1. International Atomic Energy Agency SUBMISSION OF NCL FULL TEXT TO INIS Germain St-Pierre INIS Training Seminar Vienna, Austria, 23–27 November 2009

2. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 SCOPE OF THIS PRESENTATION What is NCL ? Why to submit NCL to INIS How to submit NCL to INIS Introduction to PDF/A Conclusion 1

3. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 WHAT IS NCL ? Non-Conventional Literature Non-Conventional Literature Scientific and Technical Reports Theses Patents Conference Papers, etc. Which are not readily available through normal commercial channels

4. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL Availability in the World Different Media Different Media Analog (Paper, Microfiche) Digital (CD-ROM, Internet, Network, etc.) Different Electronic Formats Different Electronic Formats PDF (Image Only, Image plus hidden text, Full-text searchable, PDF 1.0 to PDF 1.7) MS Office: Word, Excel, PowerPoint, etc. HTML, XML, TIFF, JPEG, etc.

5. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL Availability – INIS Role Ensure reliable availability, dissemination and long-term preservation of the INIS NCL Collection “Available from INIS in electronic form” *) *) Availability Statement in INIS records

6. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL Availability – Your Role Submit all NCL to the INIS Secretariat: Select NCL (PDF vs Hard Copy) Clear copyright issues Prepare bibliographic input Send NCL to INIS

7. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 PDF VS Hard Copy PDF has several advantages: Standard for electronic document exchange Reduces Mailing Costs Streamlines the NCL workflow by Reducing Processing Time Facilitating input preparation Eliminating requirement for bar codes Assists in building your own Digital Repository

8. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 PDF Advantages (more…) Easy to find on the Web, on CD, etc. Platform Independent International Standard for Long-Term Preservation (PDF/A =ISO 19005-1 based on PDF Reference 1.4) INIS PREFERRED FORMAT INIS PREFERRED FORMAT 1.PDF 2.Hard Copy 3.Microfiches (valuable documents for Knowledge Preservation Projects)

9. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 HOW TO SUBMIT PDF FILES Documents are available in PDF (Cases 1 to 4) I can convert source files to PDF (Cases 5 and 6)

10. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF: CASE 1 1 NCL document without ANALYTICS Only 1 PDF file 1.RENAME the PDF file as.PDF Ex: VN1000001.PDF 2.SEND the file to INIS

11. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF :CASE 2a 1 NCL document with ANALYTICS Individual PDF file for each individual article Without LINKS between the files (e.g. Conference Proceedings) IMPORTANT: Report Number (Tag 300) is the same for ALL records 1.CREATE a folderdirectory) TRN of the Lead Record 1.CREATE a folder (directory) *) named after the TRN of the Lead Record Ex: ID1000001 2.COPY folder, except OUT OF SCOPE items 2.COPY all PDF files to this folder, except OUT OF SCOPE items 3.If necessary, CREATE a PDF fileLead Record 3.If necessary, CREATE a PDF file for the Lead Record 4.RENAME.PDF 4.RENAME each PDF file as.PDF in batch mode, as described in Appendix II of the NCL Guidelines Ex:REN content.pdf ID1000001.PDF REN paper01.pdf ID1000002.PDF REN paper02.pdf ID1000003.PDF REN paper03.pdf ID1000004.PDF … 5.SEND the complete folder *) to INIS *) This folder is necessary for successful registration to IDPS

12. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF: CASE 2a Example

13. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF :CASE 2b Same as # 2a, but you prefer to send the original CD to INIS 1 NCL document with ANALYTICS Individual PDF file for each individual article Without LINKS between the files (e.g. Conference Proceedings) IMPORTANT: Report Number (Tag 300) is the same for ALL records 1.PREPARE a cross-reference file 1.PREPARE a cross-reference file, as described in Appendix I of the NCL Guidelines Ex:content.pdf ID1000001.PDF paper01.pdf ID1000002.PDF paper02.pdf ID1000003.PDF paper03.pdf ID1000004.PDF 2.If necessary, CREATE a PDF fileLead Record 2.If necessary, CREATE a PDF file for the Lead Record 3.PREPARE cross-reference file 4.SEND the CD and the cross-reference file to INIS

14. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 CD-ROM Contents - Example

15. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Prepare a cross-reference file Described in Appendix I of the NCL Guidelines The main steps are: dir Run a simple DOS dir command: Dir *.pdf /s /b >c:\myncl\mypdflist.txt With MS Excel: Add the corresponding TRNs *.txt Save as TEXT file with *.txt extension Demonstration

16. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Renaming PDF files in Batch Mode Described in Appendix II of the NCL Guidelines Rename all PDF files in 4 steps: Group all files in a directory (folder) dir Run a simple DOS dir command With MS Excel: Add the corresponding TRNs rename Add the DOS rename command *.bat Save as TEXT file with *.bat extension Double-click on the file to run renaming MAGIC You can start preparing your input: MAGIC Demonstration

17. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Exercises 1 & 2 Exercise 1: Preparing a cross-reference file See Appendix I of the NCL Guidelines Exercise 2: Renaming PDF files in Batch Mode See Appendix II of the NCL Guidelines Now, it is your turn I will stay around Good luck !

18. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF: CASE 3 1 NCL document with ANALYTICS Only 1 PDF file for Multiple Articles 1.CREATE a folder (directory)TRN of the Lead Record 1.CREATE a folder (directory) *) named after the TRN of the Lead Record that will contain all PDF files of this publication 2.CREATE a PDF fileLead Record 2.CREATE a PDF file for the Lead Record by: RENAMING. RENAMING the PDF file as.PDF Ex: ID1000001.PDF EXTRACTING Or EXTRACTING the leading pages of the document (e.g. Front page, TOC, foreword, etc.)  Tip: recommended when the file size is huge 3.EXTRACT analytic. 3.EXTRACT the pages of each analytic to a new PDF file named.PDF Ex:ID1000002.PDF ID1000003.PDF ID1000004.PDF ID1000005.PDF 4.SEND the complete folder *) to INIS *) This folder is necessary for successful registration to IDPS

19. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF: CASE 4 1 NCL document without ANALYTICS Set of PDF files Most of the time on CD or Internet If possible, merge all files to a single PDF file If not, SEND the CD to INIS Tell INIS that this is a Multi-Part PDF

20. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF: CASE 5 Source file is in another format (e.g. Word, Powerpoint Presentation, RTF, ASCII text, HTML): Convert it using Adobe PDF Printer, Acrobat Distiller or other reliable PDF creation tool. Very Important: The fonts must be embedded in the document Character Sets Glyphs Rule of thumb: If File Size > 500 KB, No. of Pages optimization is needed In case of doubt, please contact us

21. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL IN PDF: CASE 6 - For Experts ONLY: NCL document is a Web page, typically a table of contents in HTML with links to different files on the remote Web server: Harvest all full texts in PDF + TOC in HTML with a tool like Teleport Pro Print the TOC to PDF For Saving Rules, refer to Case 2 In case of doubt, please contact us

22. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Some issues Password protected files Bad encoding of PDF files Image only PDF files No PDF file for the Lead Record

23. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Password Protected File - Sample

24. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Bad Encoding ! " #$ % &"'"% ( ) * +,!%,!% -. /-%-0.1 /-%220 1. /-%230 2.- 4 5 & * * + 6 $ !0 " #! 7 ( $

25. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 WHEN SHOULD I SCAN DOCUMENTS ? WHEN SHOULD I SCAN HARD COPY DOCUMENTS ? The NCL document is not available in electronic format. I have a scanner. Section 4.1, “Scanning to PDF” Guidelines in INIS Technical Note No. 151, Section 4.1, “Scanning to PDF” 1

26. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 SCANNING DOCUMENTS INIS STANDARD 300 dots per inch (DPI) TIFFJBIG2 B/W: TIFF CCITT Group 4 or JBIG2 JPEG Color Images: JPEG PLEASE DO NOT SCAN B/W PAGES in 24 bit color depth First priority: Scanning QUALITY Optional: OCR (next presentation)

27. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 FIRST SCANNING TEST Send an e-mail with a small test document to INIS Your test document will be analyzed and INIS will tell you if you can continue to submit your NCL full text electronically If the scanning quality is not good enough, INIS will can help you find the best settings for your scanner

28. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 WHEN SHOULD I SUBMIT DOCUMENTS ? WHEN SHOULD I SUBMIT HARD COPY DOCUMENTS ? I cannot find the NCL document in electronic format I only have a flat-bed scanner and my document has hundreds of pages I do not have a scanner Etc… Remember: Bar Codes are necessary 1

29. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 ASSIGN BAR CODES (1/5) Why bar codes? Link between images and bibliographic records Facilitates the validation process Enables fast retrieval with INISIR

30. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 ASSIGN BAR CODES (2/5) How can I print bar codes? With the INIS Bar Code Software How do I get the software? Available from INIS on CD From the INIS FTP site through my Internet browser ftp://inisinp:vienna@ftp.iaea.org/barcode

31. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 ASSIGN BAR CODES (3/5) Imaging System Requirements: Structure of the Bar Code = TRN Example: VN1001234 Format Bar Code 39, 18 point size Minimum Width: 39 mm (with 300 dpi printers) Ideal Width: 42 mm (with 600 dpi printers)

32. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 ASSIGN BAR CODES (4/5) Placement of the Bar Codes Upper right hand of the first page Exceptions: Multiple bar codes for a document No space in the recommended position Multiple bar codes on a page IMPORTANT: The bar code should never cover the text

33. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 ASSIGN BAR CODES (5/5) : Example

34. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 BAR CODE SOFTWARE INSTALLATION How to install from a diskette: Run the installation program (Install.exe) Very Important: You need to reboot your computer at the end of the installation to install the bar code fonts To get the bar code software from INIS FTP server:

35. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 BAR CODE SOFTWARE INSTALLATION Type the following text in your Web browser: ftp://inisinp:vienna@ftp.iaea.org/ Where Host Name:ftp.iaea.org User ID: inisinp Password:vienna Click on the barcode directory Click on barcode.zip, Save the file Uncompress the Barcode.zip file Run the installation program (Install.exe)

36. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 BAR CODE SOFTWARE - HOW TO USE I want to print TRNs in sequential order: Only 2 TRNs + 1 hyphen “-” to type Line 1: First TRNEx: VN1000001 Line 2: - Line 3: Last TRNEx: VN1000064 Condition: The country code is the same

37. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 BAR CODE SOFTWARE VN1000001 - VN1000064

38. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 BAR CODE SOFTWARE - LABEL SET-UP This is the default setting It will generate 64 bar codes per page You can customize it Always check the “ Large Bar Code font” check box

39. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 SUBMISSION VIA E-MAIL Address: INIS.Input@iaea.org immediate acknowledgement by INIS via e-mail if no reply within 3 days, re- contact INIS The message should include : information about contents of input file Maximum: 2 Mb per message

40. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Submission via FTP Log on to the INIS FTP server, address: ftp://inisinp:vienna@ftp.iaea.org user ID: inisinp password: vienna Attn: if you use Internet for ftp submission, the FTP address must be typed in the address field of your Browser

41. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 FTP Site with enabled “Folder View”

42. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 How to enable “Folder View” of FTP Sites?

43. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 Alternative to Internet Explorer Due to New IT SECURITY POLICY, uploading via Internet Explorer has been disabled for all IAEA internal users. INIS now recommends Filezilla Demonstration Exercise

44. International Atomic Energy Agency INIS Training Seminar, Vienna, Austria 23-27 November 2009 NCL INPUT IN ELECTRONIC FORMAT Questions ?

45. International Atomic Energy Agency Consult us whenever you need us and GOOD LUCK! Germain St-Pierre Digital Preservation TechnicianG.St-Pierre@iaea.org 10