Copy or Original Cataloguing? - York University Libraries

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.

1. IMPORTANT TAGS TO CHECK ON COPY

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

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.

2. 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

3. 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

4. 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

Examples of Unacceptable Title Variations

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.

5. 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.