unesco documents and publications from pre-cataloguing to internet access: a pragmatic approach

UNESCO Documents and publicationsFrom pre-cataloguing to Internet access:

A pragmatic approach

by Thierry Guednée

Meeting for Managers of UNESCO Documentation Networks, 8-10 June 2005

UNESCO Clearing-House Workshop, 8-10 June 20052

Table of content

Content of UNESDOC Transfer of documents via HERMES UNESDOC

– ‘Intelligent documents’

Some figures

UNESCO Clearing-House Workshop, 8-10 June 20053

UNESDOC contents:

Director-general’s speeches Governing bodies’ documents

– Resolutions/decisions since 1946Sectoral documents (Headquarters –

Field) Monographs (Headquarters – Field)Periodicals (Headquarters – Field)

UNESCO Clearing-House Workshop, 8-10 June 20054

Items and appendices of the Manual Administrative circularsCircular lettersDepository lettersDG blue notes and DG meeting minutes Administrative forms

UNESDOC does not contain :

UNESCO Clearing-House Workshop, 8-10 June 20055

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 20056

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 20057

ControlCLD

ControlCLD UNESDOC

DITUNESDOC

DIT

EDATSCLD

EDATSCLD

IndexingLibrary

DIT

IndexingLibrary

DITComposition unit

Printing unit

HERMESHERMES

Inside CLD workshops

Outside CLD

workshops

Work flow

Management of titles with non latin fonts

UNESCO Clearing-House Workshop, 8-10 June 20058

The same file can be sent to a printer or displayed on the web

The layout is maintainedIt’s a finalized document with a

beginning, an end, a title, a publication date, a reference …

Why PDF?

UNESCO Clearing-House Workshop, 8-10 June 20059

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.

Transfer – main rules :for security reasons and authentification, use only I.E. 6+

UNESCO Clearing-House Workshop, 8-10 June 200510

HERMES Home pageurl: http://hermesapp.hq.int.unesco.org/

UNESCO Clearing-House Workshop, 8-10 June 200511

Assign a document code, an ISBN or an ISSN

UNESCO Clearing-House Workshop, 8-10 June 200512

Pre-cataloging and transfer

UNESCO Clearing-House Workshop, 8-10 June 200513

Pre-cataloging and transfer of an English version

UNESCO Clearing-House Workshop, 8-10 June 200514

Cataloging and indexing by the UNESCO Library

UNESCO Clearing-House Workshop, 8-10 June 200515

The document is now in the UNESDOC database

ENG

ENG

eng

eng

UNESCO Clearing-House Workshop, 8-10 June 200516

Font faces signification

ENGConversion 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 200517

An e-mail notifies that the document is available

UNESCO Clearing-House Workshop, 8-10 June 200518

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 200519

Why to assign a code to documents ?

To authenticate them To follow the different

versions To identify them

quickly and surely

??

Follow-up of versions

• CLT/2005/PI/4

• CLT/2005/PI/4 REV.

• CLT/2005/PI/4 REV.2

UNESCO Clearing-House Workshop, 8-10 June 200521

Follow-up of versions (2)

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Follow up of versions (3)Follow up of versions (3)

UNESCO Clearing-House Workshop, 8-10 June 200523

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 200524

Quick identification of another language version or a previous version.

Ex. DIT/2004/HERMES/DEMO/1

UNESCO Clearing-House Workshop, 8-10 June 200525

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

UNESCO Clearing-House Workshop, 8-10 June 200526

PI - Public information documentsME - Meeting documents (Conference,

seminar, etc.)RP – Meeting reports

Abbreviations to use in order to avoid interference with codes assigned by CLD :

UNESCO Clearing-House Workshop, 8-10 June 200527

Suggestions for Field Offices’ codifications

ISO norm : two letter country codeYear of publication of the originalDocument typeSequential number

BR/2005/PI/8

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The ideal title page contains:

• ED/2005/…/RP/8

• Language of the original

• Title

• Publication year

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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 200530

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 200531

What you have to know before sending a PDF

Picture compression must be adapted

UNESCO Clearing-House Workshop, 8-10 June 200532

What you have to know before sending a PDF

Prefer single page instead of double page

UNESCO Clearing-House Workshop, 8-10 June 200533

What you have to know before sending a PDF

Make sure fonts are embedded

UNESCO Clearing-House Workshop, 8-10 June 200534

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 200535

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 200536

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 200537

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 200538

UNESDOC

UNESCO Clearing-House Workshop, 8-10 June 200539

UNESDOC

The full text search: 2 levels• Bibliographical records• Content of PDF files

UNESCO Clearing-House Workshop, 8-10 June 200540

UNESDOC – ’Intelligent documents’

The role of « destinations »

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  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 200542

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 200543

UNESDOC – Restricted Documents

How to open a restricted document or publication

UNESCO Clearing-House Workshop, 8-10 June 200544

Transfer of documents: main problemIn 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 200545

48.500 documents (April 2005)

2 million pages10 000 documents/year450 000 pages/yearMore than 2,5 million documents

consulted through UNESDOC/UNESBIB every year

Some figures :

UNESCO Clearing-House Workshop, 8-10 June 200546

39%

29%

16%

6%5% 5% English

French

Spanish

Russian

Arabic

Chinese

Documents/Publications – Distribution by language

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By-products

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Who’s who in the Clearing House?

Thierry Guednée: HERMES-UNESDOC Administrator/Chief Clearing House

Patrick Huby: CD-ROMs design and production (Thesaurus, full text documents)

Eve-Marie Trastour: focal point for updated documentary resources & customized forms design

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