Voyager Procedures, Tips, and Quirks

(decided or noted in Cataloging as of 16 October 1998)

Document sections

Keyboard and editing tips Bib record cataloguing Binding Physical marking, labeling, etc
Searching MARC holdings records Printing records Statistics
Retrieving records Item records Deleting records OCLC updating
Importing and overlaying records Authority records Miscellaneous

Item records

Creating item records In Process status
Barcodes Copy number
Item location Serials
Item type

  1. Creating item records:

    Item records should be created -- until further notice -- at the time of cataloguing.

    Basic procedures for creating a new item record:

  2. Barcodes:

  3. 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.  However, 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.

    A drop-down box is available to help you select the correct location.

    If you change the permanent location, the item type may also need to be changed.

  4. Item type:  The default item type is BOOK.  If you catalog something other than a book, you will need to change the item type.  Also, some locations get special item types.   Please consult the list Item Types (Alphabetical by Location Code) to verify the specific item type for your location.

    Please note:

  5. In Process status:

    The item status In Process should be included in records for items not going to the bindery.

  6. Copy number:  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 "In Process" 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.

  7. Serials:  Continuing our current policy, item records are not created for serials.

    Note:  For records without linked item records, no status message is generated in OPAC.

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Authority records

See also "Keyboard and editing tips."

Authority record searching Retrieving bib records using a cross-reference
Authority record searching shortcut Creating authority records
Retrieving authority records Topical subject heading authority records

  1. Authority record searching:

    See also "Authority record searching shortcut" and "Retrieving bib records using a cross-reference."

  2. Authority record searching shortcut:

    If you have already called up a bib record and want to check authority records, particularly for series or names, there is a shortcut:

    This option will retrieve each authority record with a heading for which there is an exact match in the bib record.  (However, it will not pull up partial matches, which are often the best matches available for subject heading strings.  The authority validation process can be used to retrieve partial matches. [More on that process later ...])

    You may want to tile your records vertically to display both bib and authority records (depending on the number retrieved).

  3. Retrieving authority records

    To retrieve an authority record from a headings list:


    • Click to highlight the line that indicates the authority record; then
    • Click the Authority button.

    • Right-click on the line to call up the authority record list.


    • Keep clicking to highlight and ok (or double-clicking) until you retrieve the authority record.  (If only one authority record includes a field corresponding to your heading, its entry will already be highlighted.)

  4. Retrieving bib records using a cross-reference:

    (This technique is an equivalent of "search redirection" in NOTIS.)

    A search that you have done using a search type that includes authority records (see above, "Authority record searching") may retrieve only a reference, as indicated by "Reference" in the left-hand column and the lack of associated bib records ("0" in the "#" column).  If this occurs, to get to the heading form that you want and its associated bib records:

    • Right-click on the line — or highlight it and click on "Authority" — to retrieve a list of relevant authority records and references.

    • Highlight the "See" line.

    • Hit Enter or click on "Do search."

    • A new index should display, including the correct heading form, with its associated bib records (as well as another chance for access to the authority record).

      E.g.      A search on "marquez gabriel" pulls up a line

                              Reference      0      Márquez, Gabriel García, 1928-

                  If you right-click on this line, a box will come up with 2 lines:

                              Authority record
                              See:  García-Márquez, Gabriel, 1928-

                  If you highlight the 2nd line and hit Enter, a new headings list will come up, beginning:

                              Authorized      96      García-Márquez, Gabriel, 1928-

  5. Creating authority records:

    Please note:  So far, we have not created special authority record templates or discussed authorities-related procedures in Voyager.

    Tips so far:

  6. Topical subject heading authority records:  To verify whether geographic subdivision is valid for a topical heading:

    Check the authority record 008, under “Subdivision” — at the top left of the expanded 008.  (Without expanding the 008, the “i” code should show just to the right of the date at the beginning of the 008).

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Printing records

  1. Bib and holdings records:  The Control-P key (or the Print option under the File menu) will print an entire record.

  2. Item records:  The only current way to print item records is to use SnagIt, for a screen print.

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Deleting records

Issue to be discussed further.  For the time being:

Note:  There is no way (at least as far as we know) to retrieve or restore a deleted record.

For deletion of imported records that you no longer need, see "Problems with imported records not being deleted."

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Physical marking, labeling, etc.

Voyager record number Labeling
NOTIS record number Stickups

  1. Voyager bib record number:  At least for now:

  2. NOTIS record number:  The NOTIS record number should not be removed from an item catalogued in Voyager (unless it is incorrect).

  3. Labeling:  Still to be resolved ...

  4. Stickups:  Regular stickups can continue to be removed from books upon cataloguing unless location, routing, or notification information is present.

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    Record history Logging onto Voyager
    Clarity of font Exiting Voyager
    Closing windows

  1. Record history:

    To check when or by whom a record was created or last updated in Voyager:

    Please note that this history does not give information on:

    Record creation, cataloguing, or other updating in NOTIS.

    Updating prior to the latest updating.  For example, if a record is catalogued, then revised, the date of cataloguing is lost.

  2. Clarity of font:

    The clarity of the font in your Voyager display may be affected by a number of factors:

    If the display is bothering you, you can check with Peter for help in adjusting it as much as possible.  Some people have found it helpful to increase the size of the font.

  3. Closing windows:

    Each time that you call up a record in Voyager, you are actually opening a window.  Until you close that window or exit Voyager, it remains open.  To avoid confusion, and because there is a limit (based on size) to the number of open windows that the system can tolerate, it is helpful to close unneeded windows.  Periodically, you may want to close all open windows.

  4. Logging onto Voyager:

  5. Exiting Voyager:

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HTML document last reviewed:  12 October 1999