On-order records

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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



    008 (Dates Fixed Field)

    Publication date

    This facilitates searching


    $a 9781448310746

    ISBN as appropriate


    1 _ $a 093624869948

    UPC number as appropriate


    4 2 $a 15979367

    Publisher number as appropriate


    _ _ $a ON ORDER






    $h [Appropriate GMD]

    When applicable


    $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.


    _ 1 $b Harper Alley, $c 2023.

    Publisher and publication date


    _ _ $a 1 sound disc

    Number of discs, as appropriate


    _ _ $a Coming attractions.



    _ _ $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
Rev. 7-2023