2. June 20031 Overview of Operations & the INIS Record INIS Training Seminar 2-6 June 2003 Vienna, Austria Seyda RIEDER INIS Section Supervisor, Bibliographic Control Unit

3. June 20032 Method of Operation Decentralized: Decentralized:  Collection and Selection of literature  Preparation of input records è National INIS CentresCentralized: Merging and Quality Control of data Production & Updating INIS Database (Bibliographic & NCL) INIS Secretariat è INIS SecretariatDecentralized: Dissemination & Utiliziation è National INIS Centres

4. June 20033

5. 4 Major Goal High quality of the INIS Database Comprehensiveness (full coverage) Timely announcement of data Consistency (adherence to rules, standards) Retrievability of references NCL fulltext available from INIS  Only achieved with the cooperation of National INIS Centres

6. June 2003 5  must be within the scope of INIS primarily  selection: primarily the responsibility of the subject specialist at national centre  discussed in detail in ‘Subject Analysis’ part of this seminar Selection of Publications

7. June 2003 6 Rule which country catalogues a publication: publications are reported by the country in which they were published International Organizations: responsible for all publications of the organization INIS context of ‘publishing’: “ making public ” or “ making generally known ” presenting a paper at a conference’ by ‘presenting a paper at a conference’ ‘host country of a conference’ by being ‘host country of a conference’ … Publications

8. June 20037 Submission of Input by e-mail via FTP on CD-ROM on diskette on DatTape on magnetic media on worksheet

9. June 20038 Data Processing at INIS  Registration and Processing of input data INIS Data Processing System IDPS INIS Data Processing System = IDPS  Quality Control (online)  Bibliographic  Indexing  NCL Fulltext  inconsistencies, errors, verification of data  validation of full text

10. June 20039 1-Week Processing Cycle Correct records(successfully passed checking programs) Correct records (successfully passed checking programs) Ready to create the new update of the INIS Database INIS Database

11. June 200310 Pending Records due to... Errors  Errors è Bibliographic è Indexing è Missing and/or incomplete data, full text, … National Centre contacted for clarification  Leads to î Processing delays î Impacts the timeliness of database

12. June 2003 11 INIS Record:  Unit of information containing the description of the piece of literature  provided by the National INIS Centre  Consists of: Header Bibliographic description Subject descriptors Abstract in English The INIS Record

13. June 2003 12 Distinction between: Conventional literature Non-Conventional literature Concept of ‘Literature’ in INIS

14. June 200313 Conventional Literature Literature that is commercially available through normal distribution channels, i.e. booksellers magazine trades publishing houses eg: books, journals

15. June 200314 Non-Conventional Literature Non-Conventional Literature (NCL) Literature that is not available through normal commercial channels ( “grey literature”) produced in print and/or electronic format disseminated in limited numbers appears before/without formal publication process difficult to locate available from issuing organization or a clearinghouse (eg. INIS Clearinghouse)

16. June 200315 Non-Conventional Literature Non-Conventional Literature (NCL) Examples: scientific and technical reports (incl. pre-prints, research, progress, advanced, final, annual reports) conference proceedings/programs (non-commercially published) theses & dissertations technical specifications & standards government reports and documents bibliographies Brochures, pamphlets, etc.

17. June 2003 16 B: Books J: Journal Articles I: Miscellaneous (Conferences, Thesis, etc.) R: Reports P: Patents F: Audiovisual Material T: Computer Medium ‘Types of Records’ in INIS

18. June 2003 17 ENo abstract Prepared KConference NNumerical Data QLegislative Material TTranslation UThesis VComputer Program Description WStandard/Specification XNCL - Not Available from INIS YProgress Report ZBibliography Literary Indicators

19. June 2003 18 Author (+ Affiliation and/or Corporate Organization) Title (English + Original language) Identification Numbers (eg. Report No., ISBN, ISSN) Date of Publication Physical Description (no. of Pages, Size) Language Descriptors Subject Classification codes Abstract Main Data Elements

20. June 2003 19 Decisions required:  In INIS scope?  Conventional / Non-Conventional?  What Type of Record?  Which Bibliographic Levels? Lead Record?  Literary Indicators?  Need to assign a Report Number?  Conference data?  Full-text available?  Hardcopy  scan  Softcopy  download/upload? First steps to input preparation

21. June 2003 20 A publication can contain:  several individual chapters  parts written by different authors  different subjects M In addition to the individually described chapters, a monographic record (M level) has to be prepared to descripe the complete publication. Lead Record The record that describes the publication as a whole is called a Lead Record Lead Record

22. June 2003 21 When the publication consists of individual chapters, parts, etc., prepare: a lead record for the complete publication analytic records for the individual chapters, parts, etc. Lead Record

23. June 2003 22 Attn: not  do not prepare a Lead Record for journal articles  fields that are specific to each analytic record that is being described:  subject category code  author(s)  title, size, date of article, notes, etc..  descriptors  abstract Lead Record

24. June 200323 INIS Input Preparation Software FIBRE: F riendly I nputting of B ibliographic Re cords thorough checking of records ensure consistency of records rapid processing at INIS