international atomic energy agency submission of ncl full text to inis germain st-pierre inis...

International Atomic Energy Agency

SUBMISSION OF NCL FULL SUBMISSION OF NCL FULL TEXT TO INISTEXT TO INIS

Germain St-Pierre

INIS Training SeminarVienna Austria 23ndash27 November 2009

INIS Training Seminar Vienna Austria 23-27 November 2009


SCOPE OF THIS PRESENTATIONSCOPE OF THIS PRESENTATION

bullWhat is NCL

bullWhy to submit NCL to INIS

bullHow to submit NCL to INIS

bullIntroduction to PDFA

bullConclusion

1



WHAT IS NCL WHAT IS NCL

bullNNon-on-CConventional onventional LLiteratureiteraturebullScientific and Technical Reports

bullTheses

bullPatents

bullConference Papers etc

bullWhich are not readily available through normal commercial channels



NCL Availability in the WorldNCL Availability in the World

bullDifferent MediaDifferent MediabullAnalog (Paper Microfiche)

bullDigital (CD-ROM Internet Network etc)

bullDifferent Electronic FormatsDifferent Electronic FormatsbullPDF (Image Only Image plus hidden

text Full-text searchable PDF 10 to PDF 17)

bullMS Office Word Excel PowerPoint etc

bullHTML XML TIFF JPEG etc



NCL Availability ndash INIS RoleNCL Availability ndash INIS Role

Ensure reliable availability disseminationand long-term preservation of the INIS

NCL Collection

ldquoldquoAvailable from INIS in electronic Available from INIS in electronic formrdquo formrdquo ))

)) Availability Statement in INIS records Availability Statement in INIS records



NCL Availability ndash Your RoleNCL Availability ndash Your Role

bullSubmit all NCL to the INIS SecretariatbullSelect NCL (PDF vs Hard Copy)

bullClear copyright issues

bullPrepare bibliographic input

bullSend NCL to INIS



PDF VS Hard CopyPDF VS Hard Copy

bullPDF has several advantagesbullStandard for electronic document

exchange

bullReduces Mailing Costs

bullStreamlines the NCL workflow bybullReducing Processing Time

bullFacilitating input preparation

bullEliminating requirement for bar codes

bullAssists in building your own Digital Repository



PDF Advantages (morehellip)PDF Advantages (morehellip)

bull Easy to find on the Web on CD etcbull Platform Independentbull International Standard for Long-

Term Preservation (PDFA =ISO 19005-1 based on PDF Reference 14)

bull INIS PREFERRED FORMATINIS PREFERRED FORMAT1PDF2Hard Copy3Microfiches (valuable documents for

Knowledge Preservation Projects)



HOW TO SUBMIT PDF FILESHOW TO SUBMIT PDF FILES

bullDocuments are available in PDF (Cases 1 to 4)

bullI can convert source files to PDF (Cases 5 and 6)



NCL NCL IN IN PDF PDF CASE 1CASE 1

bull 1 NCL document without ANALYTICS

bull Only 1 PDF file

1RENAME the PDF file as ltTRNgtPDFbull Ex VN1000001PDF

2SEND the file to INIS



NCL NCL IN IN PDFPDFCASE 2aCASE 2abull 1 NCL document with ANALYTICS bull Individual PDF file for each individual articlebull Without LINKS between the files (eg Conference

Proceedings)

bull IMPORTANT Report Number (Tag 300) is the same for ALL records11CREATE a folderCREATE a folder (directory) directory) ) named after the TRN of the Lead TRN of the Lead

RecordRecordEx ID1000001

22COPY COPY all PDF files to this folderfolder except except OUT OF SCOPEOUT OF SCOPE items items33 If necessaryIf necessary CREATE a PDF file CREATE a PDF file for the Lead RecordLead Record44RENAME RENAME each PDF file as ltTRNgtPDFltTRNgtPDF in batch mode as described in

Appendix II of the NCL Guidelines Ex REN contentpdf ID1000001PDF

REN paper01pdf ID1000002PDFREN paper02pdf ID1000003PDFREN paper03pdf ID1000004PDF hellip

5SEND the complete folder ) to INIS) This folder is necessary for successful registration to IDPS



NCL NCL IN IN PDF PDF CASE 2a ExampleCASE 2a Example



NCL NCL IN IN PDFPDFCASE 2bCASE 2bbull Same as 2a but you prefer to send the original CD to

INISbull 1 NCL document with ANALYTICS bull Individual PDF file for each individual articlebull Without LINKS between the files (eg Conference

Proceedings)

bull IMPORTANT Report Number (Tag 300) is the same for ALL records11PREPARE PREPARE aa cross-reference file cross-reference file as described in Appendix I of the NCL

Guidelines Ex contentpdf ID1000001PDF

paper01pdf ID1000002PDFpaper02pdf ID1000003PDFpaper03pdf ID1000004PDF

22 If necessary CREATE a PDF fileIf necessary CREATE a PDF file for the Lead RecordLead Record33PREPARE PREPARE 4SEND the CD and the cross-reference filecross-reference file to INIS



CD-ROM Contents - ExampleCD-ROM Contents - Example



Prepare a cross-reference filePrepare a cross-reference file

bullDescribed in Appendix I of the NCL Guidelines

bullThe main steps arebullRun a simple DOS dirdir command

bullDir pdf s b gtcmynclmypdflisttxt

bullWith MS ExcelbullAdd the corresponding TRNs

bullSave as TEXT file with txttxt extension

bullDemonstration



Renaming PDF files in Batch ModeRenaming PDF files in Batch Mode

bullDescribed in Appendix II of the NCL Guidelines

bullRename all PDF files in 4 stepsbullGroup all files in a directory (folder)

bullRun a simple DOS dirdir command


bullAdd the DOS renamerename command

bullSave as TEXT file with batbat extension

bullDouble-click on the file to run renaming

bullYou can start preparing your input MAGIC MAGIC

bullDemonstration



Exercises 1 amp 2Exercises 1 amp 2

bullExercise 1 Preparing a cross-reference filebullSee Appendix I of the NCL Guidelines

bullExercise 2 Renaming PDF files in Batch Mode bullSee Appendix II of the NCL Guidelines

bullNow it is your turn

bullI will stay around

Good luck



NCL NCL IN IN PDF PDF CASE 3CASE 3bull 1 NCL document with ANALYTICS bull Only 1 PDF file for Multiple Articles

11CREATE a folder (directory)CREATE a folder (directory) ) named after the TRN of the Lead TRN of the Lead RecordRecord that will contain all PDF files of this publication

22CREATE a PDF fileCREATE a PDF file for the Lead RecordLead Record by

bull RENAMINGRENAMING the PDF file as ltLEAD_RECORD_TRNgtltLEAD_RECORD_TRNgtPDF Ex ID1000001PDF

bull Or EXTRACTING EXTRACTING the leading pages of the document (eg Front page

TOC foreword etc) Tip recommended when the file size is huge

33EXTRACT EXTRACT the pages of each analytic analytic to a new PDF file named ltANALYTIC_TRNgtltANALYTIC_TRNgtPDF

Ex ID1000002PDFID1000003PDFID1000004PDFID1000005PDF

4SEND the complete folder ) to INIS

) This folder is necessary for successful registration to IDPS



NCL NCL IN IN PDFPDFCASE 4CASE 4

bull1 NCL document without ANALYTICS

bullSet of PDF files

bullMost of the time on CD or Internet

bullIf possible merge all files to a single PDF file

bullIf not SEND the CD to INIS

bullTell INIS that this is a Multi-Part PDF



NCL NCL IN IN PDFPDFCASE 5CASE 5bull Source file is in another format

(eg Word Powerpoint Presentation RTF ASCII text HTML)

bullConvert it using Adobe PDF Printer Acrobat Distiller or other reliable PDF creation tool

bull Very Important The fonts must be embedded in the document

bullCharacter Sets

bullGlyphs

bull Rule of thumb If File Size gt 500 KB No of Pages

optimization is needed

bull In case of doubt please contact us



NCL NCL IN IN PDF PDF CASE 6 - CASE 6 - For For Experts ONLYExperts ONLY

bullNCL document is a Web page typically a table of contents in HTML with links to different files on the remote Web server

bullHarvest all full texts in PDF + TOC in HTML with a tool like Teleport Pro

bullPrint the TOC to PDF

bullFor Saving Rules refer to Case 2

bullIn case of doubt please contact us



Some issuesSome issues

bullPassword protected files

bullBad encoding of PDF files

bullImage only PDF files

bullNo PDF file for the Lead Record



Password Protected File - SamplePassword Protected File - Sample



Bad EncodingBad Encoding

1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $



WHEN SHOULD I WHEN SHOULD I SCANSCANHARD COPY DOCUMENTS DOCUMENTS

bullThe NCL document is not available in electronic format

bullI have a scanner

bullGuidelines in INIS Technical Note No 151 Section 41 Section 41 ldquoScanning to PDFrdquoldquoScanning to PDFrdquo

1



SCANNING DOCUMENTSSCANNING DOCUMENTS

bull INIS STANDARDbull300 dots per inch (DPI)

bullBW TIFFTIFF CCITT Group 4 or JBIG2JBIG2

bullColor Images JPEGJPEG

bullPLEASE DO NOT SCAN BW PAGES in 24 bit color depth

bull First priority Scanning QUALITY

bullOptional OCR (next presentation)



FIRST SCANNING TESTFIRST SCANNING TEST

bullSend an e-mail with a small test document to INIS

bullYour test document will be analyzed and INIS will tell you if you can continue to submit your

NCL full text electronically

bullIf the scanning quality is not good enough INIS will can help you find the best settings for your scanner



WHEN SHOULD I SUBMITWHEN SHOULD I SUBMIT

HARD COPY DOCUMENTS DOCUMENTS

bullI cannot find the NCL document in electronic format

bullI only have a flat-bed scanner and my document has hundreds of pages

bullI do not have a scanner

bullEtchellip

bullRemember Bar Codes are necessary

1



ASSIGN BAR CODES (15)ASSIGN BAR CODES (15)

bullWhy bar codesbullLink between images and

bibliographic records

bullFacilitates the validation process

bullEnables fast retrieval with INISIR




bullHow can I print bar codesbullWith the INIS Bar Code Software

bullHow do I get the softwarebullAvailable from INIS

bullon CD

bullFrom the INIS FTP site through my Internet browser

bullftpinisinpviennaftpiaeaorgbarcode




bullImaging System RequirementsbullStructure of the Bar Code = TRN

bullExample VN1001234

bullFormatbullBar Code 39 18 point size

bullMinimum Width 39 mm (with 300 dpi printers)

bullIdeal Width 42 mm (with 600 dpi printers)




bullPlacement of the Bar CodesbullUpper right hand of the first page

bullExceptionsbullMultiple bar codes for a document

bullNo space in the recommended position

bullMultiple bar codes on a page

bullIMPORTANT The bar code should never cover the text



ASSIGN BAR CODES (55) ExampleASSIGN BAR CODES (55) Example



BAR CODE SOFTWARE BAR CODE SOFTWARE INSTALLATIONINSTALLATION

bullHow to install from a diskettebullRun the installation program

(Installexe)

bullVery Important You need to reboot your computer at the end of the installation to install the bar code fonts

bullTo get the bar code software from INIS FTP server




bullType the following text in your Web browserftpinisinpviennaftpiaeaorg

Where Host Name ftpiaeaorg User ID inisinp Password vienna

bullClick on the barcode directory

bullClick on barcodezip Save the file

bullUncompress the Barcodezip file

bullRun the installation program (Installexe)



BAR CODE SOFTWARE - HOW TO BAR CODE SOFTWARE - HOW TO USEUSE

bullI want to print TRNs in sequential orderbullOnly 2 TRNs + 1 hyphen ldquo-rdquo to type

bullLine 1 First TRN Ex VN1000001

bullLine 2 -

bullLine 3 Last TRN Ex VN1000064

bullCondition The country code is the same



BAR CODE SOFTWAREBAR CODE SOFTWARE

VN1000001-VN1000064



BAR CODE SOFTWARE - LABEL SET-BAR CODE SOFTWARE - LABEL SET-UPUP

bullThis is the default setting

bullIt will generate 64 bar codes per page

bullYou can customize it

bullAlways check the

ldquoLarge Bar Code fontrdquo check box



SUBMISSION VIA E-MAILSUBMISSION VIA E-MAIL

bullAddress INISInputiaeaorg bullimmediate acknowledgement by

INIS via e-mail

bull if no reply within 3 days re-contact INIS

bullThe message should include

bullinformation about contents of input file

bullMaximum 2 Mb per message



Submission via FTPSubmission via FTP

bullLog on to the INIS FTP server address

ftpinisinpviennaftpiaeaorgbulluser ID inisinp

bullpassword vienna

Attn if you use Internet for ftp submission the FTP address must be typed in the address field of your Browser



FTP Site with enabled ldquoFolder ViewrdquoFTP Site with enabled ldquoFolder Viewrdquo



How to enable ldquoFolder Viewrdquo of FTP How to enable ldquoFolder Viewrdquo of FTP SitesSites



Alternative to Internet ExplorerAlternative to Internet Explorer

bullDue to New IT SECURITY POLICY uploading via Internet Explorer has been disabled for all IAEA internal users

bullINIS now recommends Filezilla

bullDemonstration

bullExercise



NCL INPUT IN ELECTRONIC FORMATNCL INPUT IN ELECTRONIC FORMAT

Questions


Consult us whenever you Consult us whenever you need us andneed us andGOOD LUCKGOOD LUCK

Germain St-Pierre

Digital Preservation Technician

GSt-PierreiaeaorgGSt-Pierreiaeaorg 10



SCOPE OF THIS PRESENTATIONSCOPE OF THIS PRESENTATION

bullWhat is NCL

bullWhy to submit NCL to INIS

bullHow to submit NCL to INIS

bullIntroduction to PDFA

bullConclusion

1





bullTheses

bullPatents
















NCL Collection














exchange




























Proceedings)














Proceedings)
















bullDemonstration












bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre







bullTheses

bullPatents
















NCL Collection














exchange




























Proceedings)














Proceedings)
















bullDemonstration












bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre
















NCL Collection














exchange




























Proceedings)














Proceedings)
















bullDemonstration












bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre














exchange




























Proceedings)














Proceedings)
















bullDemonstration












bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre

























Proceedings)














Proceedings)
















bullDemonstration












bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre










Proceedings)
















bullDemonstration












bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre














bullDemonstration












bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre














bullDemonstration








Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre










Good luck




























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre






























bullCharacter Sets

bullGlyphs

























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre
























1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $







1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre









1
























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre


























bullEtchellip


1













bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre















bullon CD


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre


























(Installexe)

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre

















bullLine 2 -






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre






VN1000001-VN1000064













INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre















INIS via e-mail










bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre








bullpassword vienna













bullDemonstration

bullExercise




Questions



Germain St-Pierre














bullDemonstration

bullExercise




Questions



Germain St-Pierre






Questions



Germain St-Pierre





Germain St-Pierre

