Collaborative Magazines and Journals Digitisation Pilot

Overview Collaborative Magazines and Journals Digitisation Pilot

For the Collaborative Magazines and Journals Digitisation Pilot we consider material that meets the following criteria.

• Your material must meet the definition of a magazine or journal.

• All copyright will need to be cleared before a magazine or journal title will be accepted into the Collaborative Magazines and Journals Digitisation Pilot.

• We prefer to start new titles at the beginning of their runs and avoid gaps if possible.

• Your material must be in one of the three following formats.

  • Microfilm: Your material has already been microfilmed and you can obtain permission to use the reels for digitisation.

  • Hard copies: You have a spare set of the publication available to donate to the digitisation process. These will not be returned.

  • Digitised files: You already have digital Tiff files of each page, and are happy to donate the digital files to the National Library.

If you have a title in mind but don’t meet the criteria for the pilot, please feel free to get in touch. While we may not be able to accept your title for this pilot, we are happy to assess what you have for possible inclusion in future programmes. Please email collaborative.digitisation@dia.govt.nz to discuss this.

Criteria — Collaborative Magazines and Journals Digitisation Pilot

Titles included in the Collaborative Magazines and Journals Digitisation Pilot need to meet the following criteria:

• it must be a magazine or journal

• it was, or is published in New Zealand or the Pacific

• it must be out of copyright, or permission to digitise has been obtained

• it must not already be available in a digital form online.

What is a magazine or journal?

We use the Library of Congress subject heading manual definition of a periodical:

In subject cataloguing practice the term periodical is defined as a publication other than a newspaper that is actually or purportedly issued according to a regular schedule (monthly, quarterly, biennially, etc.) in successive parts, each of which bears a numerical or chronological designation, and that is intended to be continued indefinitely.

On a practical level, we will consider a title to be a magazine or journal if it is regularly published in a sequence, has a cover (as opposed to a masthead) a normal page has less than 4 columns and it has a focus on a particular subject.

Magazine and journal date range

We will consider magazines and journals from all date ranges that have not already been made available online.

We prefer to start digitising a title from the beginning of publication or the earliest issue available. When extending the run of an existing title, we like a run to continue seamlessly without introducing gaps in the date range

Pacific magazines and journals considered

We will consider magazines or journals from the countries in the Pacific as defined by our New Zealand and Pacific Published Collections collecting plan. These include American and Western Samoa, the Cook Islands, Fiji, Nauru, Niue, Pitcairn Island, Tokelau and Tonga.

Priorities for selection relate to historical relationships and current links, and those Pacific Islands that have significant communities in New Zealand. Works relating to other island nations may be considered.

New Zealand and Pacific Published Collections collecting plan

Magazine and journal copyright

Before we include a title in the Collaborative Magazines and Journals Digitisation Pilot, we must assess its copyright status. All copyright issues will need to be resolved before a title can be accepted for digitisation.

Options for digitising magazines or journals

We are offering two options for the Collaborative Magazines and Journals Digitisation Pilot.

Digitise:

• if your title is already microfilmed, or

• you have a spare set we can use, or

• if you have digital Tiff images, and

• you have permission from the copyright holder(s), it can be included right away.

Letter of support: If you need more time to clear the copyright or you need funding, you can apply for a letter of support to digitise the material.

Rights

Before digitising a title for Papers Past, we have to assess its copyright status. If it is in copyright, you will need to gain the consent of the rights owner(s).

Any research you can do to investigate the ownership of the title before applying will be of great assistance to us. Please include any sources used in the research in your application.

If your title has been microfilmed, we will also need permission from the owners of the master microfilms if that is not the National Library.

Magazine and journal copyright

All copyright will need to be cleared before a title can be accepted into the Collaborative Magazines and Journals Pilot.

If the title (or any article, photograph or item within the title) is still in copyright, you will need to gain permission from the copyright holders or resolve any copyright issues, before the publication can be digitised. If you need more time to complete this work, you can apply for a letter of support for inclusion in the programme the following year.

To determine the copyright please follow the steps outlined in the DigitalNZ Enabling use and re-use guidance and provide us with the outcome. We are more than happy to provide you with advice on this process.

Enabling use and re-use guidance — DigitalNZ

The more information on copyright you can provide, the higher the chance your application will be successful. Please get in touch with us if you have any queries about the copyright status of your publication.

Microfilm ownership

If your title has been microfilmed, we will also need permission from the microfilm owner. Usually, this is not a problem because either the National Library owns the master microfilms, or you do. If this is not the case, we will need permission from the owner of the master microfilms before the publication can be digitised.

Process

Once we receive your application, we will assess it for quality, completeness, and any rights issues. We’ll contact you if we have any questions.

If your application is accepted, we’ll let you know and provide you with a digitisation agreement. Sign the digitisation agreement, return a copy of this and the digitisation process will start.

Digitise

On completion of the signed paperwork, the title will be included in the National Library’s Magazines and Journals digitisation programme. We’ll look after all this for you;

Publish on Papers Past

Once we get the digitised data back, we’ll assess it to see if it meets our quality standards. Any issues identified will be resolved. Once it has passed these tests it will be included for release in Papers Past. We'll notify you in advance of the release of the material.

Invoice

We’ll invoice you for your share of the digitisation costs after we have received the final page counts and vendor costs.

We’ll talk to you about the best way to invoice your organisation. If you have special invoicing requirements (such as needing to be invoiced by a particular date), please let us know as soon as possible.

Final steps

We add the data to the National Digital Heritage Archive, where it will be digitally preserved to ensure long-term access.

National Digital Heritage Archive (NDHA)

Applications for the Collaborative Magazines and Journals Digitisation Pilot

Due to external delays to our digitisation programme, we will not be calling for new applicants in 2024.

The next collaborative digitisation programme will open for applications in 2025.

Need help?

If you need help with your application or have questions email us at collaborative.digitisation@dia.govt.nz