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Amy Carlson:
acarlson@hawaii.edu
Serials Head
Phone: (808) 956-7692

University of Hawaii Libraries
2550 McCarthy Mall
Honolulu, Hawaii 96822
Fax: (808) 956-5968

Voyager Displays Problems and Clean up
What to look For: Serials

The primary display problem for Serials stems from duplicate bibliographic records and multiple holdings statements. When each library loaded their bibliographic records and holdings into the shared database, duplication of records and holdings occurred. Most of our clean up revolves around this duplication. Duplication and lengthy holdings statements could be confusing and frustrating to both the Reference Librarian and the patron. Our clean-up includes:

  • Eliminating extraneous holdings statements
  • Summarizing holdings
  • Reducing the number of bibliographic records
What to look for:
  1. What's this "In the Pre-order process"?
You'll notice with some of the holdings statements an odd one with a lack of information. It may look something like this:

Voyager generated this particular holdings statement because the order and the correct holdings statement would not connect. We need to manually reconnect the information for this display to disappear.
  1. Why are the holdings displayed in one long list?
In the holdings statement, what a particular library owns is generated into a list. This list is based on the MARC record for the holdings statement. In this case each line in the list of Newsweek indicates a bound volume with a barcode. If we looked at the MARC record for this particular holdings statement we would find individual fields for every bound volume.
(continues on to the last bound volume)

The holdings information for Newsweek appears lengthy when parsed by each item. Not only will the patron have to scroll to view all of the holdings, but also it's difficult to determine gaps in holdings or supplemental information. We need to collapse this view into a few statements to summarize our holdings. All of our clean up requires input from other departments, but this situation in particular requires input from Public Services.
  1. When I look at a particular title, why do I see so many hits?
When you search the OPAC, you search more than just our single database. Expect to find all of the materials from every library in the system. At the current time when you search Newsweek, you will find separate bibliographic records (or separate hits) from each owning library. After the clean up, you will see one bibliographic record with owning libraries described in each holdings statement. What does this look like?
  • Try to search OPAC for Honolulu weekly using the Title search.
  • You should find 6 hits or six bibliographic records
  • Click on #2. The bibliographic record sits at the top of the page and each holdings statement follows. Scroll down until the end of the display.
You'll notice two things in this exercise:
  1. The amount of information the patron needs to look through
  2. You probably saw a holdings statement from UH Hilo under the Bibliographic record.
In the future, following our Serials clean up:
  1. The amount of information should be reduced and easier to read
  2. All holdings statements will follow one, single bibliographic record in the display. In other words, for a particular title in most cases you'll only get one journal hit.
Other Questions:
  1. How long will this take?
It's hard to put a time frame on the clean up, but we hope to begin checking in some materials by the end of January or beginning of February.
  1. What are the clean up priorities?
  • Dailies and Weeklies
  • Titles from the spring Swets invoice
  • High use or requested titles
Please feel free to request titles for clean up if in high use or required by multiple users. However, keep in mind other titles may take priority.
  1. How can I tell what we have received?
For January, we will continue checking in new materials on CARL. You can view recently received items by checking the Journal and Newspaper database (Choice no. 2 on the CARL PAC menu). If you cannot see CARL and want to know about an item, you will need to check the shelf or call the Serials Department for information about specific titles. Please be aware: check-in may cease while we move between CARL and Voyager.
  1. What about bound volumes?
You can see bound volumes listed in the holdings statement.

To Summarize:

Taking information from one system and putting into a different system sometimes causes headaches. Adding databases from other libraries and their potentially duplicate holdings causes headaches. In some cases, if the information from CARL proved incorrect, messy or difficult unfortunately the migrated information will move to Voyager in the same incorrect, messy or difficult way. In the case of the serials, we targeted our problem areas, formulated a plan of attack and will work on as much as we can. But in the meantime, be prepared to see more information than you need. To summarize, these are our problems and our highest priority for clean up:
  • Eliminating extraneous holdings statements
  • Summarizing holdings
  • Reducing the number of bibliographic records

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