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cat:pre-cats_adding_brief_title_records_to_the_pines_database [2018/06/26 18:16] – [Transferring precat items to a matching bibliographic record] ehardycat:pre-cats_adding_brief_title_records_to_the_pines_database [2024/02/12 20:13] (current) – tlittle
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 ===== Some reminders about Pre-Cataloged items (Precats) ===== ===== Some reminders about Pre-Cataloged items (Precats) =====
  
 +<note important>
  
-Precats are for:\\+Precats are for uncataloged items patrons find on the shelf and wish to check out.\\ 
 +Precats are for Interlibrary Loan (ILL) items.</note>
  
-  * Uncataloged items patrons find on the shelf and wish to check out.\\ +<note important>
-  * Interlibrary Loan (ILL) items.\\+
  
-Precats are not for:\\+Precats should not be used to check out noncataloged collections such as magazines, equipment, or other materials. These items should be counted on the patron record as **//noncataloged types//**.\\
  
-  * Precats should not be used to check out noncataloged collections such as magazines, equipment, or other materials. These items should be counted on the patron record as noncataloged types. If your library desires magazines, equipment, or other materials to be really checked out, catalog them using a good record and attach holdings or discuss implementing the serials module for Evergreen with the PINES and Collaborative Projects Manager.\\+If your library desires magazines, equipment, or other materials to be really checked out, catalog them using a good record and attach holdings, or discuss implementing the serials module for Evergreen with the PINES and Collaborative Projects Manager.</note> 
 + 
 +===== Miscellaneous reminders =====
  
-Miscellaneous reminders: 
   * On check in, precats should be routed to cataloging for resolution. They then can be added to a good bibliographic record, or withdrawn, depending on the needs of your library.\\   * On check in, precats should be routed to cataloging for resolution. They then can be added to a good bibliographic record, or withdrawn, depending on the needs of your library.\\
 +
   * After return, notice of ILL precats should be sent by ILL staff to cataloging staff for deletion.\\   * After return, notice of ILL precats should be sent by ILL staff to cataloging staff for deletion.\\
 +
   * Best practice is for catalogers to monitor and resolve precats on a regular basis. The Quick Reports template at: Quick Reports > Quick Reports Templates > Items > Pre-Cat List can be used to locate precats not routed to cataloging.\\   * Best practice is for catalogers to monitor and resolve precats on a regular basis. The Quick Reports template at: Quick Reports > Quick Reports Templates > Items > Pre-Cat List can be used to locate precats not routed to cataloging.\\
-  * MS Excel drops initial zeros. Any scanned barcode that might have an initial zero(s), either correctly or incorrectly, won’t have it in the Excel report.\\+ 
 +  * MS Excel excludes initial zeros and spaces. Any scanned barcode that might have an initial zero(s) or space(s), either correctly or incorrectly, won’t have it in the Excel report. Check the tabular view of your precat report for any barcodes you cannot find in the database. Even in tabular view, initial spaces can be difficult to ascertain. Copying the entire cell usually picks up all spaces.\\ 
 + 
 +  * MSExcel also limits the number of numbers that can be displayed correctly in a cell. You may see numbers stored as, for example, 9.6E+10 or 3.1E+26. These can be converted to numbers, however some may not convert correctly. 3.1E+26 converts to 310190058185431000000000000 when in reality it is 310190058185431019005818722. You can check the tabular view for any of these.\\ 
   * If a barcode is scanned incorrectly when creating a precat, the item will remain on a patron record when the actual item is returned. A common mis-scanning is extra spaces before or after the number. Catalogers should refer any suspicious barcode found on the report for an overdue or lost item to circulation staff for resolution. Then the precat should be sent back to cataloging for bibliographic resolution, once it has been removed from the patron record.\\   * If a barcode is scanned incorrectly when creating a precat, the item will remain on a patron record when the actual item is returned. A common mis-scanning is extra spaces before or after the number. Catalogers should refer any suspicious barcode found on the report for an overdue or lost item to circulation staff for resolution. Then the precat should be sent back to cataloging for bibliographic resolution, once it has been removed from the patron record.\\
 +
   * Precats can only be retrieved in item status with the barcode entered onto the precat form at creation.\\   * Precats can only be retrieved in item status with the barcode entered onto the precat form at creation.\\
 +
   * Precat records are dummy records and are not searchable or visible in either the public facing or staff client OPAC. They can only be retrieved and manipulated from item status in the staff client.\\   * Precat records are dummy records and are not searchable or visible in either the public facing or staff client OPAC. They can only be retrieved and manipulated from item status in the staff client.\\
 +
   * Changing a precat status from Cataloging to Available will not make the item visible in the catalog.\\   * Changing a precat status from Cataloging to Available will not make the item visible in the catalog.\\
-  * Checking in a precat does delete it. If the item is not routed to cataloging for resolution and is sent to the shelves instead, if it is brought back up to the desk for checkout again, circulation staff will have to re-enter the precat.\\+ 
 +  * Checking in a precat does not delete it, even though it is marked as deleted in item status. If the item is not routed to cataloging for resolution and is sent to the shelves instead, if it is brought back up to the desk for checkout again, circulation staff will have to re-enter the precat. Cataloging staff have to either delete the precat or transfer it to a good record and edit the attributes.\\ 
 + 
 +  * Do not delete the precat if it is still on the shelves. Weed it or resolve it. Otherwise, every time it is brought to circulation a precat will be created for it.\\ 
 + 
 +  * Do not mark a precat item missing or damaged. Resolve it or delete it.\\ 
   * It is important to input the call number on the precat form so that the item can be more easily located on the shelves if it is not routed to cataloging.\\   * It is important to input the call number on the precat form so that the item can be more easily located on the shelves if it is not routed to cataloging.\\
 +
   * All precats have TCN -1 and owning library PINES. Your library is the circulating library.\\   * All precats have TCN -1 and owning library PINES. Your library is the circulating library.\\
 +
   * A precat item in transit may not really be in transit. If the barcode was incorrectly scanned, it is possible for another incorrect scan of a completely different barcode to match it. For example, if the erroneous barcode on a precat is 32010100, if another library has a checkout error scanning that results in 32010100, Evergreen will put the precat item in transit.\\   * A precat item in transit may not really be in transit. If the barcode was incorrectly scanned, it is possible for another incorrect scan of a completely different barcode to match it. For example, if the erroneous barcode on a precat is 32010100, if another library has a checkout error scanning that results in 32010100, Evergreen will put the precat item in transit.\\
 +
   * When creating precats, verify the item is not in the catalog by rescanning the barcode. Always proof the dummy record you just created.\\   * When creating precats, verify the item is not in the catalog by rescanning the barcode. Always proof the dummy record you just created.\\
  
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 1. Display the Precat item in Item Status (F5) or open the copy bucket with that item.\\ 1. Display the Precat item in Item Status (F5) or open the copy bucket with that item.\\
 2. Open a new tab and search for a matching record in the PINES database.\\ 2. Open a new tab and search for a matching record in the PINES database.\\
-3. Once a matching record is found, from holdings view, select the volume to be the transfer destination. From the Actions menu—MARK – Volume for item transfer destination.\\+3. Once a matching record is found, from holdings view, if your library does not have a volume already attached to the destination record, you must first create an empty volume to be the target for the item. Then select the empty volume to be the transfer destination. From the Actions menu— MARK – Library/Call number as Transfer Destination.\\
  
-{{ :cat:precat_mark_vol_as_item_transfer_dest.png?400 |}}+{{:cat:pasted:20190827-070054.png}}
  
-A message will briefly flash in the lower right corner of the screen noting that the item transfere target is set.+A message will briefly flash in the lower right corner of the screen noting that the item transfer target is set.
  
 {{ :cat:precat_item_transfer_warning.png?400 |}} {{ :cat:precat_item_transfer_warning.png?400 |}}
  
 4. Return to the item status or copy bucket tab and select the precat item to be transferred.\\ 4. Return to the item status or copy bucket tab and select the precat item to be transferred.\\
-5. a. In item status, from the actions menu, choose Transfer—Items to previously Marked Volume.\\+5. a. In item status, from the actions menu, choose Transfer—Items to previously Marked Destination.\\
  
-{{ :cat:precat_transfer_items_to_prev_mark_vol.png?400 |}}+{{:cat:pasted:20190827-070303.png}}
  
-b. From a copy bucket, Actions menu, select Items – Transfer Selected Copies to Marked Volume.+b. From a copy bucket, Actions menu, select Items – Transfer Selected Items to Marked Call Number.
  
-{{ :cat:precat_copy_bucket_transfer.png?400 |}}+{{:cat:pasted:20190827-070433.png}}
  
 There will be no dialog box to confirm; the transfer will immediately occur.\\ There will be no dialog box to confirm; the transfer will immediately occur.\\
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 **When there is not an existing record with your library holdings attached** **When there is not an existing record with your library holdings attached**
  
-1. Display the Precat item in Item Status (F5) or open the copy bucket with that item.\\ +1. Display the Precat item in Item Status (F5) or open the copy bucket with that item.
-2. Open a new tab and search for a matching record in the PINES database or import a matching record from OCLC.\\ +
-3. Since there is no existing call number/volume for your library on the record you will need to create a volume and dummy item. Currently in the Evergreen Web Client, there is not a way to create an empty volume. Do so as you would add a regular volume and item.\\+
  
-{{ :cat:precat_adding_vol_and_dummy_item.png?400 |}}+2. Open a new tab and search for a matching record in the PINES database or import a matching record from OCLC.
  
-<note tip>The barcode you use does not matter since you will be deleting it after you transfer the precat item. Barcode precat1 is used here for illustration.</note>+3. If your library does not have a volume already attached to the destination record, you must first create an empty volume to be the target for the item.
  
-4. Follow directions above for transferring and editing the item.\\ +4. From Holdings View, select the destination library. From the Actions menu, choose Add – Volumes. The volume creator will open. Enter the call number and click on Save & Exit.
-5. Delete the dummy item.\\+
  
 +5. You will need to redisplay the record to see the volume with no items attached you just created for the library.
 +
 +6. Now mark the volume for transfer from the Actions menu - Mark – Library/Volume as Transfer Destination.
 +
 +7. From the item record to be transferred, in Holdings View choose --- Actions menu – Transfer – Item to Previously Marked Destination.
 +
 +8. A confirmation dialog box will flash acknowledging that the item transferred.
 +
 +9. Edit the item according to local and PINES policy.
  
  
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-===== Reporting on Precat records. ===== 
  
-Cataloging staff should run regular reports to identify Precat items that have not been sent back to them for resolution. Reports will also allow them to monitor Precats for ILL items. 
- 
-The template for the report can be found in [[https://gapines.org/report-creator/|Quick Reports]] under Items. 
  
  
cat/pre-cats_adding_brief_title_records_to_the_pines_database.1530036999.txt.gz · Last modified: 2018/10/11 20:15 (external edit)