Preliminary data record

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.

Preliminary data records are entered into the CCS database in one of the following ways:

1. Records are hand-keyed directly into the database.
2. Records are imported electronically from OCLC using Connexion.
3. Records are imported electronically from OCLC using SmartPort.

This change has been approved in concept by the SCRAP committee, but the exact wording is still being adjusted. Please follow the changed rule(s). Please send any feedback to SCRAP.

Whatever method is used, libraries are encouraged to use preliminary data records with OCLC numbers as much as possible.

Three fields indicate a record is still preliminary:

Date cataloged=NEVER
049  JEDA 
999  PRELIMINARY DATA

Though the 049 field may contain a specific library code, some older fully cataloged records still say JEDA or have no 049 field at all.

Items attached to these records can circulate only under either of the following circumstances:

1. The record contains 999 "intent to upgrade to full MARC" (e.g., xxxmarc 20080430)
2. 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.

See also

Identifying preliminary data records

References

This change has been approved in concept by the SCRAP committee, but the exact wording is still being adjusted. Please follow the changed rule(s). Please send any feedback to SCRAP.