4.5. Matching Specialized Materials: Videos

Movies with the same content and in the same format should be combined on the same bibliographic record, even if non-content features such as DVD extras differ. Different video formats should receive their own record. 

Video Formats

Item Catalogers should always check the format. Even if the title is the same, different formats should be attached to different records. The available format options for videos are:

• DVD
• Blu-Ray
• 4K Ultra HD Blu-ray
• Combo Packs (Containing 2 or more format options)

Separating records by format ensures that patrons who may only be able to play one type of format are able to specify that format when placing holds. If a patron does not care what type of format they get, circulators can offer to place a Metarecord hold in order to capture multiple format types in a single hold request.

Never add a DVD to a record for a Blu-ray or vice versa. If you are maintaining a combo pack of both formats to circulate as a single item, the combo should be on a record specific to that combination, and not added to a record for either format individually. Some libraries may have items, such as local history or archival materials, on obsolete video technology such as VHS. These items should also be added to their own record and not combined with an existing record for a DVD, Blu-ray, or 4K Ultra HD Blu-ray format of the same film.

The intention is for the NC Cardinal catalog to be as patron friendly as possible to simplify searching while ensuring that patrons do not receive items that require a technology they may not have access to.

Basic Guidelines

Some questions to ask to determine if there is a significant difference in content:

• What is the format of the disc in hand?
• Is it widescreen or not?
• What special features are included?
• What is the publication date and publisher? 

Do use a single bibliographic record for videos when content is exactly the same to combine single format movies that include the following differences:

• DVD extras such as bonus content or interviews (rental versions, for example, often do not include any bonus content or special features, but they may still be merged with standard versions)
• Different cover art
• More or fewer discs, as long as the content on the extra discs is only bonus (e.g. "making-of" or "behind-the-scenes" featurettes, bloopers, trailers, etc.), or the movie is entirely contained on a single disc in one version, and spread across two discs in another. This does not include instances where an additional disc includes, for example, a totally separate, different film or additional episode/s of a television show. Such items would need to have their own record.
• UPCs (=024 field) are different, but the core content is the same. In these instances, all =024 fields from both the lead and sub bibs should be appended to the final, merged record.
• Records for videos that have different OCLC numbers (=035 field) but match in most or all other respects. In such cases, merge the records and append all OCLC numbers from both the lead and sub bibs onto the final, merged bib.

Do NOT use a single bib record for video content when the items differ from one another in any of the ways listed below. In these scenarios, a separate bib record is required.

• Different format 
• Director's Cuts versus Theatrical Releases
• Colorized versions of black and white films, when the record is for one format and the item in hand is the other
• Double features that include the same film as the record, but a second film in addition to that on the record
• Wide-screen editions versus full-screen editions
• Remakes of the same film with a different cast, director, or producers

MARC fields to check

024	UPC	If the UPC identifier is the same, your item should be added to the existing record. If the UPC identifier is different, the items should be sent to a bibliographic cataloger to check if the core content is the same. If the core content is the same, then the item should be added to the existing record, and an additional =024 field should be added with the item's UPC. When merging records that otherwise match but have different =024 fields, all =024 fields from both the lead and sub bibs should be appended to the final, merged bib.
245	Title	If the title of your item is different than the title in the =245 field on the record, then the item should not be added to that record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination.
250	Edition	Different editions should not be on the same record if the editions are different formats (i.e. full screen versus wide screen, black and white versus color)
3xx	Physical description, including Blu-ray vs DVD vs 4K Ultra HD Blu-ray	Blu-rays, 4K Ultra HD Blu-rays, and DVDs should not be added to the same record. Combo packs that include two or all formats should have separate records from either the individual Blu-ray, 4K Ultra HD Blu-ray, or DVD.
511	Cast	If the cast listed on your item is different from the cast listed in the record, the item should not be added to the record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination.
508	Production credits	If the producers listed on your item are different from the producers listed in the record, the item should not be added to the record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination.
7xx	Added entries	If the added entries in the 7xx fields cannot be verified against the item you are adding, it should be sent to a bibliographic cataloger for closer examination of the record.

Working with Combo Packs

Circulate as a combo

If a library purchases a combo pack that includes both a DVD disc and a Blu-ray disc (or a Blu-ray disc and a 4K Ultra HD Blu-ray disc) and the library intends to circulate both the DVD disc and the Blu-ray disc together as a set, the combo pack should be cataloged on a single bibliographic record using the Blu-ray/DVD combo MARC template. Look for the UPC in the 024 $a.

Circulate Separately

If a library decides to break up a Blu-ray/DVD combo pack and circulate the DVD and Blu-ray discs separately, the two items must be cataloged on separate bibliographic records using the DVD only, Blu-ray only, and 4K Ultra HD Blu-ray only MARC templates. 

• Look for the UPC in the 024 $z (not $a). You can learn more about the use of the 024 $z here.
• If other combo packs have been separated and added to the records, they may also include a $q noting that it is for the set, and a 500 $a note similar to "Originally released as part of a Blu-ray + DVD combo pack" or "Originally released as part of a Blu-ray + 4K Ultra HD Blu-ray combo pack."

Circulate Sets Separately

If a library decides to break up other packaged sets in the same format — e.g. television season — to circulate pieces of the set separately, the packaged set must be cataloged on the same bibliographic record with the items separated using Monograph Parts.

Matching Rental Videos

Rental videos usually do not include special features and have a different UPC number than standard editions, but they should still be merged with standard editions if the core content (i.e. the film itself) is the same, according to the standards outlined here. The final, merged record must include the UPC for the rental version in a 024 $a.

 

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NC Cardinal is supported by the Institute of Museum and Library Services under the provisions of the federal Library Services and Technology Act (LSTA), as administered by the State Library of North Carolina, a division of the Department of Natural and Cultural Resources.