UNESCO Documents and publications From pre-cataloguing to Internet access: A pragmatic approach by Thierry Guedne Meeting for Managers of UNESCO Documentation Networks, 8-10 June 2005 UNESCO Clearing-House Workshop, 8-10 June Table of content Content of UNESDOC Transfer of documents via HERMES UNESDOC Intelligent documents Search forms Some figures UNESCO Clearing-House Workshop, 8-10 June UNESDOC contents: Director-generals 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 Items and appendices of the Manual Administrative circulars Circular letters Depository letters DG blue notes and DG meeting minutes Administrative forms UNESDOC does not contain : UNESCO Clearing-House Workshop, 8-10 June 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 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 Control CLD UNESDOC DIT EDATS CLD Indexing Library DIT Composition unit Printing unit HERMES Inside CLD workshops Outside CLD workshops Work flow Management of titles with non latin fonts UNESCO Clearing-House Workshop, 8-10 June The same file can be sent to a printer or displayed on the web The layout is maintained Its a finalized document with a beginning, an end, a title, a publication date, a reference Why PDF? UNESCO Clearing-House Workshop, 8-10 June 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 HERMES Home page url: UNESCO Clearing-House Workshop, 8-10 June Assign a document code, an ISBN or an ISSN UNESCO Clearing-House Workshop, 8-10 June Pre-cataloging and transfer UNESCO Clearing-House Workshop, 8-10 June Pre-cataloging and transfer of an English version UNESCO Clearing-House Workshop, 8-10 June Cataloging and indexing by the UNESCO Library UNESCO Clearing-House Workshop, 8-10 June The document is now in the UNESDOC database ENG eng UNESCO Clearing-House Workshop, 8-10 June Font faces signification ENG Conversion Word, Xpress, Indesign to PDF ENG O.C.R with verification eng OCR without verification (embedded text) eng Image of the original paper document UNESCO Clearing-House Workshop, 8-10 June Annotifies that the document is available UNESCO Clearing-House Workshop, 8-10 June 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 Demo 1 Document transfer UNESCO Clearing-House Workshop, 8-10 June Any questions? UNESCO Clearing-House Workshop, 8-10 June 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 Follow-up of versions (2) UNESCO Clearing-House Workshop, 8-10 June Follow up of versions (3) UNESCO Clearing-House Workshop, 8-10 June In the Field, Source files (or native files) are accessible using: SITA link directly to UNESDOC VPN (BIE & UIS)Or via URL: https://connecthttps://connect UNESCO Clearing-House Workshop, 8-10 June Quick identification of another language version or a previous version. Ex. DIT/2004/HERMES/DEMO/1 UNESCO Clearing-House Workshop, 8-10 June 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 PI - Public information documents ME - 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 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 The ideal title page contains: ED/2005//RP/8 Language of the original Title Publication year UNESCO Clearing-House Workshop, 8-10 June End first part UNESCO Clearing-House Workshop, 8-10 June 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 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 What you have to know before sending a PDF Picture compression must be adapted UNESCO Clearing-House Workshop, 8-10 June What you have to know before sending a PDF Prefer single page instead of double page UNESCO Clearing-House Workshop, 8-10 June What you have to know before sending a PDF Make sure fonts are embedded UNESCO Clearing-House Workshop, 8-10 June 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 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 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 What you have to know before sending a PDF The maximum size you can send through HERMES is 63 Megabytes (total PDF and Word files) UNESCO Clearing-House Workshop, 8-10 June UNESDOC UNESCO Clearing-House Workshop, 8-10 June UNESDOC The full text search: 2 levels Bibliographical records Content of PDF files Demo UNESCO Clearing-House Workshop, 8-10 June UNESDOC Intelligent documents The role of destinations UNESCO Clearing-House Workshop, 8-10 June UNESDOC - Intelligent documents Destinations are systematically introduced in: Periodical issues (with analytic indexation) Resolutions of the General Conference Decisions of the Executive Board Programme and Budget approved (C/5) UNESCO Clearing-House Workshop, 8-10 June UNESDOC - Intelligent documents How to open a PDF to a specific page? UNESCO Clearing-House Workshop, 8-10 June Demo intelligent documents UNESCO Clearing-House Workshop, 8-10 June UNESDOC Restricted Documents How to open a restricted document or publication UNESCO Clearing-House Workshop, 8-10 June 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 UNESDOC/UNESBIB Search forms UNESCO Clearing-House Workshop, 8-10 June Bangkok 1,110 records 310 full text Your website 6 ISIS bibliographic databases : 6 ISIS General collection, Population db, HIV/AIDS db, HIV/AIDS educational materials, Periodical holdings, ICT in education PDF on the website: yes UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Beirut 69 records 14 full text Your website No databases PDF on the website: yes UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Brasilia 515 original records 143 full text Total of 830 holdings Your website No database Participates in UNESDOC/UNESBIB UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Bucarest - CEPES Your website ISIS db: (but not online) Higher Education in Europe PDF on the website: yes UNESDOC/UNESBIB871 records 59 full text UNESCO Clearing-House Workshop, 8-10 June Dakar 752 records 76 full text Your website 2 ISIS db Breda, not online HIV/AIDS, hosted on UNESCO server PDF on the website: yes UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Geneva - IBE 2,200 records 686 full text Your website 2 ISIS bibliographic db hosted on UNESCO server (catalogue & HIV/AIDS) PDF on the website: yes UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Montral - UIS 512 records 145 full text Your website no bibliographic db PDF on the website: yes UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Moscow 6 full text Your website 2 bibliographic dbs in Russian PDF on the website: yes UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June New Delhi 59 original records 48 full text Total of 356 holdings Your website Virtual library with PDFs Participates in UNESDOC/UNESBIB UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Santiago 1,014 records 75 full text Your website 1 ISIS bibliographic db online (UNESCO server) Virtual library with PDF UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Paris - IIEP 1,780 records 252 full text Your website 2 ISIS bibliographic db online (acquisitions and periodicals series catalogues) PDF on the website: yes UNESDOC/UNESBIB UNESCO Clearing-House Workshop, 8-10 June Headquarters search forms Copyright bulletin Copyright bulletin Executive Board documents Executive Board documents Director-General Speeches Director-General Speeches General Conference documents General Conference documents Intergovernmental Oceanic Commission Intergovernmental Oceanic Commission MAB MAB Museum Museum UNESCO Clearing-House Workshop, 8-10 June documents (April 2005) 2 million pages documents/year pages/year More than 2,5 million documents consulted through UNESDOC/UNESBIB every year Some figures : UNESCO Clearing-House Workshop, 8-10 June Documents/Publications Distribution by language UNESCO Clearing-House Workshop, 8-10 June By-products UNESCO Clearing-House Workshop, 8-10 June Whos who in the Clearing House? Thierry Guedne: 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 UNESCO Clearing-House Workshop, 8-10 June Questions Answers