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Aleph@UF: When a New Record is Needed

Cataloging procedures and policies

Criteria for New Book Record Requirement

Updated 2013

When a book in hand does not match a catalog record exactly, but does to some degree, it is necessary to decide when that record may be used and when a different one must be input. It was not unusual for staff to mistakenly use an available record created for a different edition in the past, particularly during the card catalog era. Compare fields 245 through 5xx for differences to justify a new record. Also see for more details, examples and many specific exceptions to the following general criteria.


  1. Specific differences in the wording of the main title (not subtitle) justify a new record.
  2. A new record must be input if the record you have was made for a different edition of the same work. The following edition differences justify a new record:

·         Variation in date designation associated with edition (e.g., Draft, Jan. 1989 vs. Draft, May 1989)

·         Variation in numbered edition statements (e.g., 2nd ed. vs. 3rd ed.)

·         Variation in statements indicating a difference in content (e.g., Teacher ed. vs. Student ed.)

·         Variation in statements indicating abridgment, enlargement, etc.

·         Variation in statements indicating "draft," "preliminary," "revision," etc.

·         Variation in statements indicating geographic coverage (e.g., Midwest ed. vs. Western ed.)

·         Variation in statements indicating language content (e.g., Spanish ed. vs. Italian ed.)

·         Variation in description among issues of an edition that indicate a difference in content, e.g., illustrated vs. non-illustrated, certain sections present or absent, etc.

  1. Differences in place of publication, name of publisher, or date of publication, justify inputting a new record. (Difference in place or date of printing do not).
  2. Number of pages or other specific differences in the extent of item justify a new record.
  3. A size difference of more than 2 cm., which is not a result of local binding or trimming, may justify a new record.
  4. If the item is issued in a different series, a new record is justified.
  5. Notes indicating differences in the language, edition, format, or content of the item may justify a new record.
  6. Absence or presence of Reproduction Note field (533) justifies a new record. Having the reproduction information in field 500 instead, does not justify a new record. Specific differences in form (e.g., microfilm vs. microfiche) or reproduction publisher name justify a new record.


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