Difference between revisions of "Inputting hand-keyed preliminary data records"

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[[Category:Preliminary data records]]
[[Category:Preliminary data records]]
[[Category:Using WorkFlows]]
[[Category:Procedures]]
# Do NOT make a duplicate Preliminary Data record.  Do at least four alternate searches (ISBN 10 and 13, title, author, and title/author) before creating a Preliminary Data record.  
[[Category:Polaris specific topics]]
# From the Title Maintenance Group on the Cataloging toolbar, select the Add Title wizard. Set the default properties of this wizard so that <code>BRIEF</code> or <code>TEMPLATE</code> is in the Entries field. ''(Properties are set by clicking on the right mouse button when the mouse is hovering over the wizard.)''
# Make every effort not to create a duplicate [[Preliminary data records|Preliminary Data record]].  Search at least by ISBN/UPC and title, across all libraries, before hand-keying a Preliminary Data record.
# Workflows typically defaults to the MARC Printed Monograph (Books) format.  If you are creating a record for a different format, make sure the '''appropriate format''' is selected (i.e. music, serials, etc.) in the wizard properties and on the record's Control tab.
# From the Shortcut Bar, select New > Bibliographic Record > Existing Template and use a template for the format being added.
# In the Fixed Field section you will notice that '''Date 1''' contains the current year as the default.  If you need to change the date for reasons of accuracy, edit it.
# Enter the following if known.  (Some may be included in the template.) Other fields are optional.
# Fill in any fields that are required to distinguish your item from others that may be similar.  The following fields are '''REQUIRED''', if known and applicable:
 
::; 008
::: Include Date 1 and any other elements necessary to display the correct [[Guidelines for Use of TOMs|TOM]].
::; 007
::: For AV materials, include any elements necessary to display the correct TOM.
::; 020 ISBN
::; 020 ISBN
::: (mandatory, if available)
 
::; 022 ISSN
::; 022 ISSN
::: (for serials)
 
::; 024 UPC
::; 024 UPC
::: (for audiovisual materials, if known)
 
::; 028 Publisher's label number
::; 028 Publisher number
::: (for music or audiovisual materials, if known)
 
::; 037 Stock number
::; 037 Stock number
::: (usually only for computer files when there’s no ISBN)
 
::; 049 OCLC Holding Symbol
::; 099
::: [JEDA should appear by default]
::: PRELIMINARY DATA
::; 1xx Author
 
::: (only if a personal or corporate author is the main entry)
::; 1XX Author
::: It is mandatory to use the "Validate Headings" helper to make sure the form of name is consistent with any we already have in the database.  If a match is not found, enter the name as fully as your ordering source provides it.  If you are using the Acquisitions Module, it will not be possible to validate headings using the Add Temporary Title helper unless you switch to the Cataloging wizards.
::: Use the "Check Headings" tool or LC Name Authority File to check for an authorized form of the name.
 
::; 245 Title
::; 245 Title
::: subfield a [main title] is mandatory (you do not need to input &Dagger;a; the start of the field is, by default, subfield a)
::: If the title begins with an article or similar word, adjust the second indicator accordingly.
:::* Enter the title as completely as your source provides it
 
:::* Use numerals if they are part of the title; a 246 can be added with the number spelled out, but is not mandatory
:::* Do not use initial articles '''a''', '''an''', or '''the''' as the first word
:::* '''subfield b''' [subtitle/continuation of title] is optional but can be helpful particularly if there may be other similar titles
:::* '''subfield h''' [General Material Designation (with specific medium)] is mandatory for non-print materials ; GMD should be bracketed, with specific designation in parentheses: [videorecording (DVD)]
::; 250 Edition
::; 250 Edition
::: Required, if other than first edition.
::: e.g. Abridged, Rental, PS4
:::* '''Large print ed.''' should appear in this field for all large print materials; brackets are not necessary, as most large print materials include this statement
 
:::* '''[Pbk. ed.]''' or '''[Mass market pbk. ed.]''' should be entered in this field if there is already another version of the title, especially if both records are still preliminary; if this is the only version available, no supplied ed. statement is needed
::; 264 Publisher and Publication Date
:::* If known, '''abridged''' or '''unabridged''' versions of audiobooks or '''widescreen''', '''full screen''', '''rental''', '''Spanish''', or '''audio described''' versions of visual media must be indicated here.
::: Subfields b and c. If no publication date is indicated, use the current year.
::; 260 Publisher and Publishing date
 
::: Subfield b (publisher) and subfield c (date of publication, currently provided as current year) are mandatory. No spaces should be used before or after subfields. Be sure to follow subfield b content with a comma.  If the publication date is not indicated in your ordering source, assume it is the current year and place this date in subfield c. Make sure fixed field element '''Date 1''' matches the date in subfield c. 
::; 300
::; 300 Physical description
::: Optional unless needed to distinguish versions (e.g. 12 audio discs vs. 14 audio discs)
::: Not required unless needed to distinguish versions. (''Examples:'' 2 sound cassettes, 24 sound cassettes) This information can be provided in a 500 note instead.
 
::; 999 PRELIMINARY DATA
::; 344
::: [this should appear by default; if not, add it]
::: Subfields a and b recommended for vinyl records
 
::; 347
::: Subfield b for digital AV (e.g. CD audio, DVD video, Blu-ray, Playaway audio)
 
::; 500
::: 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, add the following note:
{{example|indent=3|text=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.}}

Latest revision as of 17:08, 15 November 2018

  1. Make every effort not to create a duplicate Preliminary Data record. Search at least by ISBN/UPC and title, across all libraries, before hand-keying a Preliminary Data record.
  2. From the Shortcut Bar, select New > Bibliographic Record > Existing Template and use a template for the format being added.
  3. Enter the following if known. (Some may be included in the template.) Other fields are optional.
008
Include Date 1 and any other elements necessary to display the correct TOM.
007
For AV materials, include any elements necessary to display the correct TOM.
020 ISBN
022 ISSN
024 UPC
028 Publisher number
037 Stock number
099
PRELIMINARY DATA
1XX Author
Use the "Check Headings" tool or LC Name Authority File to check for an authorized form of the name.
245 Title
If the title begins with an article or similar word, adjust the second indicator accordingly.
250 Edition
e.g. Abridged, Rental, PS4
264 Publisher and Publication Date
Subfields b and c. If no publication date is indicated, use the current year.
300
Optional unless needed to distinguish versions (e.g. 12 audio discs vs. 14 audio discs)
344
Subfields a and b recommended for vinyl records
347
Subfield b for digital AV (e.g. CD audio, DVD video, Blu-ray, Playaway audio)
500
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, add the following note:
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.
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