1. www.arrow-net.euLuxembourg
24/06/13
ARROW Plus is a Best Practice
Network selected under the ICT
Policy Support Programme (ICT
PSP)

2. 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

3. 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

4. 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

5.  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

6.  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

7.  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

8.  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

9. The ARROW workflow LIBRARY
BOOKS IN PRINT
ORPHAN WORK
REGISTRY
If NO rightholders is found,
inclusion in OWR
Alllicensingactivitiesare
performedbyRROaccording
tobusinessrulesandnational
legalframework
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
M1Q
M1A
M2R
M3Q
M3R
M5Q
M5R
M6Q
M6R
M7Q
M7R
M7R
ONIX ISTC
Registration message
M2Q
M4Q
ARROW
M6Q/M6R
M7Q/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
Alllicensingactivitiesare
performedbyRROaccordingto
businessrulesandnational
legalframework
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

10.  ARROW collects the best available rights information from the different
sources and delivers them at once
ARROW Results
END

11.  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

12. 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

13. DEMO
(www.arrow-net.eu)
or
How does ARROW look like
from the user perspective

14. 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

15. 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

16. So…
what about Orphan Works?

17.  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

18. 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

19. ARROW Plus

20.  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

21. Broadening the scope of
ARROW through ARROW Plus
Pilot countries
Arrow
Arrow Plus

22. 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

23. 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

24. 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)

25.  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

26. The European Library - Koninklijke Bibliotheek (NL)
Istituto Centrale per il Catalogo Unico (IT)
EDItEUR
Coordination of European Picture Agencies
European Writers Congress
Société 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 Foundation
Bibliothéque nationale de France
Copydan Writing
National Library of Latvia
Latvian Booksellers’ Association
Kopiosto
St. St. Cyril and Methodius National Library of Bulgaria
Conference of European National Libraries
Polish Chamber of Books
Polish Association of Book Publishers
ARROW Plus WHO’S WHO - Partners

27. http://www.arrow-net.eu
ARROW Plus is a Best Practice Network
selected under the ICT Policy Support
Programme (ICT PSP)
FURTHER INFORMATION
Enrico Turrin
eturrin@fep-fee.eu
FEP – Federation of European Publishers
(WP3 leader)