unesco documents and publications from pre-cataloguing to internet access: a pragmatic approach
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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 - PowerPoint PPT PresentationTRANSCRIPT
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
UNESCO Clearing-House Workshop, 8-10 June 200529
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 »
UNESCO Clearing-House Workshop, 8-10 June 200541
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
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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