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Introduction | Append versus Overlay | Guidelines for Overlaying/Appending Copy to the Database | Guidelines Indicating When You Should Not Overlay a Record | Printing the Records | Monograph Acqusitions (Searching Procedures) | Table of Contents (Precataloguing) | Table of Contents (Top)]
When you search a record in a source database, you may find records which are close to the item you have in hand, but do not exactly match. The policy at Queen's is to load the record into Voyager in some instances, and not in others.
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When a brief record already exits in the Voyager database, then full copy is overlaid on top of the brief record
Cataloguing copy is appended to the Voyager database when there is not already a brief record present. This could happen with material received on a Billing Record, with a Serials title change, or when copy is found before a brief record is created.
Printouts are made for any cataloguing copy, whether the record is to be overlaid or appended. When helpful copy is located, but not loaded into the Queen's database at all, a printout is still made.
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Overlay the brief record in the Voyager database, or append the record as a new record under the following circumstances:
The record matches the item in all details.
The record should also be overlaid if the record matches, but with the differences listed below:
The main title matches, but the subtitle does not (all other information matches).
The publisher(s) differ, but the pagination, date, author, etc. all match. Note that the ISBN will probably not match unless multiple ISBNs for multiple publishers are recorded.
The year of publication is off by one.
The record contains typographical errors.
The record is labelled an "In Process" record.
In order for the import process to match the new record with the existing one, you will need to ensure that at least one of the following fields match exactly in both records—tags 010, 020 or 245. If none of these fields match, the import process will add the cataloguing copy as a new record to the database. If necessary, locate the existing record in the database, and copy one of these tags into the brief record from the cataloguing copy to be imported. There is no other way to "force" an overlay.
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Do not overlay or append a record from a source file under the following circumstances:
The date differs by two or more years.
The pagination differs substantially
The main title differs (except in the case of typographical errors)
The edition statement differs
The series title differs
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A printed copy of any helpful records should be made, regardless of whether the copy is added to the Voyager database or not.
Print the record for use by the cataloguer.
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Section 6, Part O9
Created May 27, 1996 by E. Read
Revised March 2, 2001 by E. Read
Revised July 28, 2004 by E. Read with assistance from L. Anglin and P. Hicks
Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: 27/05/96 Updated: 28-Jul-2004 03:36 PM