Yale Record Customizations



Bibliographic records


  1. Orbis Key migrated to 035$9.


  1. Provisional record 9xx tags converted to valid USMARC tags (unless a non-9xx tag, like an 035, is present in the record).


  1. Drop fields 905,909,929,936,940,950,955,998.


  1. Bib 949 notes are loaded to field 948 (Multiple 949s load to separate 948 fields).


  1. Title level notes from the copy holdings record are loaded in a 948 field.


  1. Deleted and Suppressed bibliographic records are loaded as Suppressed; all other bibliographic records should be visible in the OPAC.


  1. Non-roman language Orbis records overlayed with RLIN vernacular records, using the 035 RLIN number as a match point.  The Orbis key of the matching records will be retained in 035$9.



Holdings records


  1. Map Notis Copy Holdings Statements to field 852 in a USMARC Format Holdings records (MFHDs). (See http://lcweb.loc.gov/marc/holdings/echdloca.html#mrch852)


  1. Convert semi-colons in Yale call numbers as follows:


3.      Load CLASS ‘Z’ copy statements as suppressed holdings records. 

o       Sort suppressed holdings records after unsuppressed holdings within each location.

o       Add subfield ‘k’ pre-stamp of ‘Suppressed’

o       Class ‘Z’ statements should not inherit call numbers


4.       Class ‘T’ statements flagged for separate indexing by adding 852|2 ‘localyale’.


5.       Catalog Status ‘d’ copy statements load with the 852|z public note “Search under individual Author/Title for items in this series.”


6.      Load “UM=” and exploding Copy Statement notes into public note,  852|z.  Coded notes (http://www.library.yale.edu/orbis2/implementation/exploding_notes.html) exploded to full text.


7.      Replace um= ‘Type K = AAA0000” holdings notes with notes more meaningful in the Endeavor system.  Replace all ‘see k=’, ‘type k=’ etc. notes with the string: “ do a Keyword search for LLL####YL



um=For circulation information, type K=FJZ1294  becomes

um=For circulation information, do a Keyword search on FJZ1294YL



8.      Regular Copy Statement notes loaded into non-public note, 852|x.


  1. Map Notis location codes to Voyager location codes (see http://www.library.yale.edu/orbis2/implementation/maplocation.htm).


  1. Current Order Receipts for S/T ‘p’ records written to 866 holdings statements in the MFHD.



Item records


  1. Map Notis Item Conditions to Voyager Item Statuses.


  1. Map Notis Loan Codes to Voyager Item Types.


  1. Map Notis Temp Locations to Voyager Location Codes.


  1. Split ‘Enum/Chron’ into two separate fields:  Enumeration & Chronology.


  1. Charge counts in items with multiple subrecords should be added together and migrated to the charge field.


  1. Map Item Conditions to Item Statuses.


  1. Unlinked Items attached to brief bibliographic records.


Authority records


NOTIS specific Heading Use Code of ‘c’ is changed to its USMARC equivalent of ‘a’.



Vendor records


1.      Vendor Type is a new field in Voyager.  Initially, all vendor records in Voyager will have a default Vendor Type of ‘MV’ for ‘Migration Vendor’.


2.      Vendor Name is copied from the Name field in the Orbis ‘Order’ address.


3.      All notes in the Orbis vendor record migrate to a single vendor note field.


4.      The Oracle number in the Orbis ‘Vendor Sort’ field is migrated to the Voyager ‘Institution ID’ field.


5.      The Claim=, etc. flags at the top of the Orbis vendor record are converted to flags associated with each address in Voyager.


6.      Parts of the Orbis address, like city and zip code, cannot be separated out during migration.  As a result, addresses are migrated to the main address lines in Voyager.  This will not affect Voyager’s ability to print out purchase orders, etc. using the vendor address.




Order records


  1. The Order record migration consists of all open orders, i.e. those with status A, B, C, or D


  1. All Orders are migrated as “Pending” – should we change?


  1. All Divisions of a multi-division order will be migrated


  1. No invoice, payment, or claim data is migrated.


  1. The AMT field in the order record is migrated to the Voyager Line Item price field, and translated to Voyager base currency, if necessary.


  1. The Division Note field of the order record is examined for the presence of *** characters to identify a Vendor title number. If found, the Vendor title number is migrated to the Vendor Title field in Voyager without the surrounding *** characters.


  1. All Order Units are mapped to Acquisitions Happening Locations - see online map at http://www.library.yale.edu/orbis2/implementation/ORDREC%20MAPPING.htm.


  1. The combination of Scope and Receiving Unit is used to map Purchase Order Type.  Purchase Order Type then determines Line Item Type as follows:








Firm Order

Single Part




Single Part

















* All SCOPE=1 materials except the recunit identified in lines 2 will load with a default Purchase Order Type of Firm Order.

** All SCOPE=2 materials except the recunits identified in lines 4-5 will load with a default Purchase Order Type of Continuation



  1.  NOTES from the Order record are migrated as follows:


·        All notes are loaded to the Line Item Note field

·        Each note is separated by a semicolon

·        The Voyager Line Item Note has a maximum of 1900 characters; all note info up to 1900 characters is loaded

·        Order record  Note information is in the following order:


a.       L1 - Selector Initials

b.      Source

c.       Reference

d.      'VA' Vendor Address information if vendor code is not 'D'

e.       'NO' Order note

f.        'NV' Note to Vendor

g.       Division note

h.       ‘N’ Note statements




Patron Records


  1. All ‘Active’ Patrons are migrated


  1. All Patrons with items checked-out are migrated


  1. All Patrons with fines are migrated


  1. All Inactive Patrons less than 3 years old are migrated
  2. The Patron load includes base Patron information only; check-outs, holds/recalls, and fines/fees will be loaded the first week in April.



  1. Orbis Patron Categories / Groups are migrated to Voyager Patron Groups.  The Orbis to Voyager patron group map is available on the web at http://www.library.yale.edu/orbis2/implementation/patron%20group%20map.htm. 


  1. The Endeavor Patron loader only allows one barcode (Charge Id) per Patron Group in a patron record. If a record has more than one Charge Id per Patron Group, i.e. a TL/FAC and a PO/FAC, then the following rules apply:


a.       Keep the ‘Active’ Charge Id over the ‘Inactive’ Charge Id

b.      Keep the ‘TL’ Charge Id over the ‘PO’ Charge ID

c.       If all else is equal, keep the Charge ID with the highest number, i.e. Id 9999992 takes precedence over Id 9999991.

d.      If the dropped ID has items checked-out, map the checked-out items to the kept ID (as part of the April check-out load).


  1. The Endeavor Patron loader only allows up to 3 Charge Ids in a patron record.  If a patron has four or more Charge Ids, the rules described #2 apply.


  1. The Endeavor Patron loader requires the presence of a Social Security Number in each patron record.  Most of our departmental and visitor patrons, etc. do not have SSNs; we have copied the Charged ID into the SSN field for those patrons who do not have Social Security Numbers.


  1. All Patron Notes are currently loaded as a single ‘Pop-up’ note in the patron record.  Notes from the various Orbis note fields are separated by a semi-colon. 



  1. The Patron record purge date is set to three years after the patron migration load (03/26/2005).


  1. The Institution Id and Patron Statistical Categories are currently empty.  A follow-up patron load from the Bursar will merge in NetId (used for security and access purposes) and selected statistical categories in these fields.