Library of Congress

Cataloging in Publication Program

The Library of Congress > Cataloging in Publication Program > Technical Information

Formatting ECIP Galley Files

Attach Text File

Tag your text before completing the CIP Data Application. The text file must be in ASCII and must include tags. After completing the application for CIP data, you will be asked to identify the drive, directory, and file where the text resides. Upon clicking the "Submit" button, the text will be automatically attached to the application and transmitted to LC. Your text, therefore, must be in ASCII, tagged, and ready for transmittal before completing the application.

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ASCII DOS Text Format

Currently, we do not accept files in Microsoft Word, WordPerfect, Rich Text Format (RTF), Adobe PDF, or other word processing formats because of the various types of proprietary coding used by these applications to format data. Texts transmitted with proprietary coding or other non-ASCII code cannot be processed.

ECIP galley files must be submitted using ASCII DOS Text (*.txt), MS-DOS Text (*.txt), Text Only (*.txt), or Plain Text (*.txt) format (preferably with "line breaks"), a file type available in all popular word processing applications and easily accessible.

Note the following two examples:

Microsoft Word

MS Word 97/2000:

With the document open in Microsoft Word 97/2000, select "File" and "Save As...". In the "Save As..." window, click on the "Save as type:" drop-down list and select one of the following choices: "MS-DOS Text with Line Breaks (*.txt)" or "Text Only with Line Breaks (*.txt)" from the list of file types -- not "Word Document (*.doc)".

MS Word 2002/2003/XP:

With the document open in Microsoft Word 2002/2003/XP, select "File" and "Save As...". In the "Save As..." window, click on the "Save As type:" drop-down list and select the following choice: "Plain Text" -- not "Word Document (*.doc)". When you select "Save" with the "Plain Text" file-type option selected, another window is presented. In that window, the following options should be selected: under "Text Encoding:", select "Other Encoding" and select "US-ASCII" from the list; under "Options:", check both boxes, one labeled "Insert line breaks" and the other labeled "Allow character substitution."

WordPerfect

With the document open in WordPerfect, select "File" and "Save As...". In the "Save As..." window, click on the "File type:" drop-down list and select the following choice: "ASCII DOS Text (*.txt)" from the list of file types -- not "WordPerfect 6/7/8/9/10 (*.wpd)".

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Tagging Text

Before submitting your ECIP text file, the text must be tagged. Use angled brackets to enclose ECIP tags only (e.g., "<tp>"). Our text processor interprets anything within angled brackets as an ECIP tag and angle-bracketed information will not display when the text is viewed.

If you wish to supply editorial comments regarding the text file, do not include such comments as part of the text file. Instead, enter such comments in the "Comments" block on the application form (e.g., "Last chapter not available in electronic form.").

Tagging text attached to the application for a title complete in one physical volume (or for the first volume only of a multivolume set):

<tp> beginning of title page
</tp> end of title page
<sp> beginning of series page
</sp> end of series page
<cp> beginning of copyright page
</cp> end of copyright page
<toc> beginning of table of contents
</toc> end of table of contents
Do not tag introduction/foreword/preface
<ch1> beginning of chapter 1
<ch2> beginning of chapter 2
<ch3> beginning of chapter 3
etc.  
</ch> end of last chapter (without number)

For example, at the beginning of the title page enter <tp>. At the end of the title page enter </tp>. If there is a series page, enter <sp> at the beginning and </sp> at the end of the page. Tag the copyright page and table contents likewise. Only the beginning of each chapter needs to be tagged. At the beginning of chapter one, enter <ch1>; at the beginning of chapter two, enter <ch2>; and so on. The only chapter ending that requires a tag is the end of the last chapter. If the last chapter is chapter 22, simply enter </ch>. Be sure to include the text of prefatory material, acknowledgments, the foreword or the introduction, but do not provide tagging unless one of these elements (e.g., the introduction) is chapter one.

Books without chapters should also be tagged. For example, a book of poetry should have the <ch1> tag at the beginning of the first poem and the </ch> at the end of the last poem. If the work is divided into sections instead of chapters, tag the sections as if they were chapters.

Without these tags, catalogers will be unable to access the text and catalog the work.

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Tagging text attached to a single application for more than one volume of a multivolume set:

<tp> beginning of title page of volume 1
</tp> end of title page of volume 1
<sp> beginning of series page of volume 1
</sp> end of series page of volume 1
<cp> beginning of copyright page of volume 1
</cp> end of copyright page of volume 1
<toc> beginning of table of contents of volume 1
</toc> end of table of contents of volume 1
Do not tag introduction/foreword/preface of volume 1
<ch1> beginning of chapter 1 of volume 1
[include first chapter and last chapter]
<ch2> beginning of volume 2
[Include volume 2 title page, table of contents, introduction/foreword/preface, sample chapters but do NOT tag for the separate components of volume 2]
<ch3> beginning of volume 3
[Include volume 3 title page, table of contents, introduction/foreword/preface, sample chapters but do NOT tag for the separate components of volume 3]
etc.  
</ch> end of final sample chapter of final volume for which CIP data is being requested (without chapter number)

Without these tags, catalogers will be unable to access the text and catalog the work.

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Multivolume Sets

If you are requesting CIP data for a book that is complete in more than one volume, do not complete the application before determining if you should:

(The choice is based solely on provisions of the Anglo-American Cataloguing Rules, Second Edition, and Library of Congress cataloging policy and is not at the discretion of the publisher.)
Multivolume sets are works published in more than one physical volume and are not open-ended in nature. In other words, there is a finite amount of information and a planned end to the project. (By contrast, a monographic series is open-ended with no foreseeable end.)

  1. A multivolume set may be cataloged with a single catalog record for the set as a whole, that is, one record will be made for the entire work, no matter how many volumes the set contains.  This ensures that the volumes of the set will be shelved together in one place in a library based on the subject class number assigned to the set as a whole.
  2. A multivolume set may be cataloged with separate catalog records made for each individual volume of the set so that each volume of the set will be shelved in a library (separately from the other volumes of the set) according to the specific subject class number appropriate to the particular volume.

A determination of whether one record or multiple separate records will be required for a multivolume set must be made before application is made for CIP data because that determination governs whether a single application or multiple applications for CIP data should be submitted and how the required text file is to be tagged and submitted.

To assist publishers in determining how the Library of Congress may decide to handle particular types of multivolume sets, the following guidelines are provided.

Submit a single application for the multivolume set if:

  • The individual volumes have no subtitles or special titles of their own.

Example: "The Golden Bowl," by Henry James [two volumes, no subtitles].

  • The individual volumes have no independently meaningful or distinctive titles or subtitles of their own.

Example: "Encyclopedia of Antiques"
Volume 1: "A-L"
Volume 2: "M-Z."

  • The individual volume titles omit an essential piece of information found in the collective title.

Example: "Collected Essays," by H.P. Lovecraft
Volume 1: "Amateur Journalism"
Volume 2: "Literary Criticism"
Volume 3: "Travel"
Volume 4: "Science"
Volume 5: "Philosophy, Autobiography, and Miscellany"

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Compare this example where the volume titles represent categories of essays with the "Henry James" example below (under Submit separate applications for each individual volume of the set) where the individual volume titles represent the titles of individual titles published by James.

Example: "Human Rights and the World’s Major Religions"
Volume 1: "The Jewish Tradition," by Peter J. Haas
Volume 2: "The Christian Tradition," by William H. Brackney
Volume 3: "The Islamic Tradition," by Muddathir Abd al-Rahim
Volume 4: "The Hindu Tradition," by Harold Coward
Volume 5: "The Buddhist Tradition," by Robert E. Florida

Note in this example that even though each volume is by a different author, because the volume titles omit the reference to human rights, a single record will be created for the set as a whole. Compare this with the "Your Successful Career" example below (under Submit separate applications for each individual volume of the set) where the individual volume titles are independent. (Note also that this principle applies explicitly to multivolume sets and does not govern the treatment of monographic series.)

If your title clearly falls into one of these categories, submit one complete application which refers to the set as a whole, even if you plan an initial publication of only one or some of the volumes of the set.

Enter only the set title in the "Title" block on the CIP Data Application. (Do not enter the set title in the "series" block on the form.) It is also very important that you indicate:

  1. the total number of volumes of the set (see the item "If title will consist of more than one physical volume, total number of volumes planned is:" on the form) and,
  2. which volumes of the set are covered by your application (see the item "This application is for volume number(s):" on the form).

This alerts the cataloger where to look in the attached text for information that pertains to particular volumes (See the special schedule of ECIP tags for an application that includes all the volumes (or more than one volume) of a multivolume set.)

For such sets, be sure to include all simultaneously-published volumes of a multivolume set on your initial application.

If the Library of Congress has already cataloged a set according to the "single record" technique described above, CIP data will not be provided for volumes after the first volume(s) cataloged. The CIP data supplied for the first volume(s) published should be printed in each subsequent volume.

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Therefore, if some or all the volumes of the set will be published simultaneously, it is very important that your application includes information concerning all of these simultaneously-published volumes of the set. Otherwise, when you apply for CIP data for successive volumes published simultaneously with the earliest volumes for which you requested data, you will be directed to print the existing CIP data (which will lack information concerning the volumes you did not include in your original application) in the successive volumes.

Upon publication of subsequent volumes of the set and receipt of the published volumes by the CIP Program, the bibliographic record will be adjusted to reflect the additional volumes. Therefore, if CIP data was supplied for the original volume(s), it is important that you send the CIP Program all additional volumes immediately upon publication to ensure that the record distributed worldwide to libraries and book vendors includes the most recent volumes published.

The decision to create a single record for the set or to create separate records for the individual volumes of the set is not always as clear as it is in the above examples. Other factors, such as the method of volume or series numbering or cataloger's judgment, may influence the decision.

If you are in any doubt whatsoever, email your Publisher Liaison for assistance.

Submit separate applications for each volume of the set if:

  • Each volume of the set is prepared by (a) different author(s) and each volume has a different, independently meaningful title. (CIP data will be provided for each volume.)

Example: "Your Successful Career" [three volumes].
Volume 1: "How to Find a Job," by Jane Jones.
Volume 2: "How to Get a Raise," by John Smith.
Volume 3: "Planning for Your Retirement," by Mary Brown.
Compare this with the "Human Rights and the World’s Major Religions" example above (under Submit a single application for the multivolume set) where the titles are dependent.

  • All the volumes are by one author and have clearly distinctive titles. A common instance of this category is a retrospective collection of an author's works, each of which was originally published separately. (CIP data will be provided for each volume.)

Example: "The Complete Works of Henry James"
Volume 1: "The Golden Bowl"
Volume 2: "The Portrait of a Lady"
Volume 3: [etc.]
Compare this example where the individual volume titles represent individual published titles by James with the H.P. Lovecraft example above (under Submit a single application for the multivolume set) where the volume titles represent categories of essays.
If you suspect that your title falls into one of these categories, or if the Library has already provided separate CIP data for earlier volumes of the set, submit a separate CIP Data Application for each volume. Enter each volume title in the "Title" block on its own CIP Data Application. Enter the set title and volume number in the "series" and "series number" blocks only.
Attach the text file for each separate volume to its own application. Use the schedule of Tagging text attached to the application for a title complete in one physical volume (or for the first volume only of a multivolume set) for tagging the text for a single volume.
Enter the set title in the "Title" block on the CIP Data Application. (Do not enter the set title in the "series" block on the form.) It is very important that you indicate:

  1. the total number of volumes of the set (see the item "If title will consist of more than one physical volume, total number of volumes planned is:" on the form) and,
  2. which volumes of the set are covered by your application (see the item "This application is for volume number(s):" on the form).

Compile an ASCII text file consisting only of the series page (if the set title appears only on a separate page in each volume) and volume title page of each volume of the set, volume upon volume. Provide only the tag at the beginning of the attached text file and the tag after the last volume title page.
You will receive separate CIP data for every volume of the set for which you applied.

If you are in any questions, email your Publisher Liaison for assistance.

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Monographic Series

A group of separate items related to one another by the fact that, in addition to its own individual title, each item also bears a collective title applying to the group as a whole. Monographic series are open-ended in nature and do not have a foreseeable end. (By contrast, a multivolume set is not open-ended in nature and there is a planned end to the project.)

The items of the series may or may not be numbered as part of the series. A separate item in the series may itself be a multivolume set. CIP data is always provided for the individual items of a monographic series.

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Series Page

Publishers often include a separate page in the book which presents formal details about the monographic series or multivolume set in which a particular title is being issued.

The series page usually presents the formal title of the series--which may differ from other variants of the series title appearing in the book, e.g., an abbreviated version of the series title appearing on the spine or on the title page. It may also include the name(s) of the series editor(s). In addition, it may include:

  • The titles of all of the books issued in the series (including the current title);
  • The titles of other books issued in the series (excluding the current title); or
  • The title of the particular book in the series which is currently being published.

The series page often appears as the first full page preceding the title page. But it may appear on a page(s) at the back of the book. In some cases, the publisher gives a list of selected books in the series on the back cover. Publisher practices vary. In any case, if a series page will appear in the published book, the series page must be included in the electronic text accompanying your application.

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