What is legal deposit?
The BnF provides the following definition of legal deposit: “As set out in the Code du Patrimoine, legal deposit is the obligation on every publisher, printer, producer and importer to deposit every document they publish, print, produce or import with the body authorised to receive such deposits, depending on the nature of the document. This obligation applies to any document distributed in sufficient numbers to an audience extending beyond the family circle.”
The legal deposit it is regulated by the Code du Patrimoine, articles L131-1 to L133-1 et R131-1 à R133-1. It is mandatory and ensures the collection and preservation of documents published in France. Comme le souligne la bibliothèque municipale de Lyon : « L’ensemble des documents imprimés à une époque donnée est le fidèle reflet des activités, des préoccupations, des idées, des modes de ce temps, et constitue ainsi un témoignage exceptionnel et irremplaçable sur la vie sociale, culturelle, économique, politique, artistique de ce temps… Il est donc primordial de le préserver et de le conserver pour les générations futures ». In addition, records are associated with each deposited document, allowing them to be searched in the databases and thus consulted in the BnF’s research rooms.
Because of its mandatory nature, legal deposit allows libraries to collect documents that do not go through the usual publishing channels. The Lyon Municipal Library’s website also adds that legal deposit ‘is also essential in other fields, particularly in the legal sector (as evidence of the date of publication of a work) and the economic sector (publishing statistics, a reference for the book trade, etc.)’
Which documents are concerned?
The BnF’s legal deposit website states: “All documents made available to the public in multiple copies, whether for a fee or free of charge, are subject to legal deposit. This obligation applies not only to printed documents but also to maps and plans, photographs, musical scores, audiovisual materials, software, databases, video games, etc.”
The full list of documents subject to legal deposit is available here:https://www.bnf.fr/fr/depot-legal-pour-quels-documents
Who deposits?
In France, the deposit concerns:
- the editor
- the printer
- the importer
- the producer
The legal deposit website states: “In France, legal deposit is mandatory for publishers, printers, importers and producers. It also applies to self-published authors. Publishers and importers must submit their copies to the National Library of France. Printers must submit their copies to the library authorised to receive them in their region.”
How much does it cost?
Documents subject to physical legal deposit are sent free of charge. The shipment is postage-free. To benefit from it, it is enough to indicate, instead of the stamp: Franchise Postale, Dépôt légal, Code du Patrimoine Article L132-1.
Legal deposit guidelines for publishers
Legal deposit of a physical document
When publishing a physical document, the declarant must fill in a publisher’s legal deposit declaration, which varies according to the type of document to be deposited. In the case of a batch of documents (posters, postcards, etc.), it is possible to fill in only one declaration of deposit, which the applicant must then send together with one or two copies of the document. The postal shipment is free of charge, provided that the stamp is replaced by « Franchise Postale, Dépôt légal, Code du Patrimoine Article L132-1 ».
Consult the BnF’s legal deposit instructions for publishers.
Legal deposit of a printed journal
For the deposit of a printed journal, the procedure is the same, but instead of completing a single declaration, the depositor must complete an initial declaration and an annual global declaration. The initial declaration is made at the time of filing the first issue. Then, each year, the applicant will fill in a global declaration with the different items for the year. If the title of the journal changes, an initial deposit form must be completed again.
See the declaration of legal deposit – periodical publisher
Legal deposit of a digital journal
Fully digital journals are subject to legal deposit, but their content is harvested directly by BnF. There is no deposit procedure to follow (see ISSN – Instructions for use on the BnF website):
« J’édite une publication en ligne non soumise à un dépôt légal actif auprès de la BnF
Je suis concerné si ma publication est éditée sur un support non matériel
- périodiques en ligne (revue, bulletin, magazine, journal, etc.)
- collections de livres numériques,
- blogues,
- sites web non statiques,
- bases de données non statiques,
- wikis,
- reproductions numériques de périodiques imprimés ayant cessé de paraître
Ces publications sont soumises au dépôt légal mais font l’objet d’un mode de collecte particulier qui n’implique pas à ce jour le dépôt de documents ou fichiers numériques auprès de la BnF. Leur contenu est automatiquement moissonné par des robots ».
When a paper version coexists with the digital version, a physical deposit must be made.
- Legal deposit: https://www.bnf.fr/fr/le-depot-legal
- Legal deposit arrangements for publishers:https://www.bnf.fr/fr/centre-d-aide/depot-legal-editeur-mode-demploi
- ISSN : https://www.bnf.fr/fr/centre-d-aide/issn-mode-demploi