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Guideline 010 - Revising Guidelines

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This procedure should be followed for orders that mostly, but not completely, match bibliographic records.

Overview of the Issues to Consider and Resolve

Does the order match the bib record?

Examples of what you might find:

  • The discrepancy was caused by an error or errors in the information on the order and the order actually does match the bib record.
  • The discrepancy was caused by information having been taken from different sources, and the order actually does match the bib record.
  • The discrepancy was cause by the order being based on prepublication information that later changed when the item was actually published, and the order actually matches the bib record.

Or does it not match the bib record?

Examples of what you might find:

  • Information in the order has information from different items scrambled together, so that the item as described in the order doesn't actually exist.
  • The order has information on the paperback and the bib record has information on the hardback, or visa-versa.
  • The order is for one edition, and bib record is for another.

If the order and the bib record don't match, are the entities of a type that are both represented on the same bibliographic record?

Examples of what you might find:

  • A paperback and a hardback are normally both represented on the same bibliographic record in catalogusmai (In other databases, however, such as Amazon.com, they are both represented on the different records).
  • A reprint done by the same publisher is normally represented on the same bibliographic record in catalogusmai.

Is the content the same as one that UMBC already owns making the order a dup?

For example:

  • A reprint has the same content as the original, so an order for the 1995 reprint of a 1974 work that UMBC already has is a duplicate.
  • The British and American version of an item simultaneously published in Britain and the U.S. have the same content, so if UMBC has the version published in New York, the order is a dup.

Is the content very, very similar to one that UMBC already own?

For example:

  • We only need so many different versions of Homer's tome, The Odyssey. Acquiring another, when we already have 4, because it has a different translator, preface, etc. only makes sense if faculty have indicated a specific need for that particular version, so without specific instructions, we'd return the order for the 5th one as a duplicate. We'd note on the order that we have many other editions but if they want this particular one, to return the order to Acquisitions and we'll get it.
  • We only need so many different versions of Gone with the Wind. Acquiring another, when we already have 6, because it has a different translator, preface, editor, etc, only makes sense if faculty have indicated a specific need for that particular version. So without specific instructions, we'd return an order for the 7th as a duplicate, noting on the order that we have many other editions but if they want this particular one, to return the order to Acquisitions, and we'll get it.

Procedure

Check Worldcat for revisions to the record we already have

  1. Search Worldcat by accession number, using the OCLC number from the 035 field in the catalogusmai bib record.
  2. See if information has been added to the OCLC record that makes it match the order now. Sometimes, for example, information about the paperback or about a reprint are added to the OCLC record.
  3. If this is the case, record a bib check, and if UMBC owns the item, record a dup check, and handle the order accordingly.
  4. If this is not the case, continue with this procedure.

Check Amazon.com for hardback/paperback relationships

  1. Search the title  in Amazon.com.
  2. Follow any hardback/paperback links, and see if the other version matches the information in our bib record. If this is the case, the items have a paperback/hardback relationship, and we'll use the bib record we already have. If UMBC already owns the item, it's a duplicate.
  3. If this is not the case, continue on with this procedure.

Check Worldcat for a different record for the item

  • Search the item in OCLC by ISBN, title, etc., to find any possible records that match the information on the order.
  • If you find a record, find which of the following scenarios apply:
    The record you find indicates that it's a reprint or a specific printing.
  • Print the record.
    1. Follow the procedure for reprints.
The record you find indicates that it's something that we would catalog on a different bib record

If the item is very similar the item on the bib record we already have:

  • If we don't have holdings on the bib record already in catalogusmai, or anything else similar, then we'll go ahead and order the item. Record a bib zero and dup zero, and handle the order accordingly.
    1. If we have holdings on the bib record already in catalogusmai, consider whether we should order it or not. If the items are so similar that the requesting faculty are likely to think the items are the same thing, or different editions of the same thing, then we may not want another. Use common sense, bearing in mind that a later edition of literature is likely not needed, whereas a later edition of something in the sciences, or for the reference collection, is necessary to have the latest information.
    2. If you decide that we should order it, record the bib and dup null decision and handle the order accordingly.
    3. If you decide that we should not order it, delete or recycle the request.

If the item isn't at all similar to the item on the bib record we already have:

  • We'll order the new item. Record a bib zero, dup zero, and process the order accordingly.
Scrambled information: the order contains information from two different items
  • Determine which item we should order. In doing this, consider the response to the "Is any edition ok?" question in the BRF. Otherwise, use common sense, bearing in mind that ISBNs are more often incorrect than any other order field, and that we generally want the most recent edition, since it's more likely to be up-to-date and more likely to be available.
    1. Revise the request to make the bibliographic information completely match the item we're going to purchase.
    2. Record the search results in keeping with the modifications you've made to the order and handle appropriately.

If you've not yet figured out what's going on with the thing, and still don't know whether the item given on the order even exists

  1. If it's a foreign title, consult with the Acquisitions Librarian.
  2. If it's a North American or UK title, try to verify the information with the publisher, Gobi, Amazon, or Barnes & Noble. Print the first record you find. If it's clear that the order includes information from two different editions, or any other type of simple scrambling of the information, revise the order to match the one that appears to best match the intent of the requestor. In doing this, the consider the following:
    • Any information given in response to the "Is any edition ok?" question.
    • ISBNs are more often incorrect than any other part of orders.

If nothing on the order leads to a conclusion about which the requestor wanted, chose the latest.

  1. Record the search results in keeping with the modifications you've made to the order and handle appropriately.

If you could not verify the thing at all

  1. If you haven't found a record anywhere that matches the order, then there's a problem or error in the information on the order. Revise the order to match the record and consider it a match.
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