Finding Matching Records in the SEO Catalog

This document provides details regarding SEO’s policies for finding matching bibliographic records in the SEO catalog. There are one-page summaries for finding matching bib records by format located on the SEO support site , in the Knowledge Library under Matching Records by Format.

***The 2 most important factors in determining matching bibliographic records are FORMAT and CONTENT. Different formats require separate bib records***

In order to make searching as easy and productive as possible for patrons, SEO tries to limit unnecessary duplicate bib records in the catalog. It is important that different formats have separate bib records so that catalogers attach items correctly and patrons receive the correct item in the desired format.

• Different formats get different records: formats include books, large print books, board books, DVDs, Blu-rays, audiobooks, compact discs, video games, etc.
• Once the correct format is chosen, as long as the content is the same, the record is considered a match. There are exceptions which are detailed below.

***When searching the SEO catalog for any/all formats***

Conducting a GENERAL KEYWORD search is the recommended search method in the SEO catalog. BROWSE type searching is not recommended because items in certain non-circulating statuses negatively affect the results.

See the following sections for detailed information by format

Finding matching records: Books

Not all titles require new bib records. For example, the paperback and hardback versions of a title where the content is the same are attached to the same bib record. Also, classic literature such as plays by Shakespeare may not require a new bib record if a matching bib record already exists in the SEO catalog. In addition, larger print and regular print versions of the same title/author are attached to one bib record while LARGE PRINT is a format unto itself. Book formats found in the SEO catalog include: regular print/larger print, large print, songbooks/sheet music, atlases, board books, big books and braille books.

Content that MUST match for books includes:

• Author(s): MARC field(s) 100; 700
• Title: MARC field 245
• Subtitle (except “a novel”): MARC field 245, subfield b
• Illustrator(s): MARC field(s) 245, subfield c; 700
• Adapted by statements: MARC field(s) 245, subfield c; 100; 700
• Edition statements that refer to content (e.g. 2^nd ed, revised ed.): MARC field 250

Content that is NOT required to match includes:

• ISBN, UPC and/or other standard number(s): MARC field(s) 020; 024; 028
• Edition statements that do not refer to content (e.g. Book Club ed., pbk ed.): MARC field 250
• Publisher and/or printer: MARC field 260, subfield b
• Publication date: MARC field 260, subfield c
• Number of pages: MARC field 300
• Series: MARC field(s) 490; 800; 830 

Finding matching records: Ongoing publications

 Examples of books in this category include travel guides, study guides, collectibles and price guides, directories, etc. Often, these books are published on a regular basis (e.g. annually, biannually, etc.) and keep the same title although sometimes the place of publication and/or publisher changes. In many cases, the year and/or edition statement are included in the title. 

Content that MUST match for ongoing publications includes:

•  Title and subject matter for study guide (ex: SAT study guide; GRE study guide) or collectibles catalog (ex: Fenton art glass products; Standard catalog of firearms) or location described in travel guide (ex: Bahamas; Pacific northwest): MARC field 245 
•  Producer of volume (ex: McGraw-Hill; Fodor’s; Lonely Planet): MARC field(s) 245, subfield c; 260, subfield b 
•  Year which the information covers, often included in the title (ex: Frommer’s Paris 2015; Literary marketplace 2015): MARC field(s) 245; 260, subfield c. 

 It is strongly recommended that older editions of these types of publications are discarded since the information they contain becomes outdated quickly. 

Finding matching records: Audiobooks

While there are several producers of audiobooks in various formats, the company that manufactures the item is not a factor in finding matching bib records. Also, the number of pieces (e.g. discs, tapes) do not have to match as long as the author, title, reader and abridged/unabridged statement do match. Audiobook formats found in the SEO catalog include sound discs, MP3 sound discs, digital players and cassette tapes.

. Content that MUST match for audiobooks includes:

• Author(s): MARC field(s) 100; 700
• Title: MARC field 245
• Subtitle (except “a novel”): MARC field 245, subfield b
• Readers/narrators: MARC field(s) 511; 700
• Edition statements that refer to content (abridged or unabridged): MARC field 250

Content that is NOT required to match includes:

• ISBN, UPC and/or other standard number(s): MARC field(s) 020; 024; 028
• Edition statements that do not refer to content (e.g. retail ed., library ed.): MARC field 250
• Publisher and/or distributor: MARC field 260, subfield b
• Publication and/or distribution date: MARC field 260, subfield c
• Number of discs/cassettes: MARC field 300
• Series: MARC field(s) 490; 800; 830

Finding matching records: Music/Radio show recordings

While there are several producers of music/radio show recordings, the company that manufactures the item is not a factor in finding matching bib records. Music and radio show recordings formats found in the SEO catalog include sound discs and sound disc/videodisc combinations.

Content that MUST match for music/radio show recordings includes:

• Musician(s), musical group(s) and/or performer(s): MARC field(s) 100; 110; 700; 710
• Title: MARC field 245
• Subtitle: MARC field 245, subfield b
• Edition statements that refer to content (e.g. explicit or edited version): MARC field 250
• Song titles and/or contents: MARC field 505; 500

Content that is NOT required to match includes:

• ISBN, UPC or other standard number(s): MARC field(s) 020; 024; 028
• Edition statements that do not refer to content (e.g. Capitol Records ed.): MARC field 250
• Publisher and/or distributor: MARC field 260, subfield b
• Publication and/or distribution date: MARC field 260, subfield c
• Series: MARC field(s) 490; 800; 830

Finding matching records: Videorecordings

 POLICY CHANGE: Effective immediately, the presence of special features, the number of discs, and widescreen or full screen designations are no longer considered content differences when finding matching bib records for videorecordings. 

Widescreen and full screen versions of titles will be attached to the same bib record provided the rest of the content matches. While there are several producers/distributors of videorecordings in various formats, the company that manufactures/distributes the item is not a factor in finding matching bib records. Videorecording formats found in the SEO catalog include DVDs, Blu-rays, Blu-ray and DVD combinations, Blu-ray 3D discs, video media players and videocassettes. It is important to match the actors when reviewing bib records considering the vast number of remakes of movies and television shows.

Content that MUST match for videorecordings includes:

• Title: MARC field 245
• Subtitle: MARC field 245, subfield b
• Director(s), producer(s), and/or creators: MARC field(s) 245, subfield c; 508; 700
• Actor(s)/performer(s): MARC field 511; 700
• Language tracks and/or subtitle tracks: MARC field 546

Content that is NOT required to match includes:

• ISBN, UPC or other standard number(s): MARC field(s) 020; 024; 028
• Edition statements that do not refer to content (e.g. widescreen, full screen, anniversary ed.): MARC field 250
• Special features: MARC field 500
• Publisher and/or distributor: MARC field 260, subfield b
• Publication and/or distribution date: MARC field 260, subfield c
• Number of discs: MARC field 300
• Series: MARC field(s) 490; 800; 830

Finding matching records: Electronic resources

Electronic resources refers to a variety of materials where there is often equipment required to use the item itself. The equipment required to use an electronic resource (e.g. video gaming system or computer program) is normally listed in the bib record and is an important match point. Electronic resources formats found in the SEO catalog include video and/or computer games, video media players and computer optical discs.

Content that MUST match for electronic resources includes:

· Title: MARC field 245

· Subtitle: MARC field 245, subfield b

· System requirements and/or gaming system required (e.g. PlayStation 3, Xbox 360, Windows 10): MARC field(s) 250; 538

Content that is NOT required to match includes:

• ISBN, UPC or other standard number(s): MARC field(s) 020; 024; 028
• Publisher and/or distributor: MARC field 260, subfield b
• Publication and/or distribution date: MARC field 260, subfield c
• Series: MARC field(s) 490; 800; 830

Finding matching records: Other

This category includes formats that do not fit in the others listed in this document. Often, they are combinations of different formats either produced by publishers or put together by the library for a special program or collection. Formats that fall into this category found in the SEO catalog include compact disc and book combinations, cassette tape and book combinations, DVD and book combinations, kits (e.g. combinations of 3 or more formats, multiple books plus discussion guide for reading clubs) and other physical materials (e.g. cake pans).

Content that MUST match for other formats includes:

• Author(s): MARC field(s) 100; 700
• Title: MARC field 245
• Subtitle (except “a novel”): MARC field 245, subfield b
• Illustrator(s): MARC field(s) 245, subfield c; 700
• Adapted by statements: MARC field 100, subfield c
• Edition statements that refer to content (e.g. 2^nd ed, revised ed.): MARC field 250
• Contents note: MARC field(s) 500; 505
• Participants (e.g. narrators, performers): MARC field(s) 511; 700

Content that is NOT required to match includes:

• ISBN, UPC or other standard number(s): MARC field(s) 020; 024; 028
• Edition statements that do not refer to content (e.g. Scholastic ed.): MARC field 250
• Publisher and/or distributors: MARC field 260, subfield b
• Publication date: MARC field 260, subfield c
• Number of pages: MARC field 300
• Series: MARC field(s) 490; 800; 830

For questions regarding cataloging issues, please contact the SEO cataloging department via the SEO ticketing system,  http://support.servingeveryohioan.org  , or call us at 1-877-552-4262.