CONFIDENTIAL: Not for redistribution beyond CRKN libraries ACTION REQUIRED: Library Directors are asked to review this

message and the attached documents regarding the CRKN - Canadiana.org Heritage Collection Project, and to share this information with staff as appropriate. Please respond to CRKN by 12:00 noon ET on Friday, May 31, 2013 by signing, scanning, and e-mailing the attached financial commitment form indicating either your commitment to participate in the CRKN Canadiana.org - Heritage Collection Project or your decision to decline participation. DATE: May 1, 2013 TO: Voting representatives (Library Directors); CC: Collections contacts; Re: CRKN Canadiana Open Access Heritage Collection Project Additional Documents: Project summary Contribution spreadsheet Financial commitment form Project overview (provided by Canadiana) List and description of collections to be digitized Questions & Answers document

Non-disclosure: A public announcement about the Heritage Collection Project will be made on June 14th. We would request that you not discuss this project until it is announced, except with those in your institution who need to know. Further we request this non-disclosure request be passed on to those staff with whom you share the information. Project Summary: Canadiana is undertaking a large-scale project to digitize 50,000 reels of microform from Library & Archives Canada. Collections include photographs, census data, central registries, church records, first nations, government documents, land,

military and personal papers and fonds. Material being digitized is cultural heritage material with value for both English and French institutions. Canadiana will develop a bilingual web portal to host the content. Each year, 10% of the collections will be made open access. Images and serieslevel metadata will be part of the open access content. At the end of the tenth year, the full collection will be open access for Canadians. In the first ten years, access fees for the non-open access portions will be used to fund metadata creation and to build a sustainability fund to maintain the platform. All funds raised through fee-forservice will be used to enhance the metadata creations program. Linked Open Data (LOD) will be used to promote broader resource discovery and to make Canadas heritage collections more accessible. Canadiana is offering CRKN members the opportunity to be founding partners in this initiative by contributing to the start-up funds needed for the project. Institutions that participate in the initial start-up funds will benefit from: Opportunity to partner in a large Canadian open access initiative Perpetual access to premium service Access to the portion of the material that is not open access during the first 10 years Complimentary ILL for items in the collection that have not yet been digitized Stakeholder status for determining priorities for digitization

Contribution: Contribution levels were calculated by taking the total amount (two million dollars) and dividing that amount between the current participants in the Early Canadiana Online license agreement, using the same pricing tiers used by Canadiana for Early Canadiana Online. This same grid was used to determine the contribution for any CRKN member that does not participate in Early Canadiana Online, but that may wish to participate in this project. Please see Heritage Collections Contribution Spreadsheet (filename: CRKN_Canadiana_Heritage_Contribution Spreadsheet.xlsx) for details. This is a one-time contribution, with the payment to be split over two years. There are no continuing costs or hosting fees to be charged in the future. If the total contributed by CRKN members is over two million dollars, any excess contributions will be used to lower each participants contribution amount.

If your institution has any questions about your contribution level or alternate payment arrangements, please contact Eva Jurczyk (ejurczyk@crkn.ca), Member Services & Licensing Officer Terms and Conditions: An agreement between CRKN and Canadiana will be signed to protect the interests of all parties. In particular the agreement will ensure that the disbursement of CRKN member funds will be tied to the achievement of measurable objectives as proposed in the Heritage project. If you have any other questions or concerns, please contact: Eva Jurczyk (ejurczyk@crkn.ca), Member Services & Licensing Officer ACTION REQUIRED: Review the contribution spreadsheet and project summary Complete the financial commitment form indicating your decision to either participate in the CRKN-Canadiana.org-Heritage Collection Project or to decline participation Return the financial commitment form to CRKN by 12:00 noon ET on Friday, May 31, 2013