6.4. Use of Single Bib Record for Videos

Last Updated 04/09/2025

Combined Records for 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. In general, there are four types of video records:

DVD
Blu-ray
DVD and Blu-ray combos
4K Ultra HD Blu-ray

Never add a DVD to a record for a Blu-ray or vice versa (or a standard Blu-ray to a record for a 4K Ultra HD 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

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 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 titles 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	Phyiscal 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.

How To Merge Two Video Records

When you find two records you believe to be a candidate for merging, select each of them which adds them to your basket.

In the Basket Actions menu, choose "Add Basket to Bucket"

You can then create a Record Bucket or use one you've previously created. (I have one named "00_bibs to merge" so it always pops up at the top of my bucket list.)

Then navigate to your Record Bucket from the Cataloging menu

And choose your bucket:

Once in your bucket, select the records you're considering merging:

This will open the "Merge Records?" interface. At this point, you need to scrutinize the two records using the information on this page. Are these two records a good match? Once you determine they are, the next step is to choose which record is the best. One criteria that can be helpful is to look at how many copies are on each bib by clicking on the Toggle Holdings Display button.

That will show all the copies on both bibs at the bottom of the page. Once you've selected the best record, click on on the "Use as lead record" button.

This will move that record over to the left side as the record that will be kept. The holdings from the other record will be moved to this record. Before you're done, this is the opportunity to bring over any valuable information from the record tha's being discarded, like additional ISBNs, UPCs, etc. You can copy from the right hand record and add it to the record on the left by choosing "Edit" or "Edit using full editor"

Once you have the record on the left the way it needs to be, click on the "Merge" button on the right. You'll then be show the newly merged result.

Don't forget to go back to your record bucket and remove those records from the bucket so its ready for next time.

And, once you're back to your staff search interface, clear your basket so you're ready for the next one.

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