Communication between archiving library and publishers

1. Communication between archiving library and publishers Rita Enna EU project reUSE PR manager International Seminar Digital Memory Tallinn 24-25 Nov 2005

2. Communication. Why ? The digital archive DIGARhas been developed with the support of the EU e-Content programme projectreUSE. Idea is preserving digital copies of publications andmaking them available to the public. Task is working out the strategy for finding, identifying and contacting the future users of digital archive serviceand making submission agreements.

3. 2 clear messages in our communication process: • to introduce the archiving and preserving possibilities in NLE • aim is to make the files available for readers via internet or at least in the reading rooms of NLE

4. 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

5. 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

7. Communication bases on written approach and policy about getting into contacts with publishers: • Individual contacts via e-mail 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.

8. Contacts NLE started to negotiate with public sector institutions, with whom have been the earlier cooperation First contacts in autumn 2004

9. Chancellery of the Riigikogu, • State Chancellery, • Historical Archives, • Ministry of Defence, • Ministry of Culture, • Ministry of Agriculture, • Foundation Archimedes

10. What’s going on? Practical experiences • Talk with people! • To get reply, there was need to make a phone callto 80% of clients who got first e-mail. • Valuable place of individual meetings with specialists are seminars and conferences. • Meetings with interested clients on their offices or in NLE.

11. 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

12. Clear message of importance of digital preservation Publishers handle the information in digital format with less respect than paperdocuments – do not think about its preservation.

13. 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 frominstitutions who think about the electronical archiving of their production.

14. Thank you! Rita Enna EU project reUSE Rita.Enna@nlib.ee http://digar.nlib.ee