Working with preliminary data records

General concerns

How do libraries identify Preliminary Data records?

Preliminary Data records (PDRs) should include these two fields:

• 049 JEDA (CCS's OCLC symbol; may be a specific library's symbol instead)
• 099 PRELIMINARY DATA or 099 VENDOR PRELIMINARY DATA RECORD

What should libraries do to Preliminary Data records imported from OCLC?

• Add standard numbers (020/024/028/037/etc.) that are available and not already in the OCLC record. It is especially important to add the ISBN when importing a serial record, which probably does not already have it.
• Add any elements necessary to display the correct TOM (e.g. LDR, 006, 007, 008).

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

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

Do libraries have to check access points in Preliminary Data records?

For PDRs that are hand-keyed or imported one at a time in Polaris, use the Check Headings tool to verify authorized access points and correct if possible. For PDRs imported in batch, access points will be verified by a cataloger after the item is received.

Do libraries have to use OCLC records for Preliminary Data records?

No. PDRs may be OCLC records, vendor records, or hand-keyed brief records.

However, libraries are encouraged to include 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. Any library may provide the final, complete 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 necessarily be the library that created the PDR.

What does final cataloging include?

1. The library's OCLC symbol in the 049 field
2. The OCLC number in an 035 field
3. The entire 099 field is deleted
4. Following CCS standards as described in the rest of this manual

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

Do one of the following:

• Verify the existing record and locally edit per CCS standards. However, unless the record has been imported very recently, it is a good idea to re-import the OCLC record in case it has since been merged or upgraded.
• Overlay with a record from OCLC, editing either in Connexion or in Polaris.

What if my library receives an item for which there is a vendor or hand-keyed Preliminary Data record?

If there's no other CCS record that it could be merged with, overlay the vendor/hand-keyed PDR with an OCLC record, editing either in Connexion or in Polaris.

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

Indicate responsibility for supplying a fully cataloged record with an addition in the 099 field, where 'xxx' is the library’s three-letter NSLS symbol, and 'xxxmarc' is followed by a space and today's date in YYYYMMDD format).

099 PRELIMINARY DATA xxxmarc 20180424