HomeNC Cardinal Cataloging Best Practice StandardsItem CatalogingSelecting a Matching Record

2.5. Selecting a Matching Record

If a matching bibliographic record already exists within NC Cardinal, do not add or import a new or additional record. If the existing bibliographic record does not meet the standards as outlined in the NC Cardinal MARC Templates, ask a Bibliographic Cataloger to overlay or edit the existing record to bring it up to the minimum standards recommended. You may find that you have several choices when matching a resource with the appropriate catalog record (or that you have only a few that may not actually match).

If several title records appear to be for the same item:

  • Add your holdings to the most accurate and complete MARC record,
  • Or, if two or more MARC records are equal in quality, select the record that has the most copies.
  • When in doubt, refer the records to a Bibliographic Cataloger.

Finding the Best Record

When choosing the right record for your resource, the following information must be closely examined:

  • ISBN (020 field) or other ID numbers (024, 028)
  • Title information (245 $a, $b)
  • Author (245 $c also 1XX, 7XX, 511, 508)
  • Edition statement (250)
  • Publisher (264 _1 $b)
  • Date of publication (264 _1 $c) and/or Copyright date (264 _4 $c)
  • Print size (i.e. Large or Larger print vs. regular print)
  • Right number of discs (A/V) — 300
  • UPC (A/V) — 024


Look at the format icons displayed in the catalog when examining potential matches. Verify that a format icon appears in the catalog and matches the information in the bibliographic record. If not, please refer the record to a bibliographic cataloger.

Print items should never be attached to e-resource records — such as e-book or e-audiobook formats. Some bibliographic records for print resources may contain links to digital (pdf or online) versions of the print resource. These links are not considered e-book records, as they are accessible to anyone with the link and do not require patron authentication, and should be retained in the print bib record.

You should also look for any discrepancies in pagination, dimensions, statement of responsibility, subtitle, table of contents, or other notes. These differences may not indicate that you cannot use a specific record, but taken with any differences in the above fields, they are an indication that you likely have a non-matching resource.

NOTE: You should combine print books on the same bibliographic record, in spite of differences in ISBN, publisher, dimensions, and pagination, when the content is exactly the same. See Use of Single Bib Record for Books


Notify a Bibliographic Cataloger:



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