CAT DATE – how to update, why it matters

Author: smoody
Posted in: Systems

Procedure

Every Millennium bibliographic record has a CAT DATE field at the top of the fixed fields.  If there is no date filled it, it means the record is uncataloged. If a date appears in this field, it means the record is considered cataloged.  As you catalog records this date needs to be filled in.

How to add the CATDATE:

Use OCLC export to overlay or add the record to fill in the CAT DATE.

In the event you come across a cataloged record lacking a CAT DATE:

With your cursor in the CAT DATE field, type “t” to enter today’s date, or “c” to be prompted with a calendar.  There’s no need to type the date in any Millennium field or record type – type “t” in fixed fields,or %date in other fields.

Note: If you are not authorized to edit the bib record submit to BadCat.

Why does this field matter?

New Acquisitions:

New Acquisitions lists allow selectors/units to publicize new titles in various disciplines.  Only titles with a CAT DATE filled in qualify for addition to the New Acquisitions lists.

Next Generation Melvyl – OskiCat synchronization: Maintaining our holdings on OCLC/Next Generation Melvyl relies on CAT DATE – the public see this in the presence or absence of “Held By UC Berkeley Libraries” in the Next Gen Melvyl title browse display.  This weekly record flow allows records properly withdrawn according to the withdrawal procedure to have the correct OCLC holdings symbol removed if appropriate (so that OCLC no longer presents these as available from UCB) and will also allow the correct holdings symbol to be set and new titles added to OCLC (often, but not always, this has already been done as part of the cataloging process).  The processing rules to correctly set and remove holdings for four OCLC symbols are complicated, but presence of a CAT DATE for cataloged records is an important component of the program logic.

Record edit and record delete:

Millennium authorizations permit or disallow bibliographic record edit and bibliographic record delete based on if the record is cataloged or not. The intention is to facilitate ease of adjustments or merges for low level records, while protecting completed records from potential errors.

Record types that may lack a CAT DATE:

Bibliographic records created for reserves, for orders, on the fly temporary records created as time of patron checkout if no record exists or to send items for cataloging, etc. may lack CAT DATE because they are not cataloged.

CAT DATE is a Millennium-specific field not part of the MARC format. Records migrated from GLADIS: If the GLADIS record level was “o” or “q”, CAT DATE was not populated as part of migration because these are not considered cataloged. For other Gladis record levels the CAT DATE was set from the Gladis add date field.

Legacy Data

Author: Charis Takaro
Approval Group: ILSSC
Update Group: Integrated Library System Steering Committee
Last updated date: 05/07/12

Created: April 26, 2016
Last revised: January 25, 2017
Review date: None set

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