Difference between revisions of "Deleting or suppressing records in Voyager"

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Hamnet records are only deleted in Voyager if they are accidental duplicates or were otherwise created in error.  Even then, they are only deleted from the active database, so can still be retrieved from the server through the "deleted records" logs. Staff members have different levels of authorization for deleting records, but most people who edit in Voyager are able to delete item and holdings records. Few are authorized to delete bibliographic records.
 
Hamnet records are only deleted in Voyager if they are accidental duplicates or were otherwise created in error.  Even then, they are only deleted from the active database, so can still be retrieved from the server through the "deleted records" logs. Staff members have different levels of authorization for deleting records, but most people who edit in Voyager are able to delete item and holdings records. Few are authorized to delete bibliographic records.
  
==Procedure==
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Records can also be suppressed from public view in Hamnet. This happens for various reasons, e.g., a rare book that was ordered turned out to have been incorrectly described by the dealer, so it was returned rather than accessioned into the collection. The record needs to remain in Voyager so that it continues to appear in the Acquisitions module as an item that was ordered.
Holdings records cannot be deleted if there are item records attached; bibliographic records cannot be deleted if there are holdings records or acquisitions purchase order (PO) line items attached. Catalogers cannot delete PO line items, but can link them to a different bib record.
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==Suppressing==
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* Delete the item record(s) unless they're needed for statistical purposes(alt-r, d ''or'' Record > Delete)
 +
* In the holdings record(s):
 +
**Add or edit the 852$h to so that it says "SUPPRESSED: <reason for suppression>" (so that it no longer shows up in reports for unaccessioned items, and so that the reason it's suppressed appears in other reports)
 +
**Check the "Suppress from OPAC" box on the MARC tab
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**Save to database and close
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* In the bibliographic record
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** Create a 590$a field, placing it before the other 5xx fields, and enter "SUPPRESSED: <reason for suppression>"
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** Check the "Suppress from OPAC" box on the MARC tab
 +
**Save to database and close
 +
 
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==Deleting==
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Holdings records cannot be deleted if there are item records attached; bibliographic records cannot be deleted if there are holdings records or acquisitions purchase order (PO) line items attached. Catalogers cannot delete PO line items, but can [[Relinking records in Voyager#Relinking purchase orders| relink the purchase order]]  to a different bib record.
  
 
* Delete the item record(s) ('''alt-r, d''' ''or'' Record > Delete)
 
* Delete the item record(s) ('''alt-r, d''' ''or'' Record > Delete)
 
* Delete the holdings record(s) ('''alt-r, d''' ''or'' Record > Delete).  
 
* Delete the holdings record(s) ('''alt-r, d''' ''or'' Record > Delete).  
** If you cannot delete a holdings record because you are not authorized, mark the holding for suppression ( alt-s, alt-p, or select the fixed fields System tab and check "Suppress from OPAC), delete the call number and replace with the word "[SUPPRESSED]" and save to database
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** If you cannot delete a holdings record because you are not authorized, mark the holding for suppression ( alt-s, alt-p, or select the fixed fields System tab and check "Suppress from OPAC", delete the call number and replace with the word "SUPPRESSED" and the reason for suppression, then save to database
 
** If you cannot delete a holdings record because it is linked to a PO line item, move the PO line item to the correct bibliographic. See [[Relinking records in Voyager#Relinking purchase orders| Relinking purchase orders]].
 
** If you cannot delete a holdings record because it is linked to a PO line item, move the PO line item to the correct bibliographic. See [[Relinking records in Voyager#Relinking purchase orders| Relinking purchase orders]].
 
 
* Suppress the bibliographic record
 
* Suppress the bibliographic record
** Create a 590 field, placing it before the other 5xx fields, with this message: DELETE IN FAVOR OF < bib id number for the record that is being kept > < your initials> < date yyyymmdd>. On the rare occasions when the bibliographic record is meant to be suppressed instead of deleted, use the phrase "SUPPRESSED IN FAVOR OF" in the note.
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** Create a 590 field, placing it before the other 5xx fields, with this message: DELETE IN FAVOR OF < bib id number for the record that is being kept > < your initials> < date yyyy-mm-dd>. On the rare occasions when the bibliographic record is meant to be suppressed by a cataloger instead of deleted, use the phrase "SUPPRESSED" and the reason for suppression in the 590.
 
** Mark record for suppression ('''alt-s''', '''alt-p''', or select the fixed fields System tab and check "Suppress from OPAC) and save to database
 
** Mark record for suppression ('''alt-s''', '''alt-p''', or select the fixed fields System tab and check "Suppress from OPAC) and save to database
 
** Add the bib id of the deleted record to the 035 of the record to be kept, preceded with "(Voyager)"--no space. E.g.: 035 ‡a 125951 ‡z (Voyager)125955 and save to database   
 
** Add the bib id of the deleted record to the 035 of the record to be kept, preceded with "(Voyager)"--no space. E.g.: 035 ‡a 125951 ‡z (Voyager)125955 and save to database   
** Send an email or give a print-out to the Head of Collection Information Services with bib id of suppressed record for deletion
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** If the record is meant to be deleted, send an email or give a print-out to the Head of Collection Information Services with bib id of suppressed record for deletion
  
 
[[Category:Staff policies and procedures]]
 
[[Category:Staff policies and procedures]]
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[[Category:Voyager]]
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[[Category:Cataloging]]

Latest revision as of 11:00, 27 March 2019

Hamnet records are only deleted in Voyager if they are accidental duplicates or were otherwise created in error. Even then, they are only deleted from the active database, so can still be retrieved from the server through the "deleted records" logs. Staff members have different levels of authorization for deleting records, but most people who edit in Voyager are able to delete item and holdings records. Few are authorized to delete bibliographic records.

Records can also be suppressed from public view in Hamnet. This happens for various reasons, e.g., a rare book that was ordered turned out to have been incorrectly described by the dealer, so it was returned rather than accessioned into the collection. The record needs to remain in Voyager so that it continues to appear in the Acquisitions module as an item that was ordered.

Suppressing

  • Delete the item record(s) unless they're needed for statistical purposes(alt-r, d or Record > Delete)
  • In the holdings record(s):
    • Add or edit the 852$h to so that it says "SUPPRESSED: <reason for suppression>" (so that it no longer shows up in reports for unaccessioned items, and so that the reason it's suppressed appears in other reports)
    • Check the "Suppress from OPAC" box on the MARC tab
    • Save to database and close
  • In the bibliographic record
    • Create a 590$a field, placing it before the other 5xx fields, and enter "SUPPRESSED: <reason for suppression>"
    • Check the "Suppress from OPAC" box on the MARC tab
    • Save to database and close

Deleting

Holdings records cannot be deleted if there are item records attached; bibliographic records cannot be deleted if there are holdings records or acquisitions purchase order (PO) line items attached. Catalogers cannot delete PO line items, but can relink the purchase order to a different bib record.

  • Delete the item record(s) (alt-r, d or Record > Delete)
  • Delete the holdings record(s) (alt-r, d or Record > Delete).
    • If you cannot delete a holdings record because you are not authorized, mark the holding for suppression ( alt-s, alt-p, or select the fixed fields System tab and check "Suppress from OPAC", delete the call number and replace with the word "SUPPRESSED" and the reason for suppression, then save to database
    • If you cannot delete a holdings record because it is linked to a PO line item, move the PO line item to the correct bibliographic. See Relinking purchase orders.
  • Suppress the bibliographic record
    • Create a 590 field, placing it before the other 5xx fields, with this message: DELETE IN FAVOR OF < bib id number for the record that is being kept > < your initials> < date yyyy-mm-dd>. On the rare occasions when the bibliographic record is meant to be suppressed by a cataloger instead of deleted, use the phrase "SUPPRESSED" and the reason for suppression in the 590.
    • Mark record for suppression (alt-s, alt-p, or select the fixed fields System tab and check "Suppress from OPAC) and save to database
    • Add the bib id of the deleted record to the 035 of the record to be kept, preceded with "(Voyager)"--no space. E.g.: 035 ‡a 125951 ‡z (Voyager)125955 and save to database
    • If the record is meant to be deleted, send an email or give a print-out to the Head of Collection Information Services with bib id of suppressed record for deletion