Voyager Item Records

Document sections

Creating item records	Enumeration	Copy number
Barcodes	Item status	Retrieving Existing Item Records
Item location	Item statistical category	Resequencing Item Records
Item type		Relinking Item Records

This document deals with the creation and editing of Voyager item records for monographs.

For serial item records, see:

For monographs, see also:

[Please note: This document is still in need of further updating as of August 2007. Information about nonprint materials needs to be updated. The section on resequencing item records, some of the descriptions of record display, and some of the illustrations are still based on an earlier Voyager release.]

Creating item records:
Item records should be created at the time of cataloguing. (Exception: Blackwell book plan records come with linked item records already created.)
Basic procedures for creating a new item record:
- The associated bib or holdings record must be open.
- Either
  - Use the keyboard sequence:
    
    Alt-R
    T
    
    or
  - Click on the "New Items" icon towards the top -- the stack of books with a plus sign, fourth from the right
    
    or
  - Open the Record menu and click on the "Create Items" option
- Enter the barcode number, if needed. Please note that item records should be created even for items that do not get barcodes.
- Make sure that the item type is set correctly.
- Enter any enumeration information needed.
- Make sure that the item status is set correctly.
- Make sure that the item statistical category "New Title" is set correctly (unless you keep it set the same way for all records).
- Make sure that the copy number is correct.
- Save the record to the database.
Return to top of this document
Barcodes:
Put barcode in piece and barcode number in item record when appropriate for the location. The placement and type of barcode may also depend on whether an item is to be bound or sent for repair.
For more information on when to barcode, consult the table in " Treatment of Items and Information in Voyager Item Records, by Location."
For more information on when to bind (and thus what type of barcode to use), consult " To Bind or Not To Bind!! Binding Policy for Non-Serial Items."
- Barcode labels:
  - Books (monographs):
    - Not going to the bindery: Use a regular barcode label, placed on the inside back cover (p. 3 of cover), towards the upper-right-hand corner.
    - Going to the bindery: Use a piggyback barcode label, placed on the t.p. verso, in the lower third of the page if possible.
      Please note that a returned In-Process-request book that needs binding will need a new, piggyback barcode. Carefully remove or line through the existing barcode on the inside back cover.
  - Music scores:
    
    If there is no music on the t.p. verso, put the barcode on the t.p. verso, in the lower third of the page if possible.
    
    If the music starts on the t.p. verso, put the barcode on the t.p., in the lower third of the page if possible.
  - Non-print materials: [Aug. 2007: needs updating] Decisions still need to be made regarding the barcoding of non-print materials. For now:
    
    When practical, put barcode on container of CDs, videorecordings, LPs, CD-ROMs, and computer diskettes. Cover any commercial barcode present; otherwise, try not to cover essential information.
    To date, we have not been barcoding microforms or audio cassettes.
- Barcode field in item record:
  - Wanding in the barcode number is the safer way to enter them. They can be keyed in when necessary.
    Tip: If you work with a sheet or rolled section of barcodes that you use sequentially, a Keyboard Express macro can be set up to provide most of the digits in the barcode number. For example, you could enter the macro and just key in the final 3 digits. This macro only needs to be updated each time that you begin a new sheet or roll.
  - The barcode field has a box at the right with ellipses (dots). You can click on this box to:
    - Add a barcode number to an item record created without one.
    - Add a second barcode number when necessary. For example, if a returned In-Process-request book needs to be bound, a second number is needed for the second barcode. (The first barcode number should be left in the item record.)
    - Check a second barcode number (when one is active and the other inactive).
  - Once a barcode number has been stored in an item record, that record can be retrieved by the barcode number. Either:
    - Use the macro key combination Shift-F7
      
      or
    - Use the keyboard sequence:
      
      Alt-R
      B
      
      or
    - Open the Record menu and click on "Retrieve by barcode."
Return to top of this document
Item location:
The permanent location ("Perm. Loc.") represents the basic location of the item. When the item record is created, this location is pulled automatically from the holdings record.
A drop-down box is available to help you select the correct location.
Changing location: Once the item record has been created, if the location code is changed or corrected, it needs to be edited in both the holdings record and the item record.
If you change the permanent location, the item type may also need to be changed.

Return to top of this document
Item type: The default item type in most templates is BOOK. If you catalog something other than a book, you will need to change the item type [Aug. 2007: needs added information and/or link]. Also, some locations get special item types. To verify the specific item type for your location, please consult the list Item Types: Alphabetically by Location Code or "Treatment of Items and Information in Voyager Item Records, by Location."
Please note:
- All Reference locations get an item type of Ref.
- All Rare books get an item type of Rare.
- Books for the Architecture Library and the Math Library get their own item types, which begin with "AR..." and "MA ..." respectively.
Return to top of this document
Enumeration:
Fill in for multivolume monographs.
- Designations: Use volume designation as it appears on the piece and in holdings record 866 field. Use abbreviations as listed in "Volume Caption Abbreviations."
  
  E.g. no., pt., or Bd.
  
  If no designation is present in the piece, use "v."
- Spacing:
  - Abbreviated designation: Do not put a space between the designation and the number or letter.
    
    E.g. "part 2" is written as "pt.2"
  - Spelled-out designation: Put a space between the designation and the number or letter.
    
    E.g. "Heft 4" is written as "Heft 4"
- Numbers: Use Arabic numerals, except in exceptional complex situations, to avoid ambiguity.
  
  E.g. "volume two" is written as "v.2"
  
  E.g. "Heft II" is written as "Heft 2"
  
  E.g. Band IV has multiple undesignated parts, some of which come in more than one section:
  
  Bd.IV v.18/2
- Alphabetic sequences: Transcribe an upper-case or lower-case letter as it appears on the piece.
  
  E.g. "Part B" is written as "pt.B"
  
  E.g. "fascicule 2a" is written as "fasc.2a"
- Multiple levels: Separate different levels of hierarchy with a space.
  
  E.g. v.2 pt.1 no.4
  
  E.g. Bd.6 T.1 Heft 2
- Indexes, supplements, etc.: If the call number consists of a basic call number followed by "Index," "Suppl.," or a similar term, put this term in the Enumeration field, beginning with a capital letter.
  
  E.g. Index
  
  E.g. Suppl.
Return to top of this document
Item status:
The item status At Bindery should be included in records for items going to the Preservation Dept. to be bound or repaired. (For more information on whether to send something to be bound, please see "To Bind or Not to Bind!! Binding Policy for Non-Serial Items.")
If most of the books that you catalogue will not need to be bound, it is probably easier not to set the At Bindery status as a default.
- Setting the "At Bindery" status message when it is not the default:
  - Open the item record.
  - Open the Item status box: Either:
    - Use the keyboard sequence Alt-I [Enter]
      
      or
    - Click on the "graph" icon in the lower left-hand corner:
  - The "At Bindery" status should be highlighted.
  - Either:
    - Click the blue Up arrow in the center of the box.
    or
    - Double-click on "At Bindery."
  - The "At Bindery" message should move up to the "Status" section in the upper part of the box.
  - Hit Enter or click "OK" to store the new status message.
- Deleting the "At Bindery" status message:
  - Open the item record.
  - Open the Item status box: Either:
    - Use the keyboard sequence Alt-I [Enter]
      
      or
    - Click on the "graph" icon in the lower left-hand corner:
  - Either:
    - Highlight "At Bindery" in the "Status" section in the upper part of this box:
      
      then
    - Click the red Down arrow in the center of the box.
    or
    - Double-click on "At Bindery."
  - The "At Bindery" message should move down, out of the "Status" section to the "Status list" towards the bottom of the box.
  - Hit Enter or click "OK" to store the change.
- Setting "At Bindery" as an item record default: If you will be sending a number of items to be bound, setting "At Bindery" as an item record default for that group of items -- so that every item record that you create will automatically get this status -- may save you some time. To do so:
  - On the Menu bar: Use the keyboard sequence Alt-O [Enter] or click on Options, then Preferences.
  - Click on the tab labeled Item Defaults
    
    or
    
    Use the keyboard sequence Alt-I.
  - On the right-hand side you will see a box labeled Status. Click on the down arrow to display a list of status types.
  - Highlight "At Bindery."
  - Click "OK" on the bottom to save your change.
Return to top of this document
Item statistical category: New Title:
The item statistical category New title should be included in records for all titles being catalogued for the first time, as well as for titles with new volumes added. These titles will then be included in the New Titles List in WebVoyage for the week when they were catalogued.
- Setting "New Title" as an item record default (so that every item record that you create will automatically get this statistical category):
  - On the Menu bar: Use the keyboard sequence Alt-O [Enter] or click on Options, then Preferences.
  - Click on the tab labeled Item Defaults
    
    or
    
    Use the keyboard sequence Alt-I.
  - On the right-hand side you will see a box labeled Stat. category. Click on the down arrow to display a list of statistical categories.
  - Highlight "New Title."
  - Click "OK" on the bottom to save your change.
  If most of the books that you work with are copy adds or recatalogued or reconned titles, it is safer not to set "New Title" as a default.
- Setting the "New Title" statistical category when it is not the default:
  - Open the item record.
  - Open the Statistical Categories box: Either:
    - Use the keyboard sequence Alt-I, T
      
      or
    - Click on the "pie-chart" icon near the lower left-hand corner (second from the left):
  - From the "Statistical Categories List," select "New Title":
  - Either:
    - Highlight "New Title":
      
      then
    - Click the blue Up arrow in the center of the box.
    or
    - Double-click on "New Title."
  - The "New Title" category should move up to the "Statistical Categories" section in the upper part of the box.
  - Hit Enter or click "OK" to store the new statistical category.
- Deleting the "New Title" statistical category:
  - Open the item record.
  - Open the Statistical Categories box: Either:
    - Use the keyboard sequence Alt-I, T
      
      or
    - Click on the "pie-chart" icon near the lower left-hand corner (second from the left):
  - Either:
    - Highlight "New Title" in the "Statistical Categories" section in the upper part of this box:
      
      then
    - Click the red Down arrow in the center of the box.
    or
    - Double-click on "New Title."
  - The "New Title" category should move down, out of the "Statistical Categories" section to the "Statistical Categories List" towards the bottom of the box.
  - Hit Enter or click "OK" to store the change.
Return to top of this document
Copy number:
- Item records created locally: The default copy number (usually "1" for new title cataloguing) can be added to the Item defaults screen. (The procedure is the same as for setting the "At Bindery" status as an item record default, in the box labeled "Copy.")
  If the copy number is not 1, you will need to change either the number in the item record or, if you are doing many copy 2's, etc., the item default.
- Item records created by Blackwell: Accept copy number "0" (zero).
Return to top of this document
Retrieving Existing Item Records:
To retrieve an item record that has already been created:
- From associated holdings or bib record: Either:
  - Use the macro: F7
    
    or
  - Use the keyboard sequence:
    
    Alt-R
    M
    
    or
  - Click on the "Get Items" icon towards the top -- the stack of books (without plus sign), third from the right
    
    or
  - Open the Record menu and click on the "Get Items" option
- Using barcode number
- Using item record number:
  Either:
  - Use the keyboard sequence:
    
    Alt-R
    I
    I
    
    or
  - Open the Record menu and click on "Retrieve by record id"; then click on "Item ..."
Return to top of this document
Resequencing item records:
[Aug. 2007: needs updating!]
- Call up the list of item records: Use macro F7 or "Retrieve items" icon.
- Start resequencing process: Use key sequence Alt-R or click on Resequence items button.
- Select line of item record to be moved.
- Either:
  - Click "Move before"
    
    then
  - Scroll to place where want; click on line just after it.
    
    or
  - Click "Move after"
    
    then
  - Scroll to place where want; click on line just before it.
- Item record line should move to the appropriate place; message "Move executed" should display in the lower left-hand corner of the box.
- Key Alt-O [does "Enter" work? check] or Click "OK" to confirm.
Return to top of this document
Relinking item records:
- Write down the holdings record ID number of the record to which the item record should be linked. It can be a holdings record either for the same bib record or for a different one.
- Call up the item record to be relinked.
- Key Alt-R, H or click on Record, "Relink to a different holding ..."
- A box should display, prompting you for a holdings record number:
- Enter the holdings record ID number of the new holdings record. (If you change your mind, you can key Alt-C or click on "Cancel" button.)
- A new box should appear, with the message "Item successfully relinked."
- Hit Enter or click on "OK" to confirm.
- Before closing item record: Double-check title, location, permanent location, and call number, to make sure that the item record has been linked to the correct holdings record.

Return to:

top of this document Local documentation list

Voyager documentation list Cataloging Department home page

HTML document last reviewed: 28 August 2007

top of this document	Local documentation list
Voyager documentation list	Cataloging Department home page