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Bibliographic Services > Copy or Original?

Copy or Original?

Copy or Original? Matching records in OCLC

When matching copy for monographs it is important to make sure that the record matches the item in hand. This is especially important when searching for copy in OCLC because our holdings are attached to the record that is imported and displayed in the WorldCat public catalogue.

Contents

Tags to Check

Import Copy Checklist

Exceptions Checklist

Detailed MARC Field Information

Examples

Further Resources

Important Tags to Check on Copy

Watch for: different editions, additional or different content, and different formats.

Copyexample1

If you are not sure whether to import the copy from OCLC or you have questions at any point, consult with any of the Cataloguing Librarians.

COPY. Import the record when ALL of the following apply to the item:

  • ISBN is the same. MARC field 020
  • Title (including subtitle) and statement of responsibility are the same. MARC field 245
  • Edition statement is the same. MARC field 260
  • Place of publication is the same. MARC field 260
  • Publisher is the same. MARC field 260
  • Date of publication is the same. MARC field 260
  • Extent of item [pages or volumes] is the same. MARC field 300
  • Series, if there, is the same. MARC fields 440, 490, 830

COPY. Do not import the record if:

  • The item or the copy is for a different format. E.g. Copy is for a CD-ROM and the item in hand is a book, Copy is for a website and the item in hand is a DVD, etc. See Example 1.
  • There are explicit indication of changes. E.g. Copy in hand contains phrases like: “Expanded with illustrations” ; “with corrections”
  • See Example 5.
  • There are significant changes in publication, edition, or extent.
  • See Examples

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    Detailed Description of Variations and Examples

    Work through the following variations and situations. If one of the unacceptable variations exists or you have any questions please consult with a cataloguing librarian.

    Standard Numbers. MARC field 020

    The ISBN is not in the record.

    Titles and Statements of Responsibility. MARC field 245

    Import copy:

    • Slight variations in punctuation in title
    • Slight variations in the recording of the responsibility are acceptable.

    Do not import copy:

    • Differences in wording or statements of responsibility mean it is unlikely that the record is a match.

    Examples of Acceptable Title Variations

    245 The city : A history of Montréal, No. 7 / Edward Y. Baugh
    Capitalisation The City : A history of Montréal, No. 7 / Edward Y. Baugh
    Abbreviations The city : a history of Montréal, No. 7 / Edward Yonge Baugh
    Initial articles City : A history of Montréal, No. 7 / Edward Y. Baugh
    Diacritics The city : A history of Montreal, No. 7 / Edward Y. Baugh
    Numerals The city : A history of Montréal, No. seven / Edward Y. Baugh
    Punctuation The city, a history of Montréal, No. 7 / Edward Y. Baugh



    Examples of Unacceptable Title Variations



    Wording The city : A concise history of Montreal / Edward Y. Baugh
    Wording The city : A history of Montreal / Jennifer K. McDonnel

    Edition Statements. MARC field 250

    Import copy:

    • Presence/absence of 1st ed. or equivalent
    • Presence/absence of Student ed. or Paperback ed. or their equivalent
    • Edition statements in non-English language publications are often printing statements and not edition statements. If you are unsure about whether the statement is an edition statement check with any of the Cataloguing Librarians

    Do not import copy:

    • Differing statements. For example: concise, abridged, urtext, expanded edition with commentary
    • Differing numbering. For example the item in hand has “4th edition” and the copy has “3rd edition”

    Place of publication. MARC field 260 |a

    Import copy:

    • The place of publication is different but the publisher is the same. For example: Publisher is listed as Boston, Toronto and London and copy lists London as the place of publication

    Do not import copy:

    • Place of publication is not recorded in the item in hand: For example the copy lists the place of publication as Paris and Paris does not appear in the monograph you are working with

    Publisher name. MARC field 260 |b



    Import copy
    :

    • Minor variations in the name of publisher. Oxford vs. Oxford University Press; John Wiley & Sons vs. Wiley; G. Duckworth vs. Duckworth.

    Do not import copy:

    • Different publisher. For example the Copy lists the publisher as Blackwell and your the monograph you are working with is published by Oxford
    • The publisher name has changed. This is not the quite the same thing as a publisher name being shortened or a minor variation as cited above. For example the Copy lists the publisher as Doubleday Doran and the monograph you are working with is published by Doubleday.

    Dates. MARC field 260 |c

    Import copy:

    • Differences in printing or copyright date when there is also a publication date if there is no evidence that the item in hand represents another edition.
    • A printing date does not represent a new date of publication and copy with the publication date is acceptable.
    • Example. Copy lists the publication date as: 2003, First edition. Your item has 2003, First edition, 4th printing 2007.

    Extent. MARC field 300 |a

    Import copy:

    • Minor variations in extent. For example 351 p. vs. 353 p.; preliminary pages not recorded.

    Dimensions. MARC field 300 |c

    Import copy:

    • Minor variations in size. E.g. Copy lists the dimensions as 23 cm. and you measure the item as 24 cm.

    Other factors

    Import copy:

    • Paperback/paper bound copies vs. hardcover (if the publisher is the same).
    • Check carefully for information about updates and revisions in the paperback edition, if there are significant changes a new record should be made.

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    Full Examples

    Example 1 Different Formats

    Anne_VHS_cover Anne_VHS_record
    Anne_DVD_cover Anne_DVD_record

    Examples Requiring New Records

    Economics by Paul Anthony Samuelson

    economicsmarc1

    Example 2

    A reproduction of an earlier publication.

    economicsmarc2

    Example 3

    Significant changes in edition and extent

    economicsmarc3_1

    Example 4

    Significant changes is responsibility and extent

    economicsmarc5

    Example 5

    Significant changes is edition and responsibility.

    economicsmarc4

    Further Resources

    OCLC Bibliographic Formats and Standards: ” When to Input a New Record



    Last Updated: 15/09/2008

    Created: 15/09/2008

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