- 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
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:
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:
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:
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:
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:
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.
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.
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.
You cannot create or make changes in a record:
You get a warning message that changing the record type will invalidate the 008:
You want to rearrange fields:
You know you've edited a record, but when you check it, none of your corrections appear:
You can't find a record in the OPAC that you know was saved.
Record has not been exported.
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.