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 material. 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.
MARC Tag
Notes
008 (Dates Fixed Field)
Publication date
This facilitates searching
020
$a 9781448310746
ISBN as appropriate
024
1 _ $a 093624869948
UPC number as appropriate
028
4 2 $a 15979367
Publisher number as appropriate
099
_ _ $a ON ORDER
245
$a TITLE IN ALL CAPS
245
$h [Appropriate GMD]
When applicable
250
$a Abridged
Assign as applicable to your item
$a Unabridged
$a Large print
$a DVD
$a Blu-ray
$a Combo pack
$a 3D
$a Widescreen
$a Fullscreen
$a Rental Edition
$a Not rental edition
$a Rental Edition?
Use Rental edition? in cases where it is not known in advance whether the item received will be the rental edition or regular edition.
264
_ 1 $b Harper Alley, $c 2023.
Publisher and publication date
300
_ _ $a 1 sound disc
Number of discs, as appropriate
690
_ _ $a Coming attractions.
945
_ _ $b OCLC DO NOT SET
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