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

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Preservation and conservation of the digital documentation in the Catalan Government Special Libraries

Mid-Term Conference in Barcelona

April 22-23, 2010

aims of the communication
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

precedings
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

aims of the e information group
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

actuations of the e information group
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

actuations of the e information group6
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

the questionnaire
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

the adressee
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

analysis of results quantitative results
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

analysis of results quantitative results10
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

analysis of results quantitative results11
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

analysis of results quantitative results12
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

analysis of results quantitative results13
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

analysis of results quantitative results14
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

analysis of results quantitative results15
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

analysis of results qualitative results
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

perspectives of future 2009 2010
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

suggestions of possible future actuations
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

suggestions of possible future actuations19
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

examples of institutional repositories
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

conclusions
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

thank you very much for your attention
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