Creating Provisional Records in Voyager :

Outline of Fields

Required fixed field elements

Variable fields

Required Fixed Field Elements

Encoding Level (in Leader):  Must be “5” (default value) for all formats.
Publication status (in 008):  Should be set to "s" (single known/probable date), and should be changed to "n" (dates unknown) if an exact date is not known.
Date 1 (in 008):  Must be supplied for all formats if an exact date is known.
Language (in 008):  Verify the primary language of the item.
Place of Publication (in 008):  Supply for all LAL books and for all Latin American media (hmc,lal) and microforms (mic,lal).

Outline of Variable Fields

Main Entry:

100:  ‡a Last Name, First Name(s).

100:  ‡a Last Name, First Name(s), ‡d Date(s).  (Ends with a period unless date ends with hyphen.)

100:  ‡a Last Name, First Name(s), ‡e Relator Term.

110:  ‡a Corporate Name.

110:  ‡a Corporate Name Main Body. ‡b Subbody.

110:  ‡a Corporate Name Main Body. ‡b Subbody. ‡b Subbody.

111:  ‡a Conference Name.

111:  ‡a Conference Name (Number : Date : Place)

Title:

245:  ‡a Main Title.

245:  ‡a Main Title : ‡b Subtitle.

246:  ‡a Additional Title

246:  ‡a Additional Title : ‡b Subtitle

Edition:

250:  ‡a Edition Statement.

Imprint:

260:  ‡a Place of Publication : ‡b Publisher, ‡c Date.

260:  ‡a Place of Publication : ‡b [s.n.], ‡c Date.

260:  ‡a [S.l.] : ‡b Publisher, ‡c Date.

260:  ‡a [S.l. : ‡b s.n.], ‡c Date.

260:  ‡a [S.l. : ‡b s.n., ‡c Date?]

Pagination/Extent of Item:

300:  ‡a <Number of> p.

300:  ‡a 1 v. (unpaged)

300:  ‡a 1 v. (various pagings)

300:  ‡a v. <volume designations of volumes in hand>  (For Multi-Volumes)

Series:

440:  ‡a Series Title ; ‡v Volume <Designation and> Number

440:  ‡a Series Title. Subseries Title ; ‡v Volume <Designation and> Number

440:  ‡a Series Title ; ‡v Volume <Designation and> Number. ‡p Subseries Title ; ‡v Volume <Designation and> Number

Getting Started

[Note:  Although many of the examples used in this document were taken from real sources, some examples are fictional in nature.]

If you have any problems or questions concerning how to input or edit information, please consult your trainer.

Before starting the creation of provisional records, re-search OCLC.  If a bibliographic record is found for the item, import the record to Voyager, save to the database, create a holdings record, mark the routing slip appropriately, and place on the appropriate shelf.

If no record for the item is found, but other recent (preferably within the last five years) records of good quality are found that include the same personal, corporate, or conference name, consider the name heading verified and feel free to copy the heading exactly as it is found in the record and paste it into the provisional record, making sure to change the tag and/or indicators appropriately if necessary.  If you doubt the quality of the record, confirm name heading in the authority file.

When checking authority files, consult OCLC first.  If no authority record is found, then consult Voyager.

To open the provisional record template in Voyager:

• Click on Record New Bibliographic

  or

• Use the keyboard equivalent:

  Alt-R, N, B

  or

• use the “New” icon on the Voyager toolbar -- the farthest left on top of the screen.

  

A bib record screen should appear, based on the bib record template selected in your session defaults.  The basic provisional record template is:

        prov.tem -- which is located in the folder:    c:\voyager\catalog\template\templatebib\

(For more information about setting templates, see also "Voyager Templates.")

Tip:  If you are uncertain of the value of an indicator, place the cursor in the indicator and press F2.  Voyager will pop up a window with all the indicator value options and definitions.

Fixed Field Elements

• Encoding Level (in Leader):  The encoding level value must be set to "5."  This is the default value in the provisional record template.

• Publication status (in 008 field):  The default value in the provisional record template should be "s" (single known/probable date).  If an exact publication date is not known and the Date 1 element is left blank, then change the Publication status value to "n" (dates unknown.)

• Date 1 (in 008 field):
  
  • If the exact publication date is known, the date in this field must match the date in the ‡c subfield of 260 field.
  • If there is an incomplete date in the 260 field (e.g., [198-], [19--], or [n.d.]), then leave the Date 1 fixed field element blank.

• Language (in 008 field):  Change to reflect the primary language of the text.  [NOTE:  For texts written in a specific Mayan language, use the code "myn" (Mayan languages).]

• Place of Publication (in 008):  Supply for all LAL books and for all Latin American media (hmc,lal) and microforms (mic,lal) -- i.e., media and microforms from or about Latin America or the Caribbean.

  For appropriate Country codes, see list.

  If you cannot identify the country of publication, or if there are multiple countries on the piece:  Use the code for the country from which the material was acquired (e.g., the country where the vendor is located or the one associated with a specific collection that the material belongs to).  If you are still not sure about the country, please see Bruce or Gena.

Variable Fields

The following variable fields are required if applicable and available in the item.  The data should be found on the title page (t.p.), cover title, half-title, caption title, t.p. verso, the colophon, other preliminary pages, or the spine, in that order of priority.

Do not use initial articles.  Do not add diacritics.  If you know the capitalization rules for a particular language, apply those rules; if not, capitalize the first letter in all proper and geographic names and the 1st letter of the 1st word in all title fields.

Type text, subfields, etc., as instructed below.  Use ISBD punctuation.  Except for series (440) and additional title (246) fields, end each field with a period -- unless another mark of punctuation has already been used, like a hyphen or an end parenthesis.

• Main Entry:

  Use 100 for personal names.

  Use 110 for corporate names.

  Use 111 for conference names.

  Always check authority files for accurate personal, corporate, and conference name headings unless the name heading was previously found in a recent (preferably within the last five years) bibliographic record of good quality for another title by the same author, in which case, use the name heading exactly as it is found in that bib record.

  100 field:  The main entry heading, representing the principal personal author or the first-cited of several personal authors, should be input in the ‡a subfield exactly as it is verified in an authority record.  If no authority record is found, input the name exactly as it appears on the item, or as the name is well known.  As much as possible, apply the appropriate cataloging rules for foreign language compound and prefixed surnames.  Input surname first, followed by forename(s) in direct order.  Supply a space before and after each initial.

  The provisional record template will set the indicators appropriately for most titles.  If the personal author has only a forename, change the first indicator to "0."  The second indicator will always be blank.

  Examples:

  100: 1_: ‡a Copeland, Bill Andrew.

  100: 1_: ‡a Sanchez y Mena, J. R., ‡d 1946-

  100: 0_: ‡a Madonna, ‡d 1958-

  If there is no identifiable personal author, but there are one or more editors, compilers, or translators, input the first name listed on the t.p. (or cover, etc.), verifying and formatting the name as you would for a personal author.  Additionally, add a ‡e subfield identifying the person’s relationship to the title.  Abbreviate the relator term if possible (e.g., "ed.", "comp.," "tr." -- see also AACR2 list of approved abbreviations in Appendix B.9).  Convert a foreign-language term to its English-language equivalent if possible.

  Example:    100: 1_: ‡a Schmidt, Hans, ‡e ed.

  110 field:  If there is no personal author, editor, compiler or translator, but there are one or more corporate bodies that appear to have more responsibility than merely being publisher(s), input the first-cited corporate name in the ‡a subfield as it appears in an authority record.  If no authority record is available, enter the corporate name as it appears on the item (including punctuation) or is well-known, inputting the name in direct order.  Do not supply a space between initials or parts of the same acronym.

  Note:  A conference name takes precedence over a corporate name (see 111 field below).

  If you can identify that a corporate name is composed of the main body as well as one or more subbodies, input the main body in the ‡a subfield and the subbody or subbodies in successive ‡b subfields.  If you cannot identify an entity as a subbody, input the complete corporate name as it appears on the item in ‡a subfield.

  If the corporate body name is found in an authority record, make certain the indicators match those in the authority record.  If inputting a corporate body name that starts with a geographic location, with the rest of the corporate name following in a subfield ‡b, the first indicator should be "1."  When an authority record is not found, input the corporate name in direct order as found on the item and change the first indicator to "2."  The second indicator will always be blank.

  Examples:

  110: 2_: ‡a American Association of Secondary School Principals.

  110: 1_: ‡a Peru. ‡b Congreso.

  110: 1_: ‡a United States. ‡b Army. ‡b Office of Standards.

  or

  110: 2_: ‡a United States Army Office of Standards.

  Note:  Use this field cautiously.  If the only corporate name available is a generic subbody without a corresponding main body, e.g., "Dept. of Mathematics," do not use this field.

  111 field:  If the title represents a conference in any way and there is no personal author, editor, compiler or translator, but there is an identifiable conference name available, input the conference name in the ‡a subfield as it appears in an authority record.  If no authority record is available, enter the conference name as it appears on the item (including punctuation) or is well-known, inputting the name in direct order.  Do not supply a space between initials or parts of the same acronym.

  Note:  A conference name takes precedence over a corporate name.

  If the number, date, and/or location of the conference is/are known, input this information in that order within parentheses after the conference name.  Do not supply subfield delimiters.

  If the conference name is found in an authority record, make certain the indicators match those in the authority record.  When an authority record is not found, input the corporate name in direct order as found on the item and change the first indicator to "2."  The second indicator will always be blank.

  Examples:

  111: 2_: ‡a International Conference on Air Pollution.

  111: 2_: ‡a Technology Symposium (9th : 1987 : Washington, D.C.)

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• Title:

  Use 245 for title proper.

  Use 246 for additional title.

  245 field:  The title data should be input exactly as they appear on the item, except that initial articles should not be included.  Input the main title in the ‡a subfield and all additional subtitle information in the ‡b subfield.  Do not supply a space between initials or parts of an acronym.  Do not input the author’s name unless it is grammatically linked to the title.  If there are multiple titles (or variations of the same title) on the t.p., cover, or spine, input those alternative titles into the 246 field.

  If the item has parallel titles in a different language, place the parallel title in the subfield ‡b, but precede the ‡b with an " = " rather than the regular " : " punctuation.  Also input the parallel title as an additional title in the 246 field.

  Examples:

  245: 10: ‡a Canada : ‡b a study in contrasts.

  245: 10: ‡a Obras completas de Joyce = ‡b Joyce’s complete works.

  246: 31: ‡a Joyce’s complete works

  If you are uncertain whether a title begins with an article (definite or indefinite), first check the [link]list of articles provided to you by your trainer.  If the list does not provide information for the language of the title:

  • Write the title as it appears on the title page, including the suspected initial article in the 245 field.
  • Then re-write the title without the suspected initial article in a 246 field.

  Example:

  245:10: ‡a Ri caca retal-tzij.

  246:3 : ‡a Caca retal-tzij

  Note:  The provisional record template will set the indicators appropriately.  The second indicator will always be set to "0" since initial articles should never be included in the 245 field for provisional records.

  246 field:  Input any additional, alternative, or parallel titles (as found on the t.p., t.p. substitute, cover or spine) in this field.  If the subtitle may be construed as a main title, input the subtitle information in the 246 field.  If the main title has any numbers or an ampersand in the first five words, then spell out the title in this field.  Do not add a period to the end of the 246 field.

  The provisional record template will set the indicators appropriately.  One can change the second indicator to provide more information about the alternative titles.  To find out the options for the second indicator, place the cursor inside the second indicator field and press F2.  A small window listing the options should appear.

  Example:

  245: 1_: ‡a 5 dogs & the 20th century.

  246: 3_: ‡a Five dogs and the twentieth century

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• Edition:    250 field

  The edition statement should be input exactly as it appears in the item, except that the numerical form should be used in place of the spelled-out form of the number if possible.  The English-language words such "edition," "revised," etc., should be abbreviated appropriately.  Foreign-language edition statements may be input exactly as they appear or according to the appropriate rules for foreign-language abbreviations.  If an author statement for the edition appears in the item, do not input it.

  Indicators will be set appropriately by the template.  Both should be blank.

  Examples:

  250: __: ‡a 5. rev. ed.

  250: __: ‡a Segunda edicion revisada.

  or

  250: __: ‡a 2. ed. rev.

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• Imprint:    260 field

  The imprint information should be input exactly as it appears in the item.  If available, input the place of publication (‡a subfield) and the publisher name (‡b subfield) for the 1st publisher only, and input a date of publication (‡c subfield).  Supply brackets around any questionable information or any information that is not easily found in the item itself.

  • Place of publication (260 ‡a subfield):  Input as much information as the item provides for the 1st place of publication only, including state and/or country if the information is available.  Separate the different levels with a comma (",").  If there is no local place name provided, the state and/or country may be used.  If there is no place provided whatsoever, use "[S.l.]" in this subfield.

  • Publisher name (260 ‡b subfield):  Input the name directly.  Do not supply a space between initials or parts of the same acronym.  If there is no publisher provided at all, use "[s.n.]" in this subfield.

  • Date of publication (260 ‡c subfield):  Input one of the following, in this order of priority:
    1. Date of publication
    2. Copyright date
    3. Printing date.

    If no date of any of these types is available in the item, supply one of the following, within brackets, if available or easily ascertained based on information in the piece:

    4.  Questionable date, e.g., [1987?]

    5.  Approximate date to the nearest decade, e.g., [198-] or [198-?]

    6.  Approximate date to the nearest century, e.g., [19--] or [19--?].

    With the first example, [1987?], the full year would still be entered in the DATE 1 fixed field element.   However, with any partial dates (e.g., [198-?]), the DATE 1 fixed field element is left blank, and the Publication status fixed field element is changed to "n" (dates unknown).

    If there is no date provided whatsoever, use "[n.d.]" in this subfield.

  The indicators will be set appropriately by the template.  Both should always be blank.

  Examples:

  260: __ ‡a New Orleans : ‡b Mayor’s Office, ‡c 1985.

  260: __ ‡a Paris, France : ‡b [s.n.], ‡c 1966 printing.

  260: __ ‡a [S.l : ‡b s.n., ‡c 1988?]

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• Pagination/Extent of Item:      Use 300 ‡a for pagination/extent of item only.
  • Single-volume titles:
    • Input the last numbered page, e.g., "332 p."
    • If you notice that the pages are numbered as part of a larger sequence, input the beginning and ending pages, e.g., "p. 59-112."
    • If you notice that there are several sections in the text, each with its own range of page numbers, use:  "1 v. (various pagings)."
    • If there are no numbered pages, use:  "1 v. (unpaged)."
    • If there is a large section of plates at the end of the item, input the pagination for the main grouping of pages followed by the last numbered page of plates or the last numbered plate itself, e.g., “126 p., 78 plates.”

    Examples:

    300: __ ‡a 117 p.

    300: __ ‡a p. 313-560.

    300: __ ‡a 1 v. (unpaged)

    300: __ ‡a 1 v. (various pagings)

    300: __ ‡a 58 p., 99 plates.

  • Multi-volume titles:  Input volume holdings information for volumes in hand as instructed below.  A final period is not required.

    Note:  Do not confuse volume numbers of individual items within a multi-volume non-serial with volume numbers relating to a series title.

    • Use captions that are used in the items themselves.
    • If possible, abbreviate the captions logically and insert a space between the caption and the volume number itself.
    • Use "v." if there is no caption in the item.
    • Use hyphens (-) to represent a range of consecutive volume numbers; use commas ( ,) to represent a gap in a range.
    • If the volume number for an individual item has multiple levels of hierarchy, type the information as it appears in the item, separating each level with a semi-colon ( ;).  If there are multiple volumes involved in this category, consult with your trainer before proceeding.

    Examples:

    300: __ ‡a v. 1

    300: __ ‡a Heft 6

    300: __ ‡a t. 1-6

    300: __ ‡a pt. 1,3,5

    300: __ ‡a Bd. 1; T. 2

  The indicators will be set appropriately by the template.  Both should always be blank.

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• Series:

  Use 440 for traced series.

  Use 490 for untraced series.

  • 440 field:  Always check the series authority files for the accurate form of the series title and volume designation.  If you are unfamiliar with series authority records and their fields, please ask your trainer for further information.  If an authority record is found and the series is traced, input the series title and designation exactly as found in the authority record.  If the series is not traced, then change the 440 field to a 490 field and see below for further instructions.

    If no authority record exists, input the series statement into the 440 field exactly as found on the item except for initial articles, which are excluded.  Do not input a space between parts of initials or parts of acronyms.  If there is an author statement in the series, do not input it unless it is grammatically linked to the title or unless the author statement appears in the authority record.  Abbreviate volume designation (captions) logically.  There is no period at the end of the series statement.

    Be sure to include any subseries information -- ideally, as it is found in the authority record).  If no authority record exists, place the subseries title after the main series in a ‡p subfield, unless the main series has a volume designation, in which case place the subseries in a separate 440 field.  There is a period after a main series title when followed by a ‡p subfield.

    Example:

    The book’s series information is "Lecture notes in computer science, 2424" followed by "Lecture notes in artificial intelligence."  The series statements would be:

    440:_0: ‡a Lecture notes in computer science ; ‡v 2424

    440:_0: ‡a Lecture notes in computer science. ‡p Lecture notes in artificial intelligence

    If the item has more than one series statement (or if you are uncertain whether a series title is a subseries), add another 440 field to the provisional record following the above instructions.

    The template will set the indicators appropriately for the 440 field.  The 1st indicator will always be blank, and the 2nd indicator should be set to "0" since all initial articles are excluded.

    Examples:

    440: _0: ‡a Coleccion Poesia

    440: _0: ‡a Estudios de literatura ; ‡v t. 1

    440: _0: ‡a Coleccion Ensayos (Ediciones Filofalsia). ‡p Serie La Ronda del pez

  • 490 field:  Use this field only when you have confirmed in a series authority record that the series is not traced.  Input the series title exactly as is found on the item, except for initial articles, which are excluded.  If there is a volume number, input the data in a subfield ‡v, abbreviating the volume designation logically.

    Remember to set the indicators appropriately.  The first indicator should be set as "0" to show that the series is not traced.  The second indicator should be blank.

    Example:      490: 0_ ‡a Mundo grafico ; ‡v t.3

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  Further Instructions

  1. After typing in all applicable fields, please look for typographical errors and any other errors.

  2. After checking the record carefully, save the record to the database ("boat" the record).

  3. Notate the Bib record number in the appropriate place -- for books that get marked, on bottom of the t.p. verso.  Be sure to include a "B" in front of the number so as to clarify that it is a bibliographic record number (e.g., "B1996675").

     Note:  Do not put record number in items going to "Do Not Mark" locations.  (See locations list in "Treatment of Items and Information in Voyager Item Records, by Location," "Notation on item" column.)

  4. Create a holdings record for the title:
     • Make any necessary changes to the location (‡b subfield).
     • The ‡h subfield should read "In Process."
     • Add a ‡x staff notes subfield followed by the appropriate abbreviation notating how the book was received (gift, bl, s/o, ap) -- unless the title is a firm order or the receipt method is not known, in which case do not add a ‡x subfield.

  5. Write the date with your initials towards the top of the routing slip and circle "PROV."

  6. Keep statistics on the number of provisional records created, according to the category of the material.

  7. Place the item on the appropriate shelf to go to the basement.

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  Special Situations

  Item with two titles

  Mayan-language texts

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  Item with two titles written by two different authors

  Place first author in the 100 field and add corresponding title to the ‡a subfield of the 245 field.  If the title has a subtitle, add that to the ‡b subfield.  Add a period and a space, and then follow with the second title, capitalizing the first letter, followed by a space, front slash ("/"), and a space.  In a subfield ‡c, write the second author’s name as it appears on the item (in direct order).  If the first title does not have a subtitle, then start the second title at the start of the subfield ‡b.

  Add a 246 for the second title.  Add a 700 field for the second author, following all the rules for the 100 field as described previously.

  Example:

  100:1_: ‡a Icaza Gallard, Julio.

  245:10: ‡a Union centroamericana : ‡b bases y requisitos constitucionales. Experiencias de la union centroamericana             y sus limitaciones (1821-1993) / ‡c Marco A. Valle Martinez.

  246:3 : ‡a Experiencias de la union centroamericana y sus limitaciones (1821-1993)

  <…other fields…>

  700:1 : ‡a Valle Martinez, Marco A.

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  Mayan-Language Texts

  245/246 field:  Currently, there is no list of Mayan-language articles available.  If you suspect that a Mayan title begins with an article:

  • Write the title in the 245 field as it appears on the title page, including the suspected article.
  • Then re-write the title in a 246 field without the suspected article.

    Example:

    245:10: ‡a Ri caca retal-tzij.

    246:3 : ‡a Caca retal-tzij

  650 field:  Use this field for Mayan-language texts only.  Add a 650 field with the second indicator set to "0."  In the ‡a subfield, write the name of the specific Mayan language of the text if it is discernible.  Confirm the appropriate spelling of the language using the annex of Mayan languages given to you by your trainer or supervisor.  If the specific language is not discernible, use "Mayan languages" as the default.  Add a ‡v subfield with "Texts" and finish with a period.

  Examples:

  650: 0: ‡a Kekchi language ‡v Texts.

  650: 0: ‡a Mayan languages ‡v Texts.

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  3 January 2003; rev. 13 August 2010

  HTML document last reviewed:  16 August 2010