International Atomic Energy Agency NCL documents Case Studies, Requirements Germain St-Pierre Thomas Kalapurackal Branko Krznaric INIS Unit INIS Training.

International Atomic Energy Agency

NCL documentsCase Studies Requirements

Germain St-PierreThomas Kalapurackal

Branko Krznaric

INIS UnitINIS Training Seminar

Vienna Austria 8 October 2013

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

SCOPE OF THIS PRESENTATION

bull What is NCL

bull Presentation of INIS Revised NCL

Guidelines (Rev 2 2013)

bull How to select prepare NCL for INIS

bull How to submit NCL to INIS

bull Tips and Exercises

bull Questions

1

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

WHAT IS NCL

bull Non-Conventional Literaturebull Scientific and Technical Reportsbull Thesesbull Patentsbull Conference Papers etcbull Which are not readily available through

normal commercial channels

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL Availability in the World

bull Different Mediabull Analog (Paper Microfiche)bull Digital (CD-ROM Internet Network etc)

bull Different Electronic Formatsbull PDF (Image Only Image plus hidden text

Full-text searchable PDF 10 to PDF 17)bull MS Office Word Excel PowerPoint etcbull HTML XML TIFF JPEG etc

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL Full-Texts in INIS Collection

bull INIS = Over 35 million records bull NCL Type = over 1 million recordsbull Available from INIS gt 700000 recordsbull gt 478000 full-texts in PDFbull gt 318000 full-texts are PUBLIC

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL Availability ndash INIS Role

Ensure reliable availability disseminationand long-term preservation of the INIS

NCL Collection

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL Availability ndash Your Role

bull Submit all NCL to the INIS Secretariatbull Select NCL (PDF vs Hard Copy)bull Clear copyright issuesbull Prepare bibliographic inputbull Send NCL to INIS

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

INIS PREFERRED FORMATS

1PDF2TIFF Multi-page3Hard Copy4Microfiches (valuable documents

for Knowledge Preservation Projects)

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

PDF VS Hard Copy

bull PDF has several advantagesbull Standard for electronic document exchangebull Reduces Mailing Costsbull Streamlines the NCL workflow by

bull Reducing Processing Timebull Facilitating input preparationbull Eliminating requirement for bar codes

bull Assists in building your own Digital Repository

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

PDF Advantages (morehellip)

bull Easy to find on the Web on CD etcbull Platform Independentbull International Standard for Long-Term

Preservation (PDFA)

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

HOW TO SELECT PDF FILES

bullDocuments are available in PDF (Cases 1 to 4)

bull I can convert source files to PDF (Cases 5 and 6)

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDF CASE 1

bull 1 NCL document without ANALYTICSbull Only 1 PDF file

1 RENAME the PDF file as ltTRNgtPDFbull Ex VN1400001PDF

2 SEND the file to INIS

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDFCASE 2abull 1 NCL document with ANALYTICS bull Individual PDF file for each individual articlebull Without LINKS between the files (eg Conference Proceedings)bull IMPORTANT Report Number (Tag 300) is the same for ALL

records

1 CREATE a folder (directory) ) named after the TRN of the Lead RecordEx ID1400001

2 COPY all PDF files to this folder except OUT OF SCOPE items3 If necessary CREATE a PDF file for the Lead Record4 RENAME each PDF file as ltTRNgtPDF in batch mode as described in Appendix II of the

NCL Guidelines Ex REN contentpdf ID1400001PDF

REN paper01pdf ID1400002PDFREN paper02pdf ID1400003PDFREN paper03pdf ID1400004PDF hellip

5 SEND the complete folder ) to INIS) This folder is necessary for successful registration to IDPS

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDF CASE 2a Example

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDFCASE 2bbull Same as 2a but you prefer to send the original CD to INISbull 1 NCL document with ANALYTICS bull Individual PDF file for each individual articlebull Without LINKS between the files (eg Conference

Proceedings)bull IMPORTANT Report Number (Tag 300) is the same for ALL

records1 PREPARE a cross-reference file as described in Appendix I of the NCL

Guidelines Ex contentpdf ID1000001PDF

paper01pdf ID1000002PDFpaper02pdf ID1000003PDFpaper03pdf ID1000004PDF

2 If necessary CREATE a PDF file for the Lead Record3 PREPARE 4 SEND the CD and the cross-reference file to INIS

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

CD-ROM Contents - Example

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Prepare a cross-reference file

bull Described in Appendix I of the NCL Guidelinesbull The main steps are

bull Run a simple DOS dir commandbull Dir pdf s b gtcmynclmypdflisttxt

bull With MS Excelbull Add the corresponding TRNsbull Save as TEXT file with txt extension

bull Demonstration

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Exercise 1

bull Prepare a cross-reference filebullSee Appendix I of the NCL GuidelinesbullUse sample files found in the NCL

Exercise1 folder on your PC

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Renaming PDF files in Batch Mode

bull Described in Appendix II of the NCL Guidelinesbull Rename all PDF files in 4 steps

bull Group all files in a directory (folder)bull Run a simple DOS dir commandbull With MS Excel

bull Add the corresponding TRNsbull Add the DOS rename commandbull Save as TEXT file with bat extension

bull Double-click on the file to run renaming

bull You can start preparing your input MAGIC bull Demonstration

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Exercise 2

bull Rename PDF files in Batch Mode bullSee Appendix II of the NCL GuidelinesbullUse sample files found in the NCL

Exercise2 folder

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDF CASE 3bull 1 NCL document with ANALYTICS bull Only 1 PDF file for Multiple Articles

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 file for the Lead Record bybull RENAMING the PDF file as ltLEAD_RECORD_TRNgtPDF Ex ID1400001PDFbull Or EXTRACTING the leading pages of the document (eg Front page TOC

foreword etc) Tip recommended when the file size is huge3 EXTRACT the pages of each analytic to a new PDF file named

ltANALYTIC_TRNgtPDF Ex ID1400002PDF

ID1400003PDFID1400004PDFID1400005PDF

4 SEND the complete folder ) to INIS

) This folder is necessary for successful registration to IDPS

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDFCASE 4

bull 1 NCL document without ANALYTICS bull Set of PDF filesbull Most of the time on CD or Internetbull Typically password protected

bull Needs to be merged into a single PDF file (so called ldquoPortfoliordquo)

bull If you do not have a good PDF creation tool (eg Adobe Acrobat Pro) SEND the CD to INIS

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDFCASE 5bull Source file is in another format

(eg Word Powerpoint Presentation RTF ASCII text HTML)bull Convert it using Adobe PDF Printer Acrobat Distiller

or other reliable PDF creation toolbull Very Important The fonts must be embedded in the

documentbull Character Setsbull Glyphs

bull Rule of thumb If File Size gt 500 KB No of Pages

optimization is neededbull In case of doubt please contact us

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL IN PDF CASE 6 - For Experts ONLY

bull NCL document is a Web page typically a table of contents in HTML with links to different files on the remote Web serverbullHarvest all full texts in PDF + TOC in

HTML with a tool like Teleport ProbullPrint the TOC to PDFbullFor Saving Rules refer to Case 2

bull In case of doubt please contact us

International Atomic Energy Agency

PDF File Processor

INIS Training Seminar Vienna Austria 7-11 October 2013

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Exercise 3

bull Identify PDF file typebull Find the proper method to submit it to

INISbullSee Section 3 of the NCL GuidelinesbullUse sample files found in the NCL

Exercise3 folder

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Exercise 4

bull Identify PDF file typebull Find the proper method to submit it to

INISbullSee Section 3 of the NCL GuidelinesbullUse sample files found on the CD

labelled ldquoNCL Exercise4rdquo

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Quality Control (QC)

bull Some IssuesbullPassword protected filesbullBad encoding of PDF filesbull Image only PDF filesbullNo PDF file for the Lead Record

International Atomic Energy Agency

Password Protected File ndash Sample 1

bull Only Printing is allowed = Not OK

INIS Training Seminar Vienna Austria 7-11 October 2013

International Atomic Energy Agency

Password Protected File ndash Sample 2

bull Content Copying is allowed OK

bull Minimum requirement that allows full-text indexation with Google Search Appliance

INIS Training Seminar Vienna Austria 7-11 October 2013

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Bad Encoding

1048576

1048576

1048576

$

amp ( )

+ -

--0 1 -220 1 -230 2- 4 5

amp + 6

$0

7 ( $

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Exercise 5

bull Identify good PDF filesbull Identify problem cases

bullUse sample files found in the NCLExercise5 folder

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

WHEN SHOULD I SCANHARD COPY DOCUMENTS

bull The NCL document is not available in electronic format

bull I have a scannerbull Refer to NCL Guidelines Section 41

ldquoScanning to PDFrdquo

1

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

SCANNING DOCUMENTS

bull INIS STANDARDbull 300 dots per inch (DPI)bull 400 DPI for small charactersbull BW TIFF CCITT Group 4 or JBIG2bull Color Images JPEG

bull PLEASE DO NOT SCAN BW PAGES in 24 bit color depth

bull First priority Scanning QUALITYbull Optional OCR (next presentation)

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

FIRST SCANNING TEST

bull Send an e-mail with a small test document to INISbull Your test document will be analyzed and

INIS will tell you if you can continue to submit your NCL full text electronically

bull If the scanning quality is not good enough INIS will can help you find the best settings for your scanner

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

WHEN SHOULD I SUBMIT

HARD COPY DOCUMENTS

bull I cannot find the NCL document in electronic format (nowadays very seldom for new publications)

bull I only have a flat-bed scanner and my document has hundreds of pages

bull I do not have a scannerbull Etchellipbull New Bar Codes no longer necessary

1

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL Submission via E-Mail

bull Address NISINIS-Input-Boxiaeaorgbull immediate acknowledgement by

INIS via e-mailbull if no reply within 3 days re-contact INISbull The message should include

bull information about contents of input filebull Maximum 2 Mb per message

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL Submission via FTP (1)

bull Open Windows Explorer (not Internet Explorer)bull Type the following address ftpinisinpviennaftpiaeaorg

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Submission via FTP (2)

bull Press ltENTERgtbull Browse to the folder of your country organizationbull Drag and drop the files or folders you want to send

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

Exercise 6

bull Upload NCL Input to the IAEAINIS FTP site

bull Use sample files found in the NCLExercise6 folder

International Atomic Energy AgencyINIS Training Seminar Vienna Austria 7-11 October 2013

NCL INPUT IN ELECTRONIC FORMAT

Questions

International Atomic Energy Agency

Thank you