Non Rush monographs lacking standard cataloging copy and not otherwise routed for original cataloging are made available for circulation by processing them with preliminary level records. From July 1993 until June 2009 all such monographs, regardless of location, were processed for the Precataloging Backlog (Precat) located in Butler. Starting July 2009 only materials selected for campus locations are added to the Precat housed on Level 1 in Butler. Materials selected for Offsite are processed directly for the Offsite ReCAP facility.

All Preliminary record processed books are stamped, tattletaped, and barcoded in order to circulate. They are not bound unless judged to be unsuitable for shelving in their unbound state.

Prelim-Processed monographs for Precat or Offsite all receive a temporary call number in the holdings record. The preliminary call number is macro generated from the processing timestamp and Voyager bib key data, combining the year and month it was processed with the last five digits of the Voyager bibliographic system ID number. EXAMPLE: 8JUL 72354 - Where 8 represents the year of processing (2008) and JUL the month of July and 72354 are taken from the last five digits of the bibliographic record number.

The Prelim call number is used as a shelving scheme for campus materials housed in Precat and therefore receive spine labels. For materials prelim-processed for Offsite the prelim call number serves more of an inventory/reporting function and spine labels are not generated. All preliminary processed monographs, whether for Precat or Offsite, have the Prelim call numbers written on the t.p. verso.

The prelim processing for Precat and Offsite are similiar procedures. It is important to be aware of the differences in their treatment. This document provides detailed instructions for each workflow. A quick summary chart is also available:

PRECAT AND OFFSITE PRELIMINARY RECORD PROCESSING CHART

1. Create preliminary records for:

   Non Rush single volume monographs, or complete multi-volume sets which lack standard cataloging copy at the time of processing and which do not fall into an exception category.

2. Route excluded materials for original cataloging.

   Go to Exclusion List

Use the following procedures for prelim-processing materials for Precat or Offsite.

1. Import, edit or create a prelim bibliographic record for Voyager:
   1. If there is no existing record in CLIO, import suitable vendor records from OCLC for gifts and approvals without MARC records. Set the encoding level in the leader to 5 (Ctrl + Alt 5) if another value is present and save to database.

   2. Use vendor supplied record already in CLIO for approvals with MARC where possible. For existing acquisitions/tracking records, either merge OCLC vendor record or edit the existing record to Preliminary level. Set the encoding level in the leader to 5 (Ctrl + Alt 5) if another value is present and save to database.

   3. If no vendor record is available and no tracking record exists, create a preliminary record using the "Precat" template by clicking on the "New" icon on the Voyager toolbar. The template will already supply the encoding level 5. Save the record to database. Go to Preliminary Bibliographic Records: Overview

2. Coding the 852 field in the MFHD:

   For titles selected for campus locations, Run the Ctrl + Shift + P macro from the bibliographic Record to process it for Precat.
   For titles selected for offsite locations, run the Ctrl + Shift + O macro from the bibliographic record to process it for Offsite.

   Working the macros:

   1. If there are no existing holdings a "New Hldg Record" will appear with a completed 852 field. The cursor will be blinking at the Subfield $b ; supply the location from the T2 and save the Hldg record to the database.

   2. For existing holdings:
      • Select the appropriate MFHD from the "Select or add holdings records" menu.
      • Verify that the cursor is at the 852 field and hit enter. The 852 will be completed and any extra text (e.g. routing information) that was present will be highlighted.
      • After examination, hit the delete key to remove extra text.
      • Verify that the location in the $b matches what is on the T2 and modify as necessary (e.g. leh -> leh4off ; change sho to glx etc.) and save the Hldg record to the database.
      
      MFHD Examples:

      1. Single Volume On campus Monograph:
         852 8 0 $b bus $h 8JUL $i 09523 $x Precat

      2. On campus Monographic Set - For complete multi-volume sets create an 866 according to current procedures:
         852 8 1 $b leh $h 8JUL $i 09523 $x Precat
         866 4 1 $8 0 $a v.1-3  

      3. Title selected for Offsite:
         852 8 0 $b glx4off $h 9JUL $i 04356 $x Offprecat

      4. Offsite Monographic Set - For complete multi-volume sets create an 866 according to current procedures:
         852 8 1 $b bus4off $h 9OCT $i 11563 $x Offprecat
         866 4 1 $8 0 $a v.1-2  
         

3. Item Record.
   
   • For titles selected for campus locations, Run the Ctrl + Shift + P macro from the holdings record to process it for Precat. The macro will add glx,pre in the Temp. Loc. field and set the Temp. Type to circ

   • For titles selected for offsite locations, run the standard F6 macro from the holdings record to process it for Offsite. Preliminary processed materials for Offsite do not receive temporary locations or item types. They are being processed for their final destination.
     

     Multi-Volume Pieces (For Precat or Offsite)--Add volume designations into the Enum: field as appropriate.
     
     

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