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Adding electronic holdings
Ebooks – Cataloguing
Introduction.
General tab.
Item defaults.
Validation. 2 2. Retrieve bibliographic record. 2 3. Edit the record. 6 856. 6 915. 4. Add holdings. 7 5. Exit from Remote search. 9 Appendix : editing MARC records on Voyager. 9
Select Options-Preferences and set preferences as indicated below.
Under Call number hierarchies select None.
Tick the following boxes:
Validation
Cataloguing formats
Select MARC21_v5 from the drop-down list.
Bypass MARC21 Character set validation
Select this option to prevent the validation of records against the MARC21 character set when you save to the database.
List all the errors
Select this option to display a list of all the errors resulting from the MARC validation.
Bypass Authority Control Validation Select this option to stop the validation of records against the authority records when you save to the database.
You should see the following screen:
Select location where you want to search, highlight it and press add and the location will be added to the list of selected locations. You can select more than one location, eg Libraries Australia and RMIT University Library Voyager. When finished adding locations, press Connect. You will be returned to the search screen.
The default search type for single remote search is Title. The default search type for multiple remote search is ISBN. If you wish to do another type of search, select the appropriate type from the drop-down menu.
Type in your search statement and press ‘Do Search’.
When the search function has finished, press ‘Show Results’ for the list of title/s. NB if § your search results in only one record, and § you have selected ‘Display record directly if search results in only one title’ from the Workflow tab in your Preferences, the record will display directly such as in the following screen shot (see over page):
If there is more than one record, highlight the record you wish to check and press ‘OK’. To select more than one title, highlight the records you wish to view while holding down the Ctrl key. It is probably wise to select no more than 2 records at a time for easy viewing. If you choose to view more than 1 record, go to the Window menu and select Tile (see example below). To return to the list press the Titles icon in the menu bar. You should close the windows if you are finished viewing them before selecting new entries. Go to the File menu and select ‘Close all’.
Add the word SFX to the ‡a subfield in the 915 (see screen shot below). When you press Save to DB for your first amendment you will probably receive the following message (see over page). Select ‘No”. It is quite possible that you will receive a Marc Error report (see screen shot below). You will need to correct the errors. See Appendix 1, Correcting MARC errors on Voyager. If an Authority Validation message opens, check that you have set your Preferences as outlined in Introduction. When you have corrected all the errors, save the record by pressing Save to DB. You will see a confirmatory message. Press OK or <Enter>.
Select the button on the bottom left hand side to ensure that Not charged is highlighted and press OK. And then press Save to DB. If you like, press the Hierarchy button to ensure that the holdings and item/s are as they should be (see illustration below).
Place the cursor at the far left hand side of the bibliographic record and click. You will see the cursor at the side of the field you have selected. In the screen shot below the cursor is beside the 245 field. Note the caption at the very bottom of the screen which gives the tag name.
Use F3 to insert a field before and F4 to insert a field after the cursor. When you have created a new line, press F2 to see the tag names. Select the tag you wish to add and press OK or <Enter> to insert that tag. (You can type in the tag number also.) In each tag name, indicator, or field, the F2 key will display the values which apply.
Select the value from that window and press OK or <Enter> to insert that value. Always save the record to the database (sailboat icon) when you have finished editing.
Introduction.
General tab.
Item defaults.
Validation. 2 2. Retrieve bibliographic record. 2 3. Edit the record. 6 856. 6 915. 4. Add holdings. 7 5. Exit from Remote search. 9 Appendix : editing MARC records on Voyager. 9
1. Introduction
Login and select Acq/Cat LR&A as normal.Select Options-Preferences and set preferences as indicated below.
General tab
Under Holdings/Item default location select Electronic Resource.Under Call number hierarchies select None.
Tick the following boxes:
- Delete records from work file once saved to database
- Delete records from import file once saved to database
- Add a subfield ‘a’ to a new field.
Item defaults
Under Item Defaults select Not for Loan. Validation
Cataloguing formats Select MARC21_v5 from the drop-down list.
Bypass MARC21 Character set validation
Select this option to prevent the validation of records against the MARC21 character set when you save to the database.
List all the errors
Select this option to display a list of all the errors resulting from the MARC validation.
Bypass Authority Control Validation Select this option to stop the validation of records against the authority records when you save to the database.
2. Retrieve bibliographic record
To retrieve a bibliographic record that matches the e-book, use the remote retrieval feature. To do this, click on Search then click on Remote in the search screen.You should see the following screen:
Select location where you want to search, highlight it and press add and the location will be added to the list of selected locations. You can select more than one location, eg Libraries Australia and RMIT University Library Voyager. When finished adding locations, press Connect. You will be returned to the search screen.
The default search type for single remote search is Title. The default search type for multiple remote search is ISBN. If you wish to do another type of search, select the appropriate type from the drop-down menu.
Type in your search statement and press ‘Do Search’.
When the search function has finished, press ‘Show Results’ for the list of title/s. NB if § your search results in only one record, and § you have selected ‘Display record directly if search results in only one title’ from the Workflow tab in your Preferences, the record will display directly such as in the following screen shot (see over page):
If there is more than one record, highlight the record you wish to check and press ‘OK’. To select more than one title, highlight the records you wish to view while holding down the Ctrl key. It is probably wise to select no more than 2 records at a time for easy viewing. If you choose to view more than 1 record, go to the Window menu and select Tile (see example below). To return to the list press the Titles icon in the menu bar. You should close the windows if you are finished viewing them before selecting new entries. Go to the File menu and select ‘Close all’.
3. Edit the record
When you find the record that you wish to use, you will need to amend the record to 1. remove 850 fields, and 2. add the 856 and 915 fields.856
See Appendix (p. 9) for instructions about editing MARC records in Voyager. To add a URL to the 856 field: 1. Open up your web browser and go to the Web site whose URL you want to add. 2. Open the record into which you want to insert the URL. 3. Select Edit>Insert URL from Browser or click Ctrl + U. 4. If there is a ‡z subfield in the 856, delete the text it contains and insert Available on Etitle. 5. Otherwise use (F9) to insert a second delimiter and type in the letter z followed by Available on Etitle. 6. Save the record by pressing the Save to DB icon. (Do not use the Save icon.)915
Add the word SFX to the ‡a subfield in the 915 (see screen shot below). When you press Save to DB for your first amendment you will probably receive the following message (see over page). Select ‘No”. It is quite possible that you will receive a Marc Error report (see screen shot below). You will need to correct the errors. See Appendix 1, Correcting MARC errors on Voyager. If an Authority Validation message opens, check that you have set your Preferences as outlined in Introduction. When you have corrected all the errors, save the record by pressing Save to DB. You will see a confirmatory message. Press OK or <Enter>.
4. Add holdings
Add the holdings by either § selecting new holdings (if the record has no holdings), or § get holdings (if holdings are present). For e-books the call number isretrieved from the spreadsheet of Authorised database names. When satisfied that the holding is as you intend, press Save to DB (see screen shot over page). Select New ItemsSelect the button on the bottom left hand side to ensure that Not charged is highlighted and press OK. And then press Save to DB. If you like, press the Hierarchy button to ensure that the holdings and item/s are as they should be (see illustration below).
5. Exit from Remote search
If you are still connected to Libraries Australia and Voyager and wish to retrieve a record from Voyager, it is necessary to exit from Remote search. Otherwise the search you perform to find the record will also search Libraries Australia, resulting in a duplicate record on Voyager. To exit from Remote Search § Press the Search button § Press the Remote button within the Search dialogue box (see Search instructions): § At the Voyager Connection Options screen, press Delete twice to remove the selected databases. § Press Connect.Appendix : editing MARC records on Voyager
Place the cursor at the far left hand side of the bibliographic record and click. You will see the cursor at the side of the field you have selected. In the screen shot below the cursor is beside the 245 field. Note the caption at the very bottom of the screen which gives the tag name.
Use F3 to insert a field before and F4 to insert a field after the cursor. When you have created a new line, press F2 to see the tag names. Select the tag you wish to add and press OK or <Enter> to insert that tag. (You can type in the tag number also.) In each tag name, indicator, or field, the F2 key will display the values which apply.
Select the value from that window and press OK or <Enter> to insert that value. Always save the record to the database (sailboat icon) when you have finished editing.
Latest page update: made by Anonymous, Nov 28 2007, 8:00 PM EST
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