Creating records for circulation, reserves and local cataloging

When in doubt or if there are any questions regarding this procedure, contact Catalog Division.

This procedure would be used when creating new bibliographic, holdings and item records for reserve materials, circ on the fly, and local cataloging of technical reports, government documents and Sr. theses, etc.

• Log onto Voyager cataloging module.

• Start by choosing the appropriate template for your work.

  Reserves Reserve book.tem Reserve recording.tem Reserve score.tem Reserve video.tem

  Circulation Circ.tem

  Local cataloging Brief.tem (book record) Brief Sr. thesis.tem Brief ser.tem (serial record) Brief music.tem Brief GOV DOC or TECH RPT.tem

  1. From the menu bar select Options>Preferences>Folders/Files.
  2. In the Templates Section click on the ellipses at the end of the Bib: dialogue box.
  3. In the Open dialogue box choose the appropriate template, then double-click or click Open.
  4. You can check the name of the template by using the arrow key in the Bib dialogue box.
  5. Click OK button at bottom of the Session Defaults and Preferences box.

• Click on New record icon (the first one on the tool bar - blank page with corner turned down). The template, which has been set as the default in your Session defaults and preferences, appears

• Fill in the appropriate fields. Any field that you are not using must be deleted before saving the record.

  For guidelines on how to input the MARC fields see:
       For reserves: MARC fields and subfields used in brief reserve records
       For circulation: MARC fields and subfields used in brief circulation records
       For local cataloging: MARC fields and subfields used in brief (local) cataloging

  To edit a field: Use the usual Windows cut/copy/paste and overwrite capabilities.
  To add a field:
  Use the F3 function key to add a line above the selected line
  Use the F4 function key to add a line below the selected line
  To delete a field, select the field and hit the delete key.
  To insert a delimiter symbol use the F9 function key

• Click on the boat icon to save the record to the database.

• Click on the "Strapped Books +" icon to create a holdings record. The holdings record (mfhd) template will display. Follow the guidelines for entering information below.

• 852 field (location and call number field)

  Indicator 1: Must have either a '0' (zero) for the Library of Congress classification scheme, an '8' for Richardson classification, accession numbers and others, or an '3' for Sudocs numbers.

  Indicator 2: We will leave blank.

  The location will be in a |b subfield
  The location must be in lower case. If you need to change the location, place the cursor at the beginning of the location, manually retype in a new location and delete the old location, or with the cursor in the |b field press ctrl/L and choose your location from the list. If you get an error message related to the location, and your location is in lower case, consult your supervisor.

  Type in the following subfields in this order:
     |b = location
     |t = copy number (for any copy beyond the first. Copy 50 and higher are used for Reserve items)
     |c Oversize (if required. Also put the size symbol at the end of the call number)
     |h = class number
     |i = shelflist / cutter number. This is the last part of the LC call number that starts with a letter. It represents the main entry for the item. Not needed for non LC call numbers

  Examples:
  For circulation

  852	0		|b sg |h QE350 |i.I5 1990
  852	0		|b sg |c Oversize |h QE350 |i.I52 1993q
  852	0		|b res |t 50 |h DG225.B79 |i B747 1995
  852	8		|b f |t 2 |h3225.1132

  For reserves:

  852

  8

  |b res |h X ECO 321 BAU

  For local cataloging:

  852	8		|b st |h DOT-FTA-MA-26-7021-96-1
  852	8		|b st |h NASA-TP-3521

  If you are working with a bookset or serial there must also be 866 fields in the holdings record, (which in NOTIS was in a separate MARC holdings record). For guidance on how to input these see:
     Adding Holdings and Item records to Voyager for monographs and booksets
     Adding Holdings and Item records to Voyager for serials

• Save the holdings record to the database by clicking on the boat icon.

• Click on the "Stacked Books +" icon to create an item record.

• Scan in the barcode.

• In the item type choose appropriate loan code.

• If working with a bookset or serial fill in the enum. and chron. as appropriate. For guidance on how to input these see the Adding Holdings and Item records to Voyager for monographs and booksets procedure or Adding Holdings and Item records to Voyager for serials procedure.

• If creating a circ on the fly record you have to set the item status for catalog review.
  Click on the graph button (edit item status) and choose catalog review from the status list. Move it up to the status box by clicking on the blue arrow button and click OK.

• Save the item record to the database by clicking on the boat icon.

• Click on the "Show associated records" icon to display the bibliographic tree.

  When in doubt or if there are any questions regarding this procedure, contact Catalog Division.