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Home → Cataloging in NC Cardinal → Item Cataloging → Moving Pre-cataloged Items to the Correct Bib Record

3.21. Moving Pre-cataloged Items to the Correct Bib Record

Last Updated 02/08/2024


Pre-cataloged Items

 
The pre-cataloged circulation function allows staff to temporarily circulate items that are uncataloged. Evergreen has a special bibliographic record designated to accept these temporary item records. This type of "placeholder" circulation is meant to be used temporarily to lend the uncataloged material to a patron until it can be returned and cataloged properly. This type of circulation should be used sparingly if the item isn't intended to be added to the catalog later (such as interlibrary loans) since the record still needs to be cleaned up after the loan.
 
Pre-cataloged items are not OPAC visible and have limited display in the staff client, so once the physical pre-cataloged items are returned to the owning library, they should be routed to cataloging. A cataloger may transfer the temporary item record to a permanent call number and bibliographic record to preserve the circulation count and retain use of the barcode. Item barcodes cannot be reused in Evergreen once the item utilizing that barcode has been deleted.
 
By default, when a pre-cataloged item is created, Evergreen sets the Circ Library field to the library where it was checked out. You may change this so that the circ library is set to a different library. This can be helpful in cases where the cataloger who fixes pre-cataloged items is at another library, and you’d like all pre-cataloged items to be routed to that cataloger’s library when they are returned.

To change this setting:

  1. Go to Administration > Local Administration > Library Settings Editor.
  2. Choose Pre-cat Item Circ Lib.
  3. Click Edit.
  4. Select the appropriate context. For example, if all pre-cataloged items in your system should have the same circ library, you should choose your system as the context.
  5. Type in the shortname of the library that should be in the circ lib field. Make sure to type this correctly, or Evergreen won’t be able to create pre-cataloged items.

Pre-cataloged Item Status

There are several differences in the structure of pre-cataloged records. Evergreen always sets the owning library of pre-cataloged items to be the consortium. The bibliographic record designated for pre-cataloged items (TCN and Database ID: -1) does not have much MARC data and is invisible in the staff client and OPAC.

DO NOT edit the item record while it is attached to the -1 bib record, as it is owned by Cardinal and editing it before transfer causes problems for all the other library systems that also have pre-cataloged circulations. You may transfer the pre-cat item record for your barcoded item to a bibliographic record (following the Transfer item record(s) only instructions below), then make the appropriate edits to the item record that will now be owned by the branch library you transferred it to.

 

Moving a Pre-Cat Item to the Correct Bib Record

Once you receive the material back from the patron, check it in and send it to a cataloger. Catalogers should identify the correct bibliographic record for the pre-cat item to be on. If a call number record already exists for that title at the branch the pre-cat item will belong to, you can skip to step 4 below.

Example record of a pre-cataloged item.

  1. Locate the bib record you want to attach the item to. Navigate to the Holdings View tab.
  2. If no call number record exists to transfer the item to, select the branch where you will be adding the item.
  3. Add a new call number and attach a dummy barcode of TEMP[barcode of the item you are transferring].
  4. Click Apply All & Save.
  5. Return to the Holdings View and select the newly created call number.
  6. Click the checkbox next to the row for the call number and go to the Actions drop down menu and choose Mark Library/Call Number as Transfer Destination. This indicates that the call number you selected is the one you're getting ready to transfer an item to.
    The checkbox is to the left of the call number.
    "Mark Library/Call Number as Transfer Destination" is the third option under "Mark" in the dropdown list.
  7. Return to the item status screen where you have your item information and choose Transfer Items to Previously Marked Call Number.
    "Transfer Items to Previously Marked Call Number" is the second option under "Transfer" in the dropdown list.
  8. Navigate back to the Holding View and check to make sure the item is now attached to the correct call number.
    The item has been transferred to the destination call number.
  9. Delete the dummy item.
  10. Edit Item Attributes as needed.

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