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Mandatory Deposit Scheme

Main PageMandatory Deposit Scheme

REGULATIONS

on mandatory deposit (also known as legal, statutory or voluntary deposit) of electronic editions in B. N. Yeltsin Presidential Library

1. General Information

1.1. These Regulations determine a scheme of mandatory deposit of electronic editions in the Federal State Government-financed Institution “B. N. Yeltsin Presidential Library” (further called Presidential Library), according to paragraph 3 of article 13 of Federal Law on Mandatory Deposit of the Documents.

1.2. According to these regulations, the electronic editions that were issued (created, published or released throughout Internet) on or after the day when Federal Law on Mandatory Deposit of the Documents # 28-FL came into force on March 26, 2008, are subject to mandatory deposit in the Presidential Library.

1.3. The electronic editions are the documents of digital content that are editorially processed, containing data output, and circulating upon machine-treatable devices.

1.4. Any document must be submitted to the Presidential Library if:

  • this is an electronic edition that is a subject to mandatory deposit, without any exceptions;
  • this is a composite document with an electronic edition part;
  • it is carried out or accessed by means of a computer or other electronic device, especially over a network.

1.5. The following documents will not be subject to submission to the Presidential Library:

  • the documents that contain private and/or family secrecy;
  • the documents that contain state, official or commercial secrecy;
  • the single version documents;
  • the archive documents (materials) (other than the documents that shall be submitted to archive institutions according to articles # 12, 18, 19 of Federal Law on Mandatory Deposit of the Documents);
  • the electronic documents that are distributing solely over networks, other than Web;
  • administrative and technical documentation (forms, manuals, blanks, catalogues of report and registration documentation).

1.6. The electronic editions are eligible for submission to the Presidential Library if they meet one or several requirements listed below in this paragraph:

  • if an electronic edition was created on the territory of Russian Federation;
  • if an electronic edition is published on the territory of Russian Federation;
  • if an electronic edition was created by a citizen (the citizens) of Russian Federation;
  • if an electronic edition was created by legal entity that is authorized by Russian Federation;
  • if an electronic edition is published on the websites belonging to institutions or citizens of Russian Federation.

1.7. The electronic editions that do not meet the requirements listed in paragraphs 1.2 and 1.6 of these regulations, may be a subject to submission to the Presidential Library by producers or other authorized possessors of these electronic editions.

1.8. These regulations do not apply to legal relations between the following parties as state and municipal authorities, libraries, museums, and archival institutions from one side, and the Presidential Library from the other side, in terms of delivery of electronic editions through interlibrary loan, and submission of electronic editions from the funds of institutions listed above, except for the electronic editions that were created by these institutions.

2. Mandatory Deposit of Electronic Edition Submission Procedure

2.1. The mandatory deposit is to be made in the Presidential Library by document’s producers within thirty days after the electronic edition was released.

In case if the electronic edition release date is not known, a thirty days period counts from a day when the electronic edition was published in the Internet, or the first batch of electronic edition on machine-treatable devices has been released (a date of earlier event is applicable).

The electronic edition created during period of time from a date when a Federal Law on Mandatory Deposits of the Documents #28-FL came into force on March 26, 2008, until a date of these regulations validation, must be deposited with the Presidential Library by document’s producers within six months period from a day of these regulations validation.

2.2. To comply with mandatory deposit the producers of published work have to send a copy of electronic edition over registered mail with a return receipt or to hand-deliver it to the Presidential Libtary at 3 Senatskaya Square, St. Petersburg, Russia 190000.

2.3. The day when the Presidential Library receives a registered mail with a copy of electronic edition, or the day when this copy is handed to the institution by producer or his representative (currier) along with confirmation letter, issued as described in paragraph 4.13 of these Regulations, the electronic edition is considered deposited with the Presidential Library.

2.4. The electronic edition must be deposited with the Presidential Library in accordance with repository’s bibliographic unit requirements by means of machinery-treatable device, that is a compact disk (CD-ROM, DVD-ROM and multimedia), as stated in paragraph 4.6.1 of Repository Record Keeping Instructions, asserted by the Ministry of Culture of Russian Federation Order #590 from December 2, 1998.

2.5. A compact disk or disks must be in plastic case labeled with the electronic edition name, the electronic edition producer’s name, disk’s production date, and disk’s volume number, if any.

2.6. Along with compact disk, the documents’ producers have to submit a mandatory deposit of electronic edition acceptance form (1-BC Form), signed by the electronic edition producer.

3. Mandatory Deposit of Electronic Editions Acceptance Procedure

3.1. The copies of electronic editions that were delivered to the Presidential Library over registered mail have to get unsealed by a Secretary and Clerical Work Department staff on a day of delivery.

3.2. The Secretary and a Clerical Work Department staff visually checks a package content on fitting a specified in paragraphs 2.4-2.6 of these Regulations requirements.

If mandatory delivery of electronic edition submission form is not available or not signed by the electronic edition producer, or if compact disk is missing (even if the other data carriers are available), a Secretary and a Clerical Work Department staff issues a proper statement and registers a package of this kind with special note about issued statement.

3.3. Then the statement regarding package content’s non-fitment to the specified in paragraphs 2.4-2.6 of these Regulations requirements is issued, this content returns to sender by registered mail along with related to this matter cover letter. Herewith, an empty envelope of delivered package remains on file at Secretary and Clerical Work Department in compliance with the terms of storing.

3.4. If mandatory deposit of electronic edition is made through certified mail or any other type of mail correspondence (excluding email), a verification and registration of that mail content take place as described above.

3.5. Secretary and a Clerical Work Department staff carries out mandatory deposit of electronic edition registration process by making an entry in the mandatory depositing record keeping journal (Form 2), assigning to this entry registration number and recording a registration date. Furthermore, the register stamp with filled out registration date and number must apply to lower right corner of a face side of mandatory deposit of electronic edition submission form.

3.6. If mandatory deposit of electronic edition is made through courier delivery to the Presidential Library, Secretary and Clerical Work Department staff accepts dicks and registers from documents producers or producers’ representatives from 9 a.m. to 12p.m. and from 2 p.m. to 18:00 p.m. on weekdays, in the main lobby of the Presidential Library at: 3 Senatskaya Square, St. Petersburg, Russia 190000.

3.7. A Secretary and a Clerical Work Department employee visually checks the deposited electronic edition data carrier along with its register and may refuse to accept and to register an entry, if the submission does not meet the requirements from Paragraphs 2.4-2.6 of these Regulations.

3.8. The Secretary and a Clerical Work Department staff must provide an electronic edition producer or producer’s representative with written verification of electronic edition deposit denial with explained reason of denial upon the other party’s request.

3.9. The electronic edition that meets the requirements of paragraphs 2.4-2.6 of these Regulations and that is deposited with the Presidential Library by document producer or producer’s representative (courier) must be registered by Secretary and Clerical Work Department staff as described in paragraph 3.5 of these Regulations.

The copy of mandatory deposit of electronic edition acceptance form must be additionally stamped with registration and handed to a document producer or to producer’s representative (courier).

4. Mandatory Deposit of Electronic Edition Record Keeping

4.1. Verified mandatory deposit submission form along with a copy of electronic edition on data carrier must be handed from a Secretary and a Clerical Work Department to Material Carriers Depository Department (to the employee in charge) within a next business day after a day of submission.

4.2. A copy of mandatory deposit submission form must be kept on file in Secretary and a Clerical Work Department.

4.3. A completion of mandatory deposit of electronic-edition with the Presidential Library is accompanied by a proper entry in a “Clerical Work” automated system and verified with proper signatures of handling and receiving subdivisions of the Presidential Library employees in an appropriate register forms.

4.4. A Material Carriers Depository Department checks submitted copy of electronic edition within five business days.

4.5. If any problem with proofreading of a copy of electronic edition on data carrier occures, a Material Carriers Depository Department staff contacts an electronic edition producer over a phone, fax or email and discuss the problems and the ways of problem solving. The electronic edition producers may need to provide the Presidential Library staffs with electronic edition usage guidelines upon request.

4.6. If an electronic edition could not be opened and read because of a failure of electronic edition carrier or defect of electronic edition itself, a defective copy of electronic edition has to be replaced with a supplementary copy by document’s producer, as stated in Paragraph 1 of Chapter 6 of Federal Law on Mandatory Deposit of the Documents, in an order specified below.

The producer of electronic edition must provide the Presidential Library with a supplementary copy of electronic edition by request; such a copy has to be submitted within one month from a date when request was emailed to a specified in mandatory deposit submission form email address. If email address is not available a request should be faxed to a specified in mandatory deposit submission form fax number. If email address and fax number are not available, an additional copy of request should be sent to a specified in mandatory deposit submission form mailing address.

4.7. A supplementary copy of electronic edition has to be handed to the Presidential Library by the producers of electronic edition directly or over registered mail. A cover letter with excerpt from a previously submitted deposit form has to be filed along with an additional copy of electronic edition.

4.8. A supplementary copy of electronic edition has to meet the requirements that itemized for initial copy of electronic edition of these Regulations, excluding a mandatory deposit submission form that does not need to be reissued to comply with deposit of supplementary copy of electronic edition.

4.9. A copy of cover letter along with an additional copy of electronic edition must be registered and directed to Data Depository Department according to initial mandatory deposit completion details of these Regulations.

4.10. An additional copy of electronic edition must be reviewed as specified for initial copy of electronic edition deposit in these Regulations. If an additional copy of electronic edition could not be read a written notification has to be mailed to an electronic edition producer; since both initial and additional copies of electronic edition are defected, an electronic edition producer’s obligation (according to Paragraph 3 of Chapter 13 of Federal Law on Mandatory Deposits of the Documents) considers unfulfilled. Defected initial and additional copies of electronic edition deposited with the Presidential Library will be returned to producer of electronic edition along with a letter. The register entry for electronic edition will not be generated in such a case.

4.11. Upon receiving a letter, described in Paragraphs 4.6, 4.10 of these Regulations, the electronic edition producer must take actions to eliminate the errors of an electronic edition or its carrier, and to comply with deposit of electronic edition in the Presidential Library within one month since a letter that cited above was received.

4.12. A producer has to inform the Presidential Library about failure or refuse to enhance an electronic edition by mailing a notice over registered mail during period stated in Paragraph 4.11 of these Regulations.

4.13. In a case if an initial or an additional copy of electronic edition has successfully been read, the Data Depository Department issues a register entry for permanent storing of the electronic edition; a copy of electronic edition has to be assigned with an inventory number, copy’s data carrier has to be labled as follows from the Librarian Fund Instructions, stated by the Ministry of Culture of Russian Federation Order #590 from December 2, 1998, and an electronic edition has to be stored in the Presidential Library repository.

Simultaneously, with a view to exercise an electronic edition producer’s rights, provided by Paragraph 16 of Federal Law on Mandatory Deposit of the Documents, a confirmation letter has to be mailed to a specified by the electronic edition producer address; this letter is a subject to prove that the electronic edition producer had met the requirements from Paragraph 3 of Chapter 13 of Federal Law on Mandatory Copy of a Document.

Moreover, the electronic edition producer’s responsibility is considered as fulfilled on a day of the electronic edition deposit completion to the Presidential Library, if the completion confirmation letter was issued and subsequently available.

4.14. The data carriers with previously submitted defected copies are the subject to be destroyed upon the expiration of one month period since a register entry for a permanent storing of the electronic edition was issued. The data carriers may also be returned to their producers if a return request was made during one month since a register entry for a permanent storing of the electronic edition was issued.

4.15. During one month since the register entry for a permanent storing of the electronic edition was issued, the Presidential Library decides on the electronic edition content placement on the Presidential Library website in the Internet, taking into account an agreement with producer of electronic edition confirmed by a register entry for first publishing or a permanent storing of copy of electronic edition on the Presidential Library website.

4.16. On a day when the register entry for permanent storing of the electronic edition was issued, the Data Depository Department sends an mandatory deposit submission form to an Accounting Department, for the purpose of launching an accounting for this edition.

4.17. The Accounting Department opens an account for the electronic edition in two business days and returns the mandatory deposit submission form to the Data Depository Department for a permanent storing.

Federally Required Mandatory Deposit of Electronic Edition Submission Form.
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