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Library Technical Services > Procedures & Documentation > Cataloging > Creating Bib. Records 

Creating Bibliographic Records (Voyager)

 

Scope: This procedure covers steps required to create bibliographic records in the library's Voyager system.

Contact: Ardeen White

Date last updated: 05/01/06

How to Create a Bibliographic Record

There are three ways of adding records to the database: by making a copy of an existing record, by creating an original from a template, and by importing from RLIN or OCLC.

  • Copying an existing record:
    • Search and display the record to copy.
    • Under the Record menu, click on Make a copy. A New Bib Record (Copy) displays over the original record.
    • This record is then edited, saved to the database, and a bib number is assigned.

Creating a new record from a template:

  • There are two ways of creating new records using the default template:

     Using the Blank page with folded corner icon, OR
     Using the Record menu and selection New and then Bibliographic

  • Importing a record from RLIN or OCLC.

Bibliographic Templates
Templates reside in the Voyager Cataloging template folder. Some templates have been preset in the Cataloging module. Additional templates can be created and added to your template folder. Templates can be edited, used as defaults for bibliographic records, and deleted.

1.  Creating New Bibliographic Templates

  • From the File menu, select Template and then click on New. A Create a New Record box displays. Select Bibliographic. Click OK.
  • [New Bib Template] displays in the title bar with the basic book template that has been preset.
  • Create the template by inputting appropriate values in the leader, fixed fields, and variable fields.
  • When the template is completed, open the File menu, select Save As… A Select Bibliographic Template box appears. Within that box, a smaller upper box called Save in should display Template. If not, use the Up one level or the down arrow to locate the Template folder.
    • In the File name box, select a short name and key it in before the ".tem" making sure the asterisk is deleted. Click on the Save button. A box displays with the message "The template was added."
    • Click OK.
    • When a template is saved, it is not validated against authority records or the MARC tag table.

2.  Editing Templates

  • From the File menu, select Template. Select and click on Edit. An Open template file box displays with a list of created templates.
  • Select the template that is to be edited. Click on the Open button. The template (record) displays.
  • Make any changes that are needed.
  • From the File menu, select Save. The message, "Template updated" displays.
  • Click OK.
  • If you want to change the file name while saving, select Save as… and change the file name making sure ".tem" is included. Click on the Save button. The message, "The template was updated" is displayed. Remember to delete the older template if it is renamed.

3.  Deleting Templates

  • From the File menu, select Template. Select and click on Edit. An Open template file box displays with a list of created templates.
  • Select the template you want to delete. Click the Open button. The template displays.
  • From the File menu, select Template, hold and select Delete. This will display the message, "Are you sure you want to delete [name of directory, path and template]?"
  • Click Yes to delete.
  • Click No if you decide not to delete it. Clicking No will leave the template in the template folder.

4.  Setting a template as a default template

  • If you work with materials that would use the same format and most of the same fixed and variable fields, you can choose a template to be the default template.
  • There can be only one default template at a given time.
  • You can choose either a pre-set template or one that you have created/added.
  • Open the Options menu, click to open Preferences…. The Session Defaults and Preferences dialog box will display.
  • Click on the Folders/Files tab.
  • In the Bib area in the Template section of the dialog box, click on the ellipsis at the end of the Bib area. An Open box displays listing all the preset templates and any created by you.
  • Highlight the template you want to be the default. The name will appear in the File name box.
  • Click Open. The path and template file name will automatically appear in the Bib area of the Template section in the Session Defaults and Preferences dialog box.
  • Click OK to save the default template choice.
  • If you open a new bibliographic record (see How to create a bibliographic record, step 2), the default template you set will be the active record.
  • Remember: If a default template is used, other template choices are unavailable unless you set one of them as the default.

5.  Selecting Individual Templates

  • If you input or catalog several kinds of material during the day—books, computer files, serials—you might not want not use a default template.
  • Follow the steps below to choose a different template each time you open a new bibliographic record.
  • Open the Options menu, click to open Preferences…. The Sessions Defaults and Preferences dialog box will display.
  • Click on the Folders/Files tab.
  • Delete any directory and path information in the Bib area in the Template section of the dialog box.
  • Click OK. The Session Defaults and Preferences box will close.
  • If you open a new bibliographic record (see How to create a bibliographic record, step 2), a Select bibliographic template box displays listing all the preset templates and any created by you. Highlight the template you want to use. Click the Open button. An active record displays using the template you chose. [New Bib record] displays in the title bar.
  • Remember: You cannot select individual templates from the template folder if you have set a default template.

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Importing Records

Options> Preferences> Mapping: Set to MARC21 UTF-8

1.  Using the Import File:

  • Pass the selected record(s) from RLIN or OCLC.

2.  In the Voyager Cataloging Module:

  • Click to open the Record menu
  • Highlight Import. A second menu will display to the right giving three choices
         From new file is used if this is the first import you have done in your cataloging session. Also, always use this choice if your importing workflow includes using both OCLC and RLIN. This choice displays an Open box from which you can choose either Pass.sav file (RLIN) or Export.dat file (OCLC).
         From previous file is used if you have previously imported records in your cataloging session. Use this choice if your import workflow includes using only one of the bibliographic utilities for importing. This choice immediately opens up the import file that was previously used rather than allowing a choice between the two files.

3.  Do not use the From Remote Database choice.

  • Using the Open box:
    1. Highlight either the Pass.sav (RLIN) or Export.dat (OCLC).
    2. Double click on the highlighted choice or click on Open. A dialog box displays listing the imported record(s) giving the RLIN or OCLC ID number, Type of record and Title/Heading from the record(s).
  • In the named file box:
    • Highlight the first record to be imported.
    • Click OK. A Voyager bibliographic screen displays with Voyager Cataloging: [Imported record #] in the title bar
  • Edit the fixed and variable fields
  • Save the imported record to Voyager

Duplicate Detection

Saving an imported bibliographic record to Voyager may be interrupted if Voyager detects a duplicate title(s). If this happens, Voyager will display a Bibliographic Dedupe Detection dialog box. It lists the bibliographic record number and title of the existing Voyager record(s) that match the imported record. The Bibliographic Dedupe Detection box displays only when saving a new record to Voyager and only if that record is found to match an existing Voyager record(s). If you are importing a record specifically to overlay/merge with a less full or incorrect Voyager record, make sure that an 035 with the RLIN or OCLC ID number is on the existing Voyager record. Several options are given with regard to accepting the duplicate record or canceling the saving process: Retrieve, Replace/Merge, Add as New Record and using the Close button.

Retrieving a record

  • Click on the Retrieve button on the Dedupe box. This will bring up the existing Voyager record that "stacks" on top of the imported record.
  • Click to open the Window menu
  • Click on Tile. The two records will display side by side on the screen.
  • Based on the comparison, choose one of the options that is listed in the Bibliographic Dedupe Detection dialog box.
  • Be aware, that if you choose to retrieve the already existing record in Voyager, the Dedupe dialog box will automatically close and you will need to Save the record again.

Overlaying a Voyager record

  • If this option is chosen, the imported record will completely overlay the existing Voyager record.
  • This option is available only in the Cataloging module.
  • Make sure the target record in the Bibliographic Dedupe Detection box is highlighted
  • Highlight Overlay in the Replace/Merge using profile: box.
  • Click on the Replace/Merge button. A Voyager Cataloging dialog box will display with a message that the record was added to the database and replaced the existing duplicate.

Merging records

  • This option can be used to retain certain information on an existing record while overlaying all other fields.
  • The fields that are retained are system defined
  • They include: 035, 505, 653, 856, 899, 957, and 975.
  • Highlight Merge in the Replace/Merge using profile box.
  • Click on the Replace/Merge button. A Voyager Cataloging dialog box will display with the message that the record was added to the database and that it was merged with overlaid record.

Add as New Record

  • If this option is chosen, the imported record will be added to Voyager and a new record number will appear in the title bar.
  • You might chose to do this if the imported record was a new edition to an already existing title in Voyager. If so, click again on the Ship icon.
  • Click on the Add as New Record button. A dialog box will display telling you that the record was added to Voyager.
  • Click OK. The original bibliographic record number will be retained.

Closing out of the Bibliographic Dedupe Detection box

  • If you decide not to add, overlay or merge the imported record,
  • Click on the Close button.
  • The screen will close leaving a blank screen or any other records you might have open. The imported record will remain in the import file.

Deleting Imported Records from the Import File:

If imported records are not saved to Voyager they remain in the import folder until they are deleted from the Voyager program files. Note that when deleting imported records from the Voyager program files all the records in the file will be deleted. Be certain that you really wish to delete them all. There are several ways to get to Voyager program files. The one given below uses the Explore function:

  • Right click on the Start button at the bottom of the Desktop. A dialog box displays.
  • Click on Explore. The Exploring-Start Menu will display.
  • Scroll down the All Folders column to the D drive (D:). Click on the "+" sign next to it. Several folder symbols with + signs will display beneath this.
  • Click on the "+" next to the folder labeled "Voyager". Four more folder symbols will display beneath it.
  • Click on the folder symbol labeled "Import". The symbol becomes "opened" and either one of both of the Pass.sav or Export.dat symbols or file names will be displayed in the large white area to the right of the All Folders column.
  • Right click on the import file you wish to delete. A menu displays with many choices.
  • Click on Delete. A Confirm Delete dialog box displays. If you wish to go ahead with deleting the file, click on the Yes button. The symbol or file name will no longer be listed. Continue to delete any remaining import files if needed. Remember that you have not deleted the import folder-you have deleted only a file(s)within it. As soon as you import again, the file will once again be in the program folder.

To confirm that this has worked, go to Voyager cataloging module

  • Open Import from the Record menu.
  • Click on From new file. The Open box will not have the import file(s) you deleted. Once you import again, the Open box will contain the import file name(s).


See also Editing Bibliographic Records