Exporting Records from OCLC to Voyager

Initial Set Up

Create an export file on your computer:

Put the file path in Connexion:

Set up Voyager Preferences:

General Instructions


Clicking the OK to Export box will cause our holdings in OCLC to be updated.  Do not check the OK to Export button for Approval Plan books or for firm orders ordered through Blackwells.  However, all other records do need to have this box checked (EBO and LABO boxes will already have the box checked, so you will not need to check it again).  Acquisitions staff should never click the OK to Export box, as updating will be done at the time of cataloging, not at the time of order.  

If you encounter any unexpected problems or have any questions about the procedures outlined below, please see your supervisor.

Export/Add Record

Follow this procedure if the item to catalog does not yet have a record in Voyager.

  1. Log on to OCLC and search for the record.
  2. When the correct record is found, click the Export button exportbutton.

        NOTE:  If you have records in your export file from the previous day, you will be prompted to overwrite or append.  Click Append.

  1. Open and log on to Voyager Cataloging.
  2. Choose Record / Import / From new file (1st time of each session) or From previous file.
  3. Find the H:\Export\ folder.  Click the name of the file "Voyager Export".
  4. Click Open.
  5. Select the line of the title you're working on.
  6. Click OK
  7. Click on the System tab.
  8. Check the OK to export box (Acquisitions staff do not check)
  9. Click the Save to DB sailboat icon.
    • First time Pop-Up:  "This message will not be repeated this session...."  Click NO.
    • If the Bibliographical Dedupe Detection window pops up, this means there may already be a record for this item in Voyager.  See the instructions below for Export/Replace Record.

Export/Replace Record

Follow this procedure if you are replacing a short or incorrect bibliographic record in Voyager with a full, correct record from OCLC.

  1. Search for the record in Voyager.  Determine that it is a short bibliographic record (used for ordering purposes) or an incorrect record.  If the record is an incorrect record, remove our holdings on that record from OCLC.
  2. Click the System tab.  
    • If the record is NOT suppressed, click the Suppress from OPAC box.  You will need to wait ONE day before proceeding with the next steps.   This must be done to remove the existing record from the universal catalog.
    • If it IS suppressed, proceed to the next step.
  3. Search for the full, correct record in OCLC.
  4. When the correct record is retrieved, copy the OCLC number from the screen.
  5. In Voyager, enter the OCLC number into the 035 $a (for replacing an incorrect record, replace the original OCLC number with the OCLC number of the correct record).  For example:

    035field
  6. Click the Save to DB icon.
  7. Return to OCLC and click the Export button exportbutton.

    NOTE:  If you have records in your export file from the previous day, you will be prompted to overwrite or append.  Click Append.
  8. Choose Record / Import / From new file (1st time) or From previous file.
  9. Find H:\Export\Voyager Export folder.
  10. Click Open.
  11. Select the line of the title you're working on.
  12. Click OK.
  13. Click the Save to DB icon.

    • First time Pop-Up:  "This message will not be repeated this session...."  Click NO.
  14. The Bibliographic Dedupe Detection window will display.  Click the Replace/Merge Using Profile button next to OCLC Replace.

    IMPORTANT NOTE:  It is important to make sure that the duplicate that is detected is truly a duplicate.  It is possible that something such as a new edition may be detected as a duplicate, when in fact we DO NOT wish to replace the record.  In this case, add the new record by clicking Add as New Record.
  15. You should see a message saying that the duplicate record was replaced.
  16. Click OK.
  17. Click on the System tab.
  18. Check the OK to export box.  (Acquisitions staff do not check.)
  19. The Suppress from OPAC box should be unchecked.
  20. Click the Save to DB sailboat icon

Original Cataloging

Follow this procedure if you are creating a new, original record for an item that currently has a short order record in Voyager.

  1. Create the bibliographic record and update in OCLC.
  2. Search for the record in Voyager.
  3. Click the System tab. 
    • If the record is NOT suppressed, click the Suppress from OPAC box.  You will need to wait ONE day before proceeding with the next steps.  This must be done to remove the short record from the universal catalog.
    • If it IS suppressed, proceed to the next step.
  4. When the record is updated in OCLC, copy the newly assigned OCLC number from the screen.
  5. In Voyager, create an 035 field and enter the OCLC number into it.  For example:

    035field
  6. Return to OCLC and click the Export button exportbutton.

    NOTE:  If you have records in your export file from the previous day, you will be prompted to overwrite or append.  Click Append.
  7. Choose Record / Import / From new file (1st time) or From previous file.
  8. Find H:\Export\Voyager Export folder.
  9. Click Open.
  10. Select the line of the title you're working on.
  11. Click OK.
  12. The Bibliographic Dedupe Detection window will display.  Click the Replace/Merge Using Profile button next to OCLC Replace.
  13. You should see a message saying that the duplicate record was replaced.
  14. Click OK.
  15. Click on the System tab.
  16. Make sure that the Suppress from OPAC box is unchecked.
  17. Click the Save to DB sailboat icon

Last updated on 10/05 srb