National Library News June 1999 Vol. 31, no. 6

Publishers, self-publishers and the National Library...
On Publishing and Distribution, or How the Library Can Help You

A book summit is the ideal occasion for stressing the close collaboration between the National Library of Canada and the creators and distributors of Canada’s published heritage. Their purposes complement each other. Their accomplishments lead to many discussions. Here, we review the contact points and discussions between stakeholders, the methods by which publishers communicate with us and their reasons for collaborating with the National Library.

To do this, and to illustrate the interrelationships, we will follow the steps for creating and distributing Canadian writing.

For publishers wishing to stay abreast of the latest developments and new federal government publishing initiatives, or even for authors and self-publishers who want an overview of publishing when planning their new publications, the Library’s Web site, "Publishers’ Window on the Government of Canada", is the best source of information <www.nlc-bnc.ca/window/windowe.htm>. Frequently, this is the first contact with our services. The site provides a single access to government agencies that supply information or regulate in this area, together with timely information on matters of interest to Canadian publishers, such as submissions relating to Bill C-55 on advertising services provided by foreign publishers.

The Publishers’ Window on the Government of Canada has information on the following topics:

• copyright,
• publishing support programs,
• translation support programs,
• programs for promoting Canadian authors and works,
• reports and market research on the publishing industry,
• income tax regulations,
• various government agencies dealing with publishing.

The site also offers links to Canadian publishers’ associations and non-government organizations involved with publishing in Canada, such as Canadian cultural attachés abroad, the Public Lending Right Commission, and the Canadian Intellectual Property Office. It also features a variety of useful reference tools, such as Canadian laws, postal rates, exchange rates and the Web search tool "Canadian Information by Subject".

Pertinent information collected at this stage allows a publisher to weigh critical factors before embarking on a project. It also helps in planning and decision making. The National Library’s publisher services can help at this stage, and publishers often consult us. Among the most frequently asked questions are those concerning the difference between legal deposit and copyright, the number of copies that must be deposited with the Library and the reasons for the legal deposit requirement.

Just before publishing a work, publishers should consider the need to register it in an international numbering system. Numbering systems provide each work with its own unique number and make it easier for the book industry to identify the work and for libraries and others to place orders. At this point, publishers meet the National Library once again when they contact the Canadian ISBN Agency or ISSN Canada to obtain an ISBN (International Standard Book Number) or an ISSN (International Standard Serial Number), or even an ISMN (International Standard Music Number).

In the case of ISBN and ISMN numbers, the Canadian ISBN Agency assigns blocks of numbers to publishers, usually in a single transaction, unless the publisher uses up the block of numbers and needs a new set. Occasionally, publishers also need clarification on where the numbers should appear in the publication or on assigning several numbers for multi-volume works or multimedia sets. Some publishers also want to know more about the ISBN and the meaning of the ISBN’s different components. *

Publishers also contact the Canadian ISBN Agency to update the information on their ISBN prefix. Changes in a publisher’s name, address or contacts are reflected in the agency’s records. They are also entered in the Canadian ISBN Publishers Directory. This summer, the Library expects to be able to make the directory available on its Web site to provide publishers with a useful reference work in which they can locate the information they now obtain from the agency.

ISSN Canada assigns individual ISSN numbers to each new serial publication. Contact between serial publishers and ISSN Canada is therefore more frequent. Apart from requests for information on how to obtain an ISSN number, the most frequently asked questions relate to the uses and advantages of the ISSN, its recommended placement in the publication, what constitutes a title change for a serial publication and how to obtain a new ISSN in the event of a change of title.

An interactive ISSN application form has been available on the ISSN Canada Web site since September 1998 <www.nlc-bnc.ca/issn/e-issn.htm>. This makes it much easier for publishers to request ISSNs and has resulted in more Internet interaction. Currently, more than 75 percent of the requests received each month come over the Internet.

Some publishers have expressed interest in printing a barcode as well as the ISSN on the publications. Because of the increased demand for barcodes, we have compiled a list of producers, which has been added to the Web site.

In the days leading up to publication, publishers and self-publishers contact one of the five regional CIP (Cataloguing in Publication) agents or the Library’s CIP Office and request a pre-publication cataloguing record. The CIP record appears on the verso of the title page and establishes the essential data to describe the publication and its content bibliographically. When necessary, publishers are contacted again to obtain additional information about the author, the data appearing on the title page, or the content of the work. Occasionally, the publisher questions the data selected for the record or wishes to modify its content. The CIP agent is then responsible for addressing the publisher’s concerns.

Libraries that purchase publications with CIP data are very appreciative of the cooperation shown by publishers. As the following steps illustrate, this cooperation is essential to the success of the program. Buyers, therefore, benefit from having access to verified data right in the publication as well as to the CIP data available on-line.

Once the pre-publication cataloguing data are established and recorded in the Library’s bibliographic system, they are used to generate the printed list and Web resource Forthcoming Books. This list promotes awareness and sales of publications in different fields. The list of new publications in Forthcoming Books is distributed monthly at no charge in the magazines Quill & Quire and Livre d’ici. The list is also disseminated through Forthcoming Books on the Web <www.nlc-bnc.ca/forthbks/efbintro.htm> which also includes previous monthly lists. Another considerable benefit is that this Web site gives publishers national and international coverage. Through it, libraries and any other buyers have another source of information on new publications.

Finally, the work is published and ready for distribution. Publishers then communicate with the Library to deposit this new publication, in accordance with the National Library Act. Publishers often discuss copyright registration and questions related to preservation, access, and the use that will be made of the deposited copy of the work with Library staff. They also explain requirements for documents with a limited print run or distribution or artists’ books. Library staff contact publishers to check on the deposit status of their publications or to obtain information about the author, distribution source or bibliographic data.

Two copies of all new publications, or, in certain cases, a single copy - that is the contribution required from publishers and self-publishers to ensure the long-term preservation of their work and to permit on-site consultation or interlibrary loan.

Once the final bibliographic records are established, they are disseminated worldwide. Canadian writing ("Canadiana") is indexed in CD-ROM and microfiche versions of the national bibliography Canadiana, copies of which are distributed across Canada and abroad. Catalogue records are also sent electronically to many libraries and bibliographic services.

The bibliographic records indexed in the Library’s bibliographic systems are also accessible on-line to researchers and users of such services as resAnet and Access AMICUS <www.nlc-bnc.ca/amicus/ecatalog.htm>. By these methods, Canadian writing is made better known and sales of Canadian works are promoted. Bibliographic access is an important component in library resource sharing. Authors’ readings, exhibitions and other public programs at the Library also raise awareness of Canada’s published heritage.

Publishers often prefer to talk to a human being to obtain information. The National Library staff is keenly aware of publishers’ requirements and tight deadlines and, for the most part, provide instant answers. In February 1998, we installed a new electronic telephone message system that allows users to reach the main services directly, even if they don’t know what number to call. A directory and guide to all our services is also available in print or electronic format.

In the course of producing and distributing Canadian writing, publishers and the Library are brought into regular contact. We aim to provide efficient service and maintain good relationships with all publishers and self-publishers. We welcome your comments and suggestions on improving our services.