Preservation and conservation of the digital documentation in the Catalan Government Special Libraries Mid-Term Conference in Barcelona April 22-23, 2010

2 Offer information and facilitate a debate about the need of preservation and conservation of the digital documentation in the Catalan Government Special Libraries. Present the state of the question ( ). Add ideas and suggestions. Aims of the communication Mid-Term Conference in Barcelona, April 22-23, 2010

3 2006: Creation of the working groups of the Catalan Government Special Libraries (BEG). Precedings 2008: Creation of the working group E-information. Mid-Term Conference in Barcelona, April 22-23, 2010

4 Aims of the E-information group  Study the situation of the preservation and conservation of the electronic documentation generated by the Catalan Government.  Establish contact with organizations of the Generalitat of Catalonia (Government of Catalonia) responsible for edition on a general level.  Publicize the result of the study:  Institutions affected  Managers of the library system of Catalonia  Propose joint actions for preservation and conservation inside the BEG. Mid-Term Conference in Barcelona, April 22-23, 2010

5 Actuations of the E-information group  Contact with the managers of publications and maintenance of web contents of each institution.  Draft a questionnaire about the policies and/or practices of preservation and conservation of the electronic documentation.  Sent the questionnaires to 47 addresses of 36 bodies.  Analysis of results. Mid-Term Conference in Barcelona, April 22-23, 2010

6 Actuations of the E-information group  Responsible for: –The Autonomous Entity of the Official Newspaper and Publications –The Publishing Council  Two departments of the Generalitat that were working on the design of electronic repositories: –Department of Health –Department of Culture and Mass Media Simultaneously contact with: Mid-Term Conference in Barcelona, April 22-23, 2010

7 The questionnaire  Type of electronic documents generated by each body.  Means of communication.  Application of some policies of conservation and his typology for each type of documentation.  Agreement or disagreement in the establishment of common policies.  Agreement or disagreement in the need to create a institutional common repository. Mid-Term Conference in Barcelona, April 22-23, 2010

8 The adressee  Managers of the maintenance of the web or of publications of:  10 Departments  4 General Secretariats  3 General Directorates  10 Minor Organizations Mid-Term Conference in Barcelona, April 22-23, 2010

9 Type of electronic documents generated by own institution Analysis of results. Quantitative results  Bulletins 28%  Memoires 16%  Reports 14%  Monographs 13%  Proceedings 11%  Magazines 10%  Yearbooks 7%  Others 3% Mid-Term Conference in Barcelona, April 22-23, 2010

10 Means of communication Analysis of results. Quantitative results  Web 63%  Intranet 17%  14%  Local net 6% Mid-Term Conference in Barcelona, April 22-23, 2010

11 Type of format for their conservation Analysis of results. Quantitative results  Web 36 %  Local (PC o local net) 32 %  Print 32% Mid-Term Conference in Barcelona, April 22-23, 2010

12 Which kind of organizations publicize their own documentation best Analysis of results. Quantitative results  Departments 48%  Organizations 27%  General Directorates 13%  General Secretariats 12% Mid-Term Conference in Barcelona, April 22-23, 2010

13 Which of them declares to have their own conservation policies of their documentation Analysis of results. Quantitative results  Yes 68%  No 24%  No answer 8% Mid-Term Conference in Barcelona, April 22-23, 2010

14 During how much time Analysis of results. Quantitative results  Unlimited or undefined 41%  Depending on the type of documentation 40%  Without policies 19% Mid-Term Conference in Barcelona, April 22-23, 2010

15 Consider appropriate an establishment of common policies of conservation of the electronic documentation generated by organizations of the Generalitat Analysis of results. Quantitative results  Yes 96%  No answer 4% Mid-Term Conference in Barcelona, April 22-23, 2010

16 Analysis of results. Qualitative results  High degree of awareness with regard to the problem of the preservation and conservation of the electronic documentation.  Lack of established guidelines and of common procedures.  Great diversity of situations and types of conservation of the electronic documentation produced by each organization.  Existence of initiatives and private performances. Each body acts with proper criteria.  Need to establish policies of documentary management integrated and shared by all the departments and organizations of the Generalitat of Catalonia. Mid-Term Conference in Barcelona, April 22-23, 2010

17 Perspectives of future ( )  Improvement and modernisation of the Catalan Library System (Government Resolution ).  Promote the grouping of the libraries of Catalonia in networks and enhance the cooperative work between them.  Impulse of the activities of the General Sub-Directorate of Libraries specifically devoted to the coordination of all the special libraries of Catalonia.  Creation of new working groups. Mid-Term Conference in Barcelona, April 22-23, 2010

18 Suggestions of possible future actuations  Constitution of a cross-disciplinary work team devoted to this task.  Selection of documents, of digital objects and of formats.  Digitalization of documents in paper format.  Establishment of common guidelines. Mid-Term Conference in Barcelona, April 22-23, 2010

19 Suggestions of possible future actuations  Publicity and visibility of the electronic documentation.  Institutional commitment for different levels.  Establishment of a common legal frame for the management of the authors rights -- Creative Commons. Mid-Term Conference in Barcelona, April 22-23, 2010

20 Examples of institutional repositories  RIA: Institutional Repository of Asturias RIA: Institutional Repository of Asturias  Repository of the Universitat Oberta de Catalunya (UOC) Repository of the Universitat Oberta de Catalunya (UOC)  Repository of the Universitat Pompeu Fabra (UPF) Repository of the Universitat Pompeu Fabra (UPF)  Repository of the Departament of Culture and Mass Media of the Generalitat of Catalonia Mid-Term Conference in Barcelona, April 22-23, 2010

21 Conclusions  Will of implication of the professional community.  Need of having some clear guidelines and tools of precise work.  Leadership of the Department of Culture and Mass Media in the creation of a institutional repository.  Preservation, conservation and publicity of all the documentation generated by all the departments and bodies of the Generalitat of Catalonia.  Guarantee the conservation of the documentation independently of their hierarchic appointment of the organizations.  Guarantee the preservation of the historical memory of the institutions. Mid-Term Conference in Barcelona, April 22-23, 2010

22 Thank you very much for your attention Manel Català Viudez. Centre de Promoció de la Cultura Popular i Tradicional Catalana Elena Heidepriem Olazábal. Secretaría de Política Lingüística Gemma Serra Mina. Departament de Política Territorial i Obres Públiques Mid-Term Conference in Barcelona, April 22-23, 2010

Special Libraries and Documentation Centres of the Catalan Government