www.arrow-net.euLuxembourg13/04/23

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

PSP)

Table of Contents

The ARROW system What is ARROW? How does ARROW work? Demo

ARROW and orphan works The search The registry of orphan works

ARROW Plus Including new countries Enhancing the system Piloting In the image field

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

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 is

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

ARROW facilitates the process of carrying out a search for the rights status and rightholders of a book by means of an easy to use system

What ARROW is for

START

The user submits a request to digitise a book and ARROW queries the existing sources of information connected to the system: 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 authors and support the identification of in copyright works

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 or can trace the rightholders

How ARROW works

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

ORPHAN WORK REGISTRY

If NO rightsholder is found, inclusion in OWR

All lice

nsin

g activitie

s are

pe

rform

ed

by R

RO

accord

ing

to

busin

ess ru

les a

nd

natio

na

l le

gal fra

me

work

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

ARROW

ARROW

RRO matches the request against own repertoire (if applicable)

RRO validates the rights status of the cluster

RRO looks for rightholders

feedback

License issued by RRO

Request redirected to author/publisher

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

ARROW

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

Simplified ARROW Workflow

ARROW collects the best available rights information from the different sources and delivers them at once

ARROW Results

END

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

Benefits in using ARROW for the search

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

DEMO(www.arrow-net.eu)

orHow does ARROW look like

from the user perspective

Lessons learned

Effective rights information management requires the involvement and cooperation 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

To sum up

ARROW is a comprehensive system for facilitating rights information management in any digitisation programme supporting the diligent search process, scalable to further applications in the new digital markets

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

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

So… what about Orphan Works?

Orphan works are definable at the end of a search process and ARROW provides an environment and tools to facilitate the search for rightholders

ARROW approach to the search for Rights Information 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

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

ARROW approach to Orphan Works

The Registry of Orphan Works

In case of unsuccessful searches, information about “candidate orphans” form the Registry of Orphan Works

The ROW has been designed to be as neutral as possible to the evolution of the European and national legal frameworks concerning Orphan Works as well as operative solutions and business models that could emerge at national level

The Registry of Orphan Works will be available for searches and for rightsholder to claim their rights ownership individually or through a collective representative organisation or agent

ARROW Plus

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

Broadening the scope of ARROW through ARROW Plus

Pilot countries

Arrow

Arrow Plus

Main issues in new countries

The Arrow model works for countries where the book data infrastructure is quite advanced: 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

Why ARROW Plus

Objective 1: inclusion of further countries Basing on the existing data sources in countries where BIP and RRO databases are in place

Creating a shared infrastructure of BIP and RRO databases in countries where they lack

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

Objective 2: enhancement of the system following use case requirements Customising the system when a use case emerges

Improving the system according to requirements of each new country included

Key element: specific requirements of one use case may be beneficial for the whole ARROW system

Objective 3: piloting the management of rights information on images embedded in books Including in the ARROW workflow visual artists’ CMO

Producing a feasibility study on diligent search in the image sector

Key element: this is a first step towards a broader scope for ARROW

Work Packages

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)

Transversal Work Packages Project management (WP1) Dissemination and network building (WP2)

Associazione Italiana Editori (IT) (Coordinator) Int. Federation of Reproduction Rights Organisations (WP2 leader) Federation of European Publishers (WP3 leader) CINECA (IT) (WP4 leader) Marketing und Verlagsservice des Buchhandels (DE) (WP5 leader) European Visual Artists (WP6 leader) University Library of Innsbruck (AT) (WP7 leader)

ARROW Plus WHO’S WHO – WP leaders

The European Library - Koninklijke Bibliotheek (NL)Istituto Centrale per il Catalogo Unico (IT)EDItEURCoordination of European Picture AgenciesEuropean Writers CongressSociété des Auteurs et Compositeurs Dramatiques (BE)Latvian Book Guilds (LV)Hungarian Publishers and Booksellers Association (HU)

Portuguese Publishers Association (PT)

Lithuanian Publishers Association (LT)

Boek.be –Huis van het boek vzw (BE)

CIELA (BG)

Polska Ksiąŝka (PL)

The Irish Copyright Licensing Agency (IE)

Osdel (GR)

Centro Español de Derechos Reprográficos (ES)

DI-TECH (IT)

Bee Near (RO)

EKT-NHRF (GR)

Supporters: Europeana FoundationBibliothéque nationale de FranceCopydan WritingNational Library of LatviaLatvian Booksellers’ AssociationKopiostoSt. St. Cyril and Methodius National Library of BulgariaConference of European National LibrariesPolish Chamber of BooksPolish Association of Book Publishers

ARROW Plus WHO’S WHO - Partners

http://www.arrow-net.eu

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

Programme (ICT PSP)

FURTHER INFORMATION

Enrico Turrineturrin@fep-fee.eu

FEP – Federation of European Publishers(WP3 leader)