last updated Thu Sep-07-2006  06:53
VOYAGER CATALOGING TRAINING FOR AV CENTER STUDENTS
Prepared by Ruth Horie, September 2006
 
 
PERSONNEL
 
Head of Sinclair: Gregg Geary geary@hawaii.edu x65425
Head of Sinclair: Ruth Marie Quirk rmq@hawaii.edu x68525
Hawaiian Media Librarian: Krissy Kahikina krissyk@hawaii.edu x65426
Library Technician: Barbara Kudo barbarak@hawaii.edu x64102
Media Specialist: Alexis Weatherl alexisw@hawaii.edu x69726
 
Head of Cataloging: Mike Chopey chopey@hawaii.edu x67253
Acting Head of Cataloging: Sharon Ouchi ouchi@hawaii.edu x62648
Catalog Librarian: Ruth Horie ruthh@hawaii.edu x62764
Hawaiian Collection Librarian: Dore Minatodani dorem@hawaii.edu x62852
 
WORKFLOW
 
1. If the program was not taped off-air, Hawaiian Media Librarian sends the video with accompanying paperwork to the Catalog Librarian. Catalog Librarian creates bibliographic record.
 
2. Hawaiian Media Librarian or Hawaiian Collection Librarian decides what programs to tape off-air.
 
3. Hawaiian Media Librarian obtains copyright permission from station.
 
4. Media Specialist tapes the programs, one program per tape.
 
5. Hawaiian Media Librarian determines if the video is a one-time program, a mini-series or an episode of a weekly or monthly television series.
 
6. If the video is a one-time program or a mini-series, Hawaiian Media Librarian labels the videos and sends both use copy and preservation copy to Catalog Librarian with accompanying paperwork. Catalog Librarian will create bibliographic record.
 
Example of a one-time program:
State of the State address 1995
 
Example of a mini-series:
Profile of a nation : the Japanese people and their activities (4 videos)
 
7. a. If video is an episode of a weekly or monthly television program, and it has a distinctive episode title or theme, continue from step 8 below.
 
7. b. If video is an episode of a weekly or monthly television program, and it does not have a distinctive episode title or theme, consult with Catalog Librarian or Hawaiian Collection Librarian.
 
8. Student or Hawaiian Media Librarian views video, records bibliographic information on data sheet, creates preliminary bibliographic record, assigns call number, saves record to work folder
 
9. Hawaiian Media Librarian reviews records that student created
 
10. Student or Hawaiian Media Librarian labels videos with face labels
 
11. Hawaiian Media Librarian sends 10 records in individual files as email attachments to Catalog Librarian
 
12. Catalog Librarian reviews the records
 
13. Catalog Librarian loads the records into Voyager, suppressed
 
14. If Catalog Librarian has questions, Catalog Librarian sends email to Hawaiian Media Librarian
 
15. Hawaiian Media Librarian responds to Catalog Librarian's questions
 
16. Catalog Librarian edits and upgrades the records
 
17. Catalog Librarian notifies Hawaiian Media Librarian that the completed records are in Voyager and the videos may circulate
 
18. Hawaiian Media Librarian gives the videos to Library Technician for processing
 
19. Library Technician prepares the videos for circulation and unsuppresses the records
 
20. Hawaiian Media Librarian and Catalog Librarian complete all steps before Hawaiian Media Librarian sends another batch of 10 records to Catalog Librarian
 
Setup Windows
 
Create work folders and subfolders on the Sinclair Library LAN: Z:\Sinclair\Obiwan\
 
Templates
         [program title.tmp]
Completed
[program title & date.bib]
[Student Name]
Completed
         [program title & date.bib]
Incomplete
         [program title & date.bib]
 
Setup Voyager
 
Open Voyager and Logon
Double click the Voyager Cataloging icon on the Desktop
 
 
Type in 'Operator Id' then press 'tab' key.
Type in 'Password' then press 'enter' key
 
 
 
Set Options and Preferences
 
Click 'options' and select 'preferences'
 
 
 
SET SESSION DEFAULTS AND PREFERENCES: GENERAL
 
 
SET SESSION DEFAULTS AND PREFERENCES: VALIDATION
 
 
SET SESSION DEFAULTS AND PREFERENCES: WORK FLOW
 
 
SET SESSION DEFAULTS AND PREFERENCES: ITEM DEFAULTS
 
 
SET SESSION DEFAULTS AND PREFERENCES: FOLDER⁄FILES
 
 
SET SESSION DEFAULTS AND PREFERENCES: MAPPING
 
 
SET SESSION DEFAULTS AND PREFERENCES: COLORS⁄FONTS
 
Font: Lucida Sans Unicode
Size: between 8 and 12
 
 
 
SAVE SESSION DEFAULTS AND PREFERENCES
 
Click 'OK' button at bottom of screen
 
 
 
Create new preliminary bibliographic record
 
Click 'new' icon
 
 
Highlight the filename of the template for the program (example: Manaleo.tem)
The template name should appear in the 'file name' space
Click 'open' button
 
 
Type the data sheet information into the appropriate spaces in the 'new bib record' screen
 
 
 
If information on the data sheet is different from the information in the new bib record (example: the host is different for one show), change the information in the new bib record to match what is on the data sheet.
 
If information about the program changes (examples: station, running time), notify the Hawaiian Media Librarian. The Hawaiian Media Librarian may either change the template or create a new template.
 
008 DATE
 
The 4-digit telecast year should be the same as in the 260 and 500 fields.
To change the default year, click the '008' button
 
 
Click in the white area to the right of 'Date 1 (yyyy)'
Type the desired year in 4 digits
Click 'ok'
 
 
008 RUNNING TIME
 
The running time should be rounded up to the next whole minute, and should be the same as in the 300 field. Most programs are 30 or 60 minutes.
To change the running time, click the '008' button
 
 
Click in the white area to the right of 'running time'
         Click the drop down menu arrow
         Scroll and highlight the desired running time
         Click the desired running time
Click 'ok'
 
 
245 TITLE
 
Replace the default program title with the title of the episode.
 
Example:
Default program title: Hawaiian 105 Live (AVC)
Episode title: Pure Heart
 
Do not leave “(AVC)” in the title. It is in the default program title to identify which Library department the template was designed for.
 
Capitalize the first letter of the first word and the first letter of any proper name or place name.
 
Examples:
1987 Hawaiian canoe and kayak championships
All in the ohana
The best of Booga Booga
 
Use Hawaiian diacritics and special characters as shown on the screen.
 
`okina:
place the cursor to the left of the vowel
type ctrl-d, zero, ctrl-d
 
kahakô:
place the cursor to the right of the vowel
type ctrl-d, letter e, ctrl-d
 
Insert in the second indicator (I2) the total number of non-filing characters in the initial article (a, an, the, ka, ke, na, o, etc.), in English or Hawaiian, including the space preceding the first significant word of the title.
 
Examples:
245 00          All in the ohana
245 02          A pocketful of paradise
245 03          `O Pualani
245 03          An apple a day
245 03          Na mele aloha
245 04          The best of Booga Booga
245 04          Na[kahako] mele aloha
245 05          O na mele aloha
245 06          `O na mele aloha
245 07          `O na[kahako] mele aloha
 
If there is no subtitle, type a period after “[videorecording]” and delete everything to the right of the period.
 
         Example:
         All in the ohana ‡h [videorecording].
 
If there is a subtitle, replace the word “subtitle” in subfield ‡b with the subtitle, and end it with a period or other final punctuation used in the subtitle, such as a question mark or exclamation point.
 
         Examples:
         Never done ‡h [videorecording] : ‡b the working life of Alice H. Cook.
The Holocaust ‡h [videorecording] : ‡b never again?
 
260 IMPRINT
 
Enter the year the program was telecast in subfield ‡c
The year should be the same as the year in the 008 and 500 fields.
        
Example: ‡c 2005.
 
300 PHYSICAL DESCRIPTION
 
The running time should be rounded up to the next whole minute and should be the same as the running time in the 008 field.
 
         Example:
1 videocassette (60 min.) : ‡b sd., col. ; ‡c 1⁄2 in.
 
If there are black and white or sepia tone sequences in addition to color, note that in subfield ‡b:
 
         Example:
         ‡b sd., col., with b&w sequences
         007 color = m = mixed
 
500 NOTE
 
Give the month, day and year of the telecast, the title of the program, and the station or channel.
 
Example:
Telecast on the program Hawaii's reel stories on OC 16, on May 18, 2004, and recorded off-air with permission from Oceanic Cable, Mililani, Hawaii.
 
508 CREDITS
 
List the names and roles of those who participated in the artistic or technical production.
 
Examples:
Producer, Joe Smith.
Producer, director, Jane Smith.
Producer, Joe Smith ; director, Jane Smith.
Producers, Joe Smith, Jane Smith ; director, Allen Smith.
Producer, Joe Smith ; director, Jane Smith ; music, Annie Smith.
 
511 PARTICIPANTS OR PERFORMERS
List the names of participants, players, narrators, presenters, or performers who appear on screen.
Examples:
Host, Joe Smith ; guests, Jane Smith, Company A; Allen Smith, Company B.
Host, Joe Smith ; speakers, Jane Smith, Allen Smith, Organization Name.
Musical Group Name (performer name, performer name, performer name).
 
520 SUMMARY
Provide a brief summary of the episode, using the present tense.
 
Examples:
The group performs songs in Hawaiian and English.  Special guests 2003 Miss Aloha Hula Jennifer Kehaulani Oyama and Makanani Asing join them on stage.
 
Pamela Young tours Israel, learning about traditional customs and local history.
 
Several Hawaiian elders talk about their experiences and childhoods. Harry Fuller talks about cultivation of sweet potatoes, the different types and different ways in which they are cooked.  Several women talk about giving birth and share their experiences. 
 
650 SUBJECT HEADINGS
If any singing is in Hawaiian, add:
 
650 _0 ‡a Songs, Hawaiian.
 
949 LOCAL HOLDINGS INFORMATION
Enter the following information:
 
‡a HAW ‡b barcode number ‡c VIDEOTAPE number ‡l OuzV
 
SAVE THE RECORD INTO A WORK FOLDER
Click 'file' then select 'save as'
 
 
SELECT THE WORK FOLDER IN WHICH TO SAVE THE RECORD
Highlight the name of the work folder, Click 'open'
 
 
Make sure that the name of the desired work folder appears in the 'save in' space:
 
 
GIVE THE RECORD A FILE NAME
 
In the 'file name' space, type in a name based on the program title and date.
Example: MANALEO 2002 09 15
 
 
 
SAVE THE RECORD
Click 'save' then click 'ok' press the 'enter' key
 
 
CLOSE THE RECORD
 
Click 'file' then select 'close'
 
 
 
RETRIEVE A RECORD FROM A WORKFILE TO CONTINUE WORKING ON IT
 
Click the yellow 'open icon on the toolbar
 
 
Highlight the name of the work folder, then click 'open'
 
 
Highlight the file name of the work record, then click 'open'
 
 
For any questions or problems, check with the Hawaiian Media Librarian.
 
Edit Existing Bibliographic Template
 
Do this if information changes and records for all earlier episodes have been created.
Examples: year of broadcast, running time, name of host.
 
Click 'file'
Select 'edit'
Navigate to v-template folder
Highlight template to be edited
Click 'open'
Make changes
Click 'save' icon
Click 'ok'
 
Create New BIBLIOGRAPHIC Template from Existing Template
 
Do this if information changes and not all records for earlier episodes have been created. Example: running time
 
Click 'file'
Select 'edit'
Navigate to v-template folder
Highlight template to be edited
Click 'open'
Make changes
Click 'file'
Select 'save as'
Migrate to 'v-template' folder on Z:\Sinclair\Obiwan\
Provide new file name different from existing template
Click 'save' button
Click 'ok'
 
EDITING AND SCREEN NAVIGATION FUNCTIONS
 
Close a screen
-- Click 'file', click 'close'
-- Or click the lower one of the two 'X' buttons in the upper right corner of the screen
 
Copy a line (the original line remains where it is)
-- Right click the gray box to the left of the line, select 'copy this field'
Copy more than one line
-- Click the gray box to the left of each line, press ctrl-c
Copy text within a line
-- Highlight the text, right click, select 'copy'
 
Cut a line (the original line disappears but can be pasted elsewhere)
-- Right click the gray box to the left of the line, select 'cut this field'
Cut more than one line
-- Click the gray box to the left of each line, press ctrl-x
Cut text within a line
-- Highlight the text, right click, select 'cut'
 
Delete a line (the original line disappears and cannot be pasted elsewhere)
-- Right click the gray box to the left of the line, select 'delete this field', answer 'yes'
Delete more than one line
-- Click the gray box to the left of each line, press the 'delete' key, answer 'yes'
Delete text within a line
-- Highlight the text, right click, select 'delete'
 
Insert a new blank line above an existing line
-- Click the gray box to the left of the existing line, press the 'F3' key
Insert a new blank line below an existing line
-- Click the gray box to the left of the existing line, press the 'F4' key
Insert new text within an existing line
-- Position the cursor at the desired insertion point, type new text
 
Move a line down one line
-- Right click the gray box to the left of the line, select 'move this field down by one'
Move a line up one line
-- Right click the gray box to the left of the line, select 'move this field up by one'
 
Paste a copied or cut line above an existing line
-- Click the gray box to the left of the existing line, press 'ctrl-v'
Paste copied or cut text into an existing line
-- Position the cursor at the desired insertion point, press 'ctrl-v'
 
Replace text within a line with copied or cut text
-- Highlight text to be replaced, press 'ctrl-v'
Scroll down or up the screen
-- Click and drag the scroll bar at the right side of the screen down or up
 
Shift tab from right to left within a line
Tab from left to right within a line