Table of Contents
PINES Matching Criteria
PINES matching guidelines: An in-coming record must be an exact match: a PINES cataloger has to find an exact matching record for the item in hand either in PINES or from OCLC. If it is decided that a match is not found from either database, s/he should NOT bring in a near-match from OCLC and alter it to fit the description of the item in hand. When in doubt as to whether a near-match bibliographic record is an actual match, please contact the PINES Cataloging Specialist.
When searching PINES or OCLC WorldCat for monographic bibliographic records, the following criteria apply. For detailed field-by-field matching, see OCLC’s manual Section 4 “Section 4, When to Input a New Record in the OCLC Bibliographic Formats and Standards manual. or the pamphlet format:
Association for Library Collections & Technical Services. 2007. Differences between, changes within guidelines on when to create a new record. Chicago, IL: Association for Library Collections & Technical Services.
You can download the document’s pdf file from the above link.
General
The first rule of matching is that your item must match the record, NOT changing the record to match your item.
If multiple records could possibly match your item, here are some guiding criteria to help you choose between them. In order of preference:
- DLC records
- PCC records (have “pcc” in the 042 field)
- Records having the largest number of library symbols in the 040 field
- A record with a higher level encoding (ELvl) over one with a lower level
Books
| Field | Subfield | Notes |
|---|---|---|
| 245 | $a | MUST match |
| 245 | $b | MAY match; matching information could be in a note |
| 245 | $c | MAY match; matching information could be in a note |
| 250 | $a | MUST match; OK 1st ed. vs no edition statement |
| 260/264 | $a | should match in most cases, but change of place within the same country between printings of the same edition and variation in choice of place for items with more than one place of publication is allowed. If more than one place of publication is involved, the FIRST place on your piece should match the first place in the record. |
| 260/264 | $b | should match in most cases, but change of publisher among parts of multipart item, variation in choice of publisher for an item having more than one publisher, and variation in choice of publisher when the publishers are part of the same organization (e.g. Puffin vs. Penguin) is allowed. |
| 260/264 | $c | MUST match unless the date is in brackets or with question marks. Remember RDA convention of brackets around dates |
| 300 | $a | must match, but there are slightly varying styles of entry for multi-parts of on-going publications (e.g., 300 4 v. vs. 6 v. etc.), use best judgment or ask for help if you are not sure. |
| 300 | $c | MUST match, but if it varies by 1-2 centimers and that's the only difference, consider it as a match |
| 490/8xxs | $a | must match if present, but tracing can differ. Be aware of non-standard series statements. |
| 505 | Contents must be same; but be aware of partial or incomplete contents by examining the first indicator of this formatted note field. |
Special Cases
Paperback ed. vs Hardback ed.
You can attach a paperback item to a record for a hardback and vice versa if the binding (|c cm must match) is the only difference. (Note: A paperback added to a record for a hardback edition would probably be a “Trade paperback” not a “Mass Market” one.)
Book club ed. vs regular ed.
You can attach a Book club edition to a record for a regular edition if the ed. statement is the only difference.
Different artwork
Use the record if an art work date for a new binding is the only difference: There are occasions when books, particularly paperbacks, are re-released with a new cover. In such a case there is no content change.
Publisher Imprints
NOTE: This is not an exhaustive list of all publishers and their imprints, but a list of some of the most common ones.
Penguin Group (USA)
| Berkley Books | DAW Books | Dial Books for Young Readers | |
| Dutton | Dutton Children's | Jove (Pyramid Books) | |
| New American Library (NAL) | Roc Books (Signet, Onyx, Signet Classics) | Paperstar | |
| Perigee Books | Plume | Puffin Books | |
| Rendezvous Press | Riverhead Books | Rough Guides | |
| Topaz | Verso | Viking Press | |
| Viking Children's | |||
Rowman & Littlefield Publishers
| Rowman & Littlefield Publishers | AltaMira Press | Cowley Publications | |
| Government Institutes | Hamilton Books | Jason Aronson Psychotherapy | |
| Lexington Books | R & L Education | Rowman Education | |
| Scarecrow Press | ScarecrowEducation | Sheed & Ward | |
| S R Books | University Press of America | ||
Harlequin Romance Imprints
| Gold Eagle | Harlequin Romance | Harlequin American Romance | |
| Harlequin Blaze | Harlequin Everlasting Love | Harlequin Ginger Blossom | |
| Harlequin Historicals | Harlequin Intrigue | Harlequin Medical Romance | |
| Harlequin NASCAR | Harlequin Next | Harlequin Presents | |
| Harlequin Superromance | HQN Books | Kimani Press Kimani Romance | |
| Kimani Press Arabesque | Kimani Press New Spirit | Kimani Press Sepia | |
| Kimani Press TRU | LUNA Books | MIRA Books | |
| Red Dress Ink | Silhouette Desire | Silhouette Nocturne | |
| Silhouette Romantic Suspense | Silhouette Special Edition | Steeple Hill Cafe | |
| Steeple Hill Love Inspired | Steeple Hill Love Inspired Suspense | Steeple Hill Love Inspired Historical | |
| Steeple Hill Women's Fiction | Spice Books | Worldwide Library | |
Simon & Schuster imprints
| Adult | |||
|---|---|---|---|
| Atria Books | Beyond Words Publishing | Free Press | |
| Howard Books | Kaplan | Pocket Books | |
| Scribner | Strebor | The Touchstone and Fireside Group | |
| Threshold Editions | Washington Square Press | ||
| Young adult and children | |||
|---|---|---|---|
| Aladdin Paperbacks | Atheneum | Fireside Books | |
| Little Simon | Little Simon Inspirations | Margaret K. McElderry Books | |
| Simon & Schuster Books for Young Readers | Paula Wiseman Books | Ruckus | |
| Simon & Schuster Libros Para Niños | Simon Pulse | Simon Scribbles | |
| Simon Spotlight | Simon Spotlight Entertainment | ||
Kensington Books
| Aphrodisia | Brava | Citadel | |
| Dafina | Pinnacle | Twin Streams | |
| Urban Soul | Vibe Street Lit | Zebra | |
Thomas Bouregy & Co
| Avalon Books |
Infobase Publishing
| Bloom's Literary Criticism | Facts On File | Cambridge Educational | |
| Checkmark books | Chelsea House | Ferguson Publishing | |
| Films for the Humanities & Sciences | |||
AV
| Field | Subfield | Notes |
|---|---|---|
| 028 | VISUAL (VHS/DVD/Bluray): MAY match. If your item matches the rest of the record but the 028 does not match, you can still consider the record a match | |
| 028 | AUDIO (cassette/CD/audiobook): MUST match. | |
| 245 | $a | MUST match. Check 500 notes on sources of title information if the title in the 245 field don't quite match your item in hand |
| 245 | $b | MAY match if present; matching information could be in a note |
| 245 | $c | MAY match; matching information could be in a note |
| 250 | $a | MUST match |
| 260/264 | $a | should match in most cases, but change of place within the same country between printings of the same edition and variation in choice of place for items with more than one place of publication is allowed. If more than one place of publication is involved, the FIRST place on your piece should match the first place in the record. |
| 260/264 | $b | should match in most cases, but change of publisher among parts of multipart item, variation in choice of publisher for an item having more than one publisher is allowed |
| 260/264 | $c | must match unless the date is in brackets or with question marks. Remember RDA convention of brackets around dates |
| 300 | $a | MUST match |
| 300 | $b | MUST match, but there may slightly varying styles of entry |
| 300 | $c | MUST match |
| 490/8xxs | $a | MUST match if present |
| 501 | “With note.” Must match | |
| 511 | Performers, narrators, presenters, etc. must be same for AV materials; such information could be in a 500 note. | |
| 505 | Contents must be same; but be aware of partial or incomplete contents by examining the first indicator of this formatted note field. | |
| 533 | Reproduction note: Must match if present. | |
| 538 | formats must be the same: Beta is not VHS; CD is not cassette; DVD is not videocassette. For electronic resources, System requirements should be the same. | |
| 546/041 | Language note/code must be the same. |