Do Not Circulate On-Order Records

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A reminder that on-order records are not to be used for circulation. On-order records are put into the database only to let patrons know a resource has been ordered but is not yet received. This allows patrons to place holds on the title. These records are not intended for circulation.

When an item is received, a full-level cataloging record will be brought into the database and the on-order record will be merged to the full-level record. When the records are merged, holds on the on-order record will move to the full-level record.

An item in hand must only be attached to a full-level record, not an on-order record. The first step when an item is received is always to search the Polaris database for a matching full-level record. If you find a record, go ahead and attach your holding.

If you don’t find a matching full-level record:

Cataloging libraries: Import a full-level record from OCLC. Either merge the on-order record or report the record for merging through the Help Desk or the Duplicate Record Merge Request form on the SHARE website.

Barcoding libraries: Set the item aside and search again in a day or two to see if a full-level record has come in; submit a $3 Bib Request; or send the item in to SHARE cataloging at your delivery hub.  

On-order records are easily recognizable. They are very brief, the title is in all caps, and they generally have a call number of ON-ORDER. Here’s an example:

For more information, see the SHARE local policy on-order records.