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4.2. Pre-Processing/On-Order Materials

Last Updated 02/02/2026

Using Brief Records for Pre-Processing or On-Order Materials

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Brief vendor records may be used if not record exists in the NC Cardinal catalog. These records should be replaced with a more complete record once the item moves from On Order or In Process.

Many library systems use brief records for pre-processing or on-order materials. A brief on-order record should include, at minimum:

• Title
• Author 
• ISBN number(s)

Brief records should only be used if:

• A local record for the title does not yet exist in the shared catalog
• the physical item is not yet available 

As soon as the library has posession of the physical item, the brief record should be replaced with a full and complete record.

NOTE: If you are adding an item or volume record and encounter a brief title record, overlay the record with a more complete MARC record. NC Cardinal recommends that you use either a record from OCLC or a z39.50 source. 

Adding Brief Records

For any on-order material, follow these steps:

1. Search the catalog for an existing record.
2. If NO record exists, either:
   1. Create a record by importing a MARC record from OCLC, a Z39.50 source, or vendor site
   2. OR create an original MARC record using one of the NC Cardinal MARC Templates.
3. Add local holdings.
4. The barcode for an On Order or In Process item may be temporary. SOme libraries may have settings to create temporary barcodes automatically. To create one from scratch:
   1. The first 5 digits of your library’s barcode range (unique for all libraries in the NC Cardinal system)
   2. Followed by the unique suffix of your choice (e.g. the last 9 digits of the 13-digit ISBN)
   3. Example: 50501-123497306
5. Fill in basic required information in Item Attributes
   1. Status = On order
   2. Location/Collection = On order
   3. Circulate = YES
   4. Holdable = YES

When the book arrives from the vendor:

1. Edit the barcode to match the item’s barcode.
2. Apply the appropriate Item Attributes (using a template if you have one).
3. Conduct a second search to see if there is now a MARC record available on Z39.50
   1. If no record exists, overlay the brief record.
   2. If a record exists, check it for completeness. If it is brief, overlay a record from OCLC or a Z39.50 source.

Please refer to the NC Cardinal MARC Record Templates for the type of item you are adding, as these outline the minimum tags recommended for a “good” MARC record for each. For example, a viable MARC record includes at least the 10- and 13- digit ISBN numbers, Author, Title, Place of Publication, Publisher, and Year. Fixed fields include country code, language type, item type, form, audience, and year(s).