Updating CWAN, CSTS and NSM printouts

• Log into Voyager choosing the Cataloging location.
• Unsuppress the bibliographic record.
• Update the Voyager bibliographic record and save to the database as usual.
• Click New Holdings and save to the database. (Make sure your call number and location are accurate.)
• Record the new HOLDING record number on the printout.
• Scan the barcode in the back of the book and re-link the *item to the HOLDING record you created using the number from the bottom of the printout.
• Attach our symbol to the OCLC record.
• Place the item on the processing truck with the CWAN, CSTS, or NSM flag in it.

  *Processing will remain responsible for the information contained in the Item record. We are simply moving the Item to the appropriate bibliographic record.

Exporting bibliographic records from OCLC Connexion Client

To access OCLC:

• Open the Connexion Client from the desktop icon
• Click on the Search icon on the Button Bar in the upper left corner of the screen
  
• Type in your Authorization and Password.
  
• Press Enter or Click OK in the Connexion Logon dialogue box

To search OCLC:

• Type your search into the Search Worldcat window
  
• Click on OK in the bottom of the Search Worldcat window or press Enter
• Confirm that the bibliographic record retrieved matches the material that you are cataloging
• Press function key F5 to export the record

Importing bibliographic records into Voyager

• Open Voyager from the desktop icon
• Click on the Cataloging button
• Type in your username and password
• Select a Happening Location
• Select Record/Import/From New File from the Menu bar
• Select the title(s) to import from this file
• Edit the recrods as needed
• Save to the Database
  

Exporting single records from Connexion (Web version) to Voyager

• With the desired record displayed, select Export Record in MARC
• Click OK when you see Downloading Mexport.
• Select your Import file(example: C:Oclcapps/Passport/Marc Records). This would be the file that you normally use for importing into Voyager.
• Rename the File before saving.
• Click on Save.
• Import the records into Voyager as usual.

Exporting multiple records from Connexion (Web version) to Voyager

• For each record, Select Save Record
• Type your name in My Status and click Yes
• Repeat for each title.

After each title is saved in the Save File:  

• Select Save File
• Search the Save File for your records (Type your name, select my status and Click Search) 
• Flag all Records retrieved, then Export Flagged records
• Click OK when you see DownloadingClientTag.
• Select your Import file(example: C:Oclcapps/Passport/Marc Records). This would be the file that you normally use for importing into Voyager.

Happening locations

• Cataloging: Use this happening location for final editing of bibliographic records for new material. This location sends the information to Marcive for authority work and places the bibliographic record and holdings into the Universal Catalog.

• Non-Marcive Edit: Use this happening location for bibliographic record edits revealed as necessary in the proofing process. Most editing for accuracy should be done in this happening location. This location updates our local OPAC and the Universal Catalog, but doesn’t re-send the record for Marcive authority work.

• CRS: Use this happening location to replace (overlay) bibliographic records imported in CRS. This location does not send information to Marcive or the Universal Catalog. It updates our local OPAC alone.

Note: Bibliographic records for new material must be imported in the CRS happening location for the record replacement process to work efficiently. If the record has only been created and edited in CRS, then the record may be replaced as necessary.

It is not acceptable to overlay (re-using a bib ID number) a record that is already in the Universal Catalog (history activity has occurred in Cataloging, Non-Marcive edit, or Marcive) without first removing it from the Universal Catalog. The Universal catalog gives both the OCLC number and the local Voyager bib number a 100 point matching weight to let your edits into the UC. Replacing a record without first removing it from the UC will create duplicate matches and the new record will not be allowed into the UC. If it is necessary to replace a record already in the Universal Catalog, then you must suppress the record to be replaced in the Cataloging Happening location. Monitor the UC for removal of the old record after you suppress it. After the old record is removed from the UC, copy the new OCLC number to the old bibliographic record to create a duplicate and save it to the database suppressed. Import the new bibliographic record and save it, replacing the bib ID in Voyager.  Remove the library’s symbol from the deleted record in OCLC and attach holdings for the new record.

Lorimer Reading Room books (Updating records-initial process)

UPDATE THESE AS REGULAR UPDATES AFTER THE ROOM OPENS

• These bibliographic records will remain suppressed until the Reading Room is ready and the books are shelved. We will unsuppress them as a batch later.
• The books and printouts may be sent to Crystal for updating the bibliographic record if there are no call number or fixed field changes. Follow the usual process for deciding who should update the books you have cataloged if there are call number or fixed field changes.
• Holding records should be set with the location (852 ‡b) LRR.
• The books should be returned to the LORIMER BOOKS truck after the updating is complete. Printouts will be placed in the folders and reviewed in the usual manner.

Overlaying records (after 2 are saved to the database)

If you have a record that hasn’t been “overlaid” as it should and you have an extra record in Voyager that you need to get rid of, then:

• Retrieve both records in Voyager.
• Check the History Tab to determine which record was imported by the Collection Development unit. This will have the PO attached and must be retained.
• Save the OCLC number (035 ‡a) to the Collection Development record and write down the BIB number.
• Make certain that all Holdings and Item records are attached to the Collection Development record.
• Select the record imported by the Resource Management unit.
• Click the disk button in the top left section of the Voyager window.
• Type the name of your usual import file in the file name box and click Save.
• Click OK.
• Select Record/ Import/ From New File.
• Type the name of your usual import file in the file name box and click Open.
• Select the record and save to the database.
• Duplicate detection will show two duplicates. Select the BIB number that matches the Collection Development record for OCLCReplace.
• Once the information is on the correct bib number, delete the record imported by Resource Management.

Overlaying records (importing to replace)

Occasionally when cataloging items, the need arises to select a replacement bibliographic record from OCLC. To replace the unacceptable bibliographic record in Voyager:

• With the desired record displayed, select Export Record
  
• Log onto Voyager in the Cataloging happening location for retrospective material or
  
• Log onto Voyager in the CRS happening location for new material that has not yet been cataloged
  
• Retrieve the record to be replaced and suppress it
• The retrospective material (previously updated in Cataloging or Non-Marcive edit happening locations) Import and Replace must be done after the bibliographic record in removed from the Universal Catalog
  
• The new material (previously updated in CRS happening location only) Import and Replace may be done immediately
  
• Retrieve the record to be replaced and suppress it
• Retrieve the imported record from the import file
  
• Select Window/ Tile 
  
• Copy the OCLC number (035 ‡a) from the imported record to the record to be replaced and save it to the database
• Select the new imported record
  
• Save the record to the database
• Duplicate detection will show one duplicate. Select OCLCReplace and replace the record.

If you are also updating the cataloging, then attach our symbol in OCLC before closing. Remove our symbol from the replaced record if it had already been updated.

Switching bibliographic records for invoices

• Retrieve the records in the Cataloging module.
• Save each record to the Import file.
• Close the Import file copies of the records.
• Retrieve the Cataloging module copies of the records (Voyager may close this copy, but it’s still in there).
• Record both OCLC  and Bib numbers.
• Edit the 035 ‡a for each record to switch the OCLC numbers.
• Save changes to the database.
• Import each record to Voyager. Be sure that the Import/ Replace menu is set to OCLC Replace.
• Save bibliographic changes to the database.
• Relink the Holdings records in order to “switch” them.
• Open each holding record.
• Select Record/ Re-link holding to bibliographic.
• Type the bibliographic record number for the destination record (where you want the holding to go.) The title bar at the top of the Holdings Record window should show the new title and bibliographic number after re-linking.
• Repeat the last 3 steps for remaining holding.

Check the invoice to verify that the correct bibliographic record is linked.

Updating New Printouts in the Voyager Database

You will work in OCLC and Voyager when updating printouts. OCLC is a national cataloging database and Voyager is our cataloging facility.

To access Voyager:

• Double-click on the Gil Quick Connect icon.
• Select the Production tab and the Cataloging button.
• Enter user name and password.
• Select Cataloging Happening location.
• Search for the record by System number (035a).
• Edit each record from the printout as the cataloger has marked it.
• Save the record to the database.
• Click on Get Holdings, change the 852 ‡ b to reflect the item’s destination:

                    Place the cursor in the subfield.
                    Press Ctrl-L to get the list of available locations and select the appropriate one.
                    Delete the former location.
                    Add prefix information from the bibliographic field 049 in an 852 ‡k . (REF, OVERSIZE, MAA)
                    Check call number to assure that it matches the bibliographic record call number.
                    Save the Holdings Record to the database.

Repeat for each printout.

To access OCLC:

• Open the Connexion Client from the desktop icon
• Click on the Search icon on the Button Bar in the upper left corner of the screen
  
• Type in your Authorization and Password.
  
• Press Enter or Click OK in the Connexion Logon dialogue box

To search OCLC:

• Type # and your OCLC number in the Command line search box.
• Click on OK in the bottom of the Search Worldcat window or press Enter.
• Confirm that the bibliographic record retrieved matches the printout
  
• Press function key F8 to update the holdings information. The record should show Held by GPM if the action was successful.
• Repeat the search and update for each printout

Removing unwanted records from the import file

When working with the import file, it is possible to save records to the file that we later decide not to save to the database. These excess records can’t be deleted individually. The entire file must be deleted in order to remove them.

The most efficient way to do this is to import all necessary bibliographic records to the database; then delete the import file. While in Voyager Cataloging:

• Click on Record/ Import/ From New (or Previous) file.
• Right-click on the name of your import file.
• Select Delete from the pull-down menu that appears.