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Creating Bibliographic Records

Instructional Level

How to Create a Bibliographic Record
Bibliographic Templates

o       Duplicate Detection

How to Create a Bibliographic Record

There are three ways of adding records to the database: by making a copy of an existing record, by creating an original from a template, and by importing from another databases.

1. Copying an existing record:
• Search and display the record to copy.
• Under the Record menu, click on Make a copy. A New Bib Record (Copy) displays over the original record.
• This record is then edited, saved to the database, and a bib number is assigned.

2.      Creating a new record from a template:

o        There are two ways of creating new records using the default template:

§         Using the Blank page with folded corner icon, OR

§         Using the Record menu and selection New and then Bibliographic

.

Bibliographic Templates

added to your template folder. Templates can be edited, used as defaults for bibliographic records, and deleted.

1. Creating New Bibliographic Templates
• From the File menu, select Template and then click on New. A Create a New Record box displays. Select Bibliographic. Click OK.
• [New Bib Template] displays in the title bar with the basic book template that has been preset.
• Create the template by inputting appropriate values in the leader, fixed fields, and variable fields.
• When the template is completed, open the File menu, select Save As… A Select Bibliographic Template box appears. Within that box, a smaller upper box called Save in should display Template. If not, use the Up one level or the down arrow to locate the Template folder.
• In the File name box, select a short name and key it in before the ".tem" making sure the asterisk is deleted. Click on the Save button. A box displays with the message "The template was added."
• Click OK.
• When a template is saved, it is not validated against authority records or the MARC tag table.

2.      Editing Templates

o        From the File menu, select Template. Select and click on Edit. An Open template file box displays with a list of created templates.

o        Select the template that is to be edited. Click on the Open button. The template (record) displays.

o        Make any changes that are needed.

o        From the File menu, select Save. The message, "Template updated" displays.

o        Click OK.

o        If you want to change the file name while saving, select Save as… and change the file name making sure ".tem" is included. Click on the Save button. The message, "The template was updated" is displayed. Remember to delete the older template if it is renamed.

3.      Deleting Templates

o        From the File menu, select Template. Select and click on Edit. An Open template file box displays with a list of created templates.

o        Select the template you want to delete. Click the Open button. The template displays.

o        From the File menu, select Template, hold and select Delete. This will display the message, "Are you sure you want to delete [name of directory, path and template]?"

o        Click Yes to delete.

o        Click No if you decide not to delete it. Clicking No will leave the template in the template folder.

4.      Setting a template as a default template

o        If you work with materials that would use the same format and most of the same fixed and variable fields, you can choose a template to be the default template.

o        There can be only one default template at a given time.

o        You can choose either a pre-set template or one that you have created/added.

o        Open the Options menu, click to open Preferences…. The Session Defaults and Preferences dialog box will display.

o        Click on the Folders/Files tab.

o        In the Bib area in the Template section of the dialog box, click on the ellipsis at the end of the Bib area. An Open box displays listing all the preset templates and any created by you.

o        Highlight the template you want to be the default. The name will appear in the File name box.

o        Click Open. The path and template file name will automatically appear in the Bib area of the Template section in the Session Defaults and Preferences dialog box.

o        Click OK to save the default template choice.

o        If you open a new bibliographic record (see How to create a bibliographic record, step 2), the default template you set will be the active record.

o        Remember: If a default template is used, other template choices are unavailable unless you set one of them as the default.

5.      Selecting Individual Templates

o        If you input or catalog several kinds of material during the day—books, computer files, serials—you might not want not use a default template.

o        Follow the steps below to choose a different template each time you open a new bibliographic record.

o        Open the Options menu, click to open Preferences…. The Sessions Defaults and Preferences dialog box will display.

o        Click on the Folders/Files tab.

o        Delete any directory and path information in the Bib area in the Template section of the dialog box.

o        Click OK. The Session Defaults and Preferences box will close.

o        If you open a new bibliographic record (see How to create a bibliographic record, step 2), a Select bibliographic template box displays listing all the preset templates and any created by you. Highlight the template you want to use. Click the Open button. An active record displays using the template you chose. [New Bib record] displays in the title bar.

o        Remember: You cannot select individual templates from the template folder if you have set a default template.

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1.      Duplicate Detection:

Saving a bibliographic record to Voyager may be interrupted if Voyager detects a duplicate title(s). If this happens, Voyager will display a Bibliographic Dedupe Detection dialog box. It lists the bibliographic record number and title of the existing Voyager record(s) that match the imported record. The Bibliographic Dedupe Detection box displays only when saving a new record to Voyager and only if that record is found to match an existing Voyager record(s). If you are importing a record specifically to overlay/merge with a less full or incorrect Voyager record, make sure that an 035 with the RLIN or OCLC ID number is on the existing Voyager record. Several options are given with regard to accepting the duplicate record or canceling the saving process: Retrieve, Replace/Merge, Add as New Record and using the Close button.

• Retrieving a record:
• Click on the Retrieve button on the Dedupe box. This will bring up the existing Voyager record that "stacks" on top of the imported record.
• Click to open the Window menu
• Click on Tile. The two records will display side by side on the screen.
• Based on the comparison, choose one of the options that is listed in the Bibliographic Dedupe Detection dialog box.
• Be aware, that if you choose to retrieve the already existing record in Voyager, the Dedupe dialog box will automatically close and you will need to Save the record again.
• Overlaying a Voyager record:
• If this option is chosen, the imported record will completely overlay the existing Voyager record.
• This option is available only in the Cataloging module.
• Make sure the target record in the Bibliographic Dedupe Detection box is highlighted
• Highlight Overlay in the Replace/Merge using profile: box.
• Click on the Replace/Merge button. A Voyager Cataloging dialog box will display with a message that the record was added to the database and replaced the existing duplicate.
• Merging records:
• This option can be used to retain certain information on an existing record while overlaying all other fields.
• The fields that are retained are system defined
• They include: 035, 505, 653, 856, 899, 957, and 975.
• Highlight Merge in the Replace/Merge using profile box.
• Click on the Replace/Merge button. A Voyager Cataloging dialog box will display with the message that the record was added to the database and that it was merged with overlaid record.
• Add as New Record:
• If this option is chosen, the imported record will be added to Voyager and a new record number will appear in the title bar.
• You might chose to do this if the imported record was a new edition to an already existing title in Voyager. If so, click again on the Ship icon.
• Click on the Add as New Record button. A dialog box will display telling you that the record was added to Voyager.
• Click OK. The original bibliographic record number will be retained.
• Closing out of the Bibliographic Dedupe Detection box:
• If you decide not to add, overlay or merge the imported record,
• Click on the Close button.
• The screen will close leaving a blank screen or any other records you might have open. The imported record will remain in the import file.

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ICLSO 28-Mar-2002

Cornell iw 8/00, rev. alw 01/01

lpp 01/30/01