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Une sco Ref.: CL/4557 S u bject: Thi rd cons u ltation on the im plementation of Recommendation concern i ng the preservation of, a nd access to, documentary heritage i ncl ud i ng i n dig ital form (2015) Dear M i n ister, Under Article VIII of UNESCO’s Con stitution, M e mber States a re req u ired to s u bm it, every four yea rs , a report o n the m easu res they have taken to i m ple ment the conve ntions a nd recom me ndations adopted by the Orga n izati o n. In th is context , I i nvite M em ber States to su bm it the i r report on the Recommendatio n co ncerni ng the preservati on of, and access to, d ocum entary heritage i ncl ud i ng i n d igital form (2015), i n E ngl ish or French, n o later th a n 28 Fe b rua ry 2027 , by com pleti ng the questi on n a i re accessi ble online from the new we bs ite of the “ one-stop-s ho p” for the m on itori ng a nd assessme nt of the implem entatio n of standard-setti ng i nstru ments at the fo ll owing add ress: https: //www.u nesco .orq/en/leqal-affa irs/m o n itorinq Me mber States a re encou raged to orga nize a ll necessa ry consu ltations with re leva nt m inistries and i nstituti ons as wel l as with key sta ke holders , i nclud i ng professiona l associatio ns, civi l society pa rtners and N ationa l Com missions for UNE SCO . In add itio n, M ember States are req uested to designate a contact person res ponsible for i nfo rm ation s h a ri ng and coo perati on with UNESCO rega rd i ng repo rts on the 2 015 Reco mmendation. M embe r States s hou ld inform the Secretariat of thi s d es ignation by 31 A ugust 2026, at the latest via the fo l lowing e-m a i l add ress : 2015recomm end ation-ci@ u nesco .org . P racti ca l inform atio n o n su bmitti ng the re port is provided in the attached G u idel ines for the Preparatio n of Repo rts by M ember States on the Im plementation of the 2015 Recommendation. The Secretariat wi l l su bmit to the 227th sess i on of the Executive Boa rd, in the autu mn 202 7 , the third co nsol idated re port on the i mple m entation by M e m ber States of the 2 015 Re commend ati on for its cons ide ration . Th is report , togethe r with the comments of the Committee o n Co nventi ons a nd Recomm e ndati ons , wi ll su bseq uently be su bmitted to the Genera l Co nfere nce , at its 44th session i n 2027. In l ine with the de cisi on of the Executive Bo a rd, ind ivid ua l co u ntry repo rts wi l l be m ade pu bl icly ava i la ble o n the new webs ite of the “one-sto p-sh op” . To Min isters res pon s i ble for relatio ns with UNE SCO C L/4557 - page 2 The Co m mu nicati on and Informatio n Sector rem a i ns at yo ur d isposa l for a ny fu rther i nform atio n you may require. Please accept, dear Min ister, th e assu ra nces of my h i g hest cons i de ratio n. Yo u rs sincerely , Khaled El-E n a ny Director-General E ncl.: Gu ide l i nes for the Prepa ration of Re ports by M em ber States on the Implem entation of the 2015 Recom mendatio n cc: Perm a nent Delegations to UNESCO Nationa l Comm issions for UNESCO UNESCO field offices  CL/4557 Annex A NNEX GUI D E LI N ES FOR TH E P RE PA RATIO N OF RE PORTS BY ME MB E R STAT ES O N THE IMP LE MENTATI O N O F T HE 20 15 RECO MME NDATI ON O N CON C E RN IN G T HE P RES ERVATI O N O F , AND A C CESS TO, DOCUMENTARY HERITA GE IN CLUD IN G IN D IG ITA L FO RM In troductio n M ember States a re i nvited to complete the re porti ng on thei r i m plementation of the Reco mm e ndati on con cern i ng the Prese rvatio n of, a nd Access to , Documentary Heritage in cl ud i ng i n Dig ita l Form (2 015) (the “2 015 Recomme ndation”). The reporti ng pe ri od is from N ovembe r 2 023 to Nove mber 202 7. To co mplete the re porti ng, M em ber States ca n cons u lt the Imple m e ntation G u idel i nes 1 th at have been pre pared to assist M ember States with the practica l appl ication of the va rious provisions of the 2 015 Recommend atio n. The proposed q uestio n nai re h as bee n esta bl is h ed based on the to pics set o ut i n these Implem entation Gu idel i nes . P u rs uant to Articles 1 5 and 16 .1 of the Ru les of Proced u re concern i ng recommendatio ns to M em be r States a nd intern ationa l conventi on s cove red by the term s of Article IV, parag ra ph 4, of the UNES C O C o nstitutio n, the Director-Gene ra l of UNE SCO i nvited M ember States by the Ci rcu lar Lette r 4155 dated 2 8 Apri l 2016 to submit the 2015 Recom mend ation to th e ir competent a uth orities with i n a pe riod of o ne yea r from the close of the sess io n of the Ge nera l Confere nce. F u rtherm ore , under Arti cle VIII of UNESCO’s Constitution, Mem ber States a re req u i red to s u bm it a re port o n the leg is lative and ad m i n istrative provis i o ns a nd any othe r measu res they h ave ta ke n to i m ple m ent th e conve nti ons a nd recomm e ndatio ns adopted by the Orga n ization. S u bmiss ion an d dissemination of repo rts P lease designate a contact person respo nsi ble for i nfo rm ation sha ri ng a nd cooperati on with UN ES CO in relation to reporting o n th is Recom mend ation. M ember States are encou raged to su bmit the question naire (i n E nglish or F rench) i n one of the followi ng ways: (i) O n line (preferred) : the cons ol idated q uestionnai re (one per Mem be r State) ca n be completed and s u bmitted on l i n e thro ug h a l i nk to be fo u nd at: Li n k: htt ps ://u nes .co/3rd r201 5ci QR Code: Recommendation conce rni ng the P reservation of, a nd Access to, Docu mentary Heritage, incl ud ing i n D ig ital Fo rm: implementation gu idelines C L/4557 An nex - page 2 U pon recei pt of th e d esign ation of th e n atio n a l fo ca l po i nt, the Co m mu n icatio n a nd Inform ation Sector wi l l tra ns mit the toke n, specific to each M embe r State , a llowi ng the completi o n a nd su bm i ssion of th is q uestion na i re di rectly onl ine. (i i) E m a i l : th e q uestionna ire can be com pleted electronica lly a n d sent to 2015recom m endati o n-ci (ô) u nesco .o rq. The responses to the q uestion na i re, if se nt by e m a i l, s hould res pect the l imit of m axi mu m cha racters of each questio n a nd mu st be subm itted in electron ic form on ly (stand a rd doc, .pdf or .rtf form at). The re ports wi l l be made avai lable on UNESCO ’s we bsite in order to faci l itate the exchange of i nform ati on re l ati ng to the prom otio n a nd im plementati on of th is Recommendation.  C L/4 557 An n ex - page 3 QUESTIO NNAIRE GENE RAL INFO RMATIO N: Co u ntry : O rg a nization (s) or e ntity(/ies) re spons ible fo r the pre pa rati on of the report: Officia lly design ated co ntact person/institutio n: N ame(s) of des ig n ated official(s) certifyi ng the re port: B rief descri ption of the consu ltation process esta blis hed fo r the pre pa rati on of the report: RE PO RTIN G O N T HE S P EC IF IC P ROVIS IO N S O F T HE 20 15 REC OMMENDATI O N: Gene ral support: 1. H as the 2 015 Recomm endatio n bee n promu lg ated to a ppropriate min istries a nd i nstitutions? (Sectio n 1) 2. H a s yo u r cou ntry esta bl ished a ny system atic monitori ng m echa n is m to fol low and ensu re i mplem entation of the 2 015 Reco m me ndation ? (Se ctio n 1) 3. H as the 2 015 Recommend ation been tra nslated into the nation al la nguage (s) ( if a ppl icable)? 4. H as yo u r cou ntry created a supportive , pa rti cipatory , e n a bl i ng a nd sta ble e nviron ment for a l l pa rties? (1.1, 1.2 , 3 .1, 4 .5 , 5 .1, 5 .2) 5. H ow , if at a l l, has your country appl ied i nternati on al standards a nd cu ratori a l best practice (2 . 4 , 2.7, 2.8 , 2 .9 , 4.2 , 5 .1, 5 .2, 5 .5)? 6. What consu ltatio n mecha n ism s does the g overn ment m a i ntain with sta ke holders i n the docu m e nta ry heritage secto r (natio nal and private m e m ory institutio ns, professi o na l ass ociati ons, releva nt N GOs)? (1.2) 7. What actions h as you r country taken i n o rder to s upport m emo ry i n stitutio ns in esta bl i sh i ng pol icies and sta nd ards by resea rch and cons u ltatio n, g u ided by internation a l ly esta blis hed n orm s ? (1.1, 1. 2 , 2 .2 , 2.3, 3 .2) 8. Wh at m aj or ca pa city-bu i lding m easu res and pol icies have ta ken pl ace with i n the secto r? H as such ca pacity-bu i ld ing i n cl uded kn owledg e a bo ut connecti n g the protection of docu menta ry he ritage to l aw enforcem e nt age n cies, a nd i n what ways? I s research and tra ini ng for d ocu me nta ry he ritage profession a ls orga n ized i n you r co u ntry? H ow often? (2 . 4 , 2.7 , 2 .8 , 2.9 , 5.1, 5 .2) 9. What m ost signifi ca nt i nsig ht a nd/or advice wou ld yo u li ke to s ha re with othe r Mem ber States on th e basis of your expe rie n ce s in i m plem enting th e 2 015 Re co m m e nd ation ove r the past fo u r years? Leg is lation a n d ma n dates: 10. Wh at leg i sl ati o n does your country have i n place to : • protect yo u r docu me nta ry he ritage , incl ud i ng as pa rt of cultu ra l heritage-re lated leg i slati on ? (3 .1, 3 .5 , 3.6 , 4 .1) C L/4557 An nex - page 4 • define the a uth ority , m a nd ate, inde pende nce and governance structu re of yo ur nationa l m emory i nstitutions? (3 .1, 4 .5) • gua ra ntee the a bil ity of m em ory i n stitutio n s to ta ke u n hi ndered preservation actio n o n d ocu me nts i n thei r co l lections? ( 3 .5 to 3.7) • promote a nd faci l itate m aximum i nclu sive access by empoweri ng m em o ry institutions? (3.2) • su ppo rt mem o ry institution s provid i ng access to materi al whose copyright status ca nn ot be cla rified? (3 .5 to 3 .7) • ensu re statutory deposit of docu ments in memo ry i nstitutions? (4 . 6) 11. H as g ove rnme nt net fund i ng of natio n a l m e m ory instituti ons (i n recent yea rs) i ncreased or decrea sed ? By h ow much? (4 .1) 12. Wh at long term i nvestment i n a nalog ue a nd d igital docu m entary preservation has been made , i ncl ud ing in the deployme nt of a rtificia l intel l ig en ce (Al) i n this rega rd ? (4.1) 1 3. Wh at en co uragem ent h as been g ive n i n the devel o pment of open-sou rce software a nd access to proprietary codes by mem ory i nstitutions? (4 .7, 4 .8) Identificati on a nd preservation status of docume nta ry heritage : 14 . Do all nati ona l m e mory instituti on s h ave pu bl is hed col lection deve lopm e nt, preservati o n a nd access poli cies? Are there i n yo u r cou ntry esta blis hed pol icies , mech a n i sm s a nd criteria for se lecti ng, acq u iri ng a nd de-selecting docu menta ry heritage? Wh at pol icies have been developed recently? (1.1) 15 . Wh at docu mentary he ritage h a s bee n ide ntified as at pote ntia l o r imm i ne nt ris k (if a ny) ? Wh at acti on has been taken ? Was it broug ht to the attenti on of compete nt bod ies (incl ud i ng law e nforcement)? (1.3, 2.7 , 5.5) 16. Wh at a rra ngements a nd proced ures are i n place to protect the documentary he ritage from d a nge r? For exam ple : Th is m ay include foreseei ng the eventua l ity of moving o rigi na l d ocu mentary heritage o r d igita l co pies to safe h ave ns with i n or outside yo ur co u ntry. (5 . 4) 17. What practical su pport has bee n give n to private , local a nd i nd ivid ua l co l lecti ons of docu m e nta ry he ritage? Are they vis ible in natio nal d i rectories? (1.3, 4.3) Capac ity-bu i ld ing: 18. What s pecific ste ps h ave been ta ke n to enco u rage con s iste n cy of best practice, coord i nation a nd s h a ring of ta s ks a mo ng mem o ry i nstitutions? (2.1, 2.7) 1 9. Wh at trai ni ng schemes have been developed? (1 .5) 20 . What is the leve l of invo lvement of nati on a l memory i nstituti o ns i n i nte rnati ona l profess i o n a l ass ociatio ns and netwo rks ? Fo r exa m ple : Th is may i n clude Intern ationa l C ou nci l on Arch ives ( I CA) , Safe H ave ns fo r Archives at R isk, Internationa l Fede ration of Library Associatio ns a nd In stituti ons ( IFLA), etc. (2.8, 2.9) 21. Are the re pa rtne rs h i ps, i n cl u d i ng pu blic-private ones a nd trade , esta bl ished al lowi ng sh aring of costs , faci l ities and services? (2.2 , 3 .4 , 4.2)  C L/4557 Annex - page 5 M em o ry of the World P rogram me : 22 . I s the re i n yo ur cou ntry a natio na l M em ory of the World committee? I f not, what p l ans exist to esta bl is h one ? (4.10 , 5.6) 2 3. Wh at recent nom i n atio ns have been m a de to M e m o ry of the World registe rs ( i nternatio n a l, regio nal, n ation a l ) ? (1. 4) 24. Are there a ny M em ory of the World o utreach and vis ibi l ity a ctivities orga n ized i n yo u r co u ntry enha n ci ng a ccessi bi l ity of docu mentary heritage? P lease g ive exa m ples . (3 .7)