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 Hebraica Team Workflow

NOTE: Sections on RLIN21 are obsolete. As of 2007, Hebraica Team contributes to WorldCat through Connexion client. Documentation to be revised as time permits.


This document describes workstation and cataloging procedures to be followed by cataloging staff of the Hebraica Team. Instructions and links to more detailed documentation are included both for copy cataloging and original cataloging.

Workstation configuration
Workstation startup

Copy Cataloging Workflow Checklist
Deriving from RLIN (for copy cataloging)

Deriving and searching WorldCat through Connexion
Dissertations, Israeli
Non-print media processing instructions

(see also SML Cat Dept Special Processing Instructions. For barcode placement instructions. see Monograph Support Team Guidelines.)

Presentation inscriptions (formatting) See also examples in Hebraica Recon Cleanup Guidelines

Remote access electronic serials

Call Number and Shelflisting
Importing to Voyager

Serials MARC bibliographic and holdings
Preliminary Bib. Records: Serials (Draft)

MARC holdings
Item Records

[Original Cataloging]


Hiring Checklist

A. Logging on to Workstation Applications


  1. Double-click “Cataloging with export Q” icon from the desktop or start menu.
  2. Enter name and password in the logon window
  3. In the ExportQ window click on RLIN and MARS to unselect them. For Hebraica Team, in other words, only OCLC should be selected.
  4. Double-click Voyager “Circulation” icon from the start menu or desktop
  5. Select “sml tech services” in the “select current location” window (type s and then click on OK)


  1. Double-click RLIN21 icon, or select from the start menu
  2. Open the Voyager RLIN session.
  3. When prompted enter account number and password.

Macro Express (NOTE: After initial activation, this should be running silently in the background, requiring no added effort by user.)

Initial activation:

  1. From the start menu, go to Programs, go to Macro Express
  2. Click on Macro Express 3
  3. Folder to be left open: MASTER1.2D.MEX All categories (as of 1/05)

B. Searching

1. Searching Voyager. See Basic Search Examples

If there is more than one result, RLIN arranges the records in clusters.  In theory, each cluster represents a distinct title or edition.  If a Yale Hebraica record exists for the title searched, and there is only one cluster, that record will be displayed automatically. When multiple clusters match the search argument, enter the command “mul” on the command line to view them as a list.

If you find DCLH 9114 or 9110 or 9414 or 9410, this is good. In order to look at this record type "ful 1 [or whatever cluster number it is] DCLH". Otherwise, see list of prefered libraries.

C. Creating, copying, exporting records in RLIN21

See: RLIN21 Logging on & Exporting

Note: If you changed anything in the bibliographic record, Add $dCtY to the 040

Note: Israeli UPC barcodes on back covers may not yet conform to ISBN-13s. For time being, do not add these in additional 020 fields, and delete them if found in cataloging copy. For other ISBN questions, see provisional Yale policy.

D. Bringing Record into Voyager

To inspect Voyager's session defaults, preferences, and mapping, press F11 on keyboard. In the mapping tab, make sure that "Local import" option is set to "MARC21", and that the Z39.50 is set for "Latin1". You don't need to check this regularly, but make sure that the setting is correct before you start importing records.

1. In Voyager click on Record, select Import, and select From new file … the first time and From previous file for subsequent times. For RLIN TFW, select RLINImp and double click on pass.sav. For RLIN21, select RLIN21.sav.

Better yet, the macro mapped to F11 will execute all of the steps at once

2.  A list of records will open, click on the record you want to import (should be at bottom of list) and then click on OK

          Note: if there is only one record in the list, it will already be highlighted.

          Voyager will automatically delete the record from the file after it has been imported.

3.  Click on Windows in the Voyager menu bar, and then select Tile.

There should now be two records side by side.  One will display "Imported record" in the title bar and the other will display a bib number.  The record with the bib number is the record that is to be overlaid.

4. On the import record, right click on the gray bar of the 035 field to be copied and click "Copy this field" on the menu, then click on the gray bar of the target record, right click "Paste before this field" and then Save to DB.


Double click on the contents of the RLIN 035 of the imported record. Use Ctrl-c to copy the contents.  Double click on the contents of the RLIN 035 of the record to be replaced. Use Ctrl-v to paste the RLIN 035 from the imported record over the RLIN 035 of the record to be replaced. Save to DB

5. The title bar of the record to be replaced should be blue, indicating that that window is active.  Click on the Save to DB icon in the Voyager toolbar.

The first time you save a record to DB in Voyager you will get a message:  “Your current Import/Replace profile is : YL Import conditional.  Change it now?”  Click No.

6. An Authority Validation window will open.  Click on Continue.  A message will appear “The record was successfully updated.  Click on OK.

7. If importing from RLIN TFW: On the import record, delete 090 subfield i and all of 950 (if there is one) and 998 field. [Remember that you can select multiple fields by holding down the CTRL key while selecting. (Right click on the gray box next to the field, click on "Delete this field", click on "Yes".) With RLIN21, there is no need to delete these data.

8.  The title bar of the imported record should be blue, indicating that that window is active.  Click on the Save to DB icon in the Voyager toolbar.

9.  An Authority Validation window will open.  Click on Continue

10. A Bibliographic Dedup Detection window will open.  The bib ID of the record listed in the Dedup window should match the bib number of the record to be replaced.  Click on Replace/Merge using profile: .  A message will appear: “The record was added to the database.  It was merged with overlaid record …”  Click on OK.  The record to be replaced will disappear, and you will be left with one record.

Note: if the record to be overlaid does not disappear, write down the bib number of the record so that it can be deleted.

11. Click on Get Holdings in the Voyager tool bar (or use F5).  Press Ctrl-n.  A message may appear: “This holding record already has data in the call number field.  Do you wish to continue and replace it with bib call number?”  Click on Yes and the call number from the 050 will appear in the 852.  Delete subfield $z (e.g., "In Hebraica backlog. Ask at Circulation Desk") if present.

_____ Oversize? Plus sign and "(LC)" should have carried over from RLIN record. Subfield $mOversize will need to be added. Macro for (LC) Oversize is [Shft] +[F5]; for non-(LC) Oversize, [Cntrl]+[F5].

_____ Multiple volumes? If yes, add 866 field below 852. To use macro, place pointer on gray box to left of 852 tag. Press Shift+F6, and the 866 will appear on the next line. Hodlings should be formatted per Yale policy. See Voyager MFHD Examples.

Click on Save to DB.

12. Click on Get Items in the Voyager tool bar (or press Shift-F7).  If there is no item record, click on New Items in the Voyager tool bar (or press Ctrl-F7) and wand in a bar code in the barcode box.  Confirm "Item Type." If this is part of circulating SML collection, it should be "circ." For serials, use "jour" or "jour03" etc. Confirm permanent location. Items going to LSF are still coded for their permament "home" collection. For more information, see memo.

If you made any changes, click on Save to DB and then on OK.

13.  Search for the record in the OPAC (http://orbstaff.library.yale.edu/) and check the record for any errors in the long view.

E. Call Numbers & and Shelf-Listing

For all LC Class marks, except those beginning with PA-PZ, D, and Q, add '(LC)' to end of call number. For monographs, add the date of publication at end of call number (but before 'LC') if it isn't already there. LC does this routinely for current shelflisting, but for older materials the year was only added to call number if the item cataloged were a new edition of a work.

Oversize: If book is taller than 27 cm. or wider than 19 cm., a plus sign should be placed directly following the last element of the call number followed by subfield $m "Oversize". Assign "Folio" stamp if height 40 cm. or more, or if width 30 cm or more. (See document on Stamps.) For further details, consult Oversize Guidelines. Certain sub-collections have different size threshholds or designations. Check notes in Location Table if cataloging for unfamiliar sub-collection (e.g., Art Library).

See Shelflisting Guidelines  from the Orbis Cataloging Manual. Also consider Most Common Modifications of LC Call Numbers and Shelf Listing Quick Reference Table.

852 formatting per Orbis Cataloging Manual (e.g., "852:00:" means item received LC-type classification and is comprised of one volume).

Here are two important Yale modifications of LC Classification:

NJ18 ("for books about artists and architects or collections of reproductions of an artist or architect's works")

Z9 ("For works of biography and criticism of the works of literary authors ... where the notation modification has already been established [by Yale catalogers]"). This is important, to avoid splitting files for well-known authors and artists. This practice has been discontinued as of February 1, 2005. Yale is now using standard standard LC notation for such works. See New Procedures for Cataloging Belletristic Materials at SML.

Do not write call number on the t.p. verso of the book (this is obsolete practice), except for situations in which numbering decisions will be too subtle for our labeling software to figure out, in which case, consult with librarian.)

F. Entering MARC Holdings

Make sure 852 field includes correct indicators, subfield coding, location code and call number. Most common indicators will be "00", where "852:00:" means item received LC-type classification and is comprised of one volume). Note change in practice for 852 second indicator: Now only two options: 0 = LC classification; 7 = "other scheme". Value '8' along with subfield "$2 localyale" no longer used following Jan. 2005 call number flip. See MFHD Policies and Procedures.

Also view Multi-Part MFHD Guidelines, where Yale's policy for recording caption and enumeration data is spelled out. Yale's policy for non-Roman captions and enumeration is discussed here. One issue which does not appear to be discussed, however, is how to record Gregorian months that appear in Hebrew script. Hebraica Team provisional policy will be to use the standard AACR-2 abbreviations (as they would be applied when the source is Roman-script).

MARC-21 Format for Holdings Data (LC)

MARC-21 866-868 [Textual holdings, including supplements and indexes] (LC)

Serial MFHD Formatting Guidelines (Yale)

NOTE: According to Standards for Recording Serial Holdings in MFHD document on Cataloging at Yale site, in the section on captions, the documentation states: "Yale does not apply the translation option, i.e. if the caption is Bd., use Bd. as the caption rather than v. EXCEPTION: East Asia and Near East cataloging translate captions instead of transliterating. Hebraica will use "v." if caption is lengthy and no abbreviation (see 12c.) is available. The problem here is how to define "lengthy." Where abbreviations already exist in AACR2 Appendix B.12, there is no problem. Here's the list:

AACR2 Appendix B.12
אוו אגרערע
אן ארם
אן פארלאג
דאס הוײסט
זאת אומרת
חסר מוצא לאור
חסר מקום
טעות רפלם

For all other terms, spell out in full, unless Hebraica Team and Documentation Librarian agree to establish local abbreviation. Alternatively, exercise the option of substituting "v." (see above.)

G. Multipart Item Records (Multivolume sets and journals. Otherwise skip.)

Recording serials data in ENUM and CHRON fields

NOTE: When recording a multipart or serial volume marked by year, but the year on the chief source is from the Hebrew lunar calendar, convert to span of two Gregorian years. For example, vol. 7 of the literary journal "ha-Measef" has "727" (in Hebrew numerals) on the cover. This should be recorded in the Voyager chron field as "1966/1967".

The slash punctuation is based on the following Yale policy: "The diagonal is used as a connector between notations that form a single entity, such as two different years that form a single period of coverage or a double volume number. v.1/5(1960/1965)". For further information, see: Serial MARC Holdings (Cat Mngmt)

Assign appropriate item types for SML,JUD. Per Guidelines, use "jourcirc" for items that may circulate after 10 years. Alternatively, use "jour99"- "jour06", etc. BUT, if value is is plan "jour", than items will not be allowed to circulate even after 10 years. Annuals are always given item type "circ", since they can be taken out right away.

H. Status tracking:

1. Pull up circulation module of Voyager.

2. Charge item to preparations. TIP: Use [F7] Macro (Consult with Expert User if you don't find this in the Circulation category of Macro Express)

3. Record Statistics
I. Export Q and RLIN21 cleanup
Export record to OCLC using Export Q.

Delete obsolete record from RLIN, if there is one.

J. Authority Control Basics


© 2005-2008 Yale University Library
This file last modified 08/28/09
Send comments to Daniel Lovins

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