Cataloguing-in-Publication (CiP) is a free service offered to publishers by the National Library of Australia to have a work catalogued before it is published. Publishers then arrange to have the CiP entry printed in the publication.
The CiP entry is added to the Australian National Bibliographic Database on Trove, which provides libraries, booksellers and the general public with advance notice of forthcoming publications. The database is also shared with international library networks and also exposed to popular internet search engines such as Google.
Once publications are deposited under legal deposit provisions with the National Library of Australia and with the relevant state deposit library(s), the pre-publication entry is upgraded to a full catalogue record which displays in the National Library's catalogue and in Trove.
Benefits of a CiP entry
- The pre-publication catalogue record appears in Trove and through that gets distributed to a worldwide audience.
- Libraries, booksellers and the general public can search Trove and find CiP entries for forthcoming titles. This can facilitate the advanced selection and ordering of publications.
- Libraries can use the CiP entry to facilitate their cataloguing processes.
Eligibility for the CiP service
The Cataloguing-in-Publication (CiP) service covers new and revised editions of books published in Australia. More ...
The CiP process (how to apply)
1. The Publisher obtains an ISBN for their work from ISBN Agency Australia
2. The Publisher submits an online application for a CiP entry via the CiP website about one month before publication. Publishers are encouraged to attach a copy of the title or contents page with their application.
3. Within 10 working days, CiP staff create a CiP entry based on pre-publication details provided by the Publisher, using library cataloguing standards. During this process, the publisher may be contacted for further information if required. When the CiP entry is ready, it is uploaded to Trove and forwarded to the publisher to be included in the publication.
4. Any time before the book is published, the Publisher is encouraged to send any amendments to the details of their publication to the CiP Unit. A revised CiP entry will then be provided to the Publisher.
5. The Publisher deposits the publication with the National Library of Australia and with the relevant state deposit library(s). Please see Legal Deposit in Australia for more details
6. The CiP entry is upgraded to a full catalogue record to reflect the published work. This record displays in the National Library's catalogue as well as in Trove, and is searchable in search engines and overseas bibliographic databases.
- The CiP entry should be printed in the book on the reverse side of the title page.
- The entry must appear under the heading: National Library of Australia Cataloguing-in-Publication entry.
- The CiP may be arranged left or centered to suit publishers' individual design arrangements.
- For electronic publications, the CiP entry should appear near the title and other publication details.
- Below are the options for printing the CiP entry in the publication with or without the description labels.
The example below includes field labels on the left.
National Library of Australia Cataloguing-in-Publication entry: Author: Smith, Thomas, ca. 1785-1830. Title: The Thomas Smith album : drawings of Aborigines and Australian scenery / by Thomas Smith. ISBN: 9780642136524 (pbk.) Subjects: Smith, Thomas, ca. 1785-1830.
Aboriginal Australians, in art.
Other Authors/Contributors: Person, Jane.
National Library of Australia.
Series: Australian drawings ; no. 1. Dewey Decimal Classification notation: 741.994
The example below excludes field labels on the left.
National Library of Australia Cataloguing-in-Publication entry: Smith, Thomas, ca. 1785-1830. The Thomas Smith album : drawings of Aborigines and Australian scenery / by Thomas Smith. ISBN 9780642136524 (pbk.) Smith, Thomas, ca. 1785-1830.
Aboriginal Australians, in art.
National Library of Australia.
Australian drawings ; no. 1. 741.994
The last step in the CiP process is sending the publication to the National Library of Australia once it is published. Under section 201 of the Copyright Act, 1968 and various state Acts, a copy of any work published in Australia must be deposited with the National Library of Australia and with the appropriate State Library. In New South Wales, Queensland and South Australia, there are additional deposit libraries and a copy must also be deposited with these libraries.
Upon receipt of the published work, the CiP entry is upgraded and additional data elements are added to the catalogue record on Trove such as pagination and size, and to ensure that all areas of the record accurately describe the published work. Changes in title, subtitle, series, author, or subject may be made at this time. The revised CiP entry appears on Trove.
The mailing address for depositing published works with the National Library is:
Legal Deposit Unit
National Library of Australia
Canberra ACT 2600
Further information about legal deposit can be found on our web site at Legal Deposit in Australia, or you may like to request a brochure from the Legal Deposit Unit, on (02) 6262 1312.
Data included in the CiP entry
The CiP entry is a pre-publication bibliographic record which is derived from information supplied by the publisher when publications are nearing completion. The data is arranged according to international library cataloguing standards. The data in the CiP entry includes:
- Author(s) and/or contributors
- Library of Congress Subject Headings
- Series statement (if applicable)
- Dewey Decimal Classification notation
Details such as the presence of an index or bibliography are added when the publication is deposited with the National Library and the CiP entry is upgraded.
This field includes the author or corporate body who is chiefly responsible for the intellectual content of the work (e.g. writer, compiler, photographer, illustrator). When the chief responsibility is shared, we apply international cataloguing standards to select a main author for the publication. Other author(s) or contributor(s) who have contributed to the content of the work, are added to the CiP entry in accordance with specific cataloguing standards as described below. The names of all authors and contributors included in the entry are equally searchable.
This field includes the title of the publication, as indicated by the publisher at the time of application of a CiP entry. We apply cataloguing standards when transcribing titles of publications. In some cases, we will alter capitalisation and punctuation included in the title of the publication.
We strongly recommend that publishers attach a copy of the title page to their applications if possible, to maintain the accuracy of the CiP entry.
If the title changes prior to publication, please contact the CiP Unit at (02) 6262 1458 or email firstname.lastname@example.org. It is important that information about the publication is as accurate and up-to-date as possible.
The ISBN (International Standard Book Number) is a 13-digit number which uniquely identifies books and book-like products published internationally. The ISBN identifies each edition of a publication and contributes to efficiencies in the marketing of books and book-like products to libraries, booksellers and distributors. ISBNs are not mandatory and are not related in any way to copyright or legal deposit.
ISBNs may be qualified in brackets with the format of the work e.g. 9780642136524 (pbk.)
Subject heading(s) are added to CiP entries in accordance with Library of Congress Subject Headings (LCSH) and the Australian extension to LCSH. Both are widely accepted by Australian libraries. The number and type of subject headings added to CiP entries is controlled by LSCH standards.
This includes other contributors to the work. The inclusion or exclusion of other author(s) or contributor(s) in a CiP application is determined in accordance with international cataloguing standards.
In some cases, the following will apply:
- When the responsibility of the work is shared among more than three persons or corporate bodies, and the chief responsibility is not attributed to any one author in particular, then only the first prominently named author or corporate body is included in the Other Authors/Contributors field;
- If there are three editors prominently named in the work, then these will all be included in the Other Authors/Contributors field;
- If there are more than three editors or illustrators etc. named, only the principal editor etc. will be included in the Other Authors/Contributors field. The name will be followed by the words ‘et al’, which means ‘and others’ in Latin (e.g. Australian stories / by David Lee ... [et al.].
The series statement is a collective title which may be added to a publication in addition to its own discrete title. The series may or may not be numbered and may or may not have an ISSN (International Standard Serial Number) allocated to it.
Dewey Decimal Classification (DDC) notation:
DDC is a library classification system widely adopted by Australian libraries. It uses a set of numbers to represent the main subject of the publication or the nature of the publication.
Please note that the DDC is not a registration number.