Introduction | General Decisions | Authorities | Bibliographic Records | Holdings Records | Item Records][ Introduction | General Decisions | Authorities | Bibliographic Records | Holdings Records | Item Records]
During one of the Meetings of the Central Technical Services Cataloguing Unit, there was a suggestion that the various policy decisions that were considered in conjunction with the implementation of the Voyager Library Management System be archived in a single location. This page is an attempt to do so. The page will be organized by type of record.
[top]
Only the USMARC tag tables have been updated. Please make sure your Preferences are set to utilize these when validating the record.
Only those additions which were required to accept the converted records have been made to the tag tables
[top]
Recommendations from the Authorities Group.
Don't forget to update the 008 tag when changing an authority record from unique to non-unique.
If you are adding references to a record that did not have references before, remember to change the "Reference Evaluation" subfield.
If changing a series authority record from unnumbered to numbered (or vice versa), remember to update the 008 tag.
Continue to add the |d CaOKQ information to the 040 tag if you are revising a record. This is no longer crucial however, as this information is likely to be deleted if the source record is updated.
Any 678 notes about Queen's people should be converted to a 667 tag with a |5 CaOKQ.
We will continue to record Documents call numbers in the 690 field.
LC does not use the 014 tag, so we can set the record load profile to always retain this tag when updating an authority record.
LC does not use the 690 tag, so we can set the record load profile to always retain this tag when updating an authority record.
Whenever you add information to the LC source record, flag each added tag with a |5 CaOKQ subfield. This will signal the record load to retain the flagged fields when updating the record. This is particularly important when adding local call number information to the 053 tag.
We will continue to record initials in a 690 field when creating a new authority record. We will not record them when using a source record.
[top]
We will continue to record our call number information in the 050 tag (with indicators 14), except when there is only a very minor variation from the call number already there.
Check the Export button both the Bibliographic record and on the Holdings record when you have finished cataloguing an item for the first time.
Since the presence or absence of the |h field no longer makes a difference to the indexing of the title field, we will now use the |h subfield whenever adding a GMD.
Overlaying a record requires an absolute search key match. The duplicate detection profile checks for a match on the LC card number, the ISBN and the title. If none of these match exactly Voyager will not merge the records, but add a new one. You may want to double check the record you are overlaying, if you are concerned that there will not be a matching field. This would particularly be true if you are importing copy for a different edition, and neither the LC card number nor the ISBN will be a match in this case.
Please check the Encoding Level in the Leader of the bibliographic record when you catalogue a title. Short record that are not yet catalogued may have the value of 5 for Partial (preliminary) level. Material which is catalogued, but not fully (such as Documents brief records, or short Special Collections records) should use the value of 7 for Minimal level. Fully catalogued material should use the code blank for Full level. Some cataloguing copy may also need to be updated. CIP copy, for example, will probably be coded 8 for Prepublication level.
Don't add the |w (CaOKQ)[Record Number] information to the linking tags right now; adding the number does not seem to be necessary for the to act as "links" in the OPAC. NOTE: Clicking on a linking tag jumps to an index, not directly to the related record.
Continue to use the 948 note field to record initials, etc. for the time being. The Notes Group will review this as time allows. However, since the Spine Label program can display the bibliographic record if there are problems, it makes sense to continue to use this field, so that it is easier to identify the cataloguer if there are problems with the labels.
For all new items in the catalogue, Queen's had adopted a "one bibliographic record" policy. If a bibliographic record already exists for a title, no matter who catalogued it, additional copies should be added to that record. If necessary:
Add additional holding(s) and item record(s) to the existing bibliographic record.
If you need to do extensive work to an existing bibliographic record, and two bibliographic records exist for the same title, you may combine the two records into one.
[top]
If you wish to create a new spine label for a record created in NOTIS, there are several changes which need to be made in the Holdings Record.
Changing the sublocation in the 852 tag, although necessary for the OPAC display, does not tell the label program to add the sublocation information to the spine label. You must add a subfield |k to the 852 field, followed by the appropriate letter code (r for Ref, lp for Lorne Pierce, f for Folio, j for Juvenile, t for textbooks, etc.) For more information, see the document on Call Number Format.
If you are dealing with a copy 1, and you do not want c.1 to appear on the label, delete the |t 1 information frm the 852 field (if necessary).
Check the Export button both the Bibliographic record and on the Holdings record when you have finished cataloguing an item for the first time.
The Spine Label program requires that the 852 field contain the correct coding for the type of call number in the indicators, or the label will not print correctly.
With Voyager, circulation policies are linked to the combination of the location and the item type. The list of Location Codes shows the correlation between the location and the item type. Anything going to a reference location, for example, will have the item type "ref". Most of the material going to Special Collections will have item type "rarebook". Noncirculation locations will use "noncirc". If in doubt as to which item type to use, check this list.
Multivolume works with the latest volume retained in Reference, require special care. The Item Record for the latest volume should have the Permanent Location set to Stauffer (or the appropriate location), with Permanent Item Type as book. The Temporary Location should be Stauffer Ref, with the Temporary Item Type set to Ref.
When the new volume is received, the Temporary Location and Temporary Item Type of the volume being removed from Reference should be set to "blank".
A public note |z Latest volume in Reference should be included in the 852 field.
Location codes are frequently similar to those used in NOTIS, but they are not the same. Please see the list of Location Codes. You may also check them on line in the Cataloguing module, with the CTRL-L key combination.
Please remember that when changing locations you need to change the information in both the holdings record and the item record.
When changing the location, you should also check to see if you need to also change the Item Type, as it is Item Type which dictates circulation policy. For example, changing es to es,rf also requires changing the Item Type from book to ref.
When On Order records were converted from NOTIS, a pseudo call number |h On Order was inserted in the 852 field. When the item is received, Acquisitions staff are deleting this information. Otherwise, the note will continue to appear in the OPAC, in spite of the fact that the material has arrived.
Material which was received but not catalogued were converted from NOTIS with a pseudo call number |h In Process in the 852 field. Acquisitions staff will not be manually inserting this information on newly received material, as the automatic note generated by Voyager is more useful.
The |k subfield is used to produce sublocation information on the spine label. Originally, we were placing this subfield immediately after the location subfield, since it was felt that this would make it easier to remember to add the information. However, if you use the CTRL-N command to copy the call number from the bibliographic record into the holdings record, Voyager automatically places the call number in front of the |k subfield. For ease of use, and consistency, we will place the |k after the call number.
The conversion process placed the |t subfield immediately after the call number. We will continue to place this information here for consistency's sake.
In order not to print the copy number on the spine label for the first copy, the |t subfield should either not be entered, or removed from the 852 field.
The |v subfield from copy holdings record is gone. We will not attempt to reproduce this information in the holdings record, until we have a sense of how the Acquisitions module will impact on our workflow. It may be that the pattern record will create this information for us in the holdings record.
In order to print the sublocation at the top of the spine label, you need to include a |k subfield with the correct code in the 852 field. For more information see the document on Call Number Format.
[top]
Please remember that when changing locations you need to change the information in both the holdings record and the item record.
Remember to add the correct item type when adding the item record; this is an extra step that was not necessary in NOTIS, but impacts on the circulation module.
[top]
Page maintained by Elizabeth A. Read, readel@post.queensu.ca. Created: Jan-10-2001 Updated: 01-03-2001 at 2:30:20 PM