS module and core component that receives data from systems that need to make disbursements and outputs a data file that can be sent to a check writer or formatted and sent to a bank for Automated Clearing House (ACH) direct deposits. Generates ledger entries when appropriate. (for example, to relieve liabilities when making a disbursement against a KFS Payment Request document)

Pre-order request

A collection of metadata describing a title (in any format) requested by library staff or outside users for addition to the library's collection.

Pre-Order Request Document

A Kuali OLE document containing a pre-order request's metadata along with data concerning the request type.

Preserve/Conserve (Entity) Resource (Manage)

process that tracks the preservation and curation of an entity that needs attention in regard to preservation/conservation activities including evaluation, binding, repair, reformat, replacement, and withdraw. Access and descriptive metadata may be updated in this process. Determine whether the item should be relocated to archives/special collections.

Primary Delegation

The Delegator turns over full authority to the Delegate. The Action Requests for the Delegator only appear in the Action List of the Primary Delegate. The Delegation must be registered in KEW or KIM to be in effect.


In KIM, a principal reflects a method that an entity uses to log in to the system, for instance a username/password pair. One entity can have multiple principals when a single individual has more than one way to authenticate themselves. We will not use principals for patrons at all.


Printing slips as part of transfers, sending items to bindery, shelf preparation.


Library services (many related to circulation) available to users, e.g., the ability to borrow items for periods of time; recall checked out items; order copies of library materials; gain access to a library building; etc. Certain services may be restricted to certain categories or types of users.


a loosely coupled series of operations or activities that achieve a library business goal.


A routing status indicating that the document has no pending approval requests but still has one or more pending acknowledgement requests.

Project Manager

A project manager is the person responsible for accomplishing the stated project objectives. Key project management responsibilities include creating clear and attainable project objectives, building the project requirements, and managing the constraints of the project management triangle, which are cost, time, scope, and quality.


In KRMS, rules consist of propositions and actions. A proposition is made up of terms and facts. KRMS supports three main types of propositions:

See Also Rule, Term, Fact.


A system that acts as an intermediary for authenticating authorized users accessing licensed electronic resources from an IP address outside of the registered institutional IP ranges.

Public-facing Service

Any service/system that allows public users to query a library's database. Examples include discovery layers (such as VuFind) and Z39.50.

Public receipt

In the Receipt History section of the Serials Receiving record, these are issues that have the "Public Display" checkbox checked

Purchase order

A document describing an entity to be bought or licensed along with vendor, fund, order type and other related data; OLE uses an adaptation of the Kuali Financial System's purchase order.


RDA (Resource Description and Access)

Designed for the digital world and an expanding universe of metadata users, RDA is the new, unified cataloging standard - an evolution of the cataloging principles from AACR2, Second Edition with rules carried over or adapted to the RDA model.

RDBMS (Relational Database Management System)

The Relational Database Management System (RDBMS) is a database model that stores information about both the data and how it is related. Relationships exist both among the columns within a table and among the tables. Each database is a collection of related tables.

RDF (Resource Description Framework)

A standard model for data interchange on the Web.

Recall Request

The ability for a patron/borrower to ask that an item currently on loan to another patron/borrower be returned. In most libraries, a recall request abbreviates the loan period for the current borrower who typically receives a notice with the new due date/time. In addition, fine rates applied for late return of recalled items are often higher than fine rates for late returns of an item without a recall request.

See Also Request, Hold Request.

Receive Resource (Acquire)

process where a resource or service is received in response to request, for example an order request, a request for a service or resource, a gift.

Recurring Order

A purchase order with the “Type of Recurring Payment” field populated.

Reference Model

provides an abstract view of how the environment functions and the relationships between the various components, entities, and middleware. The reference model provides a foundation upon which the architecture of the system, and the concrete details, will be built.

Reformat Resource (Manage)

process where resource is selected, retrieved and converted; content is duplicated; access and descriptive metadata are updated.


Converting a document from one format to another without changing its content


Relais International provides highly sophisticated systems and software to automate and streamline operations in traditional ILL, Document Delivery and consortial resource sharing services as well as for services supporting on campus delivery and distance education programs


For circulation, the process/policy for extending the loan period of a borrowed library item. For acquisition, the process/policy for paying for a resource that is obtained on a periodic basis (e.g., continuing a subscription to a journal; obtaining access to an electronic database for a specified length of time; etc.).

Renewal (for E-Resources)

The process by which by a library extends its subscription to a resource to cover the next subscription period. Typically done in yearly increments.

Replacement fee

When a borrowed library item is not returned after a series of overdue notices, the system automatically creates and sends a replacement fee borrower bill to the borrower. The fee is either a default value defined in the circulation policy sets OR is the price entered in the item-level record.

Report Management

a 3rd party component to OLE that aids in the creating, viewing, and printing of reports. The software may provide an interface that will assist with the selection and extraction of data. This component may communicate with OLE through the report manager in the OLE middleware.

Report Manager

OLE infrastructural middleware reporting application that provides a connection between OLE, its data, and 3rd party report management software. The report manager may assist with the selection and extraction of data according to a particular type of report, as specified through the 3rd party report management software or through the policy/business rules middleware in OLE.


the OLE middleware that provides a registry of services. The repository manages the services to support their development, discovery, and use. Information about the services can be found here which could assist potential users with determining whether a service will meet their particular need, who maintains that service, etc.

Repository Management

an OLE 3rd party component that performs import, storage and basic integrity checks and preservation of entities stored in a repository.


The ability of a library user/borrower to ask for services relating to the retrieval, loan or copying of an item in the library's collections. Such requests are now typically submitted online through a public interface that must interact with the library's "back office" system.

See Also Recall Request, Hold Request.

Request Expiration Date

The date at which the hold will expire for a patron. The date is equal to X days after the hold notice was sent (as defined in the Circulation Desk maintenance document) and calculated when hold notice batch processes are run. The date is editable from the request screen by staff.

Request Service (Deliver, MUR)

process where resource is requested from a resource provider or data source, or where a user initiates a request for service. The process will take into account whether the resource or service is available and can be requested by the user based on access and use policies.


A library user who submits a request for the library to purchase a title, recall a checked out item, page an item on the shelf, etc.

See Also Patron.


A pre-order document for a title being considered for acquisition as submitted by a library user or library staff using various input methods (e.g., submitting a Web form, manual keying, etc.) Default workflow is for a requisition to be approved by a selector and, upon supply of information such as vendor, fund, etc., be transformed into a purchase order. Selectors may also decide against acquisition and cancel the requisition with notice to the original requestor.


an OLE entity, a resource is an item that may be collected and/or made available by an organization. Common examples of resources include books, journals, maps, and websites

Retired TIPP

A TIPP is retired when it no longer has any content remaining in a Package. The retired status allows users to see that the TIPP used to be part of a certain package, but is no longer available.

See Also TIPP.


The process by which the system: removes the temporary linkage between an item loaned by the library to a patron; calculates any overdue fines or penalties to be charged to the patron; and resets the item status to indicate its next state (e.g., "not checked out", "in transit", "on hold", etc.). Synonyms: Check-in, discharge

Rights Management

process where information regarding rights of entities is collected, stored, and updated. For example, the license terms of an entity that is acquired are reviewed, approved, and retained. Rights information is consulted and disseminated as necessary, for example, a resource that has been requested is checked for terms of access and preconditions of use. Rights management may be performed by an OLE component or 3rd party component.

Role Qualifier/Parameter

OLE Roles or Groups will be extended to include optional qualifiers or parameters on applied permissions. A Role or Group can continue with no qualifiers, or multiple.

Roles- Permissions

We can apply access, use, permissions at system, organization, group, role, or user level, so that users can belong to different groups with different access, permissions, or actually responsibilities/assignments in workflow.

Route Log

Displays information about the routing of a document. The Route Log is usually accessed from either the Action List or a Document Search. It displays general document information about the document and a detailed list of Actions Taken and pending Action Requests for the document. The Route Log can be considered an audit trail for a document.

Route Status

The status of a document in the course of its routing:

Routing an Item

Libraries route items from one circulation desk to another when an item is received at one circulation desk but should be shelved by another.


Delivery: RSS ( Really Simple Syndication) is a family of web feed formats used to publish frequently updated works- XML. The Atom Syndication Format is an XML language used for web feeds, while the Atom Publishing Protocol (AtomPub or APP) is a simple HTTP-based protocol for creating and updating web resources


In KRMS, a rule contains a proposition and an action. Rules are the policy set within the system.

See Also Policy/Business Rules, Proposition, Action.

Rules Engine

See Policy/Business Rules



Open source application to support technology-enabled teaching, learning, research and collaboration in academic institutions. See http://sakaiproject.org/


A routing status indicating the document has been started but not yet completed or routed. The Save action allows the initiator of a document to save their work and close the document. The document may be retrieved from the initiator's action list for completion and routing at a later time.

Schedule Event (Acquire, MUR, Rice)

process that manages the scheduling of events based on policy implemented by the workflow engine. Provides check interval and deadline for certain actions such as claim, audit, renew, review, deliver.


The SCONUL effort is currently focused on gathering use cases with an eye towards requirements for Electronic Resource Management in July 2011. David Kay is involved in OLE due to the alignment of our projects, the potential benefits to both projects if we work towards a common framework (built on Kuali Rice, KFS and OLE), and the sharing of process, resources, and requirements across our projects. This is a JISC-funded (Higher education funding agency in the UK) SCONUL-managed (HE Academic Library Council in the UK) project to develop a national academic library system that addresses many of the efforts of Kuali OLE

Secondary Delegation

The Secondary Delegate acts as a temporary backup Delegator who acts with the same authority as the primary Approver/the Delegator when the Delegator is not available. Documents appear in the Action Lists of both the Delegator and the Delegate. When either acts on the document, it disappears from both Action Lists.

Secondary Delegation is often configured for a range of dates and it must be registered in KEW or KIM to be in effect.

Select Entity

describes the processes where metadata for an entity that has been selected for acquisition or trial, either permanently or temporarily, are created or obtained.

Select- Delete

See Delete Metadata




See Create Metadata


See Modify Metadata


See Obtain Metadata


a library staff member with authority to purchase titles for a library's collection.

Separate Copy Report

An OLE Instance which includes information about a single Copy only.

See Also Copy, OLE Instance.


A serial is a publication (in any format, most often print, microform or electronic) that is issued in successive parts (issues); serials include publications commonly referred to as magazines, newspapers, periodicals, journals, etc. A serial is usually published at intervals (i.e., a frequency, e.g,. quarterly, weekly, daily, etc.) with each issue often (but not always) identified by a number (i.e., enumeration, e.g., v. 7, no 1) and/or date (i.e., chronology, e.g., July 2009). Some serials have an irregular or unknown frequency and may also lack enumeration or chronology but are, nevertheless, considered serials. Enumeration and chronology can have multiple levels, each with a descriptive caption used for display purposes.

See Also Subscription, Caption, Enumeration, Chronology.

Serial claim

See claim.


A group of titles, usually on the same or related topics, issued under the same name (i.e., a series title) over a period of time. Each individual title may (or may not) have a series volume number and often has its own distinct title in addition to the series name. E.g., Lecture Notes in Mathematics volume 345 is the title "Proceedings of a Conference on Operator Theory, Dalhousie University, Halifax, Nova Scotia, April 13 and 14th, 1973". In many cases, libraries create records to allow users to find series volumes by either the series title/number AND by the individual title of a single volume in the series. These are called "analyzed series" or "analytics".

Series Holding Record

A holdings record for a monographic series (distinguished from a holdings record for an individual work in the series.

See Also Analytic Holding Record.


Shared Electronic Resource Understanding (SERU) - licensing agreements service between libraries and publishers


a well-defined, reusable set of operations, services are independent software pieces that are the building blocks used to assemble library business processes in OLE.

Service Mediator

as part of the OLE middleware, the service mediator aids communication between system-level service consumers and service providers. As consumers request services, the mediator negotiates between the consumer and the provider to manage the service request and its delivery.

Service Oriented Architecture (SOA)

the design approach that will be used to develop OLE, Service Oriented Architecture provides for loosely coupled, reusable services, and methods for allowing different functionality and communicate with other systems.applications to exchange data. By using SOA design architecture, OLE will describe a system that is can add new

Service Taxonomy

an index and classification of the services used in OLE. The taxonomy provides definitions of the services, helping to build a common and accepted language among OLE users.


A file of bibliographic records arranged in the same order as the corresponding materials on a library's shelves.


Arranging library materials within an existing collection, normally by author; and determining the book number and other additions to the classification number necessary to create a unique number for each item. Shelflisting is also the activity of documenting the holdings of a collection as to location, volumes, and copies, providing an inventory of the collections (from: LC Classification and Shelflisting Manual, 2008).

Shelf Prep

Physical preparations of tangible library materials, that may include standard cataloging (barcode, call number, etc), plus physical preparation external to OLE. May be managed via notifications or cataloging checklist in OLE.


Proxy or Authentication: A standards based, open source software package for web single sign-on across or within organizational boundaries. It allows sites to make informed authorization decisions for individual access of protected online resources in a privacy-preserving manner. http://shibboleth.internet2.edu/

Single Sign On

A mechanism for authenticating authorized users accessing licensed electronic resources using a single log-in for accessing all applications (i.e. Shibboleth)


Document and Resource Delivery: Standard Interchange Protocol 2 for library automation. http://www.niso.org/workrooms/sip/


Commercial vendor of ILS systems Symphony,Unicorn and Horizon; discovery tool Enterprise.


Content and Metadata


SOAP, originally defined as Simple Object Access Protocol, is a protocol specification for exchanging structured information in the implementation of web services in computer networks. It relies on XML information set for its message format, and usually relies on other application layer protocols, most notably Hypertext Transfer Protocol or Simple Mail Transfer Protocol, for message negotiation and transmission.


Solr is an open source enterprise search platform from the Apache Lucene project. [Penn and other libraries are using Solr to develop library discovery tools--AKA catalogs] http://lucene.apache.org/solr/


This section of the OLE Instance represents "specific" holdings information entered according to some standard external to OLE. Examples are MARC holdings, MODS holdings or any other format specific holdings.

Source record

Record from which another record receives data from.


Discovery: an RDF query language; its name is a recursive acronym that stands for SPARQL Protocol and RDF Query Language


Reporting: is a database computer language designed for managing data in relational database management systems


Discovery: SRU is a standard XML-focused search protocol for Internet search queries, utilizing CQL (Contextual Query Language), a standard syntax for representing queries. SRW is a variation of SRU. Messages are conveyed from client to server, not by a URL, but instead using XML over HTTP via the W3C recommendation SOAP, which specifies how to wrap an XML message within an XML envelope.


For the purpose of OLE specs, Users or Staff may be used interchangeably to denote authorized library staff or system users. Library SME's prefer the term Staff or Operator, as in the library world, "users" is often construed as synonymous with "patrons" or "users of the library". Synonyms: User, Staff, Operator, (KIM) Person

Standard number

a numeric or alpha-numeric string with or without punctuation used as a unique identifier for an item; some standard number types have established validation rules, e.g., ISBN and ISSN.

Standing order

Standing orders are commitments from a library to purchase (sometimes after approval) all titles from a provider that fit within a predestinated profile (Author, subject, publisher, etc.) The titles to be sent from the provider are often not known until they are received at the library. The library processes each title as it is sent from the provider by describing it, receiving it, and invoicing it. Unless discontinued, a standing order will be modified by year-end so that it continues into each new fiscal year. Unlike subscription orders, standing orders are "continued" as opposed to "renewed". A standing order may also be called a blanket order.

Staff Only

A flag on record (bibliographic, holdings, item) that, when checked, marks the record so it does not display in a public-facing service.


On an Action List; also known as Route Status. The current location of the document in its routing path.

See Also Route Status.


The code used to separate pieces of information in the bibliographic record, such as separating the title from the author: 245 04 |a The life and times of a cataloger / |c Frieda B. Cataloger, where the "a" and "c" that proceed the delimiter | are the subfield codes.


A workflow action button used by the initiator of a document to begin workflow routing for that transaction. It moves the document (through workflow) to the next level of approval. Once a document is submitted, it remains in 'ENROUTE' status until all approvals have taken place.


A subscription is an order for a title that is published in parts over time, often (but not always) on a set schedule, where each part often (but not always) has a specific numeric and/or chronological identifiers. One can subscribe to a journal for a specific period of time (e.g., a year's subscription to the New Yorker) or to a package of e-journals licensed for a specific period of time (e.g., EBSCOHost Business Source Complete). Subscriptions are renewed (typically annually) to ensure continuous receipt/access.

Subscription start date; subscription end date

Beginning and end dates of the term of covered by the most recently paid order.

SuDoc (Superintendent of Documents) Classification/Call Number

A system to organize publications of the U.S. government based on the issuing agency. Call numbers derived from this system describe the agency, a subunit, type of publication, title, etc., e.g., HE 3.3:15/2 where HE is the agency; 3 is a bulletin, .3 is the title and 15/2 is the volume and issue number.

See Also Call number.

Superintendent of Documents Classification/Call Number

See SuDoc (Superintendent of Documents) Classification/Call Number.


A user who has been given special permission to perform Superuser Approvals and other Superuser actions on documents of a certain Document Type.

Supervisor Override

A supervisor override allows an operator to approve a loan when another operator does not have sufficient permission to approve it.

Supply Entity (Deliver)

process where an appropriate entity is supplied subject to conditions or constraints on use.



Commercial vendor of ILS system Talis Alto and discovery tool Talis Prism.

Target record

Record (Bibliographic Description or OLE Instance) to which a record (OLE Instance or Item Description) is being transferred.


In KRMS, a named variable used to build propositions.

See Also Proposition.


(from GOKb) An electronic resource distinguished by a unique combination of Title Instance, Package, and Platform. It represents, at the most granular level, the resource a library has purchased.


An identifying name assigned to an intellectual entity, e.g., a book, DVD, map, serial, music recording, etc.

See Also Format, Copy, Item, Uniform Title.

Title instance

(from GOKb) A publication distinguished by a unique combination of title, publisher, and ISSN.


To request any one of multiple copies of a work where there are mulitple item records attached to a bibliographic record.

See Also Request.

Track Event (Acquire, MUR, Rice)

process that enables tracking the status of an event, a resource, a request, or a task at any given point in the workflow.


A change in the physical custody of archival materials from one location or agency to another, usually without a corresponding change of legal ownership and responsibility. In OLE, Users may move Instances to other Bibs; Items to other Instances. Global edits can provide functionality for relocating or moving (physically) the actual Items, updating Location information. Transfers are subject to document ownership and status rules.


Access to a particular e-resource on a particular platform for a limited time period, usually 30 days, to evaluate an e-resource.


When writing specifications, triggers describe the event(s) that cause the user story to be initiated



User Interface, also GUI (graphical user interface).


Built upon a rich JQuery library of Standards as part of KRAD, UIF (User Interface Framework), includes, Light boxes, Messages and Notifications, Progressive Disclosure, Client Side Validation, Table Tools, Themes and AJAX Enabled Fields and are no longer limited to the vertical tab layout of KNS.

Uniform Title

The standardized form of a title that has been issued in different versions using many variations of the original title. For example, "Huck Finn", "Mark Twain's Huckleberry Finn" and "Huckleberry Finn" all share the same content, i.e., the work written by Mark Twain. When creating metadata for any one of these titles, a librarian would include the standard form of the title (in this case, it's "Adventures of Huckleberry Finn") thus allowing users to find a listing of all versions in a library's collection. Uniform titles are most often established for literary classics; musical compositions; and religious texts (the Bible and the Koran being the most famous examples of the latter). Uniform titles are established in the U.S. by the Library of Congress (and its various cataloging partners) and are available to libraries via services such as OCLC.


Uniform resource locator: a web address; a character string that refers to an internet resource

Use Case

an example that illustrates the potential application of OLE, its components, and its processes. Use cases might be abstract or concrete. They help provide meaning to the functionalities of OLE.

See Also User Story.


See Staff.

User Interface

See GUI.

User Story

A user story is a software system requirement formulated as one or more sentences in the everyday or business language of the user. User stories are used with Agile software development methodologies for the specification of requirements (together with acceptance tests).


Web Services

a software component that supports machine-to-machine transactions over a network, in particular, over the Internet.

Wild Card

A character that may be substituted for any of a defined subset of all possible characters.

Work Location

See Work Unit

Work Mark

A letter (or combination of letters) placed after the Cutter number to help maintain alphabetical order on a library's shelves and to create a unique call number for each work. The work mark is usually the first letter of the first important word in the title.

Work Unit

A location or departmental, or organizational field, used to as an attribute or match point between documents and Roles/Permissions. The Work Unit will be compared between a Document and as a qualifier on a Role, in order for Permissions/Policy to designate what staff can perform which actions on a document. Work units can be designated with parent-child relationships, to allow easier creation of roles/permissions across work units (one parent work unit can include or cover multiple child work units). Note: while locations hierarchy could be replicated for Work units, it is more granular than work units or document ownership designations may need to be. Work units and document ownership will frequently be at the Library level.


a series of activities that involve people, business processes, and software that achieve a library business goal

Workflow Engine

See Business Process Engine.


Online catalog representing holdings of more than 72,000 libraries worldwide.

WorldCat Selection

Allows selectors of new materials at a library to view notification records from multiple materials vendors in one central system and access participating vendors' systems directly from WorldCat Selection.


WSDL is an acronym for Web Services Description Language. It is an XML-based interface definition language that is used for describing the functionality offered by a web service. The acronym is also used for any specific WSDL description of a web service which provides a machine-readable description of how the service can be called, what parameters it expects and what data structures it returns.

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