It’s possible to load MARC records with on order item data to create a bib and on order item in the catalog. This requires some setup on the Evergreen side as well as on the vendor side. Some vendors do not customization the records they provide for free, but if they do, loading records with on order items is a good way to save inputting time. Having an on order item in the catalog also allows patrons to place holds on the title in advance of the title being received by the library.
Setup on the Evergreen side
NOBLE will configure the following Library Settings to provide defaults for creating items during a batch load. Some of these defaults can be overridden by using the associated subfield in the 852 field of the record being loaded. The 852 field contains the data for creating the item. Below is a table of Library Settings configured by NOBLE.
| Library Setting | Function | Default Setting | Subfield in the 852 Field |
| Vandelay Generate Default Barcodes | Generates a unique barcode for loaded items | True | p |
| Vandelay Default Barcode Prefix | Prefix to be added to the beginning of the generated barcode | Library Short Name | N/A |
| Vandelay Default Copy Location | Sets the specified shelving location for loaded items | A shelving location chosen by the library. Usually On Order. | c |
| Vandelay Generate Default Call Numbers | Generates a call number for the loaded items | True | j |
| Vandelay Default Call Number Prefix | Adds the specified call number prefix to loaded items. (Optional) | Not set by default | N/A |
| Vandelay Default Circulation Modifier | Sets the circulation modifier for the item | On order | g |
Data that needs to be in the bib record to create an item:
An 852 field is used to hold the item data that will create an item record during the loading process. “Grids” can be set up on Ingram’s and Baker & Taylor’s sites to create 852 fields. See your vendor’s documentation on setting up grids. Other vendors may customize records for you at no cost. Check with your vendor to see if they provide this service. The table below lists the subfields that can be used in the vendor setup.
Subfields shown in red are required in the 852 field. Except for Price, a default is set for the other subfields but these defaults can be overridden if the subfield is included in the 852 field with a value.
| Subfield | Data in Subfield | Required? |
| p | Barcode | No. Include only if you want to override the default setting. |
| j | Call Number | No. Include only if you want to override the default setting. |
| b | Library Location | Yes |
| g | Circ Modifier | No. Include only if you want to override the default setting. |
| y | Price | No |
| c | Copy Location | No. Include only if you want to override the default setting. |
| z | Status | Yes. A value of “On order” must be included with this specific case. If the case does not match, the load will fail. |
Sample 852 fields:
Simplest setup:
=852 \\$bSTO$zOn order
More complex setups:
=852 \\$bGLO$cAdult On Order$gbook$jOn Order$y15.49$zOn order
=852 \\$bMAR$y14.95$zOn order
=852 \\$bWAK$cChildren’s On Order$y29.95$gdvd$zOn order