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

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)

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

 

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 also 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 099 _ _ $aON ORDER
    • Title in MARC tag 245 in all caps
    • MARC tag 250, if appropriate, with the following:
      • Abridged or Unabridged
      • Large print
      • For videorecordings:
        • Format, i.e., DVD, Blu-ray, combo pack, 3D, etc.
        • Widescreen or Full screen
        • Rental edition, Not rental edition, or 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
    • MARC tag 260/264: publisher and publication date
    • MARC tag 008 (Dates fixed field): publication date (this facilitates searching)
    • MARC tag 300: number of discs, as appropriate
    • Standard numbers as appropriate:
      • MARC tag 020: ISBN
      • MARC tag 024: UPC number
      • MARC tag 028: Publisher’s number
    • MARC tag 945 _ _ $bOCLC DO NOT SET
    • Optionally, add MARC tag 690 _ _ $aComing attractions.

 

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

 

When the item is received

Cataloging libraries: The first cataloging library or SHARE cataloging center that receives the item will import an OCLC record and also search the database for a matching on-order record

  • Cataloging libraries may merge the on-order record to the OCLC record, or may notify SHARE Bibliographic Services staff to merge the records (notification may be made by any library)
    • Do not merge an on-order record unless you’re sure it’s a match. For example, don’t merge an on-order record for a single DVD to a record for the DVD/Blu-ray combo pack. When in doubt, don’t merge!
  • This will move all attached item records and holds to the full record

Barcoding libraries: send your item to IHLS for cataloging as usual, or hold the item until an OCLC record is available in the database and the on-order record has been merged

  • Once the on-order record has been merged to an OCLC record, libraries may edit the on-order item record as needed when the item is received
    • At that time, a barcode may be added and hold limits set as desired

 

Rev. 1-2017