New Zealand writers and publishers and your legislative obligation to the National Library.

Hey you, new Kiwi writer!
Are you considering publishing (especially if you’re going to publish independently)? There’s an ESSENTIAL step in your publishing process that I bet many of you aren’t aware of, and it’s a BIG one. It’s a LEGISLATIVE OBLIGATION that you need to follow, and if you don’t, you could be fined, eek!
Don’t panic though, I’ve got the lowdown on how to get it right!

Now that I’ve freaked you out, let me explain…

​As a first-time indie author, I was oblivious to this legislative obligation that applies to all New Zealand authors/publishers (and not just those of books or stories). It’s called Legal Deposit, and if you’re publishing almost any kind of publication in New Zealand (see below for a link to the list), you’re required to send your work to the National Library of New Zealand for preservation as part of New Zealand’s heritage. The potentially scary bit is, if you fail to comply, it’s a punishable offence. You may be liable to a fine not exceeding $5000 under section 39 of the National Library of New Zealand (Te Puna Mātauranga O Aotearoa) Act 2003 (here’s a link to the act if you want to read it).

Plus, even if you’re using an overseas publishing house (like Amazon), you’re required, as a New Zealand publisher, to deposit your work/s.

​“Don’t fall afoul of the National Library of New Zealand act 2003. Make your Legal Deposit now and avoid potential trouble.” – Emily Larkins

Click to read the National Library Act 2003

​So how do I make my Legal Deposit and not get fined?

​It’s actually easier than you might think, and beyond the cost of a couple of author copies and postage (if you’re publishing in print), it won’t cost you a bomb either. Plus, there is an upside to this Legal Deposit business: your work will be preserved FOREVER within the National Library of New Zealand, and therefore become a permanent, physical part of the heritage of our country. Now that’s cool hey?

The National Library of New Zealand website https://natlib.govt.nz/ is an awesome place to visit in itself with so much available online, but the section you’ll likely be most interested in as an author/publisher is ‘For Publishers and Authors,’ under the heading ‘Services.’ This is the go to place for self-publishing authors or other publishers in New Zealand.

Click to go to the National Library home page

What you can access here:

• ISBN, ISSN, and ISMNs (we’re lucky in New Zealand that requesting an ISBN is FREE unlike in countries including USA where you’re required to purchase them). You’ll need a separate ISBN for each work you publish, and each various format you publish in (such as paperback, kindle, etc.).
• CIP records
• Legal Deposit
• The Public Lending Right scheme in New Zealand (get paid for having your books in New Zealand libraries!)
• Resources for publishers and authors
• Web harvesting

 
I'm covering Legal Deposit (and a little on ISBN) here. If you'd like to find out more about the other items on this list, head to the Nat Lib website.
 
So, let's find out how to make your Legal Deposit…

Under legislation, all publishers in New Zealand are required to deposit their publications with the National Librarian. Yep, you read that right. I had no idea about this until I looked at requesting an ISBN for the paperback copy of my debut novel, plus, I nearly made the mistake of purchasing one through Amazon. On top of that, had I continued with digital copies only, I may have unwittingly failed to comply with the legislation and therefore been liable for a fine. Through my research, I was lucky, and by reading this, you will be too!

If you think Legal Deposit won’t apply to you, think again. Legal deposit covers everything from a print-on-demand or kindle book through the likes of Amazon, to published sheet music, sound or video recordings, podcasts, newspapers, and newsletters. It covers ANYONE publishing something, from your mainstay publishing houses, to independently published authors like myself, even church groups, schools, and businesses printing company profiles need to make a legal deposit. 

Click to go to the Legal Deposit page

If you’re not sure if Legal Deposit applies to you, check out the list here, and if you’re still not sure, contact them via the phone number or email address at the above link.

​So, you’ve found out you’re on the list. What now?
In short, you need to submit your publication/s, and it’s pretty straight forward.
First, There’s a PDF form to fill in asking for your details, your publisher’s details (if you’re self-publishing, you can create your own publishing name, for example, I use ‘Emily Larkins Publishing,’ but you could be more creative), and details of your publication. QUICK TIP: I keep a copy of this form saved on my computer with my details filled in and only have to add my publication details each time.
Second, if you’re publishing physical copies (e.g. paperback), you’re required to submit two copies of your publication (there are some exceptions to this that you might want to check out on the form or website) within 20 days of publication (or as soon as practicable thereafter. In my case, it took an absolute age for my first copies to arrive from Amazon in the US and I did get a reminder email from the Nat Lib that my deposit was overdue. If you keep them updated via email, they’re pretty good about it).

If you’re publishing digitally, either alongside your paperback or on its own, you still need to submit a copy of your work, e.g. a PDF copy. Check out how to submit physically and/or digitally here (there are different methods to suit different kinds of publication).

Click to find out more about submitting your publication

For more on Legal Deposit, and to download the most up-to-date forms, head on over here.
Should you have questions or require assistance to at any stage of the process, the contact details for each department are clearly shown on the above website. All my communications with National Library staff have been straightforward, professional, and informative, though there can be a delay between inquiries and replies depending on when you send your emails, so keep this in mind.

And here’s a bonus note on ISBN, ISSN, and ISMNs…
It takes three working days to supply your number/s. If you have an urgent request, you need to call the library directly. Make sure you tick ALL the boxes your publication will come out in as each requires its own specific number. You can apply for your number/s up to eight weeks prior to your proposed date of publication, though you may request your number/s early if you have a specific reason. You can fill in this form on the website.

​And that’s it! You've now got the scoop on your obligation as a writer/publisher in New Zealand! No fines for you!
If you’ve got another crucial tip Kiwi authors need to hear, post it in the comments – I love the sense of community in the writing world, and especially in our New Zealand writer’s bunch. 

Click to go to the 'for publishers and authors' page on the National Library website

​​As a problem shared is a problem halved, so is sharing those vital pieces of information that can save other authors from heartbreak or calamity in the writing world. So, share away, and I’ll add your tips either to this post or to fresh one if they’re biggies, with you as the source included!
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Until next post, happy writing and publishing!
Emily.