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UNESCO Documents and publications From pre-cataloguing to Internet access: A pragmatic approach

UNESCO Documents and publications From pre-cataloguing to Internet access: A pragmatic approach by Thierry Guednée. Meeting for Managers of UNESCO Documentation Networks, 8-10 June 2005. Table of content. Content of UNESDOC Transfer of documents via HERMES UNESDOC

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UNESCO Documents and publications From pre-cataloguing to Internet access: A pragmatic approach

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  1. UNESCO Documents and publications From pre-cataloguing to Internet access: A pragmatic approach by Thierry Guednée Meeting for Managers of UNESCO Documentation Networks, 8-10 June 2005

  2. Table of content • Content of UNESDOC • Transfer of documents via HERMES • UNESDOC • ‘Intelligent documents’ • Some figures UNESCO Clearing-House Workshop, 8-10 June 2005

  3. UNESDOC contents: • Director-general’s speeches • Governing bodies’ documents • Resolutions/decisions since 1946 • Sectoral documents (Headquarters – Field) • Monographs (Headquarters – Field) • Periodicals (Headquarters – Field) UNESCO Clearing-House Workshop, 8-10 June 2005

  4. UNESDOC does not contain : • Items and appendices of the Manual • Administrative circulars • Circular letters • Depository letters • DG blue notes and DG meeting minutes • Administrative forms UNESCO Clearing-House Workshop, 8-10 June 2005

  5. Documents are free of charge publications • Publications (books) are usually for sale • Periodicals are serials either distributed free of charge or for sale UNESCO Clearing-House Workshop, 8-10 June 2005

  6. Which documents/publications can you send to UNESDOC via HERMES? • All documents/publications printed outside CLD workshops • Publications/documents printed by CLD follow another channel • via EDATS directly UNESCO Clearing-House Workshop, 8-10 June 2005

  7. HERMES Work flow UNESDOC DIT Control CLD Indexing LibraryDIT Composition unit Management of titles with non latin fonts EDATS CLD Inside CLD workshops Outside CLD workshops Printing unit UNESCO Clearing-House Workshop, 8-10 June 2005

  8. Why PDF? • The same file can be sent to a printer or displayed on the web • The layout is maintained • It’s a finalized document with a beginning, an end, a title, a publication date, a reference … UNESCO Clearing-House Workshop, 8-10 June 2005

  9. Transfer – main rules :for security reasons and authentification, use only I.E. 6+ You have to: • Assign a document code if you send a document of a public nature • Assign an ISBN (International Standard Book Number) if you send a book • (contact UNESCO Publishing first to get an ISBN) • Assign an ISSN (International Standard Serial Number) if you send a periodical • The ISSN is managed by a world wide network of 76 National Centres coordinated by an International Centre based in Paris, backed by UNESCO and the French Government. UNESCO Clearing-House Workshop, 8-10 June 2005

  10. HERMES Home pageurl: http://hermesapp.hq.int.unesco.org/ UNESCO Clearing-House Workshop, 8-10 June 2005

  11. Assign a document code, an ISBN or an ISSN UNESCO Clearing-House Workshop, 8-10 June 2005

  12. Pre-cataloging and transfer UNESCO Clearing-House Workshop, 8-10 June 2005

  13. Pre-cataloging and transfer of an English version UNESCO Clearing-House Workshop, 8-10 June 2005

  14. Cataloging and indexing by the UNESCO Library UNESCO Clearing-House Workshop, 8-10 June 2005

  15. The document is now in the UNESDOC database ENG ENG eng eng UNESCO Clearing-House Workshop, 8-10 June 2005

  16. Font faces signification • ENG Conversion Word, Xpress, Indesign to PDF • ENGO.C.R with verification • eng OCR without verification (embedded text) • eng Image of the original paper document UNESCO Clearing-House Workshop, 8-10 June 2005

  17. An e-mail notifies that the document is available UNESCO Clearing-House Workshop, 8-10 June 2005

  18. Hard copies • In addition to the electronic transmittal of documents, Sectors and Services are still required to send paper copies of all new documents/publications • This is necessary for indexing and preservation purposes UNESCO Clearing-House Workshop, 8-10 June 2005

  19. ? Why to assign a code to documents ? • To authenticate them • To follow the different versions • To identify them quickly and surely UNESCO Clearing-House Workshop, 8-10 June 2005

  20. Follow-up of versions • CLT/2005/PI/4 • CLT/2005/PI/4 REV. • CLT/2005/PI/4 REV.2

  21. Follow-up of versions (2) UNESCO Clearing-House Workshop, 8-10 June 2005

  22. Follow up of versions (3) UNESCO Clearing-House Workshop, 8-10 June 2005

  23. In the Field, « Source files » (or native files) are accessible using: • SITA link directly to UNESDOC • VPN (BIE & UIS) http://unesdoc.unesco.org/ • Or via URL: https://connect UNESCO Clearing-House Workshop, 8-10 June 2005

  24. Quick identification of another language version or a previous version. • Ex. DIT/2004/HERMES/DEMO/1 UNESCO Clearing-House Workshop, 8-10 June 2005

  25. ED.04/MINEPS IV/2 ED.04/MINEPS IV/3 CN/2004/SC-HYD/PI/1 CIB/04-05/INF.1 REV.3 IOC/IUCN/NOAA/LME-V/3 IOC/SC-WESTPAC-V/3 IHP/BUR-XXXV/6 IOC-XXII/2 Annex 2 IOC-XXII/Supplementary item 1 SHS.2004/DECLAR.BIOETHIQUE BSP.2004/YTH/001 FAP.2003/COUNCIL.II/10 The code must be the same for ALL linguistic versions and contain (eventually) the publication year of the original language Yes UNESCO Clearing-House Workshop, 8-10 June 2005

  26. Abbreviations to use in order to avoid interference with codes assigned by CLD : • PI - Public information documents • ME - Meeting documents (Conference, seminar, etc.) • RP – Meeting reports UNESCO Clearing-House Workshop, 8-10 June 2005

  27. Suggestions for Field Offices’ codifications • ISO norm : two letter country code • Year of publication of the original • Document type • Sequential number  BR/2005/PI/8 UNESCO Clearing-House Workshop, 8-10 June 2005

  28. The ideal title page contains: • ED/2005/…/RP/8 • Language of the original • Title • Publication year UNESCO Clearing-House Workshop, 8-10 June 2005

  29. What you have to know before sending a PDF • The cover page must not be too big (max. 100 Ko) UNESCO Clearing-House Workshop, 8-10 June 2005

  30. What you have to know before sending a PDF You have to : • add links (invisible) from Table of Contents • insert Bookmarks UNESCO Clearing-House Workshop, 8-10 June 2005

  31. What you have to know before sending a PDF • Picture compression must be adapted UNESCO Clearing-House Workshop, 8-10 June 2005

  32. What you have to know before sending a PDF • Prefer single page instead of double page UNESCO Clearing-House Workshop, 8-10 June 2005

  33. What you have to know before sending a PDF • Make sure fonts are embedded UNESCO Clearing-House Workshop, 8-10 June 2005

  34. What you have to know before sending a PDF • A periodical containing articles must be sent in one PDF file. • Do not send articles separately. UNESCO Clearing-House Workshop, 8-10 June 2005

  35. What you have to know before sending a PDF • When you send a PDF or when you insert a link in a record, verify the Fast Web View • To optimize PDF open file and « Save as » under the same name UNESCO Clearing-House Workshop, 8-10 June 2005

  36. What you have to know before sending a PDF • Do not add an Internet address in the record when you want to load a UNESCO document/publication into UNESDOC UNESCO Clearing-House Workshop, 8-10 June 2005

  37. What you have to know before sending a PDF • HERMES accepts primarily PDF file up to 2 gigabytes UNESCO Clearing-House Workshop, 8-10 June 2005

  38. UNESDOC UNESCO Clearing-House Workshop, 8-10 June 2005

  39. UNESDOC • The full text search: 2 levels • Bibliographical records • Content of PDF files UNESCO Clearing-House Workshop, 8-10 June 2005

  40. UNESDOC – ’Intelligent documents’ • The role of « destinations » UNESCO Clearing-House Workshop, 8-10 June 2005

  41.   UNESDOC - ’Intelligent documents’ « Destinations » are systematically introduced in: • Periodical issues (with analytic indexation) http://unesdoc.unesco.org/images/0011/001130/113044e.pdf#113057 • Resolutions of the General Conference • Decisions of the Executive Board http://unesdoc.unesco.org/images/0013/001373/137349f.pdf#3.4.1 • Programme and Budget approved (C/5) http://unesdoc.unesco.org/images/0013/001341/134100e.pdf#0131 UNESCO Clearing-House Workshop, 8-10 June 2005

  42. UNESDOC - ‘Intelligent documents’ • How to open a PDF to a specific page? http://unesdoc.unesco.org/images/0013/001383/138384f.pdf#page=6 UNESCO Clearing-House Workshop, 8-10 June 2005

  43. UNESDOC – Restricted Documents • How to open a restricted document or publication UNESCO Clearing-House Workshop, 8-10 June 2005

  44. Transfer of documents: main problem • In order to be reactive we load in UNESDOC a digitalized document with OCR … • …and we find two weeks later the same document in PDF somewhere on the UNESCO Web Site • Result: waste of time for all ! UNESCO Clearing-House Workshop, 8-10 June 2005

  45. Some figures : • 48.500 documents (April 2005) • 2 million pages • 10 000 documents/year • 450 000 pages/year • More than 2,5 million documents consulted through UNESDOC/UNESBIB every year UNESCO Clearing-House Workshop, 8-10 June 2005

  46. Documents/Publications – Distribution by language UNESCO Clearing-House Workshop, 8-10 June 2005

  47. By-products UNESCO Clearing-House Workshop, 8-10 June 2005

  48. Who’s who in the Clearing House? • Thierry Guednée: HERMES-UNESDOCAdministrator/Chief Clearing House • Patrick Huby: CD-ROMs design and production (Thesaurus, full text documents) • Eve-Marie Trastour: focal point for updated documentary resources & customized formsdesign • Fatiha Ayour: microfiche digitization and online publishing standard documents • Yann Le: digitization of paper documents HERMES and UNESDOC are applications developped and managed by ADM/DIT UNESCO Clearing-House Workshop, 8-10 June 2005

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