Long Term Archiving of Digital Documents in Physics

Several years ago the International Union of Pure and Applied Physics (IUPAP) convened a Working Group on Communication in Physics. The charge to the Group was to make recommendations on important issues in the international aspects of physics communication, especially electronic publication, that are appropriate for IUPAP action. For details see the IUPAP Working Group on Communications in Physics report.

CPP.1 Meeting Report by Dr. Arthur Smith, Rapporteur

Meeting Report from the November 5-6, 2001 in Lyon Villeurbanne

CPP.2 Objective

The purpose of this conference is to address the recommendations on the subject of the long-term availability of electronic publications, which are found in section 7 of the report, to which we refer. The salient part of the report, slightly edited, proposes as follows: It is recommended that IUPAP convene a meeting of society publishers, selected commercial publishers, librarians and scientists to discuss issues related to the long-term archiving of electronic publications. Questions to be considered would include: 1) Commitments by publishers to maintain the readability of their electronic archives, and the future viability of reference links. 2) Establishment of backup relations with institutions which would commit to updating the archives and conserving them in the long-term. Other significant issues to be discussed in this conference include the economic aspects of archiving, the changed roles of libraries and publishers, the special problems of non-text material, and the longevity of electronic formats. The problems of archiving of valuable electronic material extend, of course, far beyond the discipline of physics and far beyond the archiving of published material. By limiting the discussion to these areas we hope to arrive at a reasonable process that will provide guidance in addressing the more complex problems. The objective is to secure agreement on next steps and on what commitments are needed from libraries and publishers in order to embark on a process of archiving. The Conference will be held in Lyon, France, on November 5th and 6th, 2001 and organized locally by the CCSD (Centre pour la Communication Scientifique Directe, CNRS). More detailed information on the program, venue, and accommodations will be available shortly.

CPP.3 Organizing Committee

Franck Laloe (ENS and CCSD), Chair
Ian Butterworth (Imperial College), Co-chair
Martin Blume (American Physical Society), Co-chair
Hilda A. Cerdeira (ICTP)
Sukekatsu Ushioda (Tohoku University)
Ann Okerson (Yale U. Library)
Karen Hunter (Elsevier)
Winston Tabb (US Library of Congress)
David Russon (British Library)
Claus Montonen (European Physical Society)
Sarah Thomas (Cornell U. Library)
Robert Kelly (American Physical Society)

CPP. 4 Local Committee

Daniel Charnay (CCSD, Villeurbanne,) Chair
D. Linglin (directeur Centre de Calcul de l’IN2P3, Villeurbanne)
J.M. Salaun (ISDN, ENSSIB, Villeurbanne)
Jean-Francois Jal (UCBLyon I)

CPP.5 Sponsoring Organizations

EDP Sciences
ICSU Press
The American Physical Society
The European Physical Society
CNRS, Lyon
The Institute of Physics, London
Abdus Salam International Center for Theoretical Physics, Trieste
The British Library
The US Library of Congress
The American Institute of Physics
EDP Sciences
Physical Society of Japan
Japan Society of Applied Physics
Institute of Pure and Applied Physics
Highwire Press

CPP.6 Program

4 November 2001

Centre de Calcul de l’IN2P3
University Campus (Université Claude Bernard)
27 bd. du 11 Novembre 1918

17:00 - 20:00 Registration

18:00 - 20:00 Cocktails

5 November 2001

CNRS building, 2 av. Albert Einstein
University Campus (Université Claude Bernard)
27 bd. du 11 Novembre 1918

Session 1 9:00-10:00

Welcome and Housekeeping 9:00-9:15
Franck Laloë - CCSD Laboratoire Kastler Brossel

Introductory Talks: “What is the Problem?” 9:15-10:00
Martin Blume - APS & IUPAP Working Group on Communications in Physics
Ann Okerson - Yale University Library

Session 2 Archiving and Publishers 10:00-12:30

(Coffee Break at 11:00)

Roundtable 1
Session Chair - S. Ushioda - Tohoku University

  • Seiichi Kagoshima - IPAP
  • Kurt Paulus - IOP
  • Mark Doyle - APS
  • K.K. Phua - World Scientific Publishing
  • Hubertus v. Riedesel - Springer-Verlag

Lunch 12:30-14:00

Session 3 Archiving and Publishers 14:00 - 16:00

Roundtable 2 Session Chair - Robert Kelly - APS

  • Jean-Marc Quilbe - EDP Sciences
  • Pieter Bolman - Elsevier
  • Marc Brodsky - AIP
  • Paul Ginsparg - Cornell

Coffee break 16:00 - 16:30

Session 4 The View of End-User Physicsts 16:30-18:30

Session Chair - Ian Butterworth - Imperial College
  • Denis Jérome - Université Paris-Sud
  • Ana María Cetto - Instituto de Física, UNAM
  • Claus Montonen - European Physical Society
  • Eberhard Hilf - Institute for Science Networking - Oldenburg
  • John Enderby - IOPP

Banquet 19:30 - 23:00
At an “auberge” in Perouges, bus transportation will be provided.

6 November 2001

CNRS building, 2 av. Albert Einstein
University Campus (Université Claude Bernard)
27 bd. du 11 Novembre 1918

Session 5 Archiving and Libraries

Roundtable 1 9:00-10:30

Session Chair - Sarah Thomas - Cornell

9:00- 9:20 Digital Preservation Practices and Principles - Anne Kenney - Cornell and CLIR

9:20- 9:30 Discussion

9:30-10:00 The Mellon Archiving Projects, with specific examples from Cornell and Yale - Sarah Thomas and Ann Okerson

10:00-10:20 LOCKSS, the Dark Cave - Andrew Herkovic - Stanford University

10:20-10:30 Discussion

Coffee Break 10:30-11:00

Roundtable 2 - National Libraries 11:00-12:30

Session Chair - David Russon

11:00-11:2 0 The National Preservation Program of the Library of Congress - Winston Tabb - US Library of Congress

11:20-11:3 0 Discussion

11:30-11:5 0 Electronic publications: working on long term access - Johan Steenbackers - De Koninklijke Bibliotheek, The Netherlands

11:50-12:0 0 Discussion

12:00-12:2 0 The legal deposit of electronic publications in France - Catherine Lupovici - Bibliothèque nationale de France

12:20-12:3 0 Discussion

Lunch 12:30-14:00

Session 6 14:00 - 16:00

Round Up of What we have learnt and Next Steps and Recommendations
Session Chair - Roger Elliott - Oxford and ISCU Press



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