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Library Technical Services > Procedures & Documentation > Authorities > Creating Authority Records 

Creating Authority Records in Voyager

 

Scope: These instructions apply to the creation of authority records in Voyager for subsequent upload to OCLC. You can create records in Voyager by using either the authority assistant or an authority template. You must then proofread and/or revise the records in your Voyager work file.

Contact: Pam Stansbury

Date last updated: 04/17/06

Using Authority Assistant

  1. Verify that heading validation in Defaults and Preferences is configured properly. The Name box under Heading Types should be checked. When working with uniform titles and series, check the Title and Name/Title boxes as appropriate.
  2. When saving a BIB record to the Voyager database, headings unsupported by authority records will appear in the Authority Validation box. To create an authority record for one of these headings, click on the Create auth button.
  3. Edit the machine-generated record as you would any other record in Voyager, following NACO guidelines. Be aware that the 670 field is generated according to a somewhat outdated standard. You will usually need to change the Cataloging source from "d" to "c". Be sure that the Reference evaluation code is correct.
  4. After editing, save the record to your work file by clicking the Save icon or typing Ctl + s. Voyager will respond with: "The record was saved in: NETID.AUT".

Using Authority Templates

  1. Verify that the default Auth template box under the Folders/Files tab in Defaults and Preferences is blank.
  2. To pull up Voyager's template options, click on the downward arrow between the New and Open icons on the menu bar.
  3. Click on Authority to open the "Select Authority Template" window."
  4. Open the appopriate authority template and create the authority record.
  5. After editing, save the record to your work file by clicking the Save icon or typing Ctl + s. Voyager will respond with: "The record was saved in: NETID.AUT".

Proofreading Records in the Work File

In order to proofread and/or forward your authority record to Post-Cataloging Services for uploading to OCLC:

  1. Select File / Work record / Open or click the Open icon. A "Select Work File" box will open. The "Look in:" box should default to: CatAuthWork. Everyone's individual authority "save" files reside in this file.
  2. Select your own or your revisee's file and double click to open. A "Select work records" window will appear.
  3. Select one or all of the records and double click to open.
  4. Proofread and/or revise the records.
  5. If a duplicate authority record has been created by mistake, or there is a record that should not be uploaded for any other reason, change the 1xx entry to "DO NOT LOAD." This will prevent its upload into OCLC.
  6. After you finish proofreading, revision, and re-searching (if the new NACO work is more than 24 hours old), highlight your authority file in the CatAuthWork folder and copy it using Ctl + c. Note: the whole file must be moved at one time.
  7. Click on the "Up One Level" icon (the file folder with the upward arrow), then select and open the Authorities pending folder. Paste your authority file into this folder using Ctl + v
  8. Go back to the CatAuthWork folder and delete the authority file you copied.
  9. Database Management Services staff will upload records daily to OCLC.