FREQUENTLY ASKED QUESTIONS


FAQ Categories

About Deposit Web

1.         What is Deposit Web?

Deposit Web is an online portal for publishers to deposit materials published in Singapore. It also provides publishing services such as issuance of International Standard Numbers and Cataloguing in Publication.

2.         How do I access the services provided in Deposit Web?

A registration is required at Register as New Publisher.

3.         Must I pay a fee to use the services provided in Deposit Web?

The deposit of Singapore’s publications and application for International Standard Numbers and Cataloguing in Publication are currently free-of-charge.

Account

4.         I have forgotten my password. What do I do?

You will need to reset your password via the Reset Your Password function on the Deposit Web page.

Alternatively, you may email the Legal Deposit Office at enquiry@nlb.gov.sg.

5.         I would like to deactivate a user under my publisher account. What do I do?

You may email the Legal Deposit Office at enquiry@nlb.gov.sg.

6.         I no longer publish and would like to close my account. What do I do?

You may email the Legal Deposit Office at enquiry@nlb.gov.sg.

Legal Deposit

7.         What is Legal Deposit?

Legal Deposit is a statutory function of the National Library that enables the library to collect and preserve all works published in Singapore as part of Singapore's heritage.

The National Library Board Act (Chapter 197, No. 5 of 1995, Part II Section 10) requires two copies of publication published in Singapore to be deposited with the National Library within four weeks from the date of publication.

Currently, the Legal Deposit collects physical publications that include print and Audio-Visual materials. The inclusion of digital publications, such as e-books, is presently under legislative review.

8.         What are the benefits to publishers?

The National Library is the custodian of Singapore’s published heritage. Through Legal Deposit:

o    Materials will be preserved for long-term access and use by future generations

o    A trusted repository for printed and digital materials will be created

o    Published works will enjoy wider exposure locally and internationally

9.         What does the Legal Deposit collection comprise ?

The collection comprises print and Audio-Visual materials that were published or produced in Singapore for sale or public distribution and have been deposited with NLB. These include:

o    Annual reports

o    Books (first printing and subsequent printings that have different physical or content presentations)

o    Brochures, pamphlets and leaflets

o    Commemorative publications

o    Conference proceedings

o    Directories

o    Guidebooks

o    Kits (collection of three or more media or books with other formats, e.g. collection of storybook, sound cassette, colouring book, crayons)

o    Loose-leaf publications

o    Magazines and journals

o    Maps

o    Music scores and other printed music

o    Newsletters

o    Newspapers

o    Posters

o    Reports and research studies

o    Yearbooks

Audio-Visual materials published in the form of physical devices such as CD, CD-ROMs, DVDs, VCDs are included under Legal Deposit as well. These include:

o    Audiobooks

o    Feature and short films

o    Multimedia

o    Music sound recordings

10.     What materials are excluded from Legal Deposit?

All print and Audio-Visual materials that are of a private or confidential nature do not need to be deposited.

Examples include:

o    Materials only printed in Singapore but published elsewhere

o    Materials with little or no substantial text (e.g. blank forms, calendars, timetables)

o    Materials for internal circulation only (e.g. legal documents, training manuals, course notes, minutes of meetings)

o    Patents

o    Proprietary trade catalogues and trade circulars

o    Unused footage of films or materials for broadcasting purposes

11.     Which organisations/parties are required to deposit?

All commercial and non-commercial publishers are required to deposit their published materials.

Examples include:

o    Audio-visual producers

o    Book publishers

o    Business organisations

o    Government agencies

o    Self-publishers

o    Schools

o    Social clubs and organisations

12.     How do I deposit my publications?

Publishers are required to log in to the Deposit Web to complete an online form. Thereafter, two copies of the published work can be deposited through post to the Legal Deposit Office or in person at the National Library and Public Libraries.

Please label your parcel clearly as materials for the Legal Deposit Office. Click here to print the address label.

Legal Deposit Office
National Library Board
Library Supply Centre
3, Changi South Street 2
Xilin Districentre Building B, #03-00
Singapore 486548

Mon – Fri: 8:00 AM - 5:00 PM
Closed on Public Holidays
(Please access via Cargo Lift 5 to Library Supply Centre Checkpoint for deliveries by hand)

National Library
100 Victoria Street
Singapore 188064
Level 1 Information Counter

Mon – Sun: 10:00 AM - 09:00 PM
Closed on Public Holidays

13.     When must I deposit the published materials?

The National Library Board Act (Chapter 197, No. 5 of 1995, Part II Section 10) requires every publisher to deposit two copies of every publication published in Singapore with the National Library, at their own expense, within four weeks from the date of publication.

14.     Would I be penalised if I were to deposit after the stipulated requirement of four weeks after the date of publication?

Any publisher who deposits after the stipulated requirement of four weeks is liable to be penalised.

15.     Do I need to deposit my publication that does not have an ISBN?

All Singapore publications, with or without ISBN, should be deposited with the National Library.

16.    I have deposited the first issue of my magazine. Am I required to deposit subsequent issues?

Publishers are required to deposit two copies of the first and every subsequent issue.

17.     Can I use one form to deposit a print and an Audio-Visual material?

It is preferred that you use two different forms so that we can trace the movement of the deposited items.

18.     What happens to my deposited publications?

Deposited publications are available via PublicationSG online catalogue. You can search and place a reservation to consult the publications. As the purpose of Legal Deposit is to preserve our nation's published heritage, deposited titles will be for reference only at the Lee Kong Chian Reference Library. For more information about this service, please visit PublicationSG.

Copies of your deposited publication, if available for sale, may be purchased for our Public Libraries if it meets the requirements of our collection development policies.

19.     Is Legal Deposit the same as copyright?

Legal Deposit should not be confused with copyright. Copyright protects literary, dramatic, musical and artistic works and is granted automatically to an author as long as their work is original and expressed in a tangible form such as in a recording or in writing.

All intellectual property rights shall remain exclusively with the publisher. Deposited publications will only be used for non-commercial educational or research purposes at NLB’s onsite platforms. In the event that a user indicates interest to use copyrighted content, we will refer them to the respective publishers.

Information about copyright is available at the Intellectual Property Office of Singapore (IPOS).

Digital Deposit

20.     What kind of digital publications can be deposited?

The NLB encourages voluntary deposit of digital publications that are published in Singapore so that Singapore’s digital published heritage may be preserved for posterity.

Examples of digital publications which are encouraged to be deposited include:

o    Electronic books

o    Electronic serials such as annual reports, conference proceedings, directories, guidebooks, journals, magazines, newsletters, yearbooks

o    Electronic reports and research studies

o    Video and sound recordings

For more details, please refer to Digital Deposit.

21.     How do I deposit my publications?

Deposit of digital publications can be done via the Deposit Web online form. Only one copy is required to be deposited.

22.     What file format does NLB accepts for Digital Deposit?

Our preferred digital file formats are:

Materials

Preferred Format

Text-based content

PDF, PDF/A

Images

JPEG

Audio recordings

MP3

Video recordings

MP4

Please deposit your digital publication as a single document. Please ensure that your digital publication does not have any Digital Rights Management or other technical usage restrictions, and are uncompressed, or using lossless compression.



Please contact us if you wish to deposit in file formats not listed in the table above.

23.     When must I deposit the published materials?

Publishers are encouraged to deposit one copy of their digital publications as soon as they are available.

24.     What happens to my deposited digital publications?

All deposited publications are preserved. An access copy of deposited electronic books and serials may also be made available for viewing at Lee Kong Chian Reference Library's designated terminals. Access is limited to one user at a time. Users will not be able to download, copy or print the publications.

The publications can be available online via BookSG if permission has been granted by the copyright owner.

International Standard Numbers

General Questions

25.     Is there an application fee for ISBN/ISSN/ISMN?

The supply of ISBN, ISSN and ISMNs to Singapore publishers is currently a free service provided by the NLB as the acting National Agency for Singapore.

26.     Does ISBN/ISSN/ISMN guarantee copyright?

The use of international numbers does not guarantee copyright. The purpose of the international numbers is to provide a unique identity to the publications and to distinguish publications which may have similar or identical titles.

Copyright on the other hand protects the literary, dramatic, musical and artistic works. Information about copyright is available at the Intellectual Property Office of Singapore (IPOS).

27.     Can I return or cancel ISBN/ISSN/ISMN issued to me?

Once issued, the international numbers cannot be cancelled or re-assigned. It is therefore of utmost importance that the publisher ensures that the international numbers he/she applies for will be used correctly and according to the rules set by the International Centre. Any waste of ISBN/ISSN/ISMN is regrettable.

International Standard Book Number (ISBN)

28.     What is an ISBN?

The ISBN is a 10 or 13-digit number that uniquely identifies books and book-related products. It allows publishers, book suppliers and libraries worldwide to easily locate and order items. With effect from 1 January 2007, the ISBN has been changed to 13 digits.

29.     Who is eligible for a Singapore ISBN?

Singapore and Singapore-based publishers who publish either a book, book-related product or a pamphlet/brochure of eight pages or more in Singapore, can apply for Singapore ISBNs.

Eligible Singapore and Singapore-based Publishers are as follows:

o    Individual publishers i.e. self-publishers, author publishers. Applicable to Singaporeans and Singapore Permanent Residents only.

o    Commercial organisations e.g. commercial publishers, business companies, publishing houses, audio-visual producers, etc. who are registered in Singapore.

o    Non-commercial organisations such as

§  Government departments and agencies of Singapore

§  Academic institutions e.g. schools, colleges and universities in Singapore

§  Registered societies, religious societies, clan associations, clubs etc. in Singapore.

Distributors, booksellers and printers do not qualify as publishers (unless they are also the publishers).

30.     What are the requirements for applying for an ISBN?

You should apply for an ISBN if it is:

o    A first time publication. Subsequent reprints of the same publication can use the same ISBN as the original publication.

o    Publications that are not intended by the publisher to be updated regularly or continued indefinitely (continuing resources/publications are to be assigned an International Standard Serial Number (ISSN)).

o    A new edition of a publication.

o    An existing publication published in a new format, for e.g. a book title re-issued in a CD-ROM format requires a new ISBN.

31.     What is a Block ISBN?

Block ISBN is assigned to publishers that publish more than 80 publications per year. A block ISBN can be assigned in sets of 10, 100 or 1000.

32.     What types of publications are eligible for an ISBN?

Publications that are monographic (i.e. one-off publications, not periodicals or serials etc.), text-based (or predominantly text-based) and available to the public are considered eligible within the scope of the ISBN Standard.

Examples of types of publications which an ISBN can be assigned are:

o    Printed books and pamphlets

o    Audiobooks in CDs or DVDs

o    Braille publications

o    Digitised copies of printed monographic publications

o    Educational or instructional films and videos

o    Educational or instructional software

o    Electronic publications either on physical carriers (e.g. CD-ROMs) or on the Internet

o    Maps

o    Mixed media publications (where the principal constituent is text-based)


Materials which should not be assigned an ISBN are:

o    Abstract entities such as textual works and other abstract creations of intellectual or artistic content

o    Art prints and art folders without title page and text

o    Continuing resources treated in their entirety as bibliographic entities (individual issues may qualify for ISBNs)

o    Ephemeral printed materials such as advertising matter and the like

o    Electronic bulletin boards

o    Emails and other electronic correspondence

o    Games

o    Greetings cards

o    Music sound recordings (these publications are to be assigned ISMN)

o    Personal documents (such as an electronic curriculum vitae or personal profile)

o    Printed music (these publications are to be assigned ISMN)

o    Software that is intended for any purpose other than educational or instructional

For more information, please refer to "The Function and Scope of the ISBN" in the ISBN Users’ Manual .

33.     What types of electronic publications are eligible for an ISBN?

Publications available electronically (e.g. e-book, e-book app, CD-ROM, or on the Internet) will qualify for an ISBN provided that it contains text and is made available to the public and that there is no intention for the publication to be a continuing resource. Such publications may also include pictures and sounds.

Electronic publications which should not be assigned an ISBN are:

o    Publications that are subject to frequent update and where access is possible to these changes almost immediately, such as online databases

o    Bulletin boards

o    Emails and other electronic correspondence

o    Games

o    Personal documents (such as an electronic curriculum vitae or personal profile)

o    Promotional or advertising materials

o    Schedulers/diaries

o    Websites

For more information, please refer to "ISBN for Electronic Publications and Educational/ Instructional Software" in the ISBN Users’ Manual .

34.     Where should I display and print the ISBN?

Please refer to “Location and Display of the ISBN on Publications” in the ISBN Users’ Manual .

35.     Can NLB change the rules of ISBN allocation?

The ISBN is based on an ISO (International) Standard which specifies the basic structure of an ISBN. The rules for its allocation and the administration of the ISBN system are set by ISBN International Agency. The ISBN National Agency Singapore has to comply with and ensure compliance to the rules.

36.     Where can I find more information about ISBN?

You can find out more information from the International ISBN Agency .

37.     Where can I find the information about barcode number for non-book related products?

Non-book related products may use the International Article Number (EAN). The EAN International-Uniform Code Council (EAN-UCC) is a supply chain standards family name that includes product barcodes printed on the majority of products available in stores worldwide and electronic commerce. In 2005, the standards organisation GS1 (Global Standards) was created to consolidate EAN and UCC. You can find out more information at GS1 .

International Standard Serial Number (ISSN)

38.     What is an ISSN?

An ISSN is an 8-digit code used to identify serials publications regardless of medium.

39.     Do I need to submit additional information for ISSN application?

You may be required to submit the following information for verification purposes:


For a print publication:

o    PDF or JPEG the Title page

o    PDF or JPEG the Cover page

o    PDF or JPEG the Editorial page



For an electronic publication:

o    PDF or JPEG the Title page

o    PDF or JPEG the Cover page

o    PDF or JPEG the Editorial page

o    PDF or JPEG of the jacket (if the publication is on CD-ROM)

o    A valid URL address (if the resource is online)

40.     What are the requirements for applying for an ISSN?

Publishers should obtain ISSNs only for serial publications. A serial is a publication issued in successive parts to be published under a common title for an indefinite period.

A separate ISSN is required for every format (print, electronic or online) and language that it is published in.

41.     What types of electronic publications are eligible for an ISSN?

All continuing resources irrespective of their medium (print, electronic or online) are eligible for an ISSN. Some examples of continuing resources/publications are:

o    Annual publications (reports, directories, etc.)

o    Journals

o    Magazines

o    Newspapers

o    Blogs

o    Websites

You can find more information at the official ISSN page on " What is an ISSN".

42.     What types of electronic resources are not eligible for an ISSN?

Electronic or ongoing integrating resources which should not be assigned an ISSN are:

o    A personal website or an online personal diary

o    A short-lived resource, whose end is determined from its conception

o    A company, product, institution or organisation e.g.

§  Advertising, commercial or promotional website

§  Information site for one or more products

§  Corporate / institutional and community website

43.     Am I able to apply for an ISSN before I publish an electronic serial publication?

ISSN is usually not assigned to electronic or ongoing integrating resources prior to the publication date.

44.     Where should I display or print the ISSN on?

For a print publication, the ISSN should be shown:

o    Preferably, in the upper right corner of the cover

o    On the pages where editorial information is shown

For a publication in electronic media, the ISSN should be shown:

o    On the homepage or on the main menu, if it is an online publication

o    On any part visible to the naked eye (microfiche header, CD-ROM or DVD label, box, case, etc.), if the publication is on a physical medium

45.     Where can I find more information about ISSN?

You can find out more information from the ISSN International Centre .

International Standard Music Number (ISMN)

46.     What is an ISMN?

ISMN is the International Standard Music Number. It is a unique number for the identification of all notated music editions worldwide. The edition can be in print or digital format for sale, for hire or distributed free of charge; whether as a part, a score, or an element in a multi-media kit.

47.     What types of publications are eligible for an ISMN?

Publishers, including author publishers, should obtain an ISMN for the following types of printed music:

o    Anthologies

o    Commentaries published with the notated music (if available separately)

o    Braille music publications

o    Electronic publications of musical notations

o    Individual parts, available separately

o    Microform music publications

o    Miniature (study) scores

o    Other media that are an integral component of a publication of notated music (e.g. a tape recording that is one of the 'parts' of a composition)

o    Pop folios

o    Sets of parts

o    Song books (optional)

o    Song texts or lyrics published with the notated music (if available separately)

o    Scores

o    Vocal scores


Note: For a publication consisting of scores and parts, the full score, the set of parts as a whole, and each individual part (if available separately) must be assigned its own ISMN.

The following types of publications which should not be assigned an ISMN are:

o    Books on music except when they contain examples of notated music

o    Periodicals and series as a whole, as distinct from individual volumes in series

o    Stand-alone sound or video recordings (including recordings available on computer media)

48.     When do I need to use a different ISMN for the same publication?

A new ISMN is required when:

o    There is a change to the publication’s Title; Publisher; Musical or literary content; Additions; Alterations; Major change in physical size; Binding

o    A facsimile reprint is produced by a different publisher

o    It is a microform edition

49.     Where should I display or print the ISMN on?

The ISMN must appear prominently on the item itself and printed in easily legible type (9 point or larger). The preferred location is on the back of a score or part, and if possible, with the copyright notice. Alternatively, the ISMN may be printed at the bottom of the first page of music.


When the item is a single sheet, the ISMN should appear in only one place on the item.

50.     Where can I find more information about ISMN?

You can find out more information from the International ISMN Agency .

Cataloguing in Publication (CIP)

51.     What is Cataloguing in Publication (CIP)?

The CIP record created observes the internationally established cataloguing standards and thereby facilitates distribution of information on the publications throughout the world.

A CIP record is created from information supplied by publishers which includes the author, title, publisher, date of publication, price (if available) and the International Standard Book Number (ISBN). The Library of Congress Subject Headings and Dewey Decimal Classification numbers are also provided to facilitate access and retrieval.

52.     What are the benefits of applying for the CIP?

CIP helps to promote books even before they are published. It is also a useful aid to libraries for acquisitions and cataloguing of new titles.

The CIP record is created in WorldCat, the world’s largest library catalogue which is used extensively by most libraries in the world.

53.     How does a Singapore publisher obtain a CIP record?

The CIP form can be submitted online via the Deposit Web and can also be requested via email at NLB_CIP@nlb.gov.sg.

It is important that publishers submit accurate and sufficient information in the CIP application form. Incomplete or inaccurate information may cause delays and the application may be returned to the publisher for further clarifications.

Catalogue records are created on the basis of the information provided on the work's title page and the subject matter covered by the work. Therefore, although the completion of the CIP application form is important, it is also essential that the following information is submitted together with the CIP application:

o    Title page

o    Verso of title page (copyright page)

o    Table of contents

o    Introduction and preface (if available)

o    Any publicity material prepared for the publication

54.     Do I need to have an ISBN before I apply for CIP?

All publications must include an International Standard Book Number (ISBN) before applying for CIP. The NLB is the ISBN Agency in Singapore and will issue ISBNs upon request.

More information on ISBN is available at the ISBN Page.

55.     How much does it cost the publisher to apply for the CIP?

A CIP record is currently provided free of charge.

56.     How long does it take to obtain a CIP entry for a book?

The CIP application will be processed within five working days.

57.     How will I receive the CIP record?

The CIP record will be returned to the publisher by mail, fax or email.

58.     How does a CIP entry appear in a book?

A CIP record as printed in the book will appear as such:

National Library Board, Singapore Cataloguing in Publication Data

Names: Baker, Maurice, 1920- | Baker, Edmund, editor.
Title: The accidental diplomat : the autobiography of Maurice Baker / by Maurice
     Baker ; edited by Edmund Baker.
Description: Singapore : World Scientific, 2014.
Identifiers: OCN 881509045 | ISBN 978-981-4618-30-4 (hardcover) | ISBN 978-
     981-4618-31-1 (paperback)
Subjects: LCSH: Baker, Maurice, 1920- | Ambassadors--Singapore--Biography. |
     College administrators--Singapore--Biography.
Classification: LCC JX1664 | DDC 327.2092--dc23

59.     Where should the CIP record be printed in the book?

The CIP record must always be printed in the publication. It can be printed on the back of the title page, either as a typeset version or as a full or reduced-size photo facsimile. The data elements, however, must be printed completely, without any alterations to sequence, punctuation, capitalization or spacing. The punctuation or capitalization may sometimes seem peculiar but it is prescribed by standards that permit the catalogue record to be understood internationally.

60.     Is the CIP Programme offered only to English book publications in Singapore?

The CIP programme is available for books published in Singapore in the four official languages (i.e. English, Chinese, Malay and Tamil).

61.     Is CIP compulsory?

CIP is not compulsory. It is a voluntary programme of cooperation between publishers in Singapore and the NLB.

62.     What do I do if there are changes to my publication after a CIP record is created?

Publishers are required to immediately notify the CIP team via email at NLB_CIP@nlb.gov.sg if there are changes to the submitted information. This is to ensure that the CIP made available to booksellers, wholesalers and libraries are correct and up-to-date.

63.     I am publishing a revised edition. Can I use the same CIP data?

You will need to apply for a new CIP. This is because a revised edition is significantly different from the first publication.

64.     Is CIP available for the publishing of other types of materials such as magazines, journals, annuals etc. and non-print materials?

The CIP programme is limited to books that are published principally in English, Chinese, Malay or Tamil. For more information about the scope of the CIP programme, please refer to the Cataloguing in Publication page.

65.     Can I request for CIP for reprint titles?

Reprint is defined as a new impression of an existing edition, with no alterations in the text/content and imprint. You need not apply for CIP for this reprint title, as the work would have already been catalogued.

Contact Details

How can I contact the NLB?

For more information or clarification, please contact us.

For enquiries on Cataloguing in Publication (CIP):
Tel: 6718 3677
Email: NLB_CIP@nlb.gov.sg

For any other enquiries:
Email: enquiry@nlb.gov.sg

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