Voyager Worksheet Information Recommendations

Cataloging/Authorities Implementation Workgroup

 

*****DRAFT***** 01 April 2002 *****

POLICY RECOMMENDATION

Because we have decided to continue having only one cataloging happening location for YUL we recommend the following for assigning “Operator Profiles”. Adopting this recommendation would allow staff to learn which operator last touched a particular bibliographic or holdings record, and to which unit that operator belonged, by looking in the history tab of a MARC bibliographic and holdings records in the cataloging module.

 

Go to SysAdmin;  look under “Security”; then under “Operator Profiles”.

SysAdmin dialog boxes allow up to 25 characters for first name, and up to 25 characters for last name. However, SysAdmin will not allow more than 40 characters for first and last name combined.

 

We would incorporate the operator's last name with first initial, and the operator’s location in the operator profile.

 

Operator last name: Arts & Sciences

Operator first name: ArakawaS

 

Operator last name: Slavic & East European

Operator first name: ThurstonP

 

In “traindb” look at the history tab under Bib 47941 "Russia under Khrushchev".

 

The person doing Global changes might have two operator profiles, as those changes would be reflected in the history tab:

Operator last name: Catalog Management

Operator first name: TherouxM

This operator profile would be attached to a “Catalog Librarian” cataloging profile.

 

Operator last name: Global Change

Operator first name: TherouxM

This operator profile would be attached to the “Catalog Management Team Librarian” cataloging profile.

 

*******************************************************************

SYSADMIN

 

1. Owning Library: Yale University Library

All locations belong to this library.

 

2. Cataloging Policy Group Name: Yale University Library

Our single “cataloging happening location” belong to this cataloging policy group.

 

NUC Code: CtY

 

Selected call number hierarchies:

Library of Congress

USDoc

Other

 

Selected Bib Dup Detection Profiles:

YL Acquisitions Conditional

YL Import Conditional (also default in Cat Mod Sess defs and prefs)

YL Merge

YL Overlay

 

Selected Authority Dup Profiles: YL AuthConditional

 

3. Cataloging Happening Location “Yale Cataloging”

Opac Display: NO

Initial default item type: book

 

Basic “Cataloging Profiles”

The following profiles are based on current job descriptions for various staff levels. The profiles are currently meant to be applied system-wide.

 

Note: for each profile the following will apply:

“Allow Bibliographic Ownership Change” will not be checked as we have only one Owning Library.

“Attach Holdings to Any Bibliographic Record” will not be checked as we have only one Cataloging Policy Group.

Acquisitions support staff will be assigned to “Support Staff Copy Cataloging”

 

View Only

Add

Update

Delete

View

Export

Bibliographic

 

 

 

X

 

Holdings

 

 

 

X

 

Items

 

 

 

X

N/A

Authority

 

 

 

X

 

MARC tag tables, Bibliographic

 

 

 

 

N/A

MARC tag tables, Holdings

 

 

 

 

N/A

MARC tag tables, Authority

 

 

 

 

N/A

Global headings replacement

NO

 

Support Staff Cat. Man. Team (low level: all Cs and most Ds)

Add

Update

Delete

View

Export

Bibliographic

X

X

 

X

X

Holdings

X

X

 

X

X

Items

X

X

X

X

N/A

Authority

 

 

 

X

 

MARC tag tables, Bibliographic

 

 

 

 

N/A

MARC tag tables, Holdings

 

 

 

 

N/A

MARC tag tables, Authority

 

 

 

 

N/A

Global headings replacement

NO

 

Support Staff Cat. Man. Team (high level: one or two Ds)

Add

Update

Delete

View

Export

Bibliographic

X

X

X

X

X

Holdings

X

X

X

X

X

Items

X

X

X

X

N/A

Authority

X

 

X

X

 

MARC tag tables, Bibliographic

 

 

 

 

N/A

MARC tag tables, Holdings

 

 

 

 

N/A

MARC tag tables, Authority

 

 

 

 

N/A

Global headings replacement

NO

 

Catalog Management Team Librarian

Add

Update

Delete

View

Export

Bibliographic

X

X

X

X

X

Holdings

X

X

X

X

X

Items

X

X

X

X

N/A

Authority

X

X

X

X

 

MARC tag tables, Bibliographic

 

 

 

X

N/A

MARC tag tables, Holdings

 

 

 

X

N/A

MARC tag tables, Authority

 

 

 

X

N/A

Global headings replacement

YES

 

Support Staff Copy Cataloging

Add

Update

Delete

View

Export

Bibliographic

X

X

 

X

X

Holdings

X

X

 

X

X

Items

X

X

X

X

N/A

Authority

X

 

 

X

 

MARC tag tables, Bibliographic

 

 

 

 

N/A

MARC tag tables, Holdings

 

 

 

 

N/A

MARC tag tables, Authority

 

 

 

 

N/A

Global headings replacement

NO

 

Catalog Librarian

Add

Update

Delete

View

Export

Bibliographic

X

X

X

X

X

Holdings

X

X

X

X

X

Items

X

X

X

X

X

Authority

X

X

X

X

 

MARC tag tables, Bibliographic

 

 

 

X

N/A

MARC tag tables, Holdings

 

 

 

X

N/A

MARC tag tables, Authority

 

 

 

X

N/A

Global headings replacement

NO

 

Catalog Librarian (MARC)

Add

Update

Delete

View

Export

Bibliographic

X

X

X

X

X

Holdings

X

X

X

X

X

Items

X

X

X

X

N/A

Authority

X

X

X

X

 

MARC tag tables, Bibliographic

X

X

X

X

N/A

MARC tag tables, Holdings

X

X

X

X

N/A

MARC tag tables, Authority

X

X

X

X

N/A

Global headings replacement

NO

 

Serials Support

Add

Update

Delete

View

Export

Bibliographic

 

 

 

X

 

Holdings

X

X

 

X

 

Items

X

X

X

X

N/A

Authority

 

 

 

X

 

MARC tag tables, Bibliographic

 

 

 

 

N/A

MARC tag tables, Holdings

 

 

 

 

N/A

MARC tag tables, Authority

 

 

 

 

N/A

Global headings replacement

NO

 

 

Cataloging Module Session Defaults and Preferences

 

To configure Session Defaults and Preferences in the Voyager Cataloging Module, select Options, then Preferences.

NOTE: We do not yet know where the preferences will reside, nor how we will set them up or distribute them. Examples below assume that the Voyager clients are located on the staff member’s C:\ drive. If the Voyager clients on the workstation you are configuring are located on the D:\ or E:\ drive, substitute the letter of that drive for C:\ in all instances below.

 

* We might be using PCAmigo to distribute session defaults and preferences. *

 

General

· Holdings/Item default location: As we have only one “Owning Library”, we will use “SML”.

 

· Call Number Hierarchies: Select "Library of Congress."

 

· Bibliographic Import/Replace Profile: Select “YL Import Conditional"

Note: Selecting any of the other profiles may result in the creation of duplicate bibliographic records or the unintended overlay of existing records. Users should not select any other profile unless they are performing work that requires bypassing the duplicate detection capabilities of  “YL Import Conditional”. Consult your supervisor before selecting an option other than YL Import Conditional”.

 

· Authority Import/Replace Profile: Select "AuthImporConditional".

Note: Selecting any of the other profiles may result in the creation of duplicate authority records or the unintended overlay of existing records.

 

· Delete records from work files once saved to database: Check this box.

 

· Delete records from import file once saved to database: Check this box.

 

· Add a subfield "a" to a new field: Check this box.

 

· Display MARC views maximized: Check this box.

 

Validation

 

· Cataloging formats: Choose "YUL2000"

 

· Bypass MARC validation: Do not check this box.

 

· Bypass Authority Control validation: Do not check this box.

 

· Heading Types: Check with your supervisor.

FastCat will bypass validation.

Copy catalogers will put a check in the "Names" and “Titles” boxes. They will also check the “Display all the Headings” box.

 

When the "Display all the Headings" box is checked, Voyager will show valid, invalid, and partially valid headings when it checks the record against the authority file. Leaving the box unchecked will result in the display of only those headings that Voyager finds invalid or partially valid. If the record has no invalid or partially valid headings, you will only see the "Record successfully updated" message.

 

Original catalogers may need to check all the boxes available. Checking additional boxes may result in slower response time when saving records to the database.

 

For Training: Check “Names” box only.    

 

· 856 Link Servers: Do not fill in any information here.

 

Work Flow

· Retain Last Search: Check this box.

 

· Automatic truncation for non keyword searches: Check this box.

 

· Display bibliographic record directly if search results in only one title: Check this box.

Checking this box allows you to display a bib record without first selecting it from a list if only one title is retrieved by your search.

 

· Always create a holding when adding holdings to a bib: Do not check this box.

Checking this box will automatically add a new holdings to a bib record without first displaying the existing holdings already attached to that bib.

 

· Display item record directly if item retrieve results in only one item: Check this box.

 

· Sequence new items at top: Do not check this box.

 

· Check for duplicate item barcodes: Check this box.

 

· Suppress confirmation message upon successful save: Do not check this box.

 

Item Defaults

Item Type

Note: This field is required. Select "circ" as the default item type. If you frequently work with non-book materials, you might need to select another item type. Consult your supervisor for the appropriate setting.

 

Do not fill in any of the other fields.

 

Folders/Files

Configure files and folders as below, creating both files and folders as needed, if they are not already present on the workstation you are configuring.

· Templates : [Group still working on this topic for Acq and Circ staff]

Bib: c:\voyager2000\catalog\template\Preliminary record templates\PRELIMINARY.BIB.tem

Hldg: c:\voyager2000\catalog\template\hold.tem

Note: No authority record templates will be created because YUL will continue our current practice of creating new authority records directly in RLIN.

 

Notes on Templates: The templates listed above are the default Voyager templates for bibliographic and holdings records. You can edit each of them by selecting File, then Template, then Edit. You can create new templates for specific activities or projects by selecting File, then Template, then New. To choose a new template as your default template for bibliographic, holdings, or authority records, select it instead of the default template listed above.

 

Important note: Adding a specific template to the default will prevent you from selecting another template you may wish to use. Once a template is entered into the preferences, the only way to use a template other than the one specified is to change the preferences. This would need to be done each time another template is desired. To avoid this situation, simply leave the template field blank in the preferences. You will then be prompted to select which template you want to use each time you wish to create a new bib (holdings, authority) record. If you are unsure whether to select a particular template or leave the field blank, consult you supervisor.

 

· Folders

Cataloging Policy: Generally cataloging staff will not use “work folders”. However “work folders” may be appropriate for some special materials (i.e. manuscripts) or projects. Exceptions to this policy should be reviewed with the Chief Catalog Librarian. Exceptions will be approved with appropriate training and appropriate workflow.

 

Import folder: The default path will be: Voyager/catalog

You have to point to the path the first time you use the module. After that Voyager will always default to

Voyager/Catalog,  and then you must choose which folder (OCLCIMP or  RLINIMP) you wish to open.

 

Setting up Import Path in Voyager for OCLC and RLIN records

OCLC

  1. First create a folder on your hard drive.

C: Voyager

  Catalog

    File – New – Folder (rename it OCLCIMP)

 

1)      Next create a “new” session in OCLC (see http://www.library.yale.edu/~lso/databaseadmin/oclcdedtcpip for how to create a new session) – Name the sessions Voyager

 

2)      After you are logged on to your new OCLC session, choose:

Session

        Settings

          Export/Transfer tab

            Create

              File

                Drives – Click on C:\

                               Click on Voyager

                                Click on Catalog

                                 Click on  the OCLCIMP folder you created (open it)

                   Change the Filename to Import.dat

                     Click on OK

                       Click on OK

                         Save changes to your profile

 

Now each time you sign on to OCLC and choose the VOYAGER session, you xpo records to this folder.

 

RLIN

 

1)      First create a folder on your hard drive.

 C: Voyager

   Catalog

            File – New – Folder (rename it RLINIMP

 

2)      Sign on to RLIN as you normally do.

Choose:

  Settings

    Pass Command

      Change Filename path to:  C:\Voyager\Catalog\RLINIMP\pass.sav

 

3)      Go to Session and “Save session as” – save as VOYAGER

 

Now each time you sign on to RLIN and choose the VOYAGER session you will pass records to this folder.

 

· Work Files

Notes on Work Files: Use the Vendor source as the filename for each type of work file. For shared workstations, users should be sure to set this tab to save their work in their own files.

 

Bib: c:\voyager2000\BNA (or YBP, Cassalini, etc.)

Hldg: c:\voyager2000\BNA (or YBP, Cassalini, etc.)

Note: No authority workfiles will be created because YUL will continue our current practice of creating new authority records directly in RLIN.

 

You can use work files to save vendor records to be reviewed by a supervisor or another staff member.

 

· Save to Local File

File: Do not fill in.

Character Set: Inactive when File not selected.

 

Notes on Save to Local File: A standard use for this feature has not been established.

 

Mapping

· Expected character set of Imported Records

Local import: Choose "OCLC" if you primarily or exclusively import records from OCLC. Select "RLIN" if you primarily or exclusively import records from RLIN. If you move between the two utilities to import records, you will need to change this setting when importing from one or the other. That is, if you are importing from the pass.sav file (RLIN records), you need to select RLIN; if importing from the export.dat file (OCLC records), you need to select OCLC. Failure to select the proper setting may result in problems with diacritics and other special characters (e.g., super- and subscripts.)

 

Z39.50 import: Choose "Latin 1."

 

MARC mapping for OCR data: Do not fill in any values in this field.

 

Colors/Fonts

All colors are taken from the top row of the color selection chart.

We recommend the following settings:

“Bibliographic” under “MARC views (variable fields)” and “Record hierarchy””

Text: Lime Green (slightly darker color located 3 down; 3 from left on color selection chart)

Background: Black

 

All other text colors should be set to black.

· Under “MARC views (variable fields):

Holdings background color: lemon yellow

Authority record background color: terra-cotta

Font: LucidaSansRLG (Question: does this font work with all our diacritics?)

Size: 12 (or largest size available)

Bold: do not check this box. Diacritics are very difficult to read when “bold” is used.

Row marker symbol: choose the default arrow located at top of pull-down list.

 

· Under “Record hierarchy”:

Holdings background color: lemon yellow

Item background: robin-egg blue

Bound with background: spring green

 

· Global headings change hierarchy: Do not select any colors for this box.

 

Note: The colors for bibliographic and holdings backgrounds should always be the same for each respectively in “MARC views” and “Record hierarchy”. Although these settings may be changed at the operator’s discretion, be aware that changes to font sizes and colors may affect your ability to see and work easily with all of the information.