Scope: This procedure outlines the steps used to evaluate the Voyager records that fail to load to OCLC via the daily extract. The evaluation is done in Cataloging in consultation with catalogers as necessary.
Contact: Lois Peret Purcell
Unit: Cataloging
Date last updated: 05/05/08
Date of next review: September 2008
- Evaluation of Voyager Records
- Correcting Voyager Records and Adding to WorldCat
- Adding OCLC Control Numbers to Voyager Records
A. Evaluation of Voyager Records
- Following each daily extract to WorldCat, OCLC staff will send an email notification to ctsbulk-l, attaching a .txt file enumerating any Voyager records that failed to load to OCLC. Each .txt file is named Detailed EV Report [number] and indicates the reason for the error as well as a copy of each line contained in the Voyager bib record for each record that failed to load.
- Open .txt file in Notepad and make printout of the document.
- Evaluate the detailed report and examine Voyager records to be sure of corrections to be made, consulting other cataloging staff as appropriate.
B. Correcting Voyager Records and Adding to WorldCat
- Make corrections to Voyager bib records, adding a 948 field to indicate maintenance to the record.
- Using OCLC Connexion, search each record listed on detailed report, in WorldCat. If found, add CUL holdings by choosing Update Holdings under Action menu in Connexion, making sure that you are logged on to OCLC. If no record is found in OCLC, add the record to WorldCat:
- Making sure that the Voyager record has been corrected, save record to c:\voyager6\work\upload.dat by keystroke Ctrl f or Ctrl o, or by opening Record menu and selecting Save to database & local file or Save to database & local file & close.
- All titles from one detailed report, or many detailed reports may be saved to the work file in Voyager, then added to WorldCat at the same time.
- In the File menu of Connexion, click on Import Records. Click yes when prompted to delete the file you exported.
- Change the 040 NIC $cNIC to 040 COO $c COO for each record in the local Connexion file.
- Delete any 899 and 9xx fields (Pressing the Alt, then the delete key will accomplish this).
The record is added to WorldCat the same way holdings are added to an existing OCLC record. Choose Update Holdings under the Action menu in Connexion.
C. Adding OCLC Control Numbers to Voyager Records
- Using green ink, annotate printouts of Detailed EV Reports with the OCLC control number in the left hand margin next to the entry for each title that failed to load to WorldCat.
- Place annotated printouts in appropriate tray in DMS. Physical Processing staff will add 035 fields with OCLC control numbers to Voyager bib records.
