Voyager SERIALS procedures

for

creating item records

check-in of standing orders

GENERATING CLAIMS

RE-LINKING ITEM RECORDS

quality control &

RECORD MAINTENANCE

Prepared by: James D. ShetlerDate: July 3, 2002

Goals

With this training, you will be able to –

  1. To create Item Records for serials in Voyager. This includes Item Records for periodicals that are collected for commercial binding and for other serials, such as annuals, yearbooks, etc.
  1. To check-in materials received on standing order, such as numbered monographic series. Such materials may be received in the Voyager Acquisitions Module.
  1. To generate claims in the Voyager Acquisitions Module for all types of serials, such as periodicals. These procedures will demonstrate how to generate a claim without a predictive pattern.

Note: Potentially, there are three (3) methods for claiming. First, there is the method described in the procedures that follow. And, while this a temporary procedure as predicative patterns are being established, it does require considerable skill, diligence, and follow-up to achieve the desired results. Before beginning to use the production version of the Voyager Acquisitions Module, use the training version of the Voyager Acquisitions Module to practice the procedures for claiming without a predictive pattern.

Secondly, many Staff Members use the on-line claiming functions supported by vendors, most notably EBSCONet. Such methods can be used in the interim. Each library will maintain its records of claims placed directly with vendors.

Placing claims via e-mail and regular mail will continue to be options. Again, each library will maintain its records of claims placed directly with vendors.

Predictive Pattern Creation will begin in September. Once this function is underway in the SML Serial Support Team, it will be possible to submit a problematic title – that is, one that is frequently claimed or one that must be claimed within a specific time period – for immediate pattern assignment. Claiming with predictive pattern is greatly simplified. In addition, a record of the claim is retained by the system. Watch for an announcement of this special service.

  1. To receive a claimed issue.
  1. To review procedures for quality control in holdings and item records.

The Roll-Out Schedule for the implementation of claiming without a predictive pattern will be announced shortly.

Creating an Item Record in

the Voyager Cataloging Module

Item Records for periodicals and other serials are created in the Voyager Cataloging Module.

  • Item Records for periodicals are usually created when a periodical is collected for binding.
  • Item Records for other serials, such as annuals, yearbooks, etc., are usually created when that serial is received.

Item Record Creation for a Periodical

The following steps are used to create an item record for a periodical that is collected for binding.

Item Records are attached to holdings records. You must first search for a serial title in the Voyager Cataloging Module and the retrieve the appropriate holdings record.

The periodical for this example is

Cataloging and classification quarterly.

Volume 33, number 1 (2002) has just been received. Example 1 shows the holdings record prior to check-in, and Example 2 shows the holdings record after check in of v.33:no.1.

Creating an item record for v.32 of Cataloging and Classification Quarterly:

  1. Press the New Items button on the toolbar. A new item record will appear (see Example 3).
  1. Enter the following data elements into the Item Record:
  2. Scan in a new barcode into the Barcode: box.
  3. Select the appropriate Perm Loc: (in this case sml).
  4. Select the appropriate Item Type: (in this case Jour01).
  5. Add the enumeration for the bound volume in the Enum: box.
  6. Add the chronology for the bound volume in the Chron: box.
  7. Set the value in the Copy: box to zero (0).
  1. Press the Save to DB button on the toolbar. Example 4 shows the completed item record.

Item Record Creation for a Serial, Such as an Annual, Yearbook, etc.

Procedures for Item Record creation for other serials, such as annual, yearbooks, etc., are identical to the procedures for periodicals.

Checking-in a Standing Order in

the Voyager Acquisitions Module

Receipt of a Standing Order (such as a numbered monographic series) is performed in the Voyager Acquisitions Module.

The following steps are used to check in a title received on Standing Order. The title for this example is v.49 of the numbered monographic series

Typological studies in language.

  1. Subscription Maintenance: Appropriate subscription maintenance is necessary in the Voyager Acquisitions Module prior to checking-in a Standing Order volume.
  2. Search for the Standing Order title in Serials Check-In Search.
  3. If the Standing Order title is found then proceed to step 2 below: Check-in of a Standing Order in the Voyager Acquisitions Module.
  4. If a Standing Order title cannot be found after a Serials Check-In Search,subscription maintenance is necessary. The steps to perform this maintenance are:

oRetrieve the appropriate purchase order in the Search Order window found on the left Tool Bar.

oTo search by serial title, use the pull-down menu in the Search By: box and highlight and click on Bibliographic Info.

oClick on the ellipses button in the Search for: box. A Search box will appear. (The system defaults to a Non-keyword search.)

oUse the pull down menu in the Search by box and highlight and click on Journal Title.

oEnter the serial title in the Search for: box and press on the Do search button (see Example 5).

  1. Highlight the appropriate title in the Titles Index box press the OK button (see Example 6).
  2. The title now appears in the Search For: box in the Search Orders window. Press the Search button (see Example 7).
  3. Highlight the appropriate line item in the Search Orders window and press the Edit button (see Example 8).
  4. Highlight the appropriate line item in the Purchase Order window and press the Details button (see Example 9).
  5. Important note: make sure that the Quick Line Item is off (it should display as Quick Line Item off).
  6. In the Line Item window, click on the Type tab and press the Subscription Pattern button (see Example 10).
  7. In the Subscription Maintenance window, press the New button. The title for the Standing Order will now appear in the Component Name box. Insure that the Check-in title box is checked and press the Save button (see Example 11).

Note: Subscription maintenance is required only once per title.

  1. Check-in of a Standing Order in the Voyager Acquisitions Module:
  1. Search for the title in Serials Check-in (see Example 12).
  2. In the Serials Check-In Search window, press the Maintenance button (see Example 13).
  3. In the Subscription Maintenance window, select the Non-Predictive Component Pattern (see Example 14).
  4. Press the Add Issue button. An Add New Issue box will appear (see Example 15).
  5. Add the appropriate enumeration/chronology information in the Enumeration/Chronology: box and press the Add Issue button. Then press the Start Over button.
  6. Using the toolbar on the left, return to the initial Serials Check-In, and search for the title again. (Voyager will retain the title information.)
  7. Return to Serials Check-in.
  8. Enter the title in the Search For: box
  9. Press the Check-in > button (see Example 16).
  10. Highlight the appropriate issue in the Issue(s) in Hand Box and press the Quick Check-In Button (see Example 17).
  11. The receipt transaction can be confirmed in Serials History (see Example 18).

Generating a Claim for a standing order in the Voyager Acquisitions Module

A Claim for a Standing Order can be generated in the Voyager Acquisitions Module without relying on a Predictive Pattern.

oThe Subscription Maintenance described previously is necessary before a Claim can be generated.

oIn addition, the missing issue must be “identified” in the Voyager Acquisitions Module before it can be claimed.

For this procedure, we will use the same title as that used for the Standing Order check-in:

Typological studies in language.

For this example we shall claim v.53 in this series.

  1. Retrieve the Serial Check-in record for the title (see Example 19).
  1. Press the Maintenance button.
  2. In the Subscription Maintenance window press on the Non-Predictive Component tab.
  1. Add the issue to be claimed by pressing the Add Issue: button. In the Add New Issue box enter the appropriate enumeration/chronology information for the item to be claimed in the Add New Issue box and press the Add Issue: button(see Example 20).
  1. The issue to be claimed will now appear in the Issues in Hand: box of the Serials Check-in screen (see Example 21).
  1. To generate the claim:
  • Press the Accept button.
  • Highlight the small box next to the line item for the issue.
  • Insure that Mark Reason: box contains the word “Claim.”
  • Press the Mark button (see Example 22).
  • Press the Back key.
  • At the Serials Check-In Receive/Mark screen, press the History button.
  • Go to the Problem History tab. The issue to be claimed should appear as a line item (see Example 23).
  • Highlight the line, and press the Generate Claim button.
  • In the Generate Claim box, check the Postal Mail check box in the Send Claim via box and press the OK button.
  1. A Claim has been generated and will be printed.

Note: The history of this Claim is not retained by the Voyager Acquisitions Module. The Claim will not appear in the Problems or Claims sections of Order Maintenance.

Voyager procedures for

claiming a periodical in

the Voyager acquisitions module

Prepared by: James D. Shetler Date: July 2, 2002

Goals

Following these procedures, you will be able:

  1. To generate claims in the Voyager Acquisitions Module for missing periodicals without relying on the creation of a predictive pattern.
  2. To check-in claimed periodical issues, once received, in the Voyager Cataloging Module and to perform the subsequent maintenance in the Voyager Acquisitions Module.
  3. To perform subscription maintenance in the Voyager Acquisitions Module prior to the creation of a predictive pattern, as necessary.

For the near term, most Yale libraries will continue to check-in current periodical receipts in the Voyager Cataloging Module. However,

oIt is impossible to generate a claim for missing issues in the Voyager Cataloging Module.

oClaims can be generated only in the Voyager Acquisitions Module.

oThis procedure will demonstrate how to generate a claim in the Voyager Acquisitions Module without the need to create a predictive pattern.

Appropriate subscription maintenance is necessary in the Voyager Acquisitions Module prior generating a claim for a missing periodical. First, search for the periodical title in Serials Check-In Search. If the periodical title is found then proceed to Step 2 in the procedures that follow.

If a periodical title cannot be found after a Serials Check-In Search, then Subscription Maintenance is necessary. The steps to perform this maintenance are:

  1. Retrieve the appropriate purchase order in the Search Order window. To search by periodical title, use the pull down menu in the Search By: box and highlight and click on Bibliographic Info. Click on the ellipses button in the Search for: box. A Search box will appear (the system defaults to a Non-keyword search. Use the pull down menu in the Search by box and highlight and click on Journal Title. Enter the serial title in the Search for: box and press on the Do search button (See Example 24).
  2. Highlight the appropriate title in the Titles Index box press the OK button (see Example 25).
  3. The title now appears in the Search For: box in the Search Orders window. Press the Search button (see Example 26).
  4. Highlight the appropriate line item in the Search Orders window and press the Edit button (see Example 27).
  5. Highlight the appropriate line item in the Purchase Order window and Press the Details button (see Example 28).

Important note: make sure that the Quick Line Item is off (it should display as Quick Line Item off).

  1. In the Line Item window click on the Type tab and press the Subscription Pattern button (see Example 29).
  2. In the Subscription Maintenance window press the New button. The title for the periodical will now appear in the

Component Name box. Insure that the Check-in title box is checked and press the Save button (see Example 30).

Note: Subscription maintenance is only needed once per title.

Generating a claim for a periodical in the Voyager acquisitions module

  1. Retrieve the Serial Check-in record for the title (see Example 31).
  1. Press the Maintenance button.
  1. In the Subscription Maintenance window press on the Non-Predictive Component tab.
  2. Add the issue to be claimed by pressing the Add Issue: button.
  3. In the Add New Issue box enter the appropriate enumeration/chronology information for the item to be claimed in the Add New Issue box and press the Add Issue: button (see Example 32).
  4. Return to the Serials-Check In window. (Note: it may be necessary to return to this window twice.)
  1. The issue to be claimed will now appear in the Issues in Hand: box of the Serials Check-in screen (see Example 33).
  1. To generate the claim:
  • Press the Accept button.
  • Highlight the small box next to the line item for the issue.
  • Insure that Mark Reason: box contains the phrase Claim.
  • Press the Mark button (see Example 34).
  • Press the Back key.
  • At the Serials Check-In Receive/Mark screen, press the History button.
  • Go to the Problem History tab. The issue to be claimed should appear as a line item (see Example 35).
  • Highlight the line, and press the Generate Claim button.
  • In the Generate Claim box, check the Postal Mail check box in the Send Claim via box and press the OK button.
  1. A claim for the missing periodical has been generated and will be printed.

Note: The history of this claim is not retained by the Voyager Acquisitions Module. The claim will not appear in the Problems or Claims sections of Order Maintenance.

Check-in of a claimed periodical issue

at receipt

A successful claim will result in the receipt of the missing issue. The missing issue is checked-in in the Voyager Cataloging Module (see Example 36). After completing the Check-in Procedures, Subscription Maintenance in the Voyager Acquisitions Module may be needed prior to creating a predictive pattern.

Subscription Maintenance prior to

the Creation of a Predictive Pattern

Over time, more periodicals will be assigned predictive patterns by SST. However, before this can occur, any outstanding claims for a periodical must be removed from Serials History.

Outstanding claims are retained in the Voyager Acquisitions Module in Serials History (see Example 37).

To remove a claim:

  • Highlight the line item in the Claims History tab.
  • Press the Cancel Claim button.
  • Press the Yes button when asked by the system Are you sure you wish to cancel the selected claim(ed) issue.
  • Check the Printer box in the Cancel Claim window and press OK.

Re-linking Item Records

Item Records can be re-linked easily in the Voyager Cataloging Module. However, care must be taken to insure that the item being re-linked is linked to the correct target record.

The title for this example is the

Kolner Jahrbuch fur vor- und Fruhgeschichte.

There was a title change on this publication, but the change was not noticed until many issues were received on the record for the old, dead title. The error was corrected, with the result that there are now two Voyager entries: one for the dead title and one for the new title. Example 38 shows both titles in a Voyager Cataloging Module Title Index. After the holdings for both titles were corrected, the item records for Bd.26(1993)-Bd.32(1999) needed to be re-linked to the new title.

  1. Record the system-supplied identification number of the target holdings record. This number can be found in the banner across the top of the Voyager holdings record. (For this example, the number is 6543905.)
  1. Retrieve the item record to be re-linked (see Example 39).
  1. Go to the Record pull-down menu and select Relink to a different holding. A Relink Item to a Holding Record box will appear.
  1. Enter the Voyager holding record number for the target record into the box and press the OK button (see Example 40).
  1. The item record is now re-linked to the correct holdings (see Example 41).

Quality Control and Record Maintenance

Serials are often referred to as “the gift that keeps on giving”. The same can be said for errors made in Serials Holdings and Item Records. Mistakes will come back to haunt you. In addition, Library Staff performing check-in, holdings maintenance, and item record creation should bear in mind that our readers rely on accurate information.