When to use a new record
Follow OCLC guidelines for when to use a new record, with these exceptions in the CCS database. If you are looking for information on when to use a multivolume set record or a monographic record see Multiple records vs. single records for series and sets.
Books
For any of the following differences, use an existing record:
- 020/024/028
- Different standard numbers
- 250
- Edition statement related to binding (e.g. First paperback edition)
- 264‡b
- Difference in publisher if in the same publishing house/group
- 264‡c
- Difference in publication date of 1 year or less
- 300‡a
- Difference in pagination of 10 pages or less
- 300‡c
- Difference in size of 2 cm or less (NOTE: If the only difference between two manifestations is a height that is larger than 2 cm, a cataloger can choose to use an existing record at their own discretion.)
Audio
For any of the following differences, use an existing record:
- 020/024/028
- Different standard numbers
- 250
- Edition statement related to packaging (e.g. Library edition)
- 264‡b
- Difference in publisher if in the same publishing house/group
- 264‡c
- Difference in publication date of 1 year or less
- 300‡a
- Difference in playing time of 30 min. or less
- NOTE: Use a different record if the number of discs differ.
Video
For any of the following differences, use an existing record:
- 020/024/028
- Different standard numbers
- 264‡b
- Difference in publisher if in the same publishing house/group
- 264‡c
- Difference in publication date of 1 year or less
- 300‡a
- Difference in running time of 3 min. or less
- NOTE: Use a different record if the number of discs differ.
eResources
A separate bibliographic record is needed for eContent that is provided by different vendors. For example, if the same eBook is available through Overdrive, Axis360, and cloudLibrary, there should be three separate bibliographic records, one for each vendor.
Examples
Examples of differences that require a new record in both OCLC and the CCS database:
- new chapter, illustrations, introduction, foreword, afterword, postscript
- reader’s guide, discussion questions, interview with the author
- with vs. without special features
- video language options (soundtrack, subtitles, intertitles)
- accompanying book vs. accompanying CD-ROM
- number of discs differ (i.e. a PDF is on a separate disc)
Examples of “insignificant” content that does not, by itself, justify a new record in either OCLC or the CCS database:
- brief, promotional foreword with no substantive content
- promotional excerpt from another work
- accompanying material that is promotional or advertising in nature, or intended as a free give-away, or otherwise not integral to usage of the item
When in doubt, use a new record.
When using an existing record
If according to the guidelines a new record is not justified for the item in hand, make the following additions in the existing record. Do not change the fixed field, 264, etc. solely to match the item in hand. However, any outright errors in the original record may be corrected.
- Add applicable standard numbers (020, 024, 028) for the item in hand, with qualifiers.
- Add an explanatory 500 note if the difference between the record and the item in hand cannot be described sufficiently in an 02X qualifier. (Optionally, add such a note even if the difference is described sufficiently in the 02X.)
Local library exception
When a library receives a copy that requires a new record according to these guidelines, that library may choose to attach it to an existing record instead. If this is done, the existing record must not be modified to reflect this nonstandard usage. (The library should be aware that this may cause state or national problems with interlibrary loan: a library may request your copy via OCLC, but what is owned is not exactly what the patron wanted.)