National Consultative Meeting on the Management of Australian Physical-Format Digital Publications
Report of the First National Consultative Meeting on the Management of Australian Physical-Format Digital Publications
National Library of Australia, October 27-28 1997
- Introduction
- Day One: Issues Arising from Discussion
- Day Two: Overview of Each Library's Strategic Directions and Initiatives in the Digital Area
- Day Two: Discussion of Possible Strategies for the Management of Physical-Format Digital Publications
- Action Items Arising from the Meeting
1. Introduction
The National Library recently convened a meeting of invited publishers and content providers of Australian publications on CD-ROMs and floppy disks, and representatives of the National and State Libraries. Forty people attended the two day forum held at the National Library. The purpose of the meeting was to seek agreement on key principles and an understanding of responsibilities related to the provision of long-term access to digital publications in physical-formats. It was acknowledged early in the day that to ensure continued access to information originally published in this form, long and short-term strategies must soon be agreed upon and implemented.
Through a series of presentations and group discussions, issues including legal and voluntary deposit, copyright, access, licensing, collection development, cataloguing, and preservation paths were grappled with. Information from surveys conducted in the months prior to the meeting provided a basis for the discussions. Summaries of the survey results and copies of the presentations are available on the National Library website.
A common thread throughout the meeting was an exploration of the roles and responsibilities of content providers, software developers, publishers, librarians and others bodies. A major outcome was the recognised need for cooperation and collaboration between these groups.
Following the discussion with publishers and content providers, the library representatives met for a second day to formalise the outcomes of the discussions into a plan of action for libraries. The aim of this action plan is to progress the development of strategies for the long-term preservation of access to significant Australian publications.
While the meeting recognised that many publications currently in a physical-format are likely to become online publications in the future, the management implications of this for libraries is unclear. It seems likely that information will continue to be published in some kind of digital physical-format and there will be a continuing need to manage these. The much bigger issue of management and preservation was not tackled at this two-day meeting. The National Library is planning a forum to be held towards the end of 1998 which will cover all aspects of access to networked information.
2. Day One: Issues Arising from Discussion
2.1. Need for a standard agreement covering the use of physical-format digital publications in deposit institutions
Concern was expressed by publishers over the commercial implications of how access is provided to deposited materials. There was general acceptance for the provision of single-user, standalone access. If networked access is to be provided, it was widely thought that network licenses should be purchased. An alternative view is that if libraries can guarantee single user access, it is not important if this access is via a network.
The need for a standard, national agreement covering acquisition and use of legal deposit physical-format materials was identified. It was recognised that there may be different access provisions for deposited and purchased copies. This common agreement will be developed by a taskforce consisting of representatives of publishers, the multimedia industry, copyright holders and libraries. Library representatives expressed the need for this agreement to allow reformatting data for management and preservation purposes. Given the number of parties involved, a single agreement may be difficult to achieve. An early issue identified by the publishers was the dependency of the creators of the physical format materials on third party software. The flexibility of publishers in negotiating deposit and access agreements could be affected by the terms of their software license.
2.2. Promotion of legal deposit
Participants generally accepted the need for legal deposit but recognised that there was unlikely to be uniform legislation throughout Australia. Consequently, it was proposed that legal deposit be accompanied by a common agreement on the use of deposited copies.
Librarians pointed out the potential value of legal deposit to publishers. The presence of publications in legal deposit institutions makes them accessible to a wider audience, and to markets that the publisher may not have targeted. Publishers noted that this can be reflected in increased sales. Consequently there is an opportunity to promote the concept of legal deposit to publishers of physical-format materials. When promoting legal deposit, acknowledgment of the depositing organisation via library catalogues is another benefit that can be highlighted.
2.3. Cooperation with other partners
The meeting operated on the assumption that state libraries and the National Library would take prime responsibility for preserving physical-format digital publications. Participants valued the opportunity for collaboration afforded by the meeting, and acknowledged the need for ongoing cooperation. There was agreement on general principles that any strategies and standards developed should not have a negative commercial impact on publishers.
Suggestions were made to enlist interest from other partners such as the printing industry, research centres, universities, cross format publishers, educational sector publishers, software developers, Governments, producers of products associated/included with print publications, experimental publishers, and public relations/marketing groups. In some cases, such as the printing industry, a benchmarking partnership may be helpful. The danger of focusing on commercial publishers as represented by the publishers associations was noted, because in the area of physical-format digital publications there are many non-commercial publishers and a range of other producers such as government departments and small independent publishers who produce large numbers of CD-ROM products for specialised markets.
2.4. Definition of the relationship between libraries and publishers
It was recognised that the interests of publishers and libraries converge. Both groups acknowledged that there is a role for long-term preservation which does not threaten the commercial viability of publishers. As Australian citizens, publishers pointed out that they have the national good at heart so are willing to cooperate in the preservation task while it does not have adverse commercial impact on their business. They also hoped there would be a genuine follow through on the promises of consultation, cooperation and collaboration.
While publishers were interested in the management task facing libraries, they noted that libraries must first articulate their requirements. The suggested outcome of the meeting was a document that clarified the libraries position on the various issues considered at the meeting, particularly those that impact upon publishers, to serve as the basis for further discussion on specific issues.
It was noted that the publishing model is changing. Information is now bypassing libraries and being disseminated directly to users. Libraries then face the task of identifying and retrieving this information. Where Australias documentary heritage was once held in libraries and archives, it is now more widely distributed. An option to enter into partnerships with those that create and promote the heritage until they choose to be no longer involved in this role was canvassed. However, publishers are not libraries. Publishers present indicated strongly that they have no charter to preserve access to their information and will do so only for as long as it remains commercially viable. This model also raised the question of what happens to their information when publishers go out of business.
The possibility of publishers providing library-friendly versions of their publications was also raised. These may be copies without hard coding or logical devices that prevented reformatting. Publishers indicated that this was worth exploring but would depend on the ability of libraries to protect copyright. Further consultation would be helped by libraries explaining to a wider range of publishers, what they were trying to achieve.
2.5. Technical Issues
There was recognition that many technical issues are important in themselves, but also in the way they affect libraries' ability to manage their collections. While acknowledging that technical issues should be seen in the light of what we are trying to achieve and should not be allowed to completely drive the agenda, many management questions such as how many titles and how much of each title we can afford to preserve have a technological edge. These questions cannot be addressed without a better understanding of the relevant technical barriers and possibilities. This requires more research effort and greater sharing of information. Much of the discussion focused on how this could be encouraged.
A number of preservation paths were discussed - migration, emulation, use of standards to give backwards and forwards compatibility - and what would be needed to make them feasible. All were recognised as complex and uncertain. Although difficult, migration by libraries was considered the most likely path at this stage. It could be supported by publishers supplying publications in preferred formats, providing more easily migratable versions, and supplying more technical information. Publishers indicated a willingness to help, especially in regard to supplying information required by libraries through their product labelling practices. They would be willing to collaborate with libraries in discussing how this could be achieved.
In such a context, the overriding issues coming out of the discussion were:
- the desire to preserve both the look and feel and content of the publications; while acknowledging that for some categories of material (eg multimedia), the former may not be achievable - multiple preservation paths may need to be followed
- the complexities libraries face in dealing with large quantities of heterogenous data
- the need for libraries to find cost effective solutions-not all publications will justify the high costs of preserving them
- the need to be selective, to articulate the rationale for selection, and to share that information with others
- the need for further research in this area, both pure and applied, and both within libraries and wider
Participants acknowledged that technical issues shouldnt be the driving force in the preservation task. There is a need to be clear about what were trying to achieve before tackling the technical obstacles. Many of the technical issues need to be addressed at a management level first.
The comparative importance of look and feel against content must be considered in relation to resource issues. Emulation was seen as a complex option. Migration was considered a better alternative at this stage. It was noted that this is not just a library problem so should not be worked on in isolation. Publishers and library representatives agreed that publishers could not be expected to migrate their own information, although there may be the opportunity to obtain the information in a standard or preferred format, at no cost to the publisher.
Participants agreed that progress with research required identification of the problems and of potential partners such as universities, industry groups and other cultural sectors. The profile of the need for research also had to be raised, including raising the awareness at government level of the complexities involved in ensuring continued access to this material.
Because this not just a library problem, we should not work in isolation. There was a need to be aware of developments overseas. The need to identify some exemplar projects was also seen as a useful strategy.
3. Day Two: Overview of each librarys strategic directions and initiatives in the digital area
A representative from each library provided a short overview of their librarys strategic directions and initiatives in the digital area. This revealed that there is considerable activity in digitisation. Although few institutions had developed programs for preserving physical-format digital publications, they had planned to manage their own digital publications. It was noted that activities in this area were resource intensive.
It is intended that summaries of the information presented by libraries will be available on the National Library's website. Additional information is contained in the summaries of the surveys that are accessible via the same address.
4. Day Two: Discussion of Possible Strategies for the Management of Physical-Format Digital Publications
4.1. Identification of Australian publications in physical-formats
The range of people involved in publishing and preserving digital information in physical-formats is extensive. It was acknowledged at the meeting that there is not a clear picture of who is publishing in this format and what is being published. Self-publishers are becoming more common. It is therefore more difficult to determine what is being published. A study of the industry to determine who is publishing digital information in physical-formats was proposed.
The results of an analysis of holdings by the National and State libraries of Australian publications on CD-ROMs and floppy disks were presented at the meeting. These highlighted that deposit libraries hold only 35% of the publications identified in the analysis. This presents the challenge of how to identify and collect the considerable proportion of material that is not yet getting into libraries.
However, it was also acknowledged that not all publications would fall within the collecting priorities of libraries. Given that the task of preserving digital information is liable to be resource intensive, libraries need to clearly define what information is worth preserving. The possibility of examining the nature of the 65% of titles from the analysis that are not held by National or State libraries is being considered. This should provide information on whether the publications that are currently not being collected should be represented in the collection.
The issue of identifying material that is currently held in library collections was raised. Different institutions are cataloguing and storing this material in different ways. When asked in a recent survey to indicate the number of Australian CD-ROM and floppy disk publications they held, most libraries expressed some uncertainty with the figures they gave. A consistent way of surveying the collections of physical-format digital publications is required for any strategies to be effective.
4.2. Collection development for preservation purposes
Collection development for short-term use remains in the domain of the individual library. However, it was thought that the development of a coherent national collection for the preservation of Australias documentary heritage requires further, and probably collaborative, efforts within the library sector. As most state libraries indicated that they would collect material that falls within their existing collection development policies, any agreements and cooperative arrangements would fall within these boundaries.
Agreements need to be reached on what is to be collected as well as what wont be collected. Decisions would ideally be made on content rather than technical issues. The need for selectivity was agreed. It will require considerable sharing of information to avoid duplication of effort. Consequently there is still a perceived need for the National Bibliographic Database (NBD) in some form. For example, it was suggested that the library accepting preservation responsibility for an item should record that intent on the NBD at the time of acquisition. However an overall strategy for ensuring a representative national collection to avoid unnecessary duplication of effort is required.
The issue of what commitments are given regarding legal deposit material was considered. Given the unpredictable nature of technology, some participants thought it was not possible to give a guarantee that deposited material would be preserved. It was only possible to notify that it was intended to preserve the information content of the item. Because of the resource-intensive nature of managing digital information, it may no longer be the case that all deposited material will be marked for long-term preservation. If this is to be the case, it must be articulated to publishers and to the community.
4.3. Research
The questions of how publications can be preserved and what resources will be required still need to be answered in order to support decisions about what should be preserved and by whom. A research agenda needs to be developed, including at least:
- develop clearer costings of the preservation task as a management tool and to allow priorities to be established
- build a business case before taking action
- undertake a detailed mapping of the industry to identify what is being published, and who is publishing
- identify relevant research currently underway in Australia and overseas
- develop ways of sharing information within the library sector and between sectors
- preservation paths, looking especially at migration between carriers, migration across operating platforms (including migration to the Internet), and emulation.
5. Action Items Arising from the Meeting
1. Draft national policy paper
Develop a position paper on a national policy for the management of Australian physical-format digital publications. A draft is to be circulated to CASL (Council of Australian State Libraries) for comment, input and endorsement. This position paper will then be used as the basis for further liaison with publishers.
- Initial responsibility: National Library
- Completion date: February 1998 (for presentation at next CASL meeting)
2. Develop a standard agreement covering conditions of use of physical-format digital publications deposited in all deposit libraries
Participants in the meeting identified the need for a standard, national agreement covering acquisition and use. It was recognised that this may include different access provisions for deposited and purchased copies. This common statement will be developed by a taskforce consisting of representatives of publishers, the multimedia industry, copyright holders and libraries.
- Initial responsibility: Warwick Cathro (National Library) and Ron Harper (Australian Publishers Association)
- Completion date: Proposal for process (constitution of group, terms of reference, time frame) by the 30 November
3. Study of publishing industry
Publication in the digital world involves an extensive range of parties. It was acknowledged at the meeting that there is not a clear picture of who is publishing in this format and what is being published. A study of the industry to determine who is publishing digital information in physical-formats was proposed.
- Initial responsibility: State Library of Victoria to develop a brief for a small consultancy
- Completion date: Completion of the specification for the study by 24 December 1997
4. Research agenda
Discussions during the consultative meeting revealed gaps in knowledge. Before formulating strategies for the preservation of physical-format digital publications, there is a need to clearly define the issues. Items for investigation include the feasibility of preservation paths including migration, building on the experience and interest of the State Libraries of NSW and Victoria and the National Library; developing clearer costings of the preservation effort as a management tool; and building a business case.
- Initial responsibility: State Library of NSW, State Library of Victoria, National Library
- Completion date: Initial agenda by 24 December 1997
5. Identify other potential parties
It was acknowledged that libraries were not facing the preservation task in isolation. Other parties, such as those with an investment in information stored on CD-ROMs or floppy disks, may be interested in contributing to the task. It may also be possible to incorporate an investigation of technical issues into the plans of projects being funded through grant money.
- - Initial Responsibility: National Library (eg through PADI; to be put on the agenda of the next meeting of
- the New Technologies Working Party by Bruce Arnold, Department of Communications and the Arts)
- Completion date:
6. Identify research being conducted in this area
Undertake a literature search to identify who is researching in this area, both nationally and internationally, and the topics of research. Disseminate via the PADI website. This will assist in defining the problem for which strategies need to be developed.
- Initial responsibility: National Library
- Completion date: 24 December 1997
7. Promotion of legal deposit concept to publishers
Publishers who participated in the meeting indicated that the deposit of publications may be increased by promoting the concept of legal deposit, emphasising the services it can provide to publishers. For example, it was noted that the access to legal deposit publications in libraries has resulted in increased awareness, and subsequent sale, of the publications in non-target markets. The first task is to develop a set of messages for stakeholders (publishers, community, Cultural Ministers Council) and a strategy for their promotion.
- Initial responsibility: State Library of SA, Library and Information Service of WA
- Completion dates:
- a) Propose for inclusion on the agenda of the meeting of marketing representatives of the
- State Libraries in December 1997
- b) Plan to be presented to CASL in February 1998
8. Promote the use of NATSTATLIBs
Encourage the use of NATSTATLIBs (a closed discussion list) as a focus of discussion on this issue by representatives of the National and State Libraries.
- Initial responsibilities:
- a) Each Library to ensure that relevant people are subscribed
- b) National Library (Pam Gatenby) to write to State Librarians to promote the use of NATSTATLIBs
- Completion date: mid November 1997
9. National bibliography
There was a perceived need among participants of the meeting for a national bibliography to assist in sharing information about items that have been selected for long-term preservation. If accessible to the public, such a bibliography would be a source for acknowledging publishers who have deposited publications in libraries via legal or voluntary deposit.
- Initial responsibility: National Library will consider and discuss issues
- Completion date: no time frame
10. Investigate partnerships with Cooperative Multimedia Centres
Cooperative Multimedia Centres (CMCs) were identified as potentially being involved in research that may relate to the preservation of digital publications in physical-format. The initial task is to increase the awareness of CMCs to the issues, investigate the formation of partnerships with CMCs and identify any relevant research they are undertaking.
- Initial responsibility: LISWA
- Completion date: 31 December 1997
11. Cooperative relationship with large institutional publishers
Participants in the meeting readily acknowledged the need for ongoing cooperation and collaboration within and between sectors. Initially, this task would involve the investigation of the development of cooperative relationships with large institutional publishers from government, universities and industry.
- Responsibility:
- Completion date: depends on outcome of industry study and organisation of a consultative group between
- publisher and library representatives
12. Alert mechanism for potential loss of information
The notion of establishing a mechanism for alerting libraries to the potential loss of significant information was raised. However, given the currently ill-defined nature of the preservation task, it was considered too early to take action in this area yet. The information required may emerge from the research program or migration trials.
- - Responsibility:
- a) Watching brief for all National and State Libraries
- b) National Library will advise other libraries of the titles involved in their migration trials, and the titles
- which it knows it is unable to preserve
For further information contact:
- Charu Sood
National Initiatives and Collaboration Branch
National Library of Australia
phone 61 2 6262 1571
Facsimile: +61 (0)2 6273 4535
E-mail: csood@nla.gov.au
Return to National Consultative MeetingLast updated 17 November 1997
- Charu Sood
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