Summary of Information Obtained from the National Survey on the Management of Australian Physical-Format Digital Publications Held by Australian National and State Libraries
- Background
- Acquiring Australian Physical-Format Digital Publications
- Surveying Collections of Australian Physical-Format Digital Publications
- Providing Bibliographic Control of Australian Physical-Format Digital Publications
- Providing Access to Australian Physical-Format Digital Publications
- Preservation of Australian Physical-Format Digital Publications
- Potential for a Collaborative Approach to the Management of Australian Physical-Format Digital Publications
Background
The purpose of this survey was to collect information on the management of Australian digital publications which are distributed in multiple copies in physical-formats. There is as yet no universally accepted terminology to describe this category of publication. In this survey, we have used the term physical-format- other terms sometimes used to describe this category of publication include hand-held, physically tangible and portable. All are potentially misleading but, for the purpose of this survey, essentially cover CD-ROMs and floppy disks. CD audio, video and DAT are not included in this survey, but will be considered at a later stage.
The National Library collected information on this category of material from State Libraries as background to the two day consultative meeting held on 27 and 28 October 1997. The aim of this meeting, at which the National and State libraries and the publishing sector were represented, was to continue the process of developing a national strategy for digital library resources.
The following results are based on the surveys that were completed and returned from all nine National, State and Territory Libraries:
- National Library of Australia
- Library and Information Service of WA
- State Library of SA
- State Library of Tasmania
- State Library of Victoria
- State Library of NSW
- State Library of Queensland
- Northern Territory Library
- ACT Library Service
These are deposit libraries with responsibility for the long-term preservation of Australias published output.
The survey addressed selection and acquisition of Australian physical-format digital publications, the nature of current collections, the type of bibliographic control of these collections, access arrangements, preservation practices, and storage and labelling practices.
Acquiring Australian Physical-Format Digital Publications
How Libraries Acquire this Material
Most libraries acquire physical-format digital publications both actively and passively. However, one library collected only passively and one library only actively.
Four libraries acquire physical-format digital publications under legal deposit legislation, three under a voluntary deposit agreement, and three under voluntary deposit but with no formal agreement. All libraries also purchase publications.
All but one library acquire second copies of some physical-format digital publications. Five for access within the library, one for preservation, and one for both access and preservation.
Libraries use a range of sources to locate material for acquisition:
|
Source |
Number of Libraries |
| The Directory of Australian & New Zealand CD-ROMs |
2 |
| Australian Multimedia Catalogue |
1 |
| National Bibliographical Database |
5 |
| Publishers and vendors catalogues |
9 (all) |
| Journal, magazine and newspaper reviews |
8 |
| Public/client suggestions |
2 |
| Soliciting legal deposit via advertisement |
1 |
| Shops |
1 |
How Libraries Select Publications for Acquisition
Five libraries have a collection development policy/guidelines that specifically address physical-format digital publications. In addition to these policies: - two states legal deposit legislation provisions address this material, - one library has acquisition guidelines specifically for purchasing physical-format digital publications, and - one library uses format as a selection criterion (i.e. which format best provides access to the information?)
The other four libraries are currently developing a collection development policy that will cover physical-format digital publications. In the interim, criteria used to select material are as per the standard collection development policy (regardless of format). For all State libraries except one, this means that they will collect all the physical format publications produced in their state. Some states consider if the item is supported by existing systems, and whether it is the best format in which to acquire the information. One library reported that items containing unique information will be collected.
Surveying Collections of Australian Physical-Format Digital Publications
Five libraries have been collecting CD-ROMs, and six have been collecting floppy disks for more than five years.
The size of the collections of CD-ROMs and floppy disks held in Australian National and State libraries ranges from 95 to 3530. The numbers reported raise quite a few questions and may need to be clarified as libraries provided different data. Some counted all Australian titles, others made a distinction between Australian and State ones for which they took preservation responsibility. Many libraries were uncertain of their numbers as this material is difficult to find once it is in the collection. There is clearly a need to develop strategies to identify this material when it is acquired and perhaps to develop uniform practices for describing it.
Responses to questions relating to the useability of the products indicated the difficulty libraries have of measuring this. Two libraries believe their entire collections are in a useable state, one believes 99% of their collection is useable. One library reported that about 8% of their collection of physical format digital publications are unusable because of a large collection of obsolete software produced for the educational market. In 1995, one library undertook a small sample survey and found that about 2% of items were unusable due to obsolescence.
Four libraries are unsure of what proportion of their collection is unusable primarily because they do not provide access to much of the material, and do not regularly check material for useability.
Providing Bibliographic Control of Australian Physical-Format Digital Publications
All libraries catalogue physical-format material onto the National Bibliographic Database. Three libraries indicated that for non-preservation material they catalogue only onto a local system.
Information Desired by Libraries on the Packaging/Labelling on the Publication
| Hardware platform | 75% |
| Processor speed | 75% |
| RAM | 75% |
| Hard disk space | 75% |
| CD-ROM drive speed | 75% |
| Type of monitor | 75% |
| Resolution | 63% |
| Sound card (+ version number) | 75% |
| Operating system (+ version number) | 75% |
| Other software (+ version number) | 63% |
| Software drivers (+ version number) | 75% |
| Minimum requirements for operation | 75% |
| Recommended requirements for operation | 88% |
| Information on whether software is supplied | 88% |
| Year of manufacture | 100% |
| Copyright warning | 88% |
| Licensing conditions | 100% |
How Material is Catalogued
Most libraries (2 always; 5 sometimes) base their cataloguing of CD-ROMs and Floppy Disks by viewing the title screen. When viewing the screen is not possible, five libraries reported it was due to lack of equipment, three due to lack of human resources, and two due to lack of financial resources. One library noted that if the disk accompanies a book, the title screen is not viewed.
Six libraries copy catalogue more than 60% of physical-format digital publications, one library copy catalogues 50%, one more than 40% and one 7%. All libraries sometimes edit these copy catalogue records to include additional information.
From the survey it was not clear if all libraries catalogued preservation material on the NBD. The provision of preservation management information in a uniform way in the bibliographic record is an important issue. A commitment to do this and strategies are needed to ensure this is recorded.
Providing Access to Australian Physical-Format Digital Publications
Licensing Arrangements
Licensing arrangements vary considerably between libraries. Some libraries reported that they adhere to standard licensing conditions set by the manufacturer/producer, and these may allow either networked or stand-alone access. Other libraries noted that they negotiated less restrictive agreements for particular categories of items but used the standard arrangements for purchased second/access copies.
One library receives a range of CD-ROMs under a voluntary deposit agreement. This material is accessible to single users but is not networked. Two libraries noted that they negotiate for downloading/printing rights within current copyright provisions.
Networking Arrangements
Most libraries reported that they network CD-ROMs. The details depend on the license used, be it set out in the standard agreement, or an agreement negotiated on the basis of anticipated use and cost. Others report that they use multiple single-user licences. Most libraries noted that they used standalone computers in addition to their network.
Hardware and Software Available for Users
All libraries reported the availability of hardware and software for users, either networked or standalone. The amount of equipment available varied greatly between libraries. One library noted that they do not have equipment for public use of floppy disks.
Interlibrary Loan Arrangements
No library loaned CD-ROMs, primarily due to licensing agreements. One library reported that they loan floppy disks, however, only by arrangement and from the general collection only.
Other Access Arrangements
Two libraries reported that access to material not usually available in the main reading room is possible by prior arrangement.
Usage Statistics
Six libraries keep statistics on the use of physical-format digital publications. Two libraries do not. The question did not go into at what level this was kept - whether it was manual or automated. If adequate systems data can be readily available it would be a way to reassure the publishers that their products are being used appropriately by libraries.
Preservation of Australian Physical-Format Digital Publications
Preservation Intention
Each state intends to provide long-term access to the material created in their state, but most have not actively addressed the preservation issue beyond appropriate storage.
Eight libraries indicated that they intend to provide long-term access to this material. Only two of these libraries have preservation policies which cover this material.
Two libraries have consulted with suppliers/producers to determine their needs and preferences with respect to the preservation of physical-format material. One indicated that there was some consultation during the development of voluntary deposit agreements. The Collection Development Unit of the other library has held informal discussions on a case by case basis with suppliers as they change over to digital publications. Where suppliers have not considered the preservation implications of digital technology, this library encourages the continuation of the paper copy until these issues have been resolved.
Development of Strategies to Overcome Problems with Technological Obsolescence
One library is developing guidelines for selecting materials to be preserved, identifying hardware and software requirements, and experimenting with methods of media migration. This library did not think it was possible to migrate to a single standard format.
One library had considered the creation of microform copies of crucial documents should the production of paper copies cease. If this were to happen, they anticipated that migration of the electronic format to another format would also be attempted, to preserve the integrity of the item.
Those libraries that are not yet developing strategies in this area are reviewing current activity, and indicated an awareness of the need to work with other organisations to develop appropriate policies.
Back-up copies
Four libraries keep/have copies of this material in print formats. One library also kept copies in an unspecified other format. One noted that in some cases the CD-ROMs are the copies, for example of the Librarys photograph collection. Two of the libraries pointed out that the duplicate copies are not specifically collected for preservation purposes.
Responsibilities
An indication of the complexity of the management task is that in all libraries, responsibility in relation to physical-format digital publications is distributed between at least three and up to five sections of the library.
Although the names vary between libraries, the nature of the sections involved are reflected in this list:
- Collection Development & Management
- Acquisitions
- Technical Services/Bibliographical Services/Cataloguing/Materials Processing
- Stack Services
- Information Technology Section
- Reference Services
- Preservation Services
Storage
In five libraries, no additional resources have been allocated to manage publications in physical-format. One library indicated there had been a reallocation of resources within Preservation Services. Three libraries reported that there had been an allocation of additional resources. One noted that this was because there had been about a 20% shift from the purchase of books and serials to electronic resources over the past decade.
Two libraries store physical-format material in the main collection, three in a separate run, and four in some combination of separate and joint runs. One of those using a combination of the two storage methods has moved to a separate run for material acquired since 1996.
If the physical-format material accompanies a publication in print format, five libraries store the item together, two separate the physical-format item, and two libraries reported that the method of storage depended on whether the publication formed part of their preservation or general collection. Sometimes this decision will be made depending on whether the item can be securely attached to the item. Two others reported the use of polypropylene boxes to safely store the components together.
Security arrangements
Security arrangement varied considerably between libraries. Five libraries reported that physical-format digital publications are available only on closed or controlled access. Security tags of some description are used by six libraries; these are usually applied to the containers in which the material is stored. Although mainly for bibliographic control, bar codes were reported as being used as a security measure by six libraries (probably on accompanying material). Pro-loc boxes were reported as being used by one library as a security precaution.
Identification
All libraries except one label these materials. Each respondent noted that this was done on the case or packaging rather than directly onto the item.
Adequacy of the current bibliographic record
Five libraries believe the bibliographic record does not provide adequate information for the preservation management of this material.
Potential for a Collaborative Approach to the Management of Australian Physical-Format Digital Publications
All libraries favour a collaborative approach to the management of this material. Seven thought responsibility should be distributed between all state libraries and the National Library. Two suggested there should be other partners involved, perhaps the National Film and Sound Archive, university libraries, major regional public libraries, parliamentary libraries and large government departments.
Eight libraries thought that the basis for assigning long-term responsibility for material should be geographic, as is the case for printed material where publications in or about a state are collected and preserved by that state library. This matches the existing legal deposit model. Other possibilities canvassed were genre or format, e.g. academic institutions may accept responsibility for educational material.
For further information contact:
- Charu Sood
National Initiatives and Collaboration Branch
National Library of Australia
Telephone: +61 (0)2 62621571
Facsimile: +61 (0)2 62734535
E-mail: csood@nla.gov.au
Check Out the Survey Questions or Return to the National Consultative Meeting
Last updated 12 November 1997
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