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UNESCO Documents and publications From pre-cataloguing to Internet access: A pragmatic approach by Thierry 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 UNESCO Clearing-House Workshop, 8 -10 June 2005

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

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

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

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

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

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

Why PDF? Ø The same file can be sent to a printer or displayed Why PDF? Ø The same file can be sent to a printer or displayed on the web Ø The layout is maintained Ø 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 8

Transfer – main rules : for security reasons and authentification, use only I. E. Transfer – main rules : for security reasons and authentification, use only I. E. 6+ You have to: Ø Assign a document code if you send a document of a public nature Ø Assign an ISBN (International Standard Book Number) if you send a book • (contact UNESCO Publishing first to get an ISBN) Ø 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 9

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

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

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

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

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

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

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

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

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

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

Follow-up of versions • CLT/2005/PI/4 REV. 2 UNESCO Clearing-House Workshop, 8 -10 June 2005 Follow-up of versions • CLT/2005/PI/4 REV. 2 UNESCO Clearing-House Workshop, 8 -10 June 2005

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

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

Ø In the Field, « Source files » (or native files) are accessible using: Ø 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 23

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

The code must be the same for ALL linguistic versions and contain (eventually) the The code must be the same for ALL linguistic versions and contain (eventually) the publication year of the original language Ø Ø Ø Ø 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 Ø Ø Ø IOC-XXII/2 Annex 2 IOC-XXII/Supplementary item 1 SHS. 2004/DECLAR. BIOETHIQUE BSP. 2004/YTH/001 FAP. 2003/COUNCIL. II/10 UNESCO Clearing-House Workshop, 8 -10 June 2005 25

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

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

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

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

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

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

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

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

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

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

What you have to know before sending a PDF Ø Do not add an What you have to know before sending a PDF Ø 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 36

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

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

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

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

 UNESDOC - ’Intelligent documents’ « Destinations » are systematically introduced in: Ø Periodical UNESDOC - ’Intelligent documents’ « Destinations » are systematically introduced in: Ø Periodical issues (with analytic indexation) http: //unesdoc. unesco. org/images/001130/113044 e. pdf#113057 Ø Resolutions of the General Conference Ø Decisions of the Executive Board http: //unesdoc. unesco. org/images/001373/137349 f. pdf#3. 4. 1 Ø Programme and Budget approved (C/5) http: //unesdoc. unesco. org/images/001341/134100 e. pdf#0131 UNESCO Clearing-House Workshop, 8 -10 June 2005 41

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

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

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

Some figures : Ø 48. 500 documents (April 2005) Ø 2 million pages Ø Some figures : Ø 48. 500 documents (April 2005) Ø 2 million pages Ø 10 000 documents/year Ø 450 000 pages/year Ø More than 2, 5 million documents consulted through UNESDOC/UNESBIB every year UNESCO Clearing-House Workshop, 8 -10 June 2005 45

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

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

Who’s who in the Clearing House? § § § Thierry Guednée: HERMES-UNESDOC Administrator/Chief Clearing 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 UNESCO Clearing-House Workshop, 8 -10 June 2005 48