Retrospective maintenance on records for material already in the collection has revealed some merged and renumbered records in OCLC. Records renumbered in OCLC and not replaced in Voyager will result in duplicate records in the UC. They also make Inter-Library Loan searches using OCLC and our OPAC less effective. The new version of these bibliographic records must be imported into Voyager to replace the obsolete version of the record.

If you are not familiar with this workflow, please consult the Resource Management Staff Assistant before replacing a bibliographic record.

Identifying Obsolete Records

Replacing Obsolete Records (New Bib ID)

Replacing Obsolete Records (Same Bib ID)

Identifying obsolete bibliographic records

Search OCLC Connexion using the number in the Voyager 035 ‡a. If the OCLC number appearing in the top left corner of the Connexion window does not match the OCLC number in Voyager, then the record has been merged with other bibliographic records.
 
An OCLC bibliographic record that has been merged with other records will contain an 019 field listing all affected OCLC numbers. The OCLC number in Voyager will be among those listed.


Replacing obsolete bibliographic records in Voyager

• Make the necessary edits in OCLC Connexion to ensure that the bibliographic record meets local cataloging standards and export the record to a file.
• Import the record in Voyager Cataloging and Save to the Database in the Cataloging happening location.
• Re-link the MHFD to the new bibliographic record.
• Delete the old bibliographic record.

If the record is attached to a Collection Management or Serials Management purchase order, then it will be necessary to replace the record using the same Voyager bibliographic ID number as detailed in Overlaying records (importing to replace) below.

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.