A catalogue of twenty copies and one intended for bookshops can look the same and carry different obligations. Before designing it, identify who publishes it, where it is published, how it is distributed and whether it is offered to the public. Legal deposit and the ISBN are not the same procedure and do not serve the same purpose.
Define the publication
Record the title, authorship, edition, language, dimensions, number of pages, print run, format, price and means of distribution. Decide who acts as publisher: artist, association, gallery, museum or company. That decision affects the applications, the credits and the documentation.
An internal proof, a unique copy and a publicly distributed publication should not be treated as equivalent. If the catalogue will have print and digital versions, document them separately.
Distinguish legal deposit from the ISBN
Legal deposit gathers copies of publications for their preservation. Law 23/2011 sets out which publications are included and excluded, who is obliged and how the deposit is made. Its consolidated text incorporates the 2022 amendment.
The ISBN identifies a specific edition to facilitate its registration and circulation in the book chain. It does not protect authorship, does not certify quality and does not replace legal deposit. The ISBN Agency states expressly that an ISBN is not compulsory in order to publish a book or to obtain legal deposit.
Check whether there is a duty to deposit
Law 23/2011 includes, among other publications, books, leaflets and resources that are publicly distributed or communicated. It also sets out exclusions. Do not decide by the name of the object: a ‘catalogue’ may be a publication that is subject to the law or an internal document that is excluded, depending on its form and distribution.
Confirm with the legal deposit office that corresponds to the publisher the procedure, the schedule and the number of copies. This guide does not specify which office is competent in each case.
Who applies and who deposits
For tangible publications, the law places the main obligation on publishers with their domicile, residence or permanent establishment in Spain (Article 6.1). If the publisher has none or the type of resource requires it, the law provides for other parties, such as the producer or the printer (Article 6.2). Distinguish the application for the number from the actual delivery of the copies.
Do not leave the procedure to the printer without putting in writing who carries it out. The printer may need the number in order to include it in the credits, but the contractual relationship does not in itself displace the legal obligation.
When to do the paperwork
Apply for the number before finishing the final artwork, so that it can appear in the publication where appropriate. The deposit must be made before the publication is distributed or sold (Article 12.1 of Law 23/2011). Confirm the schedule and the number of copies with the competent office before printing.
Do not print the ISBN or the legal deposit number on a proof that could be mistaken for the final edition.
Decide whether you need an ISBN
An ISBN is usually useful when the catalogue enters the commercial book chain, needs bibliographic identification or is distributed through bookshops. It is not a general requirement for publishing or giving away a catalogue.
The Spanish agency accepts author/publisher applications. In the tariff consulted on 12 October 2026, an individual ISBN for an author/publisher costs 45 euros, VAT included, with normal processing of four to five days; the urgent service adds 50 euros. Tariffs may change: check them before applying.
Each format or edition that needs separate identification may need its own ISBN. Do not reuse the one from another edition, language or format.
Prepare the credits page
Include only accurate and relevant details:
- title and authorship;
- edition and date;
- publishing body;
- design, photography, texts and translation;
- printing;
- rights and licences;
- ISBN, if one was obtained;
- legal deposit number, if applicable;
- stable URL and contact details.
Do not write ‘all rights reserved’ as a substitute for specific permissions, contracts or credits.
Coordinate design and printing
Give the designer a closed list of contents and credits. The guide How to commission graphic design for an art project helps to define pieces, revisions, rights and final files. If the catalogue uses commercial fonts, check what their licence allows.
Ask for a proof and check pagination, indexes, captions, colour profiles, bleed, spine, paper weight and binding. The proof does not replace the review of rights or of the bibliographic data.
Deliver and keep records
Deliver the copies required by the office and keep the receipt. Also keep:
- the final PDF and the print file;
- the editable file and licensed resources;
- contracts and permissions;
- the invoice and print run details;
- the ISBN application and certificate;
- the legal deposit application and receipt;
- a reference copy.
Checklist
- The publishing body is identified.
- The planned distribution is described.
- The competent office has confirmed the procedure.
- Legal deposit and ISBN were distinguished.
- The ISBN was requested only if it is useful.
- Credits and permissions are settled.
- The deposit number was included correctly.
- The proof was reviewed before printing.
- The copies were delivered within the applicable period.
- The publishing file has been archived.
Further reading
Sources
- BOE, Law 23/2011 on legal deposit, consolidated text. Last update published: 5 May 2022.
- BOE, Law 8/2022, amending Law 23/2011.
- ISBN Agency, frequently asked questions.
- ISBN Agency, tariffs. Consulted: 12 October 2026.
Status: Verified. Reviewed: 12 October 2026. General information; confirm the specific procedure with the competent regional office. If you find a mistake, write to me.