Using Voyager Reports Linda Taylor Oklahoma State University Edmon Low Library February 21, 2007

Why Use Voyager Reports?  To produce lists for database maintenance Authority record problems (canned reports)  Duplicate Authority records  “See also” references with no corresponding record  “See” references authorized in another record  Unauthorized headings lists  To generate custom reports base on local needs (Custom reports require custom queries)

Custom report based on local need  Some possible uses for custom reports At bindery reports Database maintenance projects Serials with open holdings lists Pulling data to review for global changes List of all items assigned to a temporary location List of all records created by a particular operator within a specified date range

Selected Customized reports at OSU  Titles cataloged Bib records flagged “Ok to export” Weekly between Mon.-Sun. Reviewed for shelflisting/cuttering problems  Duplicate OCLC numbers report  In process Item Record with Item Status set to “In Process” Retrieves items “In Process” for too long  At labeling Item Record with Temp Loc set to “Labeling” Retrieves items in “Labeling” for too long

Purposes of Customized Reports  Custom reports used to review for quality Titles Cataloged report Duplicate OCLC numbers report  Custom reports used to track for timeliness In Process At Labeling

Titles Cataloged report (Quality Control) Data elements included in the report Call number (sorted by) Author Title Edition statement Imprint Bib ID Exporter (operator)

Screen Shot of Titles Cataloged Report

Some of the uses of the Titles Cataloged report  Confirm that dates are added to the call number for subsequent editions (Call no./ed./imprint)  Confirm that a workmark is added to call number for author main entry (Call no./Author/Title)  If problems are found, they are reported to the exporter (cataloger) for correction

Duplicate OCLC # report (Quality Control)  Data elements included in the report OCLC number Suppressed (Y/N) status Location Bib ID

Screen shot of Dupl. OCLC # rpt

Uses of the Dupl. OCLC # report  Identify duplicates for investigation  Resolve and merge all applicable information into a single occurrence of the bibliographic record

Tracking Reports  Custom reports used to track for timeliness In Process At Labeling

OPAC view of In Process item

Source of In Process element

In Process Report (tracking report)  Data elements included in report Call number (if any) Barcode Title Enumeration (if any) Record level (OCoLC) or PRV (provisional) Date placed in an in process status Date of last update and by who

Screen Shot of In Process report

Some Uses of the In Process Report  Identify who was working on the title (last update in history)  Identify PRV items that probably require original cataloging  Notify the operator and encourage speedy resolution of any problems

At Labeling report (tracking report) Report data elements included in report Items with status “Labeling” within specified date range Operator that last updated the Item Record Call number Title Bib ID Scan-able barcode

Custom report example

How the At Labeling report is used  Operator is the first sort element  Report sections are distributed to the operator for investigation  Possible reasons for delay Problem found after “labeling” status was set Material was sent, but Macro that removes status failed Backlog in Processing

Steps to Voyager Report process  “Canned” (out of the box) Reports Use the Reporter Module of Voyager Create Input File for Cataloging Import into MS Access Generate a Report  Customized Reports require also: Customized query Design for report format based on the query

Behind the reports (Access data)  Data for reports is imported into Access via query to elicit records exhibiting the desired characteristics Resulting data is viewable as an Access database but not user friendly Access Report format presents the data in a user- friendly mode

MS Access query (to pull data)

Access data (before report generation)

Data filtered thru Access report format

To get started you’ll need…  OBDC driver installed on computer (to communicate with ORACLE-based data on Voyager)  MS Access (or other OBCD compliant database software)  Voyager Reporter User’s Guide, (report manual)  Kim Seagraves’ presentation this afternoon will cover customizing Voyager reports

Questions?