Importing vendor preliminary data records

As of September 18, 2013, the rules on this page have been approved in concept by the SCRAP committee, but the exact wording is still being adjusted. Please use these rules. Please send any feedback to SCRAP.

MARC records acquired from vendors may be used as preliminary data records. They may not be used as final records, even if they contain an OCLC number; they must be replaced with a record acquired from OCLC either via Connexion or SmartPort.

• Do not make a duplicate Preliminary Data record. Search at least three ways, such as Title, Author and ISBN/UPC, to make absolutely certain there is not already a matching preliminary record in the database.
• If you find a hand-keyed Preliminary Data record and prefer to use a record from a vendor as a Preliminary Data record, you must overlay the existing hand-keyed record.
• Be sure to set up a holding code. (CCS staff will help you in setting up a holding code.) This holding code will automatically create ON ORDER copy records when you import records from vendors to WorkFlows.
• To automatically create copies as part of the record load, have the vendor insert a 949 tag with the relevant item data and holding code, for example:

949  ON ORDER 20020121 ‡h LFKA ‡p $[actual price] (Here LFKA is Lake Forest's holding code for Preliminary Data records.)

• The record must either contain a 999 tag with the text PRELIMINARY DATA, or a 099 tag with the text VENDOR PRELIMINARY DATA RECORD
• If you use an 099 field instead of a 999 field, then the record must also contain a 945 field with the text OCLC DO NOT SET.
• It is helpful if you can have your vendor send records that capitalize all letters in the 245 ‡a.
• In Workflows, set up a separate Bib Load Report template (or, if you use the acquisitions module, a Bib Order Load Report template) for importing vendor preliminary data records.

In your template:

• In the Update date cataloged box of the Selection Criteria tab on the Schedule New Reports use NEVER. Do not use TODAY for Preliminary Data records.
• In the Default Holding Code box, use the Holding Code you set up for Preliminary Data records.

Pre-order titles

Midwest Tape is listing titles for purchase that are still running in the theaters and/or are a long way away from being ready for library use. If you load any of these records from Midwest Tape as vendor preliminary data records, always add the following fields:

037   product ID #‡bMidwest Tape
500   This is a Coming Soon Title from Midwest Tape.  As such, this preliminary record does not have any identifying numbers such as OCLC number, UPC, or ISBN.

It is recommended that you include an 028 field with just a ‡b containing the name of the production company (e.g. Warner Bros., Universal, etc.), so that that data is visible on the first screen of the preliminary data record.

If you know whether a "Coming Soon" title you have ordered will be a "rental" copy, indicate that fact in an edition statement in the 250 field.

Likewise, if you know you have ordered a Blu-ray, a DVD, a combo pack, or a Blu-ray split out from a combo pack, etc. indicate that in a bracketed edition statement.

This means you may have to individually edit every "Coming Soon" record from Midwest Tape after you have loaded them.