However, this should be balanced with the desire to reduce the number of records that appear as duplicates from a patron perspective and ensure holds are filled when items with the same content are available. There are times when it is acceptable to add an item to a bib record that is not an exact match. When deciding if an item requires a separate record or a single record, use your judgment and consider the user.
3.1.1 Rules for fiction
You do not need a separate bib for fiction items that are different due to any one of the following:
- Binding (paperback vs. hardcover)
- Publication date
- Publisher
- Page number
- Book Club editions (exact page numbers can be indicated at the item level)
- Book club kits can be on one record regardless of the number of items in kit
You may need a separate bib for fiction items that are different due to:
- Illustrator
- New/different Introduction or Foreword
This is your choice for your own items. If the illustrations, introduction or foreword are a minor part of the book, you may put your items on a bib that does not exactly match the item. You may do this to make it easier for your users to place holds if all of your copies or sharing group copies are on one record. However, do not add your item to a record that lists more features than your item; for example, do not add your record that has no illustrator to a book that has an illustrator listed. Doing so makes it difficult for patrons who want specific content to find what they need.
You do need a separate bib for fiction items that are different due any one of the following:
- Format, i.e. large-type/audio/video/braille/kit/board book
- Special edition or Abridged vs. Unabridged
- Translator
3.1.2 Rules for non-fiction
You do need a separate bib for non-fiction items that are different due to any one of the following:
- Format
- Edition
- Translator
Note for classics
You may err on the side of attaching to an existing bib if the primary content matches.
Note for print on demand works
Print on demand titles are printed from a master as they are ordered, rather than printed in a traditional run. A print on demand title will often have the current year as a date which may not match an existing bib record. Attach a print on demand title to an existing bib if the only difference is date.
3.1.3 Rules for audio and video
You do need a separate bib for items that are different due to any one of the following:
- The number of items in the set (4 CDs vs. 5 CDs)
- Different format, (Cassette vs. CD, VHS vs. DVD vs. Blu-ray)
- Closed captioned for the hearing impaired
- “This film is described for people who are blind or have low vision”
- Abridged or Unabridged
- Letter box
- Wide Screen or Full Screen
- Special/anniversary edition
- Different special features (has bloopers, or other short extra content)
- Serial publications
3.1.4 Rules for serials, journals, and periodicals
This applies to books published annually or on some other periodic basis, as well as periodicals or magazines. For example, the World Almanac and Book of Facts should have one serial bib and all years should be attached to it instead of a different bib for every year. Holdings for electronic serials should not be attached to bibs for print serials and hyperlinks for electronic access to e-serials should not be added to records for print serials except as a supplement.
You do not need a separate bib for each volume of a serial if:
- The record contains an open-ended date, (2000- )
- Page number is not indicated; instead the fact that there is a more than one volume will be indicated in the 300 field as v. or volume.
- A volume has a separate title this can be indicated in a 505 content note tag. Content notes are searchable.
You do need a new bib for a serial if the title of serial changes within the first five words. If this happens:
- The date of the original record should be “closed,” giving the year of the last date published under the old title, i.e. 2000-2003
- If the number of volumes published under the old title is known it may be indicated in the 300 tag, i.e. 10 v.
- A 785-succeeding note should be added giving the new title.
More information about cataloging serials and periodicals can be found in
section 7 of this manual.
3.1.5 Rules for other materials
Downloadable eBook and audiobook titles should have their own bib records. Do not add 856 tags for electronic items to print bib records and do not add items for electronic materials to bibliographic records for print items. See
section 6.11.1 for standards pertaining to electronic holdings.
3.2 Importing records not already in the MSC
If you cannot find a record for your item in the MSC
do not create an original record in WorkFlows. If an item does not exist in the Montana Shared Catalog, then the item can be imported from OCLC. Before importing a new record, make sure that a similar bibliographic record does not exist; similar items can often be combined onto one bib. See
section 3.1 for more detail on what formats and items can be combined on the same record.
If the only record you find in the MSC is a brief or very poor record that does not conform to the standards in
section 2, bring in a better record from OCLC by overlaying the brief record (preferred way) or bring in a new record and transfer the items from the brief record to the full record. If you need assistance with this, contact your
mentor or the
MSC staff. Transferring directions can be found in
section 8.1 of this manual.
Records can be imported into the catalog in two ways: batch bib load or using the SmartPort wizard in WorkFlows. Most libraries use SmartPort for importing records. Instructions for using SmartPort can be found in the next section. If you are interested in batch loading,
open a ticket with MSC staff. System Administrators will create a template that your library can use for doing a batch bib load and provide.
3.3 Importing records from OCLC using SmartPort
Individual records can be imported directly into the MSC from OCLC, the Library of Congress, or other select libraries through the Z39.50 portal SmartPort. Follow these instructions to bring new records into the MSC and take time to view the
Getting Started with SmartPort video (below).
3.3.1 Selecting records for download
Library of Congress records (identified by a DLC in the 040 tag) are the preferred records for the MSC. CIP (brief records from DLC based on publisher galleys) may be brought into the catalog, but will need to be updated. Please see
section 5.4
for instructions on updating CIP records.
3.3.2 Setting up SmartPort properties
Confirm the default properties settings before you import records. These settings determine match points (OCLC number, ISBN, etc.) from the record to ensure that records aren’t duplicated. They also determine which call number information will be selected from the bib for your local item. To set up or change your default settings:
1. Right-click on the
SmartPort wizard.
2. Select
Properties.
3. Select
Match and Load as your default.
4. Select
Match on title control number or indexed MARC tag.
5. For
Title control number source, click the diamond-shaped gadget to see the selection list.
- Select the following so that the matchpoints display as "opils":
- OCLC number (001)
- OCLC number (035). Make sure this number is listed below 001; this order is necessary to prevent duplicate records.
- ISBN (020)
- LCCN (010)
- ISSN (022)
6. Click OK.
7. For Indexed MARC tag number, click the gadget to see the selection list.
- Select the following so that the matchpoints display as "cSils":
- Control Number (001)
- System control number (035)
- ISBN (020)
- LCCN (010)
- ISSN (022)
8. Click
OK.
9. Your
Call source depends on your library's local call number practices, i.e., if your library uses the Dewey Decimal or Library of Congress (LC) classification system.