Metadata management and digitization project for CERN Council documents - Sandrine Reyes -
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31/03/20 10 Sandrine Reyes – Scientific Information Services (SI) Metadata management and ditigitization project for CERN Council Metadata management and ditigitization project for CERN Council documents documents 1/19 Metadata management and Metadata management and digitization project digitization project for CERN Council documents for CERN Council documents - Sandrine Reyes - - Sandrine Reyes - CERN Scientific Information Service CERN Scientific Information Service Results Results Procedure Procedure Goal Goal Analysis Analysis Project Project Council Council
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Metadata management and digitization project for CERN Council documents - Sandrine Reyes - CERN Scientific Information Service. Council. Project. Analysis. Goal. Procedure. Results. CERN Council. The highest authority of the Organization 4 Meetings / year - PowerPoint PPT Presentation
Transcript of Metadata management and digitization project for CERN Council documents - Sandrine Reyes -
31/03/2010
Sandrine Reyes – Scientific Information Services (SI)
Metadata management and ditigitization project for CERN Council Metadata management and ditigitization project for CERN Council documentsdocuments 1/19
Metadata management and Metadata management and digitization project digitization project for CERN Council for CERN Council
documents documents
- Sandrine Reyes - - Sandrine Reyes - CERN Scientific Information CERN Scientific Information
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CERN CouncilCERN CouncilThe highest authority of the Organization4 Meetings / yearDelegations from 20 Members StatesIt controls CERN’s activities in scientific, technical and administrative matters
Appointment of the Director-General and Senior staff Adoption of budgets Approval of the scientific programmes Research and development for present and future
accelerators at CERN etc.…
According to the CERN Convention adopted the 1st July 1953, the Council is assisted by
Scientific Policy Committee (SPC) Finance Committee (FC)
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Digitization Project Digitization Project
In September 2008 the CERN Council: "approved the President’s proposal to have all paper copies of past Council documents scanned with a view to making them available electronically from the new Council web pages".
This digitization project started in January 2009 with the Council documents, followed by the Finance Committee documents.
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DocumentsDocumentsMore than 21 000 minutes and related documents published in 2 CERN official languages: French - English
7 500 for C & CC 12 500 for FC 1 500 for SPC
Documents concern 1, 2 or 3 committees
Each document has minimum 1 report number
CERN/**** CERN/CC/**** CERN/FC/**** CERN/SPC/****
CERN Access rules: respect the confidentiality of the documents
30 years for Committee of Council, FC, SPC documents 5 years for Council documents non-confidential 30 years for Council documents confidential
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MetadataMetadata
More than 21 000 records accessible in CDS
CDS metadata imported from the Council secretariat FilemakerPro Database
Metadata not in MARC21 Format
2 records: English & French
Records: Missing (1 language or both)
Fulltexts: Existing, incorrect or missing
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Tools Tools
CDSWeb : BibEdit: MARC21 Editor (Cataloguing Module) Invenio database (OPAC Module), Submission with
GMI
2 Working methods: Item by item: with BibEdit as editor Global method: CDS Data extration with Boolean
searches, on Unix Operating system with Emacs Editor
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ToolsToolsRecords on BibEdit – French and English Records on BibEdit – French and English versionsversions
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Goal Goal Obtain 1 record : Merge English + French records
Standardization of data
Adapt the records to the MARC21 format
Complete the cataloguing
Access to the English and French fulltexts including Optical Character Recognition (OCR)
Respect access rules
Improve CDS visualisation (brief and detailed formats)
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Procedure Procedure Cataloguing template - StandardisationCataloguing template - Standardisation
Establish a cataloguing template describing all fields used
Standardization of the fields: 111, 711, 269
269__c : 16 / 17 juin 1965 ➩ 269__c : 16 - 17 Jun 1965
269__c : 6 février 1965 ➩ 269__c : 06 Feb 1965
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Cataloguing Cataloguing templatetemplate
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Metadata management and ditigitization project for CERN Council Metadata management and ditigitization project for CERN Council documentsdocuments 11/19
Procedure Procedure Uploader – Format MARC21Uploader – Format MARC21
The Uploader program, thanks to a specific configuration, adapts the metadata to the MARC21 format
AVANT APRES
041 __ a eng 041 __ a eng 041 __ a fre
111 __ d 16 - 17 Jun 1965 111 __ 9 19650616 __ n C 30 __ a 30th Session of Council __ n 30
__ c CERN, Geneva, Switzerland __d 16 – 17 Jun 1965
__ f 1965 __ g cern19650616 __ w CH __ z 19650617
711 __d 20 – 21 jun 1965 711 __ 9 19650620 __n FC 25 __ a 25th Meeting of Finance Committee
__ n 25 __ c CERN, Geneva, Switzerland __ d 20 – 21 Jun 1965 __ f 1965 __ g cern19650620 __ w CH __ z 19650621
595 __ aSISARC-2009 ResultsResults
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Procedure Procedure Barcodes - DigitizationBarcodes - DigitizationEquip the documents with barcodes Add the barcode data in field 088__9 in the English records: Data extraction and Importation
Send the documents to the scanning service (CERN Printshop or Digitization Company in India)
No System
Report NumberCouncil
Databases
Excel
No System
Barcode data
Emacs Unix
CDS-Invenio
Importation
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Procedure Procedure Excel – Emacs Unix Excel – Emacs Unix
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ProcedureProcedureFrench titlesFrench titles
Add the French titles in the 246__a field of the English records: Extraction and importation of data (with Boolean formulae)➩ Respect the UTF8 Character encoding
245__a 246__a
Take the content of 245__a field in the
French records to add it in
246__a field in theEnglish Record
+ $$iTitre francais
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ProcedureProcedureFrench records – Digitization OCR - French records – Digitization OCR - ChKallChKallDelete the French records (980__a:DELETE…)
Digitization of documents by the CERN Printshop
Run the Xenu Program to detect incorrect URLsSend the URLs to the Computing Service for
OCRopus program (developed by Google) for OCRby Indian Company
Ftp from Indian Server to download the fulltexts on CDSWeb
Script runs to find the System Numbers and the language of the document
URLs are generated with BibDocFile in the records
CheckProgram (ChKall) – Verification tool developed to check the correct formatting of metadata
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ResultsResultsVisualisation in CDSVisualisation in CDS
Brief format
Detailed format
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ResultsResultsSearch in CDS metadataSearch in CDS metadata
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ResultsResultsSearch in CDS fulltextsSearch in CDS fulltexts
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Question ?Question ?
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