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TRANSCRIPT
Orbis2: Cataloging
Instructors:
Diane [email protected]
Margaret [email protected]
NELINET, Inc.153 Cordaville Road
Southborough, MA 01772-1833(508) 460-7700 or (800) NELINET
http://www.nelinet.net
Version 1.2 April 2002/REV 05
Table of Contents
Goal..................................................................................................................................................1Objectives........................................................................................................................................1Overview..........................................................................................................................................2
Logging on to Voyager................................................................................................................2Cataloging Screen Display..........................................................................................................2Defaults and Preferences.............................................................................................................3Alternate Key Sequences.............................................................................................................5Help..............................................................................................................................................5Structure of the Database.............................................................................................................6Printing........................................................................................................................................7Closing Windows.........................................................................................................................7Closing Modules..........................................................................................................................7
Searching Orbis2.............................................................................................................................8MARC Bibliographic Record........................................................................................................13
Structure of the MARC Record.................................................................................................15Basic Editing..............................................................................................................................18Saving and Validation................................................................................................................20
MARC Holdings Record (MFHD)................................................................................................23Retrieving the MFHD................................................................................................................23MFHD Record...........................................................................................................................23Structure of the MFHD Record.................................................................................................24Basic MFHD Editing.................................................................................................................25Update Record Alert..................................................................................................................26
Item Records..................................................................................................................................27Retrieving Item Records............................................................................................................27Structure of the Item Record......................................................................................................28
Importing Records.........................................................................................................................31From a Remote Database...........................................................................................................31From a Local File (OCLC or RLIN exported records)..............................................................34
Advanced Techniques....................................................................................................................35Editing Bibliographic Records..................................................................................................35Saving and Validation................................................................................................................37Acquisitions in Cataloging (Acq in the Cat)..............................................................................38Editing MFHDs.........................................................................................................................39Editing Item Records.................................................................................................................41Creating New Bibliographic Records........................................................................................43
Appendix........................................................................................................................................44Function Keys Used in Editing..................................................................................................44Keyboard Equivalents in Voyager Cataloging Module (from Cornell University website).....45
Conventions
Characters The character 1 represents the digit one, and the character l represents the lowercase letter el. These characters are distinct on the keyboard and screen. Enter 1 when a digit is required and l when a letter is required; do not use these keys interchangeably.
The digit 0 (zero) and the uppercase letter O are also distinct characters. Enter 0 when a digit is required; enter O when an uppercase letter is required. Do not use these keys interchangeably.
Keys Keys or buttons that you press are enclosed in angle brackets < >.
When you see two keys together, for example, <Alt-R>, press and hold down the first key then tap the second key. Do not type the angle brackets. You do not need to use capital letters; they are used in this document for ease of reading and interpretation.
Data or commands Data or commands that you must type exactly as shown are in boldface type.
Data, the exact form of which you determine, is shown within boldface square brackets [ ]. Do not type the brackets.
Steps Multiple-step procedures are numbered.
Orbis2: Cataloging
Goal
To introduce the functions of the Voyager Cataloging module as implemented in Orbis2.
Objectives
By the end of today’s class you will know how to:
Log in to the Cataloging module Navigate and interpret the windows, menus, and toolbars Search the database using basic search types Understand the relationships among Bibliographic, Authority, Holdings, and Item
records Select and interpret Bibliographic, Holdings, and Item records Edit Bibliographic, Holdings, and Item records Import Bibliographic records from local files and remote databases and overlay
brief records Suppress records from display Perform basic authority validation and save records to Orbis2 Create new Bibliographic, Holdings, and Item records
The course will concentrate on the most frequently-used functions. The emphasis will be on learning to use the new software to perform routine cataloging activities. Supplemental documentation has been posted to the Yale System Migration website at:http://www.library.yale.edu/orbis2/implementation/
Select Orbis2 Training Documents:http://www.library.yale.edu/orbis2/implementation/training%20docs%20for%20NELINET.htmand go to the Cataloging section for comparisons between NOTIS and Voyager records and functions, and for YUL policies and procedures as applied to the Voyager system.
Some reference documents (some of these require revision): http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2TOC.htm#voyager
Using Voyager with Macro Express:http://www.library.yale.edu/cataloging/macroexpress/macxyalehome.html
Cataloging at Yale (with links to the SML Catalog Dept. page, Tools & Resources page, and other YUL Cataloging websites)http://www.library.yale.edu/cataloging/
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Overview Voyager is an integrated system with modules sharing data in real time. Changes made in Cataloging, Acquisitions, or Circulation are reflected automatically in the public access catalog. Staff may be logged on to all three modules simultaneously as well as the Web-based OPAC.
The Cataloging module allows staff to create and maintain Bibliographic, Authority, Holdings, and Item records. Voyager uses the MARC21 format for Bibliographic, Authority, and Holdings records. Item records are specific to the Voyager system.
Voyager uses familiar Windows functionality, including icons, menus, and dialog boxes. You can minimize or maximize windows; when multiple windows are open you can tile them to place them side by side, or cascade them to overlap them. Text can be cut or copied and pasted from one window to another. Right clicking the mouse brings up context specific menu choices, and alternate or shortcut key sequences are available for most functions.
Logging on to Voyager
Your workstation has the software necessary to access the Voyager modules. Click on Start, Yale Library Workstation, Voyager and you will see the modules listed. For training and practice use the same Operator ID and Password you use in the "live" database.
For today’s class, log on to each module in the following order: Cataloging <cataloging staff will ordinarily start by click on Cataloging with ExportQ>Circulation (choose SML TECH SVS as your location) Acquisitions
As you log on, minimize each module before opening the next one.
In addition, open the Web-based OPAC at http://traindb.library.yale.edu and minimize. We will consult it during class to view the results of our work.
Cataloging Screen Display
Title bar Shows the name of the module and, when you have a record open, the title and record ID of the open record. When the Title bar is highlighted it is the “active” screen.
Menu bar Clicking on menu choices displays a drop-down list of selections. Options that are grayed out are not applicable. Available options change depending on activities being performed in the active window.
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Toolbar Consists of icons for most commonly used tasks using a single mouse click. Moving the mouse over an icon displays a “tool tip” with a brief explanation of the command. The toolbar icons are grouped by broad function.
Creating records and saving locally: New (Blank page with folded corner): Create new record from template Open (Open folder with page): Open record from local work folder Save (Computer disk): Save record to a disk or local file (Careful: this saves to
your computer, not to Orbis2.)
Searching: Search (Magnifying glass): Search the database Headings (Printed page with folded corner): Return to Headings list (if you’ve
done a Headings search) Titles (Printed page with T): Return to Titles list (if you’ve retrieved a list of titles
from a search)
Saving to the database: Save to DB (Sailboat): Save to Orbis2
Holdings and Items: New Hldgs (Strapped books with “+”): Create new Holdings record Get Hldgs (Strapped books-plain): Retrieve existing Holdings records New Items (Stack of books with “+”): Create new Item record Get Items (Stack of books-plain): Retrieve existing Item records Hierarchy (Linked catalog cards): Show associated records
Help: Help (?): Help
Defaults and Preferences
YUL standard defaults and preferences have been set up for all staff. We will look at them briefly to understand what they control but do not change them without consulting a supervisor, except where noted in this document.
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Go to Options on the menu bar and choose Preferences. Each tab opens a dialog box with choices or options. Some of the defaults are reviewed below:
General Holdings/Item Default Location will insert a default Location code in the
Holdings and Item record. For training, sml is the default; for your work, choose your most frequently used Location
Call number hierarchy selects the appropriate call number from the Bibliographic record and inserts it into the Holdings record (LC is the default)
Bibliographic Import/Replace Profile determines how the system handles imported records that are identified as duplicates with existing records (YL Import Conditional is the default)
Validation Determines the types of automatic MARC and Authority validation performed
when you save records to the database. For training, name validation is the default. Some of you, for example SML Fastcat staff, may have the Authority validation feature turned off. <????>
Workflow Retain last search keeps the text of your previous search in the search box Automatic truncation for non-keyword searches will truncate your searches
without using a truncation symbol
Item Defaults Identifies a default Item Type for new Item records (default is circ)
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Folders/Files Identifies default template used when creating original records Identifies location of default Import files
Mapping For Local import, choose either OCLC or RLIN as your primary source of
imported records. For LC, choose MARC21 Remember to change this if you import from another utility or database, or special
characters and diacritics will not map properly <use the new macros>
Colors/Fonts Different colors have been selected for the various types of records to make it
easier to distinguish among Bibliographic, Authority, Holdings, and Item records Font sizes are set here (YUL default is 12)
Alternate Key Sequences
As with other Windows-based systems, using the <Alt> or <Ctrl> key with underlined letters in menu choices can be used as a shortcut to open a particular function without using the mouse.
For example, <Alt-R> opens the Record menu. You can string a sequence of keys, such as <Alt-R+I+B>, which is the equivalent of clicking on Record>Retrieve by record ID>Bibliographic, to do a Bibliographic record ID search.
You only need to hold down <Alt> or <Ctrl> with the first key in the sequence. Do not type the pluses. You do not need to use capital letters; they are used in this document for ease of reading. There is a chart of the alternate key sequences in the Appendix.
Help
Clicking on the Help icon and then on Index takes you to a Help Topics dialog box. Select your topic and a help screen displays. You can also select Contents to view the topics available in Help.
The <F1> function brings up context-specific hel;p from within the cataloging module.
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Structure of the Database
There are four types of records in the bibliographic database:
The Bibliographic record provides cataloging description and access
The Holdings record, also called a MFHD (MARC Format for Holdings Data) and pronounced “muff-head” includes location, call number, volume holdings, and copy-specific notes for staff and for the public. Each copy of a work has its own Holdings record, and multiple MFHDs can be attached to a single Bibliographic record
The Item record describes the physical piece, including Location, Barcode number, and Item Type. Item Type is used by the Circulation module. Multiple Item records representing multiple volumes can be attached to a single MFHD. A single Item record can also be attached to multiple Bibliographic records to accommodate “bound with” volumes
The Authority record provides information about name, uniform title, series, and subject
headings
Item records are attached to Holdings records; Holdings records are attached to Bibliographic records. Authority records are not physically connected to Bibliographic records, but are associated with the headings in Bibliographic records.
Each record of each record type carries its own record ID and can be searched directly by ID number after identifying the type of record ID being searched. <macro ctrl+F2 copies the ID>
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Printing
The active record can be printed by choosing File>Print Record or <Ctrl-P>. Item records cannot be printed in this manner. The Item record can be captured using <Alt-PrtScrn> and pasting it into a word processing program.
Closing Windows
It is easy to open many windows and lose track of what is open. Choose Window on the menu bar to see what windows are open, or use Cascade to display all the open windows in layers on the screen. Close windows individually by clicking on the <X> in the upper-right-hand corner, or by using the Windows shortcut <Ctrl-F4>. Close all the open windows simultaneously by choosing File>Close all. <macro: Ctrl+F1>
If you have edited a record and try to close the module you will get a warning message:
“This record has been modified. Close it anyway?”
Click <Yes> if you want to close without saving your edits. Click <No> if you want to return to the record and Save before closing it.
Closing Modules
Each open module needs to be closed individually. Just click on the <X> in the upper-right-hand corner to close the module, or right-click on any minimized modules and choose Close. Careful: it is easy to accidentally close the module when you only want to close a screen.
If you have edited a record and try to close the module you will get the same warning message as above:
“This record has been modified. Close it anyway?”
Click <Yes> if you want to exit Cataloging without saving your edits. Click <No> if you want to return to the record and Save before exiting.
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Searching Orbis2
“Staff-side” searching in Voyager is quite powerful with many options.
Click on the Search icon (or from the menu bar Record>Search or <Alt-R+S>). Choose Search type from Search by box, type search text in Search for box. Hit <Enter> or click on <Do Search>.
Types of Searches Tabs
Keyword Choice of Boolean or relevance-ranked Free Text (use “ ” for phrases) All fields of the Bibliographic record are indexed for keyword searching No stopwords
Non-Keyword (the default) Drop-down box of search types defined by YUL Type first letter of desired search type (repeatedly if needed) or scroll through
list using the scroll bar or the up and down arrows <or enable index selection macros>
Order of search types adjusts by frequency of use, then alphabetical Automatic right truncation (from Preferences) Omit initial articles Use upper or lower case Omit diacritics and subfield codes Include or omit punctuation Include special characters such as &, $, + Find or Browse (Find is the default); Browse works only on Headings and
Call number searches
Builder Guided keyword/Boolean <try some hands on with this>
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Searching by Voyager Record IDs and Barcode
Record IDs Record>Retrieve by record ID>[choose type of record] or <Alt-R+I+B>,
etc.: 3330359; Hit <Enter> or click on <Retrieve> Can copy and paste a record ID from a record in the OPAC to the Cataloging
module, but not from one record in the Cataloging module to another<macro Ctrl+F2 will copy the record ID from bib, MFHD, or item;
the exportQ window will display the bib record ID only, which can be copied; only works with Orbis, not with LCDB>
Barcode Record>Retrieve by barcode or <Alt-R+B> <macro F7> Can wand or type in a barcode: 39002042219171
Basic Non-Keyword Searches
Numerico ISBN (020a): 0809015498o LCCN (010a): 73020419
Omit hyphen; Must include zeroso ISSN (022a): 0022-3344
Include hyphen or substitute spaceo Publisher number (028a): b. & h. 8728; 14069
Include period or substitute space Must include ampersand
Control numbers o Original system number (0359): FGH3857YL – Orbis1 key
Can omit YL at end (search truncates automatically from Preferences)o Auth System number (035a) – Orbis1 authority record keyo System number (035a): CTYV85-A1526 – RLIN number; ocm35306059 (OCLC
number) Can search with or without prefix (CStRLIN or OcoLC) Can search OCLC numbers with or without “ocm” Must include hyphen in RLIN search
Titles o Known title (Title): 3 + 7; S/Z; Me & you & us; When we were very young
Skip initial articles Include all other words (right truncated) Include hyphen or substitute space Include apostrophe or omit with no space Include other symbols (&, +, /)
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Most internal punctuation may be included (but no diacritics or subfield delimiters) when copying and pasting from a record into a search
o Journal title: american libraries
Authorities/Headings Searches
Search keys preceded with word “Staff” as in: Staff Name Headings Search, Staff Title Headings Search retrieve Authority records as well as Bibliographic records
Searches authority-controlled fields (1xx, 440, 6xx, 7xx, 8xx) Names, Title, Subjects searches only retrieve Bibliographic records Filters available to narrow search type (type of author, type of subject heading) Browse places you in the Browse Headings List; Scroll backward or forward through
index (Careful: the top and bottom icons take you to the beginning and end of the index) See list of retrieved Headings with number of associated Bibliographic records Highlight Heading and click <OK> to retrieve Bibliographic records Can <Copy> heading from the Browse Headings List and paste it into a Bibliographic
record
o Author (Staff Name Headings Search): stein gertrude 1874 1946 smith robert 18 // united states dept of commerce
For personal names, include date to narrow search or omit (right truncated)
Omit or include comma Include hyphen or substitute space Include apostrophe or omit with no space Include parentheses or omit with no space Can filter by type of name (personal, corporate, geographic)
o Author/Title (Staff Name/Title Headings Search): mozart wolfgang amadeus 1756 1791 nozze di figaro // united states dept of health ed
Separate subfields by space or hyphen (no subfield delimiters) Must include author dates (truncation only at end of search string)
o Series and Uniform Titles (Staff Title Headings Search): music of our century; bible n. t. english & greek 1995 // nih publication
Include period or substitute space Must include ampersand Can filter by type of title (series or nonseries)
o Subject (Staff Subject Headings Search): american literature //research and development contracts government united states
Can include subdivisions to narrow search Separate subdivisions by space or hyphen (no subfield delimiters) Can filter by type of subject heading system (LCSH, MeSH)
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To search and retrieve an authority record:1. Do a Browse search on a Heading2. Browse the Headings List to locate a valid authority record
a. Locate a heading with an Authority record or Referenceb. Highlight the heading and click <Authority>c. Select the Authority record and click <OK>d. If there is both an Authority record and a Reference (Auth/Ref) highlight
Authority Record and click <Retrieve>, then select the desired Authority record (the heading or the reference) and click <OK> as above
e. Can <Copy> and paste the heading from the Browse Headings List into a Bibliographic record if desired (watch for final punctuation)
Call Number Searches <comment: OPAC may be preferred>
Search key is called Call Number Searches on the call number in the Holdings record (Field 852, subfields h and i) Can do a Find or Browse search Can filter by classification scheme (LC, SuDocs; use Other for Old Yale, not Old Yale) Can filter by Location (only for Browse searches) Call Number: ps3231 w55
o Searches LC Classification numberso Can truncate after first two alphabetic characters and after punctuation, not in the
middle of first numeric segment Mfhd SUDOC Classification number: td 4.83
o Leave period ino Search with or without spaces after alphabetic characterso Search with or without colon at end
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Limit
Not available on Headings searches Not retained in search History Can check box to retain Limits between searches
History
Can redo or edit previous searches Limits are not retained here
Headings List
Clicking on the Headings icon returns to Headings List screen resulting from most recent Headings search
Titles Index
Clicking on the Titles icon returns to Titles Index screen resulting from most recent search
Remote
Used to search the LC database using the same search techniques as with Orbis2
STOP button
If more than 100 Headings or Titles are retrieved, can press <STOP> (displays at lower-left corner) to stop the search
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MARC Bibliographic Record
Title bar Note Module, Record ID, Title information
Toolbar Note highlighted icons
TabsMARC: Displays the complete bibliographic recordSystem: Controls suppression of records from OPAC display and flags record for export
(Suppression of Bibliographic record also suppresses MFHD. Do not enable the OK to export function)
History: Shows log of when and by whom the record was created and updated
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Navigation <macros: F6 to bib from MFHD/Item; F5 to MFHD from bib or item>
Hierarchy icon or Record>Show Associated Records o Shows linked Holdings and Items o Click on + to expand the display for multiple linked recordso Note different record IDs for each associated recordo To view one of the associated records, highlight and click <Retrieve>
From Bibliographic record, use Record menu or icons on Toolbar to get Holdings or Item records
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Structure of the MARC Record
Leader and Fixed Fields
Leader, 008, 007, and 006 have similar display formats. The template contains a grid of data elements with labeled definitions. Possible values are selected from drop down options or keyed in directly. You must use the mouse or up and down arrow keys to select elements from the grid.<To open a menu, select a line from the grid and press ENTER; mouse click will work after that>
Leader Note Type of Record, Bibliographic Level, Encoding Level, Cataloging Form
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Orbis2: Cataloging
008 <to scroll past Festschrift, use the down arrow; to pull down menus see above> Note Publication Status, Dates, Place of Publication, Form of Item, Language,
Cataloging Source
007, 006 <used only with microform & media> Note choice of format Note fill characters (line bars) where no values have been entered
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Variable Fields
Displays as a grid Gray column at left known as “Selection column” Arrow is row marker; Selects “Focus field” <selecting a field enables mouse wheel; 1
click selects; 2 clicks de-selects the variable field> Move arrow using mouse or up and down arrow keys Status bar at bottom describes the field Tab moves within a field from Tag to Indicators to Subfield data to next field Use scroll bar, mouse wheel, or arrow keys to move through a long record.
Record is not divided into “screens” Field order is not resequenced by the system; Fields display as entered; Can rearrange
order (see Basic Editing below)
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Basic Editing
The same editing techniques apply to Bibliographic, Authority, and Holdings records
Standard Windows commands – highlight, cut, copy, paste Always in Insert, no typeover mode (Hitting <Insert> key adds a new field in a
Bibliographic record) Automatic line wrapping as you type
To select text: Click to place cursor at the beginning of the text to be selected. Hold down
SHIFT key & click at the end of the text to be selected. Or use the arrow keys to move the cursor to the end of the text to be selected.
To replace text: Select by highlighting and type (or paste) new text
To select an entire field: Click in Selection column Right-click to see quick menu
To enter a MARC tag: Click in Tag column. Use <F2> to see valid values; Select tag; Click <OK>
or <Enter> -or- Type valid tag to replace existing one Click in Indicator columns. Use <F2> to see valid values, select and replace
To enter a subfield code: Use <F2> to see valid values; Select subfield; Click <OK> or <Enter> -or- Use <F9> to create subfield delimiter and type in valid code (adds space
automatically)
To add a field: Select adjacent field by clicking in Selection column <F3>: add new field above Focus field <F4>: add new field below Focus field
To resequence fields: Select (highlight) field; Right click; Choose from quick menu to move field up
or down by one -or- Select, cut and paste an entire field to a new location in the record
To move text: Cut, copy and paste (<Ctrl-X>,<Ctrl-C>, <Ctrl-V>) -or- Select (highlight) and right-click for quick menu
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To delete text: Use <Backspace> -or- Select (highlight) text and press <Delete> on keyboard.
To delete a field: Select (highlight) the field; Press the <Delete> key or right click and choose
Delete this field from the quick menu
To undo edits: Right click within the field you just edited; Choose Undo from quick menu
<doesn't always work, e.g. if you replace text Undo is not an option> Warning: you cannot restore an entire deleted field. To restore, close the
record. Prompt will be: This record has been modified. Close it anyway. Choose YES.
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Saving and Validation
When records are saved to the database (Save to DB - Sailboat icon or <Ctrl-B), MARC and Authority validations are automatically performed, based on settings in Preferences.
The first time you Save, a box asks if you wish to change your Import/Replace Profile. This is set in Preferences and should say YL Import Conditional; Click on <No> (meaning, do not change the profile)
To close without saving, click on the X in the upper-right-hand corner (careful not to close the Cataloging Module!) or File>Close
MARC Validation
You cannot save a record to the database with MARC validation errors. Use <F2> to verify and correct tags and subfields. You may have to delete fields from existing or imported records to complete the validation. After correcting MARC validation errors, Save to DB again.
Authority Validation
Every time a record is saved to the database, Voyager attempts to validate name, series, and subject headings, based on settings in Preferences. For now, only Name validation has been selected. Not all staff will have automatic Authority Validation turned on. Some of you may see different results when doing your regular work.
Authority Validation is informational. Records can be saved whether or not Headings validate.
When you save to the database you may see the Authority Validation screen (based on settings in Preferences).
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From the Authority Validation screen you can: Click on <Retrieve auth> to retrieve the Authority record if the headings
have an associated Authority record Click on <Copy> to paste the heading into a Bibliographic record (watch for
final punctuation) Click on <Search> to perform a Browse Headings search to look for an
Authority record for a heading that doesn’t validate <Advantage: copies diacritics to the search window; copy/paste does not. Disadvantage: re-sets to BROWSE, which can be more difficult to use than FIND>
To save the record to the database after Authority Validation: Click on <Continue>
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Series validation: There are detailed YUL procedures for Series validation on the website Use the procedure below to see which headings have associated Authority
records If a Series heading is represented by an Authority record, retrieve the
Authority record and look for the 090 indicating the YUL classification number for classed together Series
If the 090 is not present, search the Series in the OPAC using a title search and look at the call numbers to determine if it is classed together
If the 090 is present, copy the call number for the Series to paste later into the MFHD
To view all the Authority records associated with the headings in this record: Record>Retrieve Authorities or <Alt-R+A> will display a list of all
associated Authority records <macro could be created> Only exact matches display <i.e. subject-subdivision combination only if non-
free-floating> Highlight to select and view the Authority record for that heading Note the special procedure for Series:
1. Select the Series heading from the Authority records box and click <OK> to see the Authority record
2. If there is no Authority record for the Series, search Orbis2 as described above
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MARC Holdings Record (MFHD)
Every copy has a separate MFHD record. Each MFHD record has a separate record ID (different from the Bibliographic record ID).
Retrieving the MFHD <macro F5>
From a Bibliographic or Item record: Get Holdings icon or Record>Retrieve Holdings
From Hierarchy (Associate Records) screen Select MFHD by highlighting Click <Retrieve>
Directly by Holdings Record ID: Record>Retrieve by Record ID>Holdings or <Alt-R+I+H>
MFHD Record
Tabs
MARC: Displays the MARC Format Holdings record System: Controls suppression of record (if linked Bibliographic record is suppressed so
is MFHD) and flags for export (do not use- see note above under MARC Bibliographic Record)
Bib Title(s): Shows record ID and title of Bibliographic record the MFHD is attached to. Double-clicking displays the Bibliographic record
History: Record creation and update information
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Structure of the MFHD Record
Same layout as the Bibliographic record – grid, selection column, fixed fields.
Leader Identifies MFHD as a single part item (x), multipart item (v) or serial (y). Default Type of record is x: leave as is Default Encoding Level is z: leave as is
007, 008 Leave as is
014 Contains linking/migration information. Do not touch
852 Contains Location (╪b) and Call number (╪h, ╪i)
o Location: Pulled from default in Preferenceso Call numbers: Automatically transferred from the appropriate fields
of the Bibliographic record when the MFHD is created, as set in Preferences
o Indicators: Identify classification scheme and whether single or multi-part
First indicator controls indexing for Call Number searches; Defaults to 0 for LC (from Preferences) <Use 8 for non-LC>
Second indicator is 0 for single part item (default) and 1 for multipart items and serials
See policies about first and second Indicators on website
866, 867, 868 Part of same MFHD record as 852 Used to record volumes, supplements, indexes NOTIS OPR receipt lines appear in 866 with blank indicators
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Orbis2: Cataloging
Basic MFHD Editing
Same editing techniques as Bibliographic records. There are many examples on the website.
Orbis2 Location codes are different from NOTIS/Orbis codes (no commas in codes)o To verify and change Locations, type <Ctrl-L> or Edit>Show Holdings
Locations to display a list of available locations. o Select location and click <OK>
Call numbers can be retrieved automatically from the Bibliographic recordo For order records without a call number or UNCATs, you can retrieve the call
number from the Bibliographic record using <Ctrl-N> or Record>Get call number from Bib Record (cursor can be anywhere in MFHD)
o If there already is a call number (UNCAT) a warning asks if you wish to replace it; Say <Yes>
o Add (LC) to end of call number according to policies o Note new location of + for Oversize at end of LC call number with ╪m Oversize
immediately following
Other possible subfields in the MFHD record:╪k – authorized text notes (see list on website)╪t – copy number where used ╪m Oversize – with LC classification numbers where used╪x – staff notes (do not display in OPAC)╪z – public notes (display in OPAC; Copy and paste complete text from website; Do not use NOTIS “exploding note” codes)╪2 – localyale (for non-LC and non-SuDocs numbers)
To verify correct call number sequence, do a MFHD call number browse search (see Shelflisting document on the website for detailed procedures)
To add text volume holdings, position cursor anywhere in the field preceding the field to be inserted and use macro on Shift + F6
After editing, Save to DB icon or <Ctrl-B>
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Orbis2: Cataloging
Update Record Alert
Voyager does not lock a record when a cataloger has it open for editing. If two catalogers are working on one record (Bibliographic or Holdings) at the same time, when you try to save the record, The Update Record Alert warns you that the record was modified and saved by someone else while you had it open. The alert asks: View the current version before saving?
<No> will replace the current saved version with yours without showing you the changes (NEVER choose No! You will wipe out the existing record without seeing how it was changed)
<Cancel> will preserve the existing record and cancel your changes <Yes> will display the current version and allow you to add your edits to the existing
version before saving
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Orbis2: Cataloging
Item Records
Voyager assigns a record ID to Item records that is separate from the Barcode number.
Retrieving Item Records
Record>Retrieve by barcode or <Alt-R+B> – wand or type in barcode Record>Retrieve by ID>Item or <Alt-R+I+ I> – type in Item record ID Get Items icon – displays items for the active Holdings record Hierarchy icon – shows all Holdings and Items associated with a Bibliographic record
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Orbis2: Cataloging
Structure of the Item Record
Header Title from Bibliographic record, Location and Call number from MFHD
Barcode Note ellipses; Click to bring up Barcodes dialog box to add or modify
barcodes System does not require a Barcode in an Item record
Perm. Loc. Permanent Location of Item Should match Holdings Location (system does not require this – see warning
below)Warning: if MFHD Location modified later, Item Perm. Loc. must also be manually changed
Item Type Equivalent of NOTIS Loan code, but many more values in Voyager Controls Circulation policies Defaults to “circ”
Warning: check carefully for indication when Item type change needed; Consult drop-down list for correct code
Enumeration Volume numbering
Chronology Separate element from Enumeration in Voyager
Spine Midspine notes converted to Spine field
Buttons at lower left: Graph: Item status as displayed in OPAC Pie chart: Item statistical categories (not used by YUL) Quill pen: Staff note
Pieces Number of physical pieces represented by this single barcode
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Orbis2: Cataloging
Resequencing Item Records
1. Highlight Item to be moved in list of Item records2. Click <Move before> or <Move after>3. Click on Item you are placing it before or after4. Save; then <Cancel> to close the Items display
Circulation Charge to Status Tracking Patron
Status tracking is used heavily in SML Technical Services. This procedure may not apply to all libraries.
1. Open or maximize Circulation module2. Select Charge icon3. Wand or type in status tracking patron barcode number4. Wand or type in Item barcode
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Orbis2: Cataloging
5. The following warning will appear:
6. Click <Override> to complete the charge
Circulation Discharge
Not all departments use the Discharge function.
1. Open or maximize Circulation module2. Select Discharge icon3. Wand or type in Item barcode4. The Item Block window opens, indicating that the Item belongs to another location
and will be routed
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Orbis2: Cataloging
Importing Records
This function is used to bring Bibliographic and Authority records into Orbis2 from a utility (OCLC or RLIN) or from a resource database such as LC.
There are two ways to import: from an external database (LC), or from a local file of exported records (OCLC or RLIN). See comparative chart on website: http://www.library.yale.edu/orbis2/implementation/import2b.htm <Note that some of the procedures in the link should not be followed. To be revised.>
[CURRENT RECOMMENDED PROCEDURES] The following DRAFT procedures assume you have Macro Express loaded on your workstation:
From the LC resource file: http://www.library.yale.edu/cataloging/Orbis2Manual/LCDBimport.htm
From OCLC/RLIN:http://www.library.yale.edu/cataloging/Orbis2Manual/importrlinoclcmacro.htm
From a Remote Database
A detailed workflow for importing from the LC database is available on the website. For now, the recommendation is to import a group of LC records, then open the Orbis2 records one at a time and overlay. Basic procedures include:
1. In Options, Preferences, Mapping, select MARC21 for the Local Import option
2. Click <Remote> button on Search screen; Connections Options dialog box opens
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Orbis2: Cataloging
3. Select LC database by highlighting LCDB and clicking <Add> (or double-click on the database name)
4. Click <Connect>
5. Search using same techniques as above; Note that the record is identified on Title bar as “Imported remote record”
6. Leave the imported record open (do NOT save it); minimize if desired
7. Go back to Search and search for your next record. You stay connected to LCDB until you decide to disconnect
8. When finished Importing, go back to Search and click on the <Remote> button to return to the Connections Options screen.
9. Click on <Clear> or <Delete> to remove the LC database
10. Click <Connect> to return to searching just Orbis2
11. Retrieve the target (In-process) record from Orbis2 (For training purposes, do a Browse search by Call Number on uncat0001, uncat0002, etc.)
12. If minimized, restore the imported record
13. Copy 010 from LC record and paste into target recordHint: Use Window>Tile to see the two records side-by-side for ease of comparison and copying and pasting
a. Click in Selection column to highlight 010 fieldb. Right click and select Copy this field from quick menuc. In target record, select first fieldd. Right click and select Paste before this field from quick menu
14. Save the target record with 010 added to database (Make sure it is the active record)
15. Save the imported LC record to database (Make sure it is the active record)
16. Follow MARC and Authority validation procedures outlined above
(continued on next page)
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Orbis2: Cataloging
17. Duplicate record alert displaysa. Highlight the target record (there may be more than one – check the Bib ID)b. Select the appropriate replace/merge profile (YL Merge is default)c. Click on <Replace/Merge using profile>d. Imported record replaces target record, retaining fields specified in profile
(035, 948)
18. Remember to adjust existing Holdings record as needed – check Location and use <Ctrl-N> to replace or insert the LC call number.
Simultaneous Searching <AVOID>
For certain departmental workflows, it may be desirable to search Orbis2 and LCDB simultaneously to retrieve both the brief target record and the imported source record in a single search. Not all search types work properly at this time, but simple ISBN and title searches should retrieve the matched pair of records.
A detailed procedure for simultaneous searching is available on the website.
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Orbis2: Cataloging
From a Local File (OCLC or RLIN exported records)
1. Records imported from OCLC and RLIN are in separate files
2. In Options, Preferences, Mapping make sure your settings indicate OCLC or RLIN – this affects character mapping for diacritics and special characters
3. When doing actual work, standard workflow would be to search target record (On order or In-process record), then search Import file for matching record (For training we will select records from the Import File first, then search Orbis2 to locate the In-process record we want to overlay)
4. Record>Import from new file (if you haven’t used the file yet). Once you return to the Import file, choose Previous file
5. Select Import folder (default folder location set in Preferences)a. OCLC records are in OCLCIMPb. RLIN records are in RLINIMP
6. Click <Open> and select the Import file (double-click or click <OK>
7. Select record from the file (highlight and click <OK>)Hint: Highlight and Copy the ISBN or other data to paste into your Orbis search
8. Search Orbis2 for the In-process record you wish to overlay (paste the data copied above into the Search window)
9. Copy 035 from imported utility record and paste into target recordHint: Use Window>Tile to see the two records side-by-side
a. For RLIN records with multiple 035 fields, select the one with (CStRLIN)b. Click in Selection column to highlight 035 fieldc. Right click and select Copy this field from quick menud. In target record, select first fielde. Right click and select Paste before this field from quick menu
10. Follow same procedures as above to save target, save imported record, respond to Authority Validation and Duplicate Detection messages
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Orbis2: Cataloging
Advanced Techniques
Editing Bibliographic Records
Leader and Fixed Fields
Key in values or select from drop-down Click <Cancel> or anywhere outside the window to exit from the box Click <OK> to save changes
Leader Change Type code if needed: see warning about invalidating current 008 Say <Yes> and edit 008 for new elements
008 Must key in dates Must select place of publication and language from drop-down list (type 1st
and 2nd letter to jump within list)
006 and 007 <used only for non-book> Select format Select whether creating a new field or editing an existing field (possible to
have multiple 006 and 007 fields) Key in or select values from drop-down list
Diacritics
Prefer use of Macro Express. Keypad map is at:http://www.library.yale.edu/cataloging/macroexpress/keypadmapOrbis.doc
For other diacritics, you can activate the Macro Express Pop-Up menu (mapped to F12) or follow the map at:http://www.library.yale.edu/cataloging/macroexpress/diacriticsvoy.htm
Voyager supports the ALA character set Two methods of adding diacritics, either for an individual character in Diacritic entry, or
by entering Diacritic mode which maps keyboard characters to a diacritic chart Diacritic mode stays on until you turn it off
Diacritic entry:1. Place cursor in desired location for diacritic2. Edit>Diacritic entry (<Ctrl-E>)
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Orbis2: Cataloging
3. Select diacritic from box4. Click Insert/Close to add diacritic5. Type associated character if applicableCareful: it is difficult to select the correct character. Check the display carefully
Diacritic mode:1. Uses keyboard mapping2. Edit>Diacritic mode (<Ctrl-D>)3. Note indication in lower right-hand corner “Diacritic”4. Use diacritic mapping table from Cornell website at:
http://www.library.cornell.edu/voyager/Diacritics/index.html5. Use Voyager Help (choose Diacritic mode mapping) for mapping chart6. Must turn this off to return to normal keyboard mode7. Edit>Diacritic mode (<Ctrl-D>) turns mapping off
To copy a URL
When cataloging a website, Edit>Insert URL from Browser or <Ctrl-U> creates an 856 field in the active Bibliographic record with URL inserted
Replace and Keep This procedure may be used when there is no matching record available to overlay the In-Process record, but there is an existing record in Orbis2 for an earlier edition. In this case, the goal is to overlay the In-Process record while keeping the existing record as well.
Detailed instructions can be found on the website.
http://www.library.yale.edu/orbis2/implementation/Replace%20and%20Keep%20in%20Voyager%20020513.htm
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Orbis2: Cataloging
Delete a Record
You cannot delete a Bibliographic record that has holdings, items, or orders attached to it. Note that once an item is cataloged, the record is never deleted (the record is suppressed).
1. From an active Bibliographic record, Record>Delete or <Alt-R+D>2. The system will prompt you to be sure you want to delete the record
Saving and Validation
In addition to automatic Authority validation as set in Preferences, you can validate the heading in a single field before saving the record. Note that if the heading is valid you do not see the Authority record, just a confirmation that it is a valid heading.
You can use this technique on any type of heading whether or not you have turned on automatic Authority Validation.
To validate the Heading in a single field:1. Click in selection column to highlight the field3. Right-click for quick menu; Select Validate Heading in this field -or-
Record>Validate Heading 4. If heading not valid, displays Browse Headings List5. From the Browse Headings List you can search for and retrieve the Authority
record for headings that have an associated Authority record <Advantage: copies diacritics to the search window; copy/paste does not. Disadvantage: re-sets to BROWSE, which can be more difficult to use than FIND>
6. Locate and select the valid heading7. Click <Replace> to replace the heading in the Bibliographic record (check for
final punctuation)
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Orbis2: Cataloging
Acquisitions in Cataloging (Acq in the Cat)
Allows catalogers to see line items from the Acquisitions module for the active record You must have the Acquisitions module running You must be logged into both Cataloging and Acquisitions with the same Operator ID
and Password You can access Acquisitions line items from an active Bibliographic or MFHD record Record>View Line Item in Acquisitions or <Ctrl-M>
If there are no order records attached to the Bibliographic record, typing <Ctrl-M> will generate the following message:
“This title does not appear on any purchase order.”
If you have not logged on to Acquisitions and you type <Ctrl-M> you see the following message:
“To view a line item in Acquisitions, please make sure it is running and try again.”
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Orbis2: Cataloging
Editing MFHDs
Leader Identifies single part item, multipart item, serial Defaults to x, single part – leave as is
007, 008 Leave as is
866 (Volume holdings), 867 (Supplements), 868 (Indexes)
NOTIS OPR receipt lines have been converted to Field 866 with blank indicators and display before volume holdings Field 866. Current receipts will be added by Acquisitions staff to Fields 866, 867, and 868.
Cataloging staff should not touch 866, 867, 868 fields with blank indicators. See the extensive examples on the website.
Same editing techniques as above Use indicators 41 for Volume holdings, Supplements, and Indexes (failure to
code indicators properly will block display in OPAC) Enter linkage subfield ╪8 0 before subfields a, x, or z (failure to add linkage
subfield will block display in OPAC)
Example: Serial. First 866 is receipt line. Includes volume holdings and index holdings (868)
852 0 1 ╪b sml ╪h DT1 ╪i .J69 ╪z Current issues in SML Periodical Room.; ╪z (Section 18)866 ╪8 0 ╪a v.39:no.1(2001:Mar.)-v.39:no.3(2001:Sept.) ╪d 20020419866 4 1 ╪8 0 ╪a v.1(1963)-v.38(2000)868 4 1 ╪8 0 ╪a v.1/35(1963/1997)
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Orbis2: Cataloging
Create a New MFHD
In general, there will already be a MFHD, but to create a new one:1. Click on the New Hldgs icon or Record>Create Holdings (see Creating a New
Template later to create your own MFHD template)2. If there is an existing MFHD, you see the Select or Add Holdings screen3. Click <New> to create a new MFHD, or <Retrieve> to see the existing one4. Location and Call Number from the Bibliographic record are filled in automatically
based on Preferences5. Edit using same techniques as above6. Save to Database
Delete a MFHD
You cannot delete a MFHD that has items or orders attached to it.
1. From an active MFHD record, Record>Delete or <Alt-R+D>2. The system will prompt you to be sure you want to delete the record
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Orbis2: Cataloging
Editing Item Records
Create a New Item Record
1. Click on New Items icon or Record>Create Items2. Location and Call number pulled from MFHD3. Wand or type barcode and add other required information 4. Check Item type5. Save to Database
Relinking Item records to a Different MFHD
1. Locate the MFHD you want to link the item to; Write down the MFHD record ID 2. Retrieve the Item record you wish to move3. Record>Relink to a different holding4. Key in the record ID for the new MFHD5. Click <OK>6. If relinking changes the Location, update the Perm. Loc. in the Item record
Linking One Item record to Multiple Bibliographic Records (Bound Withs). Currently macros are used. Refer to:http://www.library.yale.edu/cataloging/Orbis2Manual/boundwith05.htm
1. Locate the Bibliographic record you want to link to; Write down the Bibliographic record ID
2. From the Item record, Record>Link to bibliographic3. Key in the record ID for the Bibliographic record you are linking to4. Click <OK>5. To Unlink, retrieve the MFHD the item is linked to6. From the MFHD, Record>Unlink from bibliographic7. Select the Bibliographic record you are unlinking from8. “Bound with” linking does not automatically provide notes in the Bibliographic or
Holdings record to describe the volume; Follow cataloging policies and procedures to supply appropriate information
Copy an Existing Item Record (for Multi-Vols)
1. Retrieve existing Item record for earlier volume2. Record>Make a Copy3. Add barcode4. Edit the Enum and/or Chron field with the new information (Careful:
information is retained from the original Item record and must be changed)5. Save to Database
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Orbis2: Cataloging
Delete an Item Record
1. From an active Item record, Record>Delete or <Alt-R+D>2. The system will prompt you to be sure you want to delete the record3. You cannot delete an Item record that is charged to a patron
Placing a Hold in Circulation to Retrieve an Item
1. Retrieve the Item record (Item icon), type in barcode -or-2. Click on magnifying glass icon to display a Search dialog box3. Item>Place Request or Place Request icon4. Scan or type in barcode of departmental patron5. Click on Hold radio button6. Click on Copy radio button to retrieve a specific item7. Select Pickup Location from drop-down list8. Click <OK> to save and exit
Changing Hold Queue
1. Retrieve the Item record (see above)1. Item>Request Maintenance or Request Maintenance icon2. Highlight Item copy in the Hold queue and click the appropriate arrow to move the
Item up or down in the list3. Can move the Item to the top of the list
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Orbis2: Cataloging
Creating New Bibliographic Records
From an Existing Template (Workform)
1. New icon or Record>New>Bibliographic2. If you have a default Template specified in Preferences, it opens automatically3. If there is no default Template specified, Select Bibliographic Template dialog
box opens; Select Template and click <Open>4. Fill in the required fields; Remember the Leader and the 008!5. When you have completed filling in Template, delete all empty fields6. Save to Database7. Follow procedures above for MARC and Authority validation
Creating a New Template
1. File>Template>New2. Choose Bibliographic (or Holdings – you can create a MFHD template here as
well)3. File>Save as (must end in .tem); will save to Folder specified in Preferences4. No MARC validation performed on templates5. Set as default template in Preferences if desired
Making a New Record by Copying an Existing One
1. Record>Make a Copy2. Edit record as needed (Careful: change all necessary fields)3. Save to Database
Import1. Record>Import2. Select record or records from OCLC or RLIN import files3. Edit record as needed4. Save to Database5. If no duplicate detected, record is added6. If duplicate detected, cancel the Import
Remote
1. Follow Import from Remote database instructions earlier to access and search LC database
2. Select record; Edit as needed; Save to Database
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Orbis2: Cataloging
Appendix
Function Keys Used in Editing
<F1> Help (context-specific)
<F2> Valid Values
<F3> Insert Field Before
<F4> Insert Field After
<F9> Insert Delimiter (includes space after)
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Orbis2: Cataloging
Keyboard Equivalents in Voyager Cataloging Module (from Cornell University website)
Cut, Copy and Paste commandsAlthough these commands are not listed on any of the menu items, you can cut, copy and paste in Voyager, to other applications and from other applications to Voyager.
The standard Windows commands for these functions are:
Ctrl-X CutCtrl-C CopyCtrl-V Paste
Alt key
There are keyboard equivalents (commands) in all Voyager modules that combine the Alt key and the underlined letter on the menu item, drop down menu or button. For example, in Voyager Cataloging, the menu item File can be opened by pressing the Alt , then the F key. The keyboard command to open the file menu is Alt-F.
In a drop down menu there are additional menu choices. Each choice has one of the letters underlined. For example, the drop down menu for Record includes a choice for Search. To open the Search menu choice with a keyboard command, press the Alt key, then the R, then S. The keyboard command to open a search dialog box is Alt-R+S.
If a drop down menu choice has an arrow to the right of it, this means that additional menu choices are to be made. For example, the Record menu item has the choice for New with an arrow to the right of it. Highlighting New will show two more choices of Authority and Bibliographic. To choose Bibliographic with a keyboard command, press the Alt key, then N then B. The keyboard command to open a new bib record is Alt-R+N+B.
The Alt key and the letter keys do not need to pressed at the same time. You can press them separately. Make sure the letter sequence is correct.
Ctrl key
In the Acquisitions and Cataloging modules there are also keyboard equivalents that use the Ctrl key and letter. These are found to the right of menu choices. For example, to save a record to Voyager press and hold the Ctrl key and press B. The keyboard equivalent for saving to the database is Ctrl+B.
The Ctrl key must be held down while the additional letter is key in.
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Orbis2: Cataloging
Cataloging Module Keyboard Equivalents
Alt-F FileAlt-F + W Work recordAlt-F + T TemplateAlt-F + I Unlink holdings from bibliographicAlt-F + S Save Also Ctrl-SAlt-F + A Save as Also Ctrl-AAlt-F + C Close the active open recordAlt-F + O Closes all recordsAlt-F + P Print record Also Ctrl-PAlt-F + L Print labelAlt-F + G Global headings search Also Ctrl-GAlt-F + X Exit
Alt-E EditAlt-E + T Cut Also Ctrl-XAlt-E + C Copy Also Ctrl-CAlt-E + P Paste Also Ctrl-VAlt-E + B Insert field before Also F3Alt-E + A Insert field after Also F4Alt-E + D Delete Also the delete keyAlt-E + S Insert subfield Also F9Alt-E + I Edit cell Also F8Alt-E + E Diacritic entry Also Ctrl-EAlt-E + M Diacritic mode Also Ctrl-DAlt-E + W Show Marc values Also F2Alt-E + L Show holdings locations Also Ctrl-L
Alt-R RecordAlt-R + N NewAlt-R + S SearchAlt-R + C Make a copyAlt-R + G Change owning libraryAlt-R + I Retrieve by record idAlt-R + B Retrieve by barcodeAlt-R + U Unlink holdings from bibliographic …Alt-R + R Relink holdings to bibliographic…Alt-R + W Show associated recordsAlt-R + H Retrieve holdingsAlt-R + R Create holdingsAlt-R + M Retrieve itemsAlt-R + T Create itemsAlt-R + A Retrieve authoritiesAlt-R + K Verify 856 links Also Ctrl-KAlt-R + L Validate heading Also Ctrl-HAlt-R + V Save to database Also Ctrl-BAlt-R + D DeleteAlt-R + I Import
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Orbis2: Cataloging
Alt-R + Y History
Alt-D DisplayAlt-D + H Heading listAlt-D + T Title index
Alt-O OptionsAlt-O + P Preferences
Alt-W WindowAlt-W + T TitleAlt-W + C CascadeAlt-W + A Arrange icons
Alt-H Help
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