BACKGROUND

After a record has been imported or created in Voyager, it must be saved to the database before it can be considered to be "in CLIO". If a record is closed without being saved to the database, it remains only on the workstation of the person who created or imported it, and cannot be found by others searching CLIO. It is necessary to save bibliographic, holdings and item records to CLIO individually.

When saving a bibliographic record to the database, Voyager first validates the record against the MARC tag tables and then checks for duplicate records. Finally, a confirmation message displays upon the successful saving of the record.

PROCEDURES

1. With the bibliographic record you wish to save displayed, click on the sailboat icon (Save to DB) on the toolbar.

2. The first time the sailboat icon is clicked in each Voyager session a dialog box will open with the following message: "This message will not be repeated in this session. Your current Import/Replace profile is: Add/Conditional. Change it now?" Add/Conditional is the correct setting, so click No. (If for some reason your Import/Replace profile has been changed or the setting is "None" click Yes to change it now. You will be taken to the preferences screen with the drop down menu of Import/Replace profiles and should choose Add/Conditional from the menu.)

3. Next, if there are any MARC errors in the record you are trying to save, the "MARC Error Report" dialog box will open. This box lists any errors in MARC coding that Voyager is able to detect (e.g. "Indicator 1 in 246 field has an invalid value"). Correct any errors present (pressing the F2 function key will give you the list of valid indicators or subfields and their definitions for the area of the record where the cursor is positioned) and then click the sailboat to try again to save the record.

4. The Unicode version of Voyager will also validate the characters in imported records to ensure they successfully convert to Unicode. Unconverted records are distinguished by the presence in the window title bar of an (nc) ("not converted") marker after the record ID and the unconverted characters will display as question marks inside diamonds. If a record fails to convert at time of import:
   • Print the contents of the "Invalid MARC21 Characters" report.
   
   
   • Print the record being imported.
   
   
   • Delete the invalid character symbols (diamonds) from the import record.
   
   
   • Save and track the record to yourself and give the stapled printouts to your supervisor.
   
   

5. Voyager will next compare the record you are trying to save to the records already in CLIO, looking for duplicates. If any duplicate records are discovered, the "Bibliographic Dedupe Detection" dialog box will open. It will display the record ID number(s), the title(s) and a rank indicating the duplication score assigned by the duplication detection algorithm.

   To look at a possible duplicate record, click the Retrieve button on the dialog box. The record already in CLIO will open and you can tile the records to compare the bibliographic records side by side. After examining the records, select one of the following options from the "Bibliographic Dedupe Detection" dialog:

   • Add as new record if you have determined that the bibliographic record already in CLIO does not represent the item in hand.

   • Replace/merge using profile... if the record in CLIO represents the item in hand, but is a record that you wish to replace with a full record. Select the "Merge" profile to overlay the preliminary record with the full record. Local information and the Voyager bibliographic ID will be retained in the merged record. If the record to be replaced is based on a full cataloging record, only these fields are retained.

   • If the bibliographic record already in CLIO does represent the item in hand and the record you have imported or created is a duplicate, click Retrieve, if necessary, to open the existing record and then click Close to close the dialog box. Close the imported record (with "Imported record..." in the title bar) and work with the existing CLIO record and the duplicates procedures in CPM 001 to determine whether the item in hand should be added to the existing record or is an unwanted duplicate.

6. If no duplicate records were found or if you clicked "Add as new record" CLIO responds to the save command by assigning a record ID number, which is displayed in the title bar of the new record.