Cataloging & Serials: General

Replacing Bib Records in Voyager

Introduction

There are several situations where a one bibliographic record may need to be replaced with another. These include 1) replacing a brief record with a full record, 2) replacing a problem copy record with an upgraded record, 3) replacing an incorrect record with a correct record.

Make sure Cataloging preferences are set correctly. On the General tab, the Bibliographic Import/Replace Profile should be set to Add - Conditiona

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1. Search OCLC and find matching record. Use the export command (xpo) to export the record to the file to be imported into Voyager.

2. In Voyager, search and display the record that is to be replaced.

3. Open the import file by choosing Record, Import, and then either From previous file or From new file. (If the file has already been opened once during the Cataloging session, From previous file will take you directly to that file. Otherwise, choose From new file and open the correct file.)

4. Highlight the correct record and hit the OK button.

5. Tile the two records. (Optional)

6. Copy the 035 field (OCLC number) from the record being imported and paste it into the already existing record. DO NOT save the imported record at this time!

7. Save the already existing record.

8. Save the imported record. After validation has occurred, the Bibliographic Dedupe Detection window will display. Choose Replace/Merge Using Profile at the bottom of this window to replace the brief (or wrong) record.

9. The message "The record was added to the database. It replaced existing duplicate (bib number)." will display.

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