The first step in cataloging is to determine if there's a matching bibliographic record already in the database, or if you need to add a new one. If there's a matching record, you can just attach your new item to that record. If there isn't a matching record, you need to add one and attach your record to that.

You should search the database at least three ways before deciding there isn't a matching record. This helps us avoid duplicate records, which are confusing to staff and patrons, and can split holds between two or more records that all represent the same edition.

• The best option is usually a Numeric search of the ISBN, UPC or Music Number
• If that fails to find a record, try doing a Title search for words from the title. You can also try doing an Author for the name of the author, or a Keyword author and part of the title
• Series books of all kinds can be tricky, and may require additional searching. What looks like part of the title may be used as the series.

Books and other material may be available in several different editions, each of which should be on a separate bibliographic record.

A single edition may have multiple ISBNs. In the example below, we have two different editions of “The Dutch House.” Each have two ISBNs, which may refer to different bindings, but that's not what determines what's an edition. In this case, the two different editions have different dates of publication, which is enough to make them different editions.

Here are factors that indicate that a record is not a match, and needs a separate record:

• Difference in edition statement: 2nd edition, 2024 edition, etc.
• Any indication of new or revised content: Updated 2024 edition, Revised edition, etc.
• Difference in content: Abridged edition, Unabridged edition
• Difference in format: Large Print, Braille, BluRay, etc. (But not binding issues, like Hardcover or Paperback)
• Difference in the number of discs or running time
• Difference in narrator, illustrator, etc.