1. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 1/19 Metadata management and digitization project for CERN Council documents - Sandrine Reyes - CERN Scientific Information Service Results Procedure Goal Analysis Project Council

2. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 2/19 CERN Council The highest authority of the Organization 4 Meetings / year Delegations from 20 Members States It controls CERN’s activities in scientific, technical and administrative matters Appointment of the Director-General and Senior staff Adoption of budgets Approval of the scientific programmes Research and development for present and future accelerators at CERN etc.… According to the CERN Convention adopted the 1st July 1953, the Council is assisted by Scientific Policy Committee (SPC) Finance Committee (FC) Results Procedure Goal Analysis Project Council

3. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 3/19 Digitization Project In September 2008 the CERN Council: "approved the President’s proposal to have all paper copies of past Council documents scanned with a view to making them available electronically from the new Council web pages". This digitization project started in January 2009 with the Council documents, followed by the Finance Committee documents. Results Procedure Goal Analysis Project Council

4. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 4/19 Documents More than 21 000 minutes and related documents published in 2 CERN official languages: French - English 7 500 for C & CC 12 500 for FC 1 500 for SPC Documents concern 1, 2 or 3 committees Each document has minimum 1 report number CERN/**** CERN/CC/**** CERN/FC/**** CERN/SPC/**** CERN Access rules: respect the confidentiality of the documents 30 years for Committee of Council, FC, SPC documents 5 years for Council documents non-confidential 30 years for Council documents confidential Results Procedure Goal Analysis Project Council

5. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 5/19 Metadata More than 21 000 records accessible in CDS CDS metadata imported from the Council secretariat FilemakerPro Database Metadata not in MARC21 Format 2 records: English & French Records: Missing (1 language or both) Fulltexts: Existing, incorrect or missing Results Procedure Goal Analysis Project Council

6. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 6/19 Tools CDSWeb : BibEdit: MARC21 Editor (Cataloguing Module) Invenio database (OPAC Module), Submission with GMI 2 Working methods: Item by item: with BibEdit as editor Global method: CDS Data extration with Boolean searches, on Unix Operating system with Emacs Editor Results Procedure Goal Analysis Project Council

7. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 7/19 Tools Records on BibEdit – French and English versions Results Procedure Goal Analysis Project Council

8. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 8/19 Goal Obtain 1 record : Merge English + French records Standardization of data Adapt the records to the MARC21 format Complete the cataloguing Access to the English and French fulltexts including Optical Character Recognition (OCR) Respect access rules Improve CDS visualisation (brief and detailed formats) Results Procedure Goal Analysis Project Council

9. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 9/19 Procedure Cataloguing template - Standardisation Establish a cataloguing template describing all fields used Standardization of the fields: 111, 711, 269 269__c : 16 / 17 juin 1965 ➩ 269__c : 16 - 17 Jun 1965 269__c : 6 février 1965 ➩ 269__c : 06 Feb 1965 Results Procedure Goal Analysis Project Council

10. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 10/19 Cataloguingtemplate Results Procedure Goal Analysis Project Council

11. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 11/19 Procedure Uploader – Format MARC21 The Uploader program, thanks to a specific configuration, adapts the metadata to the MARC21 format Results Procedure Goal Analysis Project Council

12. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 12/19 Procedure Barcodes - Digitization Equip the documents with barcodes Add the barcode data in field 088__9 in the English records: Data extraction and Importation Send the documents to the scanning service (CERN Printshop or Digitization Company in India) No System Report Number Council Databases Excel No System Barcode data Emacs Unix CDS-Invenio Importation Results Procedure Goal Analysis Project Council

13. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 13/19 Procedure Excel – Emacs Unix Results Procedure Goal Analysis Project Council

14. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 14/19 Procedure French titles Add the French titles in the 246__a field of the English records: Extraction and importation of data (with Boolean formulae) ➩ Respect the UTF8 Character encoding 245__a246__a Take the content of 245__a field in the French records to add it in 246__a field in the English Record + $$iTitre francais Results Procedure Goal Analysis Project Council

15. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 15/19 Procedure French records – Digitization OCR - ChKall Delete the French records (980__a:DELETE…) Digitization of documents by the CERN Printshop  Run the Xenu Program to detect incorrect URLs  Send the URLs to the Computing Service for OCRopus program (developed by Google) for OCR by Indian Company  Ftp from Indian Server to download the fulltexts on CDSWeb  Script runs to find the System Numbers and the language of the document  URLs are generated with BibDocFile in the records CheckProgram (ChKall) – Verification tool developed to check the correct formatting of metadata Results Procedure Goal Analysis Project Council

16. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 16/19 Results Visualisation in CDS Brief format Detailed format Results Procedure Goal Analysis Project Council

17. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 17/19 Results Search in CDS metadata Results Procedure Goal Analysis Project Council

18. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 18/19 Results Search in CDS fulltexts Results Procedure Goal Analysis Project Council

19. 31/03/2010 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council documents 19/19 Question ? Results Procedure Goal Analysis Project Council