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The Bibliographic Record

- General Information
- Creating and Editing Bibliographic Records
- Validating, Saving, and Exporting Records
- Making a New Record by Copying an Existing Record
- Deleting Records
- Troubleshooting Common Problems

General Information

  This chapter explains how to create, edit, and make copies of bibliographic records. It also contains instructions for handling records to be deleted. A bibliographic record must exist before a holdings record can be created.

New bibliographic records are created by use of templates. Standard templates are kept on the J: drive at mssunit/voyager templates/cataloging/bib templates. Templates must be copied to each cataloger's workstation in order to be used for cataloging. They may be edited and customized by catalogers.

A record type assigned in the leader of a new record determines format-specific fixed fields in the 008 field. The Manuscript Unit catalogs manuscripts using the Mixed Materials record type (p). Use of this record type was implemented in spring 1996, in response to the elimination of the Archival and Manuscript Control format and limitations encountered in implementing format integration in Notis (see Appendix O). Procedures for Visual Materials, cataloged using the Visual Materials record type (k), and Music, cataloged using the Manuscript Music record type (d), are outlined in separate manuals.

The bibliographic record contains all information except for the location and call number, which are contained in a linked mfhd (MARC Format for Holdings) record. A system-generated record ID number is displayed in the title bar. The upper portion of each record consists of three tabs:

MARC tab: fixed fields.

System tab: "Suppress from OPAC" check box. If a bibliographic record is suppressed, any associated mfhd records are automatically suppressed. Do not use "OK to export" checkbox; use ExportQ for exporting.

History tab: automatically records date and operator id for creation and all subsequent saves.

All MARC coding is visible when a record is displayed in the cataloging module. In the OPAC, tabs are present for short and long public display formats and for MARC coding display. Creation and modification of bibliographic records can be performed only in the cataloging module, and only by use of a log on and password.

Opening the Voyager cataloging module also activates the ExportQ program, which is used for exporting records to bibliographic utilities. The ExportQ window includes check boxes for sending records to OCLC, RLIN (pending merger of OCLC and RLIN), and MARS (OCLC Automated Authority Control).

Creating and Editing Bibliographic Records

Start the cataloging module through your start button (Programs>Voyager), and double click on Cataloging With ExportQ. Supply your operator ID and password.

Open a blank template by either clicking the New icon or Record>New>Bibliographic. This will bring up the default template specified in Preferences. Multiple templates may be stored on your workstation, and the default may be changed in Preferences (Options>Preferences>Folders/Files). If no path is specified in preferences, clicking the New icon will open a generic bibliographic template.

View the fixed fields by clicking on the leader and 008 buttons found on the MARC tab. Fixed fields are edited by choosing codes from drop down menus accessed by clicking in each field, with the exception of date fields in the 008, which are keyed in. Note that changing the record type in the leader will invalidate the 008, which must then be re-entered. Complete the fixed fields according to instructions in the chapter on Fixed Fields.

Create 006 fields, for additional materials characteristics, as needed according to instructions for 006 fields in the chapter on Fixed Fields. Manuscript Unit records do not use the 007 field with record type p..

Complete the variable fields according to instructions for 0XX, 1XX, 2XX, 3XX, 5XX, 6XX, 7XX, and 8XX in the chapter on variable fields, arranging them in the order specified in these chapters. Variable fields are edited using standard windows keyboard and menu bar editing techniques. The Edit menu or right clicking on the gray selection column will display commands that may be used for cutting, copying, moving, and deleting selected text or fields. The following are basic Voyager-specific commands:

F2 with the cursor in the selection column: displays a menu of valid tags.
F
2 with cursor in an indicator or field: displays a menu of valid indicators or subfields.
F3: adds new field above selected field
F4: adds new field below selected field.
F9: adds a subfield delimiter.

See Appendix N for other Voyager-specific commands.

A diacritic is entered after the letter it modifies, and displays on the letter. To delete a diacritic, position the cursor after the modified letter and press the backspace key. In Voyager, diacritics and other special characters may be accessed by three methods:

Edit>Special character entry (or Ctrl-E). Select diacritic from window; insert and close.

Edit>Special character mode (or Ctrl-D). Use mapped keyboard to enter diacritic. Keyboard mappings are shown in the special character entry window. A chart showing keyboard mapping is also available on the Cornell website. Diacritic mode continues until turned off by toggling the same command.

Open Macro Express (this software must be loaded on your computer separately from Voyager). Click on the Macro Explorer icon on the Actions toolbar. With the cursor in the catalog record, enter the keystrokes for the diacritic.

When changing a record type or editing a record migrated to Voyager from Notis, note the record's former Notis key (ID number in the Notis system). This code is in the form ABC1234 and is found in an 035 |9 field. Some Notis keys did not get exported to bibliographic utilities, because some represent records coming in from RLIN, etc., and they did not need to be sent out to the utility they came from. If the Orbis key does not start with F, make a new record by copying the existing record, and then notify the Cataloging Coordinator that the original record must be deleted. The following table identifies Notis keys by span:

AAAxxxx - BZZxxxx RLIN (cataloged in RLIN)
CAAxxxx - CZZxxxx RLA
DAAxxxx - DZZxxxx OCLC (tape load)
EAAxxx Electronic Scriptorium (CCL recon)
FFFxxx - Created Online
PAAxxxx - PLPxxxx GEAC (Circulation)
PMAxxxx - PMJxxxx MATPS (Acquisitions)
XAAxxxx - XZZxxxx Created online during Notis-Voyager interim

Validating, Saving, and Exporting Records

After typing in all desired fields, save the record to Voyager by clicking the Save to DB icon. Do not click the Save icon, as this will save the record only to your workstation. The following windows will display:

Import/Replace Verification: displays the first time a record is saved during a session. This message will display even though it is not necessary to specify a profile for original cataloging. Click "No".

MARC Error Report: displays if MARC tagging errors are present, as determined by YUL tag tables. Click OK, correct errors, and click Save to DB again. Errors must be corrected before saving the record.

Authority Validation Window: shows headings specified for validation in Options>Preferences>Validation. Use this window to view and copy/paste authorities, as necessary. Name or title headings must either validate as an authorized heading or conform to AACR2 standards and not conflict with an authorized heading. Subject and subdivision headings must validate as authorized headings. After verifying or editing all headings, click Continue.

Add or Update Confirmation: click OK. A new record will now display a record ID number in the title bar. Creation and each subsequent save after editing will be listed on the History tab.

All records should be reviewed by the appropriate curator and by the Cataloging Coordinator. After review and any necessary editing has been completed, make sure that the record is displaying in the OPAC by unchecking the Suppress From OPAC box on the System Tab.

Export the record by checking boxes for OCLC, RLIN (pending merger with OCLC), and MARS in the ExportQ window and clicking the send button. A Show History button expands the window to show a list of bibliographic ids for records exported during the current session. As this list is not retained after a session is ended, keep a manual list of exported records. After a record has been exported to MARS, a warning will appear in the ExportQ window stating the records should not be edited. This warning will display until the record has been returned from MARS and overlays the current record. For more information about ExportQ, see Voyager training documentation.

Making a New Record By Copying an Existing Record

Select from the toolbar menu: Record>Make a Copy, then edit and click Save to DB. The record will be saved with a new record ID number.

Deleting Records

If you accidentally enter a record that should not be in the database, print the record and give the printout to the Cataloging Coordinator with a note explaining why the record must be deleted, and if the record should be deleted from bibliographic utilities. The Cataloging Coordinator has a "catalog librarian profile" password, which allows deletion of records from Orbis. Deletion of records from RLIN or OCLC is done by the Catalog Managment Team in the Sterling Catalog Department.


Troubleshooting Common Problems

Editing

You cannot create or make changes in a record:

Make sure that you have logged on with your correct log on and password.

You get a warning message that changing the record type will invalidate the 008:

If you intended to change the record type, click yes, and then enter format-specific fixed fields in the new 008.

You want to rearrange fields:

Right click on the selection column next to the desired field and click either "Move this field up by one" or "Move this field down by one."

You know you've edited a record, but when you check it, none of your corrections appear:

Make sure that you weren't logged into a Voyager test database when you made your corrections. Check which database you are by doing a non-keyword title search on "where am i". In Voyager, you will get an index including the item "Where am I? I am in **ProdOrbis**. Use this database for permanent production work. Do not use this database for training or testing".

Indexing

You can't find a record in the OPAC that you know was saved.

The bibliographic record or mfhd may be suppressed. Display a record by deselecting the checkbox on the system tab. Or, you might accidentally have keyed your record into a test database.

Record has not been exported.

Make sure that the Encoding Level is properly coded. Keep a record of which records you have exported.


Comments:
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.