Difference between revisions of "Preliminary data record"

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[[Category:Glossary]]
[https://www.ccslib.org/sites/default/files/2024-05/CCS%20ACQ%20Minutes%209_20_2023.pdf ACQ Meeting minutes, September 2023][[Category:Local practices]]
[[Category:Preliminary data records]]
[[Category:Preliminary data records]]
[[Category:Polaris specific topics‏‎]]
'''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.


'''Preliminary data records''' (PDRs), are either hand-keyed brief MARC records or imported OCLC records that have not been locally edited by a CCS cataloger. These records often contain incomplete bibliographic data (ISBN, Publisher’s number, title, author, edition, publisher, date, etc.) that may be later 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 and compared its access points with the item in hand.
PDRs may be entered into the CCS database in one of the following ways:
# Records are [[Input hand-keyed preliminary data records|hand-keyed]].
# Records are imported one at a time from OCLC using the Bibliographic Records Find Tool in Polaris.
# Records are [[Import preliminary data records from Connexion|imported from OCLC using Connexion]].
# Records are [[Importing vendor preliminary data records|imported from a vendor]].


Preliminary data records are entered into the CCS database in one of the following ways:
Libraries are encouraged to include OCLC numbers in PDRs whenever possible.<ref name="scrapmin201105">[http://ccslib.org/attachments/File/SCRAP/SCRAP_May_18_2011.pdf SCRAP Meeting minutes, May 2011]</ref>
# Records are [[Input hand-keyed preliminary data records|hand-keyed]] directly into the database.
# Records are [[Import preliminary data records from Connexion|imported electronically from OCLC using Connexion]].
# Records are [[Import preliminary data records with SmartPort|imported electronically from OCLC using SmartPort]].


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>
The 099 field indicates a record is preliminary and still needs cataloging:
{{example|text=
099  PRELIMINARY DATA}}
 
The 099 field may have <code>VENDOR PRELIMINARY DATA RECORD</code> 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. <code>nikmarc 20180417</code>)
* The item is checked out to an in-house user (e.g. Technical Services Supervisor)


Three fields indicate a record is still preliminary:
==Title of PDR (245)==
{{example|text=
Date cataloged=NEVER
049  JEDA
999  PRELIMINARY DATA}}


The 049 field may contain a specific library code, some older fully cataloged records still say JEDA or have no 049 field at all.
;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. <ref name="acqin202309">Acquisitions Technical Group Meeting Minutes, September 2023</ref>


The 999 may be replaced with <code>099  VENDOR PRELIMINARY DATA RECORD</code> when the preliminary record was obtained from a vendor such as Baker & Taylor rather than being hand-keyed or imported from OCLC.  (Vendor preliminary data records must always be overlaid with a new record from OCLC when the item is cataloged.)
: '''Examples:'''
{{example|indent=1|text=
245 00 Donkey Kong country: tropical freeze (Nintendo Wii U)
245 00 Donkey Kong country: tropical freeze (Nintendo Switch)
}}


Items attached to these records can circulate only under either of the following circumstances:
;4K Blu-rays
# The record contains <code>999</code> with an indication of intent to upgrade to full MARC (e.g., <code>xxxmarc 20080430</code>)
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. <ref name="acqin202503">Acquisitions Technical Group Meeting Minutes, March 2025</ref>
# The item is to be checked out to an in-house user (e.g., Technical Services, Cataloging)
Preliminary data records also help CCS libraries maximize the benefits of cooperative cataloging within the consortium. A library's symbol in the 999 field of a preliminary data record identifies the library that will take responsibility for providing a final bibliographic record that meets CCS standards.


: '''Examples:'''
{{example|indent=1|text=
245 00 LILO & STITCH 2-MOVIE COLLECTION (4K)
245 00 LILO & STITCH 2-MOVIE COLLECTION (4K Combo)
}}
==See also==
==See also==
[[Identifying preliminary data records]]
[[Working with preliminary data records]]


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

Latest revision as of 14:53, 26 March 2025

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.[1]

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. [2]

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. [3]

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

See also

Working with preliminary data records

References

  1. ↑ SCRAP Meeting minutes, May 2011
  2. ↑ Acquisitions Technical Group Meeting Minutes, September 2023
  3. ↑ Acquisitions Technical Group Meeting Minutes, March 2025
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