9/17/ ARROW Plus is a Best Practice Network selected under the ICT Policy Support Programme (ICT PSP)

Summary  What ARROW is  ARROW demonstration  What ARROW Plus is / Why ARROW Plus  Inclusion of a new country in ARROW  Focus on BiP (+ case study)  Focus on RRO  ARROW Plus in Lithuania

9/17/2015 WHAT IS ARROW?

 ARROW Project  Start date: 1 st September 2008 – End date: 28 th February 2011  Full Partners: 16, Supporting partners: 13  Countries involved: 12 (Austria, Denmark, France, Finland, Germany, Italy, the Netherlands, Norway, Slovenia, Spain, Sweden, UK)  Active pilots: Germany, France; Spain; United Kingdom  ARROW plus  Start date: 1 st April 2011 – End date: 30 th September 2013  Full Partners: 26, Supporting partners: 10  Countries involved: 14 (Austria, Belgium, Bulgaria, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, the Netherlands, Poland, Portugal, Spain) About the project

What ARROW is  ARROW is a distributed system for facilitating rights information management in any digitisation programme, scalable to further applications  A distributed system: a network of databases made interoperable through use of standards  Facilitating implies time saving Data from validation survey: ARROW allows 90%+ time saving  Rights information management: conceived as a separate function from (though linked to) “rights management” (the RII = Rights Information Infrastructure)  Any digitisation programme: ARROW is conceived to be neutral to legal frameworks and business models  Future applications: Rights information may be crucial in new digital markets

You want to digitise a book but you are really asking for a work  A request for permission to digitise and use a book refers to the manifestation level  a book in a specific edition and format (paperback, hardcover, large print)  a book published by a specific publisher  a book that may be still in print or out of print  a book that may be still copyrighted or not  Rights clearance depends on information at work level  The in print/out of print status of the work depends from the in print/out of print status of all its manifestations published  If the manifestation requested for digitisation is out of print but another manifestation of the work is in print, then the work has to be considered in print  As the chain of rights might be very complex and all rightholders must be identified (authors, contributors, publishers) Why ARROW is needed

How ARROW works  When the user submits a request, ARROW queries existing information sources in a sequence:  The TEL database (The European Library: the single European library catalogue), to identify the book and to cluster it with all other books containing the same work  The VIAF (Virtual International Authority File), to better identify the author  The BiP (Books-in-Print) in the country of publication, to know if any of the books concerned is in print (actively commercialised by any publisher)  The RRO (Reproduction Rights Organisation) database, to see if they know the relative rightholder

 Work and manifestation information the work (≈ Expression) of which the item the library wants to digitise is a manifestation other manifestations of the same work (≈ Expression) Other works (Expressions) related to the work the item the library wants to digitise is a manifestation  A set of information on the rights status of the work (aka ARROW Assertions) whether the work is copyrighted or in the public domain whether the work is In Print or Out of Print (as well as whether each manifestation of the work is In Print or Out of Print) whether the work is considered Orphan or rightholders are known and traceable  A set of information on rights and rightsholder who is the rightholder or rightholder representatives to be contacted to obtain the permission to digitise and use a work how to get the licence to digitise and use the work, when appropriate Library and TEL data TEL and BIP data Library and TEL data Library, TEL and VIAF data BIP data RRO data What ARROW rights information are

 ARROW is a system to support libraries in increasing the dimension of their digital libraries and making them available to users  supporting the search for the rights status and rightsholders in an automated, streamlined and standardised way, thus reducing time and costs of the search process  facilitating the inclusion of copyrighted material, to overcome the black hole of the XX th century  building an alliance between libraries, publishers, authors and commercial players towards common services What ARROW is for A work becoming orphaned is essentially an issue of missing or incomplete information ARROW system addresses the issue of Orphan Works but goes beyond it towards a comprehensive Rights Information Infrastructure to search for information on all categories of books

 At the end of the process in ARROW, all information retrieved during the search are stored in the ARROW Work Registry  For each work, basic bibliographic information are displayed, along with the set of ARROW assertions on its rights status: in public domain/copyrighted; in print/out of print; orphan/not orphan  For each work, published manifestations are displayed, being the source of information the National library (TEL catalogue) or the Books-in-Print database  For each work, its history is maintained to document the search: how ARROW Assertions change over time  In the case of Orphan Works the information stored are publicly accessible and form the Registry of Orphan Works  The Registry of Orphan Works will be available for searches and for rightsholder to claim their rights ownership individually or through a collective representative organisation or agent From Rights Information to Orphan Works

So, what about orphan works?  ARROW provides an environment and tools to facilitate the search for rightholders  Orphan works are definable at the end of a search process  At the end we may have some unsuccessful searches: these works are “candidate orphans”  It is up to stakeholders, within a given legal framework, to decide whether a work is orphan or additional searches are required  This is an application of our “neutrality principle”

ARROW Approach to diligent search  ARROW approach was worked out to be compliant with the HLG guidelines on diligent search  the search is done prior to the use of the work  the search is done title by title or work by work  each step of the search is documented and results stored  the workflow is executed on country-basis according to country of the work’s origin  ARROW acts as interoperability facilitator and gives access to a network of distributed data providers to search:  National libraries catalogues via The European Library  Virtual International Authority File  Books in Print databases, usually based on ISBN databases  Collective Management Organisations repertoires  Other resources can be integrated “on demand” for each national workflow

 A system Suitable for any model requiring a “diligent search”  Supporting the diligent search process in an automated, streamlined and standardised way  Flexible to serve any diligent search model  Neutral to the legal framework and licensing solution adopted ARROW search = 5 % of Manual search time ARROW Achievements

Registry of Orphan Works functions and services  Public available service  Search in the ROW  Claiming service for rightholders  claiming of rights ownership  browse of own claiming requests and their status – My claims  receive notification of accepted/refused claim  Back office service for the ROW manager  browse of claiming requests  management of claiming requests  approval or refusal of claiming requests  update of the work rights status and history

Overview of ARROW infrastructure  ARROW Web Portal Services it represents the interface between the user and the system  The Rights Information Infrastructure (RII) it is the backbone of the ARROW system and the engine that enables ARROW to query and retrieve information a network of databases, to process this information and take decisions on the successive elaboration and finally to exchange information according to a planned workflow  The ARROW Work Registry (AWR) it stores all the relevant pieces of information collected by the RII workflow in a structured way that allows the retrieval and use of those information in the framework of ARROW services  The Registry of Orphan Works (ROW) it is the subset of the AWR referring to works that have been declared as “probably orphan”

National Pilots & Use Cases  National pilots  German pilot up and running  French pilot up and running  Spanish pilot up and running  UK pilot up and running  Identification of National Use Cases  France: Collective agreement for Out-of-Commerce Works  Germany: Collective agreement for Out-of-Commerce Works  UK: collaboration with the UK RROs to support a digitisation project using ARROW ARROW is a standard system that can be customised according to stakeholders’ requirements in the frame of national use cases

9/17/2015 ARROW DEMO

Lessons learned/1  Effective rights information management requires the involvement of the whole value chain:  Libraries  Authors  Publishers  Publishers’ and authors’ associations  Books in print organisations  Collective rights management organisations The ARROW solution relies on networking, knowledge sharing and collaboration among stakeholders

Lessons learned/2  To be successful you need first to bridge the gaps in the value chain:  Cultural Gaps among stakeholders To Understand differences in mission, core expertise and business approaches To Exchange knowledge and visions  Interoperability gaps To Understand different technologies and standards used in the Library Domain (Marc- based formats), BiP Domain (ONIX-based formats) CMOs/RROs Domain (ONIX for LT based formats) To Build a distributed infrastructure enabling interoperability on existing initiatives and data sources ARROW message suite released as an EDItEUR open standard: ONIX-RS (ONIX for Rights Information Infrastructure) ARROW extracts value from differences

Lessons learned/3  The three “C” factors for a success story  Consensus in your country  Commitment, which also means building know-how in your organisation  Cooperation at national and European level

“You are leading the way in showing how larger groups of stakeholders can work together to form a new digital future. That's exactly what we need to get Every European piece of European culture digital ” (Neelie Kroes, Vice-President of the European Commission responsible for the Digital Agenda, on ARROW, 10 th March 2011 )

To sum up ARROW builds an alliance between libraries, publishers, authors and commercial players towards common services ARROW acts as interoperability facilitator across domains and between public and private initiatives ARROW enables simplified solutions for the licensing of certain categories of works ARROW supports the diligent search in an automated, streamlined and standardised way, thus reducing time and cost  ARROW is a comprehensive system for facilitating rights information management in any digitisation programme supporting the diligent search process, scalable to further applications in the new digital markets  Up and running in: Germany, France, Spain, United Kingdom

ARROW: who’s who  Libraries  The European Digital Library  Biblioteca Nacional de España (ES)  Bibliothèque nationale de France (FR)  British Library (UK)  Deutsche Nationalbibliothek (DE)  The European Library - Koninklijke Bibliotheek (NL)  Narodna Univerzitetna Knijznica (SL)  National Library of Finland (FI)  National Library of Norway (NO)  University of Innsbruck (AU)  Publishers Associations  Federation of European Publishers  Associazione Italiana Editori (IT) – coordinator  Federación de Gremios de Editores de Espana (ES)  Marketing und Verlagsservice Buchhandels (DE)  Publishers Licensing Society (UK)  Syndicat National de L’Edition (FR)  Swedish Publishers Association (SE)  Collective Management Organisations  Int. Federation of Reproduction Rights Organisations  Author’s Licensing and Collecting Society (UK)  Copyright Licensing Agency (UK)  Centro Español de Derechos Reprográficos (ES)  Centre Français d’exploitation du droit de Copie (FR)  Copy-dan Writing (DK)  Kopinor (NO)  Kopiosto Copyright Society (FI)  SAZOR (SL)  Stichtung Lira (NL)  Technology providers  CINECA (IT)  NUMILOG (FR)

9/17/2015 WHAT IS ARROW PLUS? WHY ARROW PLUS?

Why ARROW Plus  ARROW is based on existing sources of book data. How to manage the workflow in new countries, especially where one or more sources are less sophisticated?  Objective 1: inclusion of further countries Key element: setting up (or improving existing) BiPs and RROs, which will benefit the trade far beyond the project scope  ARROW is a neutral system to be customised to meet requirements in real use cases  Objective 2: enhancement of the system following use case requirements  Books also contain images with separate rights management requirements  Objective 3: piloting the inclusion of images embedded in books in the Arrow workflow

Management structure  Work packages (WPs) are organised focusing on the three objectives  Objective 1: inclusion of further countries  Coordinating national initiatives (WP3)  Creating conditions for inclusion - new registries (WP5)  Objective 2: enhancement of the system  Enhancement (WP4)  Infrastructure for registries (WP4)  Technical inclusion of a new country (WP4)  Validation (WP7)  Objective 3: piloting the inclusion of images  Dedicated efforts (WP6)

The project Gannt (simplified) 1st milestone: a clear design of new implementation 2nd milestone: new modules in place (pilot) 3rd milestone: validation feedback

Broadening the scope of Arrow through Arrow Plus: countries involved Pilot countries Arrow Arrow Plus

WP3: Coordinating national initiatives  Who: the Federation of European Publishers (FEP), supported by The European Library (TEL), EDItEUR, MVB, CINECA, the International Federation of Reproduction Rights Organisations (IFRRO), CEDRO  How: through the National Contact Points…  In Lithuania: Lietuvos Leidėjų Asociacija (LLA)  …working with national partners and supporters…  … and involving the relevant stakeholders in each domain: libraries, Books-in- Print, collective management organisations, rightholders This is why we are here today

WP 3: Objectives  To co-ordinate the deployment of the ARROW system in new countries, ensuring full participation of national stakeholders and maintaining interoperability across borders  To analyse the user needs in countries involved, in order to identify requirements and the ad hoc development pattern to join the ARROW system  To take care of the relations between the national specifications, system design (WP5) and technical implementation (WP4)  To provide timely and regular information about the project evolution to all partners  To prepare sustainability plans at national level, to identify business models for maintenance of the services created during the project

WP 3: Description of work  Analyse existing databases and alternative resources to use in the ARROW workflow, to identify ad hoc national solutions  Define user needs and actual specifications of the system requirements - Define user requirements for such solutions  Interact with system designers (both in WP4 and WP5) and with technical developers to ensure correct implementation of the solutions identified  Prepare sustainability plans at national level, to identify business models for maintenance of the services created during the project

WP 3: Output  A map of each country with the description of what is already available what needs to be integrated/created in order for the country to join ARROW  User Requirements: what is needed in technical terms for the integration of those elements into the ARROW system  An assessment of the potential use cases (digitisation plans, etc.)  An assessment of the feasibility of the inclusion of each country in the ARROW system: awareness and interest by stakeholders; possible technical, financial and political difficulties Deadline: January 2012 Deadline: October 2013

 Associazione Italiana Editori (IT) (coordinator)  Int. Federation of Reproduction Rights Organisations  Federation of European Publishers  EDItEUR  Marketing und Verlagsservice des Buchhandels (DE)  The European Library - Koninklijke Bibliotheek (NL)  Istituto Centrale per il Catalogo Unico (IT)  European Visual Artists  Coordination of European Picture Agencies  European Writers Congress  Société des Auteurs et Compositeurs Dramatiques (BE)  Latvian Book Guilds (LV)  Hungarian Publisher's and Bookseller's Association (HU)  Portuguese Publishers Association (PT)  Lithuanian Publishers Association (LT)  Boek.be –Huis van het boek vzw (BE)  CIELA (BG)  University Library of Innsbruck (AT)  Polska Ksiąŝka (PL)  The Irish Copyright Licensing Agency (IE)  Osdel (GR)  Centro Español de Derechos Reprográficos (ES)  CINECA (IT)  DI-TECH (IT)  DI-TECH-Romania (RO)  EKT-NHRF (GR) Supporters: Europeana Foundation, Bibliothéque nationale de France, Copydan Writing, National Library of Latvia, Latvian Booksellers’ Association, Kopiosto, St. St. Cyril and Methodius National Library of Bulgaria, Conference of European National Libraries, Polish Chamber of Books, Polish Association of Book Publishers ARROW Plus: who’s who

9/17/2015 HOW TO INCLUDE A NEW COUNTRY IN ARROW

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightholders is found, inclusion in OWR All licensing activities areperformed by RRO accordingto business rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF WORKFLOW option B ARROW WORKFLOW option A Licensed BIP Same processing as BIP ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders ISTC Agency feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors M1Q M1A M2R M3Q M3R M5Q M5R M6Q M6R M7Q M7R ONIX ISTC Registration message M2Q M4Q ARROW M6Q/M6R M7Q/M7R BIP retrieves in print/out of print status, new books and publisher information LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholder is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow

An exemplary ARROW decision tree – when licensing becomes possible

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholders is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow 1

Infrastructural Requirement 1 That National Bibliography Records are or can be made available in TEL (ie National Library Catalogue Records have been exported to TEL and are available for matching in the TEL database) STATUS: (almost) essential If requirement is not met: The first stage of identity checking is against these records. It is possible to proceed without this, but it increases the uncertainty and reduces the likelihood of a satisfactory outcome. Lack of a TEL-derived work cluster significantly reduces the level of automation that can be achieved.

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholders is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow 2

Infrastructural Requirement 2 That the National Name Authority File has been merged with VIAF [Note: this is entirely outside the scope of the project] STATUS: nice to have If requirement is not met: This misses an opportunity to improve considerably the quality of information about contributors (not only providing dates of death, critical for assessing the in-copyright status of the work; but also of great value in tracking down rightsholders in later stages of the process).

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholders is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow 3

Infrastructural Requirement 3(a) That a comprehensive and accurate Books in Print database exists for the territory and can be queried as part of the ARROW workflow STATUS: (almost) essential If requirement is not met: A critical that needs to be asked in the process of determining whether a book can be digitised is whether or not it remains "in commerce" – and this cannot be determined in the absence of comprehensive commercial availability data. It would be possible to conceive of a system through which publishers were queried directly about commercial availability, but generally this appears to involve an impractical level of manual intervention.

Infrastructural Requirement 3(b) That there is a web-services query interface to Books in Print data that is compliant with ARROW system standards STATUS: highly desirable If requirement is not met: It is imaginable that it would be possible for Books in Print resources to be examined in some other way (including manually) but the effort involved in diligent search would be greatly increased

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholders is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow 4

Infrastructural Requirement 4(a) That an RRO or similar collective management organisation exists covering the territory concerned STATUS: essential If requirement is not met: While it may be useful for the first two stages of “diligent search” to be undertaken (to indicate whether a work is “out of commerce” or “out of copyright”), the real value of ARROW includes services which assist with the search for rightsholders. In this context, it is perhaps worth noting that in view of gaps in BiP services and the development of print-on-demand services for out- of-print works, direct contact with the rightsholders is often essential to confirm that a work is out of commerce.

Infrastructural Requirement 4(b) That the RRO system is capable of ingesting and outputting standard ARROW system messages using standard communication protocols STATUS: essential If requirement is not met: The automation of communication lies at the heart of the ARROW project – without it, any value in the system would be very hard to identify.

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholders is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow 5

Infrastructural Requirement 5 That the RRO has a reliable and comprehensive repertoire database STATUS: highly desirable If requirement is not met: While it is possible to undertake “diligent search” in the absence of such a database, the degree of manual intervention will be considerably increased in the absence of data systems to support the search process; in particular there is a need for information about books that are no longer “in commerce”. Beyond the scope of this project, such a database has an important role in facilitating and administering all collective licensing solutions.

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholders is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow 6

Infrastructural Requirement 6 That mechanisms exist for the licensing of the digitisation of whole works – either through collectives or through direct licensing by rights holders – for orphan and out-of-commerce works STATUS: highly desirable [but dependent on legislative solutions and rightsholder agreement] If requirement is not met: While support for diligent search is itself of value, ultimately the objective must be to provide mechanisms that will allow those seeking to digitise library collections to obtain the licences that they need – otherwise, they are likely to continue to be frustrated.

The ARROW workflow LIBRARY BOOKS IN PRINT ORPHAN WORK REGISTRY If NO rightsholders is found, inclusion in OWR All licensing activities areperformed by RRO according tobusiness rules and nationallegal framework TEL CENTRAL INDEX TEL performs a 1 st clustering of the records check authors authority files and adds information about the authors including date of death. RRO TEL matches the request with the TEL central Index ARROW feedback VIAF ARROW RRO matches the request against own repertoire (if applicable) RRO validates the rights status of the cluster RRO looks for rightholders feedback License issued by RRO Request redirected to author/publisher Request returned to the library for direct contact to publisher/authors ARROW BIP retrieves in print/out of print status, new books and publisher information Simplified ARROW Workflow 7

Infrastructural Requirement 7 That mechanisms exist for the management of an orphan works lifecycle, in the event that a legitimate rightsholder claims their rights to a work that may have appeared to be orphaned at the end of a diligent search process STATUS: likely to be essential [subject to legislation] If requirement is not met: Ultimately probably not optional as likely to be a regulatory requirement.

Cultural and commercial requirements  That all stakeholders have a genuine commitment to resolving the challenges of improving “diligent search” and are able and willing to work together for their resolution  That commercially acceptable solutions can be found for the necessary data sharing to exist  That sustainable business models can be developed to build and maintain the necessary infrastructure

Including new countries  In each country a minimum set of requirements needs to be met in the book data infrastructure for ARROW inclusion:  The national library catalogue should be in TEL  Books-in-print exists  Reliable RRO database exists  How to move towards countries where one or more of these elements lack?  We need to create the data infrastructure where it does not exist  Or improve the existing data infrastructure where it is not able to fit the requirements

Assess each country and gather requirements/1  For each country, understand what is the situation in the Library domain, the BIP domain, the RRO domain  Identification and selection of relevant stakeholders to be involved  Assessment of the existing book data infrastructure  Assessment of the need to improve existing infrastructure or create new infrastructure from scratch  Specification of technical requirements for integration of infrastructure in the ARROW system  Countries priority list for inclusion

Assess each country and gather requirements/2  Methodology:  Fact finding: questionnaires and ad hoc colloquia on BIP and RRO registries, when needed  Identification and activation of national reference partners and of national groups of relevant stakeholders  Organisation of national stakeholder meetings (general and individual)  Preparation and refinement of requirements table; filling of requirements table with information from stakeholders to support WP5 and WP4  Country assessment and requirements gathering will involve other WP3 partners with primary responsibility in each domain: Library Domain: TEL BiP Domain: EDItEUR, MVB RROs Domain: IFRRO, CEDRO

A difficult challenge: creating Books-in-Print databases  Books-in-Print databases require:  Big investments: difficult to break even in small publishing industries  High level IT competences and specific know how, which usually takes time to be created  Consensus between book players, both commercial and public sector  Proactive collaboration (commitment) by those players

The Arrow Plus approach  Issue 1: need for big investment  Create one single system that serves more markets, so to reduce country investment and future maintenance costs  (while ensuring localisation at interface level)  Issue 2: need for know how  Leading BiP and standard organisations are involved (MVB, AIE, Editeur), which will offer a unique opportunity  N.B.: need for commitment in building local know how  Issue 3: need for consensus  All national players are invited to join and express their needs  Issue 4: need for local commitment  One national organisation to lead

Creating a RRO repertoire database  Usually they are built on the Books-in-Print database  Adding specific “right information” to title data  N.B.: rights are referable to works not to books  Need to group books containing the same work  Need to uniquely identify works (ISTC)  Some key data useful for right management  Unique identification of authors Typical of library authority files And authors’ contact details  Unique identification of publishers (so: managing the relation between publishers and imprints) And contact details of publishers Typical of the ISBN agencies

The Arrow Plus approach  To build the Books-in-Print in a way that is immediately scalable to build the RRO Repertoire on it  In particular: dealing with works / books relations since the beginning N.B.: this also enables the creation of further service along the book supply chain  To create a centralised service to develop and maintain the rightholder databases  Possibly through integration of library authority files and ISBN publishers databases, if reliable

9/17/2015 FOCUS ON BiP (+ case study)

9/17/2015 FOCUS ON RRO

9/17/2015 ARROW PLUS IN LITHUANIA

The scenario in Lithuania  The objective of this session is to have an open discussion on the scenario in Lithuania  Clear picture of the stakeholders and players and their role in the publishing value chain  Overview of the country scenario in terms of key topics that have relevance for the scope of the ARROW Plus project  Plans for digitisation at national level in the library domain  Existing public-private partnerships in the field of digital libraries (libraries/publishers/rightholders)  E-book market and commercial initiatives  Legal framework (copyright legislation, framework for orphan works, licensing system)  Overview of rights management organisations’ models and existing collaborations

Activities planned: 1 – Knowledge of the national context  First, we need to know the state of the art:  Which data sources, in each domain, can be integrated in ARROW? National library catalogue, ISBN agency database, distributors’ / Internet booksellers’ databases, publishers’ catalogues?  Which players are willing to collaborate along the book supply chain? In particular distributors  Are there key players that could oppose the project?

Activities planned: 2 – Defining User Requirements  The specifications of the centralised system will be designed taking into account the user requirements of all the countries involved  The more you will be active in this phase, the more your requirements will be taken into consideration  (On the other hand: if you are not proactive in this phase, you will have to use a system created according to others’ requirements. You may be lucky that those coincide with yours, but I suggest not to try this lottery!)

Activities planned: 3 – Defining a road map to feed the databases  Raw data coming from existing sources should be manipulated to be incorporated in the new system  The best balance between “automatic” and “manual” manipulation should be found  Two hypothetic scenarios:  The ISBN database is used for the initial bibliographic data  There is a need to add “price and availability” data to each record Hyp. 1: a wholesaler database is available and data are created in automatic way through matching ISBN data and such db Hyp. 2: data are added manually from publishers’ catalogues or websites  A mixed solution is also possible

Activities planned: 4 – Implementing the system  The consolidated national user requirements defined in WP3 will be analysed and translated into a comprehensive design and into an implementation roadmap for the inclusion into the system  The main task of the national group is to acquire the data and to support their manipulation  Though system implementation will be centralised, data providers need to continuously support the developers throughout the process  The critical objective: to create internal know-how for future operation of the system  Stakeholders involvement: the system cannot work without the collaboration of the supply chain

Activities planned: 5 – Designing the future  It is crucial to define a business model for the future operation of the system  In particular of the Books in print database  Please, start thinking to the future since the first day!  There is a risk in developing a system with 80% of public funds: that you don’t think of the future phases  This is entirely up to you:  Who will own the BiP? And who will manage it?  Which relation with the central infrastructure (share-holding, service provision, combination of the two…)  Defining a business model (value offered to the market, users segmentation, market forecasts, etc.)  Designing a coherent business plan

The importance of National groupings  Circulate and explain information coming from the project to the national participants  Report to FEP, AIE and to the other external partners on the work done at the national level or on the national expectations  Coordinate the work between the national participants in respect of the schedule: to be sure that the 3 types of participants are ready for the D Day!  Organize regular meetings between national participants (one per month in France), and prepare the minutes  Involve in the national meetings people who represent the national administrative supervision: Ministry of Culture and Communication was represented in France, together with the national publishers association.  These regular national meetings will create sound relations between the national participants, especially if there is no experience of working together. This will appear very valuable especially for the test period when the 3 main participants have to define common use cases “BnF on the ARROW French National Group”

 ARROW is based on the consensus of stakeholders communities  ARROW builds a bridge between libraries and the publishing industry  ARROW increases cross domain knowledge and mutual understanding  ARROW stimulates cooperation in each country  ARROW stimulates cross country cooperation and a shared strategy towards “digital libraries”  ARROW participation model is scalable to different countries ARROW is proving also to be a think-tank, beside and beyond the scope of the project Participating in ARROW: strategy

 Models for participation are defined with stakeholders according to the characteristics of the national scenario  Stakeholders commitment in ARROW: full partner/supporter/external stakeholder  Coverage of in print/out of print information: single BIP/multiple data sources  Coverage of relevant rightholders: single/multiple CMOs  Level of automation for rights clearance: fully automated/human intervention required  Level of stakeholders networking: stand alone participation/cross organisational participation Models for participation

Examples of participation GermanyUK Stakeholders commitment in ARROW DNB: full partner VLB/MVB: full partner VG Wort: external stakeholder BL: full partner Nielsen: external stakeholder CLA: full partner, PLS/ALCS: supporter Coverage of in print/out of print information Single BIP (VLB, covering also Libreka e- books) Multiple data sources (Nielsen + publishers data for e-book) Coverage of relevant rightholders Single (VG Wort, publishers and authors) Multiple CMOs (PLS for publishers, ALCS for authors via CLA) Level of automation for rights clearance Fully automatedHuman intervention required Level of stakeholders networking Stand alone participation (ARROW connected to each single stakeholder) Cross organisational participation (ARROW connected to the stakeholders network)

FURTHER INFORMATION Enrico Turrin Economist Federation of European Publishers (WP3 Leader) Rue Montoyer Brussels Belgium Paola Mazzucchi Project Manager Associazione Italiana Editori (Project Coordinator) Corso di Porta Romana Milano Italy THANK YOU ARROW Plus is a Best Practice Network selected under the ICT Policy Support Programme (ICT PSP)