Voyager Procedures, Tips, and Quirks

Item records

1. Creating item records:

   Item records should be created -- until further notice -- at the time of cataloguing.

   Basic procedures for creating a new item record:

   • The associated bib or holdings record must be open.

   • Either
     • Click on the "Create items" icon -- the stack of books with a plus sign, third from the right

       or

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

       or

     • Use the keyboard equivalent:

       Alt-R

       T

   • Enter the barcode number, if needed.

   • Make sure that the item type is set correctly.

   • Enter any enumeration information needed.

   • Make sure that the item status is set correctly.  (See also "In Process status.")

   • Make sure that the copy number is correct.

   • Save the record to the database.

2. Barcodes:
   • Labels:

     Books not going to the bindery:  Use a regular barcode label, placed on the inside back cover (p. 3 of cover), towards the upper-right-hand corner.

     Books going to the bindery:  Use a piggyback barcode label, placed on the t.p. verso.

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

   • 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.

     • 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

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

       or

     • Use the keyboard sequence:

       Alt-R

       B

3. Item location:

   The permanent location ("Perm. Loc.") represents the basic location of the item.  When the item record is created, this location is pulled automatically from the holdings record.  However, 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.

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

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

4. Item type:  The default item type is BOOK.  If you catalog something other than a book, you will need to change the item type.  Also, some locations get special item types.   Please consult the list Item Types (Alphabetical by Location Code) to verify the specific item type for your location.

   Please note:

   • All Reference locations get an item type of Ref.

   • All Rare 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.

5. In Process status:

   The item status In Process should be included in records for items not going to the bindery.

   • Setting "In Process" as an item record default (so that every item record that you create will automatically get this status):
     • On the Menu bar:   Click on Options, then Preferences -- or use the keyboard equivalent Alt-O [Enter].

     • Click on the tab labeled Item Defaults.

     • 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 “In Process.”

     • Click “OK” on the bottom to save your change.

     If most of the books that you catalogue will need to be bound, it may be easier not to set the In process status as a default. (See below, under "Binding.")

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

     • Click on the "graph" icon in the lower left-hand corner to open the Item status box -- or use the keyboard equivalent Alt-I [Enter].

     • Scroll through the "Status list" towards the bottom of this box until you reach "In Process."

     • Highlight "In Process."

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

     • The "In Process" 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 "In Process" status message:
     • Open the item record.

     • Click on the "graph" icon in the lower left-hand corner to open the Item status box -- or use the keyboard equivalent Alt-I [Enter].

     • Highlight "In Process" in the "Status" section in the upper part of this box.

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

     • The "In Process" 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.

6. Copy number:  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 "In Process" 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.

7. Serials:  Continuing our current policy, item records are not created for serials.

   Note:  For records without linked item records, no status message is generated in OPAC.

Authority records

1. Authority record searching:
   • By heading:  Any search type with the term "Headings" in it can be used to retrieve authority records and cross-references.

     Type of authority record		Search type
     Name		Staff Name Headings Search
     		OPAC Name Headings Search
     Series		Staff Title Headings Search
     		OPAC Title Headings Search
     Uniform title (x30)		Staff Title Headings Search
     		OPAC Title Headings Search
     Uniform title (240 and $t)		Staff Name/Title Headings Search
     		OPAC Name/Title Headings Search
     Subject		Staff Subject Headings Search
     		OPAC Subject Headings Search

   • By Voyager record number (if known):  The keyboard sequence:

     Alt-R, I, A, [record number]

     (See also "Searching:  Voyager record number.")

   See also "Authority record searching shortcut" and "Retrieving bib records using a cross-reference."

2. Authority record searching shortcut:

   If you have already called up a bib record and want to check authority records, particularly for series or names, there is a shortcut:

   • Open the Record menu and click on "Retrieve authorities"

     or

   • Use the keyboard sequence:

     Alt-R

     A

   This option will retrieve each authority record with a heading for which there is an exact match in the bib record.  (However, it will not pull up partial matches, which are often the best matches available for subject heading strings.  The authority validation process can be used to retrieve partial matches. [More on that process later ...])

   You may want to tile your records vertically to display both bib and authority records (depending on the number retrieved).

3. Retrieving authority records

   To retrieve an authority record from a headings list:

   Either

   • Click to highlight the line that indicates the authority record; then
   • Click the Authority button.

   or

   • Right-click on the line to call up the authority record list.

   Then

   • Keep clicking to highlight and ok (or double-clicking) until you retrieve the authority record.  (If only one authority record includes a field corresponding to your heading, its entry will already be highlighted.)

   Retrieving bib records using a cross-reference:

   (This technique is an equivalent of "search redirection" in NOTIS.)

   A search that you have done using a search type that includes authority records (see above, "Authority record searching") may retrieve only a reference, as indicated by "Reference" in the left-hand column and the lack of associated bib records ("0" in the "#" column).  If this occurs, to get to the heading form that you want and its associated bib records:

   • Right-click on the line — or highlight it and click on "Authority" — to retrieve a list of relevant authority records and references.

   • Highlight the "See" line.

   • Hit Enter or click on "Do search."

   • A new index should display, including the correct heading form, with its associated bib records (as well as another chance for access to the authority record).

     E.g.      A search on "marquez gabriel" pulls up a line

                             Reference      0      Márquez, Gabriel García, 1928-

                 If you right-click on this line, a box will come up with 2 lines:

                             Authority record

                             See:  García-Márquez, Gabriel, 1928-

                 If you highlight the 2nd line and hit Enter, a new headings list will come up, beginning:

                             Authorized      96      García-Márquez, Gabriel, 1928-

   Creating authority records:

   Please note:  So far, we have not created special authority record templates or discussed authorities-related procedures in Voyager.

   Tips so far:

   You can create an authority record from an authority validation screen:
   • Highlight the heading for which an authority record is needed.

   • Either

     Click on "Create auth"

           or

     Use the keyboard equivalent:  Alt-T

   With this technique, an authority record is created that includes at least the 1xx field and first 670 field.

   • To create an authority record from scratch (not from a particular bib record or heading):

       Either:

     • Open the Record menu; highlight the "New" option; then slide over and click on "Authority"

       or

     • Use the keyboard equivalent:

       Alt-R

       [Enter] (or N)

       A

     With this technique, a record is created using an authority record template but without a specific heading.

   Topical subject heading authority records:  To verify whether geographic subdivision is valid for a topical heading:

   Check the authority record 008, under “Subdivision” — at the top left of the expanded 008.  (Without expanding the 008, the “i” code should show just to the right of the date at the beginning of the 008).

Printing records

1. Bib and holdings records:  The Control-P key (or the Print option under the File menu) will print an entire record.

2. Item records:  The only current way to print item records is to use SnagIt, for a screen print.

Deleting records

• Bib, holdings, and item records:  Olga will delete duplicate and other unnecessary bib, holdings, and item records from the Voyager database.  Please add the Voyager record number to the list in the pit (same place as the NOTIS TULANET list used to be).  Be sure to include the prefix "B" for bib records (Olga will check the associated holdings and item records when bib records are to be deleted), "H" for holdings records, or "I" for item records.

• Authority records:  If you find duplicate authority records, please report them to Jeannette.  They can be cited using the Voyager authority record number with prefix "A."

Note:  There is no way (at least as far as we know) to retrieve or restore a deleted record.

For deletion of imported records that you no longer need, see "Problems with imported records not being deleted."

Physical marking, labeling, etc.

1. Voyager bib record number:  At least for now:
   • Put the bib record number in the piece for:
     • JAZZ books

     • books with provisional records — except RARE, LAL-RARE

     Use the prefix “B.”

     Do not write the number on the stickup (so that we only write it once).

   • For RARE, LAL-RARE, and (at least for now) non-book items such as microforms:  Write the bib record number on the stickup only.

2. NOTIS record number:  The NOTIS record number should not be removed from an item catalogued in Voyager (unless it is incorrect).

3. Labeling:  Still to be resolved ...

4. Stickups:  Regular stickups can continue to be removed from books upon cataloguing unless location, routing, or notification information is present.

Miscellaneous

Record history		Logging onto Voyager
Clarity of font		Exiting Voyager
Closing windows

1. Record history:

   To check when or by whom a record was created or last updated in Voyager:

   • Open the Record menu and click on "History" (at the bottom)

     or

   • Use the keyboard sequence:

     Alt-R

     Y

   Please note that this history does not give information on:

   Record creation, cataloguing, or other updating in NOTIS.

   Updating prior to the latest updating.  For example, if a record is catalogued, then revised, the date of cataloguing is lost.

2. Clarity of font:

   The clarity of the font in your Voyager display may be affected by a number of factors:

   • The font settings under the Options menu, Preferences, “Colors and fonts” (where font size and boldness can be adjusted)

   • The desktop settings for the PC as a whole (you can right-click on the desktop, left click on Properties, then click on Settings to adjust font)

   • The brightness and contrast settings for the monitor display

   • The model or brand of monitor

   • Individual perceptions.

   If the display is bothering you, you can check with Peter for help in adjusting it as much as possible.  Some people have found it helpful to increase the size of the font.

3. Closing windows:

   Each time that you call up a record in Voyager, you are actually opening a window.  Until you close that window or exit Voyager, it remains open.  To avoid confusion, and because there is a limit (based on size) to the number of open windows that the system can tolerate, it is helpful to close unneeded windows.  Periodically, you may want to close all open windows.

   • To close one open window:
     • Click on the "x" in the upper-right-hand corner of that window.  (Be careful not to click on the "x" in the upper-right hand corner of the general Voyager window, or you will exit Voyager altogether.)

       or

     • Use the keyboard sequence:

       Alt-F

       C

       or

     • Open the File menu and click on "Close."

   • To close all open windows at once:
     • Use the macro keyboard combination Control-F1

       or

     • Use the keyboard sequence:

       Alt-F

       O

       or

     • Open the File menu and click on "Close all"

       or

     • Click on each "x" in the upper-right-hand corner of that window (which works but can get tedious).

4. Logging onto Voyager:
   • ID and password:
     • Tab from ID to password; once both are keyed in, hit Enter

       or

     • Click from ID to password; once both are keyed in, click on "OK."

   • Cataloging location:
     • Use the Down arrow to move down and highlight "HT Catalog Dept," then hit Enter

       or

     • Click on "HT Catalog Dept," then click on "OK."

5. Exiting Voyager:
   • Click on the "x" in the upper-right-hand corner of the general Voyager window.

     or

   • Use the keyboard sequence:

     Alt-F

     X

     or

   • Open the File menu and click on "Exit."