Managing Series Using the Cataloger’s Toolkit

ELSUG 2008 October 9, 2008 Wichita State University Wichita, KS

3 Presenters Michelle Turvey-Welch Original Cataloger Kansas State University Margaret Kaus Original Cataloger Kansas State University

4 Goals of this session Demonstrate Gary Strawn’s Cataloger’s Toolkit –Toolkit buttons used to work with series authorities Red cross button 490/830 buttons Q (queue) button

5 Understandings Assumes basic understanding of series authority records Typical workflow generated by vendor authority reports

6 What this session will not do Provide how-to instructions on installation of the software Give detailed information on creating series authority records

7 What is Gary Strawn’s Cataloger’s Toolkit? 3 rd party software developed by Gary Strawn, Library Systems Analyst, Northwestern University The toolkit is freely available for download

8 What does the Toolkit do? Globally changes headings in Voyager to match authority record Change series from untraced to traced OR traced to untraced Identify headings that need correction

9 What does the Toolkit not do? Delete headings from the Voyager Global headings queue

10 Why use the Toolkit? Quickly changes series headings –Much quicker than copy and paste A single click changes corresponding names, subjects and name/title headings Accuracy Generates reports

11 Drawbacks The toolkit is not networked and must be installed on each PC Requires more effort to keep each individual PC current At K-State, installation also requires an extra layer of security with Virtual Patron Network (VPN) client

12 Red cross button To easily work, must have a cross- reference in the series authority record Only use when confident that unexpected headings will not be changed Must be used in conjunction with Correction Receiver (another Gary Strawn tool)

13 Red cross button

14 Red cross button Open authority

15 Red cross button Click on Red cross button

16 Red cross button A new screen pops-up, indicating that 2 headings match a cross- reference and require maintenance Supplies old form of heading, and new form of heading

17 Red cross button

18 Red cross button With Correction Receiver running, you can see the headings change

19 Traced series: 490/830 button For more flexibility when working with headings, use the 490/830 button(s) –Requires that you bring each bib record into Voyager, review independently Often takes longer, but provides more options Able to work with several bib records, or one bib record at a time

20 Traced series: 490/830 button Bring authority into Voyager Use “builder search” to find bibs with untraced heading With authority record open, click on 490/830 button with border around button; this brings the authority into the toolkit

21 Traced series: 490/830 button Retrieve 1 st bib Click on 490/830 button (again) NOTE: The 490/830 button with a border works with multiple bibs

22 Traced series: 490/830 button Changes are made If needed, edit $v Originally had 8, I changed to: v. 8 in order to follow pattern from 642 field

23 Untraced series: 490/830 button Also possible to convert a traced series to untraced Open authority Verify 645 field has “n” Bring all bibs into Voyager With authority open, click on 490/830 button to add heading to toolkit

24 Untraced series: 490/830 button Open 1 st bib Click on 490/830 button NOTE: The 490/830 button without a border edits one bib record at a time

25 Toolkit reports The Toolkit makes an abundance of reports In toolkit setup, indicate folder path

26 Toolkit reports

27 Toolkit reports Changed.txt shows changed version of bib

28 Toolkit reports Details.txt shows specific headings changed

29 Toolkit reports Summary.txt shows heading Corrections Receiver summary of activity heading

30 Global Headings Change & Preview Queues No authority outsourcing vendor? Consider using the Voyager Global Headings Queue –(The toolkit does not delete heading from queue) Disadvantage: Retrieves all headings, not just series

31 Global Headings Change & Preview Queues

32 Global Headings Change & Preview Queues Click on search Open authority and hit the Red cross button or 490/830 button

33 Speaking of Global Headings Queue… Even if using a vendor, may want to periodically review global headings queue Check Voyager manuals for additional information on Global Headings Queue