UNESCO Documents and publications

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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
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Table of content

• Content of UNESDOC
• Transfer of documents via HERMES
• UNESDOC
• Intelligent documents
• Some figures

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UNESDOC contents

• Director-generals speeches
• Governing bodies documents
• Resolutions/decisions since 1946
• Sectoral documents (Headquarters Field)
• Monographs (Headquarters Field)
• Periodicals (Headquarters Field)

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UNESDOC does not contain

• Items and appendices of the Manual
• Administrative circulars
• Circular letters
• Depository letters
• DG blue notes and DG meeting minutes
• Administrative forms

5

• Documents are free of charge publications
• Publications (books) are usually for sale
• Periodicals are serials either distributed free
  of charge or for sale

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• 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

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HERMES
Work flow
UNESDOC DIT
Control CLD
Indexing LibraryDIT
Composition unit
Management of titles with non latin fonts
EDATS CLD
Inside CLD workshops
Outside CLD workshops
Printing unit
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Why PDF?

• 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

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

• 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.

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• HERMES Home pageurl http//hermesapp.hq.int.unes
  co.org/

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• Assign a document code, an ISBN or an ISSN

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• Pre-cataloging and transfer

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Pre-cataloging and transfer of an English version
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• Cataloging and indexing by the UNESCO Library

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• The document is now in the UNESDOC database

ENG ENG eng eng
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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

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• An e-mail notifies that the document is available

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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

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?

• Why to assign a code to documents ?
• To authenticate them
• To follow the different versions
• To identify them quickly and surely

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Follow-up of versions

• CLT/2005/PI/4

• CLT/2005/PI/4 REV.

• CLT/2005/PI/4 REV.2

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Follow-up of versions (2)
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Follow up of versions (3)
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• 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

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• Quick identification of another language version
  or a previous version.
• Ex. DIT/2004/HERMES/DEMO/1

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The code must be the same for ALL linguistic
versions and contain (eventually) the publication
year of the original language

• 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

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

• PI - Public information documents
• ME - Meeting documents (Conference, seminar,
  etc.)
• RP Meeting reports

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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

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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)

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What you have to know before sending a PDF

• You have to
• add links (invisible) from Table of Contents
• insert Bookmarks

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What you have to know before sending a PDF

• Picture compression must be adapted

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What you have to know before sending a PDF

• Prefer single page instead of double page

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What you have to know before sending a PDF

• Make sure fonts are embedded

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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.

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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

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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

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What you have to know before sending a PDF

• HERMES accepts primarily PDF file up to 2
  gigabytes

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• UNESDOC

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UNESDOC

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

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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/0011/001130/1130
  44e.pdf113057
• Resolutions of the General Conference
• Decisions of the Executive Board
• http//unesdoc.unesco.org/images/0013/001373/137
  349f.pdf3.4.1
• Programme and Budget approved (C/5)
  http//unesdoc.unesco.org/images/0013/001341/1341
  00e.pdf0131

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UNESDOC - Intelligent documents

• How to open a PDF to a specific page?
• http//unesdoc.unesco.org/images/0013/001383/13838
  4f.pdfpage6

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UNESDOC Restricted Documents

• How to open a restricted document or publication

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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 !

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Some figures

• 48.500 documents (April 2005)
• 2 million pages
• 10 000 documents/year
• 450 000 pages/year
• More than 2,5 million documents consulted through
  UNESDOC/UNESBIB every year

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Documents/Publications Distribution by language
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• By-products

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• Whos 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