Tip #159: On-Order Records in Evergreen

Some Evergreen libraries add new titles to the catalog as soon as they are ordered. Patrons can then locate the titles in the OPAC and place holds before the title is received.

On-order records are easily recognized because they contain the 599 field: ON-ORDER RECORD. Because the library adding this kind of record does not yet have the item in hand, the record is almost always incomplete.

If you find an on-order record that matches your holding, please edit and enhance the record to reflect the information on your item. When finished, delete the 599 field.

If you would like to create on-order records for items your library has ordered but not received, first search Evergreen just as if you have the item in hand. You should have sufficient information to do this—title, author, ISBN, publisher, and year—even though you do not yet have the item.

  1. If there is already a record in Evergreen for the item ordered, attach your holding to that record and proceed to step #2. If no record is found, either import a matching record or use an Evergreen MARC Template to create an original temporary record. The record you import or create is considered an on-order record because you do not have enough information available to review all required fields. Complete the record as best you can, adding the required 599 field: “ON ORDER RECORD” (in all capital letters). On-Order records should contain a minimum of the author, title, ISBN or standard number and the edition fields, if available.
  2. To attach your holding, you will need to assign a barcode to the ordered item or create a unique number to use as a temporary barcode, such as the ISBN + your library’s initials.
  3. When the item is received at your library, use the information on the item to edit the record so it meets Evergreen standards for permanent records and delete the 599 field, if present. You may discover that another library has already enhanced the record for you. If so, review the record and make sure the 599 field has been removed.
  4. If you used a temporary number instead of the barcode for your item, replace it with the true barcode.

Remember, if you import or create a record without the item in hand, you must add this 599 field:

599 __ $a ON ORDER RECORD (in all capital letters)

Keep in mind that the start time for age-based hold protection is as soon as the holding is added. So if there’s a long delay between when and item is ordered and when it is cataloged, you may want to delete and re-add the holding to restart the age protection, being careful not to lose your holds or delete the record.
Originally published on December 7, 2012.


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