• ISBN for books
• ISSN for periodicals
• ISMN for music
• Deposit copy
• National bibliography
• Print output statistics

Deposit copies

| Why are deposit copies submitted? | Who submits deposit copies? | What has to be submitted? | What does not have to be submitted? | Who should receive deposit copies? | Deadlines and shipping costs of submitting deposit copies | Requirements for deposit copies | Responsibility in case of non-submission | Contact data and contact persons of libraries |

Books:
Maie Valm, phone 630 7369, e-mail: Maie dot Valm at nlib dot ee

Periodicals:
Anne Vest, phone 630 7443, e-mail: Anne dot Vest at nlib dot ee

Audiovisual material and electronic publications:
Tatjana Palav, tel. 630 7369, e-mail: Tatjana dot Palav at nlib dot ee

One of the tasks of the Collection Development Department is to collect legal deposit copies according to the Legal Deposit Act.
Legal deposit is a free of charge copy of publications, audio-visuals, electronic items and web publications obligatorily submitted to libraries.

WHY LEGAL DEPOSIT COPIES ARE SUBMITTED?

The aim of collecting legal deposit copies is to build a comprehensive collection of an essential part of publications, audio-visuals, electronic items and web publications for their bibliographic registration, the maintenance of statistical records and making these items available for the need of research and artistic creation. Collected web publications will be made accessible to the public through the Internet.
Collecting legal deposit copies will provide for the national storage and protection of the above-mentioned items.

WHO SUBMITS DEPOSIT COPIES?

All legal persons, state and local government institutions who are engaged in the following activities are obliged to submit deposit copies:

• publishing printed, audiovisual and electronic material in Estonia, e.g. publishing houses and relevant institutions or individuals.
• ordering printed, audiovisual and electronic material to be published in foreign countries, e.g. publishers and relevant institutions or individuals.
• importing printed, audiovisual and electronic material in Estonian or about Estonia published in foreign countries to be distributed in Estonia, e.g. publishers and relevant institutions or individuals.

Note: Appendixes (maps, audio and video tapes, diskettes etc), which belong to a set of publications and are not produced by the printing house, will be submitted as deposit copies by the publisher (issuing body).
 
WHAT HAS TO BE SUBMITTED?

Deposit copies have to be submitted of the following data carriers and audiovisual material printed in more than 50 copies and electronic publications issued in more than 25 copies:

- books, brochures (including their new editions);
- periodicals: magazines, newspapers, information and advertising material etc.;
- serial publications (yearbooks, proceedings, series, etc)
- atlases and other maps;
- sheet music;
- exhibition catalogues;
- performance programmes, posters, invitation cards etc.;
- advertising material, trade catalogues, price lists etc.;
- phone directories, service schedules etc.;
- calendars of all types;
- book labels, postcards, colouring and drawing books, reproductions;
- crossword publications
- Braille publications;
- audio discs, tapes and cassettes;
- transparencies
- video tapes;
- microcards and films
- electronic publications on a physical data carrier: CD-ROMs, DVDs, discs etc.

Legal deposits of web publications are: books, newspapers, magazines, serial publications, maps and sheet music what are published in Internet.

In case the circulation of the printed or audiovisual publication is less than 50 and the circulation of the electronic publication is less than 25 copies, but the publisher is interested in the preservation of their publication and its indexing in an issue of national bibliography, the publication may be submitted as donation.

WHAT DOES NOT HAVE TO BE SUBMITTED?

Deposit copies do not have to be submitted if the publication

1)does not contain essential information regarding national culture, such as:
- business cards;
- receipts and other items of bookkeeping and bureaucratic procedure;
- show and performance tickets without a programme or illustrations;
- templates of certificates;
- packages of goods; labels and delivery orders;
- advertising material for goods and services;
- textile or similar goods or items with text printed on it;
2) has a limited target group and is duplicated using a photocopier:
- company wallpapers, instructional information papers, internal material of companies and institutions regarding further training, reports on activities, procedural instructions, plans, records;
3) is a copy of a graphical work. 

Legal deposits of web publications which do not contain essential information from the point of view of national culture are not to be submitted.
The categories of the named works and web publications shall be determined by the decree of the Minister of Culture.

WHO SHOULD RECEIVE DEPOSIT COPIES?

8 copies of a publication issued in Estonia or in a foreign country by the order of Estonian publishers, are distributed as follows:

4 copies of a publication in Estonian or about Estonia printed in a foreign country and imported for distribution in Estonia, are distributed as follows:

Note: The Ministry of Culture is entitled to reduce the number of deposit copies of a specific publication on the basis of a reasoned request by the publisher or importer, depending on the price, circulation or the number of imported items of the publication.
The number of deposit copies may be reduced up to 2, in which case the receivers are the National Library of Estonia and Tartu University Library.
If the reduced number of deposit copies is above 2, the receiver(s) of the deposit copy/copies will be determined by the Ministry of Culture.

2 copies of a Braille publication are distributed as follows:

2 copies of audiovisual and electronic publications are distributed as follows:

Note: If the circulation of a printed, audiovisual or electronic publication is subject to destruction on the basis of a court decision, deposit copies are not considered within this circulation, i.e. a deposit copy should be submitted to all libraries.

Legal deposit copies of web publications are submitted to:

Note: In case the edition of publications, audio-visuals or electronic items is to be destroyed on the basis of a court decision, legal deposit copies shall not be included in this edition, which means that legal deposit copies must be sent to all the libraries.  A legal deposit copy of a web publication, which is entitled to be deleted on the basis of a court decision, shall not be deleted. Access to the mentioned web publication (only for reading) will be available via the authorised working places which are located at the National Library of Estonia and University of Tartu Library.

DEADLINES AND SHIPPING COSTS OF SUBMITTING DEPOSIT COPIES

Deposit copies of a printed, audiovisual or electronic publication are submitted within 20 days subsequent to the publishing of its first circulation or its import to Estonia.

The shipping costs of deposit copies are expensed as printing costs.

Submitting legal deposit of web publications means that the recipient of legal deposit can make a copy of a web publication. The submitter of legal deposit has the obligation to enable the production of a copy. 
The submitter of a web publication has the right to limit the use of the web publication when making it available to the public, informing the recipient of the legal deposit about such limitation. In this case the use of the publication is allowed only for the creation of a comprehensive collection of an essential part of national culture, its bibliographic registration, the maintenance of statistical records and making available via the authorised working places for the need of research and artistic creation.

REQUIREMENTS FOR DEPOSIT COPIES

The deposit copies have to be complete, containing all additional items belonging to it (the latter will be submitted by the publisher or the ordering body).
Deposit copies of printed and audiovisual material identical content-wise, but different in format (e.g. hardcover and paperback, cover in different colours etc.) have to be submitted separately.
Alongside with the deposit copy, a delivery order containing the following information shall be submitted to the National Library of Estonia:
1. Name (for legal persons, surname and first name) and address of the submitter;
2. Number of submitted deposit copies for each title;
3. Size of the published circulation or amount of imported items (this data is only used for the compilation of national statistics).

Note: a delivery order displaying the number of submitted deposit copies for each title shall be given to all other libraries alongside with the deposit copy/copies.

Additional production i.e. increase of circulation or import in Estonia of printed, audiovisual or electronic publications, must be reported to the NLE by the submitter no later than within 20 days, indicating the size of the additional circulation or amount of imported items.

RESPONSIBILITY IN CASE OF NON-SUBMISSION

Violation of the Legal Deposit Act shall cause administrative or criminal liability prescribed by the law.
Those who fail to submit legal deposit of audiovisual or electronic items or who ignore the obligation to enable the production of copies of web publications as well as who ignore the requirements set for electronic items or legal deposit copies shall be punished by a fine up to 200 penalty units.

CONTACT DATA AND CONTACT PERSONS OF LIBRARIES