Importing preliminary data records from Connexion

1. Do not make a duplicate Preliminary Data record. Do at least three alternate searches (ISBN, title, and author or author/title) across all libraries before importing a Preliminary Data record from Connexion.
2. If you find a hand-keyed Preliminary Data record and prefer to use an OCLC record as a Preliminary Data record, you must overlay the existing hand-keyed record. Be sure to change the Title control number in the Title control tab to the OCLC number of the overlaying record (preceded by a lower case "o")
3. First you need to set up a holding code. (CCS staff will help you in setting up a holding code.) This holding code will automatically create ON ORDER copy records when you import records from Connexion to SIRSI.
4. In Connexion:

• The 049 tag will contain your OCLC holding symbol. If possible, this should be changed to JEDA after importing the records to Workflows.
• You may use Constant Data Manager or a macro to set up a 949 tag as a constant data. For example,

ON ORDER 20020121 ‡h LFKA ‡p $[actual price] (here LFKA is Lake Forest's holding code for Preliminary Data records.

• You may use "Apply Constant Data" to input this 949 tag into each record you download.
• Insert an 099 tag with the text PRELIMINARY DATA.¹

5. In Workflows, set up a separate Bib Load Report template for importing Preliminary Data records to SIRSI.

In your template:

• In the Update date cataloged box of the Selection Criteria tab on the Schedule New Reports use NEVER. Do not use TODAY for Preliminary Data records.
• In the Default Holding Code box, use the Holding Code you set up for Preliminary Data records.

¹ Use of Connexion macros or a function key program like ShortKeys is recommended for data strings such as ON ORDER YYYYMMDD, or PRELIMINARY DATA. The consistency will make it easy for all of us to search and lessen the likelihood of typographical error.