Recently, SHARE Bibliographic Services staff became aware that vendors used by libraries to purchase materials reuse invoice numbers after a 7–10-year period. Due to the age of SHARE as well as multiple acquisition libraries utilizing the same vendor(s), it is highly likely that additional instances of orders with duplicate invoice numbers will occur.
The following policy is being proposed to prevent these occurrences. Please comment below by May 14, 2025, for your comment to be considered by the SHARE Bibliographic and Cataloging Standards Committee.
Acquisitions Record Retention and Removal
Records contained with the Polaris database are not considered original or sole records of items purchased and received by libraries using the acquisitions module. Each library that elects to utilize the Acquisitions module must retain its own copies of items purchased and received to comply with Illinois record retention laws.
Records created and held within the Acquisitions module will not be retained indefinitely and will be subject to automatic deletion after five years due to vendors' reuse of invoice numbers.