1. 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

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

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

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

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

6. UNESCO Clearing-House Workshop, 8-10 June 2005 6  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

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

8. UNESCO Clearing-House Workshop, 8-10 June 2005 8  The same file can be sent to a printer or displayed on the web  The layout is maintained  It’s a finalized document with a beginning, an end, a title, a publication date, a reference … Why PDF?

9. UNESCO Clearing-House Workshop, 8-10 June 2005 9 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. Transfer – main rules : for security reasons and authentification, use only I.E. 6+

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

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

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

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

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

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

16. UNESCO Clearing-House Workshop, 8-10 June 2005 16 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

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

18. UNESCO Clearing-House Workshop, 8-10 June 2005 18 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

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

20. Follow-up of versions CLT/2005/PI/4 CLT/2005/PI/4 REV. CLT/2005/PI/4 REV.2

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

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

23. UNESCO Clearing-House Workshop, 8-10 June 2005 23  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://connecthttps://connect

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

25. UNESCO Clearing-House Workshop, 8-10 June 2005 25  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 The code must be the same for ALL linguistic versions and contain (eventually) the publication year of the original language

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

27. UNESCO Clearing-House Workshop, 8-10 June 2005 27 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

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

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

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

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

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

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

34. UNESCO Clearing-House Workshop, 8-10 June 2005 34 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.

35. UNESCO Clearing-House Workshop, 8-10 June 2005 35 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

36. UNESCO Clearing-House Workshop, 8-10 June 2005 36 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

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

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

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

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

41. UNESCO Clearing-House Workshop, 8-10 June 2005 41 UNESDOC - ’Intelligent documents’ « Destinations » are systematically introduced in:  Periodical issues (with analytic indexation) http://unesdoc.unesco.org/images/0011/001130/113044e.pdf#113057 http://unesdoc.unesco.org/images/0011/001130/113044e.pdf#113057  Resolutions of the General Conference  Decisions of the Executive Board http://unesdoc.unesco.org/images/0013/001373/137349f.pdf#3.4.1  Programme and Budget approved (C/5) http://unesdoc.unesco.org/images/0013/001341/134100e.pdf#0131 http://unesdoc.unesco.org/images/0013/001341/134100e.pdf#0131

42. UNESCO Clearing-House Workshop, 8-10 June 2005 42 UNESDOC - ‘Intelligent documents’  How to open a PDF to a specific page? http://unesdoc.unesco.org/images/0013/001383/138384f.pdf#page=6

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

44. UNESCO Clearing-House Workshop, 8-10 June 2005 44 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 !

45. UNESCO Clearing-House Workshop, 8-10 June 2005 45  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 Some figures :

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

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

48. UNESCO Clearing-House Workshop, 8-10 June 2005 48 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