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Ministry of Youth, Sport and Culture
LEGAL DEPOSITS GUIDELINES-BNLS
20/11/13
BOTSWANA NATIONAL LIBRARY SERVICE LEGAL DEPOSIT GUIDELINES 1. Background The Botswana National Library Service was established by an Act of Parliament of 29th September 1967. Cap. 58:02. 2. Mandate National Library Service of Botswana is to provide a nation-wide library and information service for purposes of promoting literacy, education, research and recreation and to acquire and preserve for posterity information materials about Botswana or by Batswana irrespective of where it is published. 3. Interpretation of the Act The Act interprets the following words as below: “Printed” means produced by any process of reproduction. “Published” means issued for distribution by sale or otherwise to the public. “book” includes any part or division of book, pamphlet, newspaper, periodical, magazine, review, Gazette, sheet of letterpress, sheet of music, map, plan, chart or table separately printed, but does not include any record or subsequent edition of a book where the first or earlier edition has been delivered in accordance with the provisions of section 10 (unless such edition contains additions or alterations either to the letterpress or in the maps, prints or other illustrative materials belonging thereto), or any book which will not be made available to the public at large or printed forms, industrial advertisements, advertisers, price lists or stationery. 4. Legal Deposit This is covered under section 10 of Act. (Section 10 attached). 5. Introduction The above background informs the stakeholders on the requirements regarding publications on Botswana by Batswana. The National Reference Library (NRL) – a division under Botswana National Library Service is responsible for the collection, processing and preserving the literary heritage of Botswana. NRL does this through the implementation of the legal deposit law. All information materials about Botswana and by Batswana are the core of the literary heritage, hence the need to sensitise the stakeholders and guide them on what part to play and how to play it so that the nation does not lose its literary heritage.
BOTSWANA NATIONAL LIBRARY SERVICE LEGAL DEPOSIT GUIDELINES 1. Background The Botswana National Library Service was established by an Act of Parliament of 29th September 1967. Cap. 58:02. 2. Mandate National Library Service of Botswana is to provide a nation-wide library and information service for purposes of promoting literacy, education, research and recreation and to acquire and preserve for posterity information materials about Botswana or by Batswana irrespective of where it is published. 3. Interpretation of the Act The Act interprets the following words as below: “Printed” means produced by any process of reproduction. “Published” means issued for distribution by sale or otherwise to the public. “book” includes any part or division of book, pamphlet, newspaper, periodical, magazine, review, Gazette, sheet of letterpress, sheet of music, map, plan, chart or table separately printed, but does not include any record or subsequent edition of a book where the first or earlier edition has been delivered in accordance with the provisions of section 10 (unless such edition contains additions or alterations either to the letterpress or in the maps, prints or other illustrative materials belonging thereto), or any book which will not be made available to the public at large or printed forms, industrial advertisements, advertisers, price lists or stationery. 4. Legal Deposit This is covered under section 10 of Act. (Section 10 attached). 5. Introduction The above background informs the stakeholders on the requirements regarding publications on Botswana by Batswana. The National Reference Library (NRL) – a division under Botswana National Library Service is responsible for the collection, processing and preserving the literary heritage of Botswana. NRL does this through the implementation of the legal deposit law. All information materials about Botswana and by Batswana are the core of the literary heritage, hence the need to sensitise the stakeholders and guide them on what part to play and how to play it so that the nation does not lose its literary heritage.
6. Guidelines The following guidelines will assist in building the literary heritage collection when abided to: 6.1 Any publisher (individual, Company, State) should know about the Legal Deposit process (Section 10 and its subsections apply). 6.1.1 Legal Deposit Process  Writers/Publishers choose their topics. Print/publish books based on their topics.  Such books should be deposited with depository libraries within one (1) month after release from the press.  Upon receipt of such publications, depository libraries are to acknowledge receipt, in writing.  Deposited materials are then processed and preserved for posterity by depository libraries.  Once deposited, materials cannot be taken back.  Materials are used for reference and research purposes. 6.2 International Standard Book Numbers (ISBN) and International Standard Serial Numbers (ISSN). 6.2.1 National Reference Library is an agent of both the ISBN and ISSN Agencies. 6.2.2 Any publisher has the responsibility to protect his intellectual rights by acquiring either the ISBN or ISSN for his works. 6.2.3 Currently both the ISBN and ISSN are issued free of charge in Botswana. 6.2.4 All numbers issued are to be utilized as per the instructions provided at the time of issue. 6.2.5 Each title of a book (and its subsequent editions) will bear a unique ISBN number, because an ISBN is used only once. It is a unique identifier for the particular title. 6.2.6 If a title has been identified as befitting a serial status, it will bear a unique ISSN despite the number of volumes and issues published. 6.2.7 Items 6.2.5 and 6.2.6 means that the status of a publication should be clear from onset and this is determined by the publisher. 6.2.8 Each number issued is used once only and cannot be used for any other publication. 6.3 Government Publications It has been observed that there are a lot of publications from the Government Sector, for example, Units, Divisions, Departments and Ministries. Most of these do not bear any of the numbers indicated at items 6.2 above. Another issue surrounding these publications is that, not all of the Titles published by the above have been deposited for preservation. They are in a way lost knowledge. To correct the situation the following should be done:- 6.3.1 Before a publication is produced, its status should be determined and an appropriate International Standard Number be acquired for it. 6.3.2 Every Government Ministry, Department, Division, Section and Unit should keep an inventory of all its publications since its establishment. 6.3.3 The inventories should be made accessible to all local depository libraries, where they will be used to stock check the titles against their collections. Where gaps are identified copies would be requested. 6.3.4 Publishers – Government Sector should acquire ISBNs or ISSNs for their publications. Editorial Boards at all levels should be alerted of this requirement. Where there is need Editorial Boards could be empowered by National Reference Library on this aspect. 6.3.5 Government Publishers should liaise with National Reference Library for further information
7. Pricing of Publications Information materials deposited with National Reference Library are used to compile the National Bibliography of Botswana. This publication promotes the Botswana Literacy heritage in the International market. Therefore, it is essential that the publications appearing there bear information on the price of each publication. This will enable interested clients to know the value when seeking to acquire such materials. 7.1 Publishers should determine whether their publications are for sale or for free. This could be determined on the following:- - Local prices - International prices If the publication is for free locally, it is also free for the international Community. 7.2 The prices will also affect the distribution of the publication. All these are to be determined at the time of preparing the publication. 8. Conclusion Information provided here is meant to guide mainly Government Departments; however it is applicable to all Sectors. For further information, please contact: Director Botswana National Library Service Private Bag 0036 GABORONE Telephone Number : 3704444 Contact Person : Mr. M. Tamocha Tel: +2673704413 Fax: +2673901149 Thank you. September, 2013
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