Selecting OCLC Bibliographic Records

Compare the bibliographic information on the piece you are cataloging, with the OCLC record that is in Voyager. If there are some major differences, it will be necessary to search OCLC and replace the record with the appropriate OCLC record. Sometimes the differences are not major, and an existing record may be used. The following guidelines, taken from the OCLC document, When to Input a New Record, outline the differences that are considered major and justify the creation of a new record, and those that are not and do not justify a new record. The document also states: “Differences indicative of a distinct bibliographic item usually occur in more than one field. If a difference occurs in a single field, determine whether there are two separate bibliographic items with only one significant difference or whether the difference is an error or a difference in opinion. If in doubt, use the existing record.

Paperback Editions

 

Paperback editions do not require a separate record unless the bibliographic description of the paperback item is different in some way from that of the hardbound item. LCRI 1.0 states that the following differences do justify a new record:

 

  1. "There is an explicit indication of changes (including corrections) of content; or,
  2. anything in the following areas or elements of areas differs from one bibliographic record to another: title and statement of responsibility area, edition area, the extent statement of the physical description area, and series area."

 

The LCRI states that the following differences do not justify a new record:

 

"Whenever the question relates to the publication, distribution, etc., area or to ISBNs, consider that the item is a copy if the only variation is one or more of the following:

 

1.  a difference in the printing or copyright date when there is also a publication date;

2.  a minor variation in an entity's name.  There are relatively few examples of this phenomenon, which arises when a publisher uses multiple forms concurrently.  For example, "Duckworth" and "G. Duckworth" and "St. Martin's" and "St. Martin's Press" have been used at the same time by these publishers.  A genuine name change, even if minor, should not be considered as a variation;

3.  the addition, deletion, or change of an ISBN;

4.  a difference in binding; or,

5.  a difference in the edition statement or the series whenever the item is a CIP book issued by the publisher in both a hardbound and a softbound version." (LCRI 1.0)

Field-by-field Guidelines for New Records

020 (International Standard Book Number)

Absence or presence of field does not justify a new record. A difference in field alone does not justify a new record. Compare fields 245 through 5xx for other differences to justify a new record.

1XX (Main Entry)

Absence, presence, or difference in choice or form of 1xx fields does not justify a new record for monographs.

 245 (Title Statement |a Title, |n Number of part/section of a work, |p Name of part/section of a work)

Differences that do not justify a new record:

·        Absence of, presence of, or difference in bracketed information, capitalization, diacritics, ellipses, initial articles, punctuation, or special characters

·      Variation resulting from difference in choice of chief source of information

·      Variation resulting from difference in selection of title proper (e.g., Keats poetry vs. Poetry)

·      Variation in length of subfield |a resulting from judgment of what constitutes the title proper, i.e., a difference in the placement of subfield |b

·      Multipart items.  A change in title among parts of a multipart item.  Occasionally, a publisher may issue a multipart item in which the individual parts bear differing edition statements and are revised and reissued independently.  In such cases, only one multipart item record should exist.  See LCRI 2.2

·      CIP.  There may be significant differences between the OCLC/Voyager record and the book in hand.  As long as a CIP record can be recognized as describing the item being cataloged, edit the CIP record to match the item in hand

245 (Title Statement |h Medium, |b Remainder of title, |c Remainder of title page transcription/ statement of responsibility) 

Absence or presence of these three subfields does not justify a new record.

Specific differences in the wording of the title proper (other than those noted above) do justify a new record.

250 (Edition Statement |a Edition Statement)

Differences that do not justify a new record:

·        Variation in position of the edition information in the record, (e.g., field 250 vs. 500)

·        Absence or presence of “Book club ed.” statements if that is the only difference

·        Absence or presence of “first ed.” statements if that is the only difference

·        Absence or presence of “paperback ed.” statements if that is the only difference

·         Absence or presence of subfield |b

 

Differences that do justify a new record:

·        Variation in numbered ed. statements (e.g., 2nd ed. vs. 3rd ed.)

·        Variation in statements indicating “draft”, “preliminary”, “revision”, etc.

·        Variation in statements indicating geographic coverage (e.g., Midwest ed. vs. Western ed.)

·        Variation in statements indicating abridgment, enlargement, etc.

·        Variation in statements indicating a difference in content (Teacher’s ed. vs. Student ed.)

·        Variation in statements indicating language content (e.g., Spanish ed. vs. Italian ed.)

·        Variation in date designation associated with ed. (Draft, Jan. 1989 vs. Draft, May 1989)

·        Difference in subfield |b may justify a new record.  Compare 245-500 to determine justification

 

Edition statements appearing on some foreign language publications (e.g., Romance language imprints) reflect printing information rather than edition information.  If the edition statement appears in conjunction with the printer’s name or the number of copies printed, generally consider the edition statement to reflect printing information.  Use the existing record.  In all other cases, use judgment.  If in doubt, use the existing record.

250 (Edition Statement |b Remainder of edition statement)

Absence or presence of field and subfield does not justify a new record. A difference may be an indication that a new record is needed. Compare field 245 through the 5xx fields for other differences to justify a new record.

260 (Publication, Distribution, etc. |a Place of publication)

The following differences do not justify a new record:

·        Absence or presence of a place of publication if known only from an outside source, e.g., [Ohio?] vs. [S.l.]

·        Variation in the form of the name of the place, e.g., Cologne vs. Koln

·        Change of place within the same country between printings of the same ed.

·        Variation in choice of place for items with more than one place of publication

·        Variation in multiple places of publication as long as the first place is the same (e.g., an item published in Denmark may show only Kobenhavn, but the same item issued in the U.S. shows Kobenhavn and Philadelphia)

260 (Publication, Distribution, etc. |b Name of publisher, distributor, etc.)

The following differences do not justify a new record:

·        Absence or presence of a publisher if known only from an outside source, e.g., [A.B. Smith] vs. [s.n.]

·        Variation in fullness of the publisher’s name, e.g., John Wiley & Sons vs. Wiley

·        Change of publisher among issues or parts of a multipart item

·        Variation in choice of publisher for an item having more than one

·        Absence or presence of multiple publishers, distributors as long as one on the item matches one on the record, and vice versa

260 (Publication, Distribution, etc. |c Date of publication)

The following differences do not justify a new record:

·        Absence or presence of a copyright date

·        Variation in printing, manufacture, or distribution date alone

·        Variation in copyright dates if the publication dates are the same

·         Variation in opening and closing dates for incomplete multipart items or loose-leaf publications.  The date in 260 |c represents the date of publication of the edition specified in 250, not the date of a subsequent printing

260 (Publication, Distribution, etc. |a |b |c)

Differences that do justify a new record:

Specific differences in the place, the publisher and the date (other than those noted) justify a new record.  The date in the 260 represents the date of publication of the edition specified in the 250, not the date of a subsequent printing.  A difference in the date of publication of an edition justifies a new record.  If the date is unknown or estimated, e.g., [n.d.] vs. [1965?], use judgment.  If in doubt, use the existing record.

300 (Physical Description)          

Differences that do not justify a new record:

·        Variation in recording data because of different cataloging rules

·        Variation in preliminary paging, post paging, or separate numbering

·        Minor variations in paging if that is the only difference

·        Variation in the number of parts of an incomplete multipart item, e.g., record indicates 5 v. and the library now has v. 6-7

·        Variation caused by local binding

·        Minor variations because of bracketed or estimated data

·        Variation in paging because of a section, e.g., an index being numbered in one printing and unnumbered in another printing

·        Absence or presence of subfields |b, |c or |e.  A difference of more than 2 cm. may justify a new record

 

Differences that do justify a new record:

Specific differences in the extent of the item (other than those noted) justify a new record.

4XX, 8XX (Series)

Differences that do not justify a new record:

·        Variation in the form of the series statement

·        Variation in tracing decision or form, e.g., 440 vs. 490 with 830

·        Absence of, presence of, or difference in series statement of responsibility

·        Change of series among issues or parts of a serial or multipart item.  (If the item is issued in a different series, a new record is justified)

 

5xx (Notes)

Absence or presence of 5xx fields rarely justifies a new record.  Compare fields 245-4xx for other differences to justify a new record.

 

501 (With Note)

Absence of, presence of, or difference in the 501, doesjustify a new record.  Field 501 should not be used to show local binding practice

 

505 (Contents Note)

Absence or presence of the 505 does not justify a new record.  A content note showing less complete contents or coverage does not justify a new record.  However, if the note shows actual differences in the content of the item, a new record is justified.  If in doubt, compare the 245-5xx for other differences

 

533 (Reproduction Note)

Absence or presence of the 533 doesjustify a new record.  If the information appears in the 500 instead, a new record is not justified:

·        Specific differences in form, e.g., microfilm vs. microfiche, justify a new record

·        Difference in microform publishers justifies a new record

·        Difference in microform publication dates does not justify a new record

·        Difference in dates for on-demand photocopies does notjustify a new record

 

For other differences that may justify a new record, compare the 533 subfield |b through subfield |f and use the criteria for the 260 subfield |a through subfield |c, the 300 and the 4xx.

 

 

 

KGS 08/01/2003

 

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Last updated 08/04/2003