K-State Libraries - Technical Services

Cataloging & Serials: Monographs

CIP Cataloging of Printed Materials

CIP stands for Cataloging in Publication. CIP records are created by the Library of Congress before the book is actually printed and published. The 040 field indicates it is DLC |c DLC; the Encoding level in the 008 field is 8. The LC cataloger determines the information to be put on the CIP from data sheets sent to LC by the publisher. On CIP records the 300 field (collation) and the paging of 504 (bibliography) notes are usually left incomplete, since such information is not available until the book is actually printed. However, in some cases records may have already been upgraded by other libraries, and the 300 and 504 fields may have already been completed. Also, if the publisher changes the layout of the title page as it is finally printed, the information on the CIP may not match the published book.

CIP records usually require two extra steps:

To make the CIP record match the book as published.
To complete the information which is usually left out of CIPs (300 field and 504).
In general, follow cataloging guidelines outlined in the DLC Cataloging routine.

Examine the following elements to determine if the CIP record matches the book as published, and edit as indicated:

Title and other title information (245 |a and |b) should match exactly as on the title page (or title page substitute). Edit as indicated.
The 245 may need to be changed when working with CIPs due to minor variations in the title on the publication and the title on the CIP record. Often the publication has a subtitle that was not on the CIP and which must be added to the record, or the CIP may have a subtitle which must be deleted because it does not appear on the publication. Any variations, such as spelling out numbers, ampersands, cover titles, should be traced according to the guidelines in Title Added Entries.
Statement of responsibility (245 |c) should match exactly as on the title page (or title page substitute). Edit as indicated below.
1. The statement of responsibility should be exactly as it appears on the title page or title page substitute, except that certain terms and phrases associated with names are usually left off the cataloging record. These include initials of societies (e.g., Sister Angelica Lovely, B.M.W.) and other abbreviations (e.g., Dr., Mrs., Prof.), unless they are necessary to identify the person (e.g., Mrs. Charles H. Gibson) or their omission would leave only the person's given name or surname (e.g., Miss Jane, Dr. Johnson). Titles of nobility or British titles of honor (Sir, Dame, Lord, Lady, etc.) are transcribed.
2. Joint authors. Up to three joint authors (corporate or personal authors) can be mentioned in 245 |c. If there are more than three, transcribe the first one and then ... [et al.] (Latin for "and others".)
  Example
```
245 |c by Mary Ryan ... [et al.].
```
  Joint authors all perform the same function in the production of a book. Books may also have multiple statements of authorship called mixed responsibility. A book with mixed responsibility, for example, may have an author, a translator, and an editor. Names of joint authors are separated by commas. Names of persons performing different functions in the production of a book are separated by a semicolon with a space on either side.
  
  Examples of joint authors
```
 245 |c by John Wayne, Kirk Douglas, Marilyn Monroe.
```
```
 245 |c edited by John Doe and Jane Doe.
```
  Examples of mixed responsibility
```
245 |c by Ben Franklin ; edited by John Adams ; translated into
      German by J.S. Bach.
```
```
245 |c text by Jeremy Frog ; photographs by Tom Kitten ; graphics by
      Bugs Bunny.
```
  Generally, a heading (1XX or 7XX) should by present for each name mentioned in the 245 |c. Entries are not made for authors of prefaces, introductions, etc. Entries may or may not be made for translators.
  
  Note: when the order of authors' name on the title page changes from what was shown on the CIP, this change is very important if it would change the first author listed on the bib record. This first listed joint author will be the main entry of the book (1XX) when there are three or fewer joint authors listed. Changes in main entry will, in turn, affect the cutter portion of the call number of the book. If there are more than three joint authors, a change in the order of listing will affect the tracings -- the first listed author being the only one traced.
Edition statement (250) may or may not appear on a book. Look for the edition statement on the title page, title page verso, any page preceding the title page, the cover, or in the colophon. You may also find a statement of the edition somewhere else in the book. In this case, it must be in brackets in the 250 field. Edit or add the edition statement as needed.

NOTE: Be very careful when editing or adding edition statements. If there is a major discrepency between the edition statement on the book and the edition statement in the CIP record, it may not be a matching record.

Imprint (260) information should be as shown on the title page, title page verso, any page preceding the title page, the cover, or in the colophon of the book. If imprint information is found elsewhere, it may still appear in the 260 field, but must be in brackets.
1. Place of publication (260 |a)
  The place of publication recorded first is the one shown first on the publication. If the first place is in the United States, then it is the only one given. If the first place is outside the United States, then |a is repeated with the second place being a place located in the United States (if one is given in the book). If no place of publication is known and one cannot be guessed, then [S.l.] is used.
  
  Examples
```
 260 |a Boston : 
```
```
 260 |a Venice ; |a Boston :
```
```
 260 |a [S.l.]
```
  The first place of publication (|a) and the fixed field element Place of publication in the 008 should match. If the first place of publication is changed, change the 008 accordingly.
2. Publisher (260 |b)
  The publisher is given in |b as it is shown on the publication. Forenames of publishing houses named after people may be abbreviated or left out.
3. Date of publication (260 |c)
  The date of publication is one of the most variable fields in CIPs. Often the CIP record will have been entered one or two years before the book is actually published. To determine if the CIP record is the one for the book that you actually have in hand, rely on the ISBN(s), other publishing information, and any edition statements.
  1. If the record is determined to be a matching record, but the date of publication in the CIP record does not match the publication date in the book, do the following:
  1. Change the date in the 260 |c.
  2. Change the date in the 008 Date1 field.
  3. Check the date at the end of call number and change to match the date of publication, if necessary.
    
    NOTE: Do not change a date that appears in the middle of the call number. If the book is a conference proceeding and the conference name is the main entry (110 or 111 field), the date at the end of the call number will be the same as the conference date in the 110 or 111 field.
  1. Multi-volume sets published over a span of years need special treatment for the date(s) of publication. If the beginning and ending dates of publication are known, use the following procedure:
  1. Record both the beginning and ending dates of publication in the 260 |c separated by a hyphen.
    
    |c 2003-2004
  2. Date type in the 008 Publication Status should be m (multiple dates).
  3. The first date in the 260 |c is entered in the 008 Date 1 field, the second date in the 260 |c is entered in 008 Date 2 field.
    
    Date 1: 2003
    Date 2: 2004
  4. Check the date at the end of the call number and change to match the first date in 260 |c, if necessary.
    
    NOTE: Do not change a date that appears in the middle of the call number. If the book is a conference proceeding and the conference name is the main entry (110 or 111 field), the date at the end of the call number will be the same as the conference date in the 110 or 111 field.
  1. If it is known that a multi-volume set is still being published, or if the cataloger is unsure if the set is still being published, treat the date of publication as an open-ended date and use the following procedure:
    1. Record an open-ended date in the 260 |c. To do this, input the date, followed by a hyphen.
      
      |c 2001-
    2. Date type in the 008 Publication Status field should be m (multiple dates).
    3. Verify the date in the 008 Date 1 field. This date should be the beginning date of publication from the 260 |c. Enter Date 2 as 9999.
    4. Check the date at the end of the call number and change to match the date of publication, if necessary.
      
      NOTE: Do not change a date that appears in the middle of the call number. If the book is a conference proceeding and the conference name is the main entry (110 or 111 field), the date at the end of the call number will be the same as the conference date in the 110 or 111 field

Physical description (300 field)

Pagination (300 |a)
This subfield must be filled in to match the book. The most common cases are as follows:
1. The book has one main sequence of pages with Arabic numerals. Record this as the last numbered page followed by p.
  Example
  
  Book has pages beginning with "1" and ending with "245":
```
300 |a 245 p.
```
2. The book has one main sequence of pages numbered with Arabic numerals and a sequence of preliminary pages numbered with Roman numerals.
  Example
  
  Book has pages i-xiii followed by pages 1-347:
```
300 |a xiii, 347 p.
```
3. The book has one sequence of pages beginning with Roman numerals and continuing with Arabic numerals.
  Example
  
  Book has pages i-vi, followed by pages 7-205:
```
300 |a 205 p.
```
4. The book has printing on only one side of its papers. The papers of a book are described as leaves when they have printing on only one side, and as pages when they have printing on both sides. The term "leaves" is not abbreviated.
  Example
  
  Book has 45 papers with printing on one side only:
```
 300 |a 45 leaves 
```
5. The book has all unnumbered pages. DO NOT count pages, record as 1 v. (unpaged).
6. The book is numbered but has a few unnumbered pages or leaves interspersed or at the end or beginning. Ignore the unnumbered pages.
7. The book has complicated or irregular paging. Generally, describe the book as 1 v. (various pagings).
  Example
  
  Book has pages 1-91, 1-15, 1-9, A1-A15, B1-B12:
```
300 |a 1 v. (various pagings)
```
8. In some cases, books may have plates in addition to other paging. A plate is a page or leaf containing illustrative matter that does not form part of either the preliminary or the main sequence of pages or leaves. Only record the number of plates if they are numbered; ignore sequences of unnumbered plates.
  Examples
  
  Book has pages 1-478 with plates numbered as 1-8; the plates have illustrations on one side only:
```
300 |a 478 p., 8 leaves of plates
```
  Book has pages i-v, pages 1-222 with 18 numbered plates with illustrations on both sides:
```
300 |a v, 222 p., 18 p. of plates
```
  Book has pages i-xiv, 1-135, and unnumbered plates:
```
300 |a xiv, 135 p. (Plates are ignored because they are not numbered)
```
9. The item being cataloged is a multi-volume set. In this case, individual page numbers are not recorded; instead, the number of volumes is recorded. If the total number of volumes is known (for example, the preface states that the set will be a two volume set), record the total number of volumes in the set followed by "v." If the total number of volumes is NOT known, simply record the pagination as "v."
  
  NOTE: The number of volumes recorded is the number of volumes published, NOT the number of volumes the library owns.
  Examples
  
  Multi-volume set, preface states that the set will be three volumes:
```
300 |a 3 v.
```
  Multi-volume set, total number of volumes not known:
```
300 |a v.
```
Illustration statement (300 |b)
1. Describe any illustrations occurring in the book as ill. The only exception is that maps are described as map or maps (for more than one map).
  Tables are not illustrations. Graphs and diagrams are illustrations. Disregard illustrated title pages and minor illustrations (decorations, vignettes, etc.).
  
  Example
  
  Book has various illustrations, but no maps, and is numbered 1-327:
```
300 |a 327 p. : |b ill.
```
  Book has illustrations and maps and is numbered 1-699:
```
300 |a 699 p. : |b ill., maps
```
  Book has tables and maps, and is numbered i-xi, 1-48:
```
300 |a xi, 48 p. : |b maps
```
2. For books that have ALL colored illustrations, describe the illustrations as col. ill. (or col. maps). If only SOME of the illustrations are colored, use ill. (some col.) or maps (some col.).
  Examples
  
  Book has 8 color photographs and many black and white photos:
```
300 |a 230 p. : |b ill. (some col.)
```
  Book has black and white photographs and colored maps:
```
300 |a 205 p. : |b ill., col. maps
```
3. Fill in the 008 field Illustrations with the appropriate codes. The codes should correspond to the terms used in the 300 |b.

Size (300 |c)
Record the size of the book in the 300 |c. Measure the height of the book along the spine and round up to the nearest centimeter. When the width of the book is greater than the height of the book, record both dimensions, height first followed by a multiplication sign and the width.

If volumes in a multi-volume set are varying sizes, enter the size of the smallest volume, followed by the size of the largest volume, with a hyphen separating the two sizes.

Examples

Book measures 23 1/4 cm. high:
```
300 |a 327 p. ; |c 24 cm.
```
Book is wider than it is long; measures 22 1/8 cm. high by 24 cm. wide:
```
300 |a xi, 48 p. : |b maps ; |c 23 x 24 cm.
```
Multi-volume set, with smallest volume 22 cm. and largest volume 27 cm.:
```
300 |a 5 v. : |b ill. ; |c 22-27 cm.
```

Series (4XX fields)

If the book has a numbered series, it should have either a Catalog Separately or an Analyze flyer inserted. Any book with a numbered series that does not have one of these flyers should be placed on the questions shelf.

Notes (5XX fields)
1. Bibliographical notes (field 504)
  1. Record all bibliographical references, whether in list form at the end of each chapter or scattered throughout the book, using the phrase Includes bibliographical references. If the references are together in one section, also list the pagination in parentheses. Record unnumbered pages or leaves within brackets.
    Examples
    
    Book has footnotes scattered throughout the book:
```
504 |a Includes bibliographical references.
```
    Book has a separate bibliography which starts on page 138 and continues through page 140:
```
504 |a Includes bibliographical references (p. 138-140).
```
    Book has a separate bibliography which starts on the page preceding page 584 and ends on page 698:
```
504 |a Includes bibliographical references (p. [583]-698).
```
  2. In some cases, the bibliography will be a list of films or phonograph records. In these cases, use Filmography or Discography as appropriate.
    Examples
```
504 |a Discography: p. 43.
```
```
504 |a Filmography: p. [97]-98.
```
  3. Code the 008 field Contents for the presence of a bibliography, filmography, etc.
2. Index note (field 500 or 504)
  The presence of an index(es) should be noted. If the book contains an index but does not contain bibliographical references, the index note will be in a 500 field. If the book does contain bibliographical references, the index note will be combined with the bibliography note in field 504.
  
  Examples
  
  Book contains an index, but no references:
```
500 |a Includes index.
```
  Book contains an index and footnotes throughout:
```
504 |a Includes bibliographical references and index.
```
  Book contains an index and a separate bibliography which starts on page 389 and ends on page 412:
```
504 |a Includes bibliographical references (p. 389-412) and index.
```
  Book contains multiple indexes (author and subject indexes):
```
500 |a Includes indexes.
```
  The 008 field Index should be coded correctly to reflect the presence of an index(es).
3. Other notes
  Read all other notes to make sure they apply to the book as published.

Example

Examples of joint authors

Examples of mixed responsibility

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