C A T A L O G I N G, P R I N T I N G, A N D D I S T R I B U T I O N 1 ANDSCAPE 

L INES

14

Cataloging, Printing, and Distribution

INTRODUCTION

The guidelines in this text describe how to prepare a camera-ready

copy of a Cultural Landscape Report (CLR) for printing and how to

catalog and distribute the report.

There is considerable variety in the layout, style, and graphic

conventions used in producing the camera-ready document (the

final document ready to be printed). However, the steps leading to

publication are standardized across the National Park Service

(NPS).

A strongly recommended first step is to have the document edited.

Especially when a CLR involves more than one author, an editor can

improve the document by making the writing style consistent from

section to section. Following editing, the document can be desktop

published, which involves designing the page layout, integrating the

text and graphics, and formatting the document. Both the editorial and

formatting conventions should be based on the most recent edition of

the Chicago Manual of Style.

Desktop publishing is accomplished using a computer software application. Many contractors (editors and desktop publishers) and printers

offer desktop publishing services. They can integrate the text and

some, if not all, of the graphics into electronic files. (Some graphics

may have to be manually pasted into the camera-ready printout.)

When the CLR is camera-ready, the finished typographic format of the

document is defined in the project agreement or through subsequent

negotiation. If a CLR is to have the same format as an existing document (if it is part of a series of documents, for example), a sample may

be provided for the preparer.
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Each NPS Region or Support office has a printing

coordinator who serves as a liaison between the

NPS and the United States Government Printing

Office (GPO). The GPO has branches throughout

the United States and each Region may have access

to more than one GPO within the larger cities of

the Region. According to a 1994 memorandum, all

NPS printing contracts must currently be tendered

through the GPO. In some NPS Regions, the GPO

negotiates limited term contracts with local printing

contractors for miscellaneous printing services,

which may result in lower printing costs. The Form

2511 is used for miscellaneous printing term contracts. Check with a printing coordinator for more

information on how to arrange a printing term

contract. (See A Guide to Cultural Landscape

Reports: Appendices, “Appendix L: Government

Printing Office Forms.”)

The procedure for printing and distributing a document through the GPO requires preparation of

several forms, some of which are filled out by the

contracting agency (NPS) and some by the printing

coordinator. The printing coordinator communicates with and forwards the completed forms to the

GPO. The printing coordinator may also send the

camera-ready copy and mock-ups to the GPO.

THE CAMERA-READY COPY

The camera-ready copy is the completed, edited,

and formatted document that is ready to be delivered to the printer. The camera-ready copy may or

may not contain all of the graphics. Graphics that are

not computer-generated (such as photographs) may

need to be processed as halftones by the printer

and pasted into the camera-ready printout.

In the camera-ready copy, space must be set

aside for each graphic. To indicate the location

of images, boxes may be drawn with a

nonphoto blue pencil or a black hairline. Inside

the space designated for graphics, the figure

number and caption, any required percent

enlargement or reduction, and location should

be noted. Instructions to the printer should

include the location and size of graphic images

in the document.

The camera-ready printout has single-sided pages

with a blank separation page inserted wherever the

subsequent page has a blank second side. In all

cases, no additional changes to the text are anticipated and the document has a title and cataloging

information assigned to it, which includes a Library

of Congress catalog card number.

GRAPHIC IMAGES

Copies of black and white line art, which have

been sized to fit the allocated space in the document, may be directly pasted into the cameraready printout. Alternatively, black and white line

art may be digitally scanned in and positioned

within the document. Other types of graphics,

such as color line art, grayscale images (with color

or shaded areas), and photographs are usually

photographed as a halftone by the printer and

presented separately from the camera-ready

document. Each graphic to be half-toned is

notated with the figure number and page on

which it will be located. If an enlargement or

reduction of the original photograph is required to

fit the allocated space, the percent reduction or

enlargement should also appear on the note.
C A T A L O G I N G, P R I N T I N G, A N D D I S T R I B U T I O N 3

It is useful to compile a figure specification sheet,

which lists each figure, whether it is to be pasted

in or incorporated, and any instructions, such as

the percent reduction or enlargement, or extent

of cropping. The printer photographs each

graphic to be incorporated as a halftone and

may manipulate light and darkness to some

extent. Contractors with scanning capabilities

may directly incorporate scanned, halftone

images of the desired size into the camera-ready

document, eliminating the need for drawing

boxes and leaving spaces in the body of the

document.

The GPO requires copyright permission for any

copyrighted materials (photographs, maps, charts,

and drawings) that are to be reproduced in the

CLR. The GPO may also require reprint permission for materials from private sources that are to

be reproduced.

MOCK-UPS

A document mock-up indicates how folded

inserts, illustrations, pocket inserts or other

special details should be handled. A mock-up is

created by photocopying a camera-ready copy,

and then pasting in photocopied images at the

correct size and placement. Any cropping of

graphic originals can be indicated in the mock-up.

The mockup serves as a template to guide the

printer. It should be submitted at the time of

printing along with the original camera-ready

document and all the artwork.

CATALOGING USING THE

LIBRARY OF CONGRESS PROCEDURE

A CLR can be cataloged with the Library of

Congress’ Cataloging in Publication (CIP) or the

Preassigned Card Number (PCN) programs. The

two programs are mutually exclusive. Each has its

own requirements and a publication can be

cataloged using only one program. Both CIP and

PCN are concerned only with books, and for the

purposes of cataloging with the Library of Congress, a CLR is considered to be a book.

CIP is the preferred program for CLRs because it

provides more cataloging information about the

document. To apply for CIP, the CLR text must

be complete (if not camera-ready). Allow six

weeks for obtaining CIP information prior to the

anticipated printing date. When received, the CIP

information can be typed in directly or pasted

onto the back side of the front cover or title page

(the copyright page) before printing.

Once a catalog card number has been assigned by

the Library of Congress, the title of a CLR cannot be

changed. Participation in either CIP or PCN requires

the anticipated publishing date and number of pages.

Cataloging is an opportunity to organize and name

the publication according to a series to emphasize a

relationship to existing documents. For example, a

series might include “Cultural Landscape Publication

No. 1, 2, or 3” in the title or subtitle, or indicate

“Volume 1, 2, or 3,” etc.

The advantage of CIP is that more information is

included on the copyright page of the book.

Although the PCN program provides only a

catalog card number, it should be considered in
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a situation where it is not possible to send a

completed draft of the document to the Library

of Congress to qualify for CIP. (See A Guide to

Cultural Landscape Reports: Appendices, “Appendix L: Government Printing Office Forms.”)

COPYRIGHT INFORMATION

Although the GPO is responsible for printing and

distributing CLRs, the NPS is considered to be the

publisher of these documents. Because government funds are used to prepare, print, and

distribute a CLR, its contents are public domain.

Therefore, a CLR should not be registered for

copyright. The following statement should appear

on the copyright page, under the heading Publication Credits:

Information in this publication may be copied

and used, with the condition that full credit is

given to the authors, their companies, and

the National Park Service. Appropriate

citations and bibliographic credits should be

made for each use.

GPO PROCEDURE FOR

PRINTING AND DISTRIBUTION

Form 3868

Thirty days before sending in the printing requisition to the GPO (Forms SF-1 and DI-1), the

“Notification of Intent to Publish Form 3868” must

be completed. Form 3868 may be completed and

forwarded by the printing coordinator. This form is

necessary for the GPO to include the published

document in its sales and depository library

The Library of Congress Cataloging in Publication Division

offers two cataloging programs: the Cataloging in Publication

(CIP) program and the Preassigned Card Number (PCN)

program. At a minimum, a CLR needs to be cataloged using

the PCN program, but CIP provides additional cataloging

information that make it the preferred program to use.

While both programs assign a Library of Congress catalog

card number to a CLR, CIP provides a description of a

CLR’s contents. The description is an additional aid to

researchers, enhancing access and retrieval of the document.

The Library of Congress catalog card number is a bibliographic control number that facilitates retrieval of the CLR

from any library.

Cataloging in Publication (CIP) Program

The CIP program provides a CLR with a Library of Congress

catalog card number, a description of contents, and other

publication data to be printed in the book on the copyright

page. CIP requires an application form (referred to as the

data sheet) and a copy of the complete galley (preferably

camera-ready copy or quality draft).

CIP requires ten working days once the application is

received by the Library of Congress. The criteria for

eligibility to receive CIP data include the likelihood that the

publication will be widely acquired by the nation’s libraries.

CIP also requires that a complimentary “best copy” (most

durable copy) of the document is sent to the Library of

Congress after publishing.

To apply for CIP, call the CIP data liaison for the NPS at the

Library of Congress 202-707-1630, or write to:

The Library of Congress • Cataloging and Publication

Division • Washington, DC 20540-4320

Preassigned Card Number (PCN) Program

The PCN program provides a Library of Congress catalog

card number to be printed in the copyright page of the CLR.

PCN requires an application form and a copy of the

document’s title page, and it requires five working days once

the application is received by the Library of Congress.

The criteria for selection by the Library of Congress to

receive a PCN include the likelihood that the publication will

be selected by the Library of Congress for its collections.

PCN requires that a complimentary “best copy” is sent to

the Library of Congress after publishing.

To apply for a PCN, call the PCN liaison for the NPS at the

Library of Congress 202-707-9791, or write to:

The Library of Congress • Cataloging in Publication

Division • Washington, DC 20540-4320

CATALOGING PROGRAMS
C A T A L O G I N G, P R I N T I N G, A N D D I S T R I B U T I O N 5

programs. If a CLR is intended for sale, Form 3868

requires a description of the target audience. The

GPO may issue the CLR with an International

Standard Book Number (ISBN) for sales of the

publication. If indicated on Form 3868, the GPO

will distribute copies of the publication to federal

depository libraries throughout the United States

including the Library of Congress, at no expense to

the NPS. (See A Guide to Cultural Landscape

Reports: Appendices, “Appendix L: Government

Printing Office Forms.”)

Cost Estimate

To obtain an accurate cost estimate from the

GPO, printing specifications must be known. Each

specification will add to the printing cost, and the

more detailed the specifications provided, the

more accurate the GPO estimate will be. A

printing coordinator or GPO representative can

help determine the full range of printing specifications for an estimate. The following are typical

specifications required by a printing coordinator

to obtain an estimate:

• Number of copies. The number of copies

required for minimum distribution is 35.

Beyond the minimum number of copies, the

number of any additional copies printed is

influenced by the following factors:

 distribution objectives

 demand for the document

 cost of additional copies

 potential use of the information in the

document (a CLR that addresses planning

issues may have a broad appeal)

• Paper stock and ink. A local printer may be a

good reference source for reviewing and

choosing standard materials. The printing

coordinator may also have sample swatches of

paper and an ink color chart.

• Composition. This is only important when the

document is completely typeset by the printer.

If the CLR will be camera-ready when given to

the printer, specify that a camera-ready copy

and mock-ups will be furnished.

• Press and bindery. A book-like document is

usually printed “head-to-head” (forms can be

printed “head-to-foot”). Indicate the overall

document size (width x height), number of

inserts, if any, and the type of binding. Adhesive

bound (also called perfect binding) is commonly used for NPS documents. In this binding

method the pages are glued to the spine.

Comb binding and saddle stitching are alternatives for smaller documents. Different document formats work better with certain types of

binding; for example, lightweight paper, rather

than heavy cover stock, should be used as

dividers between chapters in adhesive bound

publications. Heavy stock tends to crack and fall

out of adhesive bindings.

• Proofs and delivery. A date for receipt of

proofs for review and delivery date of final

product should be indicated. Also indicate

whether these dates may be extended.

Proofs are reviewed for errors in image

placement, enlargement, or reduction. It is

too late to review the text for errors at this

stage. Proofs can be cropping proofs of

illustrations, and blueline or gray dylux proofs

of the entire document. Blueline proofs have
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greater legibility, though gray dylux proofs are

less expensive. A press proof may also be

requested. (This is an exact copy (printed and

bound) of the finished product. The press

proof is the most expensive proof.) Indicate

“suitable” for delivery packaging unless there

is a specific requirement.

Form DI-1

The DI-1 Requisition Form obligates funds for

printing a CLR. The DI-1 requires a requisition

number, an appropriation number, and a description of the printing specifications. The DI-1 must

be completed by the NPS and forwarded to the

printing coordinator. The description of printing

specifications must be the same as those provided

for the estimate. A printing coordinator will use

the information provided on the DI-1 to fill out

the Standard Form or SF-1.

Form SF-1

Form SF-1, Printing and Binding Requisition to the

Public Printer, is submitted along with the DI-1 to

the GPO by the printing coordinator, after an

estimate has been received. The same printing

specifications as above are outlined on the SF-1,

along with the following additional information:

• Any enclosures to be sent with the SF-1 are

listed: typically the camera-ready copy, two

mock-ups, original artwork, and reprint permission for materials from private and copyrighted sources.

• It should be indicated that all originals, master

plates, film negatives, etc., must be returned to

the NPS. The negatives may be used to reprint

more copies of the document in the future, at

lower cost.

• Printers to be included on the bid list may be

indicated.

(See A Guide to Cultural Landscape Reports:

Appendices, “Appendix L: Government Printing

Office Forms.”)

MINIMUM DISTRIBUTION LIST

Copies of final CLRs should be provided to the

following offices and repositories (the list has been

excerpted from the Cultural Resources Management Guidelines, Release No. 5. A CLR containing

an archeological report must have a certification of

its level of availability. Copies of a CLR are sent to

those on the minimum distribution list by the NPS.

GPO automatically has the printer send copies to

the Library of Congress and to Depository Libraries if so indicated on the Form 3868.

No. of

Copies Send to:

2 Associate Director, Cultural

Resource Stewardship and

Partnerships

National Park Service

P.O. Box 37127

Washington, DC 20013-7127
C A T A L O G I N G, P R I N T I N G, A N D D I S T R I B U T I O N 7

2 Associate Director, Natural

Resource, Stewardship and Science

National Park Service

Natural Resources Library

Washington, DC 20240

1 Associate Director,

Professional Services

National Park Service

P.O. Box 25287

Denver, CO 80225-0287

2 National Park Service

Harpers Ferry Center Library

P.O. Box 50

Harpers Ferry, WV 25425-0050

1 National Trust for Historic

Preservation

McKilden Library

University of Maryland

College Park, Maryland 20742

1 Smithsonian Institution Libraries

Gifts and Exchange

Washington, DC 20560

1 ea Cultural Landscape Program

Managers in all System Support

Offices (recommended)

20-25 Superintendent of Park

1 State Historic Preservation Officer

1 Support Office Archeology or Preservation Center

1 Support Office Library

1 ea Coauthors or consultants

FURTHER INFORMATION

The Chicago Manual of Style (University of

Chicago Press, 14th edition, 1993) has helpful

information on printing technology and copyright

issues for publishers. The Mac is not a Typewriter by Robin Williams (Peach Pit Press, 1990)

is a useful reference for basic information on

preparing a camera-ready document, including

desktop publishing.

National Park Service. Editing Reference Manual.

This manual provides guidance for capitalization,

preparing bibliographies and notes, and other

information useful for preparing documents for

public distribution. Copies of the manual are

available from Denver Service Center, Technical

Information Center.

The mission of the Department of the Interior is to protect

and provide access to our Nation’s natural and cultural

heritage and honor our trust responsibilities to tribes.

U.S. Department of the Interior

National Park Service

Cultural Resources

Park Historic Structures & Cultural Landscapes