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CMT Memos


Memo # 1 (7/17/2002 by Xinkai)
  • MFHD -- "No call number" as the call number

    • In general, record such a call number in MFHD as:
      852 7 0 $b (location code) $h no $i call number $z For call number contact Library staff at specified location $2 localyale

    • If there is already a MFHD on the same bib record with the same location but with a specific call number, accept it as a match.

    Note: As soon as the macros are installed in your workstation, you can use the right macro to generate a 852 field with all the text included.

  • DO check the Location Guide to pick the right MFHD location code for Old Yale call numbers if you forget what location code to use.
    For example: the call number starts with WC should have location "mudd" (instead of smly).

  • DO NOT send your revised records to Export Q before they are reviewed and approved by your supervisor unless you are off Voyager review.

  • DO NOT send the same record to Export Q twice, even if you have changed the location of the record.



Memo # 2 (8/6/2002 by Xinkai)
  • In agreement with Marena's email today, I encourage everyone to have a habit to double check the work before passing it through. For some of you, this may mean that you need to slow down. I think this is needed, especially in this beginning stage of using Voyager. Establishing good work habits in the beginning will eventually save time, and increase accuracy, of cause.

  • Old yale call numbers are searchable now in Voyager. To search old yale call numbers, simple select Call Number search, type or paste in the call #, and search. Do nOT select the Heading Types filter Old Yale Classification since it is not working right now.

  • We have updated our team's web page (www.library.yale.edu/catman), thanks mostly to Brian's hard and excellent work. Please check the web page for the latest cmt documents. Please read all the new documents under General, especially the Export Q policy , Heading Validation policy, and Macro Express notes. Official problem resolution instructions are also updated to suit Voyager environment.

  • For those of you who have been released from reviewing, please follow the Heading Validation policy, Export Q policy and other related policies in your work. For those of you whose work still needs to be reviewed, please follow all the above mentioned policies but use Export Q for the records approved by the revisors only.

  • Technically speaking, we can use almost all the functions in Voyager now. But our workflow has not changed. You can relink items. The empty MFHD and preliminary record is to be suppressed. But the deletion of any bib record is restricted to the revisors only. Consequently, no overlaying is allowed either. (You will be informed should the policy change.)

  • If you think some of the macros created for CMT are useful, please start practicing them. Read the Macro Express notes on our web page for guidance. Recommendations for new macros to be used in our work are welcome. For example, if you want to have a macro to get bib or holding record by ID (Recod>>Retrieve by Record ID>>Bibliographic or Holding), let me know. I can add one for you. Another example is Close all Windows. The macro is in the master file but not in our CMT file. I can add it to your CMT file, if you want.

  • Please send your comments on or questions about our new web site, new policies or any issue in this email to me. I'd appreciate it.



Memo # 3 (8/6/2002 by Marena)
  • OCLC has a tendency to not distinguish between the thesis edition of a book and the series edition of the same title. But, these are different and should not be placed together on one bibliographic record. If you find a case where OCLC has placed such editions together, leave the flag on the card so that the revisor corrects the problem.

  • If you have a "Holdings Already Set" (goldenrod) flag on a non-OCLC card, there is probably already a matching bibliographic record for your book in Voyager. Look before you create a record: can you find a match in Voyager? If there is a matching record, add your copy instead of creating another record. We need to try to avoid creating duplicate bibliographic records.



Memo # 4 (8/8/2002 by Pina)

LSF will now be receiving Analytic sets of books. For this procedure to work properly we Have to search in YUL's data base for the updated location of these materials!

At least 2 searches should be executed to find a duplicate record with the updated location when working on Flags and QAs.

Always search QAs and Flags:

  • by Call Number First

  • if no record is found then search by Title

If a record is found with a LSF location bring it to the attention of your revisor by attaching the card to a printout of the record.

This is very important since the wrong location means confusion for the patron and maybe a lost book - forever.....

Marena and I will answer any questions you have.

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© 2002 Yale University Library
Last revision: 25 February 2004

;Contact: Dajin Sun
URL: http://www.library.yale.edu/catman//memos.htm