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Duplicate bib. records: what to do

1. Are these really duplicates?

The records may not be exactly the same yet may still describe the same bibliographic entity. On the other hand, records that look very similar may describe different formats or editions. Be careful to analyze for subtle but important differences … for example: Title and 041 may indicate translation; Publication information (publisher, date, etc.) and Descriptive notes may reveal Reprint or other formats such as Microfiche; Edition.

2. Records that should automatically merge

The system compares OCLC numbers (001 field) and International Standard Book Numbers (ISBN; 020 field). For complete description of the process see Record matching and Overlay. If you find records that the system should have merged, contact Orbis staff.

3. Records that did not match automatically, but appear to describe the same entity

Serials

Serial records are extremely tricky, and the system intentionally omits automatic merging match based on International Standard Serial Number (ISSN; 022 field). Consult with your institution's Tech Rep. if you believe a serial record should be merged.

Consult with your institution's Tech Rep. if you believe two or more records should be merged. Alliance staff can offer general advice, but cannot merge or alter records in any way at the central site; all analysis and subsequent changing or fixing is done by local staff.

Monographs

The union catalog has many examples bibliographic records that appear to describe the same entity, but

  • at least one does not have an OCLC number (several members have cataloging records from other sources: WLN, BNA), or
  • the OCLC numbers are different (duplicate records in OCLC; dup's may still exist in OCLC, or they may have been merged in OCLC after one or more libraries used the cataloging records; merged OCLC records have 019 fields with numbers for records that will be or have been deleted and replaced by the present record), or
  • one lacks an ISBN.

If the system can't match on OCLC number or ISBN, it will not be able to identify, match and automatically merge the records. Ways to address the situation, depending on local policies and staffing:

  • recatalog to replace non-OCLC record with OCLC record;
  • recatalog to replace old or replaced OCLC record with new or better OCLC record;
  • recatalog to add ISBN field to existing bib. record (must be certain that ISBN is valid for local item).

Different OCLC number: Tech Rep's work together to determine which is the latest or better OCLC record. Then one institution will "recatalog", downloading a different OCLC record to replace the existing record in the local OPAC. The new record overlays the old record, and the update is sent to Summit. In Summit, the old record is treated as a "delete" and the incoming record is examined and merged as appropriate.