Working with preliminary data records

General concerns

How will libraries identify Preliminary Data records from OCLC?

Libraries that hand-key records or import OCLC records via SmartPort at time of order will include in every record:

Bib tab: 049 OCLC Holding Symbol JEDA

Bib tab: 099 PRELIMINARY DATA

Control tab: Date cataloged = NEVER

Libraries that import OCLC records via the Load Bibliographic Records report at time of order will include in every record:

Bib tab: 049 OCLC Holding Symbol (the library's holding symbol)

Bib tab: 099 PRELIMINARY DATA

Control tab: Date cataloged = NEVER

Libraries that import vendor records via the Load Bibs With Order Info report at time of order will include in every record:

Bib tab: 099 VENDOR PRELIMINARY DATA RECORD

Control tab: Date cataloged = NEVER

Therefore, these three fields can be used to identify whether a record is a Preliminary Data record or is a fully cataloged record, but the most reliable are the Date Cataloged field and the presence of an 099 field.

DO NOT FOLLOW THIS RULE. This rule has been abolished or is obsolete, but is kept in the manual for historical purposes.

Prior to 2016, PRELIMINARY DATA was entered in a 999 field.

What else must libraries do to Preliminary Data records downloaded from OCLC?

Libraries will add information about standard numbers and cost (020, 022, 028, 037 fields) if they are available and not already in the OCLC record. It is especially important to add the ISBN when importing a serial record in order to avoid duplicate record creation.

Do libraries have to verify bibliographic data in Preliminary Data records from OCLC?

No, the information will be verified when a cataloger has the item in hand.

Do libraries have to check controlled headings in Preliminary Data records from OCLC?

Yes! You must check the form of the name (1xx field) by using the Validate headings helper. The remaining headings will be checked when a cataloger has the item in hand.

What will we do if we decide not to search OCLC for a Preliminary Data record?

After doing the requisite four searches in Sirsi, hand-key a Preliminary Data record using the Add Title wizard.

Libraries are encouraged to use OCLC numbers in preliminary data records whenever possible.

Final cataloging: After the item arrives

Will the library that created the Preliminary Data record always do the final cataloging?

No. The first library to catalog an item fully will be the library to provide the final, complete and correct record. That may be the first library to receive it, a library that has local holds to fill, or just the first one to get the item to a cataloger, but it will not always be the library that originally created the Preliminary Data record.

If your library is providing the final record

1. Your OCLC symbol must be in the 049 field
2. The OCLC Number must be the Title control number (preceded by a lower case "o").
3. The date cataloged in the Control tab must be changed to TODAY.
4. The entire tag 099 PRELIMINARY DATA (or 099 VENDOR PRELIMINARY DATA RECORD must be deleted.
5. The final catalog record must meet CCS standards as described in the rest of this manual, editing it as necessary.

What if my library receives an item for which there is an OCLC Preliminary Data record?

You will have two choices:

1. You may verify the existing record and edit it in Workflows per CCS standards. However, unless the record is encoding level blank DLC, or has been imported very recently, it is best to check OCLC. This will not only ensure that the record has not been merged with another in OCLC, but may make cataloging much easier if it has been significantly upgraded.
2. You may overlay the Preliminary Data record with a record from OCLC, either edited and verified per CCS standards, or proceed to edit in Workflows.

What if my library receives an item for which there is a Vendor Preliminary Data record?

If you are the first library to catalog an item fully, you must overlay the Preliminary Data record with a record from OCLC, edited and verified per CCS standards.

What if a library has the item in hand and intends to upgrade a preliminary record but cannot do it immediately?

Traditionally, CCS libraries have informed each other that they will take the responsibility for supplying a full bibliographic record from OCLC, edited in accordance with CCS standards, with a note in the Preliminary Data record.

099 PRELIMINARY DATA xxxmarc 20100804

(Where xxx is the library’s three-letter NSLS symbol, and the 'xxxmarc' is followed by a space and today's date in YYYYMMDD format)