Setting Preferences in the Cataloging Module

General | Validation | Work Flow | Item Defaults | Folders/Files | Mapping | Colors/Fonts | Graphic view

 

 

06/20/2009

 

 

The following information includes CIP-specific advice for setting Voyager Cataloging Module Preferences. For a general explanation of Voyager Preferences, press the F1 key when the Session Defaults and Preferences window is open. The options selected are activated by selecting OK and remain in place between sessions or until changed during the current session. Make all the necessary changes in each category of options (General, Validation, Work Flow, etc.) and click OK once to save them all or click OK each time an option is changed. If you fail to click OK the changes will not take effect.

 

To open Preferences from the menu bar choose:  Options > Preferences.

General

Holdings/Item Default Location

From the drop-down menu, choose the location that you use most of the time. The default location will appear automatically in new holdings and item records.

Call number hierarchies

From the drop-down menu, choose:  CIP Library of Congress. This option controls call number selection during record import and when using the "Get call number from bib record" feature. This selection will choose the 050, second indicator 0 call number. Other options are available for batch record imports and government documents.

Bibliographic Import/Replace Profile

From the drop-down menu, choose:  CIP OCLC Merge. The Merge profile is used in cataloging for importing new records and for overlaying existing Voyager records. When the OCLC number of the imported record matches an 035 field in an existing record in Voyager, the imported record will merge with the existing record, maintaining defined fields from the existing record. If there is no match, the imported record will be added as a new Voyager record.

Authority Import/Replace Profile

From the drop-down menu, choose:  CIP Merge. The Merge profile is used in cataloging for importing new records and for overlaying existing Voyager records. When the OCLC number of the imported record matches the 010 field in the existing authority record in Voyager, the imported record will merge with the existing record, maintaining defined fields from the existing record. If there is no match, the imported record will be added as a new Voyager record.. Selecting any of the other profiles may result in the creation of duplicate authority records.

Delete records from work files once saved to database

Check this option if desired. Work files may be used to temporarily store records that are being edited or for other specialized cataloging projects.

Delete records from import files once saved to database

Check this option to delete imported records from the import file automatically after they have been saved to the database.

Add subfield ‘a’ to a new field

Checking this option automatically adds |a to every new field created. Check this option when creating mostly Bibliographic and Authority records. You may not want to select this option if working mostly with Holdings records where the variable fields do not begin with |a.

Display MARC views maximized

Check this option to maximize the amount of the bibliographic record that can be seen at one time. If you prefer to have multiple records open simultaneously, you may prefer not to select this option. Experiment to see what works best for you.

Validation

Cataloging Formats

From the drop-down menu choose:  OclcSMU.

Bypass MARC Validation

This option refers to bibliographic records. Copy catalogers and catalogers should not check this option. All CIP catalogers should use MARC Validation to identify tagging errors that may affect access to the record. Select List all the errors as your preference for error reporting. Fix tagging errors immediately as reported by the system. When in doubt, check with a cataloger.

 

Bypass MARC21 Character Set Validation

Do not check. When this option is left unchecked the MARC21 Repertoire file is used for character set validation, insuring that the record only uses Unicode characters that include the MARC21 set. If you receive an error message, consult with a senior cataloger.

 

Bypass Decomposition of Accented Characters for MARC21

Do not check. Leave this option unchecked for MARC21 compliance. If you receive an error message, consult with a senior cataloger.

 

Bypass Authority Control Validation

Check this option to permit saving bibliographic records to the database without being alerted of name and subject headings that lack authority records. Most CIP staff should select this option. Catalogers doing authority work on member input or original cataloging may choose to activate Authority Control by removing the check mark.

Work Flow

Retain last search

Check this option to keep your last search in the search box until you do another search, a convenience for repeated searches of the same type and for revising a search term.

Automatic truncation for non-keyword searches

Checking this option means that a question mark is not required for right-hand truncation of non-keyword searches. Check this option to allow entering only as much of the search term as you need to get a useful result. (The search term “dog”" retrieves dog, dogmatic, dogs, etc.) Check this option only when you want to search exact terms, such as short titles (for example:  Dune; Les Miserables) or specific names and subjects.

Display bibliographic record directly if search results in only one title

Check this option to eliminate a title index display of only one title when your search produces a single hit.

Always create a holding when adding holdings to a bib (i.e., do not show existing holdings first)

If you are importing a bibliographic record, check this option to automatically create a Holdings record with the Holdings/Item default location that you selected in your General preferences. If you are working with add copies, multi-part items, or serials, you may want to uncheck this option or always select Hierarchy so that existing holdings records display before you create a new one.

Display item record directly if search results in only one item

Check this option to eliminate an intermediate list of only one item when your search produces a single hit.

Sequence new items at top

This option is used when creating a new item record to tell Voyager to add the new item at the top of the sequence instead of the default position. Do not check this box.

Sequence new e-items at top

This option is not available.

Check for Duplicate Item Barcodes

Check this option to specify that when adding an item record or a barcode to an existing item, the software checks if the barcode is already used on other items.

Suppress confirmation message upon successful save

Check this option if you wish to suppress the confirmation message that displays after a record has been successfully saved to the database.

Item Defaults

Item default values are automatically supplied when an Item record is created. All CIP staff must select a default Item Type; other defaults may be useful for particular tasks.

Item Type

Item Type is a function of location and loan code. The default item type appears in new item records. From the drop-down menu, select “circ” unless all or most of the new item records you create are a different item type. (For example, you may want to choose “non-circ” if you are working on a group material for a Reference collection or "reading room" if you are working on DeGolyer materials.) We suggest leaving the rest of these fields blank unless you have the habit of batching your work in such a way that it would be feasible to select or enter data in one or more of these fields. (For example, you may want to set a temp location if you are cataloging group of browsing books, but you must remember to change it back when you complete that group of books.)

Folders/Files

Templates

Default templates are required to create new Bibliographic, Holdings, or Authority records.  In the c:\voyager\catalog\template directory CIP staff have created several templates for different formats and special projects.

 

If you frequently create bibliographic records in one format but not in others, select a bibliographic template by clicking on the ellipse and selecting the appropriate template for Bib:. If you create records in various formats, leave the Bib: template field blank. You will then be prompted to select which template you want to use each time you wish to create a new bibliographic record. For the Hold: template default, most staff will want to select c:\voyager\catalog\template\hold.tem. If you create records in various formats, leave the Hold: template field blank. You will then be prompted to select which template you want to use each time you wish to create a new holdings record. However, only the Voyager created template hold.tem will automatically insert the call number or allow the use of the "Get call number from bib record" function. If you create authority records, either select c:\voyager\catalog\template\auth.tem  for the Auth: template default or leave the Auth: template field blank.

Folders

Set the Template: and Import: directories so Voyager knows where these files are stored.  Use c:\Voyager\Catalog\Template\ for the template folder and c:\Voyager\OCLC\ for the import folder. These can be typed in, or chosen from a browse dialog box by clicking on the ellipse next to the blank box.

Work Files

Most CIP catalogers do not use the work files. If you do use work files, you may enter the names of the files to which you want your records automatically saved.  You may also need to change your Mapping preference to open the work record again.

Save to Local File

Original catalogers in CIP will set this option to save records with diacritics and special characters for importing into OCLC.

Enter the filename in the File field or click the ellipsis to search for the file to which you want to save. Click the Character Set drop-down arrow to select MARC21 UTF-8 as the character set format in which you want the records to be saved.

NOTE:  If no filename is entered into the File field, the Save to Database and to Local File option is disabled. If the file is specified but does not currently exist, it is created at the next Save to Database and Local File.

 

Mapping

Local import

Select MARC21 UTF-8 from the drop-down menu.

Colors & Fonts

Choose colors for the background and text for MARC Views (Bibliographic, Holdings, and Authority records) and Record Hierarchy. Different colors help distinguish the record types when there is more than one open. CIP catalogers should also set the MARC views for Conversion records to white. This insures that any record that was not converted to Unicode will stand out and can be corrected. Be sure that the Background and Text colors display all letters and diacritics clearly. Similar color choices for each record type in MARC view and in Record Hierarchy make it easier to keep track of multiple open records.

 

Under the heading Search Result Colors, a color should be selected for Suppressed Records. Select a color not already chosen in MARC Views or Record Hierarchy.

 

Choose a Unicode font to display diacritics and symbols correctly. Voyager provides Arial Unicode MS and Lucida Sans Unicode. There are five Font sizes, plus an option to display field text in bold. Experiment to see what works best for you.

 

Click OK to store all changes!

 

 

This page is maintained by CIP Tech Team.