Legal deposit: Depositing copies of a publication with the Luxembourg National Library

The Luxembourg National Library (Bibliothèque nationale de Luxembourg - BnL) archives all material published within the territory of Luxembourg—as well as material published abroad concerning Luxembourg—that is submitted to it for legal deposit.

A publication is defined as any document, be it paper or digital, that is generally produced in multiple copies for the purpose of being made public, even if the target audience is restricted.

Legal deposit is compulsory and legal deposit copies of publications must be submitted before a claim is made by the BnL.

Each year, the BnL compiles the national bibliography of the publications deposited with it.

Who is concerned

The natural or legal person who is required to submit the legal deposit is:

  • publishers or their representative or;
  • the printer, producer or author of the publication.

In the case of doctoral dissertations, application papers and research papers, legal deposit copies are submitted by the public or private institution that is the recipient of the documents.

Prerequisites

To be subject to the legal deposit requirements by the Luxembourg National Library, a publication must be edited in Luxembourg, which is to say:
  • any publication by an editor (natural or legal person), or failing this, a printer, a producer or an author either residing in Luxembourg or having their registered office in Luxembourg;
  • any publication created in Luxembourg by an editor (natural or legal person), or failing this, a printer, a producer or an author either residing abroad or having their registered office abroad;
  • any publication, thesis or research paper whose creation was supported by a public sector body in Luxembourg.

The publication in question may be:

  • printed and graphic: books, brochures, newspapers, periodicals, posters, calendars, musical scores, choreographic works, plays, braille publications or any other document concerning the political, economic, social, cultural, scientific, religious or tourism life in Luxembourg;
  • digital on a physical medium, regardless of the nature of that medium, and publications referred to in the previous paragraph produced by a method other than printing (e-books, e-journals, databases, software, etc.);
  • without a physical medium (publications referred to in the 2 previous paragraphs) and made available to the public via an electronic network (websites and online content).
Reissues, adaptations, new versions and different versions, as well as translations of the aforementioned publications are also subject to legal deposit.

The following publications are not subject to legal deposit, regardless of their medium:

  • printed personal document: family event announcements, personal and address cards, invitation cards and letters, letters and envelopes with headers, etc.;
  • printed commercial documents: letterheads, invoices, business cards, order forms, labels, instructions and user guides;
  • printed administrative documents: templates, registers, circulars, control sheets, forms, etc.;
  • financial securities.

Deadlines

Printed and digital publications must be deposited at the BnL no later than 1 month after being made available to the public.

Doctoral theses, application papers and research papers must be deposited no later than 4 months after being sent to the recipient institution.

Costs

There is no charge for legal deposit submissions to the Luxembourg National Library.

How to proceed

Legal deposit declaration

The legal deposit declaration must be completed on MyGuichet.lu.

The declaration form must be submitted with the printed and/or digital legal-deposit copies of the publications. In return, the BnL issues a legal deposit receipt to the applicant.

For newspapers and periodicals, only the first issue submitted must be accompanied by the legal deposit declaration form.

Submission of documents

Persons who wish to submit printed publications can send them by post or submit them in person at the BnL reception desk.

Digital publications on a physical medium may be sent electronically in accordance with the BnL's instructions. If electronic submissions are not possible for justified technical reasons, digital publications must be submitted on an appropriate physical medium determined by the Library:

  • by hand; or
  • by simple mail.

Publications with no physical medium can be submitted as soon as:

  • the BNL has free and guaranteed access to the publication and its metadata;
  • the BnL is entitled to make a high-quality copy of the publication.

In other cases, the producer must submit, at the Library's request, any information or tools required to copy the publications.

If this type of publication cannot be submitted online for justified technical reasons, it must be delivered on an appropriate physical medium determined by the Library:

  • by hand; or
  • by post.
Once the publication has been deposited, it becomes the property of the BnL which can make it available to the public.

Number of copies

The number of copies to be submitted depends on the type of publication:

Quantity

4 copies

3 copies

2 copies

1 copy

Document type
  • Brochures
  • Books
  • Periodicals (except newspapers)
  • Posters
  • Calendars
  • Postcards
  • Maps
  • Choreographic works
  • Newspapers
  • Musical scores
  • Plans
  • Programmes for shows and other events
  • Digital publications on a physical medium
  • Graphic documents (prints, etchings)
  • Braille publications
  • Publications whose price is over EUR 200
  • Publications for which fewer than 200 copies have been printed

 

For choreographic works, handwritten musical scores and theatrical works for which fewer than 10 copies have been reproduced or published, as well as identical reissues of such publications, only 1 copy must be deposited.

For reprints with no changes other than spelling or typographical changes, 2 copies must be deposited.

Doctoral theses, application papers and research papers must be deposited with 1 hardcopy and 1 digital copy.

It should be noted that the submitted copies must be of perfect quality and identical to the copies intended for the public.

One copy of all works (books and pamphlets) concerning the language and literature of Luxembourg is sent by the BnL to the National Centre for Literature (Centre national de littérature).

Forms / Online services

Déclaration de dépôt légal auprès de la BnL

To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.

That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).

Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.

Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.

Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.

If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

By submitting your application, you agree that your personal data may be processed as part of the application process.

Déclaration de dépôt légal auprès de la BnL

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Déclaration de dépôt légal auprès de la BnL

Ihre in diesem Formular erfassten personenbezogenen Informationen werden von der zuständigen Verwaltungsbehörde verarbeitet, um Ihren Antrag erfolgreich abzuschließen.

Diese Informationen werden von der Behörde für den zur Verarbeitung erforderlichen Zeitraum gespeichert.

Die Empfänger Ihrer Daten sind die im Rahmen Ihres Antrags zuständigen Verwaltungsbehörden. Um die Empfänger der in diesem Formular erfassten Daten zu erfahren, wenden Sie sich bitte an die für Ihren Antrag zuständige Behörde.

Gemäß der Verordnung (EU) 2016/679 zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten und zum freien Datenverkehr haben Sie das Recht auf Zugang, Berichtigung und gegebenenfalls Löschung Ihrer personenbezogenen Informationen. Sie haben zudem das Recht, Ihre erteilte Einwilligung jederzeit zu widerrufen.

Weiterhin können Sie, außer in Fällen, in denen die Verarbeitung Ihrer Daten verpflichtend ist, Widerspruch einlegen, wenn dieser rechtmäßig begründet ist.

Wenn Sie diese Rechte ausüben und/oder Einsicht in Ihre Informationen nehmen möchten, können Sie sich unter den im Formular angegebenen Kontaktdaten an die zuständige Verwaltungsbehörde wenden. Sie haben außerdem die Möglichkeit, bei der Nationalen Kommission für den Datenschutz Beschwerde einzulegen (Commission nationale pour la protection des données, 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette).

Wenn Sie Ihren Vorgang fortsetzen, akzeptieren Sie damit, dass Ihre personenbezogenen Daten im Rahmen Ihres Antrags verarbeitet werden.

Who to contact

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