Difference between revisions of "Preliminary data record"

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[[Category:Local practices]]
[[Category:Glossary]]
[[Category:Preliminary data records]]
[[Category:Preliminary data records]]
===What are preliminary data records?===
[[Category:Polaris specific topics‏‎]]
Preliminary data records (or just preliminary records, or PDRs) are MARC records containing bibliographic data (ISBN, Publisher’s number, title, author, edition, publisher, date, etc.) that may be incomplete or incorrect.  Even if the data is completely accurate, a record is considered preliminary in the CCS database until a CCS cataloger has reviewed and verified the record and compared its access points with the item in hand.
'''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.


===Why does CCS put Preliminary data records in its bibliographic database?===
PDRs may be entered into the CCS database in one of the following ways:
Preliminary data records allow library staff and library users to see what is on order and to place holds on items that are not yet received or ready for circulation. 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.
# 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]].


===How can I recognize preliminary data records?===
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>
There are three fields that indicate a record is still preliminary:


: '''Date cataloged:''' <code>NEVER</code>
The 099 field indicates a record is preliminary and still needs cataloging:
: '''Local holdings (049):''' <code>JEDA</code> ''(though this may be a specific library code, depending on how the record was loaded, and some older fully cataloged records still say JEDA or have no 049 field at all)''
{{example|text=
: '''Record status (999):''' <code>PRELIMINARY DATA</code>
099  PRELIMINARY DATA}}


===Is it mandatory for a CCS library to input preliminary data records?===
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.
No.  It is up to each library to make that decision.


===When are preliminary data records added to the CCS database?===
Items attached to PDRs can circulate only under the following circumstances:
In general, a preliminary data record is added when the first CCS library orders a title.
* 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)


===Can items attached to preliminary data records circulate?===
==See also==
Items can circulate only under the following circumstances:
[[Working with preliminary data records]]
# The record contains 999 "intent to upgrade to full MARC" (e.g., xxxmarc 20080430)
 
# The item is to be checked out to an in-house user (e.g., Technical Services, Cataloging)
==References==
<references />
===How do preliminary data records get into the CCS database?===
Preliminary data records are entered into the CCS database in one of the following ways:
# 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]].

Latest revision as of 18:20, 1 November 2022

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)

See also

Working with preliminary data records

References

  1. ↑ SCRAP Meeting minutes, May 2011
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