-------- Original Message --------
Subject:        OCLC QC TIP: Accompanying Material Policy
Date:   Thu, 18 Apr 2013 18:21:23 -0400
From:   Goodson,Luanne <[log in to unmask]>
Reply-To:       askqc <[log in to unmask]>
To:     <[log in to unmask]>



OCLC WorldCat Quality Management staff are pleased to announce a change
in policy regarding both when to input a new record and the manual and
automated matching and merging of duplicate bibliographic records in
cases where accompanying material is involved.  Because of numerous
concerns raised by members of the OCLC cooperative, discussions within
the Quality Control Policy group, and changes to our matching
algorithms, records that represent a resource issued without
accompanying material and the same resource issued with substantive
accompanying material are no longer considered to be duplicates.
Bibliographic Formats and Standards Chapter 4, “When to Input a New
Record” (http://www.oclc.org/bibformats/en/input.html) has been updated
to reflect this policy change in the new “Accompanying material” section
of “Guidelines for all formats,” in the criteria for field 300 subfield
$e, and in the criteria for 5XX notes.  Automated matching algorithms
for both batch and online Duplicate Detection and Resolution (DDR) have
been changed so that a record containing 300 subfield $e and a record
without 300 subfield $e are no longer considered to be duplicates.
Investigation continues on the best ways to fine-tune the comparisons of
accompanying material.

OCLC strongly recommends that you use judgment when determining the most
appropriate manner of describing accompanying material.  Please base
your judgment on that material’s bibliographic significance, keeping in
mind that a record containing 300 subfield $e describing accompanying
material and a record without 300 subfield $e are no longer considered
duplicate records.

Below is a list of areas within Bibliographic Formats and Standards
(BFAS) Ch. 4 http://www.oclc.org/bibformats/en/input.html that have been
updated to reflect the new policy.  This updated text only applies to
the HTML file of “When to Input …”  and not the corresponding PDF.

Please direct any questions to [log in to unmask] <mailto:[log in to unmask]>

http://www.oclc.org/bibformats/en/input.html#CHDBCBBA

*Guidelines for all formats*

*Analytical vs. comprehensive entry*

·A record for a multipart item or serial and records for their
individual parts or issues may coexist. If a record for an item as a
whole exists, you can create a record for a part and vice versa. This
includes the legitimately separate records for musical scores, parts,
and scores and parts. You can also create "In" analytic records for
items physically contained within other items.

·You can describe some items lacking a collective title as a unit or
make separate descriptions for each separately titled item. (AACR2, rule
1.1G2).

*Accompanying material*

·Input separate records to represent a resource issued without
accompanying material and the same resource issued with substantive
accompanying material.

·You can also catalog accompanying material separately.

·Records for resources reflecting each of these options may coexist and
are *not* duplicates.

·If the only record in WorldCat for your resource includes accompanying
material but your item does not include accompanying material, use the
existing record if it is not certain that the item was also issued
without accompanying material.

http://www.oclc.org/bibformats/en/input.html#CHDJFJHA

*300 Physical Description ‡e Accompanying material*

Absence or presence of subfield indicating substantive accompanying
material may justify a new record.  Accompanying material may be
cataloged separately or described in a note.  Compare 5XX fields for
actual differences in the absence or presence of accompanying material
to justify a new record.

*VIS.*Specific differences in the medium of recorded accompaniment to
projected media (e.g., cassette vs. disc) justify a new record.

…

*5xx Notes*

Absence or presence of fields, other than those noted below, does not
justify a new record.

·Notes indicating the need for different equipment in the case of
audiovisual media (e.g., Beta vs.VHS) justify a new record.

·Notes indicating differences in the language, edition, format, or
content of the item may justify a new record.

·Choice of a specific 5xx field vs. a general field 500
<http://www.oclc.org/bibformats/en/5xx/500.html#500> note does not
justify a new record.

·Notes indicating the presence of accompanying material may justify a
new record.  See also criteria under field 300 subfield $e.

·Notes relating solely to holdings, in-house binding, missing pages and
other imperfections, etc. do not justify a new record. See also criteria
under field 300 <http://www.oclc.org/bibformats/en/3xx/300.html#300>,
subfield ‡a.

·Other differences in the 5xx fields do not justify a new record. If in
doubt, compare fields 245
<http://www.oclc.org/bibformats/en/2xx/245.html#245> through 4xx for
other differences to justify a new record

Please direct any questions to [log in to unmask] <mailto:[log in to unmask]>