Preliminary data record

ACQ Meeting minutes, September 2023 Preliminary Data records (PDR), are MARC bibliographic records that have not been fully cataloged by a CCS cataloger. They often contain incomplete bibliographic data, that may later be found to be incorrect. Even if the data is completely accurate, a record is considered preliminary in the local database until a CCS cataloger has reviewed and verified the record with the item in hand, overlaying with an OCLC record if necessary.

PDRs may be entered into the CCS database in one of the following ways:

1. Records are hand-keyed.
2. Records are imported one at a time from OCLC using the Bibliographic Records Find Tool in Polaris.
3. Records are imported from OCLC using Connexion.
4. Records are imported from a vendor.

Libraries are encouraged to include OCLC numbers in PDRs whenever possible.

The 099 field indicates a record is preliminary and still needs cataloging:

099  PRELIMINARY DATA

The 099 field may have VENDOR PRELIMINARY DATA RECORD instead if the record was obtained from a vendor such as Baker & Taylor rather than being hand-keyed or imported from OCLC, but the term "PRELIMINARY DATA" must be included.

Items attached to PDRs can circulate only under the following circumstances:

• The record's 099 field indicates an intent to fully catalog at a later date (e.g. nikmarc 20180417)
• The item is checked out to an in-house user (e.g. Technical Services Supervisor)

Title of PDR (245)

Videogames

For on-order records or PDRs only, add the videogame platform as it appears in the 753 field after the title in parentheses. This will ensure that acquisitions staff receive and invoice the correct line item. This will be removed from the final record.

Examples:

245 00 Donkey Kong country: tropical freeze (Nintendo Wii U)
245 00 Donkey Kong country: tropical freeze (Nintendo Switch)

4K Blu-rays

For on-order records or PDRs only, add 4K or 4K combo after the title in parentheses. This will ensure that acquisitions staff receive and invoice the correct line item. This will be removed from the final record.

Examples:

245 00 LILO & STITCH 2-MOVIE COLLECTION (4K)
245 00 LILO & STITCH 2-MOVIE COLLECTION (4K Combo)

Encoding Level 3 Records as PDRs

If a Level 3 record is used as a Preliminary Data Record, all appropriate fields must be corrected to CCS standards for these records. Most important is changing the 720 to 100, 110, 700 or 710 as appropriate, and checking it in the Authority File. The 260 or 264 field should also include the requisite ‡b and ‡c information, as this affects the display the online catalog.

See also

• Working with preliminary data records
• Connexion macro to upgrade level 3 records