Yale University Library Cataloging Documentation

Manuscript Cataloging Guidelines


The Bibliographic Record

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

See also:
Additional Guidelines: Beinecke

General Information

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 (mfhd), and barcodes, which if present are in linked item records. A system-generated record ID number is displayed in the title bar of the bibliographic record. The upper portion of each record consists of three tabs:

MARC tab: Fixed fields, with buttons for Leader, 008, and 006. Do not use 007 fields with record type p (Mixed Materials).

System tab: Contains "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; instead use ExportQ for exporting.

History tab: Record of date and operator ID for creation and all subsequent saves. (System supplied)

A record type assigned in the Leader of a new record determines format-specific fixed fields in the 008 field. Yale 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 (AMC) format and limitations encountered in implementing format integration in Notis (Yale's former library management system). For more information on format integration, see memorandum from Yale manuscript catalogers to yulib-l, March 1996.

Creation and modification of bibliographic records must be performed in the cataloging module, which may be accessed only with a net ID and Voyager password. Records are displayed in MARC coding in the cataloging module. The OPAC includes tabs for short and long display formats and for MARC coding display. A bibliographic record may be searched in the cataloging module by either of the following procedures:

Click the Search icon and search by keyword or index term.

Click Record>Retrieve by Record ID>Bibliographic>[enter record ID].

A bibliographic record may be displayed in the cataloging module by either of the following procedures (A record is active when its title bar is highlighted in blue):

With the mfhd record active, click on the Bib Title(s) tab and click on the title.

With either the bibliographic or mfhd record active, click the Hierarchy icon, highlight the bibliographic record, and click Retrieve.

Opening the "cataloging with exportq" module activates both the cataloging module and the ExportQ program, which is used for exporting records to bibliographic utilities. The ExportQ window includes check boxes for sending records to OCLC and MARS (OCLC Automated Authority Control).

Creating Templates

New bibliographic records are created by use of templates, which may be developed locally by a repository and stored on the cataloger's hard drive or on a networked drive. To create a new template, click Template>New, add fields, and save. To edit an existing template, click File>Template>Edit, add, delete or edit fields, and save. Use editing techniques described below for adding, deleting, or editing template fields. Template file names must have extension "tem". The location of a default template may be specified in Preferences. See http://www.library.yale.edu/cataloging/manuscriptcc/yale%20manuscript%20bib.tem and http://www.library.yale.edu/cataloging/manuscriptcc/yale%20manuscript%20mfhd.tem for sample bibliographic and mfhd templates. Fields, subfields, indicators, and text shown in the templates may be modified to conform to local use.

To open a blank template for creation of a new catalog record, either click the New icon or click Record>New>Bibliographic. This will bring up the default template specified in Preferences. This default may be changed by clicking Options>Preferences>Folders/Files, and entering a path in the Bib box. If no path is specified in Preferences, clicking the New icon will open a generic Voyager-supplied template.

Creating and Editing Bibliographic Records
Start the cataloging module by either clicking Start button>Programs>Voyager, and then double clicking Cataloging With ExportQ, or by clicking a pre-set Cataloging With ExportQ icon. Supply your net id and Voyager password. To obtain a Voyager password, contact the Chief Catalog Librarian.

View the fixed fields by clicking on the Leader, 008, and 006 buttons found on the MARC tab. The Leader and 008 field are required in every record. 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 these fields according to instructions in the section on Fixed Fields. Optionally create 006 fields, for additional materials characteristics according to instructions for 006 fields. Do not use the 007 field with record type p (Mixed Materials).

Complete the variable fields according to instructions for 0XX, 1XX, 2XX, 3XX, 5XX, 6XX, 7XX, and 8XX, arranging fields in the order specified in each of these sections. The following fields are required in every record: 040, 1XX (if applicable), 245, 300, 520, 506, 546, at least one 65X, 852.

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.
F2 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 symbol.

See the Appendix G: Voyager Quick Reference section 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. 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.

Validating and Saving Records

After entering all 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 the workstation hard drive. 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 Yale Library tag table. 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 RDA standards and not conflict with an authorized heading. Subjects must be authorized headings and must use authorized subdivisions. Subjects with free-floating subdivisions will be partially validated, meaning that validation results apply only to the main part of the heading. Correct use of free-floating subdivisions must be verified separately. See Authority Control at Yale for complete information. 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.

Create a mfhd record and, if required by local practice, an item record. A bibliographic record must exist before a mfhd or item record can be created.

Exporting Records

Add the record to the next weekly batch export to MARS by checking MARS in the ExportQ window and clicking the send button. A Show History button expands the ExportQ window to show a list of bibliographic IDs for records added for export during the current session. 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, usually within one week. The date of overlay is identified on the bibliographic record history tab by an entry with operator "MARS". See Policy on Exporting Bibliographic Records from Orbis for more information about exporting to MARS. For more information about using ExportQ, see Voyager training documentation.

Records are automatically exported to OCLC during processing by MARS. Export Q checkboxes formerly used for export to OCLC and RLIN have been disabled. Only bibliographic records are exported to OCLC; MFHD and item records are not. Records are exported to OCLC as follows:

Records created before 2010 September 4:
Were exported to OCLC as part of YUL's OCLC reclamation project, completed 2011 June. The reclamation overlaid all existing Yale holdings in OCLC with the contents of Orbis, current as of 2010 September 4. Records with 008/record type p were exported as master records, and an institutional record was created for each. Records that were exported to OCLC as part of the reclamation are identified on the bibliographic record history tab by an entry with operator "OCLCREC."

New records created after 2010 September 4 and existing records updated after 2010 September 4:
As of 2011 July, export of these records is postponed pending remaining cleanup of the reclamation project. These records will be exported retrospectively in batches on dates to be determined.

Ongoing new records:
Will be exported to OCLC by MARS during MARS processing. New records can be exported to OCLC only through export to MARS. As of 2011 July, implementation of this procedure is postponed pending remaining cleanup of the reclamation project.

Ongoing updated records:
Will be automatically exported in weekly batches. Bibliographic records with updates of any kind dated during the previous week and with at least one MARS overlay, as shown in the bibliographic record history tab, will be batched for re-export to OCLC. Previous export to MARS is required, as this ensures an option for not exporting updated records to OCLC, by not exporting to MARS. As of 2011 July, implementation of this procedure is postponed pending remaining cleanup of the reclamation project.

All updated records with 008/record type p will overlay both the master and institutional records in OCLC. For more information, see documentation on the YUL Cataloging and Metadata Services website.

Making a New Record By Copying an Existing Record

Click 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 a bibliographic record is entered accidentally and should not be in the database, notify a staff member who has a catalog librarian profile password, which allows deletion of records. If the record should be deleted from bibliographic utilities, notify Metadata Services and Catalog Management.

Troubleshooting Common Problems

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".

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 (see above).

Record has not been exported.

Make sure record is not suppressed.

Call number in OPAC is "Status unknown".

Deselect "Suppress from OPAC" box on system tab in the mfhd record.

Return to:
Bibliographic Record top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

This document maintained by Karen Spicher
Last revised 2/15/2013