Legal Deposit and the Internet Reconciling Two Worlds ECDL2001 Workshop September 8 th, 2001 « What’s Next for Digital Deposit Libraries ? Preserving Online Content for Future Generations »

1. THE CONTEXT : DELIBERATION AND INVESTIGATION : IMPLEMENTATION / EXPERIMENTATION 4. QUESTIONS WITHOUT ANSWERS 5. GLOBAL ARCHIVING OR SELECTIVE DEPOSIT ?

1. THE CONTEXT Bibliothèque nationale du Canada / National Library of Canada Bibliothèque nationale du Québec since 1968 since 1953 A double obligation of legal deposit for Québécois publishers provincial level federal level

Bibliothèque nationale du Québec (November?) Amalgamated with the Grande bibliothèque du Québec Institution becomes a government agency Institution is created + legal deposit becomes effective

The law respecting the Bibliothèque nationale du Québec (Lois refondues du Québec, c. B-2.1) “ A who a document must, with each edition, deposit for free with the Library within of its publication. ” (article 36) publisher publishes 7 days 2 copies public availability conservation

A PROGRESSIVE GROWTH SINCE books + artist’s books periodicals musical scores 1982 maps plans 1992 art reproductions microforms postcards posters prints sound recordings electronic documents

THE RESULT ! titles Printed books and brochures (private sector) Musical scores Maps Serial publications (newspapers, magazines, annuals) Visual documents Sound recordings Microforms […………………...] TOTAL Printed books and brochures (Québec government) BNQ Collections acquired mostly through legal deposit (as of March 31 st, 2000) Québec government : circa 9 000

« Tangible » electronic documents acquired through legal deposit titles Total : titles since 1992

In Québec : a growing number of publishers abandon publishing on paper or CD-ROM Since 1997, the Québec government : operates a marked shift towards publishing on the Internet suppresses its program of automatic and free deposit throughout a network of deposit libraries For several years, documents published by the Québec government : have been a priority for the Bibliothèque nationale du Québec 2001 : priority granted for the implementation of legal deposit for publications distributed over the Internet Meanwhile... A LOT IS HAPPENING IN THE FIELD OF ELECTRONIC PUBLISHING !

Discussions with various groups and organizations ORGANIZATIONS WITH HERITAGE CONCERNS Chantier en ingénierie documentaire du gouvernement du Québec : DELIBERATION AND INVESTIGATION National Library of Canada Archives nationales du Québec

Discussions with various groups and organizations ORGANIZATIONS WITH HERITAGE CONCERNS ORGANIZATIONS WITH ACCESSIBILITY CONCERNS Chantier en ingénierie documentaire du gouvernement du Québec : DELIBERATION AND INVESTIGATION Direction des inforoutes et de l’information documentaire - Ministère des Relations avec les citoyens et de l’Immigration (DIID - MRCI) Network of Québec government libraries and documentation centres (RIBG)

Discussions with various groups and organizations ORGANIZATIONS WITH HERITAGE CONCERNS ORGANIZATIONS WITH AVAILABILITY CONCERNS FIELD OF DOCUMENTATION Chantier en ingénierie documentaire du gouvernement du Québec : DELIBERATION AND INVESTIGATION Association pour l’avancement des sciences et des techniques de la documentation (ASTED) Corporation des bibliothécaires professionnels du Québec (CBPQ)

Discussions with various groups and organizations ORGANIZATIONS WITH HERITAGE CONCERNS ORGANIZATIONS WITH AVAILABILITY CONCERNS FIELD OF DOCUMENTATION SPECIAL INTERESTS GROUPS Chantier en ingénierie documentaire du gouvernement du Québec : DELIBERATION AND INVESTIGATION Network of Québec government Web specialists Québec university libraries (CRÉPUQ)

Fall 1998 Principles established by the GTP e (Groupe de travail sur les publications électroniques, BNQ) Discussions with various groups and organizations ORGANIZATIONS WITH HERITAGE CONCERNS ORGANIZATIONS WITH AVAILABILITY CONCERNS FIELD OF DOCUMENTATION SPECIAL INTERESTS GROUPS Chantier en ingénierie documentaire du gouvernement du Québec : DELIBERATION AND INVESTIGATION

OBSERVATION #1 : the wide range of approaches used to gather a national electronic collection THE COLLECTION OF ENTIRE WEB SITES BY ROBOTS THE DEPOSIT (on a voluntary or compulsory basis) OF “DOCUMENTS” CONSIDERED AS AUTONOMOUS ENTITIES INVESTIGATION AMONG NATIONAL LIBRARIES Summer 2000

OBSERVATION #2 : the varying degree of implementation of acquisition programs

OBSERVATION #3 : the lack of an operational preservation program EXPERTISE MUST BE DEVELOPED IN COLLABORATION (libraries, archives, universities, etc.)

1. Networked publications are as important as traditional publications. 2. The program developed must be consistent with the legal deposit program already applied to more traditional publications. 3. The Bibliothèque will have recourse to selection criteria that will be expanded in the course of time. 4. Like traditional publications, networked publications will be deposited at the beginning of their “active life”. 5. The preservation of their content must be ensured. 5 BASIC PRINCIPLES Fall 1998

« Technological progress changed the way libraries carry out their work, but not the reason that they carry out their work. » Terry Kuny, Gary Cleveland, « The Digital Library : Myths and Challenges ». IFLA Journal, vol. 24, no. 23 (1998), p. 107.

IN EVOLUTION RATHER THAN IN THE BREACH FROM ANALOGUE TO DIGITAL STICK WITH WHAT WE HOLD + EXPLOIT NEW POSSIBILITIES

ARCHIVING ? daily labour efficient + simple infrastructure for storage and distribution THE BIGGEST CHALLENGE ?

inherently ephemeral nature of electronic ressources significant financial impact THE BIGGEST CHALLENGE ? PRESERVATION ! ongoing development of expertise + a technologically sophisticated infrastructure

The Web is defined as a space owned by all, but it excludes… any sense of the past any national character (according to Alberto Manguel, La bibliothèque de Robinson. Montréal : Leméac, 2000, p. 43) any national character any sense of the past

: IMPLEMENTATION / EXPERIMENTATION Bibliothèque nationale du Québec Ministère des Relations avec les citoyens et de l’Immigration - Direction des inforoutes et de l’information documentaire Network of Québec government Web specialists June 2000

Developments planned for Phase I [ February 2001 ] 1000 titles Deposit of titles indicated in the Banque des publications gouvernementales diffusées sur Internet (MRCI) Phase II [ October 2001 ] 2700 titles Deposit of titles distributed by 4 ministries : Culture Education Finance Natural Resources Phase III [ June 2002 ] Extension to all government of Québec ministries and agencies Total : 50,000 titles (monographs + serial publications) FTP transfer Online legal deposit form

EVOLUTIONARY SELECTIVE BOLD IN KEEPING WITH TRADITION THE BNQ APPROACH :

SELECTION CRITERIA : NO YES  Internet  extranet (??)  intranet  Independent, coherent publications  « open publications »  « personnalized documents »  monographs  serial publications  documents normally excluded from legal deposit  institutional Web sites taken as a whole  messages  etc. AN EVOLUTIONARY APPROACH

Requirements will be gradually broadened to include other types of publications :  databases  maps and plans  sound recordings  interactive media productions  etc.

 static publication  All the states of a dynamic publication  Successive editions of a static publication  Successive versions of a dynamic publication (according to a pre-established calendar) YESNO

For the moment, we keep all the available formats used to distribute a publication List of preferred formats to be developed.

HUMAN RESOURCES : full-time part-time AN EVOLUTIONARY APPROACH Program development   / Coordination Checking / Recording  Cataloging / Indexing  / Providing online access Technological development 

TECHNOLOGICAL RESOURCES : AN EVOLUTIONARY APPROACH FTP transfer Legal depositCataloging and indexing Project data Defective links (IRIS records for the electronic collection) Hard drive of a microcomputer Freeware to detect defective links (initial quality control of publications) 

SELECTIVE BOLD AN APPROACH... Archiving publications detached from their original site IN KEEPING WITH TRADITION A double risk ! Instituting legal deposit from the beginning Ensuring consistency with the existing program

54 % monographs + 46 % serial publications 74 % PDF + 20 % HTML + 6 % other formats (Mac or PC : Word, WordPerfect, PowerPoint, etc.) involves 22 ministries and government agencies runs from February to September 2001 PHASE I 1054 titles 7 successive waves

NEW LIAISONS FOR THE LEGAL DEPOSIT Liaison for « traditional » legal deposit : linked to the communications service or the documentation service (library / documentation centre) Liaison designated for « electronic » legal deposit : webmaster / infomaster

743 deposited 75 discarded State of project (as of August 20 th 2001) PHASE I 1054 titles claimed 743 titles deposited 707 checked + recorded 534 described + placed online 236 to come Deposit : Processing :

Average time required (minutes) per publication PHASE I LEGAL DEPOSIT (claiming + checking + recording) 21 DOCUMENT PROCESSING (cataloging + indexing + providing online access) serial publication - 41 monograph - original record - 90 monograph - derived record - 28

 free publication : publication on original site + BNQ electronic collection (free access on the Web) Links provided in Iris records...  paid publication : publication on original site + free consultation at the BNQ only  publication from its original site (free or paid) : BNQ electronic collection (free access on the Web)

Budget : discours sur le budget (Québec (Province). Ministère des finances  Format PDF  Format HTML Format PDF 1997/ / /2000 Format HTML 1997/1998 ©© Bibliothèque nationale du Québec.

4. QUESTIONS WITHOUT ANSWERS « Independent, coherent entity »… self-sufficient ? circumscribed ? impermeable ? delimited ?

HUMAN RESOURCES : full-time part-time Program development   / Coordination Checking / Recording  Cataloging / Indexing  / Providing online access Technological development    

TECHNOLOGICAL RESOURCES : w w w Online legal deposit form (including project data) +  $ $ Mecanism for offering paid publications Management of successive versions for dynamic publications  Specialized query interface for the electronic collection

Reuse of metadata Choice of preferred formats Extension to : other documents other sectors Intellectual property

INTEGRAL COLLECTION OF WEB SITES BY ROBOT SELECTED ENTITIES CONSIDERED INDEPENDENT AND COHERENT + respects the interrelated character simplifies the collecting operation - loss of functionalities long-term conservation not addressed collecting necessarily incomplete 5. GLOBAL ARCHIVING OR SELECTIVE DEPOSIT ? + highlighted for heritage reasons targeted allocation of resources - selection criteria difficult to define sometimes, difficult to extract a document from its original context

Documentary research perspective Archival perspective Regular archiving of entire Québec government Web sites

Bibliothèque nationale du Québec 2275, rue Holt Montréal (Québec) H2G 3H1 Danielle Léger Coordonnatrice, Section du dépôt légal Direction des acquisitions  : (514) ,ext. :

Cited Sources Bernier, Gaston, « Les ressources documentaires des bibliothèques de demain ». Documentation et bibliothèques, Oct.-Dec. 2000, pp Dépôt légal des publications électroniques : document de réflexion. Montréal : Bibliothèque nationale du Québec, Oct Kuny, Terry et Gary Cleveland, « The Digital Library : Myths and Challenges ». IFLA Journal, vol. 24, no. 23 (1998). Manguel, Alberto, La bibliothèque de Robinson. Montréal : Leméac, p. Phillips, Margaret E., « Ensuring long-term access to online publications ». JEP : The Journal of Electronic Publishing, vol. 4, no. 4 (June 1999).