Archive for the ‘ISBN’ Category

Tip #184 Library & Trade Edition Audiobooks on One Record

At the last Cataloging Committee meeting, the Committee voted to change the policy on cataloging trade and library editions of audiobooks. Previously the guideline was to use separate records for each edition, but the committee has voted to allow combining these on a single record when the content is the same. Since generally the only difference in these is the packaging, this is more in line with the guidelines for cataloging books with the same content but different bindings on the same record. We think this will be more straight-forward for both catalogers and users.

The section on the new policy from Chapter Three of the Procedure Guide reads as follows:

Audiobooks: library and regular (trade) editions
Library edition audiobooks are usually identical to the trade edition except for the ISBN and possibly the publisher number and packaging. In some cases they may have also library edition statement. The edition statement can be ignored, if the extent and contents of the items are the same–including number of discs, time, and narrator.
There is usually a more favorable replacement policy for library edition audiobooks, so it is recommended that copy notes be used if you need to denote which edition your library owns.

A trade edition for an audiobook may be attached to a record for a library edition if everything else on the record matches the item in hand. A library edition audiobook may likewise be attached to a record for a trade edition.

If all other criteria match, be sure to add the ISBN and publisher number (028 field) to the record before attaching if not already present. Identifying the ISBN as for the library or trade edition may be helpful to other catalogers.

020 __ |a 9780804148399 (library edition)

Note that both Chapter Two and Chapter Three of the Procedure Guide have been updated to reflect the new policy. The current versions can be found below. Please update any saved or printed copies you have.

Current Procedure Guide

Due to this policy change, Tip #28 Audiobook Records—Library vs. Trade Editions is no longer valid.

Tip #160: Using subfield z in a 020 or 024 field to prevent mismerges

Sometimes two Evergreen records will have matching 020 or 024 fields but the records themselves are not duplicates. These records may merge if an automated deduplication program is run, which means your item may end up on a completely wrong record. You can prevent automated mismerges by using a subfield ‘z’ in one of the records.

Record A: 020 __ |a 9780553349498
Record B: 020 __ |z 9780553349498
Record C: 024 1_ |a 883929242221
Record D: 024 1_ |z 883929242221

Any 020 or 024 field, subfield ‘z’ will be ignored by deduplication software. In the examples above, Record B would not merge with Record A or any other record with that ISBN number and Record D would not merge with Record C or any other record with that UPC number.

The Cataloging Committee recently discussed how to decide which record should have the subfield changed. Here are some guidelines:

  • When 2 totally different items are issued with the same ISBN, check to see which picture is displaying in the OPAC. Use a subfield ‘z’ in the 020 or 024 field of the record that is displaying the wrong picture.
  • When there are multiple versions or editions sharing the same number, code the 020 or 024 of the record with the most holdings subfield ‘a’ and the rest subfield ‘z’. If the holdings are equal, use subfield ‘a’ on the newer item.
  • If a children’s book is packaged with an audiobook and cataloged as a non-musical sound recording, then the ISBN for the book component should be coded with a subfield ‘z’ in the 020 field. If cataloging a book with a DVD or CD inside and there is a 020 or 024 field for the disc, it should be coded with a subfield ‘z’.
  • When working with a Blu-ray/DVD combo pack:
    • If the two components are cataloged on separate records and have unique ISBN or UPC numbers, code the 024 for the individual components with a subfield ‘a’ but code the 024 for the set with a ‘z’;
    • But if the two components are cataloged on separate records and both components share the same ISBN or UPC number, then the components should also have a ‘z’ in the 024 field to prevent them from merging.
    • However, if both the Blu-ray and DVD components are being attached to the same record, the 024s for the individual components should be coded with a subfield ‘z’ and the 024 for the set given a subfield ‘a’.

Anytime there are two records sharing the same ISBN or UPC number, these records should be evaluated to determine if they are duplicates and need to be merged or if they are for truly different items and one record needs to have the 020 or 024 subfield changed to prevent a mismerge.

Of course, if you are absolutely sure that a number in the 020 or 024 field is totally wrong and does not belong on the record, such as an ISBN for a large print version on a regular print record or a ISBN for an ebook if the record is for a paper copy, then you can just delete the field.
Originally published on December 14, 2012.

Tip #151: ISBNs in the 020 field reminders

Making sure the correct ISBNs are on a bibliographic record helps prevent both the creation of duplicate records as well as inappropriate merges. When adding holdings to a record, be sure add any appropriate ISBNs that are missing and remove ISBNs that you are certain do not belong on the record. Any ISBN that should be ignored during duplication belongs in a subfield ‘z’ rather than ‘a’.

Examples of when to add an ISBN to a record:

  • If either the 13 or 10 digit ISBN is missing on the record but appear on the book.
  • If your book matches an Evergreen record except for the binding. Examples of this would be Paw Prints and BWI.
  • If your book matches an Evergreen record per the matching guidelines in the Procedures Manual except for the ISBN.

Don’t forget to always add new ISBNs below existing ones so the cover art is not affected. There is no limit to the number of 020 fields on a record. Adding a description for the ISBN in parentheses can be helpful.

Example: 020 __ |a 9780451228215 (BWI)

Examples of when to delete an ISBN from a record:

  • If there’s an ISBN for an e-book and the record is for a print version.
  • If there’s an ISBN for a large print book if the record is clearly for a regular print book.
  • If both Library ed. and retail edition ISBNs are on an audiobook record, determine which edition the record is really for and remove the incorrect ISBN.
  • If you believe other libraries may have inappropriate holdings attached to a record as a result of the wrong ISBN you removed, either contact those libraries directly or post the information on the ListServ.

When to change the subfield for the ISBN from ‘a’ to ‘z’:

Sometimes the presence of an ISBN is appropriate for a record but you don’t want the record to merge with other records based on that ISBN. Examples of this include:

  • When multiple editions or versions of a resource have the same ISBN
  • When a children’s book is packaged with an audiobook and the item is being cataloged as a non-musical sound recording
  • When there is already a record in Evergreen with an ISBN that matches your item but your item clearly does not match
  • When ISBNs for both a collection or combo pack as well as all components are on the record

Another reminder: Please do not add the item price in the 020 field when importing or editing MARC records in Evergreen. Because we are a consortium, multiple items are often attached to each record and there can be variations in pricing.
Originally published on October 5, 2012.

Tip #104: Using 020 Subfield z to prevent mismerges

The recent deduplication project has brought to light the dangers of keeping inappropriate ISBNs in our bibliographic records.

In anticipation of the next deduplication event, we catalogers need to take a closer look at records with multiple 020 fields before attaching our holdings.

If an inappropriate ISBN is found, we have two options:

  1. Delete the ISBN if it clearly has no connection with the record; or
  2. Change the subfield of the 020 field from ‘a’ to ‘z’ so that the ISBN will be ignored by the deduplication software. This will prevent the record from merging with other records sharing that ISBN.

How to decide what to do?

Delete both the 13- and 10-digit ISBNs if they clearly do not belong on the record. Look for identifying information in parentheses next to the ISBN, such as “(ebook)” or “(library ed.)”. Examples of ISBNs that need to be removed:

  • ISBNs for an ebook if the record is for a paper copy
  • ISBNs for the large print version if the record is for regular print
  • ISBNs for the regular print version if the record is for large print
  • ISBNs for a library edition of an audiobook if the record is for the retail edition
  • ISBNs for a retail edition of an audiobook if the record is for the library edition

Change the subfield of the 020 field from ‘a’ to ‘z’ if the ISBN is somewhere on the item but you want the deduplication software to ignore it. In these cases, you want the ISBN to still be on the record, but you don’t want other records with this same ISBN to be merged with it. Examples of ISBNs that belong in a subfield ‘z’:

  • Components of a kit that could have been cataloged separately.
  • ISBN for a children’s book packaged with the audiobook if the item is being cataloged as a non-musical sound recording.
  • ISBN for the Blu-ray/DVD combo pack if the components are being split up and cataloged separately.
  • ISBNs for the separate components of a Blu-ray/DVD combo pack if the pack is cataloged as a single resource.
  • The ISBN for the item in hand if there is already a record with that ISBN in Evergreen but your item clearly does not match and the records should not be merged.

Originally published on October 7, 2011.

Tip #80: Entering data in the 020 field

10-digit and 13-digit ISBNs are entered in subfield ‘a’ of the 020 field. Because catalogers routinely search via the ISBN, it is extremely important that information is entered accurately and in the correct format.

Here are some guidelines:

  • Enter the number without dashes or hyphens.
  • Do not put a period after the ISBN.
  • If there is no ISBN on the record or the item, do not type “none” or “n/a” or anything similar in an 020 field – simply delete the field (Ctrl-Del).
  • If either ISBN (10- or 13-digit) is missing from the record but appears on the item at hand, add the ISBN, inserting another 020 field /below/ the existing one.
  • If the 13-digit ISBN is on the record but not on the item in hand, do not delete it.
  • If there are multiple ISBNs, you may clarify your entry by putting in parentheses such terms as (pbk), (library ed.), and (Paw Prints).
  • If you find an ISBN on the record that is clearly wrong, such as a large print ISBN on a regular print record, delete the inappropriate ISBN only:
    • if you are importing the record and therefore are the only library with holdings, /or/
    • you have contacted all libraries with holdings on the record, explaining what you have found and suggesting that anyone with inappropriate holdings transfer their items to a correct record.
  • Do not add a price in subfield “c”. If there is a price in subfield “c”, delete it (Shift-Del). Each library has the option of entering a price in the Copy Editor screen as holdings are added.

Originally published on April 15, 2011.

Tip #28: Audiobook Records—Library vs. Trade Editions

Obsolete: See Tip #184 Library & Trade Edition Audiobooks on One Record

When a library and a regular edition of a book on CD or cassette is available, each edition should be on a separate MARC record in accordance with cataloging rules for edition statements. This is true even if the two editions are identical except for the ISBN and the edition statement.
Keeping the two editions on separate records makes it easy for libraries to determine whether or not they have a library edition, which may qualify for discounted or free disc or cassette replacement.
Each edition will have its own ISBNs which should be recorded in the 020 fields. There will generally be no edition statement for the trade edition. (Remember, “Unabridged” and “Abridged” are not edition statements!) However, there should be a 250 field in the MARC record for the library edition since in most cases it does appear on the container.
You may find that some records have ISBNs for both editions. When importing records, be sure to select the correct record based on the edition statement and delete the ISBNs for the edition which do not apply to your item.

If a record already exists in Evergreen with the ISBNs for both editions:

  1. First determine whether the record is for the regular or library edition. This may be difficult, since the existing record may have been edited and no longer contain the right edition statements. Doing a Z39.50 search for each ISBN for comparison can be helpful.
  2. Once you know which edition the record was intended for, delete the ISBNs for the other edition and make sure the edition statement is correct.
  3. If the record in Evergreen is the right one for your item, add your holding. If not, import the correct record, delete any incorrect ISBNs, and attach your holding.
  4. Notify any libraries who have holdings on the record you changed so they can check their items and make sure they are attached to the correct record.

More complete instructions with examples on this topic will soon be added to the EI Cataloging Procedures Guide.
Originally published on March 19, 2010.

Tip #15: 10- and 13-Digit ISBNs

When searching the Evergreen database for a record that matches your item in hand, don’t assume there is no record just because scanning the 13-digit ISBN produced no results. Even though we’re all in a hurry, we need to also search by the 10-digit ISBN (if there is one) and then the title/author, especially for older items.

If a matching record is found using the 10-digit ISBN, be sure to add the 13-digit ISBN in another 020 field.

If your item has both a 13-digit and 10-digit ISBN, both should be on the MARC record.

If you have a book that matches an Evergreen record except for the binding, you can attach to that record and add the ISBNs for your book BELOW those already in the record. Add the qualifications for the ISBN the same line:

020 __ |a 9780451228215 (BWI)

If part of the ISBN is the letter x, it should be typed in upper case.
Originally published on December 4, 2009.

See Also


MARC Fields