International Atomic Energy Agency NCL documents Case Studies, Requirements Germain St-Pierre Yves Reynaud-Pulido INIS Training Seminar Vienna, Austria, 14–16 November 2011

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 SCOPE OF THIS PRESENTATION What is NCL ? Why to submit NCL to INIS How to submit NCL to INIS Introduction to PDF/A Conclusion 1

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 WHAT IS NCL ? Non-Conventional Literature Non-Conventional Literature Scientific and Technical Reports Theses Patents Conference Papers, etc. Which are not readily available through normal commercial channels

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL Availability in the World Different Media Different Media Analog (Paper, Microfiche) Digital (CD-ROM, Internet, Network, etc.) Different Electronic Formats Different Electronic Formats PDF (Image Only, Image plus hidden text, Full-text searchable, PDF 1.0 to PDF 1.7) MS Office: Word, Excel, PowerPoint, etc. HTML, XML, TIFF, JPEG, etc.

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL Availability – INIS Role Ensure reliable availability, dissemination and long-term preservation of the INIS NCL Collection “Available from INIS in electronic form” *) *) Availability Statement in INIS records

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL Availability – Your Role Submit all NCL to the INIS Secretariat: Select NCL (PDF vs Hard Copy) Clear copyright issues Prepare bibliographic input Send NCL to INIS

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 PDF VS Hard Copy PDF has several advantages: Standard for electronic document exchange Reduces Mailing Costs Streamlines the NCL workflow by Reducing Processing Time Facilitating input preparation Eliminating requirement for bar codes Assists in building your own Digital Repository

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 PDF Advantages (more…) Easy to find on the Web, on CD, etc. Platform Independent International Standard for Long-Term Preservation (PDF/A)

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 INIS PREFERRED FORMATS 1.PDF 2.Hard Copy 3.Microfiches (valuable documents for Knowledge Preservation Projects)

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 HOW TO SUBMIT PDF FILES Documents are available in PDF (Cases 1 to 4) I can convert source files to PDF (Cases 5 and 6)

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF: CASE 1 1 NCL document without ANALYTICS Only 1 PDF file 1.RENAME the PDF file as.PDF Ex: VN PDF 2.SEND the file to INIS

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF :CASE 2a 1 NCL document with ANALYTICS Individual PDF file for each individual article Without LINKS between the files (e.g. Conference Proceedings) IMPORTANT: Report Number (Tag 300) is the same for ALL records 1.CREATE a folderdirectory) TRN of the Lead Record 1.CREATE a folder (directory) *) named after the TRN of the Lead Record Ex: ID COPY folder, except OUT OF SCOPE items 2.COPY all PDF files to this folder, except OUT OF SCOPE items 3.If necessary, CREATE a PDF fileLead Record 3.If necessary, CREATE a PDF file for the Lead Record 4.RENAME.PDF 4.RENAME each PDF file as.PDF in batch mode, as described in Appendix II of the NCL Guidelines Ex:REN content.pdf ID PDF REN paper01.pdf ID PDF REN paper02.pdf ID PDF REN paper03.pdf ID PDF … 5.SEND the complete folder *) to INIS *) This folder is necessary for successful registration to IDPS

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF: CASE 2a Example

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF :CASE 2b Same as # 2a, but you prefer to send the original CD to INIS 1 NCL document with ANALYTICS Individual PDF file for each individual article Without LINKS between the files (e.g. Conference Proceedings) IMPORTANT: Report Number (Tag 300) is the same for ALL records 1.PREPARE a cross-reference file 1.PREPARE a cross-reference file, as described in Appendix I of the NCL Guidelines Ex:content.pdf ID PDF paper01.pdf ID PDF paper02.pdf ID PDF paper03.pdf ID PDF 2.If necessary, CREATE a PDF fileLead Record 2.If necessary, CREATE a PDF file for the Lead Record 3.PREPARE cross-reference file 4.SEND the CD and the cross-reference file to INIS

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 CD-ROM Contents - Example

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Prepare a cross-reference file Described in Appendix I of the NCL Guidelines The main steps are: dir Run a simple DOS dir command: Dir *.pdf /s /b >c:\myncl\mypdflist.txt With MS Excel: Add the corresponding TRNs *.txt Save as TEXT file with *.txt extension Demonstration

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Renaming PDF files in Batch Mode Described in Appendix II of the NCL Guidelines Rename all PDF files in 4 steps: Group all files in a directory (folder) dir Run a simple DOS dir command With MS Excel: Add the corresponding TRNs rename Add the DOS rename command *.bat Save as TEXT file with *.bat extension Double-click on the file to run renaming MAGIC You can start preparing your input: MAGIC Demonstration

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Exercises 1 & 2 Exercise 1: Preparing a cross-reference file See Appendix I of the NCL Guidelines Exercise 2: Renaming PDF files in Batch Mode See Appendix II of the NCL Guidelines

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF: CASE 3 1 NCL document with ANALYTICS Only 1 PDF file for Multiple Articles 1.CREATE a folder (directory)TRN of the Lead Record 1.CREATE a folder (directory) *) named after the TRN of the Lead Record that will contain all PDF files of this publication 2.CREATE a PDF fileLead Record 2.CREATE a PDF file for the Lead Record by: RENAMING. RENAMING the PDF file as.PDF Ex: ID PDF EXTRACTING Or EXTRACTING the leading pages of the document (e.g. Front page, TOC, foreword, etc.)  Tip: recommended when the file size is huge 3.EXTRACT analytic. 3.EXTRACT the pages of each analytic to a new PDF file named.PDF Ex:ID PDF ID PDF ID PDF ID PDF 4.SEND the complete folder *) to INIS *) This folder is necessary for successful registration to IDPS

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF: CASE 4 1 NCL document without ANALYTICS Set of PDF files Most of the time on CD or Internet Typically password protected Needs to be merged into a single PDF file (so called “Portfolio”) If you do not have a good PDF creation tool (e.g. Adobe Acrobat Pro), SEND the CD to INIS

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF: CASE 5 Source file is in another format (e.g. Word, Powerpoint Presentation, RTF, ASCII text, HTML): Convert it using Adobe PDF Printer, Acrobat Distiller or other reliable PDF creation tool. Very Important: The fonts must be embedded in the document Character Sets Glyphs Rule of thumb: If File Size > 500 KB, No. of Pages optimization is needed In case of doubt, please contact us

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL IN PDF: CASE 6 - For Experts ONLY: NCL document is a Web page, typically a table of contents in HTML with links to different files on the remote Web server: Harvest all full texts in PDF + TOC in HTML with a tool like Teleport Pro Print the TOC to PDF For Saving Rules, refer to Case 2 In case of doubt, please contact us

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Some issues Password protected files Bad encoding of PDF files Image only PDF files No PDF file for the Lead Record

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Password Protected File - Sample

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Bad Encoding ! " #$ % &"'"% ( ) * +,!%,!% -. /-%-0.1 /-% /-% & * * + 6 $ !0 " #! 7 ( $

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 WHEN SHOULD I SCAN DOCUMENTS ? WHEN SHOULD I SCAN HARD COPY DOCUMENTS ? The NCL document is not available in electronic format. I have a scanner. Section 4.1, “Scanning to PDF” Guidelines in INIS Technical Note No. 151, Section 4.1, “Scanning to PDF” 1

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 SCANNING DOCUMENTS INIS STANDARD 300 dots per inch (DPI) 400 DPI for small characters TIFFJBIG2 B/W: TIFF CCITT Group 4 or JBIG2 JPEG Color Images: JPEG PLEASE DO NOT SCAN B/W PAGES in 24 bit color depth First priority: Scanning QUALITY Optional: OCR (next presentation)

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 FIRST SCANNING TEST Send an with a small test document to INIS Your test document will be analyzed and INIS will tell you if you can continue to submit your NCL full text electronically If the scanning quality is not good enough, INIS will can help you find the best settings for your scanner

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 WHEN SHOULD I SUBMIT DOCUMENTS ? WHEN SHOULD I SUBMIT HARD COPY DOCUMENTS ? I cannot find the NCL document in electronic format (nowadays very seldom for new publications) I only have a flat-bed scanner and my document has hundreds of pages I do not have a scanner Etc… Remember: Bar Codes are necessary 1

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 ASSIGN BAR CODES (1/5) Why bar codes? Link between images and bibliographic records Facilitates the validation process

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 ASSIGN BAR CODES (2/5) How can I print bar codes? With the INIS Bar Code Software How do I get the software? Available from INIS FTP site or upon request on CD Limitation: Does not work under Windows 7

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 ASSIGN BAR CODES (3/5) Imaging System Requirements: Structure of the Bar Code = TRN Example: VN Format Bar Code 39, 18 point size Minimum Width: 39 mm (with 300 dpi printers) Ideal Width: 42 mm (with 600 dpi printers)

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 ASSIGN BAR CODES (4/5) Placement of the Bar Codes Upper right hand of the first page Exceptions: Multiple bar codes for a document No space in the recommended position Multiple bar codes on a page IMPORTANT: The bar code should never cover the text, also not the page header or footer

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 ASSIGN BAR CODES (5/5) : Example

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Bar Code Software Installation (1) Download the software from INIS FTP site Open Windows Explorer (not Internet Explorer) Type the following address: Download the barcode.zip file

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Bar Code Software Installation (2) Uncompress the Barcode.zip file Run the installation program (Install.exe) Very Important: You need to reboot your computer at the end of the installation to install the bar code fonts

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 BAR CODE SOFTWARE - HOW TO USE I want to print TRNs in sequential order: Only 2 TRNs + 1 hyphen “-” to type Line 1: First TRNEx: VN Line 2: - Line 3: Last TRNEx: VN Condition: The country code is the same

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 BAR CODE SOFTWARE VN VN

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 BAR CODE SOFTWARE - LABEL SET-UP This is the default setting It will generate 64 bar codes per page You can customize it Always check the “ Large Bar Code font” check box

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL Submission via Address: immediate acknowledgement by INIS via if no reply within 3 days, re- contact INIS The message should include : information about contents of input file Maximum: 2 Mb per message

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL Submission via FTP (1) Open Windows Explorer (not Internet Explorer) Type the following address:

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 Submission via FTP (2) Press Browse to the folder of your country / organization Drag and drop the files or folders you want to send

International Atomic Energy Agency INIS Training Seminar, Vienna, Austria November 2011 NCL INPUT IN ELECTRONIC FORMAT Questions ?

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