Mid-Term Conference in Barcelona April 22-23, 2010

Preservation and conservation of the digital documentation in the

Catalan Government Special Libraries

Mid-Term Conference in Barcelona

April 22-23, 2010

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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 (2008-2009).

Add ideas and suggestions.

Aims of the communication

Mid-Term Conference in Barcelona, April 22-23, 2010

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2006: Creation of the working groups of the Catalan Government Special Libraries (BEG).

Precedings

2008: Creation of the working group E-information.


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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.


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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.


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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:


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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.


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The adressee

Managers of the maintenance of the web or of publications of:

10 Departments

4 General Secretariats

3 General Directorates

10 Minor Organizations


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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%


26%

16%

14%13%

11%

10%

7% 3%

BulletinsMemoriesReportsMonographsProceedingsMagazinesYearbooksOthers

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Means of communication


Web 63% Intranet 17% E-mail 14% Local net 6%


63%17%

14%

6%

Web Intranet

E-mail Local net

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Type of format for their conservation


Web 36 % Local (PC o local net) 32 % Print 32%


36%

32%

32%

Web

Local (PC o local net)

Print

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Which kind of organizations publicize their own documentation best


Departments 48% Organizations 27% General Directorates 13% General Secretariats 12%


48%

27%

13%

12%

Departments

Organizations

General Directorates

General Secretariats

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Which of them declares to have their own conservation policies of their documentation


Yes 68% No 24% No answer 8%


68%

24%

8%

YesNoNo answer

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During how much time


Unlimited or undefined 41% Depending on the type of

documentation 40% Without policies 19%


41%

40%

19%

Unlimited or undefined

Depending on the type ofdocumentation

Without policies

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Consider appropriate an establishment of common policies of conservation of the electronic documentation generated by organizations of the Generalitat


Yes 96% No answer 4%


96%

4%

Yes No answer

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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.


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Perspectives of future (2009-2010)

Improvement and modernisation of the Catalan Library System (Government Resolution 2008-2012).

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.


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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.


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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.


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Examples of institutional repositories

RIA: Institutional Repository of Asturias

Repository of the Universitat Oberta de Catalunya (UOC)

Repository of the Universitat Pompeu Fabra (UPF)

Repository of the Departament of Culture and Mass Media of the Generalitat of Catalonia


http://ria.asturias.es/RIA/index.jsp






http://openaccess.uoc.edu/webapps/rei/?locale=cahttp://repositori.upf.edu/








http://repositori.upf.edu/






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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.


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Thank you very much for your attention

Manel Català Viudez. Centre de Promoció de la Cultura Popular i Tradicional Catalana

[email protected]

Elena Heidepriem Olazábal. Secretaría de Política Lingüística [email protected]

Gemma Serra Mina. Departament de Política Territorial i Obres Públiques

[email protected]


mailto:[email protected]







Special Libraries and Documentation Centres of the

Catalan Government

Mid-Term Conference in Barcelona April 22-23, 2010

Documents

Transcript of Mid-Term Conference in Barcelona April 22-23, 2010