SERIAL CHECK-IN DURING THE TRANSITION FROM ORBIS TO VOYAGER

 

Date:  May 6, 2002

Prepared by:  James D. Shetler

 

Goal: To capture serial check-in information during the transition from Orbis to Voyager.  Between May 11, 2002 and June 5, 2002, any check-in information created in Orbis will not automatically migrate to Voyager.  The following procedure insures that check-in information created in Orbis during this time can be identified and transferred to Voyager.  Screen prints will be used to keep a record of serial check-in receipts during this transition period.

 

Important dates:

 

1.      May 10, 2002:  Last day that check-in performed in Orbis will automatically migrate to Voyager.

2.      June 5, 2002:  First day that serials can be checked-in in the Voyager cataloging module by means of textual holdings fields (866/867/868)

 

ORBIS CHECK-IN PROCEDURES ON/AFTER MAY 11 2002-JUNE 4, 2002:

 

Have on hand, to facilitate periodical check-in:

 

1.      A binder labeled Check-in Notebook.

2.      Alpha tabs.

3.      3-hole punched paper on which to print OPR screens (optional, as some units rely on pin-fed printers).

 

Initial check in procedures on/after May 11, 2002

 

1.      Check-in the serial as usual in Orbis.

2.      In the same OPR as the check-in, create a note field and add the text OPR PRINTED to that note field. 

3.      Print that OPR screen.

4.      File the OPR screen print in the Check-in Notebook.

5.      If the OPR already contains the OPR PRINTED note check-in as usual.

 

Check-in procedures for the first issue in a subsequent volume from May 11-June 4, 2002:

 

1.      If the OPR does not contain an OPR PRINTED note then:

a.       Check-in the serial and update the MHLD as usual in Orbis.

b.      In the same OPR as the check-in create a note field and add the text OPR PRINTED to that note field. 

c.       Create another note in the same OPR and add the text MHLD UPDATED to that note field.

d.      Print the OPR screen.

e.       File the OPR screen print alphabetically in the Check-in Notebook.

 

2.      If the OPR already contains an OPR PRINTED note then:

a.       Check-in and update the MHLD as usual in Orbis.

b.      Create a note and add the text MHLD UPDATED to that note field.

c.       Print the OPR screen.

d.      File the OPR screen print alphabetically in the Check-in Notebook.

 

3.      Collection for binding (note:  during the transition period duplicate double sided bar codes will be available for binding preparation)

a.       Create an item record in Orbis as usual.

b.      Print a screen print of that item record.

c.       Place the duplicate bar code (the bar code with the identical item number as that in the Orbis item record) on that item record screen print.

d.      Retain the printouts file next to the related entry in the Check-in Notebook.

e.       Charge/status track the item as usual.

 

 

VOYAGER CHECK-IN PROCEDURES ON/AFTER JUNE 5, 2002

 

(Note:  each processing unit will be notified as to the availability of the Voyager cataloging module on/after June 5, 2002.  Continue using the procedures outlined above until you are notified.)

 

With the serial to be checked-in in hand:

 

1.      Search the Check-in Notebook for an OPR printout for the serial in hand.

 

2.      If a printout is found in the Check-in Notebook:

a.       Open Orbis and retrieve the OPR for the serial in hand.

b.      Open the Voyager cataloging module, retrieve the entry for the serial in hand, and retrieve the MARC holdings record for that serial.

c.       Update the holdings information in Voyager MARC holdings record so that the record of holdings is complete:

                                                                           i.            Copy the holdings information from the Orbis OPR and transfer it to the appropriate 866/867/868 field in the holdings record in Voyager.

                                                                         ii.            If the note MHLD UPDATED is present in the Orbis OPR access the MHLD record in Orbis and transfer necessary holdings information from the MHLD record to the MARC holdings record in Voyager.

                                                                        iii.            Check-in the piece in hand by creating or updating the appropriate 866/867/868 textual holdings field.

d.      Remove and discard the related printout from the Check-in Notebook.

 

3.      If a printout is not found in the Check-in Notebook:

a.       Open the Voyager cataloging module.

b.      Retrieve the entry for the serial in hand.

c.       Open the holdings record for that entry and check-in the serial by creating or updating an existing 866/867/868 textual holdings field.  Update indicators as appropriate.

 

4.      If there is an item record screen print in the Check-in notebook:

a.       Create an item record in Voyager.

b.      Update the item record so that it mirrors the Orbis item record information.

 

Note:  at this point the holdings information in Voyager mirrors the holdings information in Orbis and captures the check-in and item record information created during the transition period.

 

SCREEN PRINT AUDIT

 

1.      NEW ITEM RECORDS FOR ANY SCREEN PRINTS OF ITEM RECORDS REMAINING IN THE CHECK-IN NOTEBOOK MUST BE CREATED IN VOYAGER BY JULY 10.

a.       Create an item record in Voyager and insert the barcode information from the item record screen print into this record.  At this point the Voyager item record should contain the same barcode information as that applied to the bound volume.

 

2.      By Aug. 30, 2002 (tentative) the Check-in Notebook may still contain OPR screen printouts.  For all remaining Check-in Notebook entries:

a.       Open the Voyager cataloging module.

b.      Retrieve the entry for the serial in hand.

c.       Open the MARC holdings record for that entry and check-in the serial by creating or updating an existing 866/867/868 textual holdings field.

d.      Create and update any Voyager item records if a item record screen print is still present in the Check-in notebook.

 


GUIDELINES FOR UPDATED TEXTUAL HOLDINGS FIELDS (866/867/868) IN VOYAGER

 

Acquisitions staff should create additional 866 __ fields for new receipts and 866 41s for serials returned from binding to be added to the collection. 866s will be entered in the following order:

 

Note:  866 __ indicates an 866 field without any indicator values.  Do not supply indicator values for these fields and they are used in Voyager to distinguish current issues from retrospective holdings.

 

866 __ old receipts; machine converted. Will include volume, supplement, and index receipts. Acquisitions staff may update to reconcile with the actual volume holdings in 866 41

866  __new receipts in chronological order <Acq. may update as new receipts are added to the collection>

867 __ new supplement receipts in chronological order <Acq. may update as new receipts are added to the collection>

868 __ new index receipts in chronological order <Acq. may update as new receipts are added to the collection>

866 41 volume holdings, machine converted <the order vis a vis new volume holdings may be adjusted by either Cataloging or Acquisitions staff>

866 41 new volume holdings entered by catalogers or serials support in chronological order

867 41 supplement holdings machine converted <order vis a vis new supplements may be adjusted>

867 41 new supplements added to the collection in chronological order

868 41 index holdings machine converted <order vis a vis new indexes may be adjusted>           

868 41 new indexes added to the collection in chronological order

 

 

Fields 866/867/868 for volume holdings (as opposed to receipts) have first indicator 4, second indicator 1.  Caution: Leaving out indicators will block display of holdings in Web Voyage.

 

Fields 866/867/868 for both receipts and volume holdings must have linkage field $8 0 entered before subfield delimiters a, x, or z.  Caution: Leaving out linkage field will block display of holdings in Web Voyage.