Click to save the nation’s digital memory

Six major libraries poised to capture the digital universe, including the entire UK web domain

Regulations coming into force on 6 April will enable six major libraries to collect, preserve and provide long term access to the increasing proportion of the nation’s cultural and intellectual output that appears in digital form – including blogs, e-books and the entire UK web domain.

From this point forward, the British Library, the National Library of Scotland, the National Library of Wales, the Bodleian Libraries, Cambridge University Library and Trinity College Library Dublin will have the right to receive a copy of every UK electronic publication, on the same basis as they have received print publications such as books, magazines and newspapers for several centuries.

The regulations, known as legal deposit, will ensure that ephemeral materials like websites can be collected, preserved forever and made available to future generations of researchers, providing the fullest possible record of life and society in the UK in the 21^st century for people 50, 100, even 200 or more years in the future.

Culture Minister Ed Vaizey MP said: “Legal deposit arrangements remain vitally important. Preserving and maintaining a record of everything that has been published provides a priceless resource for the researchers of today and the future. So it’s right that these long-standing arrangements have now been brought up to date for the 21st century, covering the UK’s digital publications for the first time. The Joint Committee on Legal Deposit has worked very successfully in creating practical policies and processes so that digital content can now be effectively archived and our academic and literary heritage preserved, in whatever form it takes.”

The principle of extending legal deposit beyond print was established with the Legal Deposit Libraries Act of 2003 – the present regulations implement it in practical terms, encompassing electronic publications such as e-journals and e-books, offline (or hand-held) formats like CD-Rom and an initial 4.8 million websites from the UK web domain.

Access to non-print materials, including archived websites, will be offered via on-site reading room facilities at each of the legal deposit libraries. While the initial offering to researchers will be limited in scope, the libraries will gradually increase their capability for managing large-scale deposit, preservation and access over the coming months and years.

By the end of this year, the results of the first live archiving crawl of the UK web domain will be available to researchers, along with tens of thousands of e-journal articles, e-books and other materials.

The regulations were developed by the Department for Culture, Media and Sport in conjunction with the Joint Committee on Legal Deposit, which includes representatives from the Legal Deposit Libraries and different sectors of the publishing industry. They establish an agreed approach for the libraries to develop an efficient system for archiving digital publications, while avoiding an unreasonable burden for publishers and protecting the interests of rights-holders.

Angela Mills Wade, Executive Director of the European Publishers Council, Chairman of the UK Publishers Content Forum and Joint Chairman of the Joint Committee on Legal Deposit said: “Capturing our digital heritage for preservation and future research is essential. As publishers were among the first to embrace the opportunities of digital publishing, recognising advantages of dissemination beyond traditional outlets and the potential of technology to drive innovation, we welcome the extension of legal deposit to digital formats and web harvesting.”

“Ten years ago, there was a very real danger of a black hole opening up and swallowing our digital heritage, with millions of web pages, e-publications and other non-print items falling through the cracks of a system that was devised primarily to capture ink and paper,” said Roly Keating, Chief Executive of the British Library.

“The Legal Deposit Libraries Act established in 2003 the principle that legal deposit needed to evolve to reflect the massive shift to digital forms of publishing. The regulations now coming into force make digital legal deposit a reality, and ensure that the Legal Deposit Libraries themselves are able to evolve – collecting, preserving and providing long-term access to the profusion of cultural and intellectual content appearing online or in other digital formats.”

Full details of how the new regulations will be implemented are available on the British Library website.

Notes to Editors:

The Legal Deposit Libraries are the British Library; National Library of Scotland; National Library of Wales; Bodleian Libraries; Cambridge University Library; Trinity College Library Dublin.

The Joint Committee on Legal Deposit includes the Legal Deposit Libraries; Publishers Content Forum; Association of Learned and Professional Society Publishers; Association of Online Publishers; PPA Business Media Group (Data & Digital Publishing); International Association of Scientific, Technical & Medical Publishers; Newspaper Publishers Association; Newspaper Society; Professional Publishers Association; Publishers Association.

Curators’ choice of 100 Websites at: http://www.bl.uk/100websites/ – countdown video by Clay Interactive: http://www.clayinteractive.co.uk/

Source: http://pressandpolicy.bl.uk/Press-Releases/Click-to-save-the-nation-s-digital-memory-61b.aspx

International Libraries: 2013 at the British Library

A sneak preview of what’s coming up in 2013, including newly-acquired archives, major exhibitions and thought-provoking events.

More info at: http://pressandpolicy.bl.uk/Press-Releases/2013-at-the-British-Library-20th-century-state-propaganda-the-newly-acquired-archive-of-Sir-Alec-G-5ff.aspx

LAC Canadiana Preservation Collection of published materials closed until 2013

Source: http://www.collectionscanada.gc.ca/whats-new/013-558-e.html

The Preservation Collection was created in 1988. It comprises original copies of all Canadian published materials held by Library and Archives Canada (LAC). This collection will be preserved for as long as practically possible through restricted access and the use of appropriate preservation measures such as deacidification and separate housing under special environmental conditions.

The Preservation Collection is now being prepared for storage in a new collection storage facility scheduled to open in 2013. Until that time, the Preservation Collection will be closed.

New Zealand to Merge National Library, Archives into Department of Internal Affairs

The Government of New Zealand has announced plans to merge the National Library of New Zealand and Archives New Zealand into the Department of Internal Affairs.

These changes were announced to improve the efficiency and effectiveness of government agencies.

Internal Affairs Minister Nathan Guy said:

As the responsible Minister for all three agencies I believe they share natural synergies. These organisations have a common focus on using digital technology and making government information widely accessible to citizens through the internet.

Pooling expertise and resources while sharing back office costs will continue to enhance front line services for the public.

The major roles and functions of the National Library and Archives New Zealand will not change and these important cultural institutions will continue to be trusted and preserved for future generations.

The independence and integrity of the Chief Archivist, National Librarian and Chief Librarian will be preserved. As the responsible Minister I will continue to receive independent advice from the Archives Council, the Guardians of the Alexander Turnbull Library and the Library Information and Advisory Commission.

The State Services Commission released a Cabinet Paper titled Next Steps in Improving State Services Performance that describes the background and rationale behind the changes.

Specifically about the Library and Archives merger:

Technology will play an increasing role in ensuring government discharges its responsibilities to manage information effectively and efficiently, and meet New Zealanders’ expectations that they can access information in ways that suit them. Central to this is the need to exploit digital capability to manage information and effective stewardship of and access to information held within the online domain.

Each of these three agencies stores and provides information which is of particular value because it is gathered, verified, classified or organised by government for the present and future benefit of our people and nation. Examples are archives, collections of national cultural importance, identity records, publicly accessible datasets and government statistics. All three agencies are investing to deliver their information online, 24/7, to New Zealanders. Both Archives and National Library have significant digitalisation plans and bringing these departments together with DIA will support this development with less risk and cost. It will produce opportunities for the use of common capability, economies of scale, and transfers to frontline services through shared backroom services and better access for the public.

We have considered whether there are any risks involved in this proposal which would justify leaving either National Library or Archives New Zealand on a stand-alone basis. In the case of Archives New Zealand, officials have carefully considered whether, given its constitutional importance, the need to maintain the independence of the Chief Archivist necessitates retaining a separate Archives department. It is quite clear that continuing with a stand-alone Archives department is not necessary. Advice from Crown Law confirms this both in terms of public management principles and previous judicial rulings on the matter.

Department of Internal Affairs (DIA) has a pivotal role in providing information services. Through its responsibilities in Identity Services in particular, it is experienced in being the trusted custodian of New Zealanders’ records and information. Recently, in July 2009, DIA successfully absorbed the Government Technology Services (GTS) functions and staff from the SSC. Through its role with GTS, DIA has the capability to bring enhanced technology to collecting, storing and preserving records and information, and enabling its reuse to bring forward new thoughts, ideas and economic opportunities.

It can be anticipated that this amalgamation will result in:

• future-proofing of all these key skills and functions by placing them on a much larger corporate platform with ongoing viability in times of fiscal constraint;
• lower corporate overheads (fewer senior managers and shared corporate services);
• reduced collaboration transaction costs (less duplication and fewer agreements to manage and simpler funding arrangements);
• improvement of current systems though the sharing of each agency’s technologies and staff capabilities.

DIA estimates that efficiencies in ICT functions and elimination of back-office duplication would over three years deliver financial efficiencies of $3-9 million. Oneoff transition costs are estimated at $2.5 million in the first year, to be managed within baselines. Initial estimates are that the change would reduce FTE staff numbers by at least 15.

Risks have been considered and can be mitigated. We are conscious that stakeholders are likely to express concerns that specialist services and skills in the separate departments would be lost. While Archives New Zealand and the National Library are currently well regarded and successful institutions, the prospective role of an enlarged DIA is not as well understood. Officials consider that good change management and communications can mitigate these risks. Stakeholder concerns could include a view that the Chief Archivist’s independence or archival practice would be undermined, or that the separate status of the Alexander Turnbull Library would be threatened. This risk can be mitigated by retaining, with only necessary minor amendments, the legislative provisions which currently set out the role and powers of Chief Archivist and National Librarian, together with associated bodies such as the Archives Council. However, it is unlikely that mitigation of risk in these ways will allay a level of publicly expressed concern.

In terms of the Machinery of Government Objectives, outlined in paragraph 13, this proposal:

• will help ‘futureproof’ the functions of the two smaller agencies through their location within a much bigger and therefore more sustainable organisational structure;
• is positive in terms of financial efficiencies;
• will improve effectiveness by bringing together key skills and consolidating resources in the information and ICT fields.

The chief executive of the National Library does not support this proposal and instead favours an amalgamation of National Library and Archives NZ as a prelude to consideration of more extensive amalgamation of agencies not centred on the Department of Internal Affairs.

More information:

• Media release on the changes from Hon Tony Ryall (State Services Minister) on the Beehive website
• Media release on the changes from Hon Nathan Guy (Internal Affairs Minister) on the Beehive website
• The Cabinet paper on the State Services Commission website

NRC-CISTI Transformation Update

(This message was posted to the Federal Libraries list.)

The following is an update on the progress of NRC-CISTI’s transformation.

We are now well into the implementation phase of the following key elements:

Providing access to NRC-CISTI’s global scientific, technical and medical content

As mentioned in my November update, one of the key elements of the new organization is our partnership with Infotrieve Canada, Inc to provide access to NRC-CISTI’s global scientific, technical and medical (STM) content. Infotrieve is now handling all aspects of registration, delivery, billing and customer service for our Australia and New Zealand clients, as well as registration, delivery and billing for our NRC clients. Starting April 1, they will be responsible for our M-55 on site services and all new client registration. Infotrieve is also working to transfer our US clients over by April 16, 2010, while our Canadian clients will be gradually moved over with all clients transitioned by the end of June 2010.  During this transition period, Canadian clients can continue to order from CISTI and will be billed by CISTI until they have been advised that their implementation with Infotrieve is completed. In late April, Infotrieve will be in touch with migration details for all of NRC-CISTI’s Canadian customers.

It is important to note that Infotrieve Canada, Inc provides its document delivery services from NRC-CISTI’s national library collection on our behalf, and as such, will be able to maintain CISTI’s copyright regime, including copyright exemptions for Canadians, as permitted by Canadian Copyright legislation, and reduced Access Copyright rates for commercial users.

For more information about the NRC-CISTI and Infotrieve collaboration, see the question and answer guide at http://cisti-icist.nrc-cnrc.gc.ca/eng/ibp/cisti/faq/document-delivery/cisti-infotrieve-collaboration.html.

Information discovery and access services to Canadian and NRC researchers

By March 30th, we will have implemented a federated search function on our website, allowing anyone outside of NRC to simultaneously search the CISTI Catalogue, Discover and the NRC Publications Archive (NPArC). NRC staff will have the added benefit of searching databases that we license for NRC. Search results display how to obtain the information and allow users to choose the delivery option that best suits their needs. Clients will be able to order from Infotrieve or CISTI, depending on their account, or download the article free of charge if it is available from NPArC or another free source.

Strategic Initiatives

As part of our national science library role, NRC-CISTI will leverage the services and infrastructure it develops for NRC to expand access to essential research information and data for Canada’s research, innovation and health communities, as well as to provide long-term access to the record of Canadian science and federally funded research outputs. Our focus will be in the following key areas:

• Working with other federal science departments and the Canadian health community to provide equitable access to scientific, technical and health information
  • Health Canada-CISTI partnership for shared library services (Starting April 1, 2010)
  • Federal Science eLibrary
  • Canadian Virtual Health Library

• Building access vehicles that showcase Canada’s research
  • NRC Publications Archive (NPArC)
  • PubMed Central Canada (Launching April 2010)

• Expanding access to research data
  • DataCite
  • Gateway to Scientific Data
  • Research Data Strategy Working Group
  • WorldWideScience.org
  • CODATA Canada

Research Press

On January 13, 2010, Treasury Board of Canada approved a submission to allow NRC Research Press to incorporate as a not-for-profit company. Cameron Macdonald, Publisher of NRC Research Press, resigned from the NRC on February 5, 2010, to begin the incorporation process. Dr. Bruce Dancik, Professor Emeritus of The University of Alberta and Director of the Devonian Botanic Garden, and Dr. Ken Davey, Distinguished Research Professor Emeritus of York University, have joined Mr. Macdonald as first incorporators.

NRC is providing considerable support to the NRC Research Press in this transition process, including transition funding, transfer of intellectual property and licencing of the existing trade name “NRC Research Press”. The new entity and NRC will also enter into a lease arrangement for the current space.

On March 25, 2010, the new not-for-profit “Canadian Science Publishing” was incorporated.  This step paves the way for the new company to prepare for the transfer of the NRC Research Press titles and publishing operations later in the year.  Authors and subscribers can be assured that the new NRC Research Press and the National Research Council remain committed to delivering high-quality journals on time.

NRC-CISTI transformation process included extensive consultations with clients and stakeholders that took place in April, May and June 2009. In all, we consulted with more than 500 clients and stakeholders from NRC, Government, Academia, health and industry, as well many staff.  Based on your feedback we developed a strategic framework and are in the process of completing a branding exercise. I invite you to consult our new website as we continue updating it to reflect our new services and strategic directions.  Your feedback is always appreciated.

Pam Bjornson
Director General, Canada Institute for Scientific and Technical Information

The Future of National Libraries

The National Library of Scotland (NLS) has released a discussion paper looking at the influences that will shape the NLS and other national libraries around the world.

Some key influences:

• Changing patterns of publishing
  • Shift to digital publishing
  • Digitisation
  • Too much material?
  • Intellectual property
  • Electronic legal deposit
• Changing patterns of customer needs and behaviours
  • Demographic changes
  • Changing information-seeking behaviour and expectations
  • Other user groups
• Competition
• Political influences
  • Meet topical political priorities
  • Minimise costs
  • Constitutional change
• Organisational change
  • Workforce skills
  • Leadership and agility

Report: Thriving or Surviving: National Library of Scotland in 2030 [PDF]