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Voyager Problem Resolution -- OFFICIAL


Problem (Beige, Pink or Yellow flag)


Voyager Procedure

Relink Orbis record (provisional-level)

Make sure correct bib record is in Orbis; add holding to full-level bib record and/or relink item record(s) as appropriate.

1. Call up both the full-level record and the provisional record. You may call up the provisional using call number search, or the NOTIS key (original system number - 0359). Confirm that the relink is appropriate.

2. Open the MFHD of the full-level record (make sure to select the correct location if there is more than one.) At this point you may minimize the bibliographic record of the full-level record.

3. Open the item record to be relinked and write down the barcode on the flag. Resize and/or move it so you can see both the MFHD and the item record. Tiling may be helpful.

4. With the item record selected, click Record -> Relink to a different holding. Enter the ID number for the MFHD (found at the left of the MFHD’s title bar). Click OK.

5. A window should open reading, “Item successfully relinked.” As you click “OK”, watch the Title and Call Number fields on the item record. The title should change to the full version of the title found on the full-level record, and the call number should stay the same. If it changes to something unexpected, this means the item has been relinked to the incorrect record (probably a typo.) All is not lost. Just repeat step 4, and type the correct number when prompted.

6. After the relink is complete, suppress the provisional record. First, make sure there isn’t another copy on the provisional - click on “Get Holdings” and see if there is another copy besides the one you just relinked. If there is, go to step 6a. Otherwise, close all the windows except for the bibliographic record of the provisional. Now, click on the System tab in the provisional record. Click on the checkbox next to “Suppress from OPAC.” Then, Save to DB.Write down the ID number of the provisional record for a reviser to delete.

6a. If there are other copies on the provisional record (e.g., a drama or art copy), don’t suppress the whole provisional - just the MFHD for the copy you relinked. Open that MFHD (click “Get Holdings”) and click on the System tab on the MFHD. Click on the checkbox next to “Suppress from OPAC.” Then, Save to DB.

7. Check your work. Close all the windows, then search for and pull up the full-level record. Check to make sure the item record is on the correct copy.

Questionable (provisional-level)

Make sure correct bib record is in Orbis; add holding to full-level record and/or relink item record(s) as appropriate.

If the relink is questionable because the call number in the MFHD of the full-level record is "no call number": If you identify a matching provisional level record with a matching location, but which has a call number, you may relink it to the full-level record and change the call number to match that which was on the provisional record (use copy and paste).




Problem (Goldenrod flag)


Voyager Procedure

Holdings already set

Search for matching full-level record in Orbis, add copy and relink as appropriate. If matching full-level record not present, bring in a new record from OCLC and relink as appropriate. Use ExportQ as appropriate.

1. Search Voyager for a matching full-level record. If an acceptable match is found, add a new holding (make sure it’s not already represented!) and relink as necessary.

2. If there is no matching full-level record in Voyager, connect to OCLC using the Voyager session and find a matching record. Export it using the “xpo” command as you would for NOTIS.

3. In Voyager, click Record -> Import -> From new file. Double-click the OCLCImp folder, then select the file “IMPORT.DAT” and click Open. Select the record you wish to import, if there is more than one, and click OK.

4. Delete the 994 field and any others not accepted by Voyager. For a list of tags not accepted, see the deletion table. Then, Save to DB. If the Bibliographic Dedupe Detection screen comes up, there is probably a matching record that you missed. Select the duplicate record and click “Retrieve”. Tile the two records and compare to see if the record already in Voyager is a full-level match. If it is not a full-level match, close it (the window labeled “Bib #####”, not the one that says “Imported record ocm########”), Save to DB again, and when you get to the dedupe screen click Add as New Record. If the duplicate record is a good match, close the imported record, add new copies as necessary to the existing record, and relink as necessary.

5. Add the holding information by clicking New Hldgs and editing the 852 field to reflect the information on the card. Pay special attention to the following areas: delimiters (LC vs. old Yale, monograph vs. multipart), location codes (no commas!), and oversize notation (treated differently in LC and old Yale classification). Remember that the second part of the call number is recorded in subfield i rather than subfield c, and remember that semicolons are no longer used to separate elements of the call number. For more information, see MFHD examples and policies.

6. Relink as necessary.




Problem (Lavender flag)


Voyager Procedure

Not Converted

Verify that the card falls into one of the categories that should not be converted:

1. No location/No call number. Leave card tipped up in box for reviser.

2. Undocumented locations list. File card in undocumented locations box.

3. Dashed-on/No call number: Leave card tipped up in box for reviser.

No change.

Not Converted (Microform)

Check Orbis to see if already converted. (If the card has the stamp "Negative microform available for reproduction" please make sure that you also check to see if there is a record for the "N" microfilm. These will be suppressed in Orbis, but staff can see them.) If the microform or microforms are converted, pull the flag and refile the card in the box. If not, or you are not sure, leave the flag on the card for your revisor.

No change.

Not Converted (Pamphlet cover card)

Create new bibliographic record.

1. Create a new record from a template by clicking the “New” icon on the toolbar. Depending on your settings, this should either open a blank pamphlet record, or else bring up a window asking for the name of the template to use. The name of the template is new pamphlet record.tem and is located in c:\Voyager\Catalog\Template\cmt.

2. Edit the variable fields (110, 245, 300, 610) according to the information on the card and add 650 fields as necessary, verifying all headings according to CMT policy.

3. Edit the fixed fields of the pamphlet record as necessary. Click on the 008 button on the bib record and scan the fields to see which (if any) need to be changed (language, for example.)

4. When all editing is complete, click Save to DB.

5. Next, create a MFHD. Click New Hldgs and edit the default MFHD to reflect the information on the card. The first delimiter should generally be 7 (if it uses old Yale classification; 0 if LC) and the second should be 1 (multipart series.) Pay special attention to the location, and change to “smly” or “mudd” if needed. Add the call number, with the first part in subfield h and the second in subfield i. Remember to use F9 to add a delimiter rather than |. After the call number should come [delimiter]2 localyale.

6. Click Save to DB. Check your work - close all windows and search the database to find your record. Make sure everything looks normal.

Not Converted (Dashed-on)

If dashed-on item has been assigned its own call number, add holdings and relink item record(s) as appropriate. Record any copy-specific information (information that was recorded in NOTIS in field 590) in the MFHD, in 852 subfield z. If dashed-on item has not been assigned its own call number, leave tipped up in box for reviser.

For examples of how to record the copy-specific information in 852 subfield z, see 852 Subfield z Examples

Not Converted (Non-Roman)

Search Orbis by call number to determine whether your card is already represented by a matching record in Orbis (with the correct location code).

If it is already in Orbis: Pull the flag and put the card back in the box.

If it is not in Orbis: Photocopy the card and put the photocopy in the folder marked "Official Non-Roman". File the card back in your box (without the flag).

If you are uncertain about whether your card is represented by a matching record in Orbis, do not guess; please ask.

No change.

Not Converted (JACKPHY, but most of the card is in English or another non-JACKPHY language)

Search Orbis for a matching record that you can add this copy to. If a matching record is not found, leave card tipped up for reviser.

No change.

Not Converted (OCLC flagged card, but it is actually on the skip list)

Pull flag off and refile card.

No change.

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© 2002 Yale University Library
Last revision: 25 February 2004

Contact: Dajin Sun
URL: http://www.library.yale.edu/catman/official/offinstr3.htm