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PromptCat: Not Just for Approvals Any More

Linda Bills, Tri-College Consortium
John Knapp, Academic Book Center
Sandy Westall, Innovative Interfaces, Inc.

This session focused on ordering material on a vendor’s system, transferring bibliographic and order records electronically to the INNOPAC, and overlaying the temporary records with full bibliographic records from OCLC’s PromptCat Service which contain invoicing information.

Linda Bills gave a brief background description of the environment at Swarthmore College. They use Academic Book Center (ABC) for their approval vendor. They wanted to add firm orders to this process as well, and Academic has an online ordering system.

John Knapp gave a description of how their online ordering system works. It allows the library to enter order information in an online form. This is used to create a record that the library picks up from ABC and loads into their INNOPAC. Swarthmore picks these files up on a weekly basis. However, how often a library picks up these files is negotiable.

Linda Bills described the contents of the file and the processing that they do when they receive it. The file contains MARC records with additional fields used to create order records with encumbrance and fund information. To load these records, you need to purchase a special MARC loader table that will build 960 and 961 fields.

The bibliographic portion of the records contain CIP data when Academic can supply it and briefer records with no subject headings, etc. when CIP is not available. Linda also outlined the overlay and mapping process that they use at Swarthmore. (Handouts in the conference notebook cover the step-by-step process used to load the records.) Once the records are loaded, the library sends a list back to the vendor with INNOPAC order record numbers and the vendor’s title numbers.

John Knapp explained that the numbers have to be sent back so that the information can be forwarded to OCLC for inclusion in PromptCat records. Swarthmore can then overlay the temporary bibliographic record with the fully cataloged OCLC record. When ABC is ready to ship the books to the library, they send a manifest to OCLC for PromptCat. At this point, they (the vendor) can do some physical processing (especially barcoding). The manifests sent to OCLC contain title and additional information. OCLC processes the manifest overnight and the records are ready for pickup the next day.

The records include bibliographic information as well as a 935 field (which is used to overlay the brief record already in the INNOPAC). They also have 980 and 981 fields with invoicing information.

Linda Bills described how these records are loaded into the INNPOPAC using the “extended approval interface.” The bibliographic data overlays the temporary bibliographic record using a field containing the INNOPAC order record number. In addition, Swarthmore also looks for a secondary match on OCLC number if the INNOPAC record number is not found. This file load uses a separate loader table specifically set-up for this process. In addition to the electronic invoicing information, the vendor also sends them a paper invoice. When the books arrive, they are fully cataloged and almost ready to go to the shelves.

In summary, Ms. Bills stated that the library views this as a time saving process, from the point of ordering through cataloging. In ordering, they don’t have to search OCLC or download OCLC records. In cataloging, the records and materials are handled by students.

In response to audience questions, the following points were highlighted:

Sandy Westall handed out a package of information that Innovative gives to vendors who want to initiate this kind of a process. In addition, she mentioned that Innovative’s product needed to use this function (loading bibliographic records with invoice information) is called the Extended Approval Interface. (You also need to have the Approval Interface). If you just want to load the PromptCat bibliographic records, you need a special MARC loader table.

Recorded by: Margaret Tapper, University of California, Irvine

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