1. Description Policy of the National Library of Finland Tuula Haapamäki Bibliography in the Digital Age IFLA Satellite Meeting 9.8. 2012 Warsaw

2. Strategic framework Missio The National Library ensures the availability of the published national heritage in the community. It disseminates and produces information content for research, education, citizens and the community and develops services jointly with the library network and other players in the information society. Vision National treasures for all Spearheads (focal points) Strategic targets Values We are competent and keep advancing professionally, we work together, we are explicit and reliable in our work, our national heritage is always present, we promote access to information. Offer superior digital-age preservation and service solutions Offer superior digital-age preservation and service solutions Promote the success of the Finnish scholarly community Promote the success of the Finnish scholarly community Promote citizens’ access to information Promote citizens’ access to information Electronic deposit Electronic deposit Long-term preservation of the national heritage Long-term preservation of the national heritage Transparency and compati- bility of information systems Transparency and compati- bility of information systems Open metadata for joint use Open metadata for joint use Open digital user services Open digital user services Availability of digital services in research environments Availability of digital services in research environments Digitisation of unique, nationally significant materials Digitisation of unique, nationally significant materials Availability of digital services in citizens’ usage environments Availability of digital services in citizens’ usage environments The strategy of the National Library of Finland 2013-2016

3. Collection Development Policy Preservation Policy Digitisation Policy Description Policy of the National Library of Finland

4. CONTENT of the Description Policy 1. Introduction: descriptive metadata 2. Definition and protocol of description assignment 2.1. What is description 2.2. Description standards, recommendations and guidelines 3. Description policy as a tool of strategic management 4. The National Library of Finland as an international development operator 5. The National Library of Finland provides guidance and support 6. Targets and fields of the description policy of the National Library of Finland 6.1. Activity related to the National Bibliography of Finland 6.2. Description of National Library collections 6.3. Description of material to be digitised

5. The description policy defines the principles of description of all library material separately the responsibilities of NBA research collection historical collections archive material material to be digitised Description employs international and derived national standards Descriptive metadata is an indispensable digital library infrastructure Efficient description makes library collections and materials readily available to the end user Bibliographic description and generation of metadata are National Library core responsibilities and strategic focuses Goal: social production and open distribution of metadata co-operation - decentralisation - nationally and internationally - tools developed in a network environment.

6. Some current issues in cataloguing Finnish National Bibliography Sinikka Luukkanen National Library of Finland National Bibliography Bibliography in the Digital age - Guidelines and examples IFLA Satellite Meeting, Warsaw, August 9, 2012

7. How to rationalize our cataloguing of various digital resources? Questions about the quality requirements of National Bibliography records Some sketches of records The work flow process of digitization and getting metadata

8. How to produce metadata in National Bibliography efficiently?  “National bibliographic agency (NBA) should take responsibility for preparing extensive bibliographic records of the national imprint.” IFLA Recommendation, 2002  “The responsibility of the NBA to create extensive records was predicated on print resources and is no longer sustainable.” (IFLA Working Group on Guidelines for National Bibliographies, 2009)  In International Standard Bibliographic Description, ISBD (2011) says nothing about cataloguing levels.  “Efficient bibliographic description makes library collections and materials readily available to the end user. “ (Description policy in National Library of Finland, 2012) It is not difficult to make extensive NB-records, it is more difficult to make economic records for all the needs of National bibliography and guarantee the access.

9. Metadata as by-product of digitization Ephemera-project (2008-2012) funded by EU o focused on developing functional workflows in digitizing ephemera collections - as a result of this project we get customized bibliographic metadata for ephemera items almost automatically –in the docWORKS post-processing system the digitized object was catalogued in a customized form using MODS (Metadata Object Descreption Schema) - besides ephemera metadata, it is possible to make bibliographic descriptions of various content types with different cataloguing levels

11. Digitized Ephemera: Component part record NB-number fd2011-pp00000357 Standart id. URN:NBN:fi-fd2011-pp00000357 urn Cataloguing source FI-NL Launguage fin Personal name D.S. Hector. Title Salaisia kaunistuskeinoja ym. Reseptiä (=Secret beauty advice etc. Recipes) Publ., distribution, etc. Uusikaupunki : K. Valovuori, 1919. Physical description 17 s. Reproduction note Digital copy : Mikkeli, National Library of Finland, Preservation and Digitization Center Subject kauneudenhoito (=Beauty care) Genre ohjeet (=Instructions) Host item entry Ephemera: fdpp2011002 - Art of living Add. Physical form entry Original copy : National collection, Signum: Art of living E-location & access http://urn.fi/URN:NBN:fi-fd-2011-0002614

12. Online resources Finnish national output 2011 in National Bibliography: 13 000 new monographs of which 7% online resources –a part of them is received as deposit copies with no associated metadata other than ISBN + title 1600 new serials of which 25% online resources –no publisher’s metadata available

13. Problematic online resources  Published by small publishers, lots of self-publishing  Often small in size - like booklets or articles  Their life is short on the internet  Difficult to apply our selection principles  Temptation to catalogue them as low level as possible  Sometimes difficult to decide what are the adequate access points  However: National Bibliography might be the only place where the metadata of these resources is organized for information retrieval in the future  Our mission: to give a proper picture of country’s publishing output

14. New environment - new methods The amount of electronic resources is increasing – human resources in cataloguing are decreasing – anyhow the access and the metadata should be guaranteed Our new content standard (International Standard Bibliographic Description consolidated ed. 2011) defines today only the mandatory areas for bibliographic descriptions. The Guidelines for National Bibliographies: The level of metadata should be determined by the significance of the resource in relation to the national imprint. Are there any shortcuts to handle electronic resources? Should we forget those part of bibliographic description which are typical of National Bibliography records and give the records additional value?

15. Many titles from the same author in one Marc record 041$a eng 080$a 915 100$a Jussila, Tapani. 245$a Guidebooks: $b Japan / $c Tapani Jussila $f 2009-2010 260$a [Jyskä] : $b Nettikirja.com, $c 2009-2010 300$a 23 e-books. 650$a travel guides 700$a Jussila, Tapani. $t Buying electronics in Japan. 700$a Jussila, Tapani. $t Nightlife in Tokyo. 700$a Jussila, Tapani. $t Traditional dish in Japan. 700 … and 20 other titles like these 856$u http://urn.fi/URN:NBN:fi-fd2012....

16. Many titles from different authors by the same publisher 041$a eng 080$a 820 $x -3 080$a 820 $x -1 245$a Poetry and prose in English from xPress(ed) $f 2003-2004. 260$a Espoo : $b xPress(ed), $c 2003-2004. 300$a 68 e-books. 700$a Collin Sorin, Wendy. $t Pie pieces 700$a Glass, Jesse. $t Puppet psalms. 700$a Edwards, Kari. $t Null set. 700… and 65 other titles like these 856$u http://urn.fi/URN:NBN:fi-fd2012.......

17. Access to open resources on the net  Are National Bibliographies responsible for giving permanent links in their records? o In Finland over 10% of links (from a printed resource record to the similar content on the net) are broken after one year, and the amount is multiplying in the long run o We have picked up broken links, fixed them if possible, or deleted them if no resource is available o Is it worthwhile to check the links and fix them? o Does it matter if there is a broken link in a record? o Has anybody added links also to the Internet Archive?  One choise is to use only the permanent addresses to the deposit copy collection. These links are guaranteed and they are in our own hands like the resources are.

18. Thank you for listening! sinikka.luukkanen@helsinki.fi