9/17/2015 arrow plus is a best practice network selected under the ict policy support programme...

04/19/23 www.arrow-net.euARROW Plus is a Best Practice Network

selected under the ICT Policy Support Programme (ICT PSP)

Summary

What ARROW is

ARROW demonstration

What ARROW Plus is / Why ARROW Plus

Inclusion of a new country in ARROW

Focus on BiP (+ case study)

Focus on RRO

ARROW Plus in Lithuania

04/19/23

WHAT IS ARROW?

ARROW Project Start date: 1st September 2008 – End date: 28th February 2011 Full Partners: 16, Supporting partners: 13 Countries involved: 12

(Austria, Denmark, France, Finland, Germany, Italy, the Netherlands, Norway, Slovenia, Spain,Sweden, UK)

Active pilots: Germany, France; Spain; United Kingdom

ARROW plus Start date: 1st April 2011 – End date: 30th September 2013 Full Partners: 26, Supporting partners: 10 Countries involved: 14

(Austria, Belgium, Bulgaria, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, the Netherlands, Poland, Portugal, Spain)

About the project

What ARROW is

ARROW is a distributed system for facilitating rights information management in any digitisation programme, scalable to further applications A distributed system: a network of databases made interoperable through

use of standards Facilitating implies time saving

Data from validation survey: ARROW allows 90%+ time saving Rights information management: conceived as a separate function from

(though linked to) “rights management” (the RII = Rights Information Infrastructure)

Any digitisation programme: ARROW is conceived to be neutral to legal frameworks and business models

Future applications: Rights information may be crucial in new digital markets

You want to digitise a book but you are really asking for a work A request for permission to digitise and use a book refers to the

manifestation level a book in a specific edition and format (paperback, hardcover, large print) a book published by a specific publisher a book that may be still in print or out of print a book that may be still copyrighted or not

Rights clearance depends on information at work level The in print/out of print status of the work depends from the in print/out of print status of

all its manifestations published If the manifestation requested for digitisation is out of print but another manifestation of

the work is in print, then the work has to be considered in print As the chain of rights might be very complex and all rightholders must be identified

(authors, contributors, publishers)

Why ARROW is needed

How ARROW works

When the user submits a request, ARROW queries existing information sources in a sequence:

The TEL database (The European Library: the single European library catalogue), to identify the book and to cluster it with all other books containing the same work

The VIAF (Virtual International Authority File), to better identify the author

The BiP (Books-in-Print) in the country of publication, to know if any of the books concerned is in print (actively commercialised by any publisher)

The RRO (Reproduction Rights Organisation) database, to see if they know the relative rightholder

Work and manifestation information the work (≈ Expression) of which the item the library wants to digitise is a

manifestation other manifestations of the same work (≈ Expression) Other works (Expressions) related to the work the item the library wants to

digitise is a manifestation

A set of information on the rights status of the work (aka ARROW Assertions)

whether the work is copyrighted or in the public domain whether the work is In Print or Out of Print (as well as whether each

manifestation of the work is In Print or Out of Print) whether the work is considered Orphan or rightholders are known and

traceable

A set of information on rights and rightsholder who is the rightholder or rightholder representatives to be contacted to

obtain the permission to digitise and use a work how to get the licence to digitise and use the work, when appropriate

Library and TEL data

TEL and BIP data

Library and TEL data

Library, TEL and VIAF data

BIP data

RRO data

RRO data

RRO data

What ARROW rights information are

ARROW is a system to support libraries in increasing the dimension of their digital libraries and making them available to users supporting the search for the rights status and rightsholders in an automated,

streamlined and standardised way, thus reducing time and costs of the search process

facilitating the inclusion of copyrighted material, to overcome the black hole of the XXth century

building an alliance between libraries, publishers, authors and commercial players towards common services

What ARROW is for

A work becoming orphaned is essentially an issue of missing or incomplete information

ARROW system addresses the issue of Orphan Works but goes beyond it towards a comprehensive Rights Information Infrastructure

to search for information on all categories of books

So, what about orphan works?

ARROW provides an environment and tools to facilitate the search for rightholders

Orphan works are definable at the end of a search process

At the end we may have some unsuccessful searches: these works are “candidate orphans”

It is up to stakeholders, within a given legal framework, to decide whether a work is orphan or additional searches are required

This is an application of our “neutrality principle”

ARROW Approach to diligent search

ARROW approach was worked out to be compliant with the HLG guidelines on diligent search the search is done prior to the use of the work the search is done title by title or work by work each step of the search is documented and results stored the workflow is executed on country-basis

according to country of the work’s origin ARROW acts as interoperability facilitator and gives access to a network of distributed

data providers to search: National libraries catalogues via The European Library Virtual International Authority File Books in Print databases, usually based on ISBN databases Collective Management Organisations repertoires Other resources can be integrated “on demand” for each national workflow

A system Suitable for any model requiring a “diligent search” Supporting the diligent search process in an automated, streamlined and standardised way Flexible to serve any diligent search model Neutral to the legal framework and licensing solution adopted

ARROW search = 5 % of Manual search time

ARROW Achievements

National Pilots & Use Cases

National pilots German pilot up and running French pilot up and running Spanish pilot up and running UK pilot up and running

Identification of National Use Cases France: Collective agreement for Out-of-Commerce Works Germany: Collective agreement for Out-of-Commerce Works UK: collaboration with the UK RROs to support a digitisation project using ARROW

ARROW is a standard system that can be customised according to stakeholders’ requirements in the frame of national use cases

04/19/23

ARROW

DEMO

Lessons learned/1

Effective rights information management requires the involvement of the whole value chain: Libraries Authors Publishers Publishers’ and authors’ associations Books in print organisations Collective rights management organisations

The ARROW solution relies on networking, knowledge sharing and collaboration among stakeholders

Lessons learned/2

To be successful you need first to bridge the gaps in the value chain: Cultural Gaps among stakeholders

To Understand differences in mission, core expertise and business approaches To Exchange knowledge and visions

Interoperability gaps To Understand different technologies and standards used in the Library Domain (Marc-

based formats), BiP Domain (ONIX-based formats) CMOs/RROs Domain (ONIX for LT based formats)

To Build a distributed infrastructure enabling interoperability on existing initiatives and data sources

ARROW message suite released as an EDItEUR open standard: ONIX-RS (ONIX for Rights Information Infrastructure)

ARROW extracts value from differences

Lessons learned/3

The three “C” factors for a success story Consensus in your country

Commitment, which also means building know-how in your organisation

Cooperation at national and European level

04/19/23

WHAT IS ARROW PLUS?

WHY ARROW PLUS?

Why ARROW Plus

ARROW is based on existing sources of book data. How to manage the workflow in new countries, especially where one or more sources are less sophisticated? Objective 1: inclusion of further countries

Key element: setting up (or improving existing) BiPs and RROs, which will benefit the trade far beyond the project scope

ARROW is a neutral system to be customised to meet requirements in real use cases Objective 2: enhancement of the system following use case requirements

Books also contain images with separate rights management requirements Objective 3: piloting the inclusion of images embedded in books in the Arrow

workflow

Management structure

Work packages (WPs) are organised focusing on the three objectives

Objective 1: inclusion of further countries

Coordinating national initiatives (WP3) Creating conditions for inclusion - new registries (WP5)

Objective 2: enhancement of the system

Enhancement (WP4) Infrastructure for registries (WP4) Technical inclusion of a new country (WP4) Validation (WP7)

Objective 3: piloting the inclusion of images Dedicated efforts (WP6)

Broadening the scope of Arrow through Arrow Plus: countries involved

Pilot countriesArrow

Arrow Plus

WP3: Coordinating national initiatives

Who: the Federation of European Publishers (FEP), supported by The European Library (TEL), EDItEUR, MVB, CINECA, the International Federation of Reproduction Rights Organisations (IFRRO), CEDRO

How: through the National Contact Points…

In Lithuania: Lietuvos Leidėjų Asociacija (LLA)

…working with national partners and supporters…

… and involving the relevant stakeholders in each domain: libraries, Books-in-Print, collective management organisations, rightholders

This is why we are here today

WP 3: Objectives

To co-ordinate the deployment of the ARROW system in new countries, ensuring full participation of national stakeholders and maintaining interoperability across borders

To analyse the user needs in countries involved, in order to identify requirements and the ad hoc development pattern to join the ARROW system

To take care of the relations between the national specifications, system design (WP5) and technical implementation (WP4)

To provide timely and regular information about the project evolution to all partners

To prepare sustainability plans at national level, to identify business models for maintenance of the services created during the project

WP 3: Output

A map of each country with the description of what is already available what needs to be integrated/created in order for the country to join ARROW

User Requirements: what is needed in technical terms for the integration of those elements into the ARROW system

An assessment of the potential use cases (digitisation plans, etc.)

An assessment of the feasibility of the inclusion of each country in the ARROW system: awareness and interest by stakeholders; possible technical, financial and political difficulties

Deadline: January 2012

Deadline: October 2013

Associazione Italiana Editori (IT) (coordinator) Int. Federation of Reproduction Rights Organisations Federation of European Publishers EDItEUR Marketing und Verlagsservice des Buchhandels (DE) The European Library - Koninklijke Bibliotheek (NL) Istituto Centrale per il Catalogo Unico (IT) European Visual Artists Coordination of European Picture Agencies European Writers Congress Société des Auteurs et Compositeurs Dramatiques (BE) Latvian Book Guilds (LV) Hungarian Publisher's and Bookseller's Association (HU)

Portuguese Publishers Association (PT) Lithuanian Publishers Association (LT) Boek.be –Huis van het boek vzw (BE) CIELA (BG) University Library of Innsbruck (AT) Polska Ksiąŝka (PL) The Irish Copyright Licensing Agency (IE) Osdel (GR) Centro Español de Derechos Reprográficos (ES) CINECA (IT) DI-TECH (IT) DI-TECH-Romania (RO) EKT-NHRF (GR)

Supporters: Europeana Foundation, Bibliothéque nationale de France, Copydan Writing, National Library of Latvia, Latvian Booksellers’ Association, Kopiosto, St. St. Cyril and Methodius National Library of Bulgaria, Conference of European National Libraries, Polish Chamber of Books, Polish Association of Book Publishers

ARROW Plus: who’s who

04/19/23

HOW TO INCLUDE A NEW COUNTRY IN ARROW

The ARROW workflow LIBRARY

BOOKS IN PRINT

ORPHAN WORK REGISTRY

If NO rightholders is found, inclusion in OWR

All licensing activities are

performed by R

RO

according to business rules and national legal fram

ework

TEL CENTRAL INDEX

TEL performs a 1st clustering of the records

check authors authority files and adds information about the authors including date of death.

RRO

TEL matches the request with the TEL central Index

ARROW

feedback

feedback

VIAF

WORKFLOW option B

ARROW

WORKFLOW option A

Licensed BIP Same processing as BIP

ARROW

RRO matches the request against own repertoire (if applicable)

RRO validates the rights status of the cluster

RRO looks for rightholders

ISTC Agency

feedback

feedback

feedback

License issued by RRO

Request redirected to author/publisher

Request returned to the library for direct contact to publisher/authors

M1QM1A

M2R

M3QM3R

M5QM5R

M6Q

M6R

M7Q

M7RM7R

ONIX ISTC Registration message

M2QM4Q

ARROWM6Q/M6RM7Q/M7R

BIP retrieves in print/out of print status, new books and publisher information

LIBRARY

BOOKS IN PRINT


If NO rightsholder is found, inclusion in OWR

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ARROW


Simplified ARROW Workflow

An exemplary ARROW decision tree – when licensing becomes possible


BOOKS IN PRINT


If NO rightsholders is found, inclusion in OWR

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1

Infrastructural Requirement 1

That National Bibliography Records are or can be made available in TEL (ie National Library Catalogue Records have been exported to TEL and are available for matching in the TEL database)

STATUS: (almost) essential

If requirement is not met:The first stage of identity checking is against these records. It is possible to proceed without this, but it increases the uncertainty and reduces the likelihood of a satisfactory outcome. Lack of a TEL-derived work cluster significantly reduces the level of automation that can be achieved.


BOOKS IN PRINT



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2


That the National Name Authority File has been merged with VIAF[Note: this is entirely outside the scope of the project]

STATUS: nice to have

If requirement is not met: This misses an opportunity to improve considerably the quality of information about contributors (not only providing dates of death, critical for assessing the in-copyright status of the work; but also of great value in tracking down rightsholders in later stages of the process).


BOOKS IN PRINT



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3

Infrastructural Requirement 3(a)

That a comprehensive and accurate Books in Print database exists for the territory and can be queried as part of the ARROW workflow

STATUS: (almost) essential

If requirement is not met: A critical that needs to be asked in the process of determining whether a book can be digitised is whether or not it remains "in commerce" – and this cannot be determined in the absence of comprehensive commercial availability data. It would be possible to conceive of a system through which publishers were queried directly about commercial availability, but generally this appears to involve an impractical level of manual intervention.

Infrastructural Requirement 3(b)

That there is a web-services query interface to Books in Print data that is compliant with ARROW system standards

STATUS: highly desirable

If requirement is not met: It is imaginable that it would be possible for Books in Print resources to be examined in some other way (including manually) but the effort involved in diligent search would be greatly increased


BOOKS IN PRINT



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4

Infrastructural Requirement 4(a)

That an RRO or similar collective management organisation exists covering the territory concerned

STATUS: essential

If requirement is not met: While it may be useful for the first two stages of “diligent search” to be undertaken (to indicate whether a work is “out of commerce” or “out of copyright”), the real value of ARROW includes services which assist with the search for rightsholders. In this context, it is perhaps worth noting that in view of gaps in BiP services and the development of print-on-demand services for out-of-print works, direct contact with the rightsholders is often essential to confirm that a work is out of commerce.

Infrastructural Requirement 4(b)

That the RRO system is capable of ingesting and outputting standard ARROW system messages using standard communication protocols

STATUS: essential

If requirement is not met: The automation of communication lies at the heart of the ARROW project – without it, any value in the system would be very hard to identify.


BOOKS IN PRINT



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ARROW

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VIAF

ARROW

ARROW




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5


That the RRO has a reliable and comprehensive repertoire database

STATUS: highly desirable

If requirement is not met: While it is possible to undertake “diligent search” in the absence of such a database, the degree of manual intervention will be considerably increased in the absence of data systems to support the search process; in particular there is a need for information about books that are no longer “in commerce”. Beyond the scope of this project, such a database has an important role in facilitating and administering all collective licensing solutions.


BOOKS IN PRINT



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6


That mechanisms exist for the licensing of the digitisation of whole works – either through collectives or through direct licensing by rights holders – for orphan and out-of-commerce works

STATUS: highly desirable [but dependent on legislative solutions and rightsholder agreement]

If requirement is not met: While support for diligent search is itself of value, ultimately the objective must be to provide mechanisms that will allow those seeking to digitise library collections to obtain the licences that they need – otherwise, they are likely to continue to be frustrated.


BOOKS IN PRINT



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That mechanisms exist for the management of an orphan works lifecycle, in the event that a legitimate rightsholder claims their rights to a work that may have appeared to be orphaned at the end of a diligent search process

STATUS: likely to be essential [subject to legislation]

If requirement is not met: Ultimately probably not optional as likely to be a regulatory requirement.

Cultural and commercial requirements

That all stakeholders have a genuine commitment to resolving the challenges of improving “diligent search” and are able and willing to work together for their resolution

That commercially acceptable solutions can be found for the necessary data sharing to exist

That sustainable business models can be developed to build and maintain the necessary infrastructure

Including new countries

In each country a minimum set of requirements needs to be met in the book data infrastructure for ARROW inclusion: The national library catalogue should be in TEL

Books-in-print exists

Reliable RRO database exists

How to move towards countries where one or more of these elements lack? We need to create the data infrastructure where it does not exist

Or improve the existing data infrastructure where it is not able to fit the requirements

Assess each country and gather requirements/1

For each country, understand what is the situation in the Library domain, the BIP domain, the RRO domain

Identification and selection of relevant stakeholders to be involved Assessment of the existing book data infrastructure Assessment of the need to improve existing infrastructure or create

new infrastructure from scratch Specification of technical requirements for integration of

infrastructure in the ARROW system

Countries priority list for inclusion

Assess each country and gather requirements/2

Methodology: Fact finding: questionnaires and ad hoc colloquia on BIP and RRO

registries, when needed Identification and activation of national reference partners and of

national groups of relevant stakeholders Organisation of national stakeholder meetings (general and

individual) Preparation and refinement of requirements table; filling of

requirements table with information from stakeholders to support WP5 and WP4

Country assessment and requirements gathering will involve other WP3 partners with primary responsibility in each domain: Library Domain: TEL BiP Domain: EDItEUR, MVB RROs Domain: IFRRO, CEDRO

A difficult challenge: creating Books-in-Print databases

Books-in-Print databases require: Big investments: difficult to break even in small publishing industries

High level IT competences and specific know how, which usually takes time to be created

Consensus between book players, both commercial and public sector

Proactive collaboration (commitment) by those players

The Arrow Plus approach

Issue 1: need for big investment Create one single system that serves more markets, so to reduce country

investment and future maintenance costs (while ensuring localisation at interface level)

Issue 2: need for know how Leading BiP and standard organisations are involved (MVB, AIE, Editeur),

which will offer a unique opportunity N.B.: need for commitment in building local know how

Issue 3: need for consensus All national players are invited to join and express their needs

Issue 4: need for local commitment One national organisation to lead

Creating a RRO repertoire database

Usually they are built on the Books-in-Print database Adding specific “right information” to title data

N.B.: rights are referable to works not to books Need to group books containing the same work Need to uniquely identify works (ISTC)

Some key data useful for right management Unique identification of authors

Typical of library authority files

And authors’ contact details

Unique identification of publishers (so: managing the relation between publishers and imprints) And contact details of publishers

Typical of the ISBN agencies

The Arrow Plus approach

To build the Books-in-Print in a way that is immediately scalable to build the RRO Repertoire on it In particular: dealing with works / books relations since the beginning

N.B.: this also enables the creation of further service along the book supply chain

To create a centralised service to develop and maintain the rightholder databases Possibly through integration of library authority files and ISBN publishers

databases, if reliable

04/19/23

FOCUS ON BiP (+ case study)

04/19/23

FOCUS ON RRO

04/19/23

ARROW PLUS IN LITHUANIA

The scenario in Lithuania

The objective of this session is to have an open discussion on the scenario in Lithuania Clear picture of the stakeholders and players and their role in the

publishing value chain Overview of the country scenario in terms of key topics that have

relevance for the scope of the ARROW Plus project Plans for digitisation at national level in the library domain Existing public-private partnerships in the field of digital libraries

(libraries/publishers/rightholders) E-book market and commercial initiatives Legal framework (copyright legislation, framework for orphan works,

licensing system) Overview of rights management organisations’ models and existing

collaborations

Activities planned:1 – Knowledge of the national context

First, we need to know the state of the art: Which data sources, in each domain, can be integrated in ARROW?

National library catalogue, ISBN agency database, distributors’ / Internet booksellers’ databases, publishers’ catalogues?

Which players are willing to collaborate along the book supply chain? In particular distributors

Are there key players that could oppose the project?

Activities planned: 2 – Defining User Requirements

The specifications of the centralised system will be designed taking into account the user requirements of all the countries involved

The more you will be active in this phase, the more your requirements will be taken into consideration (On the other hand: if you are not proactive in this phase, you will have to

use a system created according to others’ requirements. You may be lucky that those coincide with yours, but I suggest not to try this lottery!)

Activities planned:3 – Defining a road map to feed the databases

Raw data coming from existing sources should be manipulated to be incorporated in the new system

The best balance between “automatic” and “manual” manipulation should be found

Two hypothetic scenarios: The ISBN database is used for the initial bibliographic data

There is a need to add “price and availability” data to each record

Hyp. 1: a wholesaler database is available and data are created in automatic way through matching ISBN data and such db

Hyp. 2: data are added manually from publishers’ catalogues or websites

A mixed solution is also possible

Activities planned: 4 – Implementing the system

The consolidated national user requirements defined in WP3 will be analysed and translated into a comprehensive design and into an implementation roadmap for the inclusion into the system

The main task of the national group is to acquire the data and to support their manipulation

Though system implementation will be centralised, data providers need to continuously support the developers throughout the process

The critical objective: to create internal know-how for future operation of the system

Stakeholders involvement: the system cannot work without the collaboration of the supply chain

Activities planned:5 – Designing the future

It is crucial to define a business model for the future operation of the system In particular of the Books in print database Please, start thinking to the future since the first day!

There is a risk in developing a system with 80% of public funds: that you don’t think of the future phases

This is entirely up to you: Who will own the BiP? And who will manage it? Which relation with the central infrastructure (share-holding, service

provision, combination of the two…) Defining a business model (value offered to the market, users

segmentation, market forecasts, etc.) Designing a coherent business plan

FURTHER INFORMATION

Enrico Turrin [email protected]

EconomistFederation of European Publishers (WP3 Leader)Rue Montoyer 311000 BrusselsBelgium

Paola Mazzucchi [email protected]

Project ManagerAssociazione Italiana Editori (Project Coordinator)Corso di Porta Romana 10820122 MilanoItaly

THANK YOU

ARROW Plus is a Best Practice Network selected under the ICT Policy

Support Programme (ICT PSP)

9/17/2015 arrow plus is a best practice network selected under the ict policy support programme...

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