Paris
Clearing House Workshop
UNESCO, 14-16 November 2001
The
first Clearinghouse Workshop took place in September 1997 as an attempt
to strengthen co-operation and networking in the area of UNESCO's information
management, archives and libraries. The second Paris Clearinghouse workshop
took place at UNESCO Headquarters from 14-16 November, 2001. 27 UNESCO
librarians and documentalists from all over the world attended the Workshop.
In
1997, only a few of the participants had access to Internet, at the
end of 2001, half of them confirmed they were connected. On many occasions
during the Workshop, it was stated that the use of information and communication
technologies has had an invasive influence on the work of librarians
and documentalists.
1.
Overview of UNESCO's information resources
In
order to enhance the use of existing UNESCO databases and information
services, UNESCO created a Clearinghouse in January 1992. It functions
as a network, using the existing infrastructures which includes 54 information
units, half of which are located at Headquarters and the other half
in various UNESCO regional offices and bureaux. A Directory of all information
services and databases is available on Internet:
http://www.unesco.org/infoserv
2.
UNESCO main databases
UNESCO's
databases (about 120) cover various domains and are either bibliographic,
referal or factual.
- UNESBIB
Contains bibliographic citations of all UNESCO documents and
publications and acquisitions of the Library (books, reports, periodicals).
The total size of UNESBIB (September 2001) is 100,000 references with
a yearly growth of 2,000. It is searchable on Internet at: http://www.unesco.org/ulis/unesbib
Regional Offices should send their publications to the UNESCO Library
in order for them to be included in UNESBIB.
It
was recommended:
- to
introduce a field in UNESBIB to locate which Information Centre
of the network has a copy of the book described in the entry of
a non-UNESCO publication.
- To
test some field offices (Brasilia) in cataloging/indexing of their
own publications in UNESBIB.
- UNESDOC
Is the full-text Database of UNESCO documents. It contains all decisions
and resolutions since UNESCO's creation (1946), all documents from
governing bodies and documents issued by various sections since 1995.
UNESDOC can be searched either through bibliographic fields or full-text.
http://unescdoc.unesco.org/ulis
- Index
Translationum
Is the largest UNESCO bibliographic Database; it contains more than
one million references to translated books and approximately 100,000
new references are added each year. http://www.unesco.org/culture/xtrans
- DARE
Contains references to worldwide research and training institutions,
specialists and documentation services in the field of Social Sciences.
Periodicals in Social Sciences are also listed, including 340 full-text
online periodicals.
http://www.unesco.org/general/eng/infoserv/db/dare.shtml
- Statistical
Database
Contains statistical data on approximately 200 countries on population,
education at all levels, expenditure for education, scientific and
technical manpower, research and development, culture and communication.
The most requested tables are available on UNESCO's Internet at: http://unescostat.UNESCO.org
- Thesauri
UNESCO produces several thesauri; the main one, the UNESCO Thesaurus
contains 7,000 words. It is multidisciplinary and trilingual (English,
French and Spanish) and is available on CD-ROM and via Internet: http://www.ulcc.ac.uk/unesco/index.htm
Many
of the UNESCO databases are available on the UNESCO database CD-ROM,
published every two year, with a trilingual interface E/F/S.
3.
UNESCO Collaborative Knowledge Portal Project
This
Portal will include several thematic sub-portals, enabling the use of
diversified tools and services such as personalization, discussion forums,
push technology, newsletters and shared working spaces.
The
UNESCO Collaborative Knowledge Portal Project will apply the Symplify
software application developed by TOMOYE. The Project may be tested
at: http://www.unesco.org:83
4.
The Information for All Programme
The
Information for All Programme (IFAP) provides a framework for international
co-operation and partnerships. It supports the development of common
strategies, methods and tools for building an information society for
all.
This
inter-governmental programme oriented towards cultural diversity and
good governance aims to strengthen institutions as gateways for information
access. The Project may be viewed at: http://www.unesco.org/webworld/ifap
5.
Tools developed regarding ISIS software
- GENISIS
An interface designed to put ISIS databases on the Web - can be downloaded
free from: ftp://ftp.unesco.org/pub/winisis/genisis
The documentation is available in French; the English/French/Spanish
interface is now available.
- WINISIS
WINISIS (ISIS Windows version) provides some relational facilities
and proposes intelligent searching tools.
A CD-ROM is available to install WINISIS, as well as a handbook in
English, French, Spanish and Russian. The Arab League of Documentation
Centres is preparing a new version in Arabic.
http://www.unesco.org/webworld/ISIS
provides information on ISIS developments.
Some participants regretted that training actions in the field were
so scarce. D. Storti replied that more emphasis was being put on documentation/handbooks/guidelines.
A training package on Internet may be developed in the future.
6.
Presentation of UNESCO Headquarters information services: main features
- Main
Library
The main Library manages UNESBIB database and the UNESCO Thesaurus.
http://Intranet.unesco.org
All documentation centres in the field, being linked to the Intranet,
have access to a collection of electronic resources including ProQuest,
an online information service, providing access to a full-text Periodicals
Database of 3,000 journals.
As far as library acquisition policy is concerned, Liane Barsony introduced
the UN Libraries Consortium, started in 1999 at the initiative of
the UN Dag Hammarskjöld Library. In 2001, 55 libraries are involved
in sharing acquisition of electronic resources. Field offices need
Intranet to access Consortium resources.
Access to Economist Intelligence Unit, World of Learning, Science
Contents Direct… are among the resources to be shared by the
consortium participants.
It was mentioned that a volunteer librarian at the UNESCO Office in
Rabat (Morocco) created a micro-thesaurus from the UNESCO Thesaurus,
which may be useful for documentation centres in small field offices.
- Archives
The UNESCO archives preserve the memory of the Organization and it
is thus also important to keep records of the field offices. For archiving
procedures, please consult Administrative Circular 2128 or the archiving
services. To better manage records, it is important to designate a
specific person to manage the different records, as each office should
keep their own records/archives.
The Archiving Service is in the process of developing an Electronic
Management Project for archives, which will consist of a Database
on Intranet.
- UNESCO
Publishing
UNESCO
Publishing sells UNESCO publications with an ISBN. The 2002 Publications
Catalogue will be issued in December 2001; 250/300 titles are added
every year. Publications from regional offices (with their own ISBN)
are not available through UNESCO Publishing but directly from regional
offices.
UNESCO Publishing proposes books, e-books, a videobank and a photobank
on its web site: http://upo.unesco.org
According to their policy, new books might be consulted full-text online
and printed free of charge for three months after being published. The
web site proposes a secured credit payment system and interested persons
may register online to receive e-mail alerts on new publications. Online
publications seem to provide good promotion for printed versions (+35%
according to a survey made by UPO).
Mr. Chandra Nair mentioned the difficult financial position of the "
UNESCO Courrier " and during the last General Conference the decision
was taken to reduce its production to two issues a year.
Regional offices are important partners in the distribution and advertisement
of UNESCO publications. Free copies of all new titles published by UNESCO
(except co-editions) are sent to field offices in the working languages.
Except for these free copies, field offices can buy UNESCO publications
at a 50% discount.
http://www.unesco.org
The UNESCO Web site is an institutional portal and a major communications
tool for the Organization, to disseminate worldwide information on UNESCO's
goals, objectives and accomplishments.
It was created in 1995, developed very quickly and now contains 100,000
pages (documents), providing access to more than 20 databases. The main
databases available on the site are: UNESBIB, UNESDOC, DARE …,
as described on Page 1, No. 2.
7.
Field units' documentation centres
The
documentation centres of field offices form an integral part of the
network of UNESCO information resources, despite a general lack of resources:
- out-of-date
equipment and limited facilities
- only
half of them connected to Internet
- no budget
for documentation centre, as programme or extra-budgetary funds are
used
- no staff
for a wide range of services.
Some
centres, which have moved from specialized offices (in education, sciences…)
to general cluster offices, dealing with all UNESCO domains, have had
to increase the available documentation.
These documentation centres provide a wide range of important services
not only to the employees but also to visitors and in addition, contribute
to the visibility of UNESCO in the different countries. Most of these
centres have created their own databases and distribute UNESCO documents
and leaflets. Some field offices organize book fairs (New Delhi) or
sell UNESCO books to the public (Brasilia), as well as provide training
on information techniques (Nairobi). Interesting initiatives are also
being carried out, i.e., Integrated Package of Library Management System
(Caracas); ICT Technologies and Education (Bangkok).
These
documentation centres are also responsible for the web sites of the
field offices and rich information exists in this regard. It is important
to note that several web sites are being re-organized with a view to
becoming more interactive. Catalogues are available online and more
and more online publications are provided in full-text, more links are
being proposed to free online periodicals (Bangkok, IBE-Geneva, Santiago…).
UNESCO Bangkok made a very impressive demonstration of their on-line
presence, including access to a virtual library:
http://www.unescobkk.org/ips/index.htm
Internet/Intranet
connections from field units to Headquarters.
Many field units are not yet linked to the UNESCO Intranet. A new contract
is being negociated by DIT with the telecommunications carrier SITA,
to enable remaining field units to be connected. The standard capacity
is 64 k minimum, but updates are possible. Intranet provides more possibilities
and a more secure link than Internet. There is a backlog of e-mail ID
requests and the implementation of the system may take some time.
Mr.
Jaco Dutoit introduced the Intranet Project of the Bureau of Field Co-operation
(BFC).
On
request, field units' web sites could be hosted on the UNESCO server,
which would include several advantages (i.e. mirror services, search
engine, statistics…).
8.
Documentation training packages for small centres
UNESCO
Bangkok introduced an impressive Training Package on Library Automation
for Developing Countries designed with the Regional Network for the
Exchange of Information and Experience in Science and Technology (ASTINFO)
to provide knowledge and skills dealing with the application of ICT
to library and information services and to train information personnel
who could become future trainers in their respective countries.
The modules have been developed for experienced trained librarians with
a good working knowledge of computers, for a 6- week full-time Course.
Each of the 6 modules includes a student guide and a teacher guide.
It lasts 5 days, requires the presence of a trainer and the availability
of Internet. Three professionals and 11 consultants worked for one and
a half years to develop the package. Modules 3 to 6 will be finalized
by the end of 2001. The two first modules have already been evaluated
in Indonesia by a group of 16 librarians.
A CD-ROM will be distributed in 2002 on the Section of Communication,
Information and Informatics (CII) network.
It should also be mentioned that the UN Dag Hammarskjöld Library
has developed a Technical Assistance Programme for Small and Field Libraries,
available on Internet at the following address: http://www.un.org/Depts/dhl/sflib/libmgnt/
9.
Conclusions and follow-up activities.
All
participants applauded the success and importance of a clearinghouse
workshop. It was recommended that the exercise be repeated in two years'
time, preferably in Paris, to give the participants the unique occasion
to come to Headquarters and meet colleagues from other sectors. However,
the need for regional workshops/visits was also underlined.
Field
office staff would appreciate working with Headquarter in a more interactive
way, i.e., purchase of software, support to information needs and translation
of information.
Ms Pelissier summed up the progress made since 1997: all documentation
units of field offices have computerized their collection and half of
them have access to Internet.. She proposed that participants take an
active part in the construction of the Collaborative Knowledge Portal
Project.
It was suggested that a listserv for documentation centres be put in
place in order to improve co-operation and facilitate the sharing of
comments and projects on a regular basis.
Concrete recommendations to improve UNESBIB may be found on Page 1,
No. 2: UNESCO's main databases.
José
Quinteiro introduced the debate on what changes should be foreseen in
documentation centres of field offices, following the creation of cluster
offices. Some field offices formerly specialized in education, science
or culture are now requested to provide information in all UNESCO domains
of activity. Librarians and documentalists are required to provide assistance
on topics about which they do not have the relevant documentation. It
is a problem of both the provision of information and human resources.
Most participants mentioned that they had had to re-orientate people
when unable to give an adequate reply. The use of Internet solves many
problems. Liane Barsony reminded the participants that any UNESCO title
which is not yet online in full-text in the UNESDOC Database, may be
digitilized, upon request, in a few days. The importance of the Collaborative
Knowledge Portal Project was emphasized, once again.
Information services are not high on the agenda of field offices, and
it is important to provide the necessary budgetary and staffing resources.
The importance of the profession of the information officer is often
underestimated, although it places itself between information technology
and communication. As our colleague from Nairobi commented, " the
way you portray yourself, is the way you are taken ".
F.du
Pouget/UNESCO clearing house workshop report/12.12.01
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