Techlib Cooperative Cataloguing Project

The Brazilian experience

Maria Luiza M. Bueno e Silva UNESCO Brasilia Documentation Centre

2005 Clearing House WorkshopParis, June 08-10, 2005

Automation Background 1999:

no database, no distribution and publishing control system 2000:

Local WINISIS database - technical problems Stock and Distribution control in Excel

2001: Collection physically classified based on the UNESCO Thesaurus Hierarchical System Local Access database for Publishing and Distribution System Idea of a cooperative UNESDOC/UNESBIB cataloguing project during the Clearing House Workshop

2002-2003: Initiation of the Cooperative UNESBIB Cataloguing Project through TECHLIB SYSTEM Setting of standard rules Routine organization

2004: Improvement of TECHLIB SYSTEM cataloguing standard rules Tests for HERMES SYSTEM connection to local network started

2005: HERMES SYSTEM connection was finally successful Over 515 records registered in UNESDOC/UNESBIB database published in Brazil Over 130 records with full text files of UNESCO Brasilia documents and publications Over 320 registrations of international publications located in Brasilia

The Advantages of Collaborative UNESCO Cataloguing…

Standard Rules: Supervised by UNESCO Headquarters Only one standardized model Secure registration

Technical Support: Support from UNESCO Headquarters Less expensive

Time-Saving: To find and make only one registration of call number To find a corresponding version of a translation. Base a new record from one previously registered

Usefulness: More documents are being consulted Users are getting used to searching in the database

… More Advantages

Easy and Practical Searching: More exact and complete information to the public Searching is made in only one database Sending searching results, instead of providing a vast list of

searching databases

Users’ Satisfaction: Users are showing their appreciation with results

more and more documents available in full text options of language versions all together in only one record

More Credibility: Good impression to have the UNESCO Brasilia publications

among other international ones More national and international visibility

Main Difficulties during the Process

UNEDOC/UNESBIB Standard Rules

Time and Personnel

Collection Organization

Technical Computer Support

Lack of communication between Publishing team and Documentation Centre team concerning publishing standard rules

Difficulties with TECHLIB Fields

Fields difficult to memorize (always look up in the manual): Pluringual or Multilingual documents Other Languages Other Language Titles Languages of Other Language Titles

The Meeting Field Edition Corporate Author Main Descriptor and Secondary Descriptor

Always check the UNESCO Thesaurus website!

Searching Difficulties

Original Documents

Documents published by other Field Offices or other UNESCO Institutions

Communication is Essential

Contributions between UNESCO Library and the UNESCO Field Offices on the development of the UNESCO database: Standardization Completion Good quality information retrieval

User-friendliness Usefulness

Storage