NCL documents Case Studies, Requirements Germain St-Pierre Vienna, Austria, October 2015

SCOPE OF THIS PRESENTATION  What is NCL ?  Presentation of INIS NCL Guidelines  How to select / prepare NCL for INIS  How to submit NCL to INIS  Tips and Exercises  Questions INIS Training Seminar, Vienna, Austria October

WHAT IS NCL ?  Non-Conventional Literature  Scientific and Technical Reports  Theses  Patents  Conference Papers, etc.  Which are not readily available through normal commercial channels INIS Training Seminar, Vienna, Austria October 2015

NCL Availability in the World  Different Media  Analogue (Paper, Microfiche)  Digital (CD-ROM, Internet, Network, etc.)  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. INIS Training Seminar, Vienna, Austria October 2015

NCL Full-Texts in INIS Collection  INIS = Over 3,8 million records  NCL Type = over 1 million records  Available from INIS > 750,000 records  > 511,000 full-texts in PDF  > 369,000 full-texts are PUBLIC INIS Training Seminar, Vienna, Austria October 2015

NCL Availability – INIS Role Ensure reliable availability, dissemination and long-term preservation of the INIS NCL Collection INIS Training Seminar, Vienna, Austria October 2015

NCL Availability – Your Role  Submit all NCL to the INIS Secretariat:  Select NCL (PDF vs Hard Copy)  Clear copyright issues  Check for personal information  Prepare bibliographic input  Send NCL to INIS INIS Training Seminar, Vienna, Austria October 2015

INIS PREFERRED FORMATS 1.PDF 2.TIFF Multi-page 3.Hard Copy 4.Microfiche INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

PDF Advantages (more…)  Easy to find on the Web, on CD, etc.  Platform Independent  Not a proprietary format  Since 2008, ISO standard (PDF 1.7, ISO 32000)  Since 2005, ISO standard for Long-Term Preservation (PDF/A, ISO 19005) INIS Training Seminar, Vienna, Austria October 2015

Copy Exercises to your Laptop INIS Training Seminar, Vienna, Austria October 2015

Copy Exercises to your Laptop (2) INIS Training Seminar, Vienna, Austria October 2015

HOW TO SELECT PDF FILES  Documents are available in PDF (Cases 1 to 4)  I can convert source files to PDF (Cases 5 and 6) INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

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, as described in Appendix II of the NCL Guidelines 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 INIS Training Seminar, Vienna, Austria October 2015

NCL IN PDF: CASE 2a Example INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

CD-ROM Contents - Example INIS Training Seminar, Vienna, Austria October 2015

Prepare a cross-reference file  Described in Appendix I of the NCL Guidelines  The main steps are: dir  Run a simple DOS dir command (pdffiles.bat):  Dir *.pdf /s /b >mypdflist.txt  With MS Excel:  Add the corresponding TRNs *.txt  Save as TEXT file with *.txt extension  Demonstration INIS Training Seminar, Vienna, Austria October 2015

Exercise 1  Prepare a cross-reference file  See Appendix I of the NCL Guidelines  Use sample files found in the Exercise1 folder on your PC INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

Exercise 2  Rename PDF files in Batch Mode  See Appendix II of the NCL Guidelines  Use sample files found in the Exercise2 folder INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

PDF File Processor INIS Training Seminar, Vienna, Austria October 2015

Exercise 3  Identify PDF file type  Find the proper method to submit it to INIS  See Section 3 of the NCL Guidelines  Use sample files found in the Exercise3 folder INIS Training Seminar, Vienna, Austria October 2015

Exercise 4  Identify PDF file type  Find the proper method to submit it to INIS  See Section 3 of the NCL Guidelines  Use sample files found in the Exercise4 folder INIS Training Seminar, Vienna, Austria October 2015

Quality Control (QC)  Some Issues:  Password protected files  Bad encoding of PDF files  Image only PDF files  No PDF file for the Lead Record INIS Training Seminar, Vienna, Austria October 2015

Document Properties Comparison INIS Training Seminar, Vienna, Austria October 2015

Password Protected File – Worst Case  In some cases, nothing is allowed, including printing = Not OK  Recommendation: Do not send the PDF to INIS INIS Training Seminar, Vienna, Austria October 2015

Password Protected File – 2 nd Worst Case  Only Printing is allowed = Not OK  Recommendation: Do not send the PDF to INIS. INIS Training Seminar, Vienna, Austria October 2015

Password Protected File – Sample 2  Only Content Copying for accessibility is allowed: OK  Minimum requirement that allows full-text indexation with Google Search Appliance  Problem: Not possible to Copy/Paste the content to prepare the bibliographic input INIS Training Seminar, Vienna, Austria October 2015

Password Protected File – Sample 2  Content Copying is allowed: OK  You can copy/paste the content to prepare your bibliographic input INIS Training Seminar, Vienna, Austria October 2015

Bad Encoding ! " #$ % &"'"% ( ) * +,!%,!% -. /-%-0.1 /-% /-% & * * + 6 $ !0 " #! 7 ( $ INIS Training Seminar, Vienna, Austria October 2015

PDF Image Only INIS Training Seminar, Vienna, Austria October 2015

Exercise 5  Identify good PDF files  Identify problem cases  Use sample files found in the Exercise5 folder INIS Training Seminar, Vienna, Austria October 2015

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”  Refer to NCL Guidelines Section 4.1, “Scanning to PDF” INIS Training Seminar, Vienna, Austria October

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) INIS Training Seminar, Vienna, Austria October 2015

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 INIS Training Seminar, Vienna, Austria October 2015

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…  New: Bar Codes no longer necessary INIS Training Seminar, Vienna, Austria October

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 to 5 Mb per message INIS Training Seminar, Vienna, Austria October 2015

NCL Submission via SFTP (1)  For security reasons, our FTP site has been moved to a Secure FTP (SFTP) environment  To request access, send an to  Once the user name and the password have been created, we will send the information to you along with the Filezilla instructions  For the current training, the Filezilla application has been installed and configured on each laptop INIS Training Seminar, Vienna, Austria October 2015

NCL Submission via SFTP (1) INIS Training Seminar, Vienna, Austria October 2015

Submission via SFTP (2) INIS Training Seminar, Vienna, Austria October 2015

Exercise 6  Upload NCL Input to the IAEA/INIS SFTP site  Use sample files found in the Exercise6 folder INIS Training Seminar, Vienna, Austria October 2015

Questions ? INIS Training Seminar, Vienna, Austria October 2015

Thank you!