Online Publications

Frequently asked questions (FAQ)

Why does the German National Library collect online publications?

The Law regarding the German National Library (DNBG) came into force on 29.6.06. This supersedes the German Library Law from 1969. A major aspect of the new law is the expansion of the collection brief to cover Internet publications, so-called "net" or "online" publications. The newly revised law adds online publications with no physical carrier to the library's long-standing brief of collecting books and sound carriers. This modernises the Library's ability to preserve the digital cultural heritage. The expanded legal brief has been expressed in concrete terms in the revised version of the collection guidelines.

Which online publications are collected by the German National Library?

The collection field of online publications covers all text, image and sound-based works made available in public networks. The submission obligation covers both Internet publications with corresponding printed versions and also web-specific media works. Examples of online publications include electronic magazines, eBooks, university dissertations, digitised content, music files and also websites and dynamic applications.

By contrast, temporary pre-publications, pure software or application tools, and radio and TV programmes are not collected.

The collection mandate applies correspondingly for music publications collected in the Deutsches Musikarchiv in Berlin, a department of the German National Library.

What about publications which are offered both in print and online versions?

In this case, both the printed work and also the online publication are subject to the collection brief and must be submitted to/collected by the German National Library.

Who submits online publications?

Online publications may only be submitted to the German National Library by those holding distribution rights (publishers, publishing offices), or other bodies appointed/authorised by them (e. g. sales department, host).

Do online publications which are held on a server located abroad also have to be submitted?

According to Article 15 of the Law regarding the German National Library (DNBG), the obligation to submit works extends to "persons who are entitled to disseminate the media work or to make it publicly accessible and whose headquarters, place of business or main domicile is in Germany." The location of the server is therefore decisive.

What happens if a submitter does not fulfil his/her submission obligations?

Suitable procedures for the large-scale collection, cataloguing, indexing and archiving of online publications are gradually being developed. Until the German National Library has conclusively specified the procedures etc. concerning the scope and method of collection and accessibility to the works, it will not be seeking to impose infringement procedures and may choose not to ingest the relevant online publications immediately, but to reserve them and then request their submission once the appropriate technology and regulations are in place.

How are online publications to be collected?

The object of the current stage of development is the collection of individual online publications with corresponding printed versions like electronic magazines, eBooks and university dissertations. The information you require can be found in Delivery.

At present, no websites of any kind, e. g. static or dynamic HTML pages, weblogs or forums, are collected. Harvesting of such sites is planned at a later stage. In the future, individual deliveries of websites will not be made actively via a form or an interface by the submitter. Website providers will not therefore have to do anything and need not fear a fine.

In which file format should online publications be delivered?

Online publications are collected in the file format in which they are published. If your publications are published in different file formats, please consult our priority list. The preferred file formats are PDF/A and other PDF versions. If you wish to send a different file format because the document was not published in PDF format, this too must currently be packed into an archive (ZIP) file. Please do not send us unpublished PDF versions created specially for us.

How should monograph publications be submitted to the German National Library?

The publication is submitted together with the metadata via a web form. The preferred file formats are PDF/A and other PDF versions. If you wish to send a different file format because the document was not published in PDF format, this too must currently be packed into an archive (ZIP) file. Please do not send us unpublished PDF versions created specially for us. Further information can be found in our priority list.

If your online publication consists of a number of files, e. g. one or more HTML pages plus images, please pack all the files belonging to the online publication in an archive file (ZIP). A start page is required in the archive file; the user should select this first to allow the full content to be displayed. All other publication content submitted should be accessible from this file. The file can either be uploaded, or submitted by providing a URL. There are size restrictions of 50 / 500 MB.

Further information can be found in the instructions for the delivery of monograph online publications.

How should periodical publications be registered and submitted?

In the case of periodically issued online publications (e. g. electronic magazines, annual reports, company reports, email newsletters), a distinction is made between title notification and delivery.

A title notification is used for the first registration of a periodically issued publication or if there is a change in the title of a periodical publication which has already been registered. This is performed using the "Periodical publication - Title notification" form.

The individual issues or articles are then submitted together with the "Periodical publication - Delivery" form. A selection list of all registered journals from a publishing house or publishing department is provided, permitting allocation to a particular publication. The submission form allows collection of the publication through the entry of a URL, or the direct uploading of a file. There are size restrictions of 500 MB and 50 MB respectively.

The preferred file formats are PDF/A and other PDF versions. If you wish to send a different file format because the document was not published in PDF format, this too must currently be packed into an archive (ZIP) file. Please do not send us unpublished PDF versions created specially for us. Further information can be found in our priority list.

Further information can be found in the instructions for the delivery of periodical online publications.

What should be done if the maximum file size of 50 MB (file upload) or 500 MB (URL upload) for a online publication submission is exceeded?

Please send an email to the Online Publications Service.

Why is it necessary to provide metadata?

The bibliographic and technical data obtained via these forms constitute the basis for the bibliographic description and digital preservation; it is also used for process control in the library. Also, data is obtained which cannot be obtained from the online publication itself, e. g. rights information.

Where is there an overview of the DNB subject groups?

An overview of the DNB subject groups can be found in the help text of the web form.

What is an URN (Uniform Resource Name)?

All online publications archived in the German National Library require an Uniform Resource Name (URN). The URN is a persistent identifier which permanently and uniquely identifies and addresses an online publication, independently of its storage location. The DNB operates an URN resolver which lists all registered URNs. The resolver guides the user to the locations (URLs) of an online publication.

If you have questions concerning the issuing of a URN please contact urn-unternamensraum@d-nb.de.

Further information can be found at http://www.persistent-identifier.de.

What should I do if the Internet address (URL) of an online publication is changed later?

The German National Library will not make any subsequent alterations to the given Internet address unless this is clearly incorrect in the notification. Instead the German National Library actively promotes the issuing of persistent identifiers for electronic publications. The address of the archived version on the archive server of the German National Library is designed so that it remains indefinitely available using current technology.

What should I do if it later emerges that incorrect or incomplete metadata has been sent?

Correction notifications should be sent by email to the Online Publication Service.

What happens to the archived online publications and how can users access them?

The German National Library archives the online publications and ensures their long-term accessibility and authenticity using state-of-the-art technology. Users are granted access to the archived online publications in our library reading rooms. The reading stations for online publications have no Internet connection and there is no possibility for users to save the online publications to a storage medium they have brought with them, or for them to process the information in any way. Copyright stipulations are observed if any print outs are made.

The submitter can also extend access:

to registered external users
to include unrestricted access to all users after a specified period of time (after a maximum of 24 months)
to include unrestricted access to all users with no time restriction

Where are online publications recorded bibliographically?

Similar to printed publications, online publications are recorded in the Deutsche Nationalbibliografie and in the catalogue of the German National Library.

Must the German National Library be granted access to the original version of the online publications on the publisher's server?

Employees of the German National Library require access to the original for processing. This can also be granted to users of the German National Library by means of a special agreement. This makes sense e. g. if the original is more recent than the archive version e. g. in the case of periodically issued net publications which are only archived at longer intervals by the German National Library.

Who does the German National Library accept online university publication applications from?

The German National Library only accepts notifications from the university library specified in the doctorate regulations. Submitting libraries require an ID number issued on request by email by the German National Library.

What metadata is needed for submitting an online dissertation?

All the metadata elements are listed in the XMetaDiss document for online university publications of the German National Library. Details are specified regarding the level of obligation (mandatory, optional), the repeatability, syntax and semantics of the individual elements.

How is the German National Library notified of an online dissertation?

The metadata and the URL of the university publication need to be submitted to the German National Library. The transmission methods are set out in the Transferbedingungen für Online-Publikationen und Transferschnittstelle für Metadaten document. There are three methods of transfer:

OAI-DataProvider interface
German National Library application form for university publications
Email

In which format should the online dissertation be submitted?

The German National Library currently accepts all formats commonly used in the Internet. To ensure long-term accessibility of the university publication, the priority list of the German National Library should be used.

Renate Weber