Voyager Cataloging Training

I.Introduction and Overview (15 minutes)

Instructions to Trainer: Briefly cover the desktop.

  1. A. Desktop
    1. Place cursor on each icon
      1. Show how text line explains function
      2. Explain that some icons are not available initially because they cannot be used at this time

    2. Click on each topic on the Main Menu Bar to display drop down menu
      1. Review choices and subtopics
      2. Explain that grayed out choices are not available because they cannot be used at this point

    3. Show all options to access HELP for additional information
      1. ICON
      2. MENU
      3. Function One key (F1) (Won’t display unless something is selected on the screen).

    Demonstration: Trainer will provide a brief OVERVIEW to the Preferences previously set on the workstations. Have trainees verify that their workstation Preferences have been set correctly as the trainer demonstrates.

  2. Options (Select “ Options” on Main Menu Bar)

    1. Preferences Overview
      1. Emphasize Importance
      2. Any user of Voyager Cataloging at the same workstation will start with the options previously selected for that workstation unless they are changed
      3. Selections saved when user exits Voyager Cataloging
      4. Highlight options on Seven tabs
      5. Need to click OK to accept
      6. Click Cancel to close without accepting any options

    2. Click on General tab on Session Defaults and Preferences screen.
      1. Click on drop-down arrow for:
        • Holdings/Item default location
        • Call Number Hierarchies
        • Bibliographic Import/Replace Profile
        • Authority Import/Replace Option
        • Remember to use F1 for Context-Sensitive HELP
      2. Check-boxes function as on/off switches
        • Delete records from work files once saved to database
        • Delete records from import file once saved to database
        • Add subfield ‘a’ to a new field
        • Display MARC views maximized

    3. Click on Validation tab on Session Defaults and Preferences screen.
      1. Cataloging formats (Drop-down arrow)
      2. Bypass MARC Validation (Check-boxes as on/off switches)
      3. Choose Either List all the errors (Radio button)

        OR

        Show errors one at a time (Radio button)
      4. Identify Authority Control Preferences
        1. Bypass Authority Control Validation (on/off)
        2. Display all the headings (on/off)
          1. Name
          2. Title
          3. Name/title
          4. Subject
          5. Subdivision
      NOTE: 856 link servers (This is for Citation Server, which ILCSO is not implementing at this time.)

    4. Click on Work Flow tab on Session Default and Preferences screen.
      Options include:
      1. Retain last search
      2. Automatic truncation for non-keyword searches
      3. Display bibliographic record directly if search results in only one title
      4. Always create a holding when adding holdings to a bib
      5. Display item record directly if item retrieval results in only one item
      6. Sequence new items at top
      7. Check for duplicate item barcodes
      8. Suppress confirmation message upon successful save

    5. Click on Item Defaults tab on Session Default and Preferences screen.
      Options include:
      1. Item Type This field is required.
      2. All other preferences are optional (including Temp. Loc.; Temp. Type; Status; and Stat. Category).
      3. Copy indicates the default numbering for the first copy. You MUST change this to “ 1” if you want the first copy identified as copy 1 in the public catalog.

    6. Click on Folders/Files tab on Session Default and Preferences screen.
      1. Click on the Browse button (showing ellipsis) to select the template you want
        1. Double click CATALOG
        2. Double click TEMPLATE
        3. Double click BIB

      2. Enter or select a default folder to open as the correct folder to save time
        1. Work folder
        2. Template folder
        3. Import folder

      3. Work Files

      4. Save to Local File (must select File before you can choose character set: Latin 1, OCLC, RLIN, MARC21

    7. Click on Mapping tab on Session Default and Preferences screen.

      NOTE: Original cataloging records will all continue to be processed via CatME as before. Other importing functions will not be used at this time.

    8. Click on Colors and Font tab on Session Default and Preferences screen
      Options include:
      1. Marc views (variable fields)
        1. Click on the button next to the type of record for which you want to change color
        2. Click on background or text button
        3. Select the Color and click on OK

      2. Font
        1. Select font size 12 from drop-down arrow
        2. Select font bold checkbox to display variable fields bolded

        NOTE: Use font size 12. Use Bold. Use a lighter background color along with a black font. These four elements combined will significantly reduce screen flicker that occurs while typing edits.

      3. Row Marker Symbol. Click on drop-down arrow to select a row marker

      4. Record hierarchy
        1. Click on the button next to the type of record for which you want to change color
        2. Click on background or text button
        3. Select the Color and click on OK

      5. Global Heading Change hierarchy
        1. Click on the button next to the appropriate Level for which you want to change color
        2. Click on background or text button
        3. Select the Color and click on OK

II. Searching in Voyager Cataloging Mode (15 minutes)

NOTE: This information was covered in the previous session on searching functions. The trainer should provide a brief review of the following:

  1. There are two ways to access search functions:
    1. Main Menu Bar:
      Record:
      1. Select Search
      2. Select Retrieve by record ID (Voyager record number)
      3. Select Retrieve by barcode
      Display:
      1. Select Headings list
      2. Select Title list (titles under each heading on Heading List)
      Help:
    2. Selected Toolbar Icons:
      1. Search (Magnifying Glass): Search the database
      2. Headings: Return to list of headings
      3. Titles: Return to list of titles
      4. Hierarchy: Show associated records
      5. Help: Help (?)
      Punctuation: The use of commas, dashes, hyphens, etc. is optional only in non-numeric searches. If punctuation is omitted in non-numeric searches, do not leave a space. (NOTE: Numeric searches [i.e. ISBN; ISSN] in some cases must use certain punctuation. Numeric searches are covered below.)
      folk-lore or folklore, not folk lore
      mary’s or marys, not mary s
      Ampersand: Type &
  2. Types of Searches
    The search dialog box has four tabs, allowing different types of searches. The dialog box always opens with the Non-Keyword search tab in front and active unless another tab is clicked:
    1. Non-Keyword: Finds records that contain a specific controlled access point (for example, author, subject heading, title, call number, and other standard number (ISBN, ISSN, etc.))
      1. Find will retrieve Bibliographic Records which contain the entire search string.
      2. Browse will retrieve the entire Index of headings. Browse is available in heading, call number, and classification number searches only.

        Trainers do not need to cover the following bracketed information:
        [Tips for Future Reference:
        NOTE: Differences between Names vs. Staff Name Headings; Subjects vs. Staff Subject Headings; Title vs. Staff Title Headings searches:
        1. Specificity: Headings searches allow you to specify the type of heading, for example geographical name vs. a corporate or personal name
        2. Results display: Results of name and subject searches are shown as individual records. In the results for a name heading search, all the records that come up under a given heading are grouped together.
        3. Fields searched: A Staff Title Headings search will search only 130, 440, 730, and 830 fields, series titles or uniform title main entries. A Title< search will also include the 245 field.]

    2. Keyword: Finds records which contain specific word(s) or phrase(s) in any field.

      Trainers do not need to cover the following bracketed information:
      [Tips for Future Reference:
      1. Boolean operators: AND, OR, or NOT (can be in lower or upper case)
        • Use parenthesis to create more elaborate searches and to control how your strings of operators are related.
        • Use search codes before a term to indicate the fields in which you want that term to appear. Search codes are listed: ?????
        • When there is more than one search element, you need to join them by using: AND to find records with both search terms, OR to find records with either search term, and NOT to find records that do not have the search term that follows.
        • If you use more than one word and do not enter a Boolean operator or use quotation marks, you will get the error message Malformed query.

      2. Free text
        • This search is designed to work like a Web search engine, such as Alta Vista or Lycos, using a relevance algorithm to rank results. Results are organized on how often your search term appears in each record and what fields it appears in. For example, a record where your search term appears in a subject field is ranked as more relevant that a record where your term appears in a notes field.
        • Terms not connected by AND, OR, or NOT. All terms are treated as having OR between the. Beware: any records with at least one of the search terms will be retrieved!]
         
    3. Builder: Finds records which contain specific word(s) or phrase(s) in one or more fields of the record (for example, in the contents note, in an author field, in the title field, etc.) Allows you to build a search by pulling terms out of one or more fields of bibliographical records in the database.
    4. History: Brings up an index of all searches done during a session, for review or re-execution.

      Trainers do not need to cover the following bracketed information:
      [Tips for Future Reference:
      • The History tab enables you to see all of the searches you have performed with the Search box since you started the Cataloging client. It will not record searches for record ID or barcode.
      • The latest search you have performed will appear at the top of the History list.
      • The History does not retain information about the limits that might have been set for a search. If you re-execute a search, it will use whatever limits are currently in effect so you may get different results.
      • Your search History will only be retained until you exit the client.
      NOTE: You can also use Title list and Heading list from the Display menu OR Toolbar icons to see other headings or titles found in the latest search you have performed.]

    Search Strategy for Catalogers: For maximum efficiency, search from the specific to the general (i.e. search first by numerics, next by titles, then by authors, etc…).

    Shelflisting (identifying a unique call number and collocating related works) in Voyager:
    Note: See handout on Shelflisting for further information.

    The sort order creates the following arrangements in our shelflist for Dewey call numbers:

    1. Individual works by an author and works about an author sort within a call number range. You must check for criticisms of an author’s works further down in the sort.
    2. Editions sort together.
    3. Criticisms follow and/or inter-sort with editions (due to the alphabetic strings)
    4. General criticisms of an author’s work will tend to follow original works and criticisms of individual works.
    5. Collections are interfiled (as workmarked) with individual works.
    6. Translations are interfiled up to the colon; they are sub-filed alphabetically, following editions (dates) of the individual works.

Examples of Non-Keyword Numeric Searches:

EXERCISE I:

Trainer should choose one of the following numeric searches for catalogers to retrieve a bibliographic record:

  1. MFHD Call Number:
    1. Click on Search Icon.
    2. Click on Non-Keyword Search tab.
    3. Click on MFHD Call Number in drop down box.
    4. Click on the Find or Browse button [click on browse]
    5. Choose appropriate classification scheme (for purposes of training, you MUST choose Other) from the Heading Types Filter
    6. (Optional) Choose location in Location Filters box [choose “Main”]
    7. Type call number in Search for Box
    8. Click on Do Search (or on Cancel to end search or Clear to enter another search).

  2. ISBN / ISSN Number:
    1. Click on Search Icon
    2. Click on Non-Keyword search tab.
    3. Click on ISBN (020a|z) or on ISSN (022a|z) in drop down box [click on ISBN 020a|z]
    4. In the Search for box type in the number [type in the ISBN no. 0877794464][ISSN 0195-6744] For an ISBN search, do not include hyphens or spaces. For an ISSN search, you must use the hyphen or substitute a space.
    5. Click on Do Search (or on Cancel to end search or Clear to enter another search)

  3. System Control Numbers (DBCN numbers):
    1. Click on Search Icon
    2. Click on Non-Keyword search tab.
    3. Click on Original System number (0359) in drop down box. In Search for box type in an appropriate number. For a DBCN search, you must use the hyphen or substitute a space.
    4. Click on Do Search (or on Cancel to end search or Clear to enter another search).

  4. Voyager Record Numbers:
    1. From the Menu bar, click Record> Retrieve by record id (specifying bibliographic, item, authority or holdings record)
    2. Enter number in box [type in 8801] and click on Retrieve.

  5. System Number (OCLC number):
    1. Click on Search Icon
    2. Click on Non-Keyword search tab.
    3. Click on System Number (035a|z) in drop down box. In Search for box you can type in number [type in 03794684]
    4. Click on Do Search (or on Cancel to end search or Clear to enter another search)

  6. Barcode:
    1. From the Menu bar, click Record>Retrieve by barcode.
    2. Enter an appropriate barcode [type in 31899] number and click Retrieve.

    Searching Authority Records:

    • Authority records are searched for in the Non-Keyword search tab.
    • You can use the Browse or Find setting
    • When an authority search is completed with the Find radio button selected, a Headings List displays headings which include the entire search string.
    • Any time an authority search is completed with the Browse radio button selected, a Browse Headings List displays the entire Index.
    • The search results in both the Headings List and the Browse Headings list are alphabetical beginning with the search term.
    • Be aware that 4XXs and 5XXs on authority records will not display immediately following the authority record in the Headings List or Browse Headings List (the first search result boxes.) If 4XXs and 5XXs are in the same alphabetical range, they will display within that order, but there are no terms provided to link the 4XXs and 5XXs to the authorized heading. Click on the reference heading; then click on the Authority button to retrieve the appropriate reference information.

EXERCISE II: Walkthrough with Trainer: Searching Process for a personal name using Staff Name Headings search. (example: Hemingway, Ernest)

III. Voyager Record Structure (20 minutes)

Trainers will demonstrate the bibliographic record structure using the various tabs, buttons, and drop down boxes within the bibliographic display:

  1. Structure of Bibliographic Records
    • Open the Record menu; highlight Retrieve by Record ID. Click on Bibliographic. A Retrieve a Record box displays.
    • Key in an appropriate record identification number. Click on the Retrieve button.
    • Bibliographic records have unique numbers, just as holdings, items, and authority records do.
    • The title bar at the top of the display contains the Bibliographic record number and the title.
    • The menus and icons are used in the same ways as in authority and holdings records.

    1. The MARC Tab
      • This tab always displays on top of the System and History tabs.
      • Holding the arrow over a button describes its function
      • Placing your cursor anywhere within a variable field displays a note in the status bar at the bottom of the screen with a description of the MARC tag.

    2. Fixed fields.
      1. Click on the Leader button. A Leader box displays.
        • Click on a field in the left column to display the down arrow in the right column. The down arrows provide other values/codes to be used in that leader position.
        • Choose another value by highlighting it and clicking.
        • If you make changes to the values and want to save them to Voyager, click on the OK button.
        • Use Cancel to close without making changes.
      2. Click on the 008 button. The 008 box displays.
        • Click on a field in the left column to display the down arrow in the right column. The down arrows provide other values/codes to be used in the 008 field positions.
        • Choose another value by highlighting it and clicking.
        • Click OK to save changes, Cancel to exit without saving changes.

    3. Variable fields
      • The variable fields are in the work area.
      • The structure is a grid with columns and rows, consisting of cells of data. From left to right, the columns are:
        • Selection column, (the gray area, also called a row label.)
        • Tag
        • Indicator 1
        • Indicator 2
        • Sub-field data
      1. An arrow (called a row marker) indicates the selected field. A phrase in the status bar at the bottom of the screen describes the selected field.
      2. Move the row marker up and down the selection column with the arrow keys.
      3. You can use the TAB key to move between columns. You may also use the Scroll bar OR Page up or Page down OR Up or Down arrow keys to navigate.

    NOTE: Place your cursor within a tag, indicator, or subfield of a Bibliographic or Holdings Record. Press F2 to see valid tags, indicators, or subfields

    Trainers will demonstrate IN A SUMMARY FASHION that the holdings record structure parallels the bibliographic record structure in its display:

  2. Structure of Holdings Records
    1. Like Voyager Bibliographic Records, Holdings Records have a Leader, as well as 007 and 008 data. Holdings Records may include 852, 853/863, and 866 fields.

      Note: The format limiting function in the Voyager OPAC currently works off of the 007 in the Bibliographic Record, not the 007 in the Holdings Record. The cataloger must add or change the 007 in the Bibliographic record when appropriate.
    2. Voyager uses the 852 field for location and call number data.
      1. 852 1st Indicator
        0 Library of Congress classification
        1 Dewey Decimal classification
        2 National Library of Medicine classification
        3 Superintendent of Documents classification
        8 Other
      2. Subfield Codes
        b Location
        k Prefix
        h Classification number
        i Cutter number and date
        t Copy number
        x Nonpublic note
        z Public note
    3. Trainers will demonstrate the item record structure:
  3. Structure of Item Records
    Unlike Bibliographic and Holdings Records which are in MARC Format, Item Record structure is unique to Voyager.
    1. Header Information
      Title derives from Bibliographic Record; Location and Call # derive from Holdings Record
    2. Location and Type
      • Perm. Loc. is taken from the 852 $b location. You can change it in the Item Record but location display in the OPAC is based on the Holdings location, not Item location.
      NOTE: You must make changes to both Holdings records and Item records. Just as we must initiate the creation of both Holdings records and Item records separately, we must also manually make changes to both Holdings and Item records.
      • However a Temp. Loc. in the Item Record, such as Reserves, will display in the OPAC.
      • Item Type controls Circulation policies such as loan periods and fine rates for your library. Circulation policies are not tied to location codes.
    3. Item/Holdings fields
      Enumeration Item’s enumeration (e.g. volume and issue number)
      Chronology Item’s chronology (e.g. month or quarter)
      Year Year [Note: Chronology and Year are split into two different fields]
      Caption Additional title information
      Free Text Additional item information
      Spine Additional spine label information
       
    4. Item Details
      Barcode Barcode
      Copy Copy number
      Pieces Number of pieces for item
      Price Item price
    5. Item Status
      • To manually apply a status, click on the Edit item status icon (the graph found in the lower left corner of the display) and either double click on the appropriate value from the Status List or highlight value and click on the blue up arrow.
      • To delete a manually applied status, highlight and click on the red down arrow.
      • Only those statuses that affect circulation rules or item availability are displayed in the OPAC (e.g. On Hold is displayed; Catalog Review is not)
    6. Statistical categories
      • These are a set of locally defined terms that are applied to Item Records for the purposes of gathering Circulation and Collection Development information.
      • Statistical categories are applied and deleted through the same method as item statuses by clicking on the Edit item statistics icon (pie chart).
    7. Notes
      • Click on the Edit item note icon (the quill) to enter additional information into an Item Record (e.g. the reason the item has been marked for Catalog Review)
      • When a note has been added, the quill icon changes to a quill with a fully scribed page behind it.

  4. EXERCISE III: Walkthrough with Trainer: Searching process sequence for one Bib/MFHD/Item record.

    Trainers will next demonstrate the authority record structure:

  5. Structure of Authority Records
    • Open the Record menu; highlight Retrieve by Record ID. Click on Authority. A Retrieve a Record box displays.
    • Key in “15176”. Click on the Retrieve button. The authority record for “Stephen King” displays.
    • Authority records have unique numbers, just as bib, holdings, and item records do.
    • The title bar at the top of the display contains the Authority record number and the name of the person, corporate body, or subject.
    • The menus and icons are used in the same ways as in bib and holdings records.
      1. The MARC Tab
        • This tab always displays on top of the other two tabs.
        • Holding the arrow over a button describes its function
        • Placing your cursor anywhere within a variable field displays a note in the status bar with a description of the MARC tag.
      2. Fixed fields.
        1. Click on the Leader button. A Leader box displays.
          • Click on a field in the left column to display the down arrow in the right column. The down arrows provide other values/codes to be used in that leader position.
          • The down arrows provide other values/codes to be used in that leader position.
          • Choose other values by highlighting them and clicking.
          • If you make changes to the values and want to save them to Voyager, click on the OK button.
          • Use Cancel to close without making changes.
        2. Click on the 008 button. A 008 box displays.
          • Click on a field in the left column to display the down arrow in the right column. The down arrows provide other values/codes to be used in that leader position.
          • The down arrows provide other values/codes to be used in the 008 field positions.
          • Choose other values by highlighting them and clicking.
          • Click OK to save changes, Cancel to exit without saving changes.
      3. Variable fields
        • The variable fields are in the work area.
        • The structure is a grid with columns and rows, making up cells of data. From left to right, the columns are:
          • Selection column, (the gray area, also called a row label.)
          • Tag
          • Indicator 1
          • Indicator 2
          • Sub-field data
      NOTE: Navigating in the authority record.
      1. An arrow (called a row marker) indicates the selected field. A phrase in the status bar at the bottom of the screen describes the selected field.
      2. Move the row marker up and down the selection column with the mouse or with the arrow keys.
      3. Use the TAB key to move between columns. Also, you may use the Scroll bar OR Page up or Page down OR Up or Down arrow keys.

IV. Editing Existing Records (45 minutes)

  1. Editing Bibliographic Records
    1. To edit a bibliographic, holdings, or authority record in Voyager, simply select the text you wish to change and begin working.
      • If you need to insert an additional field, select the line before or after the field you need to enter and press the F3 (Insert Before) or F4 (Insert After) as appropriate.
      • In order to check valid MARC values, highlight an indicator or tag field and press the F2 key.
      • To create the delimiter symbol, press F9.
      • Multiple Rows can be selected by holding down the Ctrl key and clicking on the rows.
      • There is no Undo button. You must close and not save your work.
      • To delete an entire field, click in the selection column (the far left column) to highlight the line and press your Delete key.

      EXERCISE IV: Trainers should have catalogers choose a bibliographic record to edit from your list of sample records. Following the editing of 1 or 2 fields, Save to DB:

    2. Edit a bibliographic record. Possible edits include the following:
      • Change the encoding level in the leader from prepublication to full level.
      • Change the publication status in the 008 from s to c
      • Delete a 5xx field.
      • Add a general note (MARC tag 500) which reads: Limited edition of 500 copies
      • Add an 856 (linked resources) tag as follows: 856 |u http://www.endinfosys.com/ | z Endeavor Information Systems, Inc. Web Site.
      • Save to the database via the Save to DB icon; ignore any authority validation errors by pressing the Continue button.
      Trainers will demonstrate adding one diacritic to any record in the database. Do not save the change to the database:
      Diacritics:
      1. Retrieve a bibliographic record
      2. Place your cursor at the correct position for the diacritic
      3. Select the Edit menu
      4. Select Diacritic Entry (Ctrl E)
      5. Select the appropriate diacritic character
      6. Select the Insert/Close button
      Trainer will demonstrate the authority control functions IN A SUMMARY FASHION:

      Authority Validation:

      NOTE: It is important that the radio button, Bypass Authority Control Validation in the Validation tab in Session Defaults and Preferences in the Options toolbar menu is NOT checked.

      Heading validation after saving a new, imported, or edited record for “Name Headings” only:
      • Select Record from the toolbar menu. Select Retrieve by record id. Select Bibliographic. A Retrieve a Record box displays. Key in “190” and click on the Retrieve button.
      • Click on the Save to DB icon. An Authority Validation box displays with many columns, buttons, and arrows.
        1. Columns
          • Heading Column: Lists the type of heading
          • Tag(s) Column: Lists the MARC tag number from the bib record
          • Validation column: Displays “Nonexistent Heading” if there is no authority record in Voyager or “Partial Heading Validation” if there is an authority record but the 1XX or 7XX in the bibliographic record does not match exactly (including dates.)
          • Bib Heading Column: Lists the entry in the 1XX field on the bibliographic record.
          • Near Heading Column: Displays nothing if “Nonexistent Heading” displays in the Validation column or displays the 1XX on the authority record, but leaves out any part that could not be matched against the 1XX or 7XX on the bibliographic record.
        2. Buttons
          • Create auth: Allows an authority record to be created from the information in the 1XX and 245 fields.
          • Retrieve auth: When highlighted and clicked on, allows the authority record to display. It will be highlighted only if there is a “Near Heading” that is an exact match to the heading in the bib record.
          • Copy: This will copy the heading in the “Bib Heading” column.
          • Search: Will open a Browse Heading List box. Browse means that the list contains all the headings before and after the first heading on the screen (the one you were validating). The list differs significantly from the list that displays in the Headings List.
  2. Editing Holdings Records
    NOTE: Use the same procedure to edit holdings records as is used for editing bibliographic records.

    EXERCISE V: Walkthrough with trainer: Edit one holdings record:

    Changes may include changes to location or call number. For example:

    To change the default location code:

    1. Position your cursor at the beginning of $b
    2. Delete the default location (use Backspace OR Delete key as appropriate).
    3. Press Ctrl-L to display locations (or select Show Holdings Locations from the Edit pull-down menu)
    4. Double click on desired location OR highlight and click OK. Voyager location code for new location will automatically be entered into 852 $b

  3. Editing Item Records

    EXERCISE VI: Walkthrough with trainer: Edit one monographic Item record:

    NOTE: You must use a different procedure to edit Item Records. Barcodes are added to the Item Record, not the Holdings Record.

    1. Editing a monographic Item Record:
      1. The corresponding bibliographic record must be open.
      2. Select Get Hldgs. The holdings record displays. If there are multiple holdings records attached to the bibliographic record, a list will display. Choose the appropriate holdings record from the list. Click Retrieve.
      3. Select Get Items. The item record displays. If there are multiple item records attached to the holdings record, a list will display. Choose the appropriate item record from the list. Click Retrieve.
      4. At the Barcode: box, click on the ellipsis (...) button. A dialogue box displays. Add a barcode and click the Save button.
      5. Additional boxes which may need editing (depending upon the type of material you are dealing with) include: Perm. Loc.:, Item Type:, Media Type:, Enum:, Chron:, Year:, Caption:, Copy:, Pieces:.
      6. Three additional buttons appear in the bottom left corner of the Item Record. These include: Edit item status, Edit item statistics, Edit item note. Edit as appropriate.
    2. Re-sequencing Item Records:
      • This procedure is used for multiple Item records attached to one Holdings record.
      • You can re-sequence the order of Item Records from the Get Items icon [but not from the Hierarchy icon]:
        1. Highlight the item to be re-sequenced
        2. Click as appropriate Move Before or Move After button
        3. Highlight the row that you want the Item moved before or after
        4. Click on the OK button to save the new sequencing order for the Item Records
    3. “Bound Withs”
      • A single Item Record in Voyager can be linked to multiple Bibliographic Records.
      • To link an Item Record to another Bibliographic Record, you must first obtain the Bibliographic Record’s record ID number.
      Steps in creating “Bound Withs”:
      1. Retrieve the Item Record you wish to attach to another Bibliographic Record
      2. From the Record menu select Link to bibliographic
      3. Type in the record number of the Bibliographic Record you wish to attach to and click OK
        • The Item Record is now linked to both Bibliographic Records, and in the Hierarchy display they will appear with a “Bound With” note and will display the other title
    4. Re-Linking Item Records
      • Selecting Link to bibliographic from the Record menu creates multiple links; selecting Relink to a different holding moves the Item Record from one Holdings Record to a different Holdings Record (which can be attached to the same or a different Bibliographic Record).
      • To re-link an Item Record you must first obtain the new Holding Record’s record ID number.

        Steps in re-linking Item Records:

        1. Retrieve the Item Record you wish to re-link
        2. From the Record menu select Relink to a different holding
        3. Type in the record number of the other Holdings Record you wish to attach to and click OK
    5. Pick and Scan:
      • This is a new feature that allows you to select one or more item records to make multiple changes to each item (i.e. this feature allows you to make batch changes to item records).
      • Pick and Scan is found under the File toolbar menu.
  4. Editing Authority Records

    NOTE: You would use the same procedure in editing authority records as for editing bibliographic and holdings records.

BREAK TIME (10 minutes)
V. Creating New Records (50 minutes)

  1. Creating Bibliographic Records
    1. Importing records

      Voyager cataloging allows users to import bibliographic and authority records from any USMARC cataloging utility via the Record > Import menu.

      NOTE: At this point there is no clear procedure for importing and exporting records from OCLC into Voyager. Once this procedure has been worked out, there will be a special training session for it. All original cataloging records will continue to be processed via CatME (See handout on Cataloging Procedures for Post-Gap Pre-Loader and Post-Loader Production).

    2. Templates

      NOTE: See handout on Templates for the creating, editing, and deleting of templates for bibliographic and holdings records. Setting a template as a default template, as well as selecting individual templates is covered in this procedural document. For purposes of this training session, default templates have been set.

    EXERCISE VII: Trainer will lead the creation of a bibliographic record using the trainee’s name as the main entry. Trainees may create either a monograph or a serial record. Trainees may use whatever creative title inspires them. Remember to Save to DB after creating your bibliographic record!

    Steps in creating Bibliographic Records:

    1. Click on the New icon OR Record > New > Bibliographic. This displays a new Bibliographic record.
    2. Add appropriate fields of information.
    3. Click on Save to DB icon.
  2. Creating Holdings Records

    EXERCISE VIII: Trainer will lead the creation of a holdings record for the newly created bibliographic record above.

    Steps in creating Holdings:

    1. Click on New Hldgs icon. This displays the Select or add holdings records dialogue box.
    2. Click on the New button. New Holdings record will display.
    3. Add appropriate information in the 852 field including the location, call number, copy number, etc. Add 853/863 fields as appropriate.
    4. Click on Save to DB icon.

  3. Creating Item Records

    EXERCISE IX: Trainer will lead the creation of an item record for the newly created holdings record above.


    Steps in creating Items:
    1. Click on New Items icon. This displays a new Item record.
    2. Add information for the following fields as appropriate for the bibliographic item: : Barcode:, Perm. Loc.:, Item Type:, Media Type:, Enum:, Chron:, Year:, Caption:, Copy:, Pieces:.
    3. Three additional buttons appear in the bottom left corner of the Item Record. These include: Edit item status, Edit item statistics, Edit item note. Edit as appropriate.

    4. Click on Save to DB icon.

      Note: If you click on the New Items icon directly from the current Bibliographic record rather than clicking on either New Hldgs or Get Hldgs icons, the system will prompt you to select a Holdings record first.
  4. Creating Authority Records

    This process is similar to creating a Bibliographic record.

VI. Deleting Records (10 minutes)

Deleting Record

NOTE: Deleted records are no longer viewable but are still retained by the system; deleted files can only be accessed by contacting your System Administrator.

EXERCISE X: Trainer will lead the deletion of the item, holdings, and bibliographic record created by the trainee.

  1. Delete the Item Record(s).
  2. Delete the Holdings Record.
  3. Delete the Bibliographic Record.

VII. Practice Exercises (60 minutes)

BIBLIOGRAPHIC EXERCISE

The cataloger should attempt to edit an existing bibliographic record. Some examples of edits follow:

  1. Retrieve a Bibliographic Record of your choice (Monograph or Serial):
    1. Click on the Search icon
    2. Select the Title< index from the pull-down menu
    3. Type in any word in the Search For window and press Enter
    4. Double-click on any title to display the Bibliographic Record
    5. Click on the box in the upper right corner of the screen to maximize the display
  2. Edit the Fixed Fields:
    1. Click on the 008 button to display the 008 portion of the Fixed Field
    2. Click in the field in the left hand column in order to display the drop down arrow in the column on the right.
    3. Click on the down arrow in the Publication Status box
    4. Click on m : Multiple dates
    5. Click in the Date2 box
    6. Type in a new end date
    7. Click on OK
  3. Edit the Variable Fields:
    1. Move the cursor to the end of the 260 field and click after the existing date
    2. Type in your new end date (e.g. -2001.)
    3. Press F3 to insert a new line before the 260 field
    4. Type in a 250 field tag
    5. Press Tab three times to move to the first subfield (i.e., subfield a) of your blank 250 field
    6. Type in a bogus edition statement (e.g. Wisconsin sesquicentennial ed.)
  4. Save your edited record to the database:
    1. Click on the Sailboat icon (Save to database)
    2. Click on Continue at the Authority Validation window
    3. Click on OK at the Update screen

HOLDINGS EXERCISE

The cataloger should attempt to create a holdings record. Some examples of edits follow:

[NOTE: make sure a Holdings Template has been defined in the Folders tab under Preferences in the Options menu before you begin]

  1. Create a new Holdings Record:
    1. From the Bibliographic Record you worked with above, click on the New Holdings icon
    2. At the Select or Add Holdings box, click on New
    3. An 852 field will appear on your screen, with location (and optionally a call number) determined by your profile selections in Preferences
  2. Change the default location:
    1. Move your cursor to the beginning of the location code in 852 $b and click
    2. Delete the text of the existing code
    3. Hold the Control key and type L to display the list of valid locations
    4. Double-click on any location to insert that code into subfield b
  3. Add a public note and Save your Holdings Record to the database
    1. Move your cursor to the end of the text in 852 and press F9
    2. Type z after the delimiter; notice that the cursor jumps one space when you begin typing your text (this occurs with all delimiters)
    3. Type in the text of any public note that you wish to display in the OPAC
    4. Make sure that the Suppress from OPAC box is not checked (located under the System tab)
    5. Click on the Save to DB icon to save your Holdings Record to the database

ITEMS EXERCISE

The cataloger should attempt to create an item record. Some examples of edits follow:

Create a new Item Record:

  1. From the Holdings Record you created above, click on the New Item icon
  2. Click on the down arrow in the Temp. Loc. box
  3. Scroll down to Government Documents; click once to select temporary location
  4. Click on the down arrow in the Item Type box
  5. Scroll down to 3hr short; click once to select new item type for your temporary location
  6. Click on the Status icon (the chart at the lower left)
  7. Add the status Catalog Review by either double-clicking on that phrase OR highlighting and then clicking on the blue up arrow. Click OK.
  8. Click on the Quill icon to add a note
  9. Type in the reason for your Catalog Review status (e.g. needed for Reserves: History 101, Prof. Jones) and click OK
  10. Click on the Sailboat icon to send your Item record to the database
  11. Click on OK

DELETING EXERCISE

The cataloger should attempt to delete both a holdings and an item record (do not delete the bibliographic record):

Deleting your Item and Holdings Records:

  1. From the Item Record you created above, click on the word Record on the menu bar
  2. Choose Delete from the record menu
  3. Click on Yes to delete your Item Record
  4. Your Holdings Record should appear; click on the word Record on the menu bar
  5. Choose Delete from the record menu
  6. Click on Yes to delete your Holdings Record

Repeat this entire process using a different bibliographic record (and/or different type of record [serial, etc.] as time allows.