Voyager Accounts and Passwords
Required Fields in Bibliographic Records
Making a New Record by Copying an Existing Record
Troubleshooting Common Problems
Set Yale University Library standard preferences and Manuscript Unit local preferences, using instructions in the Cataloging Module Preferences supplement [1]of this manual. [2]
Setting these preferences will ensure that cataloging module search, display, and validation function as needed for Manuscript Unit procedures.
Optionally, suppress bibliographic records during editing and review process.
A suppressed bibliographic record must have at least one MFHD, to avoid deletion of orphan bibliographic records by YUL catalog maintenance staff
If a final call number has not been assigned, temporarily enter “Manuscript Unit” in MFHD 852 ‡h, and omit ‡i
Before saving an unsuppressed in-process bibliographic record, verify that it contains the following:
All required fields
At least one unsuppressed MFHD record with at least a TS location code (852 ‡b) and a temporary call number (852 ‡h Manuscript Unit)
Sufficient description and access points so that the record will make sense in the OPAC and other publically-accessible venue
Generally, do not suppress an existing bibliographic record during editing, to ensure that it remains accessible in the OPAC and Aeon
For closed collections, add the following to existing records:
099 _9 note listing former call numbers
Temporary 506 note:
In-process collection. As of [month year], this collection [is or will be] closed to readers temporarily, and will reopen when processing is complete. For more information, please consult the Closed Collections Schedule on the Beinecke Web site, at www.library.yale.edu/beinecke [3]
Temporary MFHD, with TS location code (852 ‡b) and a temporary call number (852 ‡h Manuscript Unit
If existing analytic records will be superseded by full processing, determine if these should be unsuppressed, suppressed, or deleted during processing
Delete any temporary MFHDs and unsuppress final MFHDs
Delete any temporary in-process 506 notes
Verify that bibliographic and MFHD records are unsuppressed. Only unsuppressed records are publicly accessible.
Two folders of standard Manuscript Unit templates, “bib templates” and “MFHD templates,” are located at: J/ mssunit/voyager templates/cataloging
The “bib templates” folder contains five subfolders for the five most commonly-used descriptive standards: DACS, DCRM(MSS), DCRM(G), DCRM(M), and DCRM(C).
These templates should be copied to each cataloger’s workstation at: C/voyager/catalog/template
Also use these templates as necessary to create customized templates for specific cataloging projects. Save customized templates under a different name in the same C directory.
Cataloging module password profiles are assigned to staff as follows:
Student assistants must have their own passwords, and these must be cancelled after students leave. To obtain or cancel a student password, contact the Cataloging Coordinator.
Always save using “Save to DB” button; the “Save” button only saves a local copy on the cataloger’s computer.
All records are reviewed by the appropriate supervisor and curator, and by the Cataloging Coordinator.
The Cataloging Coordinator compiles Unit cataloging statistics from records sent for review.
Keep track of the review, completion, and unsupression of each record, and the updating of accession records.
The bib is suppressed. Unsuppressing a suppressed bib queues it for export.
The bib has been suppressed for more than 30 days with the “OK to export” box checked. The bulk import application only exports records from the last 30 days. If a record has been suppressed and marked “OK to export” for more than 30 days, unsuppress it, then click “Change to Today” in the system tab and “Save to DB”.
The bib does not have any mfhds attached.
The bib, suppressed or unsuppressed, has all suppressed mfhds (must have at least one unsuppressed mfhd).
“Suppressed”, “Cancelled”, or “Withdrawn” appears in the 852$h of all mfhds attached to the bib.
“UNCAT”, “In Process”, or “On Order” appears in the 852$h of all mfhds attached to the bib.
At least one mfhd attached to the bib has “yulint” as the location code.
The bib has a 948 containing GEAC or CIRC (case-sensitive matching).
The bib has a 948 or 040 containing Mvl (case-sensitive matching) or a 948 containing Marcive (case-sensitive matching).
The encoding level is 5 or 9.
No previous MARS/Backstage or OCLC export (per MARS or OCLCREC operator id in history tab). New records must be exported to Backstage first.
No additional local guidelines.
If a record should be deleted from Voyager and/or OCLC, notify the Cataloging Coordinator.
If the collection has a finding aid, verify that the finding aid is deleted or updated with the new call number, bib id, and extent as needed. Make sure any new/updated bibliographic records link to the finding aid.
If the collection has been fully or partially digitized, contact DSU staff to ensure the Digital Library is updated with the new call number, bib id, and box and folder numbers of digitized items as needed.
If the collection has 544 [4] fields for associated materials, make note of them so they can be added to the new/updated bibliographic record and/or finding aid as needed.
No additional local guidelines.
Links
[1] https://msu-cataloging-manual.beinecke.library.yale.edu/voyager-cataloging-module-preferences
[2] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/Cataloging%20Module%20Preferences.aspx
[3] http://www.library.yale.edu/beinecke
[4] https://msu-cataloging-manual.beinecke.library.yale.edu/5xx#544