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

Latest revision as of 17:08, 15 November 2018

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.
From the Shortcut Bar, select New > Bibliographic Record > Existing Template and use a template for the format being added.
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.

@@ Line 1: / Line 1: @@
 [[Category:Preliminary data records]]
-[[Category:Using WorkFlows]]
+[[Category:Procedures]]
-# Do NOT make a duplicate Preliminary Data record.  Do at least three alternate searches (ISBN, title, and author or title/author) across all libraries before creating a Preliminary Data record.   (If working with an item originally published before 2008, search by both ISBN-10 and ISBN-13.)
+[[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.
-# Sound recording and video recording records include a default 007 field for CDs and DVDs, respectively. If the on-order item isn't either of those (e.g. a Blu-ray), please edit the 007 field accordingly, so that the correct format icon will display in Enterprise.
-# 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
-::: (mandatory, if available)
 ::; 022 ISSN
-::: (for serials)
 ::; 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
-::: (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)
+::: Use the "Check Headings" tool or LC Name Authority File to check for an authorized form of the name.
-::: 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.
 ::; 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 unless an appropriate 34X field is included in the record; GMD should be bracketed, with specific designation in parentheses: [videorecording (DVD)]
 ::; 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.
-::; 34X Additional physical format information ''(especially 347)''
+::; 344
-::: Required for AV if a GMD is not present in the record; recommended but not required if a GMD is present.
+::: Subfields a and b recommended for vinyl records
-::; 500 General note
-::: 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.  For these records, add the following 500 note:
+::; 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.}}
-::; 999	PRELIMINARY DATA
-::: [this should appear by default; if not, add it]

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

Latest revision as of 17:08, 15 November 2018

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