Difference between revisions of "Importing vendor preliminary data records"

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[[Category:Importing records]]
MARC records acquired from vendors may be used as [[Preliminary data records|Preliminary Data records]] for titles that are being ordered.  They may not be used as final records, even if they contain an OCLC number. They must be overlaid by a record acquired from OCLC.
[[Category:Preliminary data records]]
* Make every effort not to create a duplicate Preliminary Data record.  However, duplicate records are allowed if acquired from a vendor and it is not feasible to check for duplicates. Duplicates must be merged when discovered.
[[Category:Using WorkFlows]]
* Include an 099 field with <code>PRELIMINARY DATA</code> or <code>VENDOR PRELIMINARY DATA RECORD</code>.
MARC records acquired from vendors may be used as preliminary data records.  They may not be used as final records, even if they contain an OCLC number; they must be replaced with a record acquired from OCLC either via [[Importing preliminary data records from Connexion|Connexion]] or [[Importing preliminary data records with SmartPort|SmartPort]].
* If possible, capitalize all letters in the 245 field. NOTE: Videogame records should have the videogame platform from the 753 field in parentheses after the title. See [[Software, computer games, and videogames]] for an example. This may need to be added to the record manually.
* Do not make a duplicate Preliminary Data record.  Search at least three ways, such as Title, Author and ISBN/UPC, to make absolutely certain there is not already a matching preliminary record in the database.
* If possible, include 007/008/347/etc. for digital AV.
* If you find a hand-keyed Preliminary Data record and prefer to use a record from a vendor as a Preliminary Data record, you must overlay the existing hand-keyed record.
* For combo packs or separated parts of combo packs, make sure that's indicated in the record.
* Be sure 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 vendors to WorkFlows.
* If using 949/970/etc. to create items/POs/etc., make sure those fields are in the records.
* To automatically create copies as part of the record load, have the vendor insert a 949 tag with the relevant item data and holding code, for example:
 
{{example|indent=1|text=949  ON ORDER 20020121 &Dagger;h LFKA &Dagger;p $[actual price] ''(Here LFKA is Lake Forest's holding code for Preliminary Data records.)''}}
 
* The record must either contain a 999 tag with the text <code>PRELIMINARY DATA</code>, or a 099 tag with the text <code>VENDOR PRELIMINARY DATA RECORD</code>
For further instructions on how to import records: [https://ccsliborg.sharepoint.com/:b:/s/CCSTraining/EWhm5s9tgnlDtUI9JQsLanwBJcNSE_bFLeSvyzx6cPmFNA?e=egDYXD Importing Bib Records through an import profile].
* If you use an 099 field instead of a 999 field, then the record must also contain a 945 field with the text <code>OCLC DO NOT SET</code>.
 
* It is helpful if you can have your vendor send records that capitalize all letters in the 245 &Dagger;a.
* In Workflows, set up a separate Bib Load Report template (or, if you use the acquisitions module, a Bib Order Load Report template) for importing vendor preliminary data records.
:: In your template:
::* In the Update date cataloged box of the Selection Criteria tab on the Schedule New Reports use <code>NEVER</code>. Do not use <code>TODAY</code> for Preliminary Data records.
::* In the Default Holding Code box, use the Holding Code you set up for Preliminary Data records.


==Pre-order titles==
==Pre-order titles==
Midwest Tape is listing titles for purchase that are still running in the theaters and/or are a long way away from being ready for library use.  If you load any of these records from Midwest Tape as vendor preliminary data records, always add the following fields:
Midwest Tape lists titles for purchase that are still running in the theaters and/or are a long way away from being ready for library use.  For these, include the following:
{{example|text=
{{example|text=
037   ''product ID #''{{subfield|b}}Midwest Tape
037 ''product ID #''{{subfield|b}}Midwest Tape
500   This is a Coming Soon Title from Midwest Tape.  As such, this preliminary record does not have any identifying numbers such as OCLC number, UPC, or ISBN.}}
500 This is a Coming Soon Title from Midwest Tape.  As such, this preliminary record does not have any identifying numbers such as OCLC number, UPC, or ISBN.}}
<!-- (Vendor catalog numbers most properly belong in the 037 field, but the 028 field can be used in [[Workflows]] for record matching when loading files of vendor preliminary data records and the 037 field cannot.) -->


It is recommended that you include an 028 field with just a &Dagger;b containing the name of the production company (e.g. Warner Bros., Universal, etc.), so that that data is visible on the first screen of the preliminary data record.
If you know whether it will be a "rental" edition, indicate that in a 250 field.


If you know whether a "Coming Soon" title you have ordered will be a "rental" copy, indicate that fact in an edition statement in the 250 field.
Note this means you may have to individually edit these "Coming Soon" records after you have loaded them.
 
[[Category:Importing records]]
Likewise, if you know you have ordered a Blu-ray, a DVD, a combo pack, or a Blu-ray split out from a combo pack, etc. indicate that in a bracketed edition statement.
[[Category:Preliminary data records]]
 
[[Category:Polaris specific topics]]
This means you may have to individually edit every "Coming Soon" record from Midwest Tape after you have loaded them.
[[Category:Procedures]]
[[Category:Training]]

Latest revision as of 16:52, 28 September 2023

MARC records acquired from vendors may be used as Preliminary Data records for titles that are being ordered. They may not be used as final records, even if they contain an OCLC number. They must be overlaid by a record acquired from OCLC.

  • Make every effort not to create a duplicate Preliminary Data record. However, duplicate records are allowed if acquired from a vendor and it is not feasible to check for duplicates. Duplicates must be merged when discovered.
  • Include an 099 field with PRELIMINARY DATA or VENDOR PRELIMINARY DATA RECORD.
  • If possible, capitalize all letters in the 245 field. NOTE: Videogame records should have the videogame platform from the 753 field in parentheses after the title. See Software, computer games, and videogames for an example. This may need to be added to the record manually.
  • If possible, include 007/008/347/etc. for digital AV.
  • For combo packs or separated parts of combo packs, make sure that's indicated in the record.
  • If using 949/970/etc. to create items/POs/etc., make sure those fields are in the records.


For further instructions on how to import records: Importing Bib Records through an import profile.


Pre-order titles

Midwest Tape lists titles for purchase that are still running in the theaters and/or are a long way away from being ready for library use. For these, include the following: 

037 product ID #‡bMidwest Tape
500  This is a Coming Soon Title from Midwest Tape.  As such, this preliminary record does not have any identifying numbers such as OCLC number, UPC, or ISBN.

If you know whether it will be a "rental" edition, indicate that in a 250 field.

Note this means you may have to individually edit these "Coming Soon" records after you have loaded them.

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