Voyager Item Records

This document deals with the creation and editing of Voyager item records for monographs.

For serial item records, see:

• "Holdings & End Processing of Serials."

• "Serials Cataloging Volume/Chronological Designations: *362/500 *Holdings Record *Item Record *Physical Piece."

For monographs, see also:

• " Treatment of Items and Information in Voyager Item Records, by Location"

• "Voyager Item Record:  Pieces Count"

Creating item records

Basic procedures for creating a new item record:

• The associated bib or holdings record must be open.

• Either
  • Use the keyboard sequence:

    Alt-R

    T

    or

  • Click on the "New Items" icon towards the top -- the stack of books with a plus sign, fourth from the right

    

    or

  • Open the Record menu and click on the "Create Items" option

• Enter the barcode number, if needed.  Please note that item records should be created even for items that do not get barcodes.

• Make sure that the item type is set correctly.

• Enter any enumeration information needed.

• Make sure that the item status is set correctly.

• Make sure that the copy number is correct.

• Save the record to the database.

Barcodes

For more information on when to barcode, consult the table in " Treatment of Items and Information in Voyager Item Records, by Location."

For more information on when to bind -- and thus what type of barcode to use -- consult " To Bind or Not To Bind!!  Binding Policy for Non-Serial Items."

• Barcode labels:
  • Books (print monographs):
    • Not going to the bindery:  Affix a regular (single-layer) barcode to inside back cover, ca. 1/2” from top and 1/2” from right edge.  If cover has a folded flap, the flap should be opened out and treated as if it were a single page; i.e., put the barcode on the inside of the flap.

      Alternative locations when the barcode would cover illustrations, unique maps, tables, publisher’s advertisements, graphs, and reviews:

      • First alternative choice:  On previous page (facing inside back cover), 1/2” from top and 1/2” from left edge.
      • Second alternative choice:  On front side of that leaf, 1/2” from top and 1/2” from right edge

    • Going to the bindery:  Affix a piggyback barcode label (with duplicate layers) to the t.p. verso.  Place it in the lower outer corner of the page if possible, otherwise near an outer margin.  Be sure to leave at least 1/2 inch of margin on each edge and gutter (inner margin), to allow for page trimming and binding.  The piggyback barcode label can be placed vertically if it fits better that way.

      Barcode already in book:  Please note that a book that needs binding and already has a barcode will need a new, piggyback barcode.  Line through the existing barcode on the inside back cover.

      Examples:  A returned In-Process request book; a book in the collection that is recatalogued, reclassed, and/or transferred from one location to another; a Blackwell approval book, with barcode already affixed, that needs binding.

  • Music scores:

    If there is no music on the t.p. verso, put the barcode on the t.p. verso, near the lower outer corner of the page if possible.

    If the music starts on the t.p. verso, put the barcode on the t.p., near the lower outer corner of the page if possible.

  • Audio CDs and CD-ROMs:  Typically housed in a square case, either provided by the publisher or library-supplied.

    Affix regular barcode to outside top rear of jewel case.   Avoid obscuring any useful information that may be present.

    If a taller, “rectangular” DVD case needs to be used:    Place barcode inside case on right-hand side, above the CD disc.

  • DVD-ROMs:  Typically housed in a rectangular case, either provided by the publisher or library-supplied.

    Affix regular barcode inside case on right-hand side, above DVD-ROM disc.

  • Microfiche:  There should be a regular barcode on the front of every microfiche envelope (sleeve).
    • Single-envelope titles:  Place barcode towards the right, just below the opening edge.  Leave room for the call-number label to be placed towards the left.
    • Multiple-envelope titles:  Place barcode towards the right on odd-numbered envelopes (1st, 3rd, 5th, etc.); place barcode towards the left on even-numbered envelopes (2nd, 4th, 6th, etc.).

  • Microfilm:  Place a regular barcode, in order of preference, on:
    • Front of box, upper right-hand corner
    • Front of box, in another empty spot
    • Back of box.

    I.e., place on a “wide” surface of the box whenever possible.  Be sure not to obscure text.  If necessary, the barcode may be oriented vertically.

    Please note:

    • Be sure to leave space for Ruth to fit the call number label along the side of the microfilm box that includes the title.  Label may have to be turned or trimmed.  Places to avoid putting barcode are marked as option 1, 2, or 3 here:

      

    • If possible, leave space on the bottom or another blank side for the property stamp (which will be added in Processing).

    • When working on a set of multiple microfilm boxes, do everything possible to place the barcode in the same place on every box in the set.

  • Videorecordings:  See "Videorecording Copy Cataloging:  Containers and barcodes" (this local treatment section applies to all videorecordings, including those with original bib records).

• Barcode field in item record
  • Wanding in the barcode number is the safer way to enter them.  They can be keyed in when necessary.

    Tip:  If you work with a sheet or rolled section of barcodes that you use sequentially, a Macro Express macro can be set up to provide most of the digits in the barcode number.  For example, you could enter the macro and just key in the final 3 digits.  This macro only needs to be updated each time that you begin a new sheet or roll.

  • The barcode field has a box at the right with ellipses (dots).  You can click on this box to:
    • Add a barcode number to an item record created without one.

    • Add a second barcode number when necessary.  For example, if a returned In-Process-request book needs to be bound, a second number is needed for the second barcode.  (The first barcode number should be left in the item record.)

    • Check a second barcode number (when one is active and the other inactive).

  • Once a barcode number has been stored in an item record, that record can be retrieved by the barcode number.  Either:
    • Use the macro key combination Shift-F7

      or

    • Use the keyboard sequence:

      Alt-R

      B

      or

    • Open the Record menu and click on "Retrieve by barcode."

Item location

A drop-down box is available to help you select the correct location.

Changing location:  Once the item record has been created, if the location code is changed or corrected, it needs to be edited in both the holdings record and the item record.

If you change the permanent location, the item type may also need to be changed.

Item type

• Type of material:  If you catalog something other than a book or if you create an item record for accompanying nonbook material, you will need to change the item type:
  • Videorecordings (Blu-ray, DVD, laserdisc, videocassette):  according to location:

    hmc, catalogued separately, on own bib record	MediaVideo
    hmc, accompanying material	MediaVideoAccompanying
    mus	MusicVideo	(catalogued in Music or offsite)
    other locations	Video (non-Media/Music)

    (See also:  "Videorecording Copy Cataloging:  Item record" (this local treatment section applies to all videorecordings, including those with original bib records).

  • Electronic resource discs (CD-ROM, DVD-ROM):  according to location:

    hmc, catalogued separately, on own bib record	MediaSoftware
    hmc, accompanying material	MediaSoftwareAccompanying
    other locations	Software (non-Media)

  • Audiorecordings (audio CDs, audio DVDs, audiocassettes, LPs):  according to location:

    hmc, catalogued separately, on own bib record	MediaAudio
    hmc, accompanying material	MediaAudioAccompanying
    mus	MusicAudio	(catalogued in Music or offsite)
    other locations	Audio (non-Media/Music)

  • Microfilm and microfiche:  Microform

• Location:  Some locations get special item types.  To verify the specific item type for your location, please consult the table in "Treatment of Items and Information in Voyager Item Records, by Location."

  Please note:

  • All Reference locations get an item type of Ref.

  • All Rare books -- including all SEAA books -- get an item type of Rare.

  • Books for the Architecture Library and the Math Library get their own item types, which begin with "AR..." and "MA ..." respectively.

Enumeration

• Designations:  Use volume designation as it appears on the piece and in holdings record 866 field.  Use abbreviations as listed in "Volume Caption Abbreviations."

  E.g.      no., pt., or Bd.

  If no designation is present in the piece, use:

  Books	v.
  Audio CDs	audio CD
  Audio DVDs	audio DVD
  Audiocassettes	audiotape
  CD-ROM	CD-ROM
  DVD (video DVD)	DVD
  DVD-ROM	DVD-ROM
  Microfiche	fiche
  Microfilm	reel
  Videocassettes	videotape

• Spacing:
  • Abbreviated designation:  Do not put a space between the designation and the number or letter.

    E.g.      "part 2" is written as "pt.2"

  • Spelled-out designation:  Put a space between the designation and the number or letter.

    E.g.      "Heft 4" is written as "Heft 4"

    E.g.      "reel 8" is written as "reel 8"

• Numbers:  Use Arabic numerals, except in exceptional complex situations, to avoid ambiguity.

  E.g.      "volume two" is written as "v.2"

  E.g.      "disc II" is written as "disc 2"

  E.g.      Band IV has multiple undesignated parts, some of which come in more than one section:

                    Bd.IV v.18/2

• Alphabetic sequences:  Transcribe an upper-case or lower-case letter as it appears on the piece.

  E.g.      "Part B" is written as "pt.B"

  E.g.      "fascicule 2a" is written as "fasc.2a"

• Multiple levels:  Separate different levels of hierarchy with a space.

  E.g.      v.2 pt.1 no.4

  E.g.      Bd.6 T.1 Heft 2

• Indexes, supplements, accompanying material, etc.:  If the call number consists of a basic call number followed by "Index," "Suppl.," "CD-ROM," or a similar term, put this term in the Enumeration field, beginning with a capital letter.  Include any relevant numerals.

  E.g.      Index

  E.g.      Suppl.3

  E.g.      CD-ROM

  E.g.      DVD 2

Item status

If most of the books that you catalogue will not need to be bound, it is probably easier not to set the At Bindery status as a default.

• Setting the "At Bindery" status message when it is not the default:
  • Open the item record.

  • Open the Item status box:  Either:
    • Use the keyboard sequence Alt-I [Enter]

      or

    • Click on the "graph" icon in the lower left-hand corner:       

  • The "At Bindery" status should be highlighted.

    

  • Either:
    • Click the blue Up arrow in the center of the box.

    or

    • Double-click on "At Bindery."

  • The "At Bindery" message should move up to the "Status" section in the upper part of the box.

  • Hit Enter or click "OK" to store the new status message.

• Deleting the "At Bindery" status message:
  • Open the item record.

  • Open the Item status box:  Either:
    • Use the keyboard sequence Alt-I [Enter]

      or

    • Click on the "graph" icon in the lower left-hand corner:       

  • Either:
    • Highlight "At Bindery" in the "Status" section in the upper part of this box:

      

      then

    • Click the red Down arrow in the center of the box.

    or

    • Double-click on "At Bindery."

  • The "At Bindery" message should move down, out of the "Status" section to the "Status list" towards the bottom of the box.

  • Hit Enter or click "OK" to store the change.

• Setting "At Bindery" as an item record default:  If you will be sending a number of items to be bound, setting "At Bindery" as an item record default for that group of items -- so that every item record that you create will automatically get this status -- may save you some time.  To do so:
  • On the Menu bar:   Use the keyboard sequence Alt-O [Enter] or click on Options, then Preferences.

  • Click on the tab labeled Item Defaults

    or

    Use the keyboard sequence Alt-I.

  • On the right-hand side you will see a box labeled Status.  Click on the down arrow to display a list of status types.

  • Highlight "At Bindery."

  • Click "OK" on the bottom to save your change.

Copy number

• Item records created locally:  The default copy number (usually "1" for new title cataloguing) can be added to the Item defaults screen.  (The procedure is the same as for setting the "At Bindery" status as an item record default, in the box labeled "Copy.")

  If the copy number is not 1, you will need to change either the number in the item record or, if you are doing many copy 2's, etc., the item default.

• Item records created by Blackwell:  Accept copy number "0" (zero).

Retrieving Existing Item Records

• From associated holdings or bib record:  Either:
  • Use the macro:  F7

    or

  • Use the keyboard sequence:

    Alt-R

    M

    or

  • Click on the "Get Items" icon towards the top -- the stack of books (without plus sign), third from the right

    

    or

  • Open the Record menu and click on the "Retrieve Items" option

• Using barcode number

• Using item record number:

  Either:

  • Use the keyboard sequence:

                Alt-R

                I

                I

    or

  • Open the Record menu and click on "Retrieve by record id"; then click on "Item ..."

Resequencing item records

• Call up the list of item records.

• Select line of item record to be moved.

  

• Either:
  • Click "Move before"

    then

  • Scroll to place where want; click on line just after it.

    

    or

  • Click "Move after"

    then

  • Scroll to place where want; click on line just before it.

• Item record line should move to the appropriate place; message "Move completed" should display in the lower left-hand corner of the box.

  

• Key Alt-O or Click "OK" to confirm.

Relinking item records

• Write down the holdings record ID number of the record to which the item record should be linked.   It can be a holdings record either for the same bib record or for a different one.

• Call up the item record to be relinked.

• Key Alt-R, H or click on Record, "Relink to a different holding ..."

• A box should display, prompting you for a holdings record number:

  

• Enter the holdings record ID number of the new holdings record.   (If you change your mind, you can key Alt-C or click on "Cancel" button.)

• A new box should appear, with the message "Item successfully relinked."

• Hit Enter or click on "OK" to confirm.

• Before closing item record:  Double-check title, location, permanent location, and call number, to make sure that the item record has been linked to the correct holdings record.

HTML document last reviewed:  6 December 2010