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University Library, University of Illinois at Urbana-Champaign

Content Access Management (CAM): Resources for Public Services Staff

Acquisitions & Cataloging Services

Library Catalog FAQs

The following are Frequently Asked Questions regarding the library catalog that are encountered by public services staff.

  1. Record lacks publication information
  2. Record lacks holding information
  3. Unverified locations
  4. Record lacks call number
  5. No result in call number search
  6. Invisible volumes
  7. Items "In Process"
  8. Errors in records
  9. Item indicates e-resource, but no full text
  10. MARCETTES
  11. MARS records
  12. Incorrect Syndetics content

Record lacks publication information

A record is most likely to be missing publication information if it is an RDA record in the Classic Catalog. In Classic, click the Staff (MARC) View button and then look for publication information in field 264. Another option is to view the record in the VuFind catalog, which will display publication information.

Do not submit an OTRS ticket for this, unless publication information is lacking in a VuFind record.

Record lacks holdings information

If you see the message, The catalog cannot display location or copy information at this time. Please ask a library staff member for assistance, or try again later (VuFind Catalog) or For Library Holdings, ask at the Reference or Circulation desks (Classic Catalog), it often means that a holding record has been suppressed in Voyager. In some cases the bibliographic record should have also been suppressed, while in other cases suppression of the holdings is a mistake.

To check for holdings, look up the record in the Voyager Cataloging client and click the Get Hldgs icon to see if a location and call number have been assigned. Also click Get Items to see if there are items associated with the record, and then click the Item Status icon (the graph in the lower left corner) to see its current status. You can also see this by clicking the Hierarchy icon from the Holdings Record.

If an item has a location, call number, item record, barcode, and appears to be checked in (i.e., "Not Charged,") then you can probably direct the patron to the location indicated in the Holdings Record.

Always report this to the appropriate OTRS queue: Monographic CatalogingSerials Cataloging, or Music & Performing Arts Cataloging.

Unverified Location

When a Holdings Record in Voyager has an "error" location, the note "Unverified location - check Main Stacks" appears in the location field. If the item has a call number, you can check the Main Stacks.

Always report this to the appropriate OTRS queue: Monographic CatalogingSerials Cataloging, or Music & Performing Arts Cataloging.

Record lacks call number

If a record indicates a holding location and an item status, but it lacks a call number, this is likely due to a blank indicator in the holdings record. This primarily happens in the Classic Catalog.

To find the call number:

  1. Locate the record in the Voyager Cataloging client
  2. Click the Get Hldgs icon to find the call number

Report this to the appropriate OTRS queue: Monographic CatalogingSerials Cataloging, or Music & Performing Arts Cataloging.

No result in call number search

If performing a call number search for a known call number in the Classic Catalog does not return a result, it is likely either due to either a suppressed holdings record or to a blank indicator in the holdings record. Retrieve the item by a different method (e.g., author, title, or keyword search). If the record displays location and item information but no call number, it is due to a blank indicator. If it is a suppressed record, no holdings information will show.

If only the call number is missing:

  1. Locate the record in the Voyager Cataloging client
  2. Click the Get Hldgs icon to find the call number

Always report this to the appropriate OTRS queue: Monographic CatalogingSerials Cataloging, or Music & Performing Arts Cataloging.

Invisible volumes

In some serial and multi-volume records, individual volumes may not appear in VuFind, though they do appear in the Classic catalog. This is a problem with the ordering of volumes in the Holdings Record and can be verified by looking at the Holdings Record in Voyager. If individual volumes are shown in the Holdings Record that do not show in VuFind, then this is likely the problem.

Always report this to the appropriate OTRS queue: Monographic CatalogingSerials Cataloging, or Music & Performing Arts Cataloging.

Items "In Process"

Items that are "In Process" cannot be requested in the catalog. For these materials, direct the patron to I-Share or Interlibrary Loan as appropriate to obtain another copy of the title.

Errors in records

If you or a patron notice errors in records, please report them using the appopriate OTRS queue: Monographic CatalogingSerials Cataloging, or Music & Performing Arts Cataloging.

Examples of errors include:

  • Incorrect bilbliographic information, including the record not matching the piece
  • Typographical errors that do not appear on the piece
  • Duplicate call numbers

E-Resource?

In the Classic catalog, all items with electronic content are designated in the results list and record with Red letter "e". In some cases, the electronic content points only to a description or table of contents. For these materials, there is no full-text available. Materials with full text will clearly provide links to full text. For an example, see the title Heidegger & Nietzsche in the Classic Catalog. This problem does not occur in the VuFind catalog.

MARCETTES

MARCETTES are the records you come across in the catalog that are in all CAPS. These are short records from a conversion project that we are constantly working to upgrade to full records, and they generally only have title, author, and year of publication information. Upgrading these records is an ongoing project.

MARS records

MARS records, and those with the note "Catalog description may not match actual item. For assistance please contact a reference librarian," may not match the piece in hand. These records are also from conversion projects, and in some casing the machine matching did not match records correctly. MARS records are identified by "MARS" in field 910 of a bibliographic record when viewing a record in Staff View.

If you find that an item does not match its record, please submit an OTRS ticket to the appropriate queue: Monographic CatalogingSerials Cataloging, or Music & Performing Arts Cataloging.

Incorrect Syndetics Content

Syndetics content is the added content, including covers, that is sometimes linked in records. Syndetics content is generated dynamically via the ISBN in a record. Incorrect Syndetics content can be caused either by an incorrect ISBN in a record, or by incorrect ISBN matching in the Syndetics database.