Zpráva ze zahraniční služební cesty. PhDr. Jiří Polišenský. Klementinum 190, Praha 1

Zpráva ze zahraniční služební cesty Jméno účastníka cesty Pracoviště – instituce, adresa

PhDr. Jiří Polišenský Odbor správy a ochrany fondů, Národní knihovna ČR, Klementinum 190, 110 00 Praha 1

Pracoviště – zařazení Odbor správy a ochrany fondů - vedoucí odboru Důvod cesty účast na konferenci “Preserving our written cultural heritage – a national task within a European framework” Místo – město

Místo – země Datum (od-do) Podrobný časový harmonogram

Spolucestující z NK Finanční zajištění Cíle cesty

Plnění cílů cesty

Zeitgeschichtliche Forum in Leipzig (Grimmaische Strasse 6, 04109 Leipzig Německo 13. 3. až 15. 3. 13.3. 7.22odjezd z Prahy, 11.14 příjezd do Lipska 12.30 registrace 13.00 až 18.00 účast na konferenci 19.30 recepce 14. 3. 9.00 až 18.00 účast na konferenci 15.3. 9.00 až 12.00 účast na konferenci 12.42 odjezd z Lipska 16.27 příjezd do Prahy organizátor Seznámení s novými trendy v oblasti skladování a dlouhodobého uchovávání knihovních fondů a v oblasti systémů pro archivaci elektronických dokumentů. Navázání nových kontaktů Cílů cesty bylo dosaženo. Z hlediska skladování klasických knihovních dokumentů je nejnovějším trendem budování skladišť s nízkou teplotou (do 10 příp. 15 °C), u kterých se očekává shodný dlouhodobý efekt jako v případě odkyselování. Výhodou je skutečnost, že se tohoto výsledku dosahuje bez použití chemikálií a bez rozvazování dokumentů. Obsluha skladiště musí být plně automatizována. Na konferenci byl navázán kontakt s pí. Ingeborg Verheul, vývojovou pracovnicí Královské knihovny v Haagu, která se podílela na vývoji a implementaci systému DIAS pro archivaci digitálních dokumentů. Současně byla domluvena schůzka specialistů z knihoven ČR v Královské knihovně v Haagu. 28

Program a další podrobnější informace

Monday 13th March 2006: 12.00 – 13.00: Registration 13.00 – 13.30: Welcome & Opening talk Topic area 1: National approaches, strategies, projects 13.30: Saving and preserving archival and library material in Poland: overview and the most important problems Anna Czajka, Director of the central laboratory for conservation of archives, at the Old Files Archive in Warsaw 14.00: Integrated access to the cultural heritage of the Slovakian Republic [talk in English] Dr. Dušan Katuščák, Director of the National Library of Slovakia, Martin 14.30: The Hungarian library strategy and preservation: problems, directions, projects Péter Dippold, National Széchényi Library, Budapest 15.00: Discussion 15.30 – 16.00: Coffee break 16.00: Digital access to the historical collections in the Czech Lands [talk in English] Dr. Zdeněk Uhlíř, Czech National Library, Prague 16.30: Preserving our written heritage: 6th framework projects Paper Treat and SurveNIR Dr. Jana Kolar, Slovenian National and University Library Ljubljana Matija Strlič, Slovenian National and University Library Ljubljana 17.00: National memory activities in Estonia 2003-2005 Mari Siiner, Estonian National Library, Tallinn 17.30: Discussion 18.00: Close of day 1 19.30: Reception Tuesday, 14th March 2006: 09.00: Metamorphosis and memory: national cooperation on preservation and digitisation in the Netherlands Ingeborg Verheul, Koninklikje Bibliotheek, Den Haag

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09.30:

10.00:

10.30: 11.00 – 11.30: 11.30 – 13.00: 13.00 – 14.00:

UK national preservation initiatives [talk in English] Deborah Novotny, The British Library, London Die Allianz zur Erhaltung des Schriftlichen Kulturgutes (The alliance for the preservation of written cultural heritage): preservation strategies in Germany Birgit Schneider, Die Deutsche Bibliothek, Leipzig Discussion Coffee break Company presentations Lunch break

Topic area 2: mass procedures 14.00: The application of mass procedures at the Swiss National Library Agnes Blüher, Swiss National Library, Bern 14.30: Preparing and executing a contracts award process for mass deacidification Dr Rainer Hofmann, Bundesarchiv, Koblenz 15.00: The application of mass procedures at the Staatsbibliothek zu Berlin – Preußischer Kulturbesitz Andreas Mälck, Staatsbibliothek zu Berlin – Preußischer Kulturbesitz 15.30: Mass deacidification of archives: comparison of different methods Dr Michal Ďurovič, National Archive of the Czech Republic, Prague 16.00 – 16.30: Coffee break 16.30:

General information about preservation Activities of the European Commission on Preservation and Access (ECPA) Yola de Lusenet, European Commission on Preservation and Access, Amsterdam Digitisation without cataloguing? Utilising international cooperation via EROMM Dr Werner Schwartz, State and University Library of Lower Saxony, Göttingen

30

17.15: 17.30: 19.00:

Preservation on the Internet: the “Forum Bestandserhaltung” as a national portal Reinhard Feldmann, University and Federal State Library, Münster Discussion Close of day 2 Supper together (cost not included)

Wednesday, 15th March 2006: Topic area 2: further procedures 9.00: Digitisation – and what next? Longterm archiving in Germany and Europe Ute Schwens, Die Deutsche Bibliothek, Frankfurt am Main 9.30:

Přivezené materiály Datum předložení zprávy Podpis předkladatele zprávy

The portal “Zentrales Verzeichnis Digitalisierter Drucke” (central index of digitised prints) as part of a programme to digitise German cultural heritage Dr. Thomas Staecker, Herzog August Bibliothek, Wolfenbüttel

Topic area 3: project consultancy 10.00: How to deal with U.S. foundations Hans Rütiman, consultant 10.30: Preservation in archives and libraries from the perspective of European research support Hans-Joerg Lieder, Staatsbibliothek zu Berlin – Preußischer Kulturbesitz / Kompetenznetzwerk für Bibliotheken (KNB) 11.00: Discussion 11.30: Closing address Prof. Dr Hartmut Weber, Bundesarchiv, Koblenz 12.00: Coffee 0 24.3.2006

31

Zpráva ze zahraniční služební cesty Jméno účastníka cesty Pracoviště – instituce, adresa Pracoviště – zařazení

Mgr. Jindřich Marek NK ČR, Klementinum 190 HHF/ORST

Důvod cesty Účast na jednání o zřizování evropských kompetenčních center pro digitalizaci Místo – město Místo – země Datum (od-do) Podrobný časový harmonogram




Lucemburk Lucembursko 13.-15. 11. 2006 13. 11. – přílet, ubytování 14. 11. – jednání 15. 11. – odlet zpět G32 •

zjištění podrobných informací o zřizování evropských kompetenčních center pro digitalizaci

•

prezentace našeho stanoviska s informací o organizaci digitalizace v ČR (position paper) – viz příloha

•

prezentace činnosti NK ČR v oblasti digitalizace, zejména historických fondů

Cíle cesty byly splněny. V diskusích jsem se zaměřil především na prezentaci výsledků NK ČR na poli digitalizace, jmenovitě na naše workflow pro digitalizaci rukopisů (inkunábulí, starých tisků, starých map), na užité standardy a na prezentační systém Manuscriptorium (zmínil jsem též projekt Kramerius). Téměř všem přítomným byl rozdán leták o Manuscriptoriu a rámcově byli informováni o organizaci digitalizace historických fondů v ČR (financování ze systému VISK, resp. z jiných zdrojů, koordinační úloha NK, návaznost XML standardů na TEI). Na jednání, organizovaném Evropskou komisí (EK), byli přítomni především zástupci národních knihoven ze zemí EU a další zástupci centrálních paměťových institucí z těchto zemí. Na vyžádání pořadatelů jsem předem zaslal jako podklad zprávu o digitalizaci v ČR (position paper). Zpráva byla naší odpovědí na čtyři položené otázky (zpráva je přiložena). V úvodu zdůraznili zástupci Evropské komise (Horst Forster, Patricia Manson), že setkání je prvním v řadě, na němž jsou prezentovány názory zastupující různé země. Stručně též pohovořili o záměrech a cílech Evropské komise na poli digitalizace, resp. uchovávání digitalizovaných dat. Z jednání vyplynulo, že rozhodnutí o 32


zařazení jednotlivých pracovišť do sítě evropských digitalizačních center bude učiněno koncem ledna 2007. Digitalizační centra mají nabízet digitalizaci těm, kteří ji budou potřebovat, a to i přes (vnitroevropské) hranice. Rozhodně nebude přejímána kompletní infrastruktura existujících center, ale pouze ty jejich části, které budou pro záměr EK zapotřebí. Počátkem roku 2007 se též uskuteční další setkání zástupců příslušných institucí. Mezi střednědobé a dlouhodobé cíle EK v oblasti digitálních knihoven patří v oblasti digitalizace rozvoj architektury a komponent digitálních knihoven, v oblasti uchovávání příprava na užití systému OASIS a na obecnější rovině strukturace výzkumného prostoru pro FP7. 20. 11. 2006

33

Position Paper of the National Library of the Czech Republic 1. The current state of the organisation of digitisation in the Czech Republic The digitisation of scarce historical documents is carried out principally in the National Library of the Czech Republic, where digitisation is in the hands of a specialist company, AiP Beroun s.r.o. A complete digital copy of the original is created, including a description and its association with the image. XML standards are applied (MASTER,TEI). The data is entirely system independent and is directly accessible with basic computing facilities. It is compatible with other systems (exportable to UNIMARC and MARC21). The data is created in Czech and English. The National Library collaborates closely with the TEI Consortium, providing methodological guidance in specialised fields. The National Library and the company employ experts to prepare document descriptions. The company provides services and technological and methodological support, in close co-operation with the National Library, and implements the adopted concept of digital document creation. The data and the images created are immediately made available on the internet in the Manuscriptorium database (http://www.manuscriptorium.com). OAI-PMH and Z39.50 connectivity makes the data visible in the TEL-ME-MOR projects, in the uniform information gateway of the National Library and in other systems capable of applying this connectivity. The current capacity for the most demanding documents is approximately 200,000 pages per annum and at optimum usage up to 500,000 pages per annum. The capacity is only partially exploited.

2. Previous development of digitisation competence and the view of the future The National Library of the Czech Republic and many other Czech institutions collaborate in the sphere of digitisation of scarce documents with AiP Beroun, s. r. o. The growth of digitisation has been accompanied by the development of tools for the linking of images and descriptions within composite XML digital documents which are software, hardware and platform-independent and can be handled by basic, everyday computers. The basic tools are freely available to download from the Internet. These activities naturally lead to the accessibility of digital documents. The Manuscriptorium digital library (www.manuscriptorium.com) concentrates on making data accessible via binary tree technology, avoiding the use of demanding dynamic databases. It has been developed for publication and detailed searching in extensive data, originally on fixed media (it is used for the publication of the Czech National Bibliography, Patents,...) The technology facilitates powerful searching with minimal hardware requirements and at the same time it guarantees complete security. The creation and management of data are handled separately, linked to completed compatible documents. This means that any additional compatible data can be simultaneously accessed. Data contributed by cooperating partners and associated bibliographical data are therefore imported into the system without the images. The system permits high-quality presentation of ‘remote data’ stored on remote servers. Consequently, data from our Slovak partners is now presented in Manuscriptorium. Manuscriptorium intends to act as a European digital library of historical book resources, especially manuscripts, for which the processing methodology is the most advanced. Over 700,000 manuscript pages have been digitised so far. By co-operating with institutions around the world, especially in Europe, we also cover an area not covered by TEL (institutions which are not national libraries and institutions outside the EU). Co-operation is active and is producing practical results. Further development of this co-operation will be ensured through the European ENRICH project. 34

Its results are to be targeted at users and institutions which provide the digital content.

3. Requirements European Commission Co-ordination of co-operation between EU countries. Financing of digitising activities through European projects. Implementation of standards and inter-operability of existing systems. Closer integration with TEL.

Local Digitisation Studios Development and enhancement is presumed on two levels Services: - Provision of online services for the creation of compatible documents - Environment for online management of documents offered and newly adopted by Manuscriptorium - Creation of further environments, optimised according to types of users (for education, for public consumption) - Multi-lingual environments, addition of further languages, assessment and implementation of machine translation - Enhanced exploitation of unused potential of search system (sophisticated interpretation of simple query according to type of user and ontology) - Intensification of creation of fulltext documents (transcription, transliteration, OCR)

Technology: - Completion of development of semi-automatic digitisation studio to create a setup which can be operated without the need for advanced qualifications and which is readily transferable to new users. The prototype is now routinely operational, but presently there is a shortage of financial resources for its further development. - Routine application of OCR and transcription to the digitisation procedure and routine processes to facilitate full text search.

4. Possible positive impact of European competence on further development A positive impact of European competences may be the identification of optimal boundaries between centralised and de-centralised digitisation studios on a European scale. The most demanding digitisation projects will probably continue to be undertaken in specialist centres, as a service. The main factor encouraging the take-up of services, both direct (digitisation) or indirect (supply of turnkey studios, know-how) is the quality of the service and its economic effectiveness for both providers and users.

Prospects for improvement - Creation of conditions permitting the abandonment of regional strategies. - Motivation to proceed with routine activity, without waiting for the arrival of further digital technologies. Current data production is now limited only by the handling of documents, their preparation and description. - Motivation to create data in non-commercial and timeless form, to create complex documents initially containing vital information, but permitting further unlimited and non-predetermined expansion. - Motivation to communicate data.

35

Appendix A Data Archiving From the beginning of the digitisation process, the secure storage of data for the future has been appropriately managed. An extensive CD-R archive has been built up on selected media and the redundancy of the records has been subjected to testing. This issue has been solved under individual ‘Science and Research’ initiatives by the Ministry of Culture. In the National Library, preparations are under way for transfer to the National Library’s common data storage system. The tested methodology is inexpensive and reliable. It can be used with minimal risk by inexperienced digitisation staff in difficult conditions, for data volumes up to 1 TB. As CD-R archiving is commonly used, it would be useful to issue information regarding the risks and responsibilities involved in the use of these media, as well as their advantages.

Appendix B Details on history of the digitization in the Czech Republic Collaboration of the National Library with AiP Beroun began in 1992 under the UNESCO ‘Memory of the World’ project, when a presentation on the book holdings of the National Library was created on CD-ROM. Subsequently, AiP Beroun founded a digitisation studio for the National Library, using a KODAK DCS460 camera, later adding a Betterlight model. Later the company was commissioned to provide day-to-day continuous shift-based management of the studio, in addition to its servicing role. The conversion to an industrial process resulted in a substantial increase in capacity and a reduction of costs while preserving the highest quality standards. The increased capacity was exploited for the ‘Memoriae Mundi, Series Bohemica’ state-sponsored digitisation programme. The company invested independently in further development. In collaboration with a German company, CRUSE, a unique studio was established, capable of handling the most demanding aspects of manuscript digitisation (illumination, gold, large format) with the utmost care. Its approach is approved by restorers. The introduction of accessible services contributed to the expansion of the project, extending the National Library’s uniformity concept to other organisations (museums and archives), for which an individual, local solution was not possible, economically or in terms of staffing. In the past, digitisation used to be carried out on the customer’s own site, but latterly our partners have preferred centralised digitisation, despite the need to transport the documents. A new generation of high-speed cameras is currently being introduced, with a new studio design, generally providing increased capacity. The design has been patented.

36


Mgr. Jindřich Marek NK ČR, Klementinum 190 HHF/ORST

Důvod cesty

Účast na výročním setkání členů konsorcia TEI

Místo – město Místo – země Datum (od-do) Podrobný časový harmonogram


Plnění cílů cesty Program a další podrobnější informace

Přivezené materiály

Victoria Kanada 26.-30. 10. 2006 26. 10. přílet a ubytování 27. 10. první den jednání 28. 10. druhý den jednání 29.-30. 10. cesta zpět rozpočet NK, částečně G32 •

účast na výročním setkání členů konsorcia TEI

•

volby do statutárních orgánů TEI (TEI Council, TEI Board)

•

zjištění současných hlavních proudů a trendů v rámci konsorcia TEI

•

získání informací o vývoji rukopisného modulu TEI, užívaného v systému Manuscriptorium

Cíle cesty byly splněny. Program viz http://www.tei-c.org/. Hlavní proudy v rámci konsorcia TEI lze v současné době vidět a) ve snaze o konstrukci TEI jako "přirozeného jazyka", b) ve snaze o reprezentaci ontologií a jejich (semi)automatické propojení s textem, c) ve snaze o reprezentaci paralelních struktur v jednom dokumentu (onou paralelní strukturou je často fyzická podoba knihy), d) důraz na implementaci v knihovnách a na prezentaci a výuku, který je ovšem spíše okrajový. TEI nyní začalo být používáno i na několika místech ve Francii (zejm. listiny) a v Německu (zejm. slovníky). Musíme vyrovnat s problémem, že rukopisy jsou nyní v TEI spíše na okraji zájmu. Popisy rukopisů jsou považovány za hybrid mezi popisem textu a popisem předmětu. Možná bude poměrně snadné převzít iniciativu v oblasti vývoje standardu pro popis rukopisů. SIG (Special Interest Group) pro rukopisy se neuskutečnil, zúčastnil jsem se tedy SIGu k ontologiím, který řešil podobné otázky, které jsme v souvislosti s ontologiemi řešili v NK. Live CD se systémem TEI Knoppix.

37

Datum předložení zprávy Podpis předkladatele zprávy

20. 11. 2006

38

Zpráva ze zahraniční služební cesty Jméno účastníka cesty Pracoviště – instituce, adresa Pracoviště – zařazení Důvod cesty

Adolf Knoll Národní knihovna ČR, Klementinum 190, 110 00 Praha 1 Ředitel pro vědu, výzkum a mezinárodní vztahy Projednání spolupráce na budování Evropské digitální knihovny s vedením Národní knihovny Francie

Místo – město Datum (od-do) Podrobný časový harmonogram

Spolucestující z NK Finanční zajištění Cíle cesty Plnění cílů cesty, program

Přivezené materiály Referáty: Datum předložení zprávy Podpis předkladatele zprávy

Paříž, Francie 18. – 21. 04. 2006 • 19. 04. – jednání s prezidentem Národní knihovny Francie a užším vedením BnF • 20. 04. – jednání s novou prezidentkou programu IFLA-PAC (Preservation and Conservation) pí Christiane Baryla G32 Projednat možnosti dvoustranných spoluprací Cesta se uskutečnila na pozvání prezidenta Francouzské národní knihovny pana Jean-Noël Jeanneney. Šlo o konzultace k Evropské digitální knihovně, ke kterým separátně pozvala Francouzská NK několik vybraných evropských NK, které mají s digitalizací větší zkušenosti. Francouzská strana je vedoucí evropskou institucí v digitalizaci tištěných materiálů, zatím co naše NK v oblasti rukopisů. Obě instituce se účastní projektu TEL (Evropská knihovna) – Francouzská národní knihovna má kromě toho ještě své představy. Podpořili jsme Francouzskou NK v oblasti úsilí o lepší reprezentaci národních kultur v budoucí Evropské digitální knihovně. Francouzská národní knihovna naopak přislíbila podporu našemu úsilí o internacionalizaci Manuscriptoria. Díky naší roli v evropském projektu TEL-ME-MOR má česká NK velmi silnou pozici v prostředí evropských národních knihoven. Důležitá jednání o budoucnosti Evropské digitální knihovny neprobíhají bez její účasti – viz mé členství v High Level Expert Group on Digital Libraries (z knihoven pouze spolu s přestaviteli Britské knihovny a Německé národní knihovny) a v koordinační skupině Evropské komise o spolupráci archivu, muzeí a knihoven (z knihoven výše uvedené NK + Královská knihovna v Haagu a Rakouská NK)v EDK. Jednání s novou prezidentkou IFLA-PAC se týkalo především nového zaměření PAC na ochranu digitálních dat. V tomto ohledu jsme si přislíbli vzájemnou spolupráci i pokud jde o naši prezentace v tiskových výstupech (časopise) IFLA-PAC.

23.04.2006

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Adolf Knoll Národní knihovna ČR, Klementinum 190, 110 00 Praha 1 Ředitel pro vědu, výzkum a mezinárodní vztahy Přednést jeden ze zvaných referátů na téma Creating an International Environment for Research in Library Materials. Seznámit se s evropskými novinkami a trendy v oblasti automatizace knihoven se zvláštním zřetelem na standardy a oblast digitálních knihoven (dle předběžného programu konference), setkat se se zahraničními kolegy, navázat nové profesionální kontakty

Místo – město Datum (od-do) Podrobný časový harmonogram Spolucestující z NK Finanční zajištění Cíle cesty

Plnění cílů cesty, program

Bukurešť, Rumunsko 25.4.2006-30.4.2006 • Cesta Praha-Bukurešť: 25.4.2005 • Konference: 26.-28.4.2006 • Cesta Bukurešť-Praha: 30.4.2006 PhDr. Bohdana Stoklasová G 32 • Přednést referát • Seznámit se s evropskými novinkami a trendy v oblasti automatizace knihoven se zvláštním zřetelem na standardy a oblast digitálních knihoven • Setkat se se zahraničními kolegy a navázat nové profesionální kontakty Všechny cíle cesty byly splněny; hlavním cílem bylo přednést tzv. invited paper; těch je vždy jen málo. Tento fakt svědčí o respektu, který k našim úspěchům na poli digitálního zpřístupnění historických fondů mezinárodní společenství má. Úplný soupis příspěvků lze nalézt v programu konference http://elag.cimec.ro/conferenceTimeTable.py?confId=1 . I když celková úroveň konference mne zklamala (trpí stabilním okruhem organizátorů i přispěvatelů, nevyvážeností příspěvků a nepřipraveností některých workshopů), zaznělo zde několik vynikajících a pro aktivity NK velmi přínosných příspěvků. Příspěvek Caroline van Wijk z nizozemské národní knihovny nazvaný The Dutch national repository of cultural heritage seznamující s výsledky dosaženými při tvorbě nizozemského národního (a v případě agregace elektronických periodik vlastně mezinárodního) digitálního repozitáře byl dobrou přípravou na naši chystanou návštěvu v této instituci, přínosné bylo i navázání osobního kontaktu. Tradičně vynikající příspěvek s názvem European digital repositories overview přednesl Juha Hakala z finské národní knihovny. Shrnul v něm situaci i výhled evropských digitálních repozitářů a věnoval se i rozboru dostupného SW pro jejich správu. K nejlepším příspěvkům konference patřil překvapivě rumunský příspěvek The

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Central University Library System and the Union Catalogue of the Romanian Academic Libraries. Obsahově i formálně výborně připravený příspěvek přednesla Voichita Drahomir. Příspěvek ilustroval vysokou úroveň rumunských vysokoškolských knihoven, která velmi silně kontrastuje s problémy rumunské národní knihovny. Můj příspěvek měl velmi dobrý ohlas. Kromě informace o funkcích a mezinárodní povaze Manuscriptoria seznámil účastníky konference i s výsledky průzkumu aktivit a plánů evropských národních knihoven a porovnal celoevropský kontext se situací na jiných kontinentech. Bilance nevyznívá pro Evropu nikterak dobře. Setkání se zahraničními kolegy a navázání nových profesionálních kontaktů ELAG poskytuje dosti prostoru pro kontakty se zahraničními kolegy, této možnosti bylo využito především s cílem rozšířit možnosti spolupráce digitální knihovny Manuscriptorium s novými partnery. Podařilo se získat příslib spolupráce s Institutem kulturního dědictví v Bukurešti a Univerzitní knihovnou v Bukurešti. Institut má k dispozici digitalizovanou velkou část cenné sedmihradské historické knihovny Bibliotheca Batthyaneum z města Alba Iulia. Přivezené materiály

Referát: Datum předložení zprávy Podpis předkladatele zprávy

Kromě materiálů reklamní povahy jsme na konferenci obdrželi pouze program, který je též na internetu http://elag.cimec.ro/conferenceTimeTable.py?confId=1 http://elagreports.cimec.ro/papers/Papers/Knoll-ELAG-2006-Paper.pdf 18.10.2006

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Adolf Knoll Národní knihovna ČR, Klementinum 190, 110 00 Praha 1 Ředitel pro vědu, výzkum a mezinárodní vztahy 1. Zúčastnit se na pozvání SEEDI (South European Digitization Initiative) jejího výročního zasedání v Sofii a přednést referát o našich pracích v oblasti digitalizace; jsem jako expert zakládajícím členem SEEDI 2. Zúčastnit se mezinárodní konference ELPUB (Electronic Publishing) v Bansku – můj příspěvek v oblasti stavu digitalizace v Evropě byl přijat do Poster Session; zároveň jsem byl členem programového výboru ELPUB



Sofia a Bansko, Bulharsko 11. – 18. 6. 2006 • SEEDI – 11. – 13. 2006 • ELPUB – 13. – 17. 2006 G 32 + SEEDI nocleh 11. – 13. 2006 • Přednést referáty • Seznámit se s novinkami v obou oblastech (digitalizace a el. Publikování) • Setkat se se zahraničními kolegy a navázat nové profesionální kontakty Program SEEDI (http://www.ncd.matf.bg.ac.yu/seedi/foundations/foundations.html), viz: http://www.ncd.matf.bg.ac.yu/news/en/seedi_programme.html Program ELPUB, viz: http://info.tuwien.ac.at/elpub2006/ SEEDI – jako partner SEEDI (v rovině experta na digitalizaci) a jako osoba, která dala celé iniciativě jméno jsem zván na výroční konference. Navíc jsem členem redakční rady časopisu Review of the National Center for Digitization, vydávaným Srbskou akademií věd v Bělehradě. Schůzka byla důležitá pro navázání spolupráce s institucemi v regionu. Později nás podpořilo v projektu ENRICH několik rumunských, srbských a makedonských institucí. ELPUB – jako člen programové výboru této důležité mezinárodní konference jsem zván na její zasedání. Můj referát byl přijat jako poster, což mi lépe umožnilo (grafickým a trvalejším způsobem) seznámit účastníky s problematikou digitalizace v evropských národních knihovnách. Především mi to však dalo možnost prodiskutovat podrobnější spolupráci s experty TEI konsorcia Lou Bernardem a Matthew Driscollem při zpracování transformací mezi verzemi P4 a P5

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standardu TEI. Výsledkem je účast jejich institucí (Oxford Computing Centre) a Forksninginstitut Univerzity v Kodani na projektu ENRICH. Touto cestou byla získána i spolupráce Nadace Arne Magnussona na Islandu s Manuscriptorium.

Přivezené materiály Referáty:


Zájem o spolupráci projevili im kolegové z dalších zemí. Publikace ELPUB – sborníky konference SEEDI: Adolf Knoll International Co-operation in Building Access to Digitized Resources ELPUB: Knoll, Adolf (2006) TEL-ME-MOR or From Which to Build The European Digital Library, ELPUB2006. Digital Spectrum: Integrating Technology and Culture - Proceedings of the 10th International Conference on Electronic Publishing held in Bansko, Bulgaria 14-16 June 2006 / Edited by: Bob Martens, Milena Dobreva. ISBN 978-95416-0040-5, 2006, pp. 383-384 http://elpub.scix.net/cgibin/works/Show?212_elpub2006 21.06.2006

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Adolf Knoll Národní knihovna ČR, Klementinum 190, 110 00 Praha 1 Ředitel pro vědu, výzkum a mezinárodní vztahy Zúčastnit se konference IFLA, zastoupit NK na konferenci ředitelů národních knihoven CDNL, zúčastnit se jednání relevantních pro problematiku řešenou výzkumným záměrem a zejména projednat případnou spolupráci

Místo – město Datum (od-do) Podrobný časový harmonogram

Spolucestující z NK Finanční zajištění Cíle cesty Plnění cílů cesty, program

Seoul, Korea 20. – 27. 8. 2006 • Dle programu IFLA, viz http://www.ifla.org • CDNL, viz http://www.nla.gov.au/initiatives/meetings/cdnl/2006/cdnl2006index.ht ml Bohdana Stoklasová, Jindřiška Pospíšilová, Marie Balíková NK + částečně G32 • Účastnit se jednání • Projednat možnosti dvoustranných spoluprací IFLA - http://www.ifla.org CDNL http://www.nla.gov.au/initiatives/meetings/cdnl/2006/cdnl2006index.html


Během konferencí jsem se zúčastnil řady důležitých jednání, mj. s Korejskou národní knihovnou a s Muzeem knihtisku v Cheongju – s představiteli obou institucí jsme hovořili o další spolupráci, mj. i o příštím ročníku ceny UNESCO Jikji. Dále byla projednána účast některých institucí v mezinárodně budovaném Manuscriptoriu s výhledem na podání projektu EU ENRICH (NK Belgie, NK Španělska, NK Srbska, NK Litvy, NK Malty a další) Materiály reklamní povahy Výroční zpráva NK pro CDNL. 31.08.2006

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Adolf Knoll Národní knihovna ČR, Klementinum 190, 110 00 Praha 1 Ředitel pro vědu, výzkum a mezinárodní vztahy Zúčastnit se zasedání Subkomise pro technologii programu (SCoT) Paměť světa UNESCO a společného zasedání Subkomise pro technologii a Technické komise IASA (International Association of Sound Archives)

Místo – město Datum (od-do) Podrobný časový harmonogram Spolucestující z NK Finanční zajištění Cíle cesty Plnění cílů cesty, program

Přivezené materiály

Ciudad de México, Mexiko 06. – 11. 9. 2006 • 6. 9. – přílet • 7. – 8. 9. – zasedání SCoT • 9. 9. – společné jednání SCoT a IASA UNESCO + G32 (pouze stravné) Účastnit se jednání mj. s výhledem uplatnění poznatků v řešení otázek ve výzkumném záměru Na jednání se předpokládá velmi aktivní účast, nejcennějším výstupem bylo schválení (a poslední připomínky) publikace UNESCO o využití optických nosičů, viz dole subkomise pro technologii, dostupné materiály: http://portal.unesco.org/ci/en/ev.phpURL_ID=22506&URL_DO=DO_TOPIC&URL_SECTION=201.html konkrétně na URL http://unesdoc.unesco.org/images/0014/001477/147782E.pdf je nová publikace UNESCO Risks Associated with the Use of Recordable CDs and DVDs as Reliable Storage Media in Archival Collections - Strategies and Alternatives zápis jednání viz přílohy

Referáty: Datum předložení zprávy Podpis předkladatele zprávy

12.09.2006

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Report of the Ninth Meeting of the Sub-Committee on Technology of the International Advisory Committee for the UNESCO Memory of the World-Programme Mexico City, Thursday 7th and Friday 8th September 2006

Hall 2, Secretaria de Relaciones Exteriores Plaza Juarez No. 20, Mexico City Participating Members of the Sub-Committee: George Boston, Kevin Bradley, Adolf Knoll, Fernando Osorio, Jonas Palm and Dietrich Schüller. UNESCO Programme Officer: Abdelaziz Abid Apologies for their absence were received from Julian Béscos and Yola de Lusenet An address list for the members of the Sub-Committee is contained in Annex B. 1. Welcome Dietrich Schüller welcomed the members of the Sub-Committee and their guests to the ninth meeting of the Sub-Committee on Technology. He thanked the Foreign Affairs Ministry of the Republic of Mexico for offering their premises for the meeting. 2. Administrative Items The Report of the previous meeting held in Amsterdam in May 2005 was approved and the draft Agenda for the meeting (see Annex A) was agreed with the addition of a report from the UNESCO officer for the SCoT to be taken as Item 3. A visit to view the Mexican Codices at the Museo de Antropologia, one of the first nominations to be placed on the International Register, had been arranged by Fernando Osorio for 11.00 on Friday morning.

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3. Report of the UNESCO Officer Abdelaziz Abid, on behalf of the Director-General of UNESCO, thanked the members of the SCoT for their continuing work to assist the Memory of the World Programme to achieve its aims. He reported that a training workshop – the third in what was hoped to be a continuing series – was taking place in Cheongju City in the Republic of Korea. UNESCO was represented there by his colleague Joie Springer. The first workshop had been about the preservation of documents; the second about digitisation; and the current workshop was dealing with disaster preparedness. Two thirds of the cost of the workshop was being paid by Cheongju City and the rest by UNESCO. There were thirty participants at the workshop and it was hoped that there would be a workshop covering a topic associated with the Memory of the World Programme every second year. It was hoped that a similar biennial series of workshops could also be established in Latin America. Fernando Osorio said that support from UNESCO to help fund such workshops would be very beneficial for the continent. M. Abid continued by reporting recent staff changes in the Information Society Division in Paris. Elizabeth Longworth had moved from the post of Director of the Division to become the Head of Office for the Director-General. Pending the appointment of a new Director, Abdul Waheed Khan, Assistant Director-General for Communication and Information, is taking responsibility for the operation of the Division. M. Abid said that he would be retiring from his post in about a year and that he was slowly handing over the work of the Programme to Joie Springer. Dietrich Schüller said that it was often asked why the Memory of the World Programme was part of the Information Society Division and not part of the Culture Sector together with the World Heritage Sites and Intangible Heritage Programmes. In his opinion, because the underlying message of Memory of the World is preservation of information, such a move would not be good. This message, particularly in the digital age, is in need of increased support, both logistically and financially, if we want to keep the information gathered over the centuries alive and available. A move to the Culture Sector of UNESCO would reduce the programme to aesthetical issues. Abdelaziz Abid confirmed that the rise of the digital age is creating a different dimension of need to that of the analogue age. There is a different set of parameters and problems to manage that require a close contact with the world of computers. This, to some extent, is changing the aesthetic considerations of libraries and archives. The changes do not, however, mean that the Memory of the World Programme will be severed from the Culture Sector. Co-operation between the Programmes will still occur when appropriate. George Boston asked if it was correct that, unlike the Memory of the World Programme, every nomination received for inclusion on the Registers of the World Heritage and Intangible Heritage Programme Registers was visited by experts to assess its suitability. Abdelaziz Abid replied that this was correct in that the NGOs for the appropriate areas have continuing contracts to visit and examine the nominations received. The MofW Programme seeks expert opinions about nominations but cannot afford to fund visits to examine the documents. It had been estimated that to fund such visits by experts would cost about $300,000 per round of nominations.

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4. Membership of SCoT George Boston reported that, at the last meeting of the Bureau International Advisory Committee, held in Paris in 2005, it had been decided that the various Sub-Committees of the IAC should have Rules of Procedure setting out the role of each Sub-Committee, its membership and its mode of operation. The draft Rules for the Sub-Committee on Technology had been discussed by the SCoT at the meeting in Amsterdam in 2005 and amendments suggested. The amendments to the draft Rules had been submitted to the IAC at its meeting in Lijiang in China and agreed (see Annex C) and the SCoT now needed to discuss how the Rules should be put into operation. Dietrich Schüller announced that he intended to step down as Chairman of SCoT. He had held the position since the creation of the sub-committee at the inaugural meeting of the IAC in Pultusk, Poland in 1993. On behalf of the SCoT, Abdelaziz Abid thanked Dr Schüller for all the work that he had done for SCoT and the Programme as Chairman. He had previously chaired eight meetings of the committee and had played a large part in making the SCoT the most active committee within the Memory of the World Programme. It was necessary, however, that changes took place to ensure that committees remained fresh and did not become moribund. The debate turned to the appointment of a new Chairperson. The new Rules of Procedure stated, however, that the Chairperson of the SCoT was to be appointed by the IAC. This meant that a new Chairperson could not be formally appointed before the next meeting of the IAC scheduled for Pretoria in June 2007. After a brief discussion it was decided that Jonas Palm be recommended to the IAC for the position of Chairman to replace Dietrich Schüller when his term of office ended in June 2007. The Rules of Procedure also laid down that the SCoT should consist of eight members and that the term of office of members of the SCoT should be four years. At the end of their term of office, members are immediately eligible for re-appointment. In order to ensure continuity of the working methods of the SCoT, no more than five members may be replaced every four years. For the first period of operation of these Rules of Procedure only, four members will be appointed for four years and four for two years. Those appointed for two years will be eligible for re-appointment for a full four year term. Abdelaziz Abid reminded the Committee that it should avoid becoming Euro-centric but draw qualified people from all parts of the world. He also said that the membership should be periodically changed to ensure a freshness of approach to the problems facing archives and libraries. He welcomed the appointment of Kevin Bradley from Australia as the replacement for Michael Alexander, After discussion, it was agreed that the new Rules should apply to the members of the SCoT from the date of the next IAC meeting to keep the SCoT in step with changes of membership within the IAC. Starting in June 2007, George Boston, Adolf Knoll, Fernando Osorio and Dietrich Schüller will serve for a two year period and Kevin Bradley and Jonas Palm for a four year period. New members will be sought to fill the two vacancies and be appointed for a four year term. It was suggested that Mrs Saroja Wettasinge, Director of the National Archives of Sri Lanka in Colombo and Ms Noha Adly from the Library of Alexandria in Egypt be approached to fill the vacancies. The members of SCoT placed on record their thanks to Julian Béscos and to David de Roure for their past work on the committee.

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5. Memory of the World Projects Abdelaziz reminded the SCoT that it was at the request of the IAC that projects be examined. The intention was to ensure that the technical standards of projects were soundly based and that the project would have enduring results. The awarding of the use of the Memory of the World logo did not guarantee financial support. UNESCO had limited funds for this purpose but efforts would be made to find supporters for projects in particular need. The SCoT recommended that questions be added to the nomination form asking about the technical standards to be applied in the project and asking about plans for the future preservation and maintenance of the documents after the project is completed. The IAC should be asked to consider granting the use of the Memory of the World logo for non-technical projects such as investigations and surveys into the condition of collections. This would indicate that the work is considered important and would aid any subsequent project to preserve the documents to gain financial assistance. The SCoT then discussed the nominations received to date. The two nominations received from France were for the same material and were treated as one. The conclusions of the SCoT are given in Annex D. Abdelaziz Abid reported on a joint Turkish/UNESCO project. The project has a budget of €380,000 to equip and staff a centre for the preservation of books. The centre is to be housed at the Suleimaniya Library in Istanbul. The need for such a large sum of money to establish a book conservation centre without any mention of ongoing support was questioned. Is the Turkish Government supporting the project? Will the staff be in secure jobs with on-going work and support? While applauding the initiative, the members of SCoT were concerned that the project might train people and not be able to offer jobs at the end of the course. Abdelaziz Abid continued by reporting that the Library of Congress is setting up a Digital Library Project to make and collect digital copies of unique documents and collections. The factor impelling the project was the need to help spread knowledge of different cultures. Talks at the IFLA Conference demonstrated that there are a number of ways forward for the project. A number of companies are considering supporting the concept. Some basic difficulties need to be overcome, including the devising of a crossreferencing system for the spelling of names of people and places. The planning team for the project must include representatives from developing countries and the major NGOs such as IFLA in the drafting of the plans for a digital library. A few basic principles that can be easily understood by non-specialists in the field would be of great help in gaining support for the project. The ideas go far beyond the initial thoughts of the Library of Congress – this is wider than just a project for, and run by, the USA.

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There is to be a meeting at UNESCO in Paris on December 1st 2006 to explore the project more. Four basic topics have been tabled for discussion: 1. The architecture of the project – the ownership of the contents in whole and in part needs to be decided. 2. The selection criteria – the original idea of the Library of Congress was to concentrate on the unique patrimony. 3. The governance of the library – who runs it? – a management committee? 4. Funding – does supplying the money equal control? The Librarian of Congress, James H. Billington, has been actively seeking funding and has gained the support of Google for the project. He wants to see positive progress by the end of 2007 and the UNESCO General Conference. Adolf Knoll said that there are many problems with such a scheme. Not least is the existence of a good co-operative system between digital libraries in Europe. The Library of Congress must hold an open debate about the project and not seek to impose their views.

6. Jijki Prize Abdelaziz Abid said that the closing date for nominations for the Jijki Prize was December 31st 2006. No nominations had been received yet but it was expected that there would be about 50 nominations. It was planned that the Bureau of the IAC would shortlist the nominations at their meeting in March 2007 and the SCoT would be asked to comment on the shortlisted nominations by e-mail shortly afterwards, with the IAC making the final decision at their meeting in Pretoria in June 2007. The questions and advice on the nomination form were reviewed in the light of the experience gained in 2005. It was recommended: • That the order of the sections giving the details of organisational nominees and individual nominees be reversed. • That information be sought about how the prize money would be used if the nomination was successful. • That individuals should be nominated by a third party and not by themselves.

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7. Publications a. Proposed booklet - Risks Associated with the Use of Recordable CDs and DVDs as Reliable Storage Media in Archival Collections - Strategies and Alternatives This was no longer a proposed booklet. The work had been completed and was available on the UNESCO website at: http://portal.unesco.org/ci/en/ev.php-URL_ID=22734&URL_DO=DO_TOPIC&URL_SECTION=201.html The committee congratulated Kevin Bradley for his patience and the excellent work. Mr Bradley replied that it been a lengthy but thorough examination of the problems and he had looked at the use of recordable optical discs as a systems problem i.e. the disc and the machine as a single entity. Providing advice about disc testers had proved the most troublesome part of the work. The results from the low end products available – software to run with an internal or external computer drive – had proved to be completely unpredictable and unrepeatable. Of the mid-range products, only one was found to be satisfactory and only then if it could be periodically re-calibrated against a high-end tester. The high-end testers were acceptable but were also expensive – probably beyond the budgets of the small collections who were most likely to wish to use optical discs as the target media for digitisation. This work led to an investigation to determine at what point the use of recordable optical discs became more expensive and troublesome than using a mass storage system or tapes. The figure for the number of discs was surprisingly low. In fact, in only one scenario did optical discs become advantageous – that where the electricity supplies were very unreliable. Dietrich Schüller commented that the book sets standards for preservation projects. It also made it clear that all but the very smallest collections would find it better and cheaper to use a professional digital storage system in preference to optical discs. The probability of recordable optical discs surviving for many years was very low. Abdelaziz Abid said that a summary – almost a tick list of “Do’s and Don’ts” – was required. This could be a separate document to provide an introduction to the subject. Kevin Bradley replied that the supporting arguments given in the book were necessary for people to fully understand the recommended actions. George Boston suggested that, for each item in the list, the summary could be cross-referenced to the appropriate section in the book. Adolf Knoll said that an Executive Summary was required as part of the book and this could also be produced as a separate publication. Dietrich Schüller agreed to draft an Executive Summary by the end of September in consultation with Kevin Bradley. Abdelaziz Abid agreed to organise the translation of the summary into French and Spanish. Fernando Osorio agreed to check the Spanish version and Jean-Marc Fontaine would be approached to check the French version.

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Kevin Bradley said that a possible solution for small or domestic users was a web-based store. There were still problems of cost and the security would need to be checked. He continued by reporting that research into the effect of light on recordable discs had stopped because new safety requirements for high power UV light sources in Australia had made it impossible to continue the work. b. Update of A Guide to the Standards, Recommended Practices and Reference Literature Related to the Preservation of Documents of All Kinds The SCoT had considered writing an update of A Guide to the Standards, Recommended Practices and Reference Literature Related to the Preservation of Documents of All Kinds that was published in 1998. It was decided not to do this but to merely update the list of members of the SCoT. It will remain on the UNESCO website in the six languages and printed copies are also available. The website address is: http://portal.unesco.org/ci/en/ev.php-URL_ID=2168&URL_DO=DO_TOPIC&URL_SECTION=201.html To replace the Guide to Standards, it was agreed that the SCoT prepare a new publication that incorporated some of the earlier material as well as material that was on the CD version of the work. The new work will be a treatise on long term storage and will look much more at the physical requirements of stores – choosing a site, method of construction, climate control equipment, fire extinguishing etc. A skeleton for the work last year had been drafted by George Boston prior to this meeting (see Annex E) and this had been accepted as a framework for the new book. Jonas Palm agreed to begin to put flesh on the outline. He said that much material was available in the Swedish Protection Requirements for Archives which was now a National Standard and approved by the legal community. He will seek other authors as required. Again, translations of the finished work are planned. c. Preserving the Documentary Heritage Since being written in 2005 and placed on the UNESCO website, it has proved to be very popular and has been translated into several languages. The SCoT agreed that, apart from the list of members of the committee and some of the citations in the bibliography, the work did not need updating. The address of the publication is: http://portal.unesco.org/ci/en/ev.php-URL_ID=19440&URL_DO=DO_TOPIC&URL_SECTION=201.html

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d. Other Publications of Interest Dietrich Schüller reported that the IASA Technical Committee had recently issued a new edition of The Safeguarding of the Audio Heritage: Ethics, principles and Preservation Strategy. This is the third work in a series with the general title of Standards, Recommended practices and Strategies. Translations into Chinese, French, German and Spanish were in various stages of production. Dr Schüller continued by reporting that the Spanish edition of TC-04 – Guidelines on the Production and Preservation of Digital Audio Objects – was to be presented at an evening reception on Tuesday September 12th. Editions in other languages were also in progress. 8. Digital Preservation Costs Dietrich Schüller reminded the members of the committee that the Intergovernmental Council of the Information for All Programme had requested the SCoT to investigate the costs of preservation in the digital era. Hardware and media costs were continuing to fall steadily but the cost of software remained high. In the past, UNESCO had taken the lead by providing free, high-quality software suitable for use by libraries and archives. New software packages were no longer being written and the support for the existing packages was probably to be withdrawn. Abdelaziz Abid added that there were three software packages currently available from UNESCO including CD-ISIS. Because of opposition from commercial software producers, UNESCO was reviewing its involvement. One proposal that was being investigated was that UNESCO negotiate special prices with companies for the supply of standard software packages for distribution to poorly resourced countries and institutions. Kevin Bradley said that we should start by defining what was needed. Work on one part was already in progress – the depositary control. Several companies were working in this area and two packages – D-Space and Fedora – were available and offering a good product. Both sets of software were worth supporting but they approach the problem from different directions. D-Space offered downloadable repository software that was better for large institutions such as National Archives with good support staff. It manages using an enhanced Dublin Core data set. Fedora was more practical for smaller institutions with minimal support who want to buy in a product that is easy to install and use. Its architecture was based around METZ. There were a number of groups of people developing many types of software to be made available as Open Source Software. We should make contact with this community. Interchange software was probably most in need of development. Some development of hardware to meet the needs of the archival storage community was also required. Abdelaziz Abid commented that the next meeting of the Bureau of the Intergovernmental Council for the Information for All Programme in early April 2007 (IFAP Bureau) had allocated one day of its three day agenda to the topic of preservation and digital storage.

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Kevin Bradley gave a resume of the functional model being developed by the OAIS (Reference Model for an Open Archival Information System). Further information about OAIS can be found at: http://public.ccsds.org/publications/archive/650x0b1.pdf

A debate followed as to how useful this approach would be for small collections. Individual modules may be good but a small institution needed a packaged product that was scaleable to meet their requirements. It was agreed that there was an urgent need for such a package to be developed. Kevin Bradley said that each community of archives and libraries needed to define what they required of a software package to administer their digitised collections. Solutions could be made scaleable so that the software was suitable for a range of collection sizes and could grow with the collection. An outline of requirements was essential, however, before serious work could begin. Dietrich Schüller said that we need to work towards a presentation of the current costs for the various parts within and archival digital storage system and an investigation into how costs could be reduced without impairing performance. Abdelaziz Abid said that UNESCO may be able to fund a consultant to define the requirements. Kevin Bradley said that it would be possible to take the work further by hiring a graduate student to put together a package of open source software as part of the investigation into the areas that needed more development work. An approach to open software writing groups may then be successful in creating a workable, scaleable management system for a digital store. It was agreed that a graduate student be contracted to work at the Australian National Library to investigate what open source and low cost software modules existed, to put them together into a package and to report on the shortcomings in preparation for work to develop better modules where required. The work to be finished in time for a report to be submitted to the IFAP Bureau at their next meeting in April 2007.

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To achieve this target, the following timetable was agreed: a. Dietrich Schüller to draft an outline requirement by the end of September. b. Kevin Bradley and the other members of SCoT to add detail to this outline by the end of November. c. Kevin Bradley to establish a position for a graduate student to carry out the investigations. The contract to run from November 2006 to February 2007. d. Abdelaziz Abid to agree terms of a contract with Kevin Bradley. The contract to be in place by the end of October e. Based upon the requirements produced by items a. and b., Kevin Bradley and the OAIS to define categories where software is required, e.g. ingest, management etc. f. Researcher assembles available open source solutions and reports on gaps. The staff of the Phonogrammarchiv in Vienna will also input advice from their existing investigations into open source software and their work on the LTO error checker. The researcher also provides advice on the complexity of support for open source materials. The work to done under the supervision of Kevin Bradley and the Australian Partnership for Sustainable Repositories. g. Kevin Bradley prepares report for the Bureau meeting in early April 2007 and circulates it to the members of SCoT. 9. Future Activities There were no other future activities tabled for discussion. 10. Any Other Business a. Adolf Knoll informed the SCoT of a EU project to raise awareness of the documentary heritage. It was to collate the existing research information to improve its accessibility both as a training tool and by dissemination to practitioners in the field. A meeting was to be held in Vienna on September 12th and a report would be circulated to the members of the SCoT. b. Abdelaziz Abid informed the members of SCoT of the World Day for the Audiovisual Heritage. The day chosen was the 27th of October - the anniversary of the Convention of the Moving Image. c. Fernando Osorio reported that a project to survey audiovisual documents in Latin America was proposed. It would look particularly at analogue photographic images. A fuller report would be given to the next meeting of SCoT with a view to seeking advice about actions to take to preserve the material.

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11. Close of Meeting On behalf of the SCoT, Dietrich Schüller thanked Fernando Osorio and his aide, Rita Sumano, for the work that they had put into making the meeting such a success. In particular, for arranging a visit to see the magnificent Mexican Codices. The storage facility for these rare documents was an example to be followed by many other collections. Dr. Schüller continued by thanking the organisations that had provided hospitality for the committee during its stay in Mexico City - Data Stock and Fundación Televisa, Imaging Arts Division. The Secretaria de Relaciones Exteriores was also to be thanked for making the room and its facilities available for the meeting. Finally he said that, above all, the people of Mexico City were to be thanked for the friendly reception given to the members of SCoT. It had all helped to make a most invigorating and informative few days. GLB 10X2006

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ANNEX A Draft Agenda 1. Welcome 2. Administrative Items - Agreeing the Agenda; approving the Minutes/Report of the last meeting; agreeing the timetable etc of the meeting; other routine administrative items. 3. Membership of SCoT 4. Memory of the World Projects - A review of project proposals received since the last meeting of SCoT. 2007-01 - Algeria The Adrar Manuscript Heritage 2007-02 - Bhutan Digitalisation, Archiving and Publishing of Historical Documents 2007-03a - France The Art of the French Voyages to the Pacific 1768-1846 2007-03b – France Catalogue d’images provenant des voyages français d’exploration en Polynésie Française 1768-1846 2007-04 – Jamaica a. Transfer of Audio Tapes to Digital Medium for Posterity b. The Restoration of Queen’s/Tivoli Theatre 2007-05 – Kuwait Preservation of the TV Archives 2007-06 – Nicaragua El Tren Cultural del 25 Aniversario de la Cruzada Nacional de Alfabetización 2007-07 - United States of America a. Exhibition at the National Museum of Natural History of the Smithsonian Institution, Washington DC. b. Research activity in the field of ancient medicine/ancient medical books and traditional knowledge of plants. c. Some manuscripts may be eligible for the World Memory program. d. Publications on World Scientific Heritage. e. Traditional Knowledge. 2007-08 – Yemen Republic Preservation of Yemen’s Manuscript Heritage 5. Jijki Prize - To review procedures for examining nominations for the 2007 Jijki Prize.

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6. Publications: a. Proposed booklet - Risks Associated with the Use of Recordable CDs and DVDs as Reliable Storage Media in Archival Collections - Strategies and Alternatives b. Update of Safeguarding the Documentary Heritage: A Guide to Standards etc. 7. Digital Preservation Costs – Additional thoughts to add to those of Amsterdam. 8. Future activities 9. Any Other Business 10. Close of Meeting

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ANNEX B Address Details for Members of SCoT Members of the Sub-Committee George Boston (Rapporteur) 168A Overwoods Road Hockley Tamworth Tel: +44 (1827) 700 173 Staffordshire B77 5NF United Kingdom E-Mail: [email protected] Adolf Knoll National Library of the Czech Republic Deputy Director Klementinum 190 Tel: +420 (2) 266 160 110 01 Praha 1 Fax: +420 (2) 2422 7796 Czech Republic E-Mail: [email protected] Fernando Adolfo Osorio National School of Conservation, Restoration and Museography National Institute of Anthropology and History Calle Selva 23 apt. 502 Cuicuilco Insurgentes Del. Coyoacan Tel: +52 (5) 5605 0239 and 5604 5188 ext.4525 Mexico D.F. 04320 Fax: +52 (5) 5604 5188 Mexico E-Mail: [email protected] Jonas Palm Arkivrĺd (Director, Head of Division) Riksarkivet (National Archives) Bevarandebyrĺn (Division of Preservation) P.O. Box 12541 Tel: +46 (8) 6301 545 SE-102 29 Stockholm Fax: +46 (8) 6309 233 Sweden E-Mail: [email protected] Dietrich Schüller (Chair of Sub-Committee) Österreichischen Akademie der Wissenschaften Phonogrammarchiv Liebiggasse 5 Tel: +43 (1) 4277 29 601 A-1010 Wien Fax: +43 (1) 4277 9296 Austria E-Mail: [email protected]

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Yola de Lusenet (ex-officio member) European Commission on Preservation and Access c/o KNAW Trippenhuis Kloveniersburgwal 2 Tel: +31 (20) 551 08 39 NL-1011 JV Amsterdam Fax +31 (20) 620 49 41 The Netherlands E-Mail: [email protected] UNESCO Officer Abdelaziz Abid Division of the Information Society UNESCO 1 Rue Miollis Tel: +33 (1) 4568 4496 75015 Paris Fax: +33 (1) 4568 5582 France E-Mail: [email protected]

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ANNEX C Rules of Procedure for the Sub-Committee on Technology Rule 1 - Membership 1.1 The Sub-Committee on Technology (SCoT) shall be composed of eight members comprising a Chairperson appointed by the International Advisory Committee (IAC) and members chosen for their specialist expertise. A rapporteur shall be selected by the SCoT from among its members. 1.2 Additional temporary members may be invited to attend a specific meeting if the SCoT feels that special expertise is required for the discussion of a particular topic. 1.3 The term of office of members of the SCoT shall be four years. They are immediately eligible for re-appointment. In order to ensure continuity of the working methods of the SCoT, no more than five members may be replaced every four years. 1.4 For the first period of operation of these Rules of Procedure only, four members will be appointed for four years and four for two years. Those appointed for two years will be eligible for reappointment for a full four year term. 1.5 The members of the SCoT shall recommend suitable replacements to the IAC when necessary. Rule 2 - Functions The SCoT shall discharge the functions assigned to it by the IAC. Rule 3 - Sessions The SCoT shall normally meet at least every two years. Periodic meetings and consultations shall, however, be conducted through electronic media to reach decisions. The SCoT shall also hold virtual meetings as the need arises. Rule 4 - Agenda The agenda shall be drawn up by the UNESCO Secretariat in consultation with the Chairperson of the SCoT. It shall be communicated to the members of SCoT six weeks before the opening of each session. Rule 5 - Functions of the Chairperson 5.1 The Chairperson shall declare the opening and closing of meetings, direct the discussions, ensure observance of these Rules, accord the right to speak, put questions to the vote and announce decisions. He or she shall rule on points of order and, subject to these Rules, shall control the proceedings and maintenance of order. 5.2 If the Chairperson is no longer able to hold office, the IAC shall choose a member of the SCoT to become Chairperson for the unexpired portion of the term of office. The IAC shall nominate a replacement member for the unexpired portion of the term of office to fill the vacancy in the membership of the SCoT. Rule 6 - Secretariat

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A representative of the Director-General of UNESCO shall participate in the work of the SCoT without the right to vote. He or she may at any time submit either oral or written statements on any matter under discussion. The Secretariat of SCoT shall be provided by the Information Society Division of UNESCO. Rule 7 - Working Language The working language of the SCoT shall be English. Rule 8 - Working Documents The working documents shall be communicated to the members one month before the opening of each meeting of the SCoT. Rule 9 - Points of Order During the discussion on any matter, a member of the SCoT may at any time raise a point of order, which point of order shall forthwith be decided upon by the Chairperson. Any member can appeal against the ruling of the Chairperson which can only be overturned by a majority of the members present and voting. Rule 10 - Suspension, Adjournment and Closure Any member of the SCoT may at any time propose the suspension or adjournment of a meeting or the adjournment or closure of a debate. Such a motion shall be put to the vote immediately and decided upon by a majority of the members present and voting. Rule 11 - Voting Rights Each member of the SCoT shall have one vote. Consensus will be sought as the normal basis for decision making on each topic. Otherwise decisions will be made on the basis of a simple majority vote of those present. In the case of a tie, the Chairperson shall have the casting vote. Rule 12 - Suspension Any provision of these Rules, except where it reproduces provisions of the Statutes of the Memory of the World Programme or decisions of the General Conference of UNESCO, may be suspended by a decision taken by a two-thirds majority of the members present and voting. Rule 13 - Reports The SCoT shall present reports on its work and recommendations to the IAC.

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ANNEX D Project Proposals 2007-01 - Algeria The Adrar Manuscript Heritage This is not a technical project. It is a project to examine the collection to assess its condition. A project to perform any necessary work may come later. There is, therefore, nothing for the SCoT to review at this time. 2007-02 - Bhutan Digitisation, Archiving and Publishing of Historical Documents The proposal document gives little information about the technical standards to be applied in this project. It was noted, however, that the target medium was to be recordable optical discs – CD-R and recordable DVD. These have been proved to be unreliable. A recent UNESCO publication - Risks Associated with the Use of Recordable CDs and DVDs as Reliable Storage Media in Archival Collections - Strategies and Alternatives – gives advice about what precautions to take if optical discs are used for long term storage and also about alternative target media that resolve some of the problems. The book is available on the UNESCO website at: http://portal.unesco.org/ci/en/ev.phpURL_ID=22734&URL_DO=DO_TOPIC&URL_SECTION=201.html

The SCoT recommends that the proposers of this project reconsider the target media to be used and resubmit the nomination with more detail about the technical specifications of the project. The SCoT notes that a safety or preservation copy of the digitised material is held in Denmark. This is too be applauded as a far sighted step to ensure the survival of the information. Concerns were expressed about the ownership of files kept by other institutions but there are precedents, notably in the arrangements made between the National Library of the Czech Republic and other libraries, both within the Czech Republic and elsewhere. 2007-03a - France The Art of the French Voyages to the Pacific 1768-1846 2007-03b – France Catalogue d’images provenant des voyages français d’exploration en Polynésie Française 1768-1846 Although some paintings can be considered as pre-photographic documents, most are interpretations of reality. Even paintings of places and events sit in that grey area between reality and impressions. They belong more correctly in the world of museums and art galleries. The SCoT suggests, therefore, that this project be submitted to the Culture Sector of UNESCO for consideration.

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2007-04 – Jamaica a. Transfer of Audio Tapes to Digital Medium for Posterity b. The Restoration of Queen’s/Tivoli Theatre a. The time quoted for the transfer of the 3,270 hours of audio is far too short. A factor of three should be the minimum allowed for the calculation of the time it will take to copy audio tapes. A minimum of 10,000 hours of copying time should be allowed for this project. In addition, the offer of a 50% discount on the price by one of the companies tendering for the work should be treated with great suspicion. Such a reduction in price can probably only be achieved by sub-standard staff and work practices. Beyond the estimated time that the project will take, there is a lack of any technical details to allow the standard of the work to be assessed. The proposers are advised to obtain copies of the IASA publications TC-03: The Safeguarding of the Audio Heritage: Ethics, Principles and Preservation Strategy (available on the IASA website at www.iasa-web.org/index.htm) and TC-04: Guidelines on the Production and Preservation of Digital Objects, edited by Kevin Bradley, ISBN 8799030918. b. The restoration of the Queen’s/Tivoli Theatre is not an appropriate project for the Memory of the World Programme. The proposers are advised to approach the Culture Sector of UNESCO for assistance. 2007-05 – Kuwait Preservation of the TV Archives As submitted, the project proposal document is a specification for tenders for the work. The document is professionally presented and reflects the current approach to video transfers. The target media listed are, again, the major cause of concern. The DigiBeta video tape format is becoming obsolete. The “Data Tape” format proposed and its technical standards are not defined. There are a number of levels of quality available and it is suspected that a data reduced standard such as MPEG2 at 50Mbits/s may be used. The CD-R and DVD optical discs are, presumably, to be used as access copies but no mention is made of any verification process for the new recordings. The SCoT recommends that the authors of this document review the target media and the transfer standards in the document before proceeding further with the tender process. For archival purposes, a transfer that is not data reduced is the ideal. The cost of storage is steadily dropping and a number of archives have begun to make uncompressed preservation transfers. The steady improvement in transfer standards should be reflected in this tender specification. At present there is not a project to be considered for the use of the Memory of the World logo. When a firm project is in place, the receipt of a new nomination will be welcomed.

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2007-06 – Nicaragua El Tren Cultural del 25 Aniversario de la Cruzada Nacional de Alfabetización This is partly a standard project for the preservation of documents and partly a project to record video histories. The preservation part does not appear to have any major problems. The video histories project falls more rightly within the ambit of the Intangible Heritage Programme. The SCoT is prepared to offer technical advice about the methods and standards for making the recordings if required. 2007-07 - United States of America a. Exhibition at the National Museum of Natural History of the Smithsonian Institution, Washington DC. b. Research activity in the field of ancient medicine/ancient medical books and traditional knowledge of plants. c. Some manuscripts may be eligible for the World Memory program. d. Publications on World Scientific Heritage. e. Traditional Knowledge. In general, these five items are not preservation projects. They do, however, form a very rich seam of documentary heritage in the fields of pharmacology and medicine. The IAC may wish to grant the use of the Memory of the World logo to some of the items – but not on technical grounds. More specific comments: a. To be submitted to the IAC for the use of the logo. b. As a research project, it is outside the remit of the Memory of the World Programme. c. This forms the basis for a possible nomination for inclusion on the International Register. d. This should be submitted to the Science Sector of UNESCO. e. This is more appropriately with the Intangible Heritage Programme. 2007-08 – Yemen Republic Preservation of Yemen’s Manuscript Heritage This project is seeking moral rather than material support. The project is being financed by a wealthy organisation that can afford good equipment. There are, however, a few technical questions about the project to be answered. How many documents are to be digitised and stored? How much storage will be required? Will it be in a RAID array or some other media? What plans exist for the future of the digitised files? Members of the SCoT will frame a list of questions to be submitted to the nominators of this project by October. They will also question the quality of the camera to be used.

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ANNEX E Outline for Technical Guide to Long Term Storage I offer the following suggested outline for your consideration. In addition to the basic headings, I have included some comments on the topics that might be covered within each section. These range from the blindingly obvious to some rather more subtle ideas that I have gathered over the years. Preface - setting out importance of the design of the storage facility and its climate control system, how time spent on the planning can save large sums of cash in the long-term. Building - position (not in a valley prone to flooding or on a hillside with a risk of avalanches etc), basic design (ring-doughnut shape with offices and work areas surrounding the store rooms to help improve insulation from exterior climate or a traditional block), use of local traditional methods, need for good sealing of structure from exterior, need for good heat insulation (both the last two points will greatly reduce the energy requirements for the store), control of entry of dust, control of entry of insects and rodents. Climate Control System - dangers of having one, large air conditioning system, the use of an intermediate plenum to receive treated air from several smaller units and then to feed to the various storage areas, use of hygroscopic wheels to control humidity. Fail-Safe Design - ways of ensuring that temperature and humidity do not change swiftly if the electricity supply fails, back-up generators, automatic fire-fighting systems, general disaster preparedness. Acclimatisation Chambers - rooms to allow documents to slowly move from the storage conditions to the access conditions and vice-versa, air-locks for staff. Recommended Storage Conditions a. Traditional Documents i. Manuscripts ii. Pre- acid paper printed materials iii. Post-acid paper printed materials iv. Exotica - palm leaves, wampum beads etc. b. Still Photographs (and microfilms?) c. Moving Films d. Mechanical Audio e. Magnetic Tapes f. Mass Produced (pressed) Optical Discs g. Recordable Optical Discs h. Electronic Storage (computer) Storage Systems To also include information about official standards and recommended reading for each group of documents. GLB 03VII2005

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Joint Meeting of the Sub-Committee on Technology for the UNESCO Memory of the World Programme, the Technical Committee of the International Association of Sound and Audiovisual Archives and Other Interested Parties Report of the Meeting Held at the Franz Mayer Museum in Mexico City Saturday, September 9th 2006 The Agenda for the Joint Meeting is attached as Annex A. Participants: Members of the UNESCO Sub-Committee on Technology for the Memory of the World Programme (SCoT) Members of the Technical Committee of the International Association of Sound and Audio Visual Archives (IASA TC) Abdelaziz Abid – Senior Programme Officer for the Memory of the World Programme Pio Pellizzari – IASA Vice-President with responsibility for training. Apologies for not being able to attend were received from: Nancy E. Gwinn – Chair IFLA Section on Preservation and Conservation (Smithsonian Institution Libraries, Washington, USA). Yola de Lusenet – European Commission on Preservation and Access (Amsterdam, The Netherlands). Nolda Romer - Leader of the Priority Area Group for Professional Education and Training of the International Council of Archives (Netherlands Antilles). A full list of participants with contact details is given in Annex B. 1. Opening of the Meeting The Co-Chairmen, Dietrich Schüller (Chair of the UNESCO Sub-Committee on Technology – the SCoT) and Lars Gaustad (Chair of the Technical Committee of the International Association of Sound and Audiovisual Archives – the TC) welcomed the participants and thanked them for attending. They introduced Abdelaziz Abid, Senior Programme Officer, Memory of the World programme, UNESCO and Pio Pellizzari, IASA Vice-President with responsibility for training. The other participants then gave a short introduction of themselves and their work. Dietrich Schüller began the meeting by giving a brief explanation of the aims of the Memory of the World Programme and the part that the SCoT played in the programme. The Programme was seen by many as being the Registers of important documentary heritage. This was not the full story. The principle aims of the Programme were to improve the preservation of and access to the documentary heritage of the world. The SCoT provided the technical advice and support to these primary aims. George Boston then explained why this Joint Meeting had been arranged. The main topic was to be the training of archive and library technical staff. It had become increasingly obvious that there was a

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major shortfall in training for this group of people. There were a number of schools and colleges teaching how to conserve and restore books and manuscripts. There were many computing colleges to teach routine computing skills. There was almost no training for technicians dealing with the conservation and preservation of non-print documents other than film and no courses to train people in the use of digital storage systems. Yet at the same time there was a desperate need worldwide for technicians with these skills. This meeting was to define the needs and to propose ways of meeting these needs. The IASA Technical Committee had been invited to join the SCoT as it was the only active technical group in the specialist AV archive federations. Representatives of IFLA and ICA had been invited but had been unable to attend. The report of the meeting would, however, be sent to the other NGOs. 2. Training of Archive/Library Technical Staff Lars Gaustad opened the discussion by saying that as the steady increase in the use of digital and computer techniques increased there was a parallel increase in the merging of skills between library and archive staff. Abdelaziz Abid commented that in several countries, notably Canada, the national library and the national archive were merging. In some cases major museums were also involved in the combining of institutions. The signs were that this was a continuing trend. Pio Pellizzari said that the mergers were starting with the traditional archives and libraries and that digitisation was accelerating the trend. There were problems of organisation and finance to overcome and much training would be required. IASA was reforming its Training Committee which had been stood down in the mid-1990s. It was hoped that the other NGOs in the library and archive field would co-operate with IASA in the work that needed to be done. Dietrich Schüller gave a brief resume of the IASA position paper on Teaching and Training (see Annex C). Pio Pellizzari added that there was little training in Europe for audiovisual archivists. Conferences, seminars and workshops were some help but were not sufficient to fill the need. There was certainly a need for training manuals of various types but it was essential that hands-on, practical experience was provided as well. A network of archives prepared to give time to hosting trainees for a few weeks was required. A trainee should, if resources permit, spend time at several institutions seeing how different places dealt with similar problems. If the host institutions were prepared to offer free training, the only cash costs would be for travel and accommodation. The situation in areas such as Africa and other developing parts of the world needed an examination of their needs before organising training. The training of technicians in the new technologies had, in most cases, to be undertaken in parallel with training in how to prepare historic material for copying and how to use and maintain historic machinery. These were practical skills that were not easily learnt from books.

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George Boston reminded the meeting that the needs were not restricted to the audiovisual world. The archives and libraries holding traditional textual documents, while having access to more schools teaching conservation and restoration of these materials, were also in need of training in the use of computer and digital techniques. It was a fact that, once digitised, the problems of maintaining a digital collection in the computer age were common across all types of repository. Michel Merten said that it was clear that two types of training were required. The first on how to handle historic documents and the use of the machines needed to access them. Secondly, to provide knowledge of the newer digital technologies. Guy Maréchal commented that we also needed a document to explain to managers and other decision makers why training of technical staff was essential for the preservation of many of the documents in archives and libraries. A good technician has an understanding of the original documents that enables them to be prepared for the digitisation process without harming them. Managers need to have the same awareness of the needs of the old and the new technologies in order to set the best strategies to take their collections into the future. Dietrich Schüller said that Yola de Lusenet of the European Commission for Preservation and Access had wished to attend this meeting but had sent some comments (see Annex D). She also feels that there is a need to educate managers and decision makers about the training requirements for technicians. Albrecht Häfner has written on this subject as well. Junior staff often feel inhibited about arguing with their seniors about matters such as this. Statements from outside experts are usually more effective. Pio Pellizzari added that for many types of historic document, cataloguing and documentation is based upon the physical entity. Digital copies have different documentation requirements. To paraphrase one of Yola de Lusenet’s comments, before we can start to teach, we need to find the teachers. Michel Merton said that the situation varies across the world. In some countries, things appear to be going well while in others there are major problems. An investigation into the differences and the reasons for them may help with the designing of courses. The PRESTO project is likely to lead to defacto guidelines for Europe. The two TAPE sessions in Amsterdam referred to in Yola de Lusenet’s comments attracted about 120 applicants for a total of 40 places. Adolf Knoll added that awareness of the problems was a pre-requisite to underpin any training initiatives. Fernando Osorio said that similar problems exist in Latin America – particularly for the preservation of photographic images. Much effort has been put into educating middle and upper management about the problems that need to be overcome. Seminars and workshops have their place but they are not a replacement for practical experience. The education of managers was as vital as providing training for the technicians who do the work.

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Guy Maréchal reported that a new EU project was being set up. It would look at the exploitation of collections but primarily at the financial level. One task was to produce a Register of Rights. The Library of Congress was producing seven modules including one on training. The United Kingdom had set a series of cultural aims and is now looking at ways and means to achieve them. Pio Pellizzari said that there had been many initiatives but not at a practical level. Many good policy papers but little of substance to follow up the ideas. The larger institutions tend to overlook the requirements of smaller collections. Michel Merton suggested that IASA should become a participating technical partner in the PRESTO project to ensure that the outcomes were suitable for the AV archive world. Dietrich Schüller said that PRESTO was not managed by archivists; it was managed by a group who, originally, had not been heavily involved with archives. While UNESCO relies heavily on the advice from NGOs in planning its activities (and much of the authority of UNESCO stems from its willingness to listen to experts in a field) the EU prefers to listen to lobby groups with a commercial bias. Albrecht Häfner said that the most urgent training needs were countries in areas such as South-East Asia, Africa and Latin America – not in Europe and the Western world. Matthew Davies added that there was a danger that developing countries come to see digitisation as a panacea – a cure for all their problems – and did not care for the original material. There was a need to produce cheap, practical solutions to the storage problems of small archives and those in developing countries. The South-East Asia and pacific Audiovisual Archives Association (SEAPAVA) was trying to further the work to achieve these aims. George Boston intervened to say that there had been much discussion of what was wrong and the generalities of what was required. The debate needed to move on to specific solutions. Pio Pellizzari asked if IASA could take a lead to move things forward. Lars Gaustad said that the British Library offered several scholarships to people from overseas. Could this idea be expanded? Albrecht Häfner added that many countries had cultural ministries. Could UNESCO persuade some of them at least to support trainees to learn at major collections. Guy Maréchal said that it should be possible to identify a number of specific topics and to prepare a text on each subject. This would form a series of modules that could be studied by trainees. Each module could be prepared by a centre of excellence in that area of work. The modules to be supplemented by a short, intensive internship – perhaps two weeks – at an archive specialising in the work. Abdelaziz Abid said that funding for the printing of training modules and for internships was potentially possible. UNESCO would not want, however, to make grants to individuals or administer the scheme in detail. If a proposal was made by an NGO to fund a number of internships and they undertook the administration of the placements etc. then funding would be more likely.

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Jonas Palm commented that students from developing countries may require longer than two week internships. It would depend on the level of knowledge and experience that they possessed before beginning the practical work. Albrecht Häfner added that an investigation of what knowledge was missing in each country – or even at the institutional level – was needed before deciding on placements for trainees. Kevin Bradley agreed that research into the training requirements of each student was wise. He would also ask them to bring some documents from their institution to form part of the practical work. Lars Gaustad added that this would give the student more confidence in handling such documents when they returned home. Michel Merton said that, as part of the preliminary investigation into the needs of each student, it was also necessary to check the level of expertise and knowledge that they already had. Fernando Osorio commented that two weeks intensive work equated to about 120 hours of practical experience. Dietrich Schüller advised that host institutions should also be prepared to act as a mentor to students on a continuing basis. It would be wrong to assume that all problems would be solved by providing a two week long practical course of training. A suggestion was made that the internet and the web be used to supplement the written word and the internships. Michel Merton suggested that colleges teaching AV subjects be approached to add some modules about preservation and digital archiving to their syllabuses. Nadja Walloszkovits added that we schools to teach digitisation but that their courses should be checked and accredited in some way. Dietrich Schüller said that the TAPE project was running training courses and writing books on the theoretical basis of training courses. Pio Pellizzari asked for a liaison officer to be appointed from the IASA Technical Committee to work with the new Training Committee. Albrecht Häfner was proposed. Guy Maréchal said that a small writing group should be formed to begin drafting the outline of the series of training modules. The initial work should be completed in Mexico to ensure that the momentum is sustained. Kevin Bradley said that the headings used in TC-04 would offer a number of ideas for topics. A writing group was formed consisting of Pio Pellizzari (Convenor), Lars Gaustad, Albrecht Häfner and Guy Maréchal. Lars Gaustad summarised the debate by saying that there was a great need for technical training and that the subject covered a very wide range of skills. It was a big job but there were few people to do it. The IASA publication TC-04 and its UNESCO successor provided much information to help maintain digital objects into the future. To achieve real success, however, neither UNESCO or IASA alone could do the job. It required a commitment from all the library and archive NGOS.

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3. Debate on Optical Discs - reliability of discs and testers. Kevin Bradley opened the discussion on this topic by saying that when discussing the use of recordable optical discs – CD-Rs and DVDs – it was necessary to discuss the total system: the carrier, the recording machine and the playing machine. Only the carrier – the discs – were subject to any standard. The machines merely had to be able to burn and replay the discs – there was no standard for the hardware. There was much evidence that the reliability of recordable optical discs had steadily reduced since the formats were introduced. It had been thought that the unreliability could be managed by testing and re-testing the discs while in storage. This was not, however, to be recommended for most collections for three reasons. The first was the fact that the discs had proved more unreliable than first thought. The reduced reliability required a higher frequency of testing. Secondly, the cost of setting up a meaningful testing system was high in staff costs. Thirdly, suitable testers are expensive. The earliest discs could only be written at low speeds compared with those currently available. The ability to write discs quickly depends on having a thin layer of the dye which responds more quickly to the writing laser beam. A number of tests have shown that discs optimised for a fast writing speed are also less reliable than those manufactured for use at lower writing speeds. This is most probably related to the thickness of the dye layer. Any system that relies on periodically removing a carrier from a shelf, placing it a tester and recording the results is expensive in labour costs. Although the use of recordable optical discs may appear cheap to a small archive, to ensure that the information stored is kept useable requires the establishment of an expensive testing regime thus negating the low cost of making the discs. Research into the reliability of testers also showed that the use of testers may require considerable capital resources. For the purposes of the research, the testers were grouped into three categories. The low end systems – share-ware or cheap software - relied on an internal or external drive to play the discs. The results were both unpredictable and unrepeatable. No meaningful information could be gained from any of the low-end testers examined. Many of the problems could be traced to the lack of a calibrated machine to play the discs. The lack of consistency of the spin and problems with tracking resulted in completely random results. In addition, not all software used parameters from the Red Book to test the discs. Many used parameters of their own design and, even if accurate, could not provide results that could be compared with other systems. The mid-range systems were better. Some came with drives and others relied on an existing drive to play the discs. The mid-range tester market is, however, a shrinking one and, of those tested, only one gave reliable and useful results – the Clover. This came with a calibrated drive and, thus, overcame a major problem with the low-end test software. This machine still needs regular calibration against a high-end tester to ensure that the results remain useful. If access to a high-end tester was not easily and cheaply available, the costs would rise. Without regular calibration of the drive, it would drift out of tolerance.

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High-end testers had proved to be very good and reliable but very expensive. They are used by all the major blank and recorded disc manufacturers to quality check their products. In the archival world, it is probable that only the largest national collections could only be afford to buy them – and they would probably decide not to use recordable discs for long-term storage. Some work had been done to calculate the break-even point beyond which the use of optical discs became more expensive than the use of a digital mass storage system. The figure was very low. Only a very small collection would find it cheaper to use optical discs. The only other case where optical discs may be preferable to using a digital mass storage system is where the electricity supply is very unreliable and the use of a DMSS is, therefore, difficult. Michel Merton asked if it was planned to hold talks with manufacturers again in the future. Dietrich Schüller replied that such talks had not proved to be helpful. The technical people that represented the companies were quite open about the problems but could not counter the optimistic quotations of the marketing departments. He re-iterated the point about the lack of standards for the machines. Jonas Palm commented that the CD and DVD format generally was never intended to be a long-term storage medium. Kevin Bradley added that the concept of a long-term storage medium was a myth that ought to be placed next to that of perpetual motion. Greater efforts needed to be made to wean many managers away from their love of kilometres of shelves full of information carriers and introduce them to the concepts of digitisation and computer storage. 4. Debate on Digital Magnetic Tape – reliability and cost of currently available drives; advantages and problems of using magnetic tape as a long-term storage medium. Nadja Walloszkovits presented a report about the current types of digital tape drives available on the market and the development of the formats both past and into the future. The key Powerpoint slides used for her presentation are in Annex E. Dietrich Schüller reported that he had established contacts with an international IT company that had developed a software system for testing LTO tapes. At present, the tapes had to be sent to the company for testing which was not practical. The Phonogrammarchiv and the company was investigating the possibility of producing a “light” version of the software that is affordable and that could be supplied with the drives. Kevin Bradley said that LTO tapes were best used as part of a robotic system and not simply stored on a shelf in the historic manner. This provided a better management of the data. For security, two copies of the tape in addition to the one in the robot should be made. One kept near the robot and the other at a remote location – perhaps in another region of the country - in case of a disaster at the main site. Guy Maréchal said that, as a storage principle, equipment and carriers should be multi-sourced. The use of more than one storage format in parallel protected the data from obsolescence of formats and equipment. The capacity of data tape formats was too large. The optimum capacity for archives was probably that of a DVD. Storing too many items on one tape slowed access down and increased the vulnerability of the data to loss through wear because of too frequent spooling. Jouni Frilander said that the Life Expectancy for AIT tapes was about five years. Automatic monitoring software was available for the format.

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Dietrich Schüller said that the commercial computing centres have had the resources to devise and implement strategies for managing and maintaining data. The audiovisual needs larger capacities than the strategies devised for the general computing world can handle efficiently. UNESCO’s main concern was for the survival of the information held in many hundreds if not thousands of small collections. In most cases the custodians were unaware of the dangers facing their collections. The large national collections had the resources to solve their own problems. Lars Gaustad said that a road-map to the future was required. Methods and strategies for maintaining small collections needed to be established. In Norway, the National Library provides a hosting service for small archives whereby the National Library provides storage space within its own system and supplies working copies to the owners of the data at regular intervals. This provides the advantages of a large scale store at the same time as meeting the needs of small users. Dietrich Schüller commented that many developing countries would not use such a system. They were possessive of their holdings. Michel Merton said that efforts must be made to persuade such countries that using space in a large store elsewhere was sensible. The copy in the remote store should be seen as the backup or safety copy while the master copy remained in the country. 5. Future Co-operation Between SCoT and IASA It was agreed that direct liaison between the SCoT and the IASA Technical Committee should be established to facilitate the continuation of the work that has been started in Mexico City. Dietrich Schüller agreed to act as the formal channel of communications between the two bodies. Jonas Palm said that more effort and resources would be available for the work if the various organisations co-operated with each other rather than work independently. The SCoT was already concentrating its efforts on providing texts for the decision-making layers of society in general, of the various cultural bodies and of the document holding institutes. If the SCoT continued with this strand of work and IASA concentrated on practical training, more could be achieved. Kevin Bradley added that the writing of Risks Associated with the Use of Recordable CDs and DVDs as Reliable Storage Media in Archival Collections - Strategies and Alternatives had shown what could be achieved by working in partnership. 6. Closure of the Meeting Dietrich Schüller thanked the participants for attending and the Franz Mayer Museum for providing the venue. He had found the debate very stimulating and, if the momentum generated here in Mexico City was maintained, looked forward to a number of positive outcomes. Fernando Osorio and the organisers of the IASA Conference were also thanked for providing the facilities required for the morning’s meeting.

GLB 10X2006

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Adolf Knoll Národní knihovna ČR, Klementinum 190, 110 00 Praha 1 Ředitel pro vědu, výzkum a mezinárodní vztahy Účast na prestižní konference Best in Heritage – pro kulturní instituce, které byly oceněny za svou práci významnými cenami

Místo – město Datum (od-do) Podrobný časový harmonogram Spolucestující z NK Finanční zajištění Cíle cesty Plnění cílů cesty, program

Dubrovnik, Chorvatsko 20. – 24. 09. 2006 Přednesení zvaného referátu, týkajícího se prací, za něž NK získala světovou cenu UNESCO Jikji v r. 2005 G32 Přednesení zvaného referátu http://www.thebestinheritage.com/event/programme.php Referát zejména o výsledcích našich digitalizačních programů a mezinárodní spolupráci v nich získal zvláštní ocenění (diplom) programové komise konference; tím se dostalo NK dalšího uznání v oblasti budování virtuálního badatelského prostředí. Referát je zároveň výsledkem VZ.

Přivezené materiály Referáty:


Sborník z konference Knoll, Adolf Preservation and Access in Service of Researchers and Future Generations. In: The Best in Heritage [Proceedings of the Conference held in] Dubrovnik, Croatia, 21 - 23 September 2006 / Editor-in-Chief Tomislav Šola. Zagreb, European Heritage Association, 2006. 64 pp. 18 - 19 pp. 23.04.2006

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Adolf Knoll Národní knihovna ČR, Klementinum 190, 110 00 Praha 1 Ředitel pro vědu, výzkum a mezinárodní vztahy Účast na mezinárodní konferenci Globalization, Digitization, Access, and Preservation of Cultural Heritage



Sofia, Bulharsko 07. – 11. 11. 2006 Dle programu konference – viz níže

G32 Přednesení zvaného referátu autorů Zinaida Manzuch & Adolf Knoll Building digital access to cultural heritage in Europe: National libraries in context; řízení sekce o ochraně digitálních dat; účast na konferenci – referát je částečně výstupem Evropského projektu TEL-ME-MOR a našich výzkumných a vývojových prací. http://slim.emporia.edu/globenet/Sofia2006/program.htm Konference je pořádána pravidelně každé dva roky společně Univerzitou v Sofii a Emporia State University Kansasu, USA. Jde o známou konferenci s velkou mezinárodní účastí. Referát vzbudil zaslouženou pozornost, s řadou účastníků konference byla projednána možná budoucí spolupráce.


Sborník z konference Referát bude publikován ve sborníku konference pravděpodobně ve 2. polovině roku 2007 23.11.2006

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Zdeněk Uhlíř Národní knihovna ČR, Klementinum 190, 110 01 Praha 1 Vedoucí odd. rukopisů a starých tisků

Důvod cesty Účast na kongresu „Serving the Information Society – Libraries in the Digital Age“ Místo – město Místo – země Datum (od-do) Podrobný časový harmonogram


Plnění cílů cesty Program a další podrobnější informace Přivezené materiály Datum předložení zprávy Podpis předkladatele zprávy

Mnichov Německo 07.05.-13.05.2006 Odjezd: 07.05.2006 Konference: 08.-12.05.2006 Návrat: 13.05.2006 --Organizátor + Výzkumný záměr NK ČR G 32 (vlaková jízdenka) •

Získání informací o digitalizaci v Bavorské státní knihovně, Bavorsku a Německu

•

Vyhledávání partnerů

Cíl cesty byl splněn. Program a seznam účastníků v příloze --15.05.2006

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Zpráva ze zahraniční služební cesty Jméno účastníka cesty Pracoviště – instituce, adresa

PhDr. Jiří Polišenský Odbor správy a ochrany fondů NFS, Národní knihovna ČR, Praha 1, Klementinum 190

Pracoviště – zařazení Odbor správy a ochrany fondů, vedoucí odboru Důvod cesty Návštěva veletrhu CeBIT 2006 Místo – město Místo – země Datum (od-do) Podrobný časový harmonogram


Hannover Německo 9. – 10. 3. 9. 3. odjezd v 5.00 návštěva veletrhu 13.00 – 18.00 přejezd do místa ubytování 18.15 – 19.00 10.3. návštěva veletrhu 9.00 – 15.00 návrat do ČR 15.00 – 20.50 Dr.. Ljubka, I. Miláček, ing. Petřík Seznámení s novými produkty v oblasti tvorby a archivace digitálních dokumentů: - získání nejnovějších informací o systémech pro digitální knihovny (archivaci a zpřístupňování dokumentů), zejména o systémech DIAS, KOPAL KOLIBRI. - získání přehledu inovací přístrojů pro skenování dokumentů (Bookeye, Zeutschel) a přístrojů pro záznam digitálních dat na mikrofilm (Zeutschel, Staude).




Cílů cesty bylo dosaženo, získané informace budou použity pro další rozvoj oblasti digitalizace v NK ČR. Byly navázány nové kontakty s partnery v zahraničí. Při jednání byla dohodnuta návštěva v Deutsche Nationalbiblithek ve Frankfurtu n.M. Během veletrhu byly navštíveny stánky firem: Zeutschel, ProServ, Minolta, BookEye, společný stánek Deutsche Bücherei a Niedersächsische Staats und Universitätsbibliothek a řada dalších stánků firem nabízejících prostředky pro zálohování a archivaci dat. Materiály (prospekty) jsou uloženy v OSOF 24. 3. 2006

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Zpráva ze zahraniční služební cesty. PhDr. Jiří Polišenský. Klementinum 190, Praha 1

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