Tag Archives: legal deposit

Improving your online experience: How we are making digital legal deposit better for publishers, LAC and you

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Image of fingers on a keyboard

By Arlene Whetter

Along with highly visible improvements to its public website and research tools, LAC is making changes behind the scenes to how it adds new digital publications to its library collection. One example is our new submission methods for digital legal deposit. Legal deposit is the way that we build our library collection of published materials. Federal laws in place since 1953 require Canadian publishers to send copies of every publication to the national library. Over the years, the law has changed to include not only printed books but also new formats entering the publishing landscape. Digital publications have been subject to legal deposit since 2007.

No one is ever surprised to hear that the growth in the number of digital publications submitted for legal deposit since 2007 has been extraordinary. Not only is almost every trade publication now available in both print and digital versions, but the number of self-publishers submitting materials for legal deposit has grown exponentially as well. The ease of online publishing and distribution via self-publishing platforms, such as Amazon, allows many more Canadians to join the ranks of published authors. To cope with the influx, we’ve developed more efficient ways to collect and process digital publications.

A white box with fields for User Name and Password and a login button. In the background are book spines of various colours.

A screen shot of the new digital legal deposit login page

Our new submission methods

In December 2021, LAC launched new online forms for low-volume submissions of digital publications, such as those from self-publishers who may have only a few books to submit. We’ll soon launch a new way for large commercial publishers to submit publications in high volumes, with hundreds of titles in a single submission. The new methods are convenient for publishers, and they allow us to acquire and catalogue the publications more quickly. The short-term impact for Canadians is that LAC can acquire more digital publications and provide timely access to them. The long-term impact is that we preserve more of Canada’s digital publishing heritage for the generations to come. We offer two types of public access: open or restricted. Access to trade publications and publications for sale is always restricted. These publications can be viewed onsite at LAC for research purposes.

To reach our goal of acquiring and providing access to more digital publications, we took a two-pronged approach. We needed to revise the submission methods and data requirements for publishers, and we needed to revise the internal processing methods for LAC staff. Our old methods, from publishers’ perspective, were simple: they transferred the files to us, either through bulk file transfer or by attaching files to a short online form. We did not request additional data such as lists of titles, author names, and ISBNs, because our systems were not set up to automatically transfer this data to our own records. After receiving the files, LAC staff would manually type all of the data into our library catalogue. We decided to develop new workflows that would take advantage of publisher-supplied data to give us a head start with catalogue records and reduce internal processing times.

Different methods for different publishers

We knew from the start of our planning process that a one-size-fits-all submission method would not work for Canadian publishers. We acquire digital publications from self-publishers, from associations, from government bodies, and of course from large commercial publishers and producers. Each type of publisher has specific needs. For example, commercial publishers create records about their publications in the form of ONIX data, the industry standard used to share information between publishers and booksellers. Since commercial publishers already have this rich source of data, it makes sense for LAC to build a workflow that can accept ONIX data and use it to create the first draft of a library catalogue record. We’re currently in the midst of the final testing for this workflow. We plan to launch it with trade publishers in 2023.

Another submission method is the one we’ve already launched for self-publishers, associations, and smaller publishers who typically do not use ONIX data. Since the efficiency of our new workflows depends on the receipt of additional data from publishers along with their publication files, we needed to develop a way for these publishers to provide the data via forms on our website. Filling in forms for every title is more time-consuming for publishers than our previous method. As a result, we thoroughly assessed our decisions at every step in the design process, looking for a happy medium that would not place a burden on publishers but would still allow us to create efficient workflows.

Spreadsheet showing columns for publisher, city, province or territory abbreviation, year of publication, language of publication, International Standard Book Number (ISBN), International Standard Music Number (ISMN) and series title.

Snapshot of spreadsheet with a red box when an error is made – a QA feature

We set up quality control functionality in the forms where possible, using drop-down boxes and rules to highlight data entry errors. We included instructions and examples that explain what information to include and how to format it. Once we had prototype forms ready for testing, we sent them out to variety of publishers and received a lot of useful feedback, which we incorporated before launching the forms last year.

Striking a balance

In the early stages of the project, we researched the methods used for digital legal deposit at every other national library we could find. We contacted many international librarians to find out more and to learn how, with hindsight, they might have done things differently. We found ideas to inspire us and gained confidence in our planned approaches. The British Library shared the data specifications for its ONIX workflow, which have been very helpful as a foundation for our own workflow.

In general, other national libraries use a variety of approaches. At one end of the spectrum, we found some that accept files without any data as we did with our previous workflow. At the other end, we found libraries with deposit requirements sufficiently complex that private companies have built niche businesses to help publishers meet their legal deposit obligations. At LAC, we set out to strike a balance between these two approaches.

The introduction of these new digital legal deposit workflows at LAC is a big improvement behind the scenes. There is no doubt that we are now more efficient. In addition, we are able to acquire and provide access to more digital material than before. We continuously monitor how publishers are using the forms and make improvements based on our experience and publisher feedback. We’re always happy to hear from publishers and encourage you to reach out to us at depotlegalnumerique-digitallegaldeposit@bac-lac.gc.ca

 

Arlene Whetter is the supervisor of the Digital Legal Deposit team at Library and Archives Canada.

Retrospective publications: better late than never

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By Euphrasie Mujawamungu

Library and Archives Canada’s (LAC) mandate includes the acquisition of all documents published in Canada, regardless of format, subject or language. This mandate also covers foreign works whose authors, publishers, translators, illustrators or performers are Canadian, or whose subject matter is related to Canada. We call these publications “Canadiana.”

The collection of retrospective Canadiana covers various types of documents published between 1867 and five years before the current year:

  • documents published before the establishment of legal deposit in 1953
  • documents published after legal deposit was adopted but that were not acquired at the time of publication
  • documents not subject to legal deposit, such as works published abroad by Canadian authors or on Canadian subjects

Since LAC aims to be a source of permanent knowledge accessible to all, it must have as comprehensive a collection as possible, to accomplish this mission.

Shaped by our past

The present is shaped by the past: each period has its history … a history that is as vast as it is rich in events. Consider, for example, the first Stanley Cup, the first French-Canadian prime minister, the Klondike Gold Rush, the first female MP, the winning of the right to vote by women, the two world wars, or the bestselling novel Anne of Green Gables by Prince Edward Island author Lucy Maud Montgomery.

The daily life of yesteryear has left its imprint on many areas: art, literature, fashion, transportation, cooking and more. This is reflected in the retrospective publications in LAC’s collection, which open windows to good times and bad times; they cover topics as varied as travel, our great-great-grandmothers’ recipes, epidemics, famines, trophies won and games lost.

As guardian of the past and our recent history, LAC is a vital resource for all Canadians. It makes it easier for Canadians to search its rich collection, helps them to discover the most relevant documents and provides access to these. That is the core of its mandate.

However, gaps in the national collection must be addressed, to ensure that no aspect of our history is overlooked or undervalued. And this is not a one-day job or a one-time activity. On the contrary, constant attention and vigilance are required to identify opportunities to enrich the collection.

Colour photo of a variety of hardcover and softcover books.

Some titles acquired retrospectively by LAC in the summer of 2019. Photo credit: David Knox

The tools

From near or far, history is always interesting, making the search for publications truly exciting. As a librarian, I have several resources to identify retrospective publications to be acquired:

  • used bookseller catalogues
  • antique dealer catalogues
  • websites specialized in selling used books
  • publications given to LAC (I then look through donations to find documents missing from the collection)

The acquisition of vintage publications is subject to strict conditions: each work must be an original edition and in good condition. There is a good reason for this requirement, since contaminated or mouldy publications will not only deteriorate, but they will also damage other publications.

In addition, for a work to retain its full value, it is important to preserve all of its original components, such as the cover, illustrations and edition statements.

If LAC does not acquire it, who will?

LAC collects and preserves Canada’s documentary heritage, with the ultimate goal of meeting the needs of its users.

From vintage to contemporary publications, this heritage is a legacy for current and future generations. And there is always room for more!

LAC is a true hub of knowledge, with skilled professionals who serve the public and are dedicated to the collection. Each treasure acquired by LAC is treated with the appropriate care, and our state-of-the-art facilities guarantee preservation under optimal conditions.

In addition, LAC is at the leading edge of technology, facilitating collaboration with other organizations as well as interactions with clients.

The job of a collections librarian is dynamic and rewarding; it requires considerable dedication. In line with the services offered to the community, the work evolves as the pace of our knowledge society changes. I can say that LAC, far from being a warehouse of random items, truly enriches our collective memory. Experienced researchers, students, music lovers, or simply curious and information‑hungry citizens: everyone will find a valuable resource in LAC.

Colour photo of a variety of paperback books.

Some titles acquired retrospectively by LAC in the fall of 2019. Photo credit: David Knox

Euphrasie Mujawamungu is a Retrospective acquisitions librarian with the acquisition team in the Published Heritage Branch at Library and Archives Canada..

So, You’ve Published a Book

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By Liane Belway

Rows of books with multicoloured covers sit on grey metal shelves ready to be processed.

The Legal Deposit team processes all kinds of books published in Canada. (Photo credit: Tom Thompson)

Did you know, when you publish a book, one of the first things you should do is deposit it at Library and Archives Canada (LAC)? Our national collection is built on Canadian publications, which we acquire and preserve for future generations. Our Legal Deposit program has been in place for decades, and publishers from all over Canada send us their publications to be included in our internationally renowned collection. One of the most popular questions we get from new publishers is simply, “Am I required to deposit my work with LAC?”

If you have recently published work in print in Canada and are unsure how to proceed, our newly redesigned step-by-step deposit instructions can guide you through the process. There is a separate process to deposit digital publications, which must also be deposited upon publication. And, of course, if you have any questions, LAC staff are always available to help.

For publishers who have published a title both in print and digitally who wonder which format to deposit, the answer is easy: both! Publishers deposit their books in each format they make available to the public, and this responsibility is becoming increasingly important as the Canadian publishing industry evolves. While the majority of Canadian publications are still produced in print, an increasing number are offered in digital formats as well, with a smaller number of publishers producing digital-only titles. There is even a trend toward publishing originally digital titles at a later date in print format: Toronto-based digital storytelling platform Wattpad Books plans to publish popular titles in print starting this fall, in partnership with Vancouver-based distributor Raincoast Books. If you are a Harry Potter fan, you probably already know that Raincoast Books is famous for distributing books that tend to be popular with Canadian readers.

Rows of books with multicoloured covers sit on wooden book carts.

Recently arrived books waiting for processing by the Legal Deposit team. (Photo credit: Tom Thompson)

If you would like to learn more about how to contribute to our national collection, who is required to deposit with us, what types of publications and how many copies are required, this information and more can be found on our newly updated Legal Deposit web page on LAC’s website.

Liane Belway is a librarian in the Acquisitions section of Published Heritage at Library and Archives Canada.

You can Contact Us with any questions you might have about LAC’s Legal Deposit program.

Found in translation: discovering Canadian literary translations

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By Liane Belway

Discovering new and exciting books and authors is a rewarding experience for most readers. In Published Heritage—the library side of Library and Archives Canada (LAC)—we connect with the publishers who bring us these works and make our diverse published Canadian heritage accessible to a wider audience.

When Canadian publishers make material available, they deposit copies with LAC with the help of our Legal Deposit team. What kinds of material do we acquire in Legal Deposit? A wealth of Canadian content: books, music, spoken-word recordings, magazines and other serials, and digital material as well. Each offers a unique perspective on Canadian society and culture, reflecting the publisher’s vision, interests and identity. One source of new knowledge and literary artistry is the translation of such works, making these publications available to a completely new audience.

Canadian Translations

One way of making great literature available to wider audiences is through literary translation, an often overlooked literary skill but a highly valuable one in a multicultural and multilingual society. Translations offer a window into new perspectives and styles, and a chance to discover literary traditions and innovations often not otherwise easily accessible. In fact, the Governor General’s Awards have a category for Translation, acknowledging the value of bringing French-language works to new readers in English when they would not ordinarily have the chance to read them. Each year, this award recognizes the translation of a work into English for its literary excellence and cultural contribution.

Award Winners

The 2017 Governor General’s Literary Award for Translation was awarded to Readopolis, translated into English by Oana Avasilichioaei and published by BookThug in Toronto. It is a translation of Lectodôme by Bertrand Laverdure, published by Le Quartanier, a francophone publishing house in Montreal. The Peer Assessment Committee had high praise for Avasilichioaei: “In Readopolis, Oana Avasilichioaei has risen to and matched the stylistic acrobatics of Bertrand Laverdure’s Lectodôme. The many voices of Quebecois writing sing through in this intelligent translation – a vertiginous ode to the pure, if rarely rewarded, pursuit of literature.”

David Clerson’s Brothers, a worthy finalist for the same award in 2017, also offers an excellent introduction to a new publisher’s vision. QC Fiction, an imprint of Baraka Books with a fresh perspective, is a Quebec-based English-language book publisher in Montreal. Recognizing the value of translations, QC Fiction’s goal is to publish contemporary Quebec fiction originally published in French, in English translations for a wider Canadian and international audience. Another QC Fiction title, I Never Talk About It, contains 37 stories and as many translators. As Fiction editor Peter McCambridge states, “37 different translators to translate each of the short stories published in a collection by Véronique Côté and Steve Gagnon. It’s a reminder that there are at least 37 different ways to translate an author’s voice—something to consider the next time you pick up a book in translation!”

Six colourful book covers with similar designs laid out side by side, displaying all titles: Listening for Jupiter, I Never Talk About It, Behind the Eyes We Meet, Brothers, The Unknown Huntsman, Life in the Court of Matane.

A selection of publications from QC Fiction, including Brothers (2016), the finalist of the Governor General prize for translation. Image used with permission from QC Fiction.

Providing works in translation allows audiences outside of Canada access to a large and, in our ever more connected world, growing national literature, and Canadian authors are enjoying an increasingly international audience. QC Fiction is also a great example of Canadian fiction’s global appeal. Says McCambridge: “So far the formula seems to be working: 3 of our first 5 books have been mentioned in The Guardian newspaper in England and bloggers from Scotland to Australia have picked up on what we’re doing and praised our ‘intriguing light reads.’”

With these award-winning publishers—just two examples of the innovative work in the world of Canadian literary translations—Canadian publishing remains a creative, varied, and thriving world that LAC strives to collect and preserve for readers now and in the future. To see what else LAC has in its collections, try our new search tool at: http://www.collectionscanada.gc.ca/lac-bac/search/all.

Liane Belway is the Acquisitions Librarian for English monographs in the Published Heritage Branch at Library and Archives Canada.

The literary season has just wrapped up; did you see it go by?

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By Euphrasie Mujawamungu

In early autumn or more likely in late summer,
Before the birds—great and small—pull up stakes and fly south,
Well before Parliament resumes sitting,
And on the eve of the back-to-school rush,
While some employees are still enjoying the sun,
The new literary season magazine appears,
Awaited by bookshops, readers … and especially librarians,
Not to herald the falling leaves, oh no—
New releases, new novels, new poems, new ways of doing things, and more.

Publishers release most of their books during this period, to put themselves in a strong sales and marketing position. Those few months before the end-of-year holidays give readers the chance to shop and to benefit from the recommendations of other book lovers for holiday gifts. This is also when avid readers stock up on their literary supplies so they can curl up with good books during the fall and winter.

This is the time when publishers and bookshops suggest lists of candidates for various awards, as most of these are handed out in the fall. Books that win awards or are named “staff picks” are in high demand among readers; another reason not to miss the literary season!

It bears mentioning that according to the provisions of the Library and Archives of Canada Act, all publications, regardless of medium or form, must be legally deposited by their publishers or authors. Legal deposit enables Library and Archives Canada to collect, preserve and make accessible all of Canada’s published documentary heritage.

Colour photo of a book cart with two copies of each book.

A book cart with new releases.

Many publishers and authors meet their legal deposit obligations when their publications are released. Consequently, the Legal Deposit team receives more publications in the fall than during other times of the year.

Just imagine the passion of the authors, the enthusiasm of the bookshops, the excitement of the readers!

Books in all formats have a place of prominence—the library—cared for by a devoted staff!

Our contact information:

Legal Deposit
Library and Archives Canada
395 Wellington Street
Ottawa, Ontario  K1A 0N4
Canada

Telephone: 819-997-9565
Toll free (Canada): 1-866-578-7777 (Select 1+7+1)
Toll free (TTY): 1-866-299-1699
Fax: 819-997-7019

Email:
bac.Depotlegal-LegalDeposit.LAC@canada.ca (Physical or Analogue Legal Deposit)
bac.Depotlegalnumerique-DigitalLegalDeposit.LAC@canada.ca (Digital Legal Deposit)
bac.archivesweb-webarchives.LAC@canada.ca (Web Harvesting)

Euphrasie Mujawamungu is an acquisitions librarian with the Legal Deposit team in the Published Heritage Branch at Library and Archives Canada.