News from the Publications Office Norbert Hohn Publications Office Eurolib Plenary Meeting, Lisbon, 19-20 May 2011

News about… Virtua OPac EUBookshop Cellar Eurovoc Metadata Registry (MDR)

News from the cataloguing service

virtua : an off-the-shelf cataloguing tool for OP Agenda Project background Going into production Challenges and benefits What next?

virtua : project background What were we looking for? An off-the-shelf ILMS – cataloguing module and OPAC module To enable cataloguing to be done in-house A web OPAC To allow external users to search and download OP bibliographical records (replacement for LIBCO)

virtua: project background 25/02/2009 Launch of Call for Tender AO 10021 for an integrated library management system 13/07/2009 Award of contract to VTLS Europe, S.L. (virtua) 01/09/2009 Kick-off meeting 27/04/2010 Initial projected start date 14/12/2010 Start of production

virtua: project background What caused the delays? Requirement to communicate with several proprietary systems Complex migration scenario Two additional projects required in order to go live: Codes Punctuation

Example notice from virtua with codes Codes and their translations virtua: codes project Example notice from virtua with codes 041 0 $a eng $1 EN 044 $c eu 084 $a M11 $2 LU-LuOPE 245 1 0 $a CEMP, the creation of European management practice : $b final report. 260 $a {LUXB} : $b OPL, $c 2004. 300 $a III, 127 NPAG : $b NFIG, NTAB ; $c A4 $d BR. 440 $a EUR_SER_C ; $v 20968, $x 1018-5593 504 $a UA_BIB : NPAG 90-97. 540 $a REPRO1. 650 7 $a 003656. $2 EUROVOC … 710 2 $a CEU. $b RTD. 773 1 8 $t EUR_SER_C $q 2004, NPER 20968 910 $a GR 920 $a 702 Codes and their translations M11 = Theme (Social Sciences Research) {LUXB} = Luxembourg OPL = Publications Office NPAG = p. NFIG = ill. NTAB = tab. BR = softcover UA_BIB = Bibl. REPRO1 = Reproduction is authorised provided the source is acknowledged 003656 = Community research policy CEU = European Commission RTD = Directorate-General for Research EUR_SER_C = EUR. EU socio-economic research NPER = No GR = Free 702 = Specialised

virtua: punctuation project Example notice from virtua with automatically added punctuation … 245 1 0 $a CEMP, the creation of European management practice : $b final report. 260 $a {LUXB} : $b OPL, $c 2004. 300 $a III, 127 NPAG : $b NFIG, NTAB ; $c A4 $d BR. 440 $a EUR_SER_C ; $v 20968, $x 1018-5593 499 $a Project SOE1-CT97-1072 504 $a UA_BIB : NPAG 90-97. 540 $a REPRO1. 650 7 $a 003656. $2 EUROVOC 700 1 $a Engwall, Lars, $e ED. 710 2 $a CEU. $b RTD. 773 1 8 $t EUR_SER_C $q 2004, NPER 20968

virtua: going into production Migration of >200 000 records from PROCATX (OP’s database for legal and general publications metadata) to virtua Re-import of these records from virtua to PROCATX (synchronisation of both systems) Parallel running with external cataloguing contractor until 18.01.2011

virtua: challenges and benefits Learning a new system Creating bibliographical records (as opposed to controlling them) Adapting our workflows Indexation of records using EUROVOC Benefits: Reduced time delays for cataloguing publications (3 days reduced to 24 hours) Automated validation checks to ensure quality and consistency Autonomy, enabling rapid intervention in records when requested And not least, increased team spirit

virtua: what next? Opening of OPac to current LIBCO users – March 2011 Possibility for users to export notices in MARC, CSV and Endnote Deep-linking to EUbookshop of all records held in Virtua (MARC21 field 856) Production of prepublication records Automatic activation of DOIs via an export from virtua Reduction of delays from moment publication is on EUB to activation of DOI

OPac - the OP online public access catalogue Out of the box OPAC of Virtua (Chamo) http://opac.publications.europa.eu/ Interface does not require a specific login etc. but we don’t publicise it and give the address only to 'approved' users. Lets users discover materials quickly, using familiar search methods such as Quick Search and faceted result links. Refining a search is as easy as picking a facet from a list or typing additional terms in the search box and letting OPac add them to the original search string. Advanced search give users the advantage of applying multiple filters simultaneously. Users are able to export references to EU general publications in the format more specifically designed for the library world (e.g. MARC21) as well as in EndNote or CSV format.

OPac - the OP online public access catalogue The tabs of the menu bar Login For administrators only. Heading To make searches by author, subject, title, and PUB_ID/workflow (catalogue number). Cart To store all records selected by user and to export them. Clear session Resets all searches done during the current session, cleans the cart and returns user to first page.

Caveat: one peculiarity of the OPac service. OP uses a system of codes in records (e.g. 260 $a {LUXB} :) in order to produce each record in the language of the publication catalogued. Although the facets display the translated values of these codes for the end-user, the MARC records themselves are displayed on the screen still coded. However, when adding the records to the cart and then downloading them (by selecting 'Export records to MARC'), the codes are automatically translated and you will receive decoded notices in the resulting file (e.g. 260 $a Luxembourg :) for import into your system.   Feedback As this is a new service, we welcome any feedback from our users, including ways in which we can improve it. If you need any further help or would like to propose any improvements, please contact our team using the following address:  opoce-procat-prod@publications.europa.eu

Deep-linking to EUbookshop of all records held in Virtua (MARC21 field 856) Purpose: Only records since February 2011 systematically have a deep-link to EUBookshop. By adding a deep-link to the bibliographical records for General Publications anyone using these records will automatically be able to redirect their end-users to the Publication Details page on EUB where the user can order or download the publication they are looking for, even if the library/information centre displaying the record does not hold a copy of the publication themselves.   Actions: Retrospectively adding a deep-link to field 856 in each bibliographical record to all existing records (250.000). Multiple assignment possible, i.e. in addition to DOI (link to resolver) Updating the import workflows into virtua so that all new records are given this deep- link by default. Proposed date of putting into production: June 2011 Customers: Current LIBCO clients Pilot project with the British Library, which would result in some 50, 000 records being made available in the UK through a syndication of libraries

Pre-publication records We foresee to create a preliminary record (prenotice) before publication is finalised Might be interesting for Eurolib members to be alerted to new publications Automatic activation of DOIs via an export from virtua Automatic mapping from Marc21 to ONIX for DOI Reduction of delays from moment publication is on EUB to activation of DOI

News from the EUBookshop

Metadata added to the publication detail page - Metadata added to the publication detail page -. The category is browsable. Metadata added to the publication detail page target audience and Eurovoc descriptors. These terms keywords are browsable.

New "discover" section - a menu through which users can access thematic collections of publications that cannot be easily retrieved by site search or browsing. The compilation is often informed by frequently searched terms, such as map or comics

A "just published" section - recently published titles

News from the CELLAR Common Access to EU Information

Common access to EU information Vision To make available at a single place all metadata and digital content managed by the Publications Office in a harmonised and standardised way in order: To guarantee to the citizen a better access to law and publications of the European Union; To encourage and facilitate reuse of content and metadata by professionals and experts; To preserve content and metadata and access to contents and metadata over time.

Citizens/Professionals Official Publications Common access to EU information 24/7 Present: silos = independent solutions Citizens/Professionals Dissemination - Specialized portals EUR-Lex TED EU Bookshop CORDIS Official Publications Tendering Documents General Publications CORDIS Production Authors 24

Citizens/Professionals Official Publications Common access to EU information 25/7 Future: harmonized architecture = common & shared solutions Citizens/Professionals Common portal Specialized portals Dissemination Official Publications Tendering Documents General Publications CORDIS Production Authors 25

Common access to EU information Target architecture The CELLAR includes two functions: the Common Content Repository = CCR and the Common Metadata Repository = CMR. It is completed by an archive to ensure long term preservation.

CELLAR – Functional architecture 1/3 Common access to EU information CELLAR – Functional architecture 1/3 Reception, technical validation and storage of content and metadata.

CELLAR – Functional architecture 2/3 Common access to EU information CELLAR – Functional architecture 2/3 Repository models (CCR and CMR), business rules (for uploading, archiving and dissemination), transformation rules, EuroVoc dissemination, authority tables including translations.

CELLAR – Functional architecture 3/3 Common access to EU information CELLAR – Functional architecture 3/3 Access to and provision of content and metadata in the requested format and/or presentation.

CELLAR – Based on standards Common access to EU information CELLAR – Based on standards OAIS Reference model FRBR XML METS METS OAIS (Open Archival Information System) reference model The METS schema is a standard for encoding descriptive, administrative, and structural metadata regarding objects within a digital library – Metadata Encoding & Transmission Standard FRBR – functional requirements for bibliographic records

CELLAR – Web 3.0, semantic technology SPARQL endpoint OWL SKOS RDF SKOS is an area of work developing specifications and standards to support the use of knowledge organization systems (KOS) such as thesauri, classification schemes, subject heading lists and taxonomies within the framework of the Semantic Web.

Digital archive of the EU Content Complete collection of EU legal documents including Treaties Official Journal Case-law Preparatory acts Consolidated acts … General publications Research reports Merger taskforce decisions

CELLAR – A service enabler Common access to EU information CELLAR – A service enabler On-line access Provide on-line access through the Internet portals of the Publications Office. Automated access Provide suitable interfaces for access by automated agents. External indexing Enable indexing by Internet search engines. Notification Provide configurable notification services (RSS-feeds…). Downloading Support sporadic and regular downloading of resources (subscription). Regular downloading should be configurable. Strategic formats PDF, in particular PDF/A-1a and PDF/A-1b; XML; TIFF Specific formats Provide formats, which are not natively available in the CELLAR (LegisWrite, ONIX notices…), i.e. transformation services. Deep linking Enable external referencing of resources and guarantee persistence of links over time.

Common access to EU information CELLAR – ROADMAP 2010/2011 development (ongoing) 2011 data migration and upload (ongoing) 2012 online (planned)

News from Eurovoc

EuroVoc – Next releases 4.4 Next release in Summer 2011 (EuroVoc 4.4) Update linked to the new “Lisbon Treaty” EC  EU European Community  European Union You can contribute via the website Permanent URI and ID for thesaurus Terms and concepts LOD (Linked Open Data) No deletion for concepts obsolete (use instead) deprecated (move as Non Preferred Term of a new concept)

EuroVoc – TAE Project - Purpose TAE = Thesaurus Alignment Environment Initiative of the Publications Office Mapping = matching Create semantic correspondences between concepts of two thesauri Objective: Map EuroVoc to ETT - European Vocational Training Thesaurus (Cedefop) GEMET - General Multilingual Environmental Thesaurus (European Environmental Agency) Directory of European Legislation in force (EUR-Lex) EuroVoc 4.2 Taxonomy EUB ETT

EuroVoc – TAE Project - Approach Project participants Mondeca (Paris) – Alignement Tools Inria (Grenoble) – Matching algorithms Office des Publications – Reviewer - validator When? May 2010 - May 2011 How? Using advanced semantic technologies An Interface enabling to: Review matching Import/export any vocabulary in SKOS (Simple Knowledge Organization System)/RDF Import any matching algorithms Import/export any mapping results

EuroVoc – TAE Project – Examples for Automated alignements Types of correspondences generated by algorithms ExactMatch – concept T1 = concept T2 T1 acid rain exact match T2 acid rain T1=Gemet – T2=EuroVoc BroadMatch - concept T1 has a generic concept in T2 T1 animal genetics broad match T2 genetics NarrowMatch - concept T1 has a specific concept in T2 T1 mammal narrow match T2 wild mammal

EuroVoc – TAE Project – Practical use (overview) Indexing Detailed and enriched indexing Automatic indexing and re-indexing Double annotation Retrieving - Semantic extension Integration of results into search engines Facilitate users’ researches – „ Did you mean.. ? ” Redefinition of the research : Extend or Narrow the search results Results stored in CELLAR A unique storage and dissemination platform of the PO to access European law and publications SKOS web services and Sparql-end point for accessing and querying the mapping results

EuroVoc – TAE Project – Practical use: Help to indexing Annotation of a document by indexing of a specialized thesaurus « whaling » is not represented in EuroVoc but GEMET contains “whaling” Example in EUR-Lex

EuroVoc – TAE Project – Practical use: Help to indexing Correspondences (Gemet – EuroVoc) proposes in TAE Whaling exactMatch “whale” AND “hunting regulation” Compound Mapping

EuroVoc – TAE Project – Practical use: Help to information retrieval Search engines Did you mean … ? Automatic query expansion or restriction Search for Whale  Did you mean … ? Whaling Restrict the search results towards a more specific concept in the target thesaurus Whale or Marine mammal Expand the search results towards a more generic concept in the source thesaurus

EuroVoc – Future actions MetaThesaurus Working Group Main purpose Set up a specialized, multilingual thesauri network around EuroVoc Meeting foreseen in June 2011 Advantages Use the same standards and formats Delegate the maintenance of specific domains Share candidates and translations Participants: EU Institutions, European agencies International institutions (FAO, Unesco) Other multilingual thesauri (EINIRAS) First approach made during the EuroVoc Conference (Luxembourg, November 2010)

EuroVoc – Refresher of its benefits Enterprise Content Categorization Develop from the scratch Time consuming to build a taxonomy or controlled vocabulary Use “Starter” metadata to speed-up the development Import external metadata, taxonomies or controlled vocabulary in your ECM system Avoiding duplicate efforts Minimize the cost of adding and managing metadata EuroVoc = a Building block of your ECM application A high-level controlled vocabulary Cost benefit : maintained by the Publications Office Offers different levels of specificity (TAE, thesauri collaboration network)

EuroVoc within the OP Cellar In the repository will be stored: EuroVoc, the thesaurus The mapping or alignment results On the Cellar service layer EuroVoc will be implemented as web services and Sparql-Endpoint for e.g. Linked Open Data Crosswalk EuroVoc and Semantic web applications Dereferencable URI Examples Search a term (expression or URI) and retrieves the alignments Search a term (expression or URI) and retrieves its relations (Broader Term, Specific Term, Related Terms) Search a Microthesaurus and retrieves all the terms

EuroVoc – Licensing policy Free of charge (4-Years) Email: copyright-info@publications.europa.eu Information in the website under “legal notice” Login and Password to download the SKOS or XML Alert once a new release is available 405 licences (64 for 2010, 64 for 2009) Types of licence Indexing Text mining and extraction, automatic indexing and categorization, Library Information System, Knowledge Management & ECM Translation (Albanian) Academic, project, research Semantic technologies Term matching

Eurovoc mappings

Contact Ms Christine Laaboudi Christine.Laaboudi@publications.europa.eu

News from the Metadata Registry

What is the Metadata Registry (MDR)? A central reference point for the registration and maintenance of metadata definitions and related authority data used by The interinstitutional systems supporting the decision making process The production and dissemination systems of the Publications Office A framework for the harmonisation and standardisation of the metadata used in this context Documentation Organisation Procedures Provide the reference metadata for reuse and validation purposes to internal and external clients/client systems in human and machine-readable format

Metadata Register – Scope Core metadata Limited set of metadata, which needs to be adopted by every institution to enable interoperability, in particular in the context of the decision making process Common part of the Metadata register Management on interinstitutional level (IMMC) Specific metadata Metadata dedicated to the specific internal needs of each institution Out-of-scope for the common part of the Metadata register Private workspace inside the Metadata register could be provided to facilitate management by the owner

Metadata Registry – Expected benefits Central reference location for metadata definitions and authority data Reference source for consultation/validation purposes Stimulates reuse of metadata and increase interoperability Framework for harmonization and standardization Platform for collaboration and knowledge exchange in metadata domain on interinstitutional level

Metadata Register - Architecture Back-end application Maintenance of metadata definitions and authority data Access limited to restricted number of expert users Based on same tool as used for Eurovoc back-end (ITM) Possibility to create individual workspaces Registration workflow (JIRA) Metadata Registry website (front-end) Browse MDR content (read access) Detailed information about registered items Possibility to submit proposal for registration/feedback (e.g. by Eurolib members)

Metadata Register – Workflow overview

Metadata Registry - Organisation (proposal) 1/2 Publications Office level Management of changes in MDR by Metadata Register Team (MRT) Interinstitutional level Proposals for registration by Interinstitutional Metadata Maintenance Committee (IMMC) (2 members per institution) Submission of relevant proposals by MRT to IMMC for approval Technical support/evaluation by MRT on request Management of changes in MDR by MRT Supervision by Interinstitutional Metadata Steering Committee (IMSC) composed of the suppléants of the management board of the Publications Office

Metadata Registry – Organisation 2/2

Common Authority Tables (CAT) – April 2011 Source Languages (ISO 639/1, 639/2B|T, 639/3) ISO Countries (ISO 3166/1-α2 and α3, 3166/3) NTU (incl. NUTS and ISO 3166-2) ISO + UNO + Eurostat Currencies (ISO 4217) Corporate Bodies Various Roles LC + EurLex + Prelex Places (locations, towns) UN-LOCODE Resource format (incl. dimensions) ONIX + IANA Resource type (categories of resources) Internal sources Target Audience ONIX Procedures PreLex Events Etc. in progress stable version to be started

Metadata Registry - Roadmap Project kick-off: 20/12/2010 Phase 1: Implementation of back-end application (management of ontology, authority tables, export) Target date: June 2011 Phase 2: Implementation of front-end application Target date: August 2011

MDR project contacts Metadata Registry team: Holger BAGOLA Corinne FRAPPART Madeleine KISS Martin SCHERBAUM Willem VAN GEMERT Contact: OP-METADATA-REGISTRY@publications.europa.eu

Thank you for your attention Thank you for your attention! We appreciate your questions and suggestions.