Difference between revisions of "Working with preliminary data records"

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[[Category:Procedures]]
[[Category:Procedures]]
[[Category:Training]]
[[Category:Training]]
[[Category:Polaris specific topics‏‎]]
==General concerns==
==General concerns==
===How will libraries identify Preliminary Data records from OCLC?===
===How do libraries identify Preliminary Data records?===
Libraries that hand-key records or import OCLC records via SmartPort at time of order will include in every record:
[[Preliminary data record|Preliminary Data records]] (PDR) should include an 099 field with <code>PRELIMINARY DATA</code> or <code>VENDOR PRELIMINARY DATA RECORD</code>
: Bib tab: 049 OCLC Holding Symbol <code>JEDA</code>
: Bib tab: 099 <code>PRELIMINARY DATA</code>
: Control tab: Date cataloged = <code>NEVER</code>
 
Libraries that import OCLC records via the Load Bibliographic Records report at time of order will include in every record:
: Bib tab: 049 OCLC Holding Symbol ''(the library's holding symbol)''
: Bib tab: 099 <code>PRELIMINARY DATA</code>
: Control tab: Date cataloged = <code>NEVER</code>
 
Libraries that import vendor records via the Load Bibs With Order Info report at time of order will include in every record:
: Bib tab: 099 <code>VENDOR PRELIMINARY DATA RECORD</code>
: Control tab: Date cataloged = <code>NEVER</code>
 
Therefore, these three fields can be used to identify whether a record is a Preliminary Data record or is a fully cataloged record, but the most reliable are the Date Cataloged field and the presence of an 099 field.
 
{{obsoletebox|text=Prior to 2016, PRELIMINARY DATA was entered in a 999 field.}}
 
===What else must libraries do to Preliminary Data records downloaded from OCLC?===
Libraries will add information about standard numbers 020, 022, 028, 037 fields) if they are available and not already in the OCLC record.  It is especially important to add the ISBN when importing a serial record when one is available in order to avoid duplicate record creation.  When possible, libraries should add appropriate 34X fields that are not already in the record (for example, 340 for large print, 344 for vinyl records, 346 for VHS cassettes, 347 for digital AV), so that the record's format is obvious and displays in hit lists.


===Do libraries have to verify bibliographic data in Preliminary Data records from OCLC?===
===What should libraries do to Preliminary Data records imported from OCLC?===
No, the information will be verified when a cataloger has the item in hand.
* Add the 099 <code>PRELIMINARY DATA</code> field.
* Add standard numbers (020/024/028/037/etc.) that are available and not already in the OCLC record.  It is especially important to add the ISBN when importing a serial record, which probably does not already have it.
* Add any elements necessary to display the correct [[Guidelines for Use of TOMs|TOM]] (e.g. LDR, 006, 007, 008).


===Do libraries have to check controlled headings in Preliminary Data records from OCLC?===
===Do libraries have to verify bibliographic data in Preliminary Data records?===
Yes!  You must check the form of the name (1xx field) by using the Validate headings helper.  The remaining headings will be checked when a cataloger has the item in hand.
No.  It will be verified when a cataloger has the item in hand.


===What will we do if we decide not to search OCLC for a Preliminary Data record?===
===Do libraries have to check access points in Preliminary Data records?===
After doing the requisite '''four''' searches in Workflows, [[Input hand-keyed preliminary data records|hand-key a Preliminary Data record]] using the Add Title wizard.
For PDRs that are hand-keyed or imported one at a time in Polaris, use the Check Headings tool to verify authorized access points and correct if possible.  For PDRs imported in batch, access points will be verified by a cataloger after the item is received.


Libraries are encouraged to use OCLC numbers in preliminary data records whenever possible.<ref name="scrapmin201105">[http://ccslib.org/attachments/File/SCRAP/SCRAP_May_18_2011.pdf SCRAP Meeting minutes, May 2011]</ref>
===Do libraries have to use OCLC records for Preliminary Data records?===
No.  PDRs may be OCLC records, vendor records, or hand-keyed brief records.  However, libraries are encouraged to include OCLC numbers in Preliminary Data records whenever possible.<ref name="scrapmin201105">SCRAP, May 2011</ref>


==Final cataloging: After the item arrives==
==Final cataloging: After the item arrives==
===Will the library that created the Preliminary Data record always do the final cataloging?===
===Will the library that created the Preliminary Data record always do the final cataloging?===
No.  The first library to catalog an item fully will be the library to provide the final, complete and correct record. That may be the first library to receive it, a library that has local holds to fill, or just the first one to get the item to a cataloger, but it will not ''always'' be the library that originally created the Preliminary Data record.
No.  Any library may provide the final, complete record. That may be the first library to receive it, a library that has local holds to fill, or just the first one to get the item to a cataloger, but it will not necessarily be the library that created the PDR.


===If your library is providing the final record===
===What does final cataloging include?===
# Your OCLC symbol '''must''' be in the 049 field
# The OCLC number in an 035 field with the prefix (OCoLC)
# The OCLC Number '''must''' be the Title control number (preceded by a lower case "o"). 
# The entire 099 field is deleted
# The date cataloged in the Control tab '''must''' be changed to <code>TODAY</code>.
# Following CCS standards as described in the rest of this manual
# The entire tag <code>099 PRELIMINARY DATA</code> (or <code>099 VENDOR PRELIMINARY DATA RECORD</code> '''must''' be deleted.
# The final catalog record must meet CCS standards as described in the rest of this manual, editing it as necessary.


===What if my library receives an item for which there is an OCLC Preliminary Data record?===
===What if my library receives an item for which there is an OCLC Preliminary Data record?===
You will have two choices:
Do one of the following:
 
# You may verify the existing record and edit it in Workflows per CCS standards.  However, unless the record is encoding level blank DLC, or has been imported very recently, it is best to check OCLC WorldCat and consider re-importing the record.  This will not only ensure that the record has not been merged with another in OCLC, but may make cataloging much easier if the OCLC WorldCat record has been significantly upgraded.
# You may overlay the Preliminary Data record with a record from OCLC, either edited and verified per CCS standards, or as is and then proceed to edit it in Workflows.
 
===What if my library receives an item for which there is a Vendor Preliminary Data record?===


If you are the first library to catalog an item fully, you '''must''' overlay the Preliminary Data record with a record from OCLC, edited and verified per CCS standards.
* Verify the existing record and locally edit per CCS standards.  However, unless the record has been imported very recently, it is a good idea to re-import the OCLC record in case it has since been merged or upgraded.
* Overlay with a record from OCLC, editing either in Connexion or in Polaris.


===What if a library has the item in hand and intends to upgrade a preliminary record but cannot do it immediately?===
===What if my library receives an item for which there is a vendor or hand-keyed Preliminary Data record?===
If there's no other CCS record that it could be merged with, overlay the vendor/hand-keyed PDR with an OCLC record, editing either in Connexion or in Polaris.


Traditionally, CCS libraries have informed each other that they will take the responsibility for supplying a full bibliographic record from OCLC, edited in accordance with CCS standards, with a note in the Preliminary Data record.
===What if my library has the item in hand and intends to upgrade a Preliminary Data record but cannot do it immediately?===
{{example|text=099 PRELIMINARY DATA xxxmarc 20100804 }}
Indicate responsibility for supplying a fully cataloged record with an addition in the 099 field, where 'xxx' is the library’s three-letter [[Library codes|NSLS symbol]], and 'xxxmarc' is followed by a space and today's date in YYYYMMDD format).
''(Where xxx is the library’s three-letter NSLS symbol, and the 'xxxmarc' is followed by a space and today's date in YYYYMMDD format)''
{{example|text=099 PRELIMINARY DATA xxxmarc 20180424 }}


==References==
==References==
<references />
<references />

Latest revision as of 18:21, 1 November 2022


General concerns

How do libraries identify Preliminary Data records?

Preliminary Data records (PDR) should include an 099 field with PRELIMINARY DATA or VENDOR PRELIMINARY DATA RECORD

What should libraries do to Preliminary Data records imported from OCLC?

  • Add the 099 PRELIMINARY DATA field.
  • Add standard numbers (020/024/028/037/etc.) that are available and not already in the OCLC record. It is especially important to add the ISBN when importing a serial record, which probably does not already have it.
  • Add any elements necessary to display the correct TOM (e.g. LDR, 006, 007, 008).

Do libraries have to verify bibliographic data in Preliminary Data records?

No. It will be verified when a cataloger has the item in hand.

Do libraries have to check access points in Preliminary Data records?

For PDRs that are hand-keyed or imported one at a time in Polaris, use the Check Headings tool to verify authorized access points and correct if possible. For PDRs imported in batch, access points will be verified by a cataloger after the item is received.

Do libraries have to use OCLC records for Preliminary Data records?

No. PDRs may be OCLC records, vendor records, or hand-keyed brief records. However, libraries are encouraged to include OCLC numbers in Preliminary Data records whenever possible.[1]

Final cataloging: After the item arrives

Will the library that created the Preliminary Data record always do the final cataloging?

No. Any library may provide the final, complete record. That may be the first library to receive it, a library that has local holds to fill, or just the first one to get the item to a cataloger, but it will not necessarily be the library that created the PDR.

What does final cataloging include?

  1. The OCLC number in an 035 field with the prefix (OCoLC)
  2. The entire 099 field is deleted
  3. Following CCS standards as described in the rest of this manual

What if my library receives an item for which there is an OCLC Preliminary Data record?

Do one of the following:

  • Verify the existing record and locally edit per CCS standards. However, unless the record has been imported very recently, it is a good idea to re-import the OCLC record in case it has since been merged or upgraded.
  • Overlay with a record from OCLC, editing either in Connexion or in Polaris.

What if my library receives an item for which there is a vendor or hand-keyed Preliminary Data record?

If there's no other CCS record that it could be merged with, overlay the vendor/hand-keyed PDR with an OCLC record, editing either in Connexion or in Polaris.

What if my library has the item in hand and intends to upgrade a Preliminary Data record but cannot do it immediately?

Indicate responsibility for supplying a fully cataloged record with an addition in the 099 field, where 'xxx' is the library’s three-letter NSLS symbol, and 'xxxmarc' is followed by a space and today's date in YYYYMMDD format). 

099 PRELIMINARY DATA xxxmarc 20180424

References

  1. ↑ SCRAP, May 2011
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