When to use a new record

This page covers all MARC formats.

In the CCS database, follow RDA 1.6 and OCLC guidelines for when to use a new record, with these exceptions/interpretations. For any difference that by itself does not justify a new record, compare other fields for additional differences that may justify a new record. If a situation is not covered here as a local exception, follow OCLC guidelines.

250

A difference in edition statement, that indicates a difference in binding (e.g. First paperback edition, Library edition) or does not otherwise indicate a difference in content, does not justify a new record.

260/264

A difference in place, publisher, or publication date does not justify a new record.

300‡a (print)

A difference in pagination of less than 10%, if there is no indication of a significant difference in content, does not justify a new record.

300‡a (audio)

A difference in playing time of 30 min. or less, if there is no indication of a significant difference in content, does not justify a new record.

300‡a (video)

A difference in running time of 3 min. or less, if there is no indication of a significant difference in content, does not justify a new record.

300‡b

A difference in illustrations (e.g. absence vs. presence or color vs. black & white) justifies a new record. Note: If this is the only difference, supply a bracketed edition statement in the master record to justify the new record per OCLC guidelines.

300‡c

A difference of more than 2 cm justifies a new record.

340‡n

A significant difference in font size justifies a new record.

490

A difference, addition, or removal of a series statement does not justify a new record.

500

A difference in aspect ratio justifies a new record.

511

A difference in performers (e.g. audiobook narrator) justifies a new record.

Additionally, any difference in significant content justifies a new record. Examples of "significant content" include, but are not limited to:

• substantive foreword, afterword, introduction, epilogue, postscript
• new chapter, new research, new illustrations, substantial corrections
• reader’s guide, discussion questions, interview with the author
• explicit vs. edited lyrics
• with vs. without special features
• video language options (soundtrack, subtitles, intertitles)
• accompanying book vs. accompanying CD-ROM

Examples of “insignificant” content that does not, by itself, justify a new record:

• 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.

If a new record is not justified

If according to the guidelines a new record is not justified for the item in hand, use an existing record. Make the following additions in the bibliographic 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.)
• If applicable, add 490/8XX for any different series statements that appear on the item in hand, with an explanatory 500 note.

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.)