Difference between revisions of "Importing vendor preliminary data records"

From CCS Cataloging Manual
Jump to navigation Jump to search
 
(10 intermediate revisions by 4 users not shown)
Line 1: Line 1:
[[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>.
[[Category:Procedures]]
* 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.  
[[Category:Training]]
* If possible, include 007/008/347/etc. for digital AV.
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]].
* For combo packs or separated parts of combo packs, make sure that's indicated in the record.
* Do not make a duplicate Preliminary Data record.  Search at least three ways, such as Title, Author and ISBN/UPC, across all libraries, to make absolutely certain there is not already a matching preliminary record in the database.
* If using 949/970/etc. to create items/POs/etc., make sure those fields are in the records.
* 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.
* 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.
* 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 099 tag with the text <code>PRELIMINARY DATA</code>, or a 099 tag with the text <code>VENDOR PRELIMINARY DATA RECORD</code>
<!-- * 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.
* When possible, please add (or have your vendor add) format data in 34X fields, especially the 347 &Datter;b subfield for digital AV.
* 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==
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:
{{example|text=
028 42 ''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.}}


(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.)
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].


It is recommended that you also 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 a "Coming Soon" title you have ordered will be a "rental" copy, indicate that fact in an edition statement in the 250 field.
==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:
{{example|text=
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.}}
<!-- (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.) -->


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


This means you may have to individually edit every "Coming Soon" record from Midwest Tape after you have loaded them.
Note this means you may have to individually edit these "Coming Soon" records after you have loaded them.
[[Category:Importing records]]
[[Category:Preliminary data records]]
[[Category:Polaris specific topics]]
[[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.

Retrieved from "https://www.ccslib.org/Catalogers/index.php?title=Importing_vendor_preliminary_data_records&oldid=5233"