April 21, 03


Near East Cataloging Workflow



Workstation startup


Copy Cataloging Workflow Checklist

Deriving from RLIN (for copy cataloging)

Original Cataloging: Descriptive

Fixed field
Variable fields

Original Cataloging: Subject Analysis

Call Number

Importing to Voyager

Entering MARC holdings

Item Records

Loose Ends

Status Tracking

Appendix A: RLIN commands

Appendix B: Supplementary Core for Multiple Character Sets



1. Select “Voyager” from the start menu and click on “cataloging with export Q”.

2. Enter name and password in the logon window

3. In the ExportQ window click on RLIN and MARS to unselect them. For Near East Team, only OCLC should be selected.

4. Select  “Voyager” from the start menu and click on “circulation”

5. Select “sml tech services” in the “select current location” window (type s and then click on O.K.)


1. Double-click icon for "RLIN Terminal: Non Roman," or select it from the start menu

2. Open the Voyager RLIN session.

3. When prompted enter account number and password.

Macro Express

1. From the start menu, go to Programs, go to Macro Express

2. Click on Macro Express 3



1. Searching Voyager. See Basic Search Examples

2. Searching RLIN. See RLG's Guide to RLIN Searching for Technical Services
I recommend searching RLIN by title phrase (“fi tp”), title word (“fi tw”), and/or personal name search (“fi pn” or “fi pe”). In classical Hebrew literature, so perhaps also in Arabic literature (?), titles are often more unique and better known than are the names of their authors. For this reason, (at least in Hebrew) searching by title seems particularly effective.

For particularly economical searching, try combining title phrases in romanized (CNTRL+r) and vernacular (CNTRL-a) forms, separating them with the Boolean operator “or,” and using truncation (“#”). (CTRL-a is the character-set command for Arabic)

E.g.: “Fin tp dalalat al haa'irin# or [same thing in Arabic script]#” ENTER

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 record exists for the title searched, and there is only one cluster, that record will come up first.  When multiple clusters are indicated, type “mul” on the command line to view them as a list.


1. Make sure RLIN function is set for cataloging (i.e., "set fun cat"). On the command line, type “der”, which prepares the record to be claimed and copied for our own database.  Edit bib. record if necessary.

2. Regarding the possible use of call number, two conditions may apply:

(a). 050 (0 or 4) is present in bibliographic record. If this is so, copy 050 call number to "clipboard" for future use.

(b) 050 (0 or 4) NOT present in bibliographic record. In this case,

(1). copy to "clipboard" call number from record holdings, or the MHD of the member record that has been selected

(2). Give RLIN "der" command

(3). Update record by adding a 050_4. Make sure second indicator is $b (if copied from RLIN MHD it's probably $i). Ma,e sure there are no reverse slashes (should be replaced by a space or any other local additions. Do not add YUL location additoins to 050_4 (e.g. oversize, (LC))

(4). Add $dCtY<?> to the 040

(5.) Follow steps 3-10 of condition a.

3. Press “Enter” once or twice to get to the HOL screen.

4. Type cataloger's initials in C.I.N. field.

5. Near East leaves "CAL" field blank

6. Near East puts "yul" (?) in LOC field. NOT “nea”? NOT "vols"?

7. Near East leaves "LVOL" field blank.

8. Type “N” in INS field.

9. Enter the record.

10. Type “pas” on the command line. Then <Enter>

ORIGINAL CATALOGING IN RLIN: DESCRIPTIVE (valid through early 2004, at which point RLG will switch to MARC21 mnemonics) For full documentation, consult MARC21 Formats in Catalogers Desktop.

Take care when entering (what Westerners refer to as) "Arabic numerals" into arabic-script fields. They must be entered from Roman character set; otherwise, they show in reverse order to the public. If you're not sure, check work in Web Voyage.

     1. Fixed fields See RLIN Fixed Fields for Non-Roman Catalogers


     2. Variable fields

















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.  Select RLINImp and double click on pass.sav.

Better yet, use the macro: win-alt-r, will execute all of the steps

2.  A list of records will open, click on the record you want to import to highlight it, 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 say Imported record  in the title bar and one will have a bib number.  The record with the bib number is the record that is to be replaced.

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.

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 on No. Is this correct?

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

7. On the import record, select 090 and 998 fields and delete them. [Remember that you can select multiple fields by holding down the CNTRL key while selecting. (Right click on the gray box next to the field, click on "Delete this field", click on "Yes".)

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 the Yes and the call number from the 050 will appear in the 852. 

_____ Oversize? If so, Add plus sign and (for LC class, delimiter $m. (Macro: Shft +F5 for (LC) oversize; Cntrl+F5 for oversize without the (LC). 

_____ 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. Format holdings according to Voyager MFHD Examples.

Click on Save to DB.

12. Click on Get Items in the Voyager tool bar (or use Shift-F7).  If there is no item record, click on New Items in the Voyager tool bar (or use 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.

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.


Make classification and shelf-listing decision in Voyager.

For all LC Class marks, except those beginning with PA-PZ, D, and Q, add '(LC)' to end of call number. 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 "$m Oversize". Confirm with Simon.

Consult paper documentation (provided by Steve Arakawa) on call number modifications . Please let Steve know of any additional deviations from standard SML practice.


1. Do you use SML "Oversize" marking conventions? If so, is your shelving sized according to the same dimensions as SML? (namely, when height is 28-39 cm., and/or width is 20-29 cm.? Click here for details.

2. Are you using NJ18 ("for books about artists and architects or collections of reproductions of an artist or architect's works") or Z9 ("For works of biography and criticism of the works of literary authors ... where the notation modification has already been established [by Yale catalogers]")? You probably should be. Otherwise, you may inadvertantly be splitting files for well-known authors and artists. To read about NJ18, click here; To read about Z9, click here.


Click here for relevant section of Orbis Cataloging Manual. ("852:00:" means LC-type classification and composed of one volume).

1.  DO NOT write the call number on the t.p. verso of the book (except for unusual situations, e.g., when separately numbered monograph series occurs within a larger series, i.e., where numbering decisions will be too subtle for our labeling software to determine.)


Recording serials data in ENUM and CHRON fields

Loose Ends

Status tracking:

1. Pull up circulation module of Voyager.
2. Charge item to preparations.
3. Record statistics.
Appendix A: RLIN Commands

Fin tp            find title

Fin tw           find title word

Fin pn           find personal name

Fin pe           find exact personal name

Fin LCCN        find Library of Congress Card Number

Fin isbn                   find ISBN number

Fin id #                   find a specific record

Fin cp           find corporate name/conference name -- (110, 610, 710)

Fin cw           find corporate/conference name word -- (110, 610, 710)

Fin st s                   find status saved (can be followed by mo. day  e.g. fin st s 05-01)

Fin add                   find all records created today

Fin upd                   find updated records

also d           also date

also <#>                 also field number, e.g. also 245

Set mod sav   save file mode

Set mod pro   production mode

Set fun cat    cataloging mode

Set fun cat mai        catalog maintenance mode

Upd              update

Set fun cat mai/upd  go into catalog maintenance mode and update

Sho li  <4 letter code>        show library

can              cancel

der               derive

mul               multiple display

pas               pass

Shift-insert    add a line

Shift delete    delete to end of field

Ctrl h            Hebrew keyboard

Ctrl r             English keyboard

Ctrl-alt n       sublineal dot

Ctrl-alt d       ayin

Ctrl-alt f                 aleph

Ctrl-alt o       acute accent

Ctrl-alt #       subscript number

Ctrl-shift-alt #         superscript number

Shift L                    ; (Hebrew keyboard)

/                  . (Hebrew keyboard)

Shift .           , (Hebrew keyboard)

F7                forward one record in cluster

Shift F7                  back one record in cluster

F10              forward to next cluster

Shift F10       back to preceding cluster