Dear Cataloging Colleagues,

Now that we have had Voyager cataloging in production for more than three months, the Cataloging Coordinating Committee members feel that it is time to see how we are doing.  We suspect that there are a few areas where some follow-up training would be helpful, or where we need a new procedure or better documentation.  To help us get a better sense of how things are going, we are asking each staff member who catalogs in Voyager (or in RLIN and downloads records to Voyager) to provide your supervisor or Cataloging Coordinating Committee representative with the Voyager ID numbers of 10 titles you catalog next week (November 4-8).  If your assignment includes manuscript cataloging/processing, you probably have many fewer records, so I am suggesting that you provide you supervisor with 2-5 records that you have worked on recently.  The following week supervisors/CCC members will review your work and then report back to the Cataloging Coordinating Committee.  I am attaching a set of Voyager Cataloging Reminders, compiled from various Voyager Cat Memos.  Please look them over again and let me or your supervisor know if you have any questions.

If you have a question about who should be reviewing your work, please send me a message and I will get back to you.

Thanks in advance for your assistance.

Joan Swanekamp
Chief Catalog Librarian and Head of the Catalog Department

Voyager Cataloging Reminders

October 2002

General reminders:

1. A number of fields migrated from Notis (or RLIN for CJK records) and are no longer valid in Voyager.  These fields must be deleted before you can complete cataloging or update the record in any way.  Fields and subfields to delete are:

998

090 ‡h and ‡I

2. It is important to remember to always use the Voyager delimiter sign (F9) and not the NOTIS | symbol.  If you use the NOTIS symbol, it affects searching and indexing in call numbers it corrupts the display and creates an error when printing the call number label.
   
   
3. 035 Field - when loading bib records received from MARS, the Voyager loader automatically adds the Voyager ID in the 035 field. You must edit out this Voyager 035 field when using the "Record>Make a Copy" command when creating records for variant editions.
   
   
4. 035 Field. Do not delete 035 ‡9, the NOTIS ID number.
   
   
5. When loading updated authority records received through MARS (or when importing auth records locally), the Voyager authority record merge profile causes some information in 64X fields in series records to be duplicated.  Staff should be aware of this and not get confused by it.  Review the description of the problem and example:
   
   http://www.library.yale.edu/cataloging/authorities/mergeproblem.html
   
   
6. The Endeavor loader program did not re-order fields as part of the migration. All bib fields migrated exactly in the same order. So, for example, a provisional-level NOTIS record that had a 949 tag followed by a 970 tag migrated to Voyager with a 948 field followed by a 700 field.

Before:
910:1 : |a Parker, Louis Napoleon, |d 1852-1944
924:14: |a The monkey's paw, |b a story in three scenes.
926:0 : |a New York : S. French; [etc., etc., c1910].
949/1: : |a 910 corrected sml,dbm 11/91
970/1:10: |a Jacobs, W. W. |q (William Wymark), |d 1863-1943.

After:
035     __ ‡9 PAX3838YL
100     1_ ‡a Parker, Louis Napoleon, ‡d 1852-1944
245     14 ‡a The monkey's paw, ‡b a story in three scenes.
260     0_ ‡a New York : S. French; [etc., etc., c1910].
948     __ ‡|a 910 corrected sml,dbm 11/91
700     10 ‡a Jacobs, W. W. |q (William Wymark), ‡d 1863-1943.

7. Remember, DO NOT TOUCH the 880 fields.  They represent codes for the vernacular characters for Chinese, Japanese, Korean, Arabic, Persian, Hebrew and Yiddish.
   
   
8. Preliminary records in NOTIS had the ? fill character in fixed fields converted to pikes (|) in Voyager. Staff who update preliminary records to cataloged status must update all fixed field pikes to a valid fixed field value, even if the record is Encoding level 7 and not intended for export.

Call number labeling problems:

1. If you change a location in the MFHD record, you must also change the location in the item record.  Keep this in mind for all the books ordered for SML and selected for CCL.You must use a delimiter sign “‡” -- the pike (|) in a call number does not work!
2. Do not insert a space between a decimal point and the cutter number (The Decimal point will print on a line by itself)
3. Remember the new oversize instructions: + and ‡m Oversize at the end of the call number
4. Make sure there is a call number in the 852 ‡h and ‡i fields when you finish cataloging
5. A number of books were cataloged in NOTIS when they should have been cataloged in Voyager--and their records did not migrate to Voyager!  They will need to be cataloged again in Voyager.
6. When entering call numbers in MFHD field 852, use Ctrl-N whenever possible to ensure that the call number delimiters and spacings are entered correctly, and that letters and digits are transcribed accurately.  Catalogers who add new LC classification call numbers to original or member records should be entering the call number in 050 _4 in the bibliographic record; ctrl-n will copy this number exactly into the MFHD 852 and translate ‡a and ‡b to ‡h and ‡i.

    

Importing records:

1. RLIN exported records (change on page 34 of the ORBIS 2 Cataloging Manual).

If you are bringing a record into Voyager from RLIN, you MUST select MARC21 mapping rather that RLIN.  This affects character mapping for diacritics and special characters.

Options> Preferences >  Mapping > MARC21

Also refer to:
 
http://www.library.yale.edu/orbis2/implementation/training%20docs%20for%20NElinet.htm

and refer to Importing and Editing>Importing OCLC/RLIN Files (Overlay) for more detailed instructions

2. There are new instructions for Replace and Keep, the Voyager method to derive a record in ORBIS to create another record for a variant edition.  The full instructions are at:
   
   http://www.library.yale.edu/orbis2/implementation/Replace%20and%20Keep%20in%20Voyager%20020513.htm

MFHD Records

1. 949/948/MFHD 852‡x
   Yale used the 949 field in NOTIS to record information about transferred and reclassified titles.  This information in Voyager migrated to the 948 field.  Beginning on June 5 use the 852 ‡x to record information about transferred and reclassified titles.  DO NOT USE 949 or 948 fields.
   
2. MFHD Indicators
   It is critical that MFHD 852 indicators be coded correctly.  If you use a <blank> indicator in the first position the call number is not indexed.

First indicator values are:
<blank> - No information provided
0 - Library of Congress classification
3 - Superintendent of Documents classification
7 - Source specified in subfield ‡2  (Old Yale and other local schemes)
8 - Other scheme (For frontlog type materials, on order, in process, and suppressed records in which the LC, SuDoc, or local Yale number is not retained)

Second indicator value should be:
0 (zero) for single volume monographs
1 or 2 for multi-part monographs and serials

3. +’s in Call Numbers
   In Voyager, the + sign, used to designate an oversize title has been moved from the middle of the call number to the very end of LC call numbers, and followed by  ‡m Oversize.  If you are creating a new record in Voyager, you must follow the same practice.  (This does not apply to Old Yale call numbers).  Call number transcription on the piece should follow the new practice.
   
   http://www.library.yale.edu/orbis2/implementation/oversize20023.htm

Item Records

1. Item Type
   Cataloging staff must now add an item type to the item record at the time of cataloging.
   Guidelines are at:

http://www.library.yale.edu/orbis2/implementation/training%20docs%20for%20NElinet.htm

Policies and Procedures > General > Item Type Guidelines

2. Item record fields are exclusively for the use of typical enumeration and chronological data.  The free text note should not be used at this time. 

Suppressed Records and How to Identify Them
It is possible to tell that a BIB or MFHD record is suppressed in Voyager Cataloging, without looking at the System tab.  There is a small book icon that changes color when a record is suppressed.  When not suppressed the Bib record icon is red, when suppressed it is mostly grayed-out. When not suppressed the MFHD icon is red and blue, when suppressed it is mostly grayed-out.

When the Bib or MFHD windows are not maximized, this icon appears in the upper left corner of the record window, respectively next to "Bib" or "Hldg". When the Bib or MFHD windows are maximized this icon appears next to the "File" menu, above the "New" icon.

Procedures for Deletion, Suppression and Reuse
The Notice procedures for Deletion, Suppression and Reuse have been revised to incorporate Voyager functionality.  Please view them as interim procedures.  It is possible that there will be changes over the next couple of months as we learn more about Voyager and how it works.

http://www.library.yale.edu/cataloging/admin/deletion.html

Reviewing Your Work
Search the title you just cataloged in the OPAC and make sure that everything displays correctly.  The URL for production WebVoyage is http://orbstaff.library.yale.edu/

Reviewing your work in the OPAC is a good habit to develop.  This is what patrons see, and it is often easier to spot your errors or omissions without all the MARC tags.

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