Guidelines for Identifying and Handling Duplicates

This document contains guidelines for identifying and handling duplicate books in CaMS, Acquisitions and PCRP. Normally, selectors order duplicate titles only when they intentionally do so (e.g., multiple copies on reserve, one circulating copy and one Faculty collection copy, etc.). However, with books ordered from different sources (firm orders, approval plans, different vendors, etc.), we could inevitably order and receive duplicate copies. This document illustrates procedures for handling duplicate titles in physical (print) format. Ebooks are outside the scope of this procedure.

Duplicate detection can be complex. Here are some guidelines.

Identifying duplicates:

When two or more physical books have the same “title”, “author”, “publisher”, “publication date”, “edition statement (if any)”, they are considered duplicates. (The printing date in later publications should be ignored.) (Basically, the copies are identical. We ordered multiple copies of the same book.) 

However, sometimes books that do have different imprints (British/American imprints; American/South African imprints) but essentially have identical content will be considered duplicates. 

It is also possible that the library received a paperback edition of an already owned hardbound publication (or vice versa). If both paperback and hardback books are described in the same bibliographic record, the new copy received, regardless if it is hardback or paperback, will be considered a duplicate.  

When in doubt, always consult your supervisor. 

Below are other, more complex, scenarios of items that may be considered duplicates. When these scenarios are encountered, or if it is ever unclear, please consult your supervisor to determine the next steps. It is best to err on the side of caution, i.e. keeping a duplicate rather than discarding if you are unsure.

1.  When a paperback edition of an already owned hardbound publication with identical content (same or almost same pagination; same or slightly different publication date (e.g., 2020 vs. 2021). The new copy is described in a different bibliographic record. 
2. When a copy has all identical bibliographic elements (author, title, publication date, etc.), the only difference is the imprint date which could be interpreted as the edition statement. (For example, some Spanish publications may have e.g., “8 edición”, but in fact it is only a new imprint statement published in the same year.) This will need to be sent to your supervisor for further review.
3. The only difference is the publisher changed to a different imprint (the original company was acquired by another company).
4. Books with all identical elements but have a different ISBN in later publication. (e.g., University of Oklahoma Press)  

Guidelines for handling-keeping or discarding

Once duplication is identified/confirmed, the next step is to determine whether to keep or discard the duplicate book. The library/location of the duplicate titles is a major factor when making a determination. We use the following guiding principles:

• If Firestone or other branches have a circulating copy, there should not be a copy (unless ordered intentionally) in ReCAP.
• If Princeton owns a non-circulating copy, it is OK to have a circulating copy in ReCAP.
• If Marquand or other non-circulating location has a copy, it is OK to have a circulating copy in RCPPA.

Below are common scenarios along with guidelines to help determine to keep or withdraw a duplicate item, regardless how that item is acquired (firm orders, approval plans, standing orders, etc.). Use judgment as needed. If you encounter a situation that is not covered by the scenarios listed below, please consult your supervisor. 

It is also important to review and take note of the status of the duplication, i.e. has the duplicate copy been received yet, is the duplicate copy available or not, why is it not available, what process type is the duplicate copy in? 

In general, if the duplicate copy has not been received, you should proceed with processing the copy in hand because there is no guarantee the duplicate copy will arrive. If the duplicate copy has been received and there is no “Added copy OK” flag, you should withdraw your copy. 

However, if the duplicate copy that has been received is in certain process types, for example the duplicate copy is in the (Hold (693)) process type and the copy you are holding in your hands is a fully cataloged shelf-ready item, you should process the shelf-ready item and pull the hold item for withdrawal unless there is no “Added copy OK” flag.  

Much like the guidelines for identifying duplication, if you are uncertain or have questions please consult your supervisor.

Last updated by Duplicates WG  7-13-23