On-Order Records

Any bibliographical record that is saved in Minerva must be as accurate as possible, unless it is suppressed for some reason. Too many pre-publication records are being created and saved with invalid information or without sufficient details. This causes confusion and can result with library users not receiving the right material.

On-order records should include as much correct information as the cataloger is able to provide.

REQUIRED ELEMENTS:

  • Title and the author.
  • Correct material type.
  • Bib Code 3 must be ‘0’ [MaineCat non-contribute].
  • Physical descriptions of the item should reflect the actual material type.
  • ISBN (020), UPC (024), or OCLC number, if known.
  • Control fields such as the above that do not apply to the specific item on order should not appear in the on-order record.
  • 500 field with the projected publication date.
  •  Access points (author & subject headings).  When possible, these should be verified against the authority database.

BEST PRACTICES:

  • If an on-order record is created without verified headings, the title should be typed in all upper case letters.  This will help prevent sending this record for authority processing.
  • If an on-order record is nearly complete, with verified headings, the title may be typed in upper and lower case letters per usual.
  • Do not create an on-order record for any item that is more than 6 months away from publication. 
  • If a publication date is delayed and the new pub date is fewer than 6 months in the future, change the date in the bibliographic record.
  • If a publication date is delayed and the new pub date is more than 6 months in the future, notify the Standards Committee (minerva.cataloging@gmail.com) . The record will be deleted.
  • Once the bib record is complete, change Bib Code 3 to ‘—’.  This will allow the record to be viewed in MaineCat.
  • When catalogers attach to existing bib records, the bib should be examined for accuracy. Errors must be corrected and missing information should be completed. If you have the actual item in hand, do not attach to a minimal bib record without improving it as needed. Do not leave this work for someone else to do.

Minerva Cataloging Standards Committee

5/21/2015 

Rev. 08/20/2022