These tips will help WLS Cataloging Services serve you efficiently.

Select “All” instead of your own library when searching the catalog for a linkable bib record.

In all correspondence with WLS Cataloging Services, please supply your library’s name or three-letter code. Examples: stamp an item; insert a slip into an item; stamp or write on photocopies and envelopes; include library’s name in subject line of emails to wls-cat@wlsmail.org.

While deciding whether or not to link an item to a bib record in the catalog, first verify the author/title/ISBN and the physical format (e.g. regular print, large print, board book); because more and more bib records from vendors and even the Library of Congress are containing ISBNs for more than one format, simply scanning the ISBN and linking will sometimes result in incorrect linking. Our policy is to strip out extraneous ISBNs from bib records. Sometimes completely different works will share the same ISBN. This is rare, but legitimate, and we will leave these intact. Again, you need to inspect and compare.

When submitting a cataloging request via wls-cat@wlsmail.org, include authors, titles, ISBNs, UPCs and audiobook narrators’ names; a simple list of ISBNs is not sufficient, and neither is an author/title statement. Some libraries choose to divide up DVD/Blu-ray combo packs and circulate the discs separately, and we will create separate bib records upon request. Combo packs have one UPC and/or ISBN, so we need you to clearly indicate whether you need a record for the entire package or a record for each component or a record for one component.

Avoid placing your library’s barcode or other stickers over important numbers on an item, such as the UPC or ISBN.

Include the ISSN as well as the ISBN when submitting a request for a new edition of an annually updated work (e.g. The Martindale-Hubble Law Directory).

New bib records are required in the cases below. However, if what you have in hand can be linked to an existing bib record, contact WLS Cataloging Services to submit a request for data pertaining to the item in hand to be added to that existing bib record.

• Different title
• Different formats (e.g. large print, graphic novel, board book)
• Different editions (e.g. revised, abridged, etc. (Book Club ed., Anniversary ed., etc. do not warrant a new record))
• Different translator
• Different illustrator, or illustrated vs. not illustrated
  • chapter head decorations are not considered “illustrations”
  • an exception: we do combine “movie tie-in” reprints with other printings, even though they might contain illustrations for the first time
• Different editor

Non-musical sound recordings

• Different title
• Different formats (e.g. CD, mp3, Playaway, audiocassette)
• Different editions (e.g. unabridged, abridged)
• Different reader
• Different translator
• Different editor

Musical sound recordings

• Different title
• Different formats (e.g. CD, audiocassette)
• Different editions (e.g. “Parental advisory” vs. non-explicit versions)
• Different contents (e.g. bonus tracks)
• Different performances (e.g. in classical music: same work, same performers, same venue,
  different day = new record)

Visual material

• Different title
• Additional footage (e.g. restored cuts… not bonus material)
• Different formats (e.g. videocassette, DVD, Blu-Ray, Blu-ray & DVD combo)

Electronic games

• Different title
• Different platform (e.g. Playstation, Wii)
• New version number (the number before the decimal point (e.g. 3.0)

Cataloging staff will continue to develop helpful hints that will enable member libraries’ materials to be processed in a timely and more complete manner.

Updated August 2021