Updated Jan. 2015
Monographs - Guidelines on Matching/Creating a New Record
Preferred sources of information (in order of preference): Title page, title sheet, etc., Cover, Caption, Masthead, Colophon. (4)
For materials published every 3 years or more frequently, member libraries will use a serial record with the following exceptions: encyclopedias, anthologies, single issue of a magazine or periodical title.
Major Differences which Require a New Record
i. explicit indication of changes in content
ii. changes in the title or statement of responsibility, or series
iii. changes in the edition statement (ex. Midwest ed. vs. Western ed.; Large Print ed.) except for:
The presence/absence of 1st ed.
The presence/absence of Book club ed.
Book club editions should be put on the records for the original editions. This includes large print book club editions. This only applies if the publishers are the same for both editions. Kohl's, Target, Wal-Mart editions may also go on the original records if no content has been added. ISBNs do not need to be added in these cases. Dolly Parton Imagination Library materials should be treated as book club editions.
The presence/absence of Paperback ed.
Add the ISBN for paperback books to the hardcover record if all essential areas of description match (publisher, title, etc) or fall within acceptable variations (minor differences in pagination, a difference of 2 cm or less in height, etc)Paperbacks with different publication dates should not be added to the hardcover record, rather a new record should be loaded. A new record should also be loaded for supplemental material such as a reading group guide. (Previews of forthcoming titles or ads do not justify a new record).
Changes in the printing statements.
If you find a match in the RiverShare ILS that needs an ISBN added, or any other upgrades or corrections, please contact the TSC / DSC by emailing: riversharedsc@gaggle.email
iv. significantly different page numbers (example: 100 p. vs. 260 p.)
v. changes in the physical description that affect the content of the item (ex. col. ill. vs. no ill.)
vi. difference in binding of more than 2 cm. when not due to different measuring techniques, foldings, binding, trimming, or local packaging.
Minor Differences which do not Require a New Record
i. change in printing or copyright date when the publication date matches
ii. minor variation in the publishers name (ex. St. Martin’s vs. St. Martin’s Press)
iii. addition, deletion, change of ISBN
iv. difference in the title, statement of responsibility, year of publication/copyright, edition statement or series statement when the record is a cataloging in publication or electronic cataloging in publication record.
v. difference resulting from a change in cataloging rules
vi. minor variation in page numbers due to bracketed or estimated information (ex. [315] p. vs. 314 p.) or due to presence/absence of preliminary paging (ex. vii, 100 p. vs. 100 p.) or the use of the conventional term in the specific material description (ex. 1 videodisc vs. 1 DVD).
vii. The presence or absence of library edition on a book on CD.
It is difficult to give a guide on exactly how close the pages must be to be considered a “match”. The content of the differing pages must be taken into account. For example, reading group guides and additional short stories would require a new record as the content of the work is different. A preview of the next book in a series would not require a new record.