HERMES - UNESDOC - UNESBIB

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					UNESCO Documents and publications
From pre-cataloguing to Internet access:
        A pragmatic approach

                by Thierry Guednée



 Training workshop for managers of UNESCO documentary Network,
                     Moscow, 4 December 2008
                                 Table of contents

 The documentary network
 Content of UNESDOC
 Some figures
 How to write in a PDF file
 HERMES
 Stats-PDF
 Techlib (Livelink for Libraries)
 Practical exercices
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     Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
Bibliographic record
                                  Documentary network
                                                                                                            Internet
D       EDATS                                                                                               Website
    Documents/publications
           produced                                                                                        UNESDOC
M        by UNESCO                                Indexation             Indexation
          workshops                                                        Field
               -
                                                     HQ
S   Data + native file + PDF                   LCS for Libraries       LCS for Libraries



        HERMES
    Documents/publications
       produced by Field                                                                                  Suscriptions
               -                                                                                           Subjects
    Data + native file + PDF                                                                              Conferences
                                                                                                            Series
                                                        Bibliographic
        ALINEA                                            database
        Administrative                                       LCS
          documents
       produced by HQ
                                                                                   Full text
               -                                                                PDF Documents
    Data + native file + PDF



          Digitization                                                                                     CD-ROM
           of books
          HQ & Field
                -
      + data (cataloguing)

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                  Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
UNESDOC contents:
Director-General’s speeches
Documents of governing bodies
 – Resolutions/Decisions since 1946
Sectoral documents (Headquarters –
 Field)
Monographs (Headquarters – Field)
Periodicals (Headquarters – Field)

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    Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
and…
Items and appendices of the Manual
 (Vol.I)
Administrative circulars
Circular letters
Depository letters
DG Blue Notes and DG meeting
 minutes
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   Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
Some figures :
 105,000 documents (31/10/2008)
 4,2 million pages
 More than 15,000 documents/year
 450,000 pages/year
 More than 10 million of consultations through
  UNESDOC every year
 More than 1.7 TO PDF files downloaded each
  month

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   Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
How to access documentary network tools




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    Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
How to access documentary network tools
               from home

                 http://connect.unesco.org




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    Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
                                          UNESDOC

 The full text search: 2 levels
           • Bibliographic records
           • Content of PDF files
           http://unesdoc.unesco.org/ulis/



 Search forms                             http://unesdoc.unesco.org/ulis/moscow/index.html
                                           http://unesdoc.unesco.org/ulis/iite/index.html


 Pre-formatted lists
  http://unesdoc.unesco.org/ulis/education/EFA/advanced.html




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          Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
                          UNESDOC – « Tips »
« Destinations » are systematically introduced in:
 Periodical issues (with analytic indexation)
     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



 Approved Programme and Budget (C/5)
     http://unesdoc.unesco.org/images/0013/001341/134100e.pdf#0131



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     Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
                           UNESDOC – « Tips »

How to open a PDF to a specific page?

http://unesdoc.unesco.org/images/0013/001383/138384f.pdf#page=6




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       Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
                    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




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  Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
 How to write in a PDF file ?




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Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
HERMES
Which documents/publications can you
 send to UNESDOC via HERMES?
     All public documents/publications
    published by your Office, Institute




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     Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
    Transfer – main rules :
    for security reasons and authentification, use only I.E. 6+
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
      •      (contact UNESCO Publishing first to get an ISSN)
      •




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          Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
    Transfer – main rules :
If you send a publication in Russian, thank you for giving us as
     much information as you can




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       Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
Transfer – main rules (for others languages
than Eng, Fre, Spa):
Mainly
 English or French title.
 Author/corporate author.
 Publisher, place, date.
 What is the role of UNESCO ? (sponsor or Corporate author ?)
 Is it a translation ? If yes, what is the original title?
 Is this publication linked with a Conference. If yes, which one?
  (Name, place, date)
 Is there a link between this UNESCO publication and a UNESCO
  project? If yes, what is the name of this project?
 Abstract



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       Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
The code must be the same for ALL language
versions and contain (possibly) the publication year
of the original language
   ED.04/MINEPS IV/2                                         IOC-XXII/2 Annex 2
   ED.04/MINEPS IV/3                                         IOC-XXII/Supplementary item 1
   CN/2004/SC-HYD/PI/1                                       SHS.2004/DECLAR.BIOETHIQUE
                                                              BSP.2004/YTH/001
   CIB/04-05/INF.1 REV.3                                     FAP.2003/COUNCIL.II/10
   IOC/IUCN/NOAA/LME-V/3
   IOC/SC-WESTPAC-V/3
   IHP/BUR-XXXV/6


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       Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
Abbreviations to use in order to avoid interference
with codes assigned by HQ :


PI - Public information documents
ME - Meeting documents (Conference,
 seminar, etc.)
RP – Meeting reports


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    Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
Suggestions of codifications for Field
Offices
 ISO Standard : two letter country code
 Institutes and Centres: 3 first letters of your institutional
  acronym.
 Year of publication of the original
 Document type
 Sequential number
 …and don’t forget cover page with graphic charter
             RU/2008/PI/8
             IIT/2008/RP/12


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      Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
What you have to know before sending a PDF
 Prefer single page instead of double page




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      Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
What you should know before sending a PDF


A periodical containing articles must be
 sent in one PDF file.

Do not send articles separately.


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    Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
An e-mail will notify you of its url




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     Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
                                    Hard copies
In addition to the electronic transfer of
 documents, Sectors and services are still
 required to send the Library paper copies
 of all new documents/publications

This is necessary for indexing and
 preservation purposes

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    Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
            Questions – Answers




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Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
              PDF Statistics
A tool to find the number of
 consultations
 http://miranda.hq.int.unesco.org/unesdocstats/index.php




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        Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
How to manage hard copies ?




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Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008
Thank you for your attention !




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Training workshop for managers of UNESCO documentary Network, Moscow, 4 December 2008

				
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