| 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, audiovisual material and electronic publications:
Maie Valm, phone 630 7369, e-mail: maie.valmnlib.ee

Periodicals:
Helmi Lukas, phone 630 7443, e-mail: helmi.lukasnlib.ee

Among the tasks of the Collection Development and Documentation Department of the National Library of Estonia is the collection of deposit copies in accordance with the Legal Deposit Copy Act.
The deposit copies are obtained with the aim to compile a complete collection of printed, audiovisual and electronic publications as essential part of the national culture, their bibliographic indexing and making available for art and research purposes.
The acquisition of deposit copies guarantees national preservation and protection of printed material, audiovisual and electronic publications.
Pursuant to the Legal Deposit Copy Act (RT I 1997, 16, 259) and the Legal Deposit Copy Amendment Act (RT I 1998, 61, 983), the deposit copy is a copy of a printed, audiovisual or electronic publication submitted to the libraries free of charge on a mandatory basis.

Why are deposit copies submitted?

Deposit copies of printed, audiovisual and electronic publications are acquired with the aim to compile a complete collection of them and to preserve them permanently. Deposit copy collections enable indexing, statistical analysis and national preservation and protection of the publications mentioned above.

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:

1. publishing printed, audiovisual and electronic material in Estonia, e.g. publishing houses and relevant institutions or individuals.
2. ordering printed, audiovisual and electronic material to be published in foreign countries, e.g. publishers and relevant institutions or individuals.
3. 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.;
- continuing publications (yearbooks 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;
- 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.

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.
 

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.
 

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.
 

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 Copy Act will bring about disciplinary or administrative liability.
A fine of up to 50 days’ wages shall be imposed for violation of the requirements for deposit copies of printed, audiovisual and electronic material and for failure to submit deposit copies.
 

National Library of Estonia Collection Development and Documentation Department Maie Valm Tõnismägi 2, 15189 Tallinn phone: (0) 6 307 369 fax: (0) 6 311 200 E-mail: maie.valmnlib.ee	Tartu University Library Department of Domestic Literature Kaarin Viirsalu W. Struve 1, 51003 Tartu phone: (07) 375 754 fax: (07) 375 701 E-mail: kaarinutlib.ee
The Archival Library of the Estonian Literary Museum Collection Management Department Kristin Liba Vanemuise 42, Postimaja P.O. box 368, 51003 Tartu phone: (07) 430 051 Fax: (07) 420 426 E-mail: kirstinkirmus.ee	Estonian Academic Library Collection Management Department Lemmi Liimets Rävala pst. 10, 15042 Tallinn phone: (0) 665 9426 fax: (0) 665 9400 E-mail: lemmi.liimetsnlib.ee
Tallinn Technical University Library Collection Management Department Raina Rohumaa Akadeemia tee 7, 12611 Tallinn phone: (0) 620 3558 fax: (0) 620 3561 E-mail: rohumaalib.ttu.ee