[
Voyager System | Introduction | Methods of Changing Records | Record-by-Record Changes | Settings:
Location | Item Type | |k Subfield Information | Kind of Work
—Bibliographic Record No. | —Holdings Record No. | —Item Record No. or Barcode | —Delete Item | —Suppress or Unsuppress Holdings
| —Show All Items
Item Status |
Identifying the Record(s) | Reset Button | Program Options |
Table of Contents (Voyager System) | Table of Contents (Top)]
The Voyager system records the location information in several places. These include:
Unfortunately, there is no interaction between changing the information in any of these places. If the location of a title or item changes, it usually must be adjusted in at least two places. This can be tedious, even if only a single item is involved. If a multi-volume work, multi-copy work or serial is involved, the process can be daunting. And if the contents of an entire location needs to be changed...
With Voyager 2001.2, Endeavor introduced a new method of changing locations, called Pick and Scan". This function will allow you to change the location (and other item-related information) of all item records scanned in with the barcode.
In addition, Gary Strawn from Northwestern University has worked his usual magic, and produced a program which greatly facilitates this process.
Of course, like most things, there is a trade-off. If all you need to do is change the location on a single item, it will probably take you less time to do so in Voyager than it would to start up Gary's program, set it up, and make the changes. Pick and Scan is quite useful for changing location and/or item type. However, Gary's program is definitely useful if you need to make changes to a multi-volume set or serial record, to add or remove individual item statuses, or to make changes to the |k subfield of the holdings record at the same time.
As with all of Gary's programs to date, this software will only run on a computer where the ODBC drivers have already been loaded; if you need to have this software loaded, consult your systems person.
This document is intended as a guide to using the program; complete printed documentation is available in the Cataloguing Unit.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
Gary's program is set up to do changes in two different ways. One is the "record-by-record" method. The second involves a batch process.
With this method, you can use the Location Changer to change the location information in a single item or a specific group of books. You can change more than one record at a time, but usually you will have the actual books in hand, or at least a list of specific records to be updated.
This process can be performed to change all of the records with a certain identifiable set of characteristics. For example, it could be used to transfer all of the material in a location that is being eliminated, to the same new location. It could also be used to move all of the items in a particular location within a certain classification range, or of a certain item type.
This method will only be used by qualified systems personnel, and will not be described in detail here.
The program itself has two main panels, shown below.
Unless you have permission to make batch changes, the second panel is "grayed out", and unusable.
A menu is also available, giving access to the program options.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
Call up the program to make location changes. It can be found in your Start menu under Programs —> Northwestern University Library. It will also be available in your Library Staff Folder. Look for the following icon:
If your computer is set up in a staff area, the program will be set up with your userid and password in the Options. If your computer is set up in a public area, then the password portion of the Options will be left blank, and the first time you go to change something, you will be asked for your password. Either way, the program is set up to provide access to the locations and item types you have permission to work on.
The first thing you need to do is determine the way you want to have the program change the records. You can use it to change any or all of the following:
Next, you indicate how many of the items attached to the bibliographic record you wish to change in this way. You are able to specify:
Finally, you decide ho you are going to tell the program which records to change. You can:
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
The following sections will detail exactly what is effected by each of these settings.
In the upper left hand side of the dialog box, are the Location settings.
Here you can change either or both of the Permanent and Temporary location settings.
If you select a new Permanent Location, then the program will put this permanent location into each record you identify. If after making this change all of the item records attached to a given holdings record now have this location, the program will also change the location in the |b subfield of the 852 field. It will also update the 852 field if there are no attached item records.
If you do not want to change the permament location, then make sure this box displays (no change).
Your individual userid is included in the settings of the program. The locations available in the drop down menu will therefore be the locations available to you in the Cataloguing module.
You can select a Temporary Location in the same way.
You have the choice of selecting either a new Permament Location, a new Temporary Location or both.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
If you change a location, you may also need to change the item type so that it is the appropriate one for the new location. The settings for this are found immediately below the settings for location.
For example, if you were moving a book from the Art Library into the main collection, the appropriate item type would become book not book-art.
Again, the options available to you are determined by your Cataloguing profile.
You have the choice of selecting either a new Permament Item Type, a new Temporary Item Type or both. However, your selection should correspond to the those appropriate for the location being changed.
[ top | Table of Contents (Voyager System) | Table of Contents (Top) ]
If you change a location, you may also need to change the |k subfield information so that it is the appropriate one for the new location. The settings for this are found immediately below the settings for item type.
Clicking on the |k button will bring up a new window, offering you three choices:
You may set the program to do nothing to the |k subfield. However, you may also set it to delete the |k, or to change it to the specified text. So, if you were taking a book off reference, you could set the program to delete the |k r information from the 852 field. Alternately, if you were moving the book into Reference, you could set it to add r to the |k subfield.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
In the centre of the panel there is an area where you specify how the program is to proceed. This is only critical if you are going to use item records or holding records to make the change. If you give the program a bibliographic record, the program will change all items attached to that record.
You have a number of available options.
The program makes certain assumptions based on how you locate the record to be changed. If you are scanning in barcodes, or typing in item record numbers, you have the most flexibility in your choice of options. If you access the record via the bibliographic or holdings record, the program assumes which option you wish to use.
If you are using the bibliographic record number to identify the records to be changed, the program will make the same change to all of the item records attached to all of the holdings records connected to this bibliographic record.
If you use the program to alter the Permanent Location, then the program will also change the location in subfield |b of the 852 field in all holdings records.
Basically, if you use the bibliographic record number, it only works if you click the top button; if you try and use the other options, then you will receive an error message.
This is likely the method you will use the least.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
If you use the holdings record number to identify the record(s) to be changed, the program assumes that you want to use the second option. All of the attached item records will be changed.
If you ask the program to change the permanent location, then the program will also change subfield |b of the 852 field.
If you click on Do this only for one item you will receive an error message. However, you can select the option to Do this for all items on all holdings records, and the appropriate changes will be made.
This method could be used for changing the location and item type on all volumes of a multivolume work.
[ top | Table of Contents (Voyager System) | Table of Contents (Top) ]
If you are identifying item records (either by wanding in the barcode or by typing in the record number) you have still another option.
Once you identify the item record, you can change all of the item record on all of the attached holdings records by selecting the first option.
You can also use the item record to single out its parent holdings record, and change all of the item records attached to it, by selecting the second option.
In each of the above cases, if you change the permanent location, the 852 field(s) will have the |b subfield updated at the same time.
You can also have the program limit the change to the particular item record identified, by selecting the third option.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
The program can also be used to delete the item record selected. If this option is chosen, you can also set the program to delete any holdings record that is left with no attached item records; and to delete any bibliographic record that is left without attached holdings or item records.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
The Location Changer program also allows you to either suppress or unsuppress the holdings record in the same way.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
No matter which method of identifying the record you use, you can choose the fourth option, Show all items before changing. If this box is checked, the program will do all of the preparation for changing the records, and then show you a list containing each item, and the change to be made.
If you are uncertain if you have set your request up correctly, you can use this option to check your results. The records would not actually be changed.
The list on the left side of the panel shows each item record that should be changed. When you highlight an item record, the area to the right of the list shows the change(s) that will be made (or not made) to it. Please note that Gary's program does not actually give the name of the location to be changed, but only its System Administration code. This does make it a little harder to interpret than would be ideal.
If the result is correct, you can tell the program to go ahead and make all of the changes by clicking on the OK button.
You can also remove certain item records by highlighting the unwanted record, and removing the it by clicking on the Delete button. (This only deletes the item record from the list).
You can also abort the whole procedure by clicking on Cancel.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
The remaining setting appears on the right hand side of the main panel. You can use this box to change the status codes in item records.
Any of the item statuses that appear in the list can be selected. Above the list, you can choose:
The list does not necessarily include all possible items statuses; only those that can be safely changed by a non-Voyager program.
Normally, however, we do not use "Item Status" to indicate that something is withdrawn. Instead we delete the records completely.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
The upper portion of the panel has been entirely devoted to identifying the change(s) you wish to make to the record(s). The bottom portion of the panel is used to tell the program what records it should change.
Once you have indicated the change to make, you will work exclusively in this area until you need to change your definitions.
If you want to use the barcode to identify the record, place your cursor in the Number of record to change box, and scan or type your barcode, then click on the Fetch barcode button. The program will retrieve the item and make the indicated changes to it.
If you have a Voyager system number—item, holdings or bibliographic—type it into the box, and click the corresponding button. In other words, if you entered a bibliographic record number, click on Fetch bibl #; if you entered a holdings record number, click on Fetch hold #; and if you entered an item record number, click on Fetch item #. The program will retrieve the record and make the changes you requested.
If you happen to have the Voyager Cataloguing client running, and you happen to have the appropriate record you want to change showing, you can just click the Use record in Vger window button. The program will read the record from the Cataloguing module, and then make the changes. To see the changed record, close the record in Voyager and then call it up again.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
When you have completed making all of the changes associated with one correction definition, the safest thing to do is to click the Reset button before you start with the next task. This puts all of the settings back to the default values so that you can't accidently have part of a previous setup affecting your next set of changes.
[top | Table of Contents (Voyager System) | Table of Contents (Top) ]
Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: 01-12-2001 Updated: 06-08-2003 at 4:49:28 PM