June 2003 1

Overview of Operations Overview of Operations & the INIS Record& the INIS Record

INIS Training Seminar2-6 June 2003

Vienna, Austria

Seyda RIEDER

INIS SectionSupervisor, Bibliographic Control

Unit

June 2003 2

Method of Operation

Decentralized:Decentralized:

Collection and Selection of literaturePreparation of input records

National INIS Centres

Centralized:Centralized:Merging and Quality Control of dataProduction & Updating INIS Database (Bibliographic & NCL)

INIS SecretariatINIS Secretariat

Decentralized: Decentralized: Dissemination & Utiliziation

National INIS Centres

June 2003 3

June 2003 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

June 2003 5

must be within the scope of INIS

selection: primarilyprimarily the responsibility of the subject specialist at national centre

discussed in detail in ‘Subject Analysis’ part of this seminar

Selection of Publications

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”

by ‘presenting a paper at a conference’presenting a paper at a conference’ by being ‘‘host country of a conference’host country of a conference’

… Publications

June 2003 7

Submission of Input

by e-mail via FTP on CD-ROM on diskette on DatTape on magnetic media on worksheet

June 2003 8

Data Processing at INIS

Registration and Processing of input data INIS Data Processing SystemINIS Data Processing System = IDPSIDPS

Quality Control (online) Bibliographic Indexing NCL Fulltext

inconsistencies, errors, verification of data validation of full text

June 2003 9

1-Week Processing Cycle

Correct recordsCorrect records (successfully (successfully passedpassed checking programs) checking programs)

Ready to create the new update Ready to create the new update of theof the

INIS DatabaseINIS Database

June 2003 10

Pending Records due to ...

Errors Errors Bibliographic Indexing Missing and/or incomplete data, full text, …

National Centre contacted for clarification Leads to

Processing delays

Impacts the timeliness of database

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 descriptorsAbstract in English

The INIS Record

June 2003 12

Distinction between:

Conventional literature Non-Conventional

literature

Concept of ‘Literature’ in INIS

June 2003 13

Conventional LiteratureConventional Literature

Literature that is commercially available through normal distribution channels, i.e.

booksellersmagazine tradespublishing houses

eg: books, journals

June 2003 14

Non-Conventional LiteratureNon-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)

June 2003 15

Non-Conventional Non-Conventional LiteratureLiterature

(NCL)Examples:scientific and technical reports (incl. pre-prints, research, progress, advanced, final, annual reports) conference proceedings/programs (non-commercially published)

theses & dissertationstechnical specifications & standards government reports and documentsbibliographiesBrochures, pamphlets, etc.

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

June 2003 17

E No abstract Prepared

K ConferenceN Numerical DataQ Legislative MaterialT TranslationU ThesisV Computer Program

DescriptionW Standard/SpecificationX NCL - Not Available from INIS Y Progress ReportZ Bibliography

Literary Indicators

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

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

June 2003 20

A publication can contain: several individual chapters parts written by different authors different subjects

In addition to the individually described chapters, a monographic record (MM level) has to be prepared to descripe the complete publication.

The record that describes the publication as a whole is called a Lead RecordLead Record

Lead Record

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

June 2003 22

Attn:do notnot 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

June 2003 23

INIS Input Preparation Software

FIBRE: Friendly

Inputting of

Bibliographic Records

thorough checking of records ensure consistency of records

rapid processing at INIS