EPICo meeting, 23 May 2017; Lucerne (Zentral- und Hochschulbibliothek): Minutes

Present: Jean-Louis Barragioli (JLB), Brigitte Kromp (BK), Wolfgang Mayer (WM), Ulrich Niederer (UN), Santi Balagué (SB), Dorothea Sommer (DS), Pentti Vattulainen (PV), Daryl Yang (DY)

Excused: Chris Banks, Jonny Edvardsen

Not present: Robert Zepf, Vaiko Sepper


  1. Welcome, introductions
  2. Approval of agenda
  3. Updates
  4. LIBER presentation
  5. Other developments since Nov 2016
  6. Questionnaire: experiences
  7. Economic models: texts
  8. EPICo website, EPICo wiki
  9. Any other business
  10. Next meeting
  11. Closing
  1. Welcome, introductions

A special welcome was extended to Dorothea Sommer who participated for the first time in an EPICo meeting.

  1. Approval of agenda

No changes to the agenda were required.

  1. Updates

PV: The NRL initiated a pilot project: the giving library provides metadata and moves it to the national catalogue. The NRL still offers cataloguing service for uncatalogued material; deduplication is done at the giving libraries; standardized data due to the national Union Catalogue. – Pentti will retire approx. at the end of 2017. – A conference on repository library questions will take place in October (Ulrich, Pentti) [postponed to March 14-16, 2018; 6th Kuopio Conference to be held in Basel, Switzerland].

DY: UKRR starts next phase with extending to GLAM institutions: existing members stay, new mem­bers (archives, museums) are invited. Core collections may be thrown away at other participants’ institutions; non-core is invited to be given to British Library, Oxford University Library System, Cambridge University Library.

Monographs project: independent consultant (Information Power) has been engaged to look at questions as: is there any appetite now (institutions seem to be readier now than three or four years ago)? Are there existing projects to copy? Sconul and RLUK participate. A first report from Information Power is expected for July.

Important: trust, speed, data quality. Existing data are not good enough: OCLC study found only 15 % overlap. JISC set up a new project: the NBK = National Bibliographic Knowledge (launch 2019); problem: funding body for journals won’t exist anymore in 2018; funding for monograph project unsure, perhaps via membership model.

JLB: There are two Union Catalogues in France: One for Higher education and research institutions (ABES; responsibility of the Ministère de l’Education Supérieure); one from the Bibliothèque Nationale de France (BNF) and the public libraries (responsibility of the Ministère de la Culture). CTLes uses only ABES because it works with higher education and research institutions. The CTLes and other French libraries are reluctant to use OCLC (not least because of different ILL rules). There is no other deposit library than CTLes in France; its mission shows it is a classic deposit library, and its services are ILL, shared preservation programs (journals and [new] foreign dissertations [Lille, Strasbourg, CTLes]); it has 11 disciplinary subjects.

The CTLes can make use of € 400.000 in 2017 for existing or new national shared journal preser­vation projects. It attempts to include regional level projects into national ones. The repository library – the CTLes – in Paris is a tool for implementing ministerial decisions. Legal deposit reduced to one item at BNF (formerly 4 identical items, 2 of them at BNF). – The CollEx (Collections d’Excellence) project is still going strong. Finally, the CTLes is preparing a report about the advantages the CTLes creates for participating libraries: it allows them to free space for new uses (e.g. more user space).

JLB might be about to change jobs due to the French regulations for “fonctionnaires”.

BK: SAA has a communication infrastructure (Wiki) implemented to reduce problems based upon “no personnel”.

SB: GEPA has budget problems. GEPA also has a new boss from CSUC (Consorci de Serveis Uni­versitaris de Catalunya); it is not yet clear what that means for the future of GEPA. 

UN: the search for a successor for the CAPS project (cooperative archiving of printed serials) is in full swing. Furthermore, the relation between CAPS and the CSLS (Cooperative Storage Library Switzer­land) is examined and evaluated. CAPS has other/more partners than the CSLS, though there is an overlap. It is also difficult to find a business model for the integration of content in the CSLS that does not belong to one of the participating libraries.

DS: Deduplication projects start in Germany; deposit library Bavaria, „Überlieferungsgeschichten“

JLB: do repositories still make sense with cooperative archiving initiatives? Calculation of JLB “they save money” (cannot be shared for reasons of confidentiality agreements), problems with benchmarking.

DY: funders are interested in published results, especially in financial effects (savings, ROI)!

  1. LIBER presentation

Daryl, Brigitte, Wolfgang will attend the LIBER Annual Conference in Patras. Its title is “Libraries powering sustainable knowledge in the digital age”.

The form of our presentation is free.

Skype (Pentti): has it to be competitive? How many papers? Result of Skype: there will be no voting

Notes (visualization):

Punchline: LIBER should take action (LIBER strategy F, G)

-digital environment

Vienna declarataion:
– EPICo’s mission
– statement

Needs for EPICo:
– from national to European
– service provider for participating institutions
– (interaction with) publishers
– part of infrastructure

”The (European) Cloud of Printed Material”

closing statement could be: Now we urge to LIBER to take action
presentation slide ”slogans”:

We resolve you of worries
Do we need a map of repositories?
Do we need a database of initiatives?
Do we need a “catalogue of preserved copies”?
Do we need a best practice exchange?
Then we do need EPICo!

Presentation slide “arguments”:

  • started communication and working together
  • the sole European initiative on print
  • connect with digital (NO distinction/competition, but complement!)
  • access to content
  • exchange of ideas
  • same goal, different problems, different solutions (best practice)
  • strife to be service provider
  • research infrastructure
  • To make information sustainable also in print
  • exchange of information: what we keep / about deposits / best practice /

Style should include only a few sheets:

  1. Story
  2. Mission
  3. ??
  4. ??
  5. Urge LIBER to take action

EPICo is the European cloud of printed materials

  • We urge LIBER to take action

To Do: Until Jun 10th everyone sends possible questions which may come from the audience, e.g.:

  • How can I join?
  • What did you do until now?
  • Why Europe?
  • Why those founders?
  • What threat does EPICo pose for deposit libraries?
  • Could you tell me in what way EPICo is an innovative idea?
  1. Any other business: membership:

UN: have to be open

JLB: BNF would like to join, sceptical, national libraries are difficult.

UN: criteria PRINT and COLLABORATION (not single library)

BK: one goal is synergy/teamwork between EPICo and the European Network of National Libraries

JLB: does not check with French lawyer if structure with money is possible until governance is decided

WM: new members; website “If you are (1) involved with the preservation of printed literature and (2) plan to work within a collaborative network/initiative in some way rather than represent a single library you are happily invited to send a proposal to xxx@xxx”.

  1. Next meeting:

Austria: November (Innbruck, Graz, Vienna)


  • Updates (short)
  • Setting up governance
  • Reviewing the LIBER presentation. Consequences?
  • Economic models
  • Report Vienna about publishers contact (see below)
  • concrete things we could reach together
  • Next meeting

Further topics (resp. topics for further meetings):

  • Expectations from stakeholders of EPICo
  • Metadata
  • Deduplication
  • Monographs / dissertations
  • Incentives for libraries (pressure of space)
  • New members
  • Cost saving

Activities (until next meeting):

  • Publishers’ deposit strategies (Austria ready to start investigation)
  • Contact service on website (3 models): explanation of types, linking, invitation to contact

Open Questions:

  • Website: What happens when Pentti retires?
  • Wiki: benefits?
  • Sustainability of EPICo

Ulrich Niederer (with many thanks to Wolfgang Mayer for his copious notes!), Oct 2017