Communication between archiving library and publishers Rita Enna EU project reUSE PR manager International Seminar Digital Memory Tallinn Nov 2005

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Communication. Why ? The digital archive DIGAR has been developed with the support of the EU e-Content programme project reUSE. Idea is preserving digital copies of publications and making them available to the public. Task is working out the strategy for finding, identifying and contacting the future users of digital archive service and making submission agreements.

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA 2 clear messages in our communication process: 1.to introduce the archiving and preserving possibilities in NLE 2.aim is to make the files available for readers via internet or at least in the reading rooms of NLE

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Who are publishers to contact with? The main target groups are: state institutions, county governments, public institutions educational, scientific and cultural institutions, NGOs (umbrella organisations etc) Estonian scientific and popular scientific journals

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Public relations activities The policy of making contacts with the description of planned activities Finding name for new digital archive – DIGAR as DIGital Archive Creating DIGAR logo, slogan and service-flyer Creating the archive’s homepage – as a “visit card” and contacting place for publishers

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Communication bases on written approach and policy about getting into contacts with publishers: Individual contacts via with a head of a unit responsible for publishing. After the positive reply there is a need to direct contact. In case of no reply in reasonable time to contact via phone. personal meetings and demonstrations of the test version of archive.

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Contacts NLE started to negotiate with public sector institutions, with whom have been the earlier cooperation First contacts in autumn 2004

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Chancellery of the Riigikogu, State Chancellery, Historical Archives, Ministry of Defence, Ministry of Culture, Ministry of Agriculture, Foundation Archimedes

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA What’s going on? Practical experiences Talk with people! To get reply, there was need to make a phone call to 80% of clients who got first . Valuable place of individual meetings with specialists are seminars and conferences. Meetings with interested clients on their offices or in NLE.

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Different institutions need different approaches Small institutions vs. large ones smaller institutions are more interested and flexible in communication, they give feedback more operatively need the service ACTUALLY as they don’t have the facilities for long term preservation for their own they are interested in wider distribution of their publications

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Clear message of importance of digital preservation Publishers handle the information in digital format with less respect than paper documents – do not think about its preservation.

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA What we have learned of the relations with publishers ? The needs of publishers and readers and how to connect them with the interests of the library. Positive reactions from institutions who think about the electronical archiving of their production.

EESTI RAHVUSRAAMATUKOGU · NATIONAL LIBRARY OF ESTONIA Thank you! Rita Enna EU project reUSE