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Patent Files: Case Study of Digitalization in The National and University Library in Slovenia

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Patent Files: Case Study of Digitalization in The National and University Library in Slovenia
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30
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CC Attribution 3.0 Germany:
You are free to use, adapt and copy, distribute and transmit the work or content in adapted or unchanged form for any legal purpose as long as the work is attributed to the author in the manner specified by the author or licensor.
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The Collection of the Ephemera and Grey Literature of the National and University Library keeps patent files that the library has acquired in accordance with the Legal Deposit Law. The patent files are interesting both, from a thematic point of view, as they cover various fields (from printing and bookbinding to industries), and from a historical perspective, because they date back to the period of the Kingdom of Serbs, Croats and Slovenes, and later to the Kingdom of Yugoslavia (from 1922 to 1942). Having identified both aspects, we have recognised the importance and value of this type of material; thus, we developed a plan for cataloguing and digitization of patent files in the Digital Library of Slovenia with the aim to make this type of material as widely accessible as possible. When designing such a large project (around 6,000 items), we decided to include about half of all material in the first phase, due to staff shortages. After reviewing the existing cataloguing rules, we have decided to create a new method of processing this type of material - a collective entry. The cataloguing of the patent files was a challenging assignment, which required cooperation with the National Bibliographic Centre. The employees of the Ephemera and Grey Literature Collection made records in the Slovenian Cobiss catalogue, providing users with the first contact with the material. Cataloguing was followed by digitization and metadata placement in the Digital Library of Slovenia (with the support of the NUK Digital Resources Department). No additional funds were planned for the project, so all stages were developed within the annual budget of the National and University Library. This required flexibility, innovation and team spirit (inter-departmental cooperation). At the end of the project, 3,306 items of material (patent files) were catalogued and digitized that are now freely available to users in the Cobiss catalogue, on the Digital Library of Slovenia as well. In the future, we plan to complete the project by including the rest of the patent files in the Digital Library of Slovenia, and to promote the project (setting up an online exhibition).
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Transcript: English(auto-generated)
Hello, I am Veronica and I am Moica from Nationaland and University Library of Slovenia. We will share with you our presentation about case study of patent files in our department of grey literature and small prints.
In the beginning, we would like to start about legal deposit. This is also the way we got the patent files in national and university library. Legal deposit has been collected in Slovenia more than 200 years. And the fundamental principle of legal deposit is, all prints, regardless of content, format
or size, are equally important and we need to keep them. Their very existence is a testament to the life and times of their production. One of these unique collections is the collection of patent documents from the Kingdom of Serbs,
Croats and Slovenes, which was created in times that were important from both a historical and a cultural-economic point of view. Since it is a specific area of the former common state of Yugoslavia, in the following
we will briefly present the historical outline of the time and place when the discussed patent files were created. The Kingdom of Serbs, Croats and Slovenes was founded in 1918 after the collapse of the Austro-Hungarian Monarchy. In 1929 it was renamed to the Kingdom of Yugoslavia.
Here you can see the coat of arms with a double-headed eagle of the Kingdom of Serbs, Croats and Slovenes. The collection of patent files of the Kingdom of Erzhez includes around 70,000 patent files.
Recognizing this historical value of the collection, we decided in 2019 to catalog and digitize the collection for our researchers and historians so that they can evaluate our history.
How we managed the digitalization process? First we started with sorting patent files with fields, which were also printed in the official journal of the Kingdom of Erzhez in the year of 1921. As you can see, last year was the 100th anniversary of the first publication of the patent file
of the Kingdom of Erzhez, and as an interesting fact, let us share with you that the first patent file was applied for the production of an alcoholic drink called Rakia, which is very famous in the Balkan.
Then we started with the catalogization to prepare all the material for the digitalization. The collection of patent files is already in our digital library in Slovenia. We decided to catalog patent files with collection cataloging, because we estimated
that due to the huge amount of documents, cataloging in this way is easier than if we were to catalog each individual document. You can see in the video how we saved the documents in acid-free folders with the help of our conservators.
In conclusion of this project, we are grateful to cooperate with more departments in our library. The digitalization was outsourced and the costs were around 25,000 euro. By the end of this year, we are planning to finish the project and publish digital
collection in our digital library of Slovenia. We would really like to thank you for your attention and let us finish with the video of our digital library of Slovenia.