Managing Series Using the Cataloger’s Toolkit

ELSUG 2008

October 9, 2008Wichita State University

Wichita, KS

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Presenters

Michelle Turvey-WelchOriginal CatalogerKansas State

University

mturvey@ksu.edu

Margaret KausOriginal CatalogerKansas State

Universitymkaus@ksu.edu

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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

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Understandings

• Assumes basic understanding of series authority records

• Typical workflow generated by vendor authority reports

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What this session will not do

• Provide how-to instructions on installation of the software

• Give detailed information on creating series authority records

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What is Gary Strawn’s Cataloger’s Toolkit?

• 3rd party software developed by Gary Strawn, Library Systems Analyst, Northwestern University

• The toolkit is freely available for download http://www.library.northwestern.edu/public/

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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

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What does the Toolkit not do?

• Delete headings from the Voyager Global headings queue

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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

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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

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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)

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Red cross button

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Red cross button

• Open authority

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Red cross button

• Click on Red cross button

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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

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Red cross button

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Red cross button

• With Correction Receiver running, you can see the headings change

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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

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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

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Traced series: 490/830 button • Retrieve 1st bib• Click on 490/830 button (again)• NOTE: The 490/830 button with a

border works with multiple bibs

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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

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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

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Untraced series: 490/830 button • Open 1st bib• Click on 490/830 button• NOTE: The 490/830 button without a

border edits one bib record at a time

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Toolkit reports

• The Toolkit makes an abundance of reports

• In toolkit setup, indicate folder path

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Toolkit reports

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Toolkit reports

• Changed.txt shows changed version of bib

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Toolkit reports

• Details.txt shows specific headings changed

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Toolkit reports

• Summary.txt shows heading Corrections Receiver summary of activity heading

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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

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Global Headings Change & Preview Queues

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Global Headings Change & Preview Queues• Click on search • Open authority and hit the Red cross

button or 490/830 button

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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