Trends in Digital Documentation Preservation & Conservation: Insights from Catalan Government Special Libraries Conferen

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

2. Aims of the communication 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. Mid-Term Conference in Barcelona, April 22-23, 2010

3. Precedings 2006: Creation of the working groups of the Catalan Government Special Libraries (BEG). • 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 Simultaneously contact with: • 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 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. Analysis of results. Quantitative results Type of electronic documents generated by own institution • 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. Analysis of results. Quantitative results Means of communication • Web 63% • Intranet 17% • E-mail 14% • Local net 6% Mid-Term Conference in Barcelona, April 22-23, 2010

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

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

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

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

15. Analysis of results. Quantitative results Consider appropriate an establishment of common policies of conservation of the electronic documentation generated by organizations of the Generalitat • 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 (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. 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 • 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 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 TradicionalCatalana mcatalav@gencat.cat Elena Heidepriem Olazábal. Secretaría de Política Lingüísticaeheidepriem@gencat.cat Gemma Serra Mina. Departament de Política Territorial i Obres Públiques gemma.serra@gencat.cat Mid-Term Conference in Barcelona, April 22-23, 2010

23. Special Libraries and Documentation Centres of the Catalan Government