Library Technical Services

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

Contact: Ardeen White

Date last updated: 05/01/06

Elements of the Voyager BIB Record

1. Record Tabs:
   • MARC tab -- Displays the fixed and variable fields.
   • System tab -- Contains the identification of the owning library. This tab also contains a check box to control suppression of the record from OPAC display.
   • History tab -- Contains information about the creation and update of the record. This displays once the new record has been saved to the database. It is system supplied.
2. Fixed Field Area:

   Leader, 008, 007, and 006 fields appear in the upper part of the screen when the MARC tab is activated. To edit these fields, you must either click on their respective buttons or use keyboard equivalent. For editing instructions, see "Editing Fixed Fields."

3. Variable Field Area: This area appears as a grid with columns and rows, making up cells of data. From left to right, the columns are:
   • Selection column (the gray area; also called a row label)
   • Tag
   • Indicator 1 (I1)
   • Indicator 2 (I2)
   • Sub-field data
   For editing instructions, see "Editing Variable Fields."

• By Author:
  
  Type: [alt] r s. In the Search box, select Names, and enter author name in the Search for box.
• By Barcode Number:
  
  Type: [alt] r b. Enter the barcode number in the Retrieve an Item Record dialog box. From the item record, press F5. Type: [alt] b, then double click on title in upper dialog box.
• By Bibliographic ID:
  
  Type: [alt] r i b. Enter the BIB ID in the Retrieve a Record dialog box
• By Title:
  
  Type: [alt] r s. In the Search box, select Title, and enter title in the Search for box.

Return to Top

Editing Fixed Fields

1. Leader:
   • Click on the Leader button. A Leader box displays.
   • If you need to change the existing value, click on a line in the white area to activate. Key in the value, if known, or select from the pull down menus.
   • Cancel closes each pull-down box (as does clicking elsewhere on the screen).
   • Use the buttons at the bottom to exit (OK to save; Cancel to exit without saving).

2. 008 fields:
   • Click on the 008 button. An 008 General Description (with format) box displays.
   • To change a value, click on a line in the white section to activate. Type in the value if known or select from the pull down menus, except dates which are keyed in.
   • Cancel closes each pull-down box (or just click elsewhere on the screen to close it).
   • Use the buttons at the bottom to exit (OK to save; Cancel to exit without saving)

3. 006 and 007 fields:
   • Adding 006 and 007 fields to the bibliographic record:
     • Display a bibliographic record
     • Click the 006 or 007 button. An 006 Additional Materials Characteristics (with format) box or an 007 Physical Description (with format) box displays.
     • Select a bibliographic format type from the tabs by clicking on the tab title. Click on New. The list of fields and values displays.
     • Complete the 006 or 007 fields. Click on the Apply button. Note that a check mark displays in the box to the left of the tab title.
     • Click on Close. The values will display in the 006 or 007 field.
     • Repeat the steps above to add additional 006 or 007 fields.
     • To see multiple 006 or 007 field values use the down arrow to the right of the 006 or 007 field.
   • Updating 006 and 007 fields in the bibliographic record:
     • With the bibliographic record active, click on the 006 or 007 button. The 006 Additional Materials Characteristics (with format) or 007 Physical Description (with format) box displays.
     • If there are multiple 006 or 007 fields, use the down arrow to the right of the field and highlight the one you want to update. Then click the 006 or 007 button.
     • Make any updates/changes to the fields.
     • Click the Apply button. Click on the Close button. Any changes will display in the 006 or 007 field.
   • Deleting 006 and 007 fields from the bibliographic record:
     • With the bibliographic record active, click on the 006 or 007 button. The 006 Additional Materials Characteristics (with format) or 007 Physical Description (with format) box displays.
     • Click on the tab of the type you wish to delete.
     • Click the Delete button. The button becomes disabled.
     • Note that the check mark in the box to the left of the tab title disappears.
     • Click on the Close button. The deleted 006 or 007 field will be blank.
     • To exit an 006 or 007 field display without saving any changes, click on the Close button.

Return to Top

Editing Variable Fields

1.   Moving Around the Variable Field Grid:
   • Click in the selection column. An arrow (called a row marker) indicates the selected focus field. A phrase in the status bar describes the focus field.
   • Move the row marker up and down the selection column with the mouse or with arrows.
   • Use the Tab key to move around within the field or to move to the next field.
   • To see more of the record, highlight a field in the selection column, then use:
     • Scroll bar OR
     • Page up or page down OR
     • Up or down arrow keys
2. Editing the Fields:
   • The same editing techniques apply to bib, authority and holding records.
   • Entering, selecting, replacing, and moving text are standard word processing editing commands:
     • Entering text – Voyager is always in insert mode; text automatically wraps to the next text line.
     • Selecting text - standard methods are:
       1. To select a word – double click on the word
       2. To select a phrase – click and hold, dragging the mouse over the phrase
       3. To select an entire field – click in the selection column (This selects a whole row; click again to de-select)
     • Replacing text – select the text to be replaced and just start typing in the new text.
     • Moving text – after selecting the text, Cut/Copy/Paste can be used to move text within an individual record or between records. Standard methods are:
       1. Edit>Cut, Edit>Copy, Edit>Paste OR
       2. Keyboard method: Ctl + X for cut, Ctl + C for copy, Ctl + V OR for cut,
       3. Right mouse
       4. You can also use Backspace to delete; or select text and press Delete.
     • Type in the MARC values if known – OR – with the cursor in position in a cell, press the F2 function key. A Valid Values table displays. Select a value. If you are using the Valid Values table to just check a value, click on Cancel to exit. Otherwise a highlighted value will replace the current one. Use the scroll bar to see more values.
     • Use F9 to create the delimiter symbol. No end of field symbol is required.
     • To insert a row, click anywhere in the focus field. F3 inserts a field before the focus field. F4 inserts a field after the focus field.
     • Fields do not automatically sort in Voyager as they did in NOTIS. To reorder fields, select the focus field by clicking in the selection column. Use the right mouse menu to move the focus field up or down by one field, or to cut and paste a field.
3. Special characters/diacritics

   There are two ways to add diacritics:

   • Diacritic entry adds a diacritic from an online chart:
     • Place the cursor before the letter over which you wish to place the diacritic.
     • Under the Edit menu click on Special Character Entry. A Special Character Entry box displays.
     • Select the special character you wish to insert.
     • Click Insert/Close.
   • Special Character Mode uses keyboard mapping.
     • Place the cursor before the letter over which you wish to place the diacritic.
     • Under the Edit menu, click on Special Character Mode. The status 'Special character' displays on the right in the status bar.
     • Enter the keyboard equivalent for the diacritic(s) you wish to enter.
     • Under the Edit menu, click on Special Character Mode to turn off the special character mode.

Return to Top

Suppressing a BIB record from OPAC display:

Under the System tab, click on Suppress from OPAC.

Changing the Bibliographic Format

1. With a bibliographic record open, click on the Leader button. A Leader box displays.
2. Change the Type of Record to the correct type.
3. Change any other values in the Leader box as necessary.
4. Click on the OK button to "save" the format change. A message appears: "Changing the record format will invalidate the current 008. Proceed anyway?"
5. Click No to return to the Leader box and make any other changes.
6. Click Cancel to close all boxes without saving any changes.
7. Click Yes to change the format. 008 General Description [new format type] displays.
8. Make the necessary changes to the values in this box.
9. Click OK to add the changes. The box disappears, leaving the bibliographic record with the format change and 008 field changes completed.
10. Important: You must click on the Boat icon to update the record in the Voyager database.

Return to Top

Saving to the Database

1. Type [control] b or click on the Boat icon to save the record.
2. If you wish to exit the record without saving it to the Voyager database:
   • Click on the lower x at the top right of the record to exit any record without saving changes.
   • There are other steps to close a record without saving to Voyager.
     • Under the File menu, click on Close. This closes the active record OR
     • Under the File menu, click on Close all. This will close all records.
     • With each of these steps, a dialog box displays telling you the record has been modified, do you want to close it anyway. Click on Yes to close the record without saving it or No to close the dialog box and return to the record.

Return to Top