Legal deposit

The obligation to request y constituir the legal deposit falls on the editors of published works in tangible format who have their domicile, residence or permanent establishment in the Community of Madrid, whatever the place of printing.

When the publisher does not reside or has a branch in the Community of Madrid or in cases where due to the type of resource it is appropriate, the deposit must be completed by the producer, printer, stamper or engraver, who has a domicile, residence or establishment permanent in the region.

The number of tangible copies that will be delivered to the Legal Deposit Office will depend on the type of publication, as indicated in the previous question: What materials must be legally deposited and how many tangible copies of each one must be delivered to the Legal Deposit Office? Legal deposit?

The following publications will not be subject to legal deposit:

• Original prints made with any technique
• Microform
• edited photographs
• Calendars and agendas
• Commercial catalogs of all kinds (except those of bookstores, publishers and auctions)
• Documents from institutions, organizations, companies, (eg circulars, instructions or procedure manuals)
• Public Administration Documents
• press dossiers
• advertising trade sheets
• Office forms, forms, including official ones, questionnaires and surveys
• Wedding and baptism invitations, death notices, business cards, identity cards, titles or diplomas
• Instruction manuals
• three-dimensional objects
• Hobbies, crosswords, sudokus, word searches and the like
• Product of a computer system that contains data that affects the privacy of natural and legal persons
• Audiovisual programs broadcast by audiovisual communication service providers, unless they are distributed
• Print-on-demand publications intended for distribution in a family setting
• Publications for promotion or transfer contests of the bodies or scales of the different public administrations
• postage stamps

Before the production of a publication in tangible support is finished, a legal deposit number must be requested at the Legal Deposit Office of the Community of Madrid.

The request for the legal deposit number may be processed through the Electronic Processing Service for Legal Deposit Requests. Access to the application must be done with a username and password assigned by the Legal Deposit Office or through the relevant digital certificate, once the user has been registered in the system.

Publications in tangible support must be deposited in their entirety at the Legal Deposit Office, in the within three months counting from the day following the notification of the assignment of the DL number.

In case of a incomplete or defective copy, the Office will request a new complete copy without any defect, which must be delivered within a month, from said requirement.

It will be understood that the deposit has been constituted when the delivery of all tangible copies contemplated in the regulations, as well as digital files prior to printing, in the cases that proceed.

From the link to delivery of publications, on this same page, you can access the legal deposit digital processing procedure, which enables the possibility of safely uploading the files to the servers of the Community of Madrid, after identifying the publisher and the publication to the that corresponds to that digital file.

can be requested more information on the delivery of digital files prior to printing, for email to the Regional Library of Madrid.

The naming of non-serials digital files should follow this structure, based on the legal deposit number of the publication:

Single file: M-deposit number-AAAA

                           Example: M-12345-2023

Several files: M-deposit no.-YYYY(underscore)01-cover

                           M-deposit number-AAAA(underscore)02-body

                           Example:

                           M-12345-2023_01-cover

                           M-12345-2023_02-body

A publication's metadata file is invaluable for managing a publication's pre-print digital files, but its submission is voluntary.

The name of the metadata file appends the extension _metadata to the name that corresponds to the publication file. Examples:

NON-SERIAL PUBLICATIONS

single file:    M-12345-2023

                           M-12345-2023_metadata

Various files:   M-12345-2023_01-cover

                           M-12345-2023_01-cover_metadata

                           M-12345-2023_02-body

                           M-12345-2023_02-body_metadata

SERIALS

single file:    M-35-2023_202301_50

                           M-35-2023_202301_50_metadata

Various files:   M-12345-2015_20230206_57_01-cubierta

                           M-12345-2015_20230206_57_01-cubierta_metadatos

                           M-12345-2015_20230206_57_02-cuerpo

                           M-12345-2015_20230206_57_02-cuerpo_metadatos

1. Access the Citizen Folder of the Community of Madrid.
2. Enter the service with your Digital Certificate, your Electronic DNI, Cl @ ve PIN o Cl @ ve Permanente.
3. In "File Status", locate your request and click on "Detail".

4. The application data will appear. Select "Provide Documentation".

5. Fill in the "Observations" section and click the "Add" button to select the files you want to send.

6. When you have finished press "SEND".

It will be understood that constituted the legal deposit when the delivery of all tangible copies contemplated in the regulations, as well as digital files prior to printing of the same when appropriate.

The Legal Deposit Office and the conservation center must verify that both the tangible copies and the digital files are suitable, issuing a proof of delivery to the publisher and constituting the legal deposit.