COLUMBUS MEMORIAL LIBRARY

Cataloging in Publication(CIP) data and the International Standard Book Number (ISBN) 

The purpose of the CML Cataloging in Publication (CIP) program is to serve the Organization by cataloging its books in advance of publication. In this way a catalog record is immediately available to each vendor, library, organization and individual that acquires a copy of the book, thereby saving libraries and vendors the time and expense of individually cataloging and/or making a record for each title they acquire. 
A Cataloging in Publication record (CIP data) is a bibliographic record prepared by the CML for a book that has not yet been published. When the book is published, it includes the CIP data on the copyright page thereby facilitating book processing for libraries and book dealers. 
The ISBN is a 10-digit number that uniquely identifies books and book like products published internationally. Publishers, booksellers, libraries and other participants in the book industry use the ISBN to identify publications in order to expedite their handling and retrieval. ISBNs are only related to Cataloging in Publication (CIP) data to the extent that the CIP data will include the ISBN. 
Departments requesting CIP data must submit the full text of eligible, forthcoming publications to the Columbus Memorial Library, at least 3 (three) weeks before publication.  The Library creates the CIP data for each publication. The completed CIP data is then sent to the department and must be printed as provided on the verso of the title page following the legend: OAS Cataloging-in-Publication Data. 
At the same time, a machine-readable version of the record is prepared for input into a global database which is accessed by libraries, book dealers, and bibliographic networks worldwide. 
For each eligible title, the departments must send to the CML (JCraigwell@oas.org):  
i. a written request providing the complete title, author and proposed date of publication 
ii. the full text of the publication, which must include: 
a. complete title page; 
b. copyright page;  
c. table of contents page/s; 
d. introduction / foreword; 
e. all the preliminary pages; 
f. individual chapters; 
g. index and bibliographical references, when available. 
The CIP process is not complete, however, until the department sends three (3) copies of the published book to the CML Cataloguing Unit. Upon receipt of the book, the Library staff add other data elements to the catalog record (such as pagination and size) and ensure that the data elements in the record accurately describe the published work. Changes in title, subtitle, series, author, or subject may be made at this time. After verification, the machine-readable version of the record is then input into the global database. 

This final verification stage is particularly important to book vendors and libraries with automated systems. The latter expect the CML to verify the CIP record immediately after the book is published. Otherwise, each library will be required to individually update and verify these records. Book vendors also require the verified record because many libraries that purchase their books from a vendor expect them to be shipped with catalog card sets that reflect the final verified CIP record and it facilitates book ordering. 
(11-08-2006)jbc