The SHARE Bibliographic and Cataloging Standards Committee has revised the On-Order Records Policy. SHARE members are encouraged to comment on this revised policy, which is written below. Please comment below by Dec. 1, 2024 for your comment to be considered by the SHARE Executive Council. 

On-Order Records Policy

On-order records are intended for patron/staff information only and to allow holds to be placed before items are received. They are not to be used for circulation of materials. The use of on-order bibliographic and item records is optional.

Creation of on-order records

Barcoding libraries not using the Acquisitions module may request on-order bibliographic records be created by Bibliographic Services staff.

• Before requesting a record be created, search the database for an existing on-order record
• If an existing record is not found, complete the form on the SHARE website to request an on-order record be created.

Cataloging libraries not using the Acquisitions module that want to enter on-order records will create a short bibliographic record using one of the on-order bibliographic record templates created by SHARE Bibliographic Services staff.

• If a record is not already available in the database after an initial search, do not import OCLC records to use as on-order records—use only a brief bibliographic record. This will allow on-order records to be more easily identified
• Select the bibliographic on-order record template for the appropriate Type of Material. This will allow the correct format icon to be generated in the PAC

For libraries using the Acquisitions module, a brief record will be generated when the purchase order is created if a matching record is not already available in the database after an initial search.

• Edit records as needed to include all required information (see Requirements for on-order records below)

Requirements for on-order records

All on-order bibliographic records must contain the following information as appropriate. This will help to clearly distinguish on-order records from other records and to more clearly identify the resource being ordered:

• Applies both to order records created through the Acquisitions module and to those created through an on-order template
• Add information as needed to make identification as clear as possible to patrons and other staff
• Some information is provided in the on-order template. If not, it must be added manually.
   

Item records

Any library may attach an item record to an on-order record.

• Circulation Status must be In-Process or On-order only – no other status may be used
• On-order item records must be marked as Holdable with no limits even if the library intends to make the item holdable only by their patrons when it is received
  • This allows holds to be placed at the bib level by any patron
• Do not enter a barcode in any item record attached to an on-order bibliographic record
  • This prevents item-specific holds from being placed
• Edit item records as needed to reflect desired Material Type

Merging On-Order Records

Cataloging libraries are asked to merge on-order records with their corresponding full-level records when possible or to report the potential merge to SHARE Bibliographic Services.

Violation of On-Order Record Policy

3 or more repeated violations of the on-order policy within a 6-month time period will result in the violator’s barcoding permissions being removed. The violator will be required to retake the Barcoding Certification class, either in person, via Zoom, or through the SHARE Moodle Training Site. Additionally, the Director of the library associated with the barcoder will be notified of the removal of barcoding permissions and the required retraining. Upon successful completion of the Barcoding Certification course, barcoding permissions will be reassigned.

If, after completion of the Barcoding Certification course, the on-order policy is again violated more than 3 times in a 6-month period, barcoding permissions will be removed indefinitely.