Techlib Cooperative Cataloguing Project The Brazilian experience Maria Luiza M. Bueno e Silva UNESCO Brasilia Documentation Centre 2005 Clearing House Workshop Paris, June 08-10, 2005

Automation Background 1999:  no database, no distribution and publishing control system 2000:  Local WINISIS database - technical problems  Stock and Distribution control in Excel 2001:  Collection physically classified based on the UNESCO Thesaurus Hierarchical System  Local Access database for Publishing and Distribution System  Idea of a cooperative UNESDOC/UNESBIB cataloguing project during the Clearing House Workshop :  Initiation of the Cooperative UNESBIB Cataloguing Project through TECHLIB SYSTEM  Setting of standard rules  Routine organization 2004:  Improvement of TECHLIB SYSTEM cataloguing standard rules  Tests for HERMES SYSTEM connection to local network started 2005:  HERMES SYSTEM connection was finally successful  Over 515 records registered in UNESDOC/UNESBIB database published in Brazil  Over 130 records with full text files of UNESCO Brasilia documents and publications  Over 320 registrations of international publications located in Brasilia

The Advantages of Collaborative UNESCO Cataloguing… Standard Rules:  Supervised by UNESCO Headquarters  Only one standardized model  Secure registration Technical Support:  Support from UNESCO Headquarters  Less expensive Time-Saving:  To find and make only one registration of call number  To find a corresponding version of a translation.  Base a new record from one previously registered Usefulness:  More documents are being consulted  Users are getting used to searching in the database

… More Advantages Easy and Practical Searching:  More exact and complete information to the public  Searching is made in only one database  Sending searching results, instead of providing a vast list of searching databases Users’ Satisfaction:  Users are showing their appreciation with results more and more documents available in full text options of language versions all together in only one record More Credibility:  Good impression to have the UNESCO Brasilia publications among other international ones  More national and international visibility

Main Difficulties during the Process UNEDOC/UNESBIB Standard Rules Time and Personnel Collection Organization Technical Computer Support Lack of communication between Publishing team and Documentation Centre team concerning publishing standard rules

Difficulties with TECHLIB Fields Fields difficult to memorize (always look up in the manual):  Pluringual or Multilingual documents  Other Languages  Other Language Titles  Languages of Other Language Titles The Meeting Field Edition Corporate Author Main Descriptor and Secondary Descriptor  Always check the UNESCO Thesaurus website!

Searching Difficulties Original Documents Documents published by other Field Offices or other UNESCO Institutions

Communication is Essential Contributions between UNESCO Library and the UNESCO Field Offices on the development of the UNESCO database:  Standardization  Completion  Good quality information retrieval User-friendliness Usefulness  Storage