The following instructions explain how to create
a list of electronic government document titles to be added or updated
in the Georgia Southern University library catalog. Completed
lists should be saved to the V: drive and e-mail notification sent to
the Cataloging Staff Assistant.
Select the month from the New Electronic Titles
A pdf list of new titles for month selected
Click on the "Select Text" tool in the Adobe file
Highlight the entire document and type Ctrl-C to copy
Open Microsoft Word
Paste the copied Electronic Titles list into the new Word document
At top of page type: New Electronic Titles (Date). Replace the
list header with this information.
Select File/Save As from the menu bar
Select the Type rich text file
Name the document with the month and year (i.e. april2005)
Save in V:\Collect.& Resources\STUDENTWORKERS\New
Electronic Titles-GOV DOCS
Electronic Records from OCLC Connexion
Open the desired Electronic List file in Microsoft
Open the OCLC Connexion client
Select Tools/Options/Export tab to create or select your export destination
Click Apply and Close the Options dialog window
Searching OCLC Connexion for bibliographic records
Copy the URL from the Electronic Titles
list in Word
Paste this link into an OCLC Connexion Keyword/Numeric search (without
Expand the drop-down menu on the right of the Keyword/Numeric search
window by clicking on the plus (+) button directly above it
Select Access Method Phrase (am=) from the drop-down menu
Click OK to search
Selecting bibliographic records
Monographic search results may retrieve one or more bibliographic
records. If there are multiple results, select the record "In GPM" or the
record for electronic format.
Serial search results should retrieve a bibliographic record for
each format. Select the record for the electronic format.
Export the record by clicking the export button (E) on the toolbar
or using the F5 function key.
Repeat the Searching and Selecting steps for each title on the list.
Electronic Records into Voyager
Open Voyager Cataloging
Log on in the Non-Marcive Edit Happening Location
Set the Options/Preferences/General/Holdings/Item
Default location to GVUSURL
Set the Options/Preferences/General/Call number hierarchies to
Set the Options/Preferences/General/Bibliographic Import-Replace
Profile to OCLCconditional.
Importing bibliographic records from the Voyager
Select Record/Import from New File from the
Access the Import File and Open the bibliographic record for
the first title in the file
Change the contents of the 049 field to GPMD
Add this note to the end of the 856 field: $z Click here
to access this resource online.
Copy the 856 field (to later paste into the MFHD)
Save the title in Voyager
If you receive a warning that the record is a duplicate,
type D (in red) beside the title on the
list in the file.
Click Retrieve Record on the Duplicate detection window
and check the record history to assist in deciding how to save the record
from the Duplicate Detection window.
Monographic and Serial records:
Add as new record if the Voyager record history shows an edit
by any Henderson Library faculty or staff member. The Add as a New Record
button is in the upper right hand corner of the duplicate detection window.
Replace the existing Voyager record only if the history
does not include edits by staff in this library. Monographic records
not edited by local staff should be saved to Voyager by selecting OCLCReplace.
Determine whether the title is serial or monograph.
(in red) for serial or m (in red)
for monograph on the list in the file.
Save all changes to the Word list.
Creating MFHDs in Voyager Student Assistants will create a Holding Record for the electronic
title. From the bibliographic record:
Click on New Holdings
Type (Online) in the 852 field one space after the
Paste the 856 field into the MFHD
Save the MFHD to the Voyager database
After Imports are completed
Send notification of the completed list to the Staff Assistant
via e-mail for final cataloging, MFHD edits and link checking for all
monographs. Each monograph will be removed from the List file as it is
The list of serials and problem monographs that remains when the monographs
are completed will be saved and e-mailed to the Serials Cataloger who
will catalog, resolve duplicates, check links, and complete MFHD edits
for titles remaining on the list.
The list file may be deleted when all titles have been cataloged.