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. 

Benefits

  • The prepublication catalogue record appears in Libraries Australia and Trove and through that gets distributed to a worldwide audience.
  • Libraries, booksellers and the general public can search Trove and find CiP records for upcoming titles. This can facilitate the advanced selection and ordering of publications.

Eligibility for the CiP service

To check if your publication is eligible for the CiP service, please see CiP Eligibility or contact us.

How to apply

1. The Publisher obtains an ISBN for their book from ISBN Agency Australia.

2. The Publisher submits an online application for a CiP record approximately one to three months before publication.

3. A CiP record is automatically generated using the details provided by the publisher. This record should appear in Libraries Australia and Trove the next day.

4. Any time before the book is published, the publisher can send amendments to the details of their publication to the CiP Unit. Revisions can be made to the CiP record.

5. Once published, the publisher deposits the book with the National Library of Australia and with the relevant state deposit library(s). See Legal Deposit in Australia for more details.

6. The CiP record 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 Libraries Australia and Trove, and is discoverable in search engines and overseas bibliographic databases.

Printing the CiP entry in your publication

  • You will be provided with a link to a high resolution cataloguing statement once your CiP application has been submitted.
  • The cataloguing statement should be printed in the book on the reverse side of the title page, or the page with other publication details.
  • The cataloguing statement may be resized, ranged left or centred to suit publishers' individual design arrangements. The cataloguing statement may not be altered in any other way.
  • For electronic publications, the cataloguing statement should appear near the title and other publication details.

Cataloguing statement

Please note that the cataloguing statement is not an endorsement of the publication's content.

Legal Deposit

The last step in the CiP process is sending your book to the National Library of Australia for legal deposit once it is published.

Upon receipt of the published work, the CiP record is upgraded and additional information is added to the catalogue record on Trove, such as size and number of pages. This ensures 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.

Data included in the CiP record

The CiP record is a prepublication bibliographic record created from information supplied by the publisher when their book is nearing completion. The data in the CiP record includes:

  • Publisher
  • Title
  • Series title (if applicable)
  • ISBN
  • Subject (optional)
  • Creator(s)

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.

Explanation of data in the CiP record

Publisher

If your book is self-published, then you are considered to be the publisher.

Title

This field includes the title of the publication, as stated by the publisher when applying for a CiP record.

If the title changes prior to publication, please contact the CiP Unit at (02) 6262 1458 or cip@nla.gov.au. It is important that information about the publication is as accurate and up-to-date as possible.

Series title

The series title 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.

ISBN

The ISBN (International Standard Book Number) is a 13-digit number which uniquely identifies books published internationally. The ISBN identifies each edition of a publication and contributes to efficiencies in the marketing of books to libraries, booksellers and distributors. ISBNs are not mandatory and are not related in any way to copyright or legal deposit.

For more information about ISBNs contact the ISBN Agency Australia.

Subject(s)

Subjects can be selected by the publisher from a short list of Thema categories in the CiP application form to describe the content of the publication.

Subject is optional in the CiP application form. Publishers may choose to select one subject for fiction titles, and up to two subjects for non-fiction titles.

Once the book has been published, and the legal deposit copy has been processed, Library of Congress Subject Heading (LCSH) including the Australian extension to LCSH are added to the catalogue record. The number and type of subject headings added to full catalogue records is controlled by LCSH standards. For some categories of material such as works of fiction or poetry by a single author, a subject heading may not be included if no clearly definable topic is apparent.

Creators

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, up to four creators may be listed in the CiP record.

The inclusion or exclusion of creators in a CiP application is determined by the publisher filling out the form.

When the legal deposit copy of the published book is processed, the CiP record will be upgraded, and more creators may be listed in the full catalogue record.