Merging duplicate score records: A field-by-field comparison

Rare materials (pre-1830)

 Note: Catalogers unfamiliar with rare books and rare book cataloging rules should not merge bibliographic records for either original rare materials or their electronic reproductions. When considering the merging of records for electronic reproductions of rare materials, take into account the additional electronic resource guidelines in Appendix A of the Book Guidelines.

Scores that are published prior to 1830 are by default considered rare. However, rare score cataloging rules can be applied to scores regardless of date of publication, and any score cataloged according to such rules should be considered rare. Rare score cataloging rules are coded in field 040 subfield $e (e.g., dcrmm; older records may have used dcrmb or dcrb). The full list of descriptive conventions is: amin, amremm, appm, bdrb, cgcrb, cco, dacs, dcarlisnaaf, dcgpm, dcrb, dcrmb, dcrmc, dcrmg, dcrmm, dcrmmss, dcrms, dcrmr, dmbsb, enol, estc, fiafcm, gihc, hmstcn, iosr, kam, nmxcmdf, ohcm, rad, rna, rnab, vd16, vd17. Catalogers who are not familiar with rare scores and rare score cataloging rules should not merge records for rare scores. Records may be considered duplicates regardless of the absence or presence of field 040 subfield $e. Determine the record to be retained based on the following guidelines:

• If one of the records is coded as rare in field 040 subfield $e and the potential duplicates are not, but it is evident from all fields (including note fields) that they represent the same manifestation, merge and retain the record coded as rare in field 040 subfield $e
• If the records are encoded using the same rare cataloging rules in field 040 subfield $e, compare all records (including note fields) to determine whether they are duplicates, and if appropriate, merge retaining the most complete record (based on content, not holdings)
• If the records are encoded using different rare cataloging rules, and are of equal fullness, retain the record coded for the most recent cataloging rules (prefer dcrmm over other codes)
• If the records are encoded using different rare cataloging rules, and are not of equal fullness, transfer information from the more complete record(s) to the one with the most recent cataloging rules
• If none of the records are coded as rare, compare all records (including note fields) to determine whether they are duplicates, and if appropriate, merge retaining the most complete record (based on content, not holdings)

In all cases, be aware of fields that will not auto-transfer during the merge process and manually transfer these as appropriate, such as unique 510 fields, or fields containing copy-specific information that include subfield $5.

Specific exceptions for rare scores are noted throughout this document.
 

AccM

• A difference in the coding of accompanying material alone does not justify a separate record. Differences in the specificity of coding for accompanying material alone does not justify a separate record.
• A resource issued without accompanying material and the same resource issued with substantive accompanying material may be cataloged separately. Accompanying material may also be cataloged separately; however, the existence of accompanying material should still be noted on the record for the parent item. Records reflecting each of these options may coexist and are not duplicates
• See also Guidelines for accompanying materials (Subfield $e, etc.), below, under field 300 guidelines.

Comp

• A difference does not necessarily justify a separate record. Compare the 5xx, 6xx, etc. to justify a merge.

Example: If one is coded and the other is not

Comp: cz

240 10 Canzonettas, $m violin, viola

matches

Comp: [blank]

240 10 Canzonettas, $m violin, viola

Ctry

• A difference in the coding of the element alone does not justify a separate record. See fields 260/264 subfield $a, 500, and 533 subfield $b for actual differences.

DtSt and Dates

• Use judgment on dates. Be aware of changing practices regarding the recording of uncertain, questionable, and unknown dates, as well as the different decisions that may be made in those instances.
• See also discussion below under fields 260/264.

FMus

• A difference in the coding of this element alone does not justify a separate record. Incorrect or inconsistent coding of FMus is quite common, especially in light of the numerous changes and additions to the codes defined for the position as well as evolving practices and terminology for describing notated music. Compare fields 245, 250, 254, 300, and 348. Specific differences in the format of a score justify a separate record.
• If the item being cataloged consists of one or more scores along with other materials (e.g., one or more parts), only the score or scores are supposed to be considered in coding this character position. A score not coded in FMus can match to a score that is coded if all else matches.
  
       Examples:
  
            FMus: [blank]
  
            300     1 score (5 pages) ; $c 32 cm
  
                 matches
  
            FMus: l
  
            300     1 score (5 pages) ; $c 32 cm
  
       ***
  
            FMus: b
  
            300     1 study score (5 pages) ; $c 29 cm
  
                 matches
  
            FMus: [blank]
  
            300     1 study score (5 pages) ; $c 29 cm
  
       but
  
            FMus: [blank]
  
            300     1 score (5 pages) ; $c 29 cm
  
                 may not match
  
            FMus: b
  
            300     1 study score (5 pages) ; $c 29 cm
  
      ***
  
            FMus: g
  
            300     1 close score (15 pages) ; $c 27 cm
  
                 may not match
  
            FMus: u
  
            300     1 score (15 pages) ; $c 27 cm
  
            (If there is not any information in the record that indicates it is a close score)
   
• See also discussion below under field 300.

Form

• The form of material being described should match, but be alert for incorrect coding.

Lang

• A difference in this element alone does not justify a separate record. Compare fields 041, 240, 245, 377, 500, and 546. Specific differences in the language or text of the item justify a separate record.
• See also discussion below under fields 041 and 546.

Part

• A one-character code indicating whether the item being cataloged is, or contains parts. This position is not used to indicate that parts may exist elsewhere.
• A difference in coding may justify a separate record. This field is optional and is rarely coded. See field 300 for actual differences to justify a separate record.

TrAr

• This field is optional and is rarely coded. A difference in coding alone does not justify a separate record.

Type

• Should match unless a record is cataloged using the wrong format.

010

• Records may be merged regardless of the absence or presence of field 010. Records with a difference in control numbers issued by the same agency may be potential duplicate records. Compare fields 245 through 5xx to justify a merge.
• Do not merge two DLC records with different LCCNs if neither is ELvl "J". Report these to AskQC@oclc.org. Otherwise, add the LCCN from the ELvl "J" record in a subfield $z to field 010 of the retained record.

020

• Be aware that multiple ISBNs may apply to the same item. A different ISBN alone does not justify separate records. The records could still be potential duplicates to be merged. Conversely, the same ISBN in different records does not necessarily justify a merge. Publishers sometimes assign the same ISBN to different manifestations. Compare fields 245 through 5xx to justify a merge.

024

• For scores, this mainly applies to ISMN or UPC, but many types of identifiers are coded in field 024. Be aware of these different types of identifiers, their bibliographic significance, and take note of any parenthetical qualifiers. Make sure that identifiers match. But be aware that multiple ISMNs (UPC, etc.) may apply to the same manifestation. A different ISMN (UPC, etc.) alone does not justify separate records. The records could still be potential duplicates to be merged. Conversely, the same ISMN (UPC, etc.) in different records does not necessarily justify a merge. Publishers sometimes assign the same ISMN (UPC, etc.) to different manifestations. Compare fields 245 through 5xx to justify a merge.

028

• Absence or presence of field 028 alone does not justify a separate record. Compare fields 245 through 5xx to justify a merge. Specific differences in numbering, except for minor variations in completeness or spacing, justify a separate record.

041

• Absence or presence of field 041 does not justify a separate record. Differences in field 041 alone do not justify a separate record. Compare Lang and fields 130, 240, 245, 250, 5xx, and 7xx with special attention to fields 250 and 5xx. Specific differences in the language of the manifestation justify a separate record.
• See also Lang and field 546.

1XX

• Records may be considered duplicates for merge even with the absence, presence, or difference in choice or form of field 1xx. Be careful when considering the wording and order of the statement of responsibility. Catalogers of scores may exercise different judgment as to the source of the title statement, and this may produce a different order of statements of responsibility. Merging may be justified even if the statements are recorded in a different order or are worded slightly differently. Compare fields 245 subfield $c, 5XX, 7XX. Use caution.
  
       Example:
  
            100 1   Ellington, Duke, $d 1899-1974, $e composer.
  
            245 10 Satin doll / $c words by Johnny Mercer ; music by Duke Ellington and Billy Strayhorn.
  
            700  1  Strayhorn, Billy, $e composer.
  
                 may match
  
            100 1   Strayhorn, Billy, $e composer.
  
            245 10 Satin doll / $c music by Billy Strayhorn and Duke Ellington ; lyric by Johnny Mercer.
  
            700 1   Ellington, Duke, $d 1899-1974, $e composer.
   
• If a creator’s name has changed, it is okay to merge. Retain the authorized form of name in 1XX; if there is no authorized form, retain the most recent form.
• Always consult the authority file for the authorized form of the name.

245

• Generally, transcribed information in subfield $a should match in words and spelling. However, differences may occur in catalog records for the same resource based on the cataloger’s decisions such as source of information and other points listed below.
  
       Example:
  
            100 1    Vivaldi, Antonio, $d 1678-1741, $e composer.
  
            245 14  The four seasons. $p Autumn …
  
            500      Cover title.
  
                 may match
  
            100 1    Vivaldi, Antonio, $d 1678-1741, $e composer.
  
            245 10  Autumn from The four seasons …
  
            500      Caption title.
   
• Subfield $a should generally match, but be aware that some variations in the title proper may be due to differences in the source of information, which may be noted in a 500 field. Compare fields 246, 5xx, 740.
• It is usually okay if one record has subfield $b and the other does not. Different cataloger decisions regarding where the title proper ends do not disqualify records from being merged.
• The contents of subfield $b may differ depending on the source or order of information
• Subfield $c, if present, should not show differences in responsibility, but separate statements may not have been recorded in the same order (see example above under field 1xx).
• Use of subfield $n and subfield $p are based on cataloger's interpretation - use judgment.
• Two records can be merged if there is an error in the transcription of the title and it is clearly a typo, as opposed to an alternate spelling (e.g., color vs. colour) on the source.
• Voice range: If the manifestation is a vocal work, vocal range should match, regardless of where the information may be recorded. The voice range may appear in fields 245, 250, 5xx, and/or 6xx. Look for such terms as High, Medium, Low, Soprano, Alto, Tenor, Baritone, and Bass, and their non-English equivalents. If one record mentions a voice range and the other does not they may be considered candidates for merging, all else being equal.
• Rare scores: In some cases, subfield $a will not match exactly due to cataloger’s judgment, language skills, and transcription rules. Differences in transcription of the letters I/J/U/V, ligatures, and expanded vs. unexpanded brevigraphs do not disqualify records from merging. Early scores often contain misprints. Catalogers should confirm that typos are truly errors in transcription through consulting reference sources, contacting other owning libraries, and/or other means, as appropriate, prior to merging. If in doubt, do not merge.

250 and 254

• Field 254 is no longer used in current cataloging. Information formerly recorded in field 254 is now recorded in field 250 (see MLA BP to RDA 2.5.2, footnote 1). However, records containing field 254 still exist and are eligible for merging.
• Transcribed information should match, but allow that practices regarding abbreviation have changed over time. Statements supplied by the cataloger under provisions of RDA 2.5.1.4 (or AACR2 1.2B4) may vary because they are supplied, but if their essence is the same, they are considered matches.
• Be aware of changes in practice regarding fields 250 and 254. Compare fields 245 through 5xx for other differences to justify a merge. For instance, "Full score" or "Score and parts" may have been interpreted as an edition statement, but may appear in field 3xx and/or 5xx.
• You may merge if one says 
  • First edition and the other says nothing.
• However, do not merge
  • If one record says 2nd edition, 3rd edition, etc. and the other has no edition statement.
  • If one record has an edition statement that makes the manifestation unique and the other record has no edition statement.
  • If one record has "Critical edition" and the other record has no edition statement.
  • If one record has "Conductor's score" and the other record has no edition statement.
• Compare fields 245 through 5xx for other evidence to justify a merge.
• See also discussion above under field 245 for voice range.

260 and 264

300

3xx other than 300

• Absence or presence of 3xx fields does not justify a separate record. Differences in these fields may justify a separate record. Use judgment.
• See also discussions above under FMus and field 300 subfield $a. 

490

• Guidelines regarding series retention can be found in the Record Merge Field Transfers.
• Records may be considered duplicates for merge even with the absence or presence of field 490.
• Examples of situations that may justify a merge. Use judgment. 
  • Variation in form of series statement
  • Variation in tracing decision or form (i.e., 490 vs. 490 with 830)
  • Absence, presence, or difference in series statement of responsibility
  • Change of series among issues or parts of a serial or multipart monograph. Do not merge if the manifestation is issued in a different series.

5xx

• Many fields 5xx do not automatically transfer when merging records. Take care to copy all relevant notes into the record being retained before merging.

501

The use of field 501 implies that there must be separate bibliographic record(s) for the resource(s) described following “With:” and that when all of those records are considered together, they describe the complete resource. If cataloged correctly, each of those records would describe only part of the complete resource, a fact that would be reflected in field 300.

• Records may be merged regardless of the presence or absence of fields 501 only if they represent the same complete resource, with fields 300 matching (according to the field 300 criteria) and all constituent parts of the resource being accounted for in fields 245, 505, and or 1xx/7xx.
• In current cataloging, field 501 is primarily for rare, historical, and other special materials.
• Field 501 would not properly be used to show local binding practice and does not justify a separate record in such cases.

510

• Do not merge records with conflicting citation entry numbers.

Example:

100 1_ Haydn, Joseph, $d 1732-1809, $e composer.

245 10 Gesaenge mit Begleitung des Piano-Forte / $c von Joseph Haydn.

264 _1 [Leipzig] : $b Bey Breitkopf & Härtel in Leipzig., $c [1803]

300      1 score ([2], 9-100, [2] pages)

510 4_ RISM A/I, $c H 2470

      does not match

100 1_ Haydn, Joseph, $d 1732-1809, $e composer.

245 10 Gesaenge mit Begleitung des Piano-Forte / $c von Joseph Haydn.

264 _1 [Leipzig] : $b Bey Breitkopf & Härtel in Leipzig., $c [1803]

300      1 score (100 pages)

510 4_ RISM A/I, $c H 2471

533

• Do not merge if one record has field 533 and the other does not, unless the records represent electronic resources or print-on-demand and photocopies.
• Some older records have field 533 information in field 500.
• Do not merge if the series differ.
• Make sure type, place, and agency of reproduction matches.

546

• Language note absence or presence does not necessarily justify a separate record. Compare fields 041 to justify a merge.
• See also discussion above under Lang and field 041.

6xx

• Records may be considered duplicates for merge even with the absence, presence, or difference in fields 6xx.
• Consider all fields 6xx, including field 655, in duplicate records, and determine which will need to be retained by transferring manually.
• Certain differences such as voice ranges, formats of notated music, and medium of performance would justify separate records. Compare elements such as FMus, 245, 250, 254, 300, 5xx, and 655 to justify a merge.

7xx

• Records may be considered duplicates for merge even with the absence, presence, or difference in fields 7xx.

Exceptions and Appendixes

• For exceptions and appendixes, see the Exceptions and Appendixes sections of Merging duplicate books records: A field-by-field-comparison.