6.2. Use of Single Bib Record for Books

Last Updated 10/02/2025

Combined Records for Books

Books with the exact same content and in the same format should be combined on the same bibliographic record, even if non-content features such as binding, publisher, shape, size, and pagination differs. The intention is for the NC Cardinal catalog to be as patron friendly as possible to simplify searching, even in cases where official cataloging rules might recommend creating multiple separate records.

Basic Guidelines

Do use a single bibliographic record for books when content is exactly the same to combine:

Hardcovers, trade paperbacks, and mass market paperbacks
Different publishers and pub dates — add a note in the 500 $a field: =500 \\$aPublisher, dates, and paging may vary.
Differences in shape, size, and pagination
Autographed books (a copy note can go on the item record)
Books with different supplemental content, such as reader's guides or excerpts from forthcoming sequels
Books 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 books when the items differ from one another in any of the ways listed below. In these scenarios, a separate bib record is required.

Editions with different content (e.g. Special edition with extra content vs. no edition statement, First edition vs. revised editions with updated content)*
Different print sizes (i.e. Large print vs. regular print)
- Note: Large print and regular print materials are always cataloged on separate bibliographic records.
  - So-called "larger print" books are a special case. See note below.
- Follow the specific format recommendations in the NC Cardinal MARC Record Templates, when applicable.
Classics that include a special foreword or analysis vs. Classics without this additional material
Illustrated editions vs. text-only editions
Different illustrator or translator
Different format (e.g. E-book vs print material)
Board books versus paper picture books
The same book but different supplementary materials (i.e. worksheets)

A note about "Larger print" books

So-called "larger print" books, often seen in Harlequin mass market paperbacks, should be added to records for standard print books only. They should not be added to records for large print books. Individual records for larger print books should be merged with records for the standard print version and not the large print version. The font size for larger print books (13.5) is not big enough to be considered "large print" (14) by official standards, and most large print books actually have a font size of 16. Large type books also typically use a high contrast print that regular print and larger print books do not.

If or how individual larger print books are identified on a standard print record (e.g. by call number, shelving location, etc.) is to be left up to the individual owning libraries.

A note about editions

Different editions only require separate bibliographic records if you can clearly identify different content, as when nonfiction materials are updated/revised. In most cases, fiction "editions" that only signify different printings of the same content (1st printing vs 10th printing) do not require separate bibliographic records unless there are clear revisions. Revised fiction editions do occur, in classic literature for example, where there may be different translations, scholarly footnotes or forewords, etc., which would constitute different content and require separate bibliographic records.

Fiction versus non-fiction

Non-fiction materials should be scrutinized more heavily. Do not merge new editions of non-fiction books.

MARC fields to check

Use the following fields to determine if you need to create a new record.

020	ISBN	If the ISBN on your copy matches an ISBN on the record, merge. Different ISBNs may still be merged, but should be checked to ensure the core content matches.
1xx/7xx	Author/illustrator/translator	Do not merge titles with different authors, illustrators, or translators.
245	Title and statement of responsibility	The title as listed in $a should match. If other subfields contain differences, the editions should be checked to ensure the core content matches.
250	Edition	For fiction, only revised editions should get separate records. Most non-fiction should have separate records for different editions.
3xx	Physical description	Use this field to determine if there are significant differences in pagination. If there are, determine why, and if the reason constitutes a major change to the core content.
490/8xx	Series	If the series statement does not match, check to ensure the core content matches.

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