function and organization of a national -...

Function and organization of a national documentation centre in a developing country

by a FID/DC working group, under the direction of Harald Schutz

The Unesco Press Paris Verlag Dokumentation Munchen

I975

Documentation, libraries and archives: studies and research 7

Titles in the series Unesco manuals for libraries:

I. Education for librarianship, by J. Periam Danton 2. Public library extension, by Lionel R. McColvin 3. Adult education activities for public libraries, by Carl Thomsen,

Edward Sydney and Miriam D. Tompkins 4. Libraries in adult and fundamental education: the report of the M a l m o seminar,

by Cyril 0. Houle 5. Development of public libraries in Latin America: the Scio Paul0 conference 6. Development of public libraries in Africa: the Ibadan seminar 7. Public libraries for Asia: the Delhi seminar 8. The Delhi Public Library: an evaluation report, by Frank M. Gardner 9. Public library services for children, by Lionel R. McColvin IO. The small public library building, by Hoyt R. Galvin and Martin van Buren I I. National libraries, their problem and prospects: symposium on national libraries

I I. The primary school library and its services, by Mary Peacock Douglas 13. The organization of the small public library, by Ingeborg Heintze 14. University libraries for developing countries, by M . A. Gelfand 15. International distribution of catalogue cards: present situation and future prospects,

16. Methods of teaching librarianship, by Josefa E. Sabor I 7. T h e planning of library and documentation services, by Carlos Victor Penna

in Europe

by R. S. Giljarevskij

Titles in this series:

I. Study and draft of a model archives law, by Salvatore Carbone

z. Public library legislation: a comparative study, by Frank M. Gardner 3. Conservation and restoration of archive materials, by Yash Pal Kathpalia 4. Planning of national infrastructures for documentation, libraries and archives,

5. The organization of intermediate records storage, by A. W. Mabbs with

6. Standards for library service: an international survey, by F. N. Withers 7. Function and organization of a national documentation centre in a developing country,

by a FID/DC working group under the direction of Harald Schutz

and Raoul Gu&ze

by J. H. d'Olier and B. Delmas

the collaboration of Guy Duboscq

Published by the Unesco Press 7 Place de Fontenoy, 75 700 Paris, and Verlag Dokumentation, 8000 Munchen 7 I, Prinz-Ludwig-Hohe, Possenbacherstrasse z Printed by Imprimerie des Presses Universitaires de France, VendBme

ISBN gz-3-101240-1 (Unesco) 3-7940-515 1-3 (Verlag Dokumentation)

0 Unesco 1975 Printed in France

f

Preface

This study on the function and organization ofa national documentation centre in a developing country draws upon existing experience and established knowledge to show how to handle the necessary working processes connected with the establishment, structure and organization of a national documentation centre (NDC) and its eventual integration into a future national documentation and information system. The aim has not been to develop one or more models for an NDC in the sense of operations research, but rather to describe possible ways of setting up and developing an NDC. Prepared under contract to Unesco by the International Feder-

ation for Documentation, the study has been carried out by a working group of the FID Committee for Developing Countries (FID/DC) headed by D r Harald Schutz of the German Democratic Republic. The aim of the publication is to provide documentalists, librarians

and others responsible for the setting up of national documentation centres with a survey of possible ways and methods of carrying out their task. Although intended primarily for developing countries the information, it is hoped, will be useful to documentalists in others countries as well. The authors of the present publication are responsible for the

choice of facts presented and their interpretation; the opinions expressed are not necessarily those of Unesco.

Contents

Foreword

Introduction

The terms ‘documentation’ and ‘information’ The term ‘documentation’ The term ‘information’

The role of the State in establishing and managing the national documentation, information and library system The model of a documentation, information and library system The determination of priorities Structures and main elements The responsible governmental agencies and their functions Recommendations 1-3

Tasks andfunctions of a national documentation centre

The term ‘national documentation centre’ National conditions and prerequisites Tasks and functions of an NDC Recommendations 4-6

Principaljelds of activity of an .NDC Information needs Information planning Information offered Storage and retrieval

(.NDC)

I

1 . 1 I .2

2

2.1

2.2

2.3 2.4

3.1 3.2

3.3

‘9 19 20

22

23 24 26

28

30

32 32 34 38 45

47 47 50 53 56

4.5 4.6

5 5.' 5.2

5.3

6 6. I 6.2 6.3 6.4 6.5

7

7.1 7.2

8 8. I

8.2 8.3 8.4

9 9.1 9.2

IO IO. I

Dissemination of information .

Information flow Recommendations 7-16 Documentation and information techniques Manual storage and retrieval Mechanical and automatic storage and retrieval; microfilming Provision of documents; printing and reproduction Recommendations I 7- 19 Financing and economy of an JVDC Basic remarks Expenditure Receipts Accounting Calculation of fees Recommendations 20-22

Specialized library of the NDC; co-ordination and co-operation with the library services Specialized library of the NDC Co-ordination and co-operation with the national library services Recommendations 23-24

Training, qualification; information publicity Formation of the national training system for documentation and information specialists Training of users Organization of training courses by the NDC Information publicity Recommendations 25-28

International co-operation Principal questions of international co-operation Forms of international co-operation Recommendation 29

Further development of an #DC The development of an NDC into a central

69 71 73 77 77

82

95 99 101 101 102

'03 104 104 '07

109 '09

I IO 111

I '3

'13 I 14 1'7 "7

123 123 124 127

I 28

120

information institute I 28

1 0 . 2 The development of data banks in a central information institute Recommendation 30

Set-up and structure of an NDC Analysis of the initial situation

I 1

1 1 . 1 11.2 Model of an NDC 1 1 . 3 Set-up and structure

Recommendations 3 1-33

Appendixes

Bibliography

Foreword

In accordance with the objectives and tasks of the International Federation for Documentation (FID) which provide, inter alia, for ‘help in setting up information activities and establishing documentation centres in countries where they do not exist, and assisting in the development of existing centres’, the FID Committee for Developing Countries, formed in 1966, has set itself the task of assisting the developing countries to establish a useful and efficient organization of documentation and information, and in particular to set up documentation centres for the optimum national development of those countries as well as for international co-operation in the field of documentation and information. A contract was accordingly concluded between Unesco and

FID in August 1971 stipulating for the preparation by FID of a study, ‘The Function and Organization of a National Documen- tation Centre (NDC) in a Developing Country’. The task was entrusted to a working group of the FID/DC Committee headed by D r Harald Schiitz of the German Democratic Republic. The study was elaborated from September 1971 to May 1973.

As work proceeded, the results were discussed at sessions of the FID/DC Committee with representatives of Unesco, the Secretariat-General of FID, the members of the FID/DC Com- mittee, and specialists from developing countries. The first draft of the complete study was presented at the session

of the FID/DC Committee held on the occasion of the thirty-sixth International FID Congress on 4 September 1972. The study was explained and progress reports submitted at the

sessions of the FID/DC Committee and the thirty-sixth FID Congress.

I 1

Function and organization da national documentation centre

The first draft of the complete study has been revised following the seminar of the FID/DC Committee on the Organization of Information Services in Less-industrialized Countries in Budapest (31 August to 1 2 September 1972) and the FID Congress. To a large degree, remarks, suggestions and additions have been taken into consideration and incorporated in the study. In conclusion, it should be pointed out once again that the study

has not set out to develop one or more models for an NDC in the sense of operations research, but rather to describe possible ways of setting up and developing an NDC on the basis of established knowledge and the principal methodological and technical aspects of documentation and information. In order to bring out more clearly this purpose of the study, ‘recommendations’ have been included at the end of each chapter as a kind of summary of the most important points and theses. The authors wish to thank Unesco, Division for the Promotion

of Research and International Co-operation in Documentation, FID, and all other contributors to this study for their support and co-operation, and to express the hope that the result of the common effort represented by this study may help associates in developing countries to establish and shape their national documentation and information services.

Dr Harald Schtitz

I2

Introduction

There is a close connexion between a country’s social needs, the satisfaction of those needs by production and services, and the application of science to determine the needs and choose the ways and means for economic and technical development. All these processes are interwoven with science. The intensive development of science and its immediate penetration into production are characteristic features of our age. A country’s economic growth is increasingly dependent on the tempo of scientific research and on the ability to appIy the results of that research rapidly and completely to production.

It can be said that science and research continue to produce new knowledge in all countries, and that ways and means are sought, nationally as well as internationally, to utilize that knowledge in the national economies. O n the other hand, science has reached a level of development

at which the productivity of a scientist increasingly depends on a streamlined and efficient organization of scientific activity, and on the speed and relevance with which scientists and technicians are supplied with specific information. Many scientists speak in this connexion about ‘difficulties of communication’ within and between the various fields of science. The development of scientific documentation and information and the creation of an efficient documentation and information service can prove a distinct help and offer considerable relief to scientists, researchers and technicians occupied with basic problems as well as engaged in experimental work. The continuing increase in scientific knowledge, the growing

differentiation and specialization of science, the consequent rise in

‘3

Function and organization of a national documntation centre

scientific output, and the increasingly obvious interrelationship between the various fields of science call for a constant search for and application of new methods of documentation and information. The growing bilateral and multilateral co-operation of specialists

from many interested countries in regard to basic problems of science and technology demands international co-operation in the field of documentation and information, the exchange of knowledge and experience, and the dissemination and general application of useful means and methods of documentation. Unesco/UNISIST, FID, IFLA, and other organizations are working together in tackling this important problem. Scientific and technological progress is such that it is now

materially indispensable for all countries to process new scientific knowledge rapidly and comprehensively. Over the last two decades many of them have created special facilities for planning and handling scientific documentation and information. These are operated by specialists with a scientific background using specific methods and techniques. This study will attempt to take into consideration the consider-

able differences in background and level of development in the various industrialized countries, on the one hand, and on the other between the industrialized and the developing countries but also inside the developing countries themselves. The authors follow, however, the universally supported thesis that it is advisable for developing countries, where the way has been cleared for an independent political, economic and cultural development, and numerous encouraging results have been achieved in science, technology and economy, to organize a unified system of scientific documentation and information. W e refer in this context to UNI5'15'T-S&@ ReQort on the Feasibilio of a World Sciemce Infor- mation System (Paris, Unesco, 1g71), Recommendations 15, 17, 20 and 2 I, where the following is stated:

Recommendation 15. A governmental or government-chartered agency should exist at the national level to guide, stimulate and conduct the development of information resources and services in the perspective of national, regional and international cooperation. These agencies should in particular give their support, or themselves adhere, to cooperative programmes of international scope, in conson- ance with the principles and goals of UNISIST. . . . . . . . . . . . . . . . . . . . . . . .

Introduction

Recommendation 17. The national or regional information agencies described in Recommendation I 5 should give increased attention to the requirements of modern information transfer networks, using advanced processing and communication facilities. Early efforts should be made to develop concerted policies in this area, involving bilateral or multilateral cooperation among UNISIST adherents. . . . . . . . . . . . . . . . . . . . . . . .

Recommendation 20. The existence of a qualified and adequately funded national structure for scientific research and development should be acknowledged as a prerequisite for the evolution of an effective scientific library and documentation network in any country. Subject to this condition, developing countries should consider the following actions as instrumental to the purposes of UNISIST: (i) the establishment of a central scientific and technical information agency, responsible for planning and coordinating the information resources; (ii) the establishment of cooperative agreements with other countries; (iii) promotion of the adoption of standards, methods, and procedures that might facilitate the integration of information services into a world-wide network.

Recommendation zr. The action of UNISIST with regard to the scientific and technical information needs of developing countries should be: (i) to provide a forum where on-going programmes of assistance to library and information services in developing areas may be discussed, irrespective of their organizational support; (ii) to propose guidelines for the establishment and management of effective information networks in developing countries; (iii) to toke part in the design of a few pilot projects, together with other competent international organizations,l aimed at assessing effective approaches for linking developing countries with UNISIST.

It is the purpose of this study, in accordance with the goals of UNISIST (Recommendation 2 I), to try to assist developing countries in setting up and extending national systems and centres of documentation and information. An integrated documentation and information system (Rec-

ommendation 20) should fit effectively into the development of science and economy in the country concerned, and make the best possible contribution to a clear-cut and concentrated management and planning of the country’s science, research and economy. In conformity with the Unesco recommendations concerning

UNISIST, and the results of several years of analytical activity,

I. Authors’ italics.

‘5

Function and orgmiration .fa national documentation cmtre

on the part of the FID/DC Committee,l the authors of the present study also agree that such development makes it appear reasonable to create national documentation and information centres (NDC) . According to its functions and tas’ks an NDC should guide, co-ordinate and supervise the documentation and information activities of the country concerned in such fields as natural sciences, technology, economy, or in certain specific areas. The formation and extension of an NDC means a concentration of staff and resources €or methodological, organizational and planning purposes in order to establish and develop a national documentation and information system for the benefit of all concerned (government agencies, universities and colleges, scientific institutes in economy and commerce). In this connexion, the promotion of, and participation in, international co-operation and the exchange of information are of particular importance. The following pages describe several possible variations of the

function, structure, main tasks and organization of a national documentation centre (NDC) in a developing country. The authors have drawn upon the paper prepared by a working

group of the FID/DC Committee entitled ‘Main Trends for the Improvement of Documentation and Library Services in Developing Countries’, by courtesy, made available exclusively for this study (the portions used are not specifically marked). The authors identify themselves with the following general

introduction:

The category of developing countries involves a very wide range of situations and needs. In determining the library and documentation requirements of these countries and the possibility of meeting them, it is essential to start from the conditions of the individual country. Perhaps here we might nevertheless generalize to some extent and recommend certain fundamental trends, without attempting to cover all the aspects invoked. The trends recommended are general and cannot represent a proper model for a particular country.

We have proceeded in the knowledge that the creation and improvement of documentation and library services in developing countries are ipso facto interdependent. The Iibrary services will

I. Study on National Structures for Documentation and Library Services in Cmtntries with Di@ercnt Levels .f Deuc@ment, with Particular Reference to the Needs .f Developing Countries, 1972 (FID/DC Study I).

16

Introduction

consequently have to be connected with documentation services working on a more active basis of information. This can be done under the necessary degree of government control by co-ordinating institutional or administrative measures. However, for financial, staff and technical reasons, national and

international collaboration logically implies a firm refusal to tol- erate the existence of outdated documentation and library services.1

I. See also: Unesco Programme 1971-76, 1971 (draft), p. 74, point 4.4- ‘Documentation, Libraries and Archives’, paragraphs 367-75.

‘7

I The terms ‘documentation’ and ‘information’

1.1 The term ‘documentation’ The terms ‘documentation’ and ‘information’ have recently under- gone a certain clarification with the emergence of documentation and information as a scientific discipline (also called ‘informatics’). Nevertheless there is still room for different opinions as to the exact wording of definitions. The authors consider it inevitable that, notwithstanding unavoidable disagreement over definitions, precise explanations of the contents of the terms should be given for practical purposes and mutual understanding. The term ‘documentation’ was originally derived from the word

‘document’. At first the word ‘document’ was used only in its legal sense, i.e. ‘the written determination of rights and situations in a legally prescribed form’. Later the word ‘document’ came to mean a material object containing fixed information for dissemination in space and time and for use in social practice. Several documents related to each other by their contents are often referred to as ‘documentation’, scientific documentation, technical documentation, etc. In 1905 the Belgian P. Otlet used the word ‘documentation’ in

a lecture at the International Economic Conference to mean the specific activity of gathering, processing, storing, retrieving and circulating documents. In a similar sense the term ‘documentation’ was used in 1920 in the name of NIDER (Nederlands Institut voor Documentatie en Registratuur) and defined by E. Hymans as the collecting, arranging and disseminating of all manner of data. In this sense, we should like documentation to be understood

‘9

Function and organization Of a national documentation centre

here as ‘making accessible contents relating to facts and figures, and arranging these facts and figures for the purpose of retrieval and presentation’. The authors therefore propose to define the activities involved

in handling documents, namely: gathering, checking and sorting out original documents according to their suitability for documentation; making the contents of documents accessible, and processing the documents; classifying and indexing; preparing the documents for storage and storing them; retrieving; presenting. Note that in the authors’ view, documentation is definitely

intended to serve as information, and where it cannot be made accessible for that purpose it does not serve the intended end. It is in this sense that the term ‘documentation’ is used through-

out this study.

I .2 The term ‘information’

The word ‘information’ is not intended in the philosophical sense. In its most general meaning ‘information’ can be regarded as the objective contents of the connexion between interrelated material objects. ‘Information’ is generally defined as meaning intelligence or knowledge communicated, and the communication of intelligence or knowledge. Many scientists consider that information is unprocessed material

representing a simple collection of data, whereas knowledge presupposes reflection and judgement as a result of which the data are compared and then classified in a particular order. This definition must, however, still be regarded as somewhat narrow. The authors agree with the opinion more and more frequently expressed that ‘scientific information’ means ‘logical information gained in a process of cognition, reflecting the laws of the objective world and used in a socio-historic context’. When it comes to applying the results and proposals of this

study, ‘information’ should therefore signify the ‘structure and qualities of facts and data, and the process of their dissemination’. It should be accepted as an important criterion for the work of documentation and information facilities that ‘information’ is new knowledge disseminated in accordance with the information requirements of the receiver. Information can only serve its purpose

20

The terms ‘documentation’ and ‘information’

if it contains new knowledge and meets the needs of the receiver for the fulfilment of his tasks in government, science, or the economy. By information science is understood a scientific discipline which

examines the structure and qualities of scientific information and investigates the laws, theory, history, methodology and organization of scientific information and documentation.

21

2 The role of the State in establishing and managing the national documentation, information and library system

In the opinion of the authors, action in favour of, and responsibility for, establishing and operating a system of documentation, information and library services must be regarded as important functions of the State. Both preparing and establishing such a system have to be seen as an inalienable part of State policy concerned with the nation’s economic and social development. Our views agree with those expressed in many studies and recommendations, especially the recommendations in the report of the Advisory Committee on the Application of Science and Technology Development for the Economic and Social Council of the United Nations (ECOSOC), and the Jackson Report. It should be noted in this regard that the participants in the

Symposium on Documentation Planning in Developing Countries held by the FID/DC Committee in Bad Godesberg (Federal Republic of Germany), in 1967, clearly requested that a project for such a system should be included in every national development plan. The tasks and functions of the State in establishing an effective

information system were repeatedly emphasized in the UNISIST study (see ‘Introduction’). State policy for the establishment and operation of a documentation, information and library system thus requires that there should be a responsible governmental agency with the necessary rights and obligations. It would be required to determine the fundamental aspects of management, planning and co-ordination.

22

The role of the State

2.1 The model of a documentation, information and library system

From what we know at present of operations research and from an analysis of reports and experiences from developing countries it is clear that the establishment of a national system of documentation, information and library services calls for a precise model showing the main elements of the system, its internal and external relations, its tasks, and the ways and means of accomplishing its main purpose. The model should be based on a systematic analysis of the existing situation that will lead to formulating the aim of the model. Elaborating a project and a model for the system must be regarded

as a complex and time-consuming effort, and we agree that the assistance of international organizations and experts from developing countries should be sought in working out the model. Work on the model for a documentation, information and library

system should cover the following: An analysis of the information needs of the users, taking into consideration the present and future number of potential users and their classification by qualification and specialization.

An analysis of the present state of documentation and library services and their performance.

A basic model of the documentation, information and library system; the function, organization and structure of the system with its main elements-the documentation and library centres.

A personnel project; the number of staff required for the documentation, information and library system, the proposed annual growth rate and a training scheme.

A model of the fundamental aspects of the documentation and information processes together with the required material basis; methods, systems and technologies for information processing; premises, equipment and material; determination of the specific requirements of the various parts of the system, and the necessary methodological and technological compatibility within the system, particularly in view of the introduction of electronic data processing and certain reprographic technologies.

The budget for the system which should include allocations from the State and from industry or other sources.

23

Function and organization of a national documentation centre

First of all, an analysis of the situation should be prepared. Wherever the documentation, information and library system is still in the initial stage of its development, the analysis should be confined to ascertaining the available sources of information and the information requirements of the country concerned. If, however, there is already a system with several centres, the analysis may be extended to include, as far as possible, the future application of electronic data processing and the microfilm technique. The analysis should be worked out in close collaboration with the

existing national, regional and international documentation and library centres as well as with international organizations, to make sure that the results of so extensive an inquiry will ultimately be put to the best possible use. Relations with foreign documentation centres, many of them

also likely to be at the first stage of their development, should be utilized to establish a regular exchange of experience. To avoid duplication in selecting, processing, storing and retrieving information, studies and research concerning questions of documentation and library services, and, particularly, the flow of information, should be co-ordinated internationally. Experience gathered over the years by international bodies has shown that the problem deserves unceasing attention.

2.2 The determination of priorities

The elaboration of the model of a system of documentation, information and library services requires, in the first place, an analysis of the priorities of a country’s economic, social and scientific development, together with a determination of the priorities of the documentation, information and library system, to make sure that the latter will be in proper relation to the development plans. Here, stress must be laid on the fact that in the light of over-all development the establishment of a documentation, information and library system must itself be one of the priorities of national progress. The determination of priorities is important also in regard to the

efficiency of the documentation, information and library system. The cost of setting up and running the system must be carefully studied. When, however, the system is proportionate to the develop-

The role .f the State

ment of the country in question, it will be possible to concentrate on main projects and tasks, and so achieve maximum efficiency. The priorities will undoubtedly vary from case to case, but we can generally agree with the statement of the Advisory Committee on the Application of Science and Technology to Development which said:

. . . the emphasis in developing countries is likely to be on the transfer of technical knowledge for relatively short-term and concrete uses, rather than on the immediate acquisition of all kinds of documents and data, as a matter of principle and for the more speculative fields of scientific investigation.

The priorities of the system will thus affect both the main fields and tasks, and the structure of the system, with certain aspects of information processing, information exchange, translation services, etc. becoming particularly important. No absolute model can be suggested to determine priorities in the

main fields covered by the documentation, information and library system but documentation centres and libraries should of course deal first of all with those fields which are the most important to a given developing country. Experience and analysis show that the following have a dominant

position in the documentation, information and library services of developing countries: science, technology (mainly information for industry) economy, agriculture, public health and education. The precise and detailed determination of the main fields will obviously be influenced by the general priorities in the country concerned. The different level of development of documentation and library services makes it difficult to determine the necessary minimum requirements for designing and planning national documentation, information and library systems, and to make generally valid suggestions. The present state of documentation facilities and libraries in

developing countries is described in the FID/DC Study I, op. cit. It reveals essential differences in the development of documentation and library services-not only between developed and developing countries, but also between the systems and facilities in developing countries themselves. This shows clearly that documentation, information and library services are quite often established without any precise concept or systematic approach, frequently owing their existence to mere chance. W e therefore list below what should be regarded as the minimum

Function and organization of 4 national documtation centre

activities of a national documentation, information and library system: Selecting, acquiring and collecting sources of information such as books, periodicals, patent specifications, standards and similar relevant literature, including the procurement of important sources of information from foreign documentation and library services by lending and exchange.

Arranging sources of information and making the said information accessible; processing sources of information into information media, such as catalogues, descriptions, indexes, etc.

Ensuring the necessary flow of information and the dissemination of information; issuing and circulating information media (secondary literature) and originals (primary literature), inclusive of lending and exchange.

Storing sources of information in certain order. Keeping records on stored sources of information.

2.3 Structures and main elements

When elaborating the model for a documentation, information and library system in developing countries, it must be taken into consideration that all parts of the system have to be integrated and clearly defined. The utmost attention must be paid to avoiding all duplication or

overlapping of documentation facilities and libraries. Where it occurs, and in developing countries it sometimes has its origin in history, it is bound to block further progress. W e are well aware that the documentation and library services

may have evolved along different lines in the various developing countries leading to the following basic types of relationship between documentation organization and the library services: An independent network of documentation facilities and an inde-

A chain of libraries only, with no network of documentation

A network of documentation facilities only, with no chain of

A network of documentation facilities that includes library activities. A chain of libraries that includes documentation activities.

pendent chain of libraries competing with one another.

facilities.

libraries.

26


One solution could be to develop an integrated network of documentation, information and library services, the two parts of the system working in close co-operation under the same governmental agency or under different but closely collaborating agencies. The model for the system must take into account problems of

centralization or decentralization, but these can be solved one by one. The first stage of setting up a system of documentation, information and library services will certainly necessitate the establishment of national documentation and library centres, and existing national libraries may be used for this purpose. Parallel with progress on the scientific and research side, some of the documentation services may be decentralized and specialized, subcentres may be established. Irrespective of the progress achieved in any one case, optimum decentralization presupposes a unified central methodology and co-ordination by the government. One essential aim of the model for the documentation, infor-

mation and library services is to determine the main parts of the system. At this point a few suggestions might be useful, and as they are all of a general nature they can be regarded as a possible basis for different developing countries. Reference could also be made to some models of developing countries. For details see FID/DC Study I, op. cit. The relevant chapters cannot be directly regarded as models but may serve as examples for solutions of one sort or another. The main elements of the system of documentation and library

services could be: The governmental agency for management, planning and co- ordination.

The national documentation centre. A network of specialized documentation centres to be gradually built up according to the needs of economic, scientific and technical development. There may be two kinds: (a) State-run centres; (b) specialized centres of private companies, industrial centres, research centres, etc.

The national library. A network of specialized libraries to cover information needs in

Specialized documentation centres concerned with patent, litera-

The system could be organized as in Figure I.

specific fields of science and technology.

ture, standards, etc.

27


and co-ordination of the documentation and library system

bibliography University libraries School libraries (Public libraries), etc.

National documentation Centre

Specialized (branch and local) documentation centres Special libraries

Patent office (collection of

Office of standards

FIG. I

2.4 The responsible governmental agencies and their functions

It must be clearly emphasized once again that the function of the State, and the methods used by it to guide, plan and co-ordinate the activities previously mentioned, are of paramount importance. The system should be based on binding legal regulations which define the main tasks, the structure and the interconnexions of the system.

Other instruments of State policy for the development and supervision of the documentation, information and library services, such as economic planning, direct allocations, funds, indirect financing by means of grants, methodological guidance, etc., should also be clearly defined. In connexion with the tasks and duties of the State in guiding,

planning and co-ordinating the activities of documentation and library services a word should be said about standardizing the main forms of these activities. Developing countries are advised to apply fully the recommendations of the International Standardization

28


Organization (ISO), and to draw upon the experience of developed countries. Also of importance are the governmental agencies to guide, plan

and co-ordinate the documentation, information and library organization. Here reference can be made to Recommendations I 5, I 7 and 2 I of the UNISIST study (see ‘Introduction’). In any case, only one governmental authority should be respon-

sible for the whole system of documentation and library services. A situation in which the documentation facilities and the library services are administered separately by different governmental agencies cannot be considered efficient. The question then arises as to which governmental agency should

administer the documentation and library services. Examples from developed countries show that such governmental agencies as ministries responsible for scientific and technical development are usually in charge of scientific and technical information as well. This may be a solution for developing countries, too. However, the priorities of any one country’s over-all development may lead to a different result; in the case of a low level of development of science and research responsibility for the system of documentation, information and library services may rest with another agency dealing perhaps with economic planning or education. The responsible governmental agency could fulfil the following

functions:

2.4.1 GENERAL PLANNING A N D PROMOTION

Elaboration of long- and short-term plans for the development and activities of the documentation, information and library system; a relationship with other parts of the national development plan.

Promotion of the system, technical and organizational projects, co-operation with regard to system analyses.

2.4.2 CO-ORDINATION

Of the activities of the documentation centres and library services to avoid duplication in exchanging information with foreign associates, in translating, storage, retrieval, etc.


Of training scientific personnel in the field of documentation and

Of research, development and design in the sphere of documen-

Of international co-operation and contacts with foreign associates.

information, as well as librarians.

tation and library services.

2.4.3 C 0 N S U L T I N G

Governmental agencies in the field of documentation and library services.

With regard to elaborating legal regulations of importance to the system of documentation, information and library services.

In the field of methodology, standardization and rationalization, classification, thesauri, etc.

O n documentation and information techniques, such as microfilming, electronic data processing, television, telex, reprographic methods, and the design of special premises for the requirements of documentation and library services.

The planning and co-ordinating body should be a collective organ rather than a large institution, for example a group of experts from various fields of documentation, information and library services with specific knowledge and experience. Such a body might work as part of a ministry or some other governmental agency, or be directly affiliated with the government. It might also be connected with the national documentation centre or the national library, in the interests of concentration and centralization (see also Appen- dixes 4 and 5).

Recommendations

RECOMMENDATION NO. I

I. The State bears a certain responsibility for establishing and operating a national documentation, information and library system in a developing country. The tasks and responsibilities of the State-which are primarily related to questions of management, planning and co-ordination-should be clearly defined.

2. The tasks of the State concerned with both documentation organization and the library and archives services should be carried out by one central govern-


mental agency, acting as part of a ministry or some other central governmental authority, or else directly affiliated with the government. In order to utilize concentration and centralization facilities, the agency may also form part of the national documentation centre or the national library.

RECOMMENDATION NO. I

I. A model should be worked out to serve as a basis in establishing a national documentation, information and library system in a developing country.

2. Work on the model for a documentation, information and library system should comprise the following: (a) an analysis of the information needs of the users; (b) an analysis of the present state of the documentation and library services; (c) a basic model of the documentation, information and library system; (d) a personnel project; (e) a model of the documentation and information processes, of library work, and of the material basis; (f) a budget.

3. The model should be based on the priorities of the national economy of the developing country. These priorities are the primary factors in determining the most important fields of the documentation, information and library system, but at the same time, establishment of the system should itself be a national priority.

RECOMMENDATION NO. 3

I. The documentation facilities should be effectively connected with the library services, and if possible with the archives as well, thus setting up an integrated network. Such integration should be secured primarily through management, and

not necessarily by means of a structure or organization. 2. The network of documentation and library facilities, with possibly the

archives as well, should be administered and co-ordinated by a central governmental agency (see also Recommendation No. I).

3'

3 Tasks and functions of a national documentation centre P C )

3.1 The term ‘national documentation centre’

The international conference of I971 on the establishment of a world science information system (UNISIST) and other international conferences and symposia, whose results have been given, inter alia, in reports and documents,‘ have produced a considerable amount of knowledge about the establishment and organization of documentation and information systems in developing countries. As was mentioned before, the experience and results communi-

cated at these conferences, and the material worked out by the FID/DC Committee show how important it is to set up, first of all on a national scale, a uniform system of documentation, information and library services in a developing country in order to ensure rapidly, efficiently and if possible completely, the collection, processing, storage and dissemination of the latest results and findings of science, technology and the economy. It is clear from Chapter 2 that the NDC is a major part of the

documentation and information system of a developing country. National documentation centres, varying in size and level, exist in numerous developing countries while others are making efforts to set up such centres. As was said in Chapter 2, as far as the State

I. These reports and documents are: ‘Development Information Clearing Houses, International Symposium, November 3 to 7, 1969, Berlin. Reports and Documents’; ‘Documentation Planning in Developing Countries, Symposium, November 28 to 30, 1967’, Bad Godesberg, FIDIDC; LJNISZST-Study Report on the Feasibility of a World Science Information System, Paris, Unesco, 1971; FID/DC Study I, op. cit.

32

Tasks and functions of an NDC

is concerned, one governmental agency should be responsible for the documentation, information and library system, possibly affiliated with a competent governmental authority (such as a ministry), or directly subordinated to the government, or included in the NDC. Beside the tasks to be carried out by the State, an NDC should

be in its field, as was said in the Introduction: A guiding, co-ordinating and supervising centre of the documentation and information activities in the country concerned.

It is the central task of the NDC to supply information to meet the information requirements of the various fields of the national economy. Its work should be primarily concerned with development priorities (see Chapter 2) in areas such as science, technology and the economy.

Thus the NDC has a guiding and co-ordinating function with respect to other documentation and information facilities in the country, and an executive function which is to process information in the NDC itself.

This makes the NDC the central specialized institution for the development, on a national scale, of a country’s documentation and information system. Recognizing the need to establish and develop an NDC does

not necessarily imply the foundation of a completely new institution involving considerable outlay on premises and staff. It would be more appropriate to start with existing documentation andinfor- mation facilities or partial systems of documentation and information, and think in terms of developing the national library services. The NDC must be, both now and in the future, an integral part

of the management and planning of the national economy, and of the promotion of science in the country concerned. At this point we wish to emphasize once more that both the NDC and other documentation and information facilities, i.e. the entire documentation and information organization of a given country, cannot exist independently but must always contribute to effective management and planning in the interest of a successful national economy. An NDC should, first of all, fulfil duties of service to the nation

within the national borders, but it could, and as far as necessary should, accept tasks at international level as well (co-operation with other countries and institutions). It should be mentioned in this regard that the title of the central

documentation and information facility in a developing country is

33


not at all the determining or decisive factor. The essential point is rather that it should fulfil the tasks and functions defined above. The various studies covering similar problems use such terms as information centre, information and documentation centre, and, in a broader sense, ‘information clearing house’. W e have chosen the term ‘national documentation centre’ because the first thing that matters in establishing an NDC, besides determining information requirements, is to create the prerequisites for the technological process, i.e. for the working stages of documentation. This does not disregard the fact that, as was mentioned earlier, documentation has to serve quite definitely the purpose of informing the users and the various institutions in the country.

3.2 National conditions and prerequisites

It is the national conditions and prerequisites, i.e. the socioeconomic situation, that govern the establishment and organization of a national documentation and information system. The level of information interconnexion and the volume of information requirements depend on the level of social and economic development. A clue to a country’s level of development can be provided by

the following key figures of the national statistics: gross and net national product; investment (extent, distribution, trends); assets (distribution, development trends); population gainfully employed and income (professional and educational patterns); industries (number of firms and employees, gross and net output, etc.); building industry; crafts; agriculture and food production; transport; domestic trade; foreign trade; standard of living; education; culture; public health; population. The FID/DC Study I, op. cit., gives the following statistical key

figures for the differentiation among developing countries, and for their categorization: population; growth of population over the last several years; gross national product per catita; growth rate of gross national product over the last several years; size of territory; production of books; circulation of general newspapers and periodicals; other periodicals. These key figures make it possible, in the first place, to draw a direct socioeconomic comparison and, following that, a comparison with certain information services in

34


other countries. In addition, they make for an accurate perspective in assessing potential information requirements. The above-mentioned Study I of the FID/DC Committee should

be referred to in connexion with specific plans and operations. How important are such numerical data, and where do we start

from if some or even most of these data are missing? To begin with, something should be said about the importance of the key figures in national statistics: Exact information or approximate figures concerning the popu-

lation, its structure, social life, labour productivity, etc., provide an appropriate basis for planning the development of documentation and information activities, and for making effective use of available resources. They further make it possible to arrive at a properly interrelated development of partial systems of documentation and information. Importance has to be attached in this respect primarily to the priorities of the national development policy-as was explained in Section 2.2. The following are some examples: Statistical data and plans concerning the State and its investment policy are of prime importance for the documentation services, and thus also for an NDC. If they show, for instance, effected or planned investment in water supply, the railway system and the textile industry, the main areas of documentation and information can be deduced from those priorities for a certain period of development. At the same time they offer important guidelines for timing the collection and dissemination of information, since relevant information from international science must be made available well in advance.

Statistical data and analyses of science and industry reveal to the NDC or other documentation facilities the type and frequency of users to expect. Should the data indicate, for example, that investment in water supply is concentrated on one or two projects, and planned and supervised in a scientific and technical centre (e.g. a dam with irrigation systems and power plants), the receivers of technical and scientific information (the users) can be precisely determined by institution, locality and (possibly) name. This results in specific and clear-cut information relations between the NDC or other documentation facilities, and the users. O n the other hand, if statistical data concerning the pattern of

the textile industry, for example, show a large number of small

35

Function and organization of a national donrmentation centre

and medium manufacturers to a certain extent co-operating with one another, the NDC or other documentation facilities are faced with complex problems of passing on their information and have to resort to bulletins, technical journals, or special information services. Such data can provide the NDC or a subcentre with important clues to the information requirements of small and medium manufacturers individually unable to find out about, and obtain, the information they need.

Statistical data on education and culture give an NDC generally valid indications for its practical documentation and information activities. An insufficient command of foreign languages on the part of the users of an NDC or some other documentation facility leads to a great deal of translation work. If many of the users know a foreign language-which is generally the case-it is then easier for the NDC or subcentre to spread information in that language, but a much more important responsibility then emerges. Widespread knowledge of a foreign language leads to a more rapid absorption of new findings originating in the ‘mother country’ of that language, while at the same time information in an unfamiliar language tends to be neglected. The developing countries have on many occasions pointed out that the ‘mother countries’ of a language capitalize on this. The NDC or subcentre is thereby landed with the important responsibility of making information published equally accessible in the unfamiliar language. The development aid accorded by highly developed countries should therefore include provision for making their findings and information available in the language understood by the people concerned. In this way no time would be lost in translating.

These examples underline the importance of statistical key figures for the development of the documentation and information centre of a developing country. They show at the same time, however, that in the absence of such data similar results may be achieved by reasonable estimates. The following should be added with regard to the initial situ-

ation in developing an NDC when there are few or no data concerning social development: It is generally true that a documentation and information organization cannot function without a proper knowledge of the structure and number of its users. That is why empirical data on the

Tasks and functions of an JVDC

structure of users, the subjects they are interested in (priorities), their location (number of users in government, universities and institutes, other fields of the national economy, etc.) have to be collected and continually supplemented.

Details concerning the information requirements of users (as well as potential users) can be obtained, for example, from institutions or persons by direct inquiry, and deduced from the plans and budgets oforganizations. In that way the NDC or other central documentation facilites come to know the areas on which to concentrate their efforts to gather information (compare Section 4. I).

Every attempt should be made to prepare an analysis of the state of development of the documentation, information and library services as a basis for all further action. To facilitate a clear judgement on the initial situation, the

analysis should throw light on the following problems: The degree to which the requirements of important agencies of the State and the national economy are met, together with a specification of particularly urgent information needs.

The availability of important sources of information in existing documentation facilities and in libraries.

The present role and responsibility of the government in regard to the formation of the documentation system and the library services.

The structure of the existing documentation and library services in regard to branches of science and economy; a distinction between public and private documentation and library facilities.

Tasks and functions of the existing documentation and library facilities.

The staffing of existing documentation and library facilities; the number of trained or partly trained documentation and information specialists and librarians; what users know about documentation activities.

The management and planning of documentation and information activities (particularly subject-oriented information planning).

The application of filing, storage and retrieval systems for documentation and library services; methods of compiling summaries and indexes, etc.

The use of documentation, information and library techniques in existing facilities.

37


The communication of information and knowledge concerning documentation and library services, in both scientific and easily understandable terms;

The level of education of documentation specialists, librarians and users.

The degree of international co-operation. In this connexion the following questions are of principal importance: What is supplied by whom to whom, in what form, for what

What is received by whom from whom, in what form, for what

A list of major State and other organizations supplied with information material from existing documentation facilities and libraries, together with answers to the questions above, are an essential basis for determining information requirements, and thus the future activities of an NDC and other documentation facilities. A situation analysis consequently tries to ascertain the state

of affairs in documentation and library services, after which it can specify goals for the establishment of an NDC and a national documentation, information and library system. (Compare FID/DC Study I, op. cit.; this study provides further information about the way to work out an analysis.)

purpose?

purpose?

3-3 Tasks and functions of an NDC

Various documents issued by the United Nations, its Specialized Agencies, and the FID raise the question as to the difference between a State-run and a national documentation centre. Although this question of terminology should not be given primary importance, the authors wish to express their agreement with Section 3.2.3 of the FID/DC Study I, op. cit., according towhich anNDC is to be regarded as an institution whose tasks and services cover the whole country. The documentation and information activities of an NDC should normally comprise all branches of science and the economy, or at least a selected number of important areas according to the national priorities. In this sense, a documentation centre whose activities are confined to a specific branch of science, a particular


subject, or a certain geographical region could not be called an NDC, but would have to be regarded as a specialized or regional documentation centre. A State-run documentation centre, on the other hand, would be an institution operated and financed directly by the government. Thus a governmental agency for documentation and information, acting, for example, as part of a ministry or another State organ, would be defined as a State-run documentation centre. It is not to be excluded, however, that an NDC may be a State institution. A point in case is the VINITI in the U.S.S.R. which is a large general national documentation centre. Centralization or decentralization of documentation and infor-

mation poses another problem. In United Nations documents1 reference was made as far back as in 1963 to the advantages and drawbacks of centralization and decentralization, one of the views expressed being that each of the various branches of science should have its own documentation centre. Another opinion was that a centralized documentation facility could operate more efficiently, saving on personnel and equipment by using, among other things, various possibilities of mechanization and automation. It seems to us, in the light of wide experience, specialized litera-

ture, and personal knowledge, that a developing country should aim at establishing a central NDC in the first place, in order to capitalize on the possibilities of rationalization, thus ensuring a high degree of efficiency from the very start. This entails central guidance, co-ordination and supervision of the development and operation of the entire national documentation system. It might be considered in future long-term or short-term phases of development whether or not the national conditions warrant the establishment of additional specialized or regional centres. The prevailing opinion is that this will be necessary in the majority of countries, and in a large number of countries it has already been done. Study I of the FID/DC Committee, op. cit., however, also quotes instances of development in reverse order, especially in industrialized countries, i.e. from decentralized documentation facilities to one central organization; but this should not be the rule in developing countries.

I. Such as ‘Science and Technology for Development; Report on the United Nations Conference on the Application of Science and Technology for the Benefit of the Less Developed Areas. Vol. VII: Science and Planning’.

39

Function and organization of a national documtation centre

3.3.‘ SPECIFIC FUNCTIONS OF A N NDC

It is the purpose of systematic and scientific documentation and information activities to: (a) build up reliable channels of communication between the various branches of science and other areas of the national economy; (b) ensure a systematic exchange of scientific information; (c) supply scientists and experts of all fields in an efficient manner with scientific information concerning the steadily expanding and increasingly complex research and production processes. Some scientists define this as ‘effecting the necessary communi-

cation between scientists and specialists in different fields of science as well as within one scientific discipline’. They consider it a top priority for documentation and information services to remove the so-called barrier of terminology and ensure that information is comprehensible to all interested users. W e regard this as an important task for an NDC. Central activities of documentation and information are to control the flow of information and to meet the information requirements of certain users or groups of users at various levels of government, science and the economy. Scientific documentation and information is not merely a form

of communication within science, but also the form of communication between science, research, development, technology and production. The productivity of scientific work can be raised by increasing

specialization and division of labour. The division of scientific activity into theoretical and experimental work is increasingly pronounced, leading many scientists to the conclusion that scientific documentation and information is growing in importance as a third type of scientific activity. The productivity of scientists in all fields can be considerably

increased by a drastic reduction of the time and labour spent in looking up and collecting information. This can be done only by employing documentation and information specialists or using special documentation and information facilities. Table I shows how much time scientists spend in obtaining necessary information. This must have a bearing on the tasks of an NDC. As we said before, an NDC should act as a guiding, co-ordinating

and supervising centre for documentation and information normally concerned with several fields, but it can also be geared to


TABLE I. Distribution of scientists’ working time (as percentages)

Odd Search for Study of Creative jobs information information work

Disciplines frequently in the news IO 10-20 10-20 50

Physicists in the German Chemists in the United States IO 15-25 15-15 36

Democratic Republic IO 15-25 10-25 40

single specific fields of science or other areas, provided it covers the whole country. The methodology and techniques described in this study may

be applied to both versions, but in the authors’ view, and judging by the experience of others, a centralized NDC with a guiding, co-ordinating, and working function for several fields would be preferable. The following chapters are therefore written primarily with this in mind. Consequently, the activities of an NDC should be concentrated

to begin with on a country’s science, technology and economy. Under present conditions of development, a central control of scientific documentation and information by a centralized institution (NDC) is of importance to all developing countries within the framework of over-all management and planning, as was explained in the preceding chapters (compare also Appendixes I, 2, 3 and 6). The functions of an NDC directly derived from its main tasks

should include: (a) information supply; (b) research and development in the field of documentation and information; (c) guidance, planning, co-ordination and supervision of the national documentation and information system; (d) training; (e) international co- operation; (f) a specialized library. These functions are described in greater detail below.

3.3 . I . I Information supply

This comprises central tasks of information procurement, processing and storage; the keeping of a central store of information which can be linked to decentralized stores of specialized documentation centres; central tasks of making available and disseminating

4‘


information of importance to the national economy (services of an NDC). This entails the following major responsibilities:

The NDC should, in keeping with its over-all tasks, build up a central information fund on the basis of previously determined information requirements, taking the necessary measures to procure and process information.

The core of the information fund should be an information store, organized in such a way as is compatible with existing or planned information stores of associated specialized documentation centres and other documentation facilities.

The methods of storage and retrieval (the use of classifications, catchword systems, uniterm systems, descriptor languages) are to be determined in accordance with the national level of development and present and future demands on the documentation and information services. With a view to further development in the years to come, systems of information retrieval should be used that can eventually be switched over to computer- controlled storage and retrieval.

The NDC should, in conformity with the profile of demand, issue information media containing information that is already processed. The contents of relevant sources of information should be described in a condensed and easily understandable way. Such publications may be both bibliographical and subject-oriented.

The services of the NDC should further include, in agreement with the responsible governmental agency, consultation on theoretical and practical problems of documentation and information, as well as certain technical and organizational services (translation, printing and reproduction, microfilming, and possibly electronic data processing)-see also Chapters 4 and 5.

3 .3 . I .2 Research and develojment in the jeld of documentation and information

Unesco has taken the initiative towards setting up an international information system for research in documentation (ISORID, circular letter C1/2165). An NDC as the central national institution concerned should assume, in agreement and close co-operation with the responsible governmental agency, the function of a national research centre under ISORID, responsible for

42


relations with the Unesco Secretariat in this field, as well as for international co-operation in general. This includes the following tasks:

The NDC should, on a national scale and within the scope of its possibilities, carry out basic research on the development of the science of documentation and information.

The NDC should assume a central responsibility for important theoretical and methodological tasks concerning the establishment and development of a national documentation and information organization, with a special view to the development of the NDC. These tasks should include the following: (a) investigation of information needs (information catalogues and subject lists); (b) the organization and modelling of documentation and information systems and facilities; (c) the preparation and development of information retrieval languages (classifications, thesauri, systems, computer-based information retrieval languages); (d) the elaboration of further basic theories for the efficient organization of the collection, processing, storage, retrieval and dissemination of information.

In addition, the NDC should supervise and co-ordinate research and development undertaken by associated documentation facilities.

3,3. I .3 Guidance, planning, co-ordination and sufieruision of the national documentation and information system

The guidance and over-all planning of the existing or envisaged national documentation and information organization should be handled by the NDC under the supervision of the responsible governmental agency, so that the advantages of centralization, and the possibilities of co-ordination connected with it, may be fully utilized. Another possibility would be to have a national documentation and information system elaborated by the responsible governmental agency, in which case the actual organization and realization would have to be co-ordinated by the NDC. The management and planning of the national documentation

and information organization, with a special view to the activities of the NDC, should comprise the following: Forecasts and long-range assessments of the development of the national documentation and information system.

43

Function and organiration of a national documentation centre

The over-all planning and control of national documentation and information activities as part of the national economic plan aimed at meeting as fully as possible the information requirements of certain groups of users.

The planning and co-ordination of activities and co-operation on an international scale (see also Section 4.2).

3.3. I .4 Training

This comprises guidance and co-ordination of training in documentation and information at national level, and co-operation on an international scale. The NDC should guide and co-ordinate training in documen-

tation and information in close collaboration with the responsible governmental agency and other State organs. It should work out the relevant scientific principles (see also Chapter 8).

3 .3. I .5

Acting on behalf of the government, the NDC as the central institution in its field should be responsible for international co-operation on a bilateral or multilateral basis. Here again, another possibility would be to leave international co-operation to the responsible governmental agency; bearing in mind, however, that some kinds of international division of labour and information exchange would then be, for objective reasons, the task of the N D C . The following forms of co-operation are possible: (a) division of

labour in processing scientific information and making it accessible; (b) exchange of scientific information; (c) exchange of experience in the field of documentation and information; (d) participation in the work of international organizations (Unesco, particularly the UNISIST project, UNIDO, FID, IFLA, etc.); (e) scientific and technical assistance (see also Chapter 9).

International co-operation

3 .3 . I .6 Th sjecialized library

A n NDC should naturally have its own specialized library equipped with everything necessary for NDC activities and forming an integral part of the centre. The same holds true, in the opinion of the authors, for other documentation and information facilities

44

Tusks and furtctirms of un NDC

in the country. Furthermore, the specialized libraries required for current activities, especially in documentation and information, should be part and parcel of every such facility. It so happens that, apart from what was said above, there is a

developed library system in almost every country. A documentation and information organization has frequently emerged in addition to, or based upon, the library system and enjoying a close working and information relationship with that system. Where this is not yet the case, such a relationship ought to be established. The relationship between the two systems could be developed

under the following structural and organizational aspects: (a) integration of the two systems; (b) co-ordination of the two systems; (c) comparatively independent operation of both the documentation and the library system. Since relatively separate operating would be in contradiction

with the findings of the science of documentation and information, the only aspects worthy of discussion are integration and co-ordination. Although it is sometimes held in professional circles that the library services are part of documentation and information, we should base ourselves on the present stage of development in the world (except for Belgium, Canada, United Kingdom, United States and some other countries) and view integration as a possible future objective. W e therefore suggest as goal for the time being an effective

co-ordination under a central governmental agency, with both the NDC and the national library of the country concerned subordinated to that agency (see also Section 2.4 and Chapter 7).

Recommendations


I. The elaboration of a model for the documentation, information and library system of a developing country should be based on an analysis of the present level of development of the documentation, information and library services (see also Recommendation No. 2).

2. The analysis in question should be based on the socioeconomic development and the national conditions and prerequisites of the developing country, with reference to the following: (a) the degree to which information requirements are met; (b) the availability of important sources of information in

45


existing facilities; (c) the present role and responsibility of the government; (d) the structure of the existing documentation and library services; (e) the tasks and functions of the existing documentation and library facilities; (f) the staffig of the existing documentation and library facilities; (8) the management and planning of documentation, information and library activities; (h) the application of the filing, storage and retrieval systems; (i) the application of documentation, information and library techniques; (j) the cost of existing documentation and information facilities; (k) the training of documentation specialists, librarians, and users; (1) the degree of international co-operation.


I. A n NDC should be a major part of the documentation and information system of a developing country.

2. Apart from the tasks and the responsibility of the State, an NDC should: (a) in its field be a guiding, co-ordinating and supervising centre for the documentation and information activities of the country concerned; (b) see as its essential task the supply of information to the various branches of the national economy; (c) concentrate its activities on the priorities of the national development policy, for example, in the fields of science, technology and the economy.


The functions of an NDC should comprise the following: (a) information supply; (b) research and development in documentation and information; (c) guidance, planning, co-ordination and supervision of the national documentation and information system; (d) training; (e) internationaI co-operation; (f) a specialized library.

4 Principal fields of activity of an NDC

This chapter attempts to describe the principal fields of activity of a documentation centre without in every case establishing the proper relationship between the size of a documentation facility and the fields of science covered by it. The described methodology and equipment consequently apply to smaller as well as to larger documentation facilities (see also Appendix 7).

4.1 Information needs

Satisfaction of the user’s information needs may be regarded as the ultimate objective of any documentation and information establishment, and thus of all documentation activity. To achieve that objective it is first of all necessary to know the information needs. The following are some preliminary remarks of a general nature: All persons engaged in working, all firms, and all institutions need information for the fulfilment of their tasks. All information so required is part of the information needs.

The specific and effective determination and satisfaction of the information needs calls for highly qualified documentation and information specialists.

It is little use preparing and taking measures to determine information needs in the absence of the staff, resources and organization for the determination and satisfaction of those needs.

If these are lacking, an attempt should first be made to supply information without determining needs, merely on the basis of information orders received, of a certain experience, etc.

47

Function and organkation Pf a national documentation centre

It should be clearly understood, however, that purposeful, efficient and up-to-date documentation and information, and documentation and information planning, are hardly possible unless information needs have been determined.

At the same time it should be emphasized that the users and receivers of information also have some responsibility in determining information needs and should actively co-operate by supplying full details about the specific knowledge they have in their fields and stating the problems to be solved.

The determination of information needs should be based on the following considerations: The authors understand by information needs all information objectively required for the fulfilment of the social and professional tasks of the receiver.

The first prerequisite for satisfjring information needs is consequently to determine those needs, since that is the basis for any effective planning, collection, processing, retrieval and dissemination of information.

The NDC should, in conformity with its tasks and functions, guide and co-ordinate the determination of information needs in important areas of the country by preparing scientific and methodological principles of work.

As was said before, information needs can be determined only if there is close co-operation between the NDC, or other documentation facilities, and the users. Specific needs can be determined on the basis of: (a) self-analyses prepared by users; (b) inquiries and interviews; (c) information orders submitted by users.

4.1.1 SELF-ANALYSES OF USERS

By self-analysis is meant that the user, on the basis of a pattern given to him, himself determines his information requirements in accordance with his tasks, functions and activities. In this way the user or potential receiver of information is given the opportunity to define his information needs and report them to the documentation facility.

Principalfilds of activity of an flDC

4. I .2 INQUIRIES A N D INTERVIEWS

Once again there is a certain pattern, consisting of discussions between documentation and information specialists and users. The results are summed up in a written report.

4.1.3 INFORMATION ORDERS OF USERS

Orders and instructions are collected from users and should again be placed in accordance with a fixed pattern.

Further sources that may be used to determine information needs are plans of State agencies, business reports of companies and organizations, reports on the tasks and functions of important institutions, development schemes of companies and institutions, etc. Attached to this study are a specimen information order form as

used by the documentation and information facilities of the German Democratic Republic, and a possible pattern for determining information needs (see Appendixes 8,g, 20). It is practical when determining information needs to classify the

users according to their tasks and functions. Dividing the users into groups or categories with the same or similar information requirements makes it easier to supply the same or similar information to a large number of users. Where a certain information fund already exists in a given

documentation facility it is recommended, for the easier determination of information needs, to prepare a catalogue (lists of information) for users giving a general idea of available information possibilities. The compilation of information lists serves the collection,

recording and systematization of the information fund already available in the information facility concerned. These lists may be considered as analysing the information sources available to the facility, and they form an important part of the preparatory work for determining information needs and for preparing information catalogues. The information catalogue of the documentation facility contains

all the information needs of the users split up into groups. The catalogue is drawn up by the documentation facility with a view to

49


determining information needs, the underlying idea being that objectively required information is recorded once and for all in a unified system in order to control the flow of information and meet the information requirements. The information catalogue must therefore give a rough breakdown of the required information, indicating the sender, the receiver, the form of the information, deadlines of supply, etc. The catalogue is an essential means of organization for an NDC, and should be SO arranged as to be valid for a considerable period of time (see Appendix 8). The information catalogue should be supplemented by specific

details concerning information subjects, deadlines, information carriers, etc., given in a subject-oriented information plan as explained in Section 4.2.

4.2 Information planning

Information planning is an important element in the controlled and co-ordinated operation of a documentation and information system. Information planning ensures: (a) a planned organization,

execution and supervision of documentation and information; (b) an efficient organization of the flow of information and of the satisfaction of information requirements; (c) the elimination of subjective and accidental information. Experience has shown that all the essential processes of a

documentation centre’s information activities can be planned. The preparation of partial plans can be based on the method-

ological and technological chain of information processing, as shown below:

Methodological and technological chain

Sources of information Selection according to needs

Procurement

Filing, recording, making accessible for bibliographical and practical purposes, analytical and synthetic processing

Information planning

Information list Information catalogue, subject-

Procurement plan, purchasing pro-

Plan of documentation processing

oriented information plan

gramme

PrincipalJelFelds of actiui9 of an NDC


Microfilming, storage Storage plan Retrieval Retrieval plan Processing into information media

Reproduction Printing and reproduction plan Dissemination Information flow plan (information

Utilization by receiver


Plan of information media, publishing plan

catalogue), dissemination plan

oriented information plan Information catalogue, subject-

Planning may also be extended to include the following:


Advancement of information tech- Plan of information techniques and


niques and equipment, rationalization gramme

Efficiency of information and documentation

equipment, rationalization pro-

Plan of information economy, budget, cost plan, calculation of costs per operation

Training Training programme

This survey is intended only to show the possibilities of information planning in connexion with processing information, and it is not suggested that every one of the phases described should inevitably be planned. The volume of planning depends rather on the tasks and functions, and the staff and resources, of a given documentation facility.

It is nevertheless recommended that the NDC should at least work out and use the following basic plans for organizing documentation and information: (a) annual working plan, budget, procurement plan; (b) subject-oriented information plan.

4.2.1 ANNUAL WORKING PLAN, BUDGET, PROCUREMENT PLAN

The annual working plan is a major means of organization and operation and should cover all major activities of the NDC for the

5'


year. The budget should comprise the NDC’s financial and budget planning and the procurement pian should show the activities scheduled to procure sources of information.

4.2.2 SUBJECT-ORIENTED INFORMATION PLAN

The subject-oriented information plan is of particular importance for actual documentation and information, and will therefore be described in greater detail. First of all we must make it clear that by information subjects we understand the clearly defined information tasks indicated by the information user. These tasks are derived from the functions and duties of the user, requiring specific information from the documentation facility. The subject-oriented information plan is the summary of the information subjects arranged in a certain order. The plan is worked out, after the information needs have been determined, on the basis of the information catalogue. In this way the subject-oriented information plan directly contains the information tasks of an NDC and so becomes the most important working instrument of the documentation facility. Also of use in elaborating the subject-oriented information plan are documents and plans of important research and development projects, schemes of major industrial and economic undertakings, essential projects in agriculture, long-range information requirements of users, etc. It should be noted that the subject-oriented information plan

need not comprise all the information tasks of an NDC (such as, for example, short-term information orders concerning current affairs, etc.), but should concentrate on the main tasks of the documentation facility. The subject-oriented information plan is naturally a prerequisite for the well-channelled dissemination of information, and thus for the best possible satisfaction of the information requirements of the user over a longer period of time. The plan makes it possible to co-ordinate information tasks, and consequently is at the same time the basis for collaboration between several documentation facilities. A subject-oriented information plan may be arranged as a card index with standing cards, or as a loose-leaf collection. A possible solution for the arrangement of the subject-oriented information plan is attached to this study (Appendix 9).

52

Principalfields of activi@ of an NDC

4.3 Information offered

4.3.' INFORMATION AVAILABLE, INFORMATION OFFERED

Information available comprises the sum of existing information sources, it covers all new knowledge. Information offered is the amount of information selected from information available and supplied to the user in the form of primary documents or information media (secondary sources). The NDC should make important sources of relevant information accessible from what is available at home and abroad and disseminate them as information offered. The user can be kept informed of what is offered by the NDC's catalogue or information list (compare Section 4. I). The activities described here are based, among other things, on the information catalogue and the subject-oriented information plans (compare Section 4.2).

4.3.2 SOURCES OF INFORMATION

Sources of information are defined as information contained in material or immaterial information carriers (i.e. media used to record, store or transmit information, such as paper, index cards, punched cards, punched tape, acoustic or electromagnetic waves, magnetic tape, film). Sources of information include, for example, documents, discussions about specific subjects, lectures, broadcasts, etc., which impart knowledge and experience important to scientific documentation and information. The sources of information may be broken down into optical,

acoustic, audio-visual (such as telecasts, sound films), and tactile ones (such as documents in braille). Optical sources of information are further divided into graphic

(literary and illustrative) and plastic ones (such as coins and seals). Scientific documentation and information are primarily based on

literary sources of information, that is, on documents containing any sort of written information (e.g. scientific, technical, economic) in any form (e.g. handwritten, printed), affixed to a material information carrier. They serve for instruction, study or evidence and may be included in a collection (such as an information fund).

53


Literary sources of information include primary, secondary and tertiary documents. A primary document is an original literary source of information

resulting from scientific work and containing new scientific knowledge or new interpretations of known ideas and facts (such as monographs, articles in periodicals, doctoral dissertations, reports). By secondary documents are understood literary sources contain-

ing information derived from primary documents and arranged under logical and factual aspects (such as annotations, surveys, library catalogues, bibliographies, other information media of documentation facilities, etc.). There are consequently sources of information at the beginning

(input) and the end (output) of the processing cycle in documentation and information. A source of information is created by an author (or a group of authors) , after which it enters the processing cycle of documentation and information. Processing, which is done mainly inside the facilities of the system of documentation and information, results in new, condensed sources of information (secondary sources) that are passed on to the user for utilization. Besides primary and secondary sources (information media) ,

sources of information include, in our opinion, auxiliary literature as well, i.e. printed or written material (such as dictionaries and reference books) of assistance to the documentation and information specialist in his work (see also page 7 I). We attach to this study two schemes on the ‘position of the sources

of information in the processing cycle of documentation and information’ and the ‘order of the sources of information according to their position in the processing cycle’ (see Appendix 13).

4.3.3 SELECTION A N D PROCUREMENT

The selection and procurement of relevant sources of information by an NDC should be based on: (a) the profile of users (according to their position, functions and tasks); (b) the information catalogue and the subject-oriented information plan; (c) information orders. The sources of information must reflect information needs. All action necessary to procure information should be included in the procurement plan (compare Appendix I 0).

It is recommendable, in keeping with what was said before, that

54

Principalfields of utivi& of an NDC

the NDC’s procurement activities should be concentrated at first on such fields as science, technology and the economy. In order to avoid duplication in procurement, especially with

regard to foreign literature, efforts should be made to have all procurement activities co-ordinated by the NDC at national level. Associated documentation and information facilities, if any, should therefore submit their procurement plans to the NDC in good time. The ordering of information should be thoroughly rationalized by

using standards and standard forms. All sources of information procured in accordance with infor-

mation needs are to be formally accepted by the NDC on arrival. This includes inspection, price check, registration of expenses and cataloguing. In view of its importance within the NDC, such work should be

done by specialists thoroughly conversant with library science. The growth in available information calls for an increasingly

exact selection and evaluation of the sources of information to be processed and disseminated. It is therefore a prerequisite for assessing the possible use of a source of information that the documentation specialist should have a certain knowledge of: (a) the problem which the source of information is supposed to help solve; (b) the work already done to solve the problem; (c) the user’s knowledge and general working method. The decisive criterion for assessing a source of information, however, is its specific content. Since in many cases the documentation specialist has neither the

time nor the detailed knowledge to fully evaluate the content of a source of information, and it is often necessary to decide on the procurement, for a certain task, of sources of information about which nothing more may be known than some bibliographical data, we suggest the use of certain auxiliary criteria for evaluation: Country of publication. Does the country play a leading role in the field concerned?

Author. What is the author’s reputation? What are his special characteristics as scientist and author?

Publisher. What are the publisher’s scientific reputation and special characteristics?

Time factor. The year of publication and the tempo of development in a given scientific discipline make it possible to draw conclusions as to the degree to which the information is still up to date.

55

Function and organization ofa national documentation centre

Categov. Is the source of information of a kind or category likely to

Availability. Is it possible to get hold of the source of information? Timing. Will it be possible to procure and process the source of information soon enough for it still to be utilized in solving the problem in question?

Cost. Is the cost in money, manpower and time needed to procure and process reasonably proportionate to the anticipated use?

Accessibility. Is it difficult to make the source ofinformation accessible (possible language problems)?

Form. Does the form (the way in which the content is described and graphically illustrated) allow the source of information to be used to solve a given problem?

The use of these auxiliary criteria facilitates a first evaluation and contributes to decisions with regard to procuring sources of information.

solve the problem in question?

4.4 Storage and retrieval

Depending on the information needed, the user requires bibliographical data or other specific information. It is the duty of documentation facilities and libraries to put this information at the disposal of the user in the proper way. The sources of information must therefore be accessible both formally (bibliographically) and as to their contents (see Appendix I I).

4.4.1 MAKING INFORMATION SOURCES ACCESSIBLE

Sources of information are made accessible so as to prepare the knowledge they contain for dissemination. This involves the registration of bibliographical data, classification, indexing and summarizing, so that the sources of information become suitable for storage and retrieval, and may then be used for dissemination and for the preparation of information media. Sources of information can be made accessible: (a) bibliographically (by registration of titles, preparation of title lists, literature surveys, catalogues, bibliographies, etc.-see Appendix 12); (b) as to their contents (by annotations, summaries, catchword references, indexes).

56

Principaljiefds of activity of an NDC

It will certainly not be necessary to elaborate on conventional methods for making information sources accessible since these methods are generally known. Information to be made accessible and stored comprises, for

example, new findings, views, hypotheses, experiences, etc.

4.4.2 s U M M A R I E SI

The most common method of describing the contents of sources of information continues to be the preparation of summaries informing the user about the most important aspects of the contents of a source in such a way that he can decide whether or not it will be worth while to read the original. However, a summary is not intended to supersede the original. The following are some of the methods of summarizing in use in the German Democratic Republic and other German-speaking countries: (a) the descriptive method; (b) the summarizing method; (c) the analytical method; (d) the structural summary; (e) the positional summary. A summary should be prepared on every important source of

information stored in an NDC. Summaries may be distributed either directly, on the basis of information orders, or by way of information media, for example as card indexes, newsletters, or through automatic information processing (see Appendixes 14 and 15).

4.4.3 ARRANGEMENT SYSTEMS

In documentation and information, documents, document registers and facts may be arranged as follows: (a) alphabetic arrangement (by letters); (b) numerical arrangement (by numbers); (c) alphanumeric arrangement (by letters and numbers). These methods are generally known. By an arrangement system the authors understand the systematic

array of terms or ordinal numbers with terms, put together in a general survey, where the individual subjects or areas can be grouped in a certain order or a more or less logical sequence.

I. The terms ‘summary/summarizing’ are used throughout this study as synonymous with ‘abstractlabstracting’.

57


Arrangement systems are used in documentation and information for: (a) indexing documents, document registers, facts and inquiries by users; (b) arranging and storing information; (c) searching and retrieving information.

4.4.3 . I Indexing

When the contents of documents are made accessible by indexing, the relevant aspects of the contents are given specific arrangement marks with the help of the arrangement system used. These marks may be decimal classification numbers, notations, catchwords, descriptors from a thesaurus, etc. Indexing is therefore an exact process, comprising classification, the determination of catchwords, or co-ordinated indexing. It grasps the essential aspects of the contents of a document or inquiry and symbolizes them by indexes of a retrieval language. Indexing is possible after summarizing, but also independently, i.e. without a previous summary. The same occurs where a user’s inquiry leads to a retrieval. Here

again the inquiry must be given certain arrangement marks in conformity with the arrangement of the store where the retrieval is to be made.

4.4.3 .2 Arrangement and storage

Indexing is followed by the arrangement and storage of information. Summary cards, for example, that have been indexed according to the decimal classification are arranged in the DC order and stored in the card file. They would be stored in alphabetic order had they been indexed with catchwords (see Appendix I 6).

4.4.3.3 Search and retrieval

The arrangement system is also used when relevant information has to be retrieved at the request of a user. In this case the user’s inquiry is indexed, and retrieval is effected in those places of the store that bear the same arrangement marks as the inquiry. Arrangement systems are consequently an integral part of infor-

mation retrieval systems, which explains why they are often referred to as information retrieval languages. A n information retrieval language is a system consisting of the

PrincipalJields of actiuib of an NDC

following: (a) a list ofindexes (symbols, terms); (b) rules for applying these indexes. As far as the context treated in this study is concerned, we should

like to distinguish between the following main types of retrieval languages (arrangement systems): (a) uniterm systems (verbal, alphabetic); (b) catchword systems (verbal, alphabetic); (c) thesauri (verbal, alphabetic); (d) decimal classification (classification system, numerical); (e) patent classification (classification system, alphanumeric). What we call modern arrangement systems are systems used in

mechanized (such as the visible punched-card method) or automatic information processing (such as microfilm systems, electronic data processing). Modern arrangement systems have to meet the following requirements among others: (a) quick, reliable and multidimensional access to information; (b) the possibility of indexing, storage and retrieval of highly complex as well as considerably detailed information; (c) the possibility of using combinations of arrangement marks. It is most important for the system to be multidimensional, i.e. it should provide simultaneous access to information with several content components. Important arrangement systems for the NDC of a developing

country are in particular the decimal classification, catchword systems, with thesauri as typical verbal systems. The international universal decimal classification is an arrangement system widely used, especially in science and technology. As far as other areas are concerned, the value of decimal classification is often disputed as it frequently fails to meet the demands of modern branches of science and is not multidimensional. As regards arrangement systems in an NDC, we therefore refer mainly to verbal systems as well as to specific methods of making information accessible. Nothing more will be said here about conventional methods of

indexing (catchword systems, classifications), as other sections will give some hints concerning arrangement systems. In discussing the work of an NDC we shall deal a little more specifically with co-ordinate indexing only (thesauri, uniterm systems), as these methods permit multidimensional and efficient access as well as subsequent development into semi-automatic and automatic retrieval systems.

59

Function and organiratim of a national documentation centre

CO-ORDINATE INDEXING 4.4.4

With co-ordinate indexing the complex contents of a document or inquiry are expressed by freely combinable indexes such as descriptors or uniterms whose logical association makes it possible in the process of retrieval to find the documents to which they refer. Electronic data processing may also be used. Co-ordinate indexing is applied in thesauri (descriptor systems) and uniterm systems. The uniterm method is based on the principle of using uniterms

(simple or basic words) which are completely equivalent, which explains why it is called co-ordinate indexing. Compound terms are split up into simple terms which then serve as keywords (for example, mobile crane = mobile + crane, etc.). In practice, however, it would be inappropriate to split up such words as proper names or other fixed combinations. During retrieval the uniterms are sought and then combined into the actual terms. The uniterm method is used preferably in combination with visible punched cards. Since relations between the terms are established arbitrarily substantial losses of information may occur. Uniterms are arranged alphabetically. Most of the arrangement systems dealt with so far reveal more or

less serious drawbacks, especially felt when information processing is about to be automated. W e consequently need retrieval languages that make it possible to store and retrieve any sort of information. The corresponding stores must permit multidimensional access. Other major demands to be complied with are: (a) considerable indexing depth without information ballast; (b) little loss of information; (c) room for expansion in step with the development of a given field. These demands are met by systems of the descriptor language type (thesauri) which follow the principle of co-ordinate indexing. A descriptor is a fact word (also called thesaurus word or coded

fact word) fixed for a certain term in regard to contents, volume and relationship to other terms in an arrangement system. Thus, a descriptor is a standardized fact word (component of the contents of a source of information) describing the contents of information material and at the same time serving the purpose of storing and retrieving the source. When descriptors are listed according to fixed principles and

rules they form a thesaurus that is a collection of fact words and

Principalfields of activig of an NDC

groups of fact words, mostly in an alphabetic and systematic order, free from redundancy and furnished with cross-references. Some of these words or groups of words have been fixed as descriptors (i.e. standardized fact words or groups of fact words) with indications concerning their interrelationship in hierarchy, equivalence and association. Thesauri are useful for the processing, storage and retrieval of scientific information in a certain field. In the light of future automatic data processing it is necessary for a thesaurus to be economically codable in conformity with uniform principles (see Appendixes I 7 and I 8). The arrangement systems to be used must in principle correspond

in form and method to the possibilities and specific conditions of the country concerned. However, it is obvious from what has just been said that the appropriate system for documentation and information in an NDC is a descriptor language (thesaurus), as it permits, in addition to an efficient way of information processing, the application of both manual and automatic methods of storage and retrieval. As was explained in Section 3.3, the NDC should build up

an information store compatible with those of other documentation and information facilities in the country concerned. All NDC sources of information suitable for documentation should be incorporated. The information store is the core of an NDC information retrieval system. As was also said in Section 3.3, one of the NDC tasks in research

and development is the elaboration and development of an information retrieval language, i.e. a thesaurus. A fund of some 2,000 documents is regarded as the minimum that justifies the compilation of a thesaurus. The thesaurus is drawn up by gathering fact words (relevant components of contents) according to different methods and fixed rules of arrangement. The Methodical Guideline for the Comjdation of Thesauri issued in the German Democratic Republic in I 972 defines the demands on a thesaurus as follows:

A thesaurus is an arrangement system of terms, and should contain all terms relevant to the solution of certain information tasks. Of the various words representing a term only one preferential word, the descriptor, is accepted for processing information and inquiries from users. In this way the thesaurus exerts a terminological control. The paradigmatic relations existing between descriptors are used to adapt the retrieval result even better to the needs of the user.

61

Function and organization of a natiwl documentation centre

The whole field of terms which the thesaurus is to comprise must be defined in such a way as to avoid gaps and disproportions. The field of terms is derived from the information needs described in the information requirement profiles or subject-oriented information plans of the groups of users, as supplied by the information facility concerned.

The main parts of a thesaurus are the alphabetical and the systematic part. The alphabetical part contains all the terms, i.e. all fact words or groups of

fact words, irrespective as to whether they are descriptors or non-descriptors. The non-descriptors must carry a reference to the corresponding descriptors. The systematic part contains only the descriptors. Every descriptor is shown

in its hierarchical relationship to other descriptors. The various levels of the hierarchy are demonstrated optically (by spacing) in lists.

Standard forms should be used for indexing on the basis of a thesaurus (see Appendix I g), thus rendering processing and storage more efficient. The NDC should make certain that its thesaurus is the corner-

stone of its own documentation, as well as of the affiliated documentation and information facilities and other institutions feeding material into the central store of the NDC. These facilities and institutions should use the NDC thesaurus to index their information, or else a specialized thesaurus compiled from the central thesaurus of the NDC. In this way there will be a general compatibility of processing, storage and retrieval in a unified retrieval system. What has just been said implies that the documentation and

information facilities affiliated with the NDC should contribute information catalogues and thesauri to the central store of the NDC, thus enabling the NDC to have at its disposal a store with information of general relevance to the national economy. The profile of the NDC central store and of the decentralized

stores, if any, in the affiliated documentation and information facilities must be in harmony with the profile of requirements (information catalogues, subject-oriented information plans), i.e. the priorities for national development.

INFORMATION RETRIEVAL 4.4.5

The retrieval of information presupposes a large number of stored information sources and is aimed at finding information about a specific problem from the whole store. Note that information and

62

Principalfields of activiry of an NDC

advice obtained from existing knowledge or by using reference books (encyclopaedias, dictionaries, etc.) cannot be regarded as retrieval of information. Retrieval must always be based on an understandable, detailed and clear-cut inquiry or order. Retrieval in documentation and information consequently means subject- oriented and systematic action to find suitable information out of a store, with the aim of passing it on to the user. Retrieval comprises the search for the requested information on the basis of subject- oriented information plans and information demands or orders, and the arrangement of the information so obtained into a new subject- oriented information complex which, in the ensuing phase of processing, is placed at the disposal of the user, possibly in the form of information media. As it is essential for effective retrieval that, in the first place, the

information be fed into the store with the utmost care, the rules of indexing must be painstakingly observed. Two types of retrieval may be distinguished, factual and complex. Factual retrieval determines a single fact, such as a document, a

supplement of bibliographical data, technical and economic data (also called data retrieval). Complex retrieval is aimed at finding all or the most important

documents in connexion with a particular problem, the result being a title list, a bibliography, or the preparation of synthetic information media. So-called orientation retrieval is often enough, as it quickly and

with little effort produces information about the situation in a certain field, for example by merely consulting a card index. Any action of retrieval inevitably implies clear instructions. As was said earlier, the NDC should supply the user with standard forms (order sheets) for the formulation of retrieval orders (information orders) (see Appendix 20). Retrieval usually comprises the following phases: (a) prep-

aration-general orientation with regard to the problem and clarification of terms; (b) search and collection-consultation of the store and collection of the information produced; (c) examination-evaluation of the information; (d) arrangement and editing-arrangement of relevant information, editorial revision and preparation of literature lists, etc. Means of operation and organization in the process of storage and

retrieval may be hand-punched cards, machine-punched cards, and


automatic systems such as microfilming and electronic data processing. Further information about these will be found in Chapter 5. Retrieval of information on the basis of information orders from

users or of the subject-oriented information plan is a task for the NDC itself to be carried out in its own store, or to be entrusted to affiliated documentation facilities or other institutions. If it would seem that the existing information needs cannot be

covered by the NDC or obtained from other information funds in the country concerned, the NDC should try in urgent cases to utilize international co-operation and have information searched in known documentation and information facilities of other countries or in international institutions.

4.4.6 INFORMATION RETRIEVAL SYSTEMS

For the sake of completeness a few words should be said about information retrieval systems (IRS). These are methodical aids for storage and retrieval consisting mainly of a retrieval language, the rules for transcribing the search characteristics (of a document or inquiry) from the natural language into the retrieval language (and vice versa), the rules for comparing a document’s search profile with a given inquiry, and the criteria governing their semantic harmony. An information retrieval system also includes the technical equipment required for retrieval. The principal information retrieval systems include the following:

Semantic IRS. These systems use semantic means, such as an information retrieval language.

Technical IRS. For technical solutions, documentation, etc. Biological IRS. To reveal certain biological processes in man and other living organisms (documentation of medical diagnoses, etc.).

The semantic information retrieval systems are divided by type of performance into the following: (a) document retrieval systems for supplying documents reasonably likely to contain the required information; (b) fact retrieval systems for supplying facts and data; (c) information-processing systems (logical-adaptive systems), the highest class of information systems which can, if required, logically process fed-in information in order to obtain new information which had not been fed in directly (openly), i.e. they are in a position to produce new knowledge from existing knowledge.

PrincipalJSeMs of activi& of an JVDC

Document retrieval systems may be subdivided by form of output into: (a) bibliographical systems supplying bibliographical reference (titles, annotations); (b) factographic systems supplying specific facts and titles in connexion with facts, as well as summaries; (c) original systems supplying documents in an unabridged form (originals, photocopies, microforms). Division by performance may be subdivided into: (a) retrospec-

tive retrieval; (b) selective description of information (SDI). Division by kinds ofdocuments may be subdivided into: (a) litera-

ture systems (scientific and technical literature, etc.); (b) technical documentation systems (technical documentations, data, manufacturing plans, etc.). The principal operations in documentation, such as procurement,

making accessible, arrangement, indexing, storage have already been described. W e should like to add, however, a few remarks concerning IRS. It is essentially a matter of comparison, an inquiry, formalized

according to certain logical rules, being compared with the information units contained in the store, the object being to establish agreement and supply the documents in question or their addresses to the inquirer. Essential factors in assessing the effectiveness of an IRS are the

recall coefficient and retrieval accuracy. The recall coefficient can be defined as the proportion between the retrieved relevant documents and the total number of relevant documents in the store. Retrieval accuracy is the ratio between the number of retrieved relevant documents and the total number of retrieved documents, relevant and irrelevant together. Most systems have a recall value of 70-90 per cent and a retrieval accuracy of 8-20 per cent. Other important problems are the questions of pertinence and

relevance as explained in basic theoretical books. Mention should also be made to the need to work out algorithms for major working processes.

4.4.6. I Storage

There are two basic types of stores used in the information retrieval systems-active and passive. Active stores are mechanisms for comparing the document


picture obtained by indexing with the inquiry picture, or the document profile with the user profile. Passive stores can perform no comparative operations. They

contain the documents or their representative data arranged by addresses (mostly by consecutive numbers). Access to the store is by way of the document addresses obtained in the process of retrieval, leading to the document or its representative data. Every information retrieval system must have an active store, but

not necessarily a passive store. Information retrieval systems with only one active store are called

single-level IRS. Multilevel IRS possess in addition to an active store for comparative operations a passive store with the summaries of documents arranged consecutively and another passive store containing the original documents, for example in microform. These IRS are referred to as systems with a three-level store. A distinction is made between continuous, discrete and cyclical storage media. Continuous information carriers (also called linear information carriers) contain the information units in consecutive order, and separate and individual treatment of the information units is not possible (for example periodicals with summaries, rolls of microfilm, punched tapes, magnetic tapes, etc.).

Discrete information carriers (separate information carriers) contain one information unit, and often a set of information units with the same or similar document pictures. The most frequent types are the index card, needle-punched card, and machine- punched card in manual and mechanical IRS, microfiches, microcards, etc.

A n intermediate position is occupied by IRS working with cyclical information carriers. Included in this category are magnetic drums and magnetic discs as well as the various kinds ofmicrofilm systems storing single pieces of information in magazines (for example minicards). Here it is not necessary, when comparing, to search the entire store, but merely the information carriers containing a pre-assortment of information units. The unit sought is found in a certain cycle; a direct search is not possible.

Division by type of recording on the information carrier into the following: Alphanumeric storage elements-letters, numbers or other discrete signs; storage media with text in clear, all classes ofpunched cards, punched tapes, magnetic tapes, etc.

66

Principaljelds of activity of an NDC

Facsimile storage elements-containing the information to be stored in the form of pictorial illustrations. Storage elements in this group are the microform stores.

Mixed storage elements-consisting of a code field in which the search characteristics are stored in numerical form, and a microfilm part in which the primary document or its representative data (summary) are photographically recorded in microform (for example window-punched cards, mira- code, etc.).

Microform storage media for an active store in an IRS can be used economically only in certain cases, but they are an ideal storage medium for systems using, in addition to an active store, a passive store to record the representative data of documents or the documents themselves.

4.4.6. I . I Storage arrangements A distinction should be made between the following: Stores without arrangement (unarranged stores)-they are possible with discrete information carriers and involve a search of the whole store for information retrieval.

Stores with sequential arrangement (by consecutive numbers)- here the information carriers are arranged in the store in serial order. The storing place of every information unit (its address) is marked with one of these numbers.

Stores with a conventional arrangement (direct storage arrangement)-the store is arranged according to documents, and descriptors are attributed to every document. Retrieval is rendered difficult because the whole store must be searched every time.

Stores with a term arrangement (inverse stores)-inverse stores are arranged alphabetically according to terms. The only terms to be looked up are those requested by the inquirer.

There are only two manual systems using the inverse method, the uniterm system and visible punched cards. An inverse storage system invariably needs a second (passive) store.

4.4.6. I .2 Kinds of access to the storage unit There are two main forms of access depending on the kind of information carrier in use, the storage arrangement, the information retrieval language applied and the retrieval logic.


In stores with linear, sequential access the individual storing place cannot be found immediately but by the information carrier passing through the search device from start to finish. That is why the information carrier has to be searched in a linear (sequential) manner (for example, a magnetic tape).

Unlimited random access is possible with discrete information carriers, such as uniterm and visible punched cards, needle- punched cards, magnetic cards, etc. Magnetic discs and magnetic drums offer limited random access.

4.4.6. I .3 Kinds of store consultation There are two principal kinds of consultation, namely: (a) individual consultation-in this case only one inquiry can be treated at a time; a stack of machine-punched cards, for example, cannot be simultaneously searched for several questions; (b) simultaneous consultation-the store can be searched for several inquiries at the same time, i.e. multiple consultation is possible. With modern electronic data processing installations it is possible

to search a store simultaneously for a whole number of inquiries in a so-called stack operation. There are eight basic storage systems in an IRS: (a) conventional

storage arrangement, linear access, individual consultation; (b) conventional storage arrangement, linear access, simultaneous consultation; (c) conventional storage arrangement, random access, individual consultation; (d) conventional storage arrangement, random access, simultaneous consultation; (e) inverse storage arrangement, linear access, individual consultation; (f) inverse storage arrangement, linear access, simultaneous consultation; (g) inverse storage arrangement, random access, individual consultation; (h) inverse storage arrangement, random access, simultaneous consultation. The strategy of retrieval consists in determining advantageous

retrieval methods, and in logical and heuristic considerations as to how the inquiry of the interested party can be satisfied in the best possible way. The retrieval strategy must be decided in advance, particularly in the case of mechanical IRS. The retrieval logic is a secondary element as compared with the

strategy of retrieval. It comprises the logical steps to be taken in the store during a comparative operation. The retrieval programme is an algorithm formulated for a

68

Principalfields of activity of an NDC

comparative operation in an electronic data-processing installation. It transforms the predetermined retrieval logic into operating instructions to the machine. As was said before, these remarks on information retrieval systems

are primarily intended to supplement the explanations given in the preceding paragraphs and provide a general idea of the latest systems.

4.5 Dissemination of information

Thanks to information retrieval the NDC can make available: (a) summary cards, summary periodicals; (b) title lists, literature surveys; (c) analytical and synthetic information media; (d) individual sources of information (such as originals, office copies, microfilm copies, etc.).

4.5-1 INFORMATION MEDIA

It was recommended in Section 3.3 that an NDC should issue information media in accordance with the needs of the users and the subject-oriented information plan. By information media we mean material issued by documentation

and information facilities that contains processed information. The information media offer a survey of sources of information or present the content of sources of information in a condensed and easily readable way. According to the type of processing we distinguish bibliographical, analytical and synthetic information media. Bibliographical information media are references to sources of

information, i.e. they contain only the bibliographical data of sources of information. They tell us no more about the contents of a source than is conveyed by the title. In some cases annotations (remarks on the contents) are added to the titles. Annotated bibliographies provide a link with factual information media. Factual information media as distinguished from bibliographies

contain predominantly or exclusively factual information (facts and figures). Summary services are a way of spreading factual information still very common today. The summaries are issued in two main forms-on index cards and in special periodicals. The total

Function and organization Ofa national documentation centre

number of such services in the world is estimated at nearly two thousand. In the German Democratic Republic summary indexes are available at present in several hundred fields with about one hundred to several thousand standardized cards issued annually in each of them. Experience having shown that the unification and standardization of summary services saves time and greatly facilitates information processing, w e recommend it for an NDC as well. Nevertheless, as considerable time is often spent in making infor-

mation sources accessible and in technically preparing the publication of summary cards, users frequently complain that summaries appear too late. It is consequently very important, besides keeping the summary services economical, to ensure that summaries and other factual information are prepared and published as quickly as possible, so that the user receives fresh material. The most comprehensive summary service in the world is offered

by VINITI, Moscow, which has a staff of over 2,000 assisted by more than 20,000 specialists working part-time who read and analyse some 25,000 articles in scientific and technical publications from more than IOO countries and in over 60 languages. VINITI publishes every year more than I million summaries in the approximately I 60 specialized editions of Referativny churnal. As an example of a modern information medium, mention should

be made of the permuted register. These registers are built up with the help of electronic data processing, and consist of at least two parts, the register and a list of the documents with all the necessary bibliographical data. Permuted registers offer a successful combination of freshness and a comparatively high degree of express- iveness in the information supplied. The following information media can be issued by an NDC:

(a) bibliographical information media, such as title lists, literature surveys (on request), inventories, lists of recent acquisitions and new publications, general and specialized bibliographies, catalogues; (b) factual information media, such as subject-oriented collections of sources, summary services, general summaries, literature reports, progress reports, international comparisons, studies, compendia, information services, briefs, newsletters. The publications mentioned under factual information media

that contain analytically and synthetically processed information are becoming increasingly important for an NDC. Other infor-


mation media which will play a major role in NDC activities are briefs (brief comments on certain facts and circumstances) and news (short items about important developments without comment).

4.5.2 AUXILIARY LITERATURE

A few remarks on auxiliary literature will conclude this section. In addition to typical primary sources and typical secondary sources (information media) there are quite a number of important sources of information that cannot be precisely attributed to either of these groups. They are mainly working aids for information specialists, and are referred to as auxiliary literature. They include, for example, manuals, dictionaries, compendia, publishers’ catalogues, location catalogues, publishers’ previews and lists of abbreviations. Auxiliary literature is needed for: (a) general orientation con-

cerning a certain subject or field; (b) information about facts (addresses, parameters, formulas, etc.); (c) finding and procuring sources of information; (d) making sources of information accessible. An NDC should have all the required auxiliary literature in its library.

4.6 Information flow

As was said in Section 3.3 the NDC should be the guiding and co-ordinating body of the national system of documentation and information. It would then be principally responsible for the organization of an efficient flow of information as well. The NDC should therefore work out methodical principles accordingly. The information flow should be based on: (a) the model or scheme for the national system of documentation and information, the model or scheme of the NDC, and the partial models or schemes, as required, of affiliated documentation and information facilities; (b) the information catalogues of the NDC, the affiliated documentation and information facilities, and other institutions in this field; (c) the subject-oriented information plans. The information flow comprises: (a) the determination of infor-

mation needs; (b) accessibility of sources of information on the basis of a division of labour; (c) the supply and dissemination of

71

Function and organization 6f a national documentation centre

information concerning new knowledge and experience; (d) an effective feedback from the user to the documentation and information facilities. If other documentation and information facilities are affiliated or

subordinated to the NDC it should be determined as precisely as possible, from the information catalogues or subject-oriented information plans, what sources of information are to be processed by each of those institutions for the central store of the NDC. The information relationship between the NDC and documen-

tation facilities not affiliated or subordinated to it, including the library services, should be fixed in written contracts on the basis of the information catalogues. The contracts should define precisely the degree of co-operation, the division of labour in making sources of information accessible, and the information flow between the partners. The information flow between the NDC and the various user

organizations or groups should also be controlled by the organizational means mentioned at the outset, i.e. the information needs indicated by the user or user organization are incorporated in the NDC information catalogue and subject-oriented information plan, these being the basic documents determining the flow of information. An essential task of the NDC in this connexion should be to

provide an appropriate feedback between the user and the NDC in order to determine the quality, relevance and pertinence of the information supplied. The information flow between the NDC and foreign organiz-

ations should also be determined, if possible, by contracts or agreements concerned with controlling the flow of information on the basis of information needs, the division of labour for evaluating and processing important sources of information, the exchange of experience between the associates, etc. The NDC should further examine the possibility of obtaining

information on translations of major sources of information undertaken by the principal translation agencies. The information would be placed in the central store. There would then be a central register which would help to avoid duplication of translations. The obligation to register translations, and other regulations or agreements introduced in some countries have proved economical and useful. In conclusion, we should like to recapitulate the elements most

72


important for the transmission of information: (a) the determination of information needs; (b) the preparation and updating of the subject-oriented information plan; (c) the measures required for organizing the information flow; (d) the methods of disseminating information. This brief survey of the most important elements shows the order

of the tasks of an NDC.

Recommendat ions


I. The aim of any documentation and information facility, including the NDC, is to satisfy the information needs of certain users and groups of users. This can be done only if the information needs are known.

z. The NDC should, in accordance with its tasks and functions in important areas of the country concerned, guide and co-ordinate the determination of information needs by working out scientific and methodical principles of work. It should itself determine the information needs in selected fields.

3. The information needs can be determined on the basis of: (a) self-analyses of users; (b) inquiries and interviews; (c) information orders submitted by users. Other material that can be used to determine information needs includes plans, business reports, development reports, etc., of the institutions and firms concerned.

4. In order to facilitate the determination of information needs the NDC may provide users with an information list giving a general idea of available information possibilities.

5. The information needs are registered, in a standard order, in the NDC information catalogue, which contains a breakdown of the required information into information complexes, as well as other data concerning the relationship between sender and receiver. The information catalogue is rendered more precise and specific by the

subject-oriented information plan (see Recommendation No. 8).


I. Information planning is an essential instrument for the control and co- ordination of all activities in a documentation and information system.

2. The NDC should prepare the following basic plans for its activities: (a) an annual working plan; (b) a budget plan; (c) a procurement plan; (d) a subject-oriented information plan.

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3. The subject-oriented information plan is a collection of specific information subjects arranged by the NDC in a certain order.

It is prepared on the basis of the information catalogue following the determination of information needs, and so directly contains the information tasks of an NDC.


I. The selection and procurement of relevant sources of information by the NDC should be based on: (a) the user profiles; (b) the information catalogue and the subject-oriented information plan; (c) information orders. The activities necessary for the procurement of information should be

determined in the NDC procurement plan. 2. To avoid duplication, especially in procuring foreign literature, the NDC

should aim at co-ordinating all procurement activities at national level. 3. The NDC should promote the unification and rationalization of information

ordering by means of standards and order forms.

RECOMMENDATION NO. IO

I. A n important task of the NDC is to make relevant sources of information accessible with the aim of using the knowledge contained therein to disseminate information.

2. All important sources of information fed into the store of an NDC should be accompanied by a summary.

RECOMMENDATION NO. I I

I. Decimal classification, catchword systems, and thesauri may be regarded as important arrangement systems for an NDC in a developing country.

2. For NDC documentation activities, a verbal arrangement system should be used that meets the following requirements: (a) storage of all manner of information; (b) considerable indexing depth without information ballast; (c) little loss of information; (d) efficient multidimensional access; (e) possibilities of development into an automatic retrieval system; (f) expansibility of the store. These requirements are best met by arrangement systems of the descriptor

language type (thesauri) consistent with the principle of co-ordinate indexing. 3. The development and application of such an arrangement system (infor-

mation retrieval language) is one of the principal tasks of an NDC. The NDC's arrangement system should also be the basis of documentation in the other documentation and information facilities in the country concerned.

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Princ$al&lds of activity of an NDC

RECOMMENDATION NO. I 2

I. An NDC should build up a central information store compatible with the stores of other documentation and information facilities in the country concerned. The information store is the core of the NDC information retrieval system.

2. The documentation and information facilities affiliated with the NDC should contribute to the NDC store, so that the NDC then possesses a central store of information relevant to the national economy.

RECOMMENDATION NO. I3

I. The NDC should, on the basis of information orders and subject-oriented information plans, itself effect information retrievals from its own store, or else, if this is impossible, entrust them to other documentation facilities in the country concerned.

2. If existing information needs cannot be covered by the information funds available in the country concerned, the NDC should, in certain cases, consult known documentation and information establishments abroad or else international institutions.


I. As a result of information retrieval the NDC can make available to the user: (a) summary cards or summary periodicals; (b) title lists, literature surveys; (c) analytical and synthetic information media; (d) single sources of information (such as originals, office copies, microfilm copies, etc.).

2. An NDC can issue the following information media: (a) bibliographical information media, such as title lists, literature surveys (on request), inventories, lists of new acquisitions and publications, general and specialized bibliographies, catalogues, etc.; (b) factual information media, such as subject-oriented collections of sources, summary services, general summaries, literature reports, progress reports, international comparisons, studies, compendia, information services, briefs, newsletters, etc.


An NDC library should contain all the auxiliary literature required for competent documentation and information.

75



I. The NDC being responsible for guiding and co-ordinating the national system of documentation and information (compare Recommendation No. 5), it must ensure an efficient flow of information in the national system of documentation and information.

2. The information flow should be based on: (a) the model or scheme for the national system of documentation and information and for the NDC, and the partial models of affiliated documentation and information facilities; (b) the information catalogues of the NDC, the affiliated documentation and information facilities, and other institutions in this field; (c) the subject- oriented information plans.

3. The information flow comprises: (a) the determination of information needs; (b) accessibility of sources of information made possible by division of labour; (c) the supply and dissemination of information; (d) an effective feedback from the user to the documentation and information facilities.

4, The NDC should determine as precisely as possible, from the information catalogues or subject-oriented information plans, the sources of information to be processed by affiliated documentation and information facilities for the central store of the NDC.

5. The information relationship between the NDC and documentation facilities not subordinated to it, including the library services, should be defined in written contracts based on the information catalogues.

6. The information flow between the NDC and the users should also be based on the information catalogue or the subject-oriented information plans.

7. A n essential task of the NDC should be to organize an appropriate feedback between the users and the NDC in order to ascertain the effectiveness of information.

8. The information flow between the NDC and foreign associates should also be determined, if possible, by contracts or agreements concerned with controlling the flow of information on the basis of information needs, the division of labour in evaluating and processing important sources of information, the exchange of experience between the associates, etc.

9. The NDC should aim at obtaining from the principal translation agencies information concerning translations of sources of information important for the national economy. It should place that information in its central store, thus forming a central agency useful for avoiding duplication of translations.

5 Document ation and information techniques

5.1 Manual storage and retrieval As was explained earlier, every decision taken in regard to the development of science and technology and the control and management of economic processes requires readily available and comprehensive information, implying a system of information storage organized for rapid access. The present chapter deals with the manual and mechanical means of storage and retrieval involved. Decimal classification and other classification systems suffer from

certain shortcomings, which explain why an attempt was made to devise an information store organized so efficiently as to guarantee the rapid and accurate retrieval of information. A serious obstacle and cause of much delay was the conventional rigid order within a store, and so a solution had to be found that would make for greater flexibility and combine several terms in storage and retrieval. ‘Hand-punched cards’, as they were called, were consequently developed as manual means of storage and retrieval. The first cards were developed before the Second World War in the United States and Germany, but were scarcely used until after the war. In the fifties they attained their present importance with the sudden emergence of documentation and information. The first distinction to be made among storage and retrieval

systems in documentation and information is between one- dimensional systems in which individual facts are coded, and systems with an arrangement according to specified terms. The latter are better suited to the speciaI requirements of information users. There are, therefore, two basic categories.

77

Function and organization of a national clonrmentation centre

First is the documentation method (individual approach, direct system). This method uses a punched card for every information unit (processing unit) to be stored. The card is punched in those fields which are attributed to the terms to be stored. The documentary method includes, for example, techniques using: (a) pinhole- punched cards ; edge-punched or marginal-punched cards, slit-hole cards ; (b) machine-punched cards (in general). Second is the feature method (inverse system). This method uses

a punched card for every term appearing once in the index. The card is punched at the number of the information unit (document number) in the corresponding square if the document contains useful information on the question concerned. The feature method includes the techniques using visual punched cards.

5.1.1 EDGE-PUNCHED OR MARGINAL-PUNCHED CARDS

Edge-punched or marginal-punched cards are used for building up document retrieval systems with direct storage organization. The first patent granted for these dates back to the year 1896, but they did not come into practical use until 1920. Edge-punched cards are rectangular pieces of tough paper or cardboard with one or several rows of holes along the edges. Every hole represents a binary cell marked by either the figure ‘I ’ or ‘0’ for the presence or absence of a characteristic feature. The ‘I’ is marked by removing the little bridge which separates the hole from the edge of the card, thus changing the hole into an open slit. In order to pick out cards slitted in a particular place, i.e. cards standing for documents with a certain specific feature, a selecting pin is stuck into a stack of cards and shaken slightly, whereupon all the punched cards drop out that are slitted in the same spot, and the cards unneeded remain hanging on the pin. The information contained in these cards is processed according to certain code systems. These systems, which are fully dealt with in specific books on the subject and therefore need no closer description here, include direct coding, additive coding and combination coding. This type of punched card can be used for mechanizing information retrieval in stores of up to 10,000 documents, and with hand selection up to 30,000 documents if vibrators are employed. They are normally

78

Documentation and information techniques

used, however, in information stores of between 1,000 and 2,000 documents. One disadvantage of the edge-punched or marginal-punched

card is that coding, other than direct coding, is comparatively difficult and presupposes familiarity with the hand-punched card technique. A further drawback is that information cannot be retrieved from both sides of the card at the same time. After the card has been read on one side it has to be turned over, but this concerns only cards which have already been selected and must be read on the reverse side. It may be necessary to repeat the process until every side has been read.

5.1.2 SLIT-HOLE CARDS

Slit-hole cards are intended, like edge-punched cards, for information retrieval systems with direct storage organization. In principle they are a variation of the edge-punched cards, that is, they have any number of rows of holes at the edges. Ten-row slit-hole cards are in frequent use. The cards are marked by removing the bridges between the holes of a column or line. Depending on the code in use, the slit may stretch over several holes. More or less the same codes are used for marking slit-hole cards as have been described in the case of edge-punched cards. Slit-hole cards may contain the bibliographical data of a document, its annotation, or a microcopy fitted into a special window. During retrieval the cards are put in the box of a special selecting device and selecting pins stuck into the holes of the box. The box is then tilted over and all slitted cards come gliding down the full length of the slits. To take them out, two holding pins are inserted into the stack of cards at the upper end of the device to keep all the unneeded cards in place. The selecting pins are then removed and the seIected cards drop out. Other selecting devices need not be tilted. They have a removable bottom and the cards slide down when this is pulled out. An advantage of slit-hole cards is that they are better suited

than edge-punched cards for a simultaneous search for several characteristic features (multidimensional retrieval), but a disadvantage is the need for a special selecting device to sort out cards with particular features.

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5.1.3 VISUAL PUNCHED CARDS

A visual punched card is a sheet of cardboard size A4 (approximately 29.5 c m x 21 cm), A5 (approximately 21 c m x 14.7 cm) or other sizes. To facilitate their insertion in an index the right top corner is cut off. The main part of the card is covered with a network of small squares which are counted from top left to bottom right. An A4 card, for example, can carry 7,000 such squares, an A5 3,500. As was said before, other sizes may be used as well, the diameter of the holes being variable. Thus the capacity of a visual punched card ranges from 400 to 40,000 documents, according to the size of the card, while the diameter of the holes may be anything between 0.6 mm and 3 mm. Visual punched cards were used as early as I 91 5 by the American

ornithologist Taylor to identify birds by groups. Not until the 1940s were visual punched cards introduced into document retrieval, and only since about 1950 have they been widely used. Visual punched cards are intended for stores with inverse organ-

ization. A card holds, for every descriptor of the retrieval language, the numbers (storage addresses) of all the documents to whose retrieval pictures the descriptor belongs. Entries are made by punching the card in the spot (square) whose co-ordinates unerr- ingly identify the document in the store of the information retrieval system applied. This means that the visual punched card is used as a term card, and a separate card must be prepared €or every term. The term should be written on the upper end of the card. Visual punched cards are put in index cases and arranged by

terms in alphabetical order. The documents belonging to them are usually arranged in the information store in consecutive numbers. As this kind of document storage may prove difficult, an index with standing cards (reference store) is often used as well. The cards of this file are marked consecutively (document numbers) and contain the bibliographical data of the original, often a summary, the terms stored in the visual card index (descriptors), and the exact location of the original. Retrieval is made by pulling out the cards with the terms

(descriptors) of the question and the cards are placed one on top of the other. The holes which allow an unimpeded view through all the cards indicate the numbers of the documents containing information on the terms of the question.

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The document number thus determined may be used for searching in the auxiliary index (reference store). The bibliographical data and the summary, if any, contained in the auxiliary index show whether the source of information meets the requirements and exactly where it may be found. Indication of the document number and the exact location makes it possible, where required, to take the source of information itself from the store and make it available to the user in the desired form. If the storage capacity of a visual punched-card index is exhausted, an additional index file may be built up. Annexed to this study is a specimen (Appendix 22) of the visual punched cards used in the German Democratic Republic. For easier reference we should like to recapitulate the main

characteristics of a visual punched-card index: (a) collection and storage of information sources of different size and different processing possibilities (for instance, summaries, excerpts from reports, unabridged sources of information, etc.); (b) several characteristic features can be searched at the same time (multidimensional access); (c) high selectivity in search of sources of information; (d) change of selectivity through addition or omission of terms resulting in a reduction or increase of the number of sources recorded; (e) no coding necessary; (f) index of predominantly static type, since only some of the cards are moved during retrieval; (g) adaptability of the index to development in the field concerned, as new terms can easily be added. A visual punched-card index does not necessarily entail the prep-

aration of term lists for smaller stores, but for use in documentation and information facilities with a larger storage capacity standardized term lists (thesauri) should certainly be compiled (see also Section 4.4). Visual punched cards are regarded as a simple and highly

effective means of mechanization in document retrieval from stores containing several thousand documents. It may be assumed that as there is little or no technical basis in most developing countries, automatic information processing will be impossible there for the time being, and preference will continue to be given to the various forms and methods of mechanization. When an NDC uses mechanical means of storage and retrieval it should, of course, take into consideration that electronic data processing or microfilming may come into use later on, so that only such forms and methods

GI


should be applied as allow sources of information to be made accessible with the help of descriptor languages and are consequently adaptable to computerization. The visual punched-card system meets these requirements as it offers the prerequisites for the future use of computers in storage and retrieval. That is why the visual punched-card method has been dealt with at greater length in this study. In the German Democratic Republic the system is used in numerous documentation and information facilities of industrial firms and other organizations with limited stores (see also Appendixes 21 and 23).

5.2 Mechanical and automatic storage and retrieval; microfilming

The growing volume of document stores in documentation and information facilities calls for the use of mechanical and automatic means of storage and retrieval, as well as microfilming. Where there are more than IOO,OOO documents, manual storage and retrieval become so slow and difficult that user requirements can hardly be met any more.

5.2.1 MACHINE-PUNCHED CARDS

One of the more sophisticated information retrieval systems is the machine-punched card technique. Here the information obtained from documents is first brought into a form that can be read by a machine, as machines can use data only if they are contained in specific data carriers. Carriers which can be read by machines are primarily punched cards and tapes used as input media in punched-card or punched-tape machines. The input data are transformed by the machine into electric impulses which control the machine or else are stored. Machine-punched cards are essentially used as intermediate storage media that permit any sort of arrangement, such as alphabetic registers, catalogues of authors, coded registers, etc. Punched-card machines can be appropriately used for comparatively large document funds (up to about 200,000). Their high degree of efficiency is a distinguishing

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quality, yet they are also simple and dependable in operation. The machine-punched card was developed by D r Hollerith in the 1880s. The usual type is the 65-, 80- or go-column standardized punched card. The combination of different punch positions within one column makes it possible to develop various code systems. During retrieval the search characteristics are compared with the marks of the stored sources of information. Machine-punched cards are the only means of storage that can easily be read mechanically, visually or manually. This makes them universal. Punched-card machines may operate by means of direct or inverse storage organization. Information retrieval systems of the former type chiefly use sorting machines, whereas the others operate with card collators. Information is retrieved by sorting machines which successively

select all punched cards in the information fund and compare the codes of the retrieval pictures of the documents recorded on the cards with the code of the retrieval instruction fed into the machine. If the predetermined criterion of concurrence is fulfilled the machine takes those cards out of the fund bearing the address of the searched document and puts them in a box. Further sorting operations may follow. The information recorded on the punched cards is reproduced by a special device which may consist of a card verifier and an electric typewriter. Another kind of machine- punched card in use is the window-hole card which additionally carries microcopies of the documents or of certain parts of them. As in the case of the other microforms, the main advantage of window-hole cards is to reduce the space required for the storage of original documents by 80 per cent and more, and to allow a quick retrieval and the production of copies. A drawback of machine-punched cards, window-hole cards in particular, is that wear and tear during processing is relatively high. Moreover, experience in applying machine-punched card techniques for the specific purposes of documentation and information continues to be limited.

5.2.2 MICROFILMING

Over the past few years microfilms have not only developed into a means for protecting valuable documents from all sorts of damage, but they also help to save space and storage capacity.

83

Function m d organization Of a national documentation ccntm

Microfilms are increasingly used as a means of organization in rationalizing the economy, science and government. Microfilms have basically two functions, the reproduction of

documents and their reduction in size.

5.2.2. I Fields of apglication of microfilm

W e may distinguish two principal kinds of microfilming: (a) protective microfilming; (b) replacement microfilming. The aim of protective microfilming is to protect information

material of considerable scientific value from all sorts of catas- trophes and from wear and tear by frequent use. Microfilms, which should be kept separate from the originals, serve as ‘information preserves’ from which re-enlargements can be made when required. Protective microfilming implies that in addition to some original material a microfilm is made and kept in a safe place. Only copies are used or loaned, thus protecting the original from wearing out and at the same time guaranteeing that in a case of force majeure threatening to destroy the original, reproductions of it can be produced in the form of microfilms kept elsewhere. The material value of protective microfilming in the case of important information cannot be computed. Direct rationalization is neither achieved nor intended. For some time to come protective microfilming may therefore be regarded as of secondary importance in the general framework of documentation and information. In replacement microfilming the original is replaced by the

microfilm-the information material being microfilmed and then destroyed. This method is used chiefly to save space in archives and stores, and experience shows that the saving can be as much as 95 to 98 per cent, a figure that reveals the striking advantages of microfilm, which otherwise might be considered purely technical and organizational. But it was said earlier in a different context, replacement microfilming offers no absolute remedy for disorder in files, archives and stores. O n the contrary, it calls for a higher degree of organization. If used in documentation and information, microfilming, with the subsequent destruction of the originals, is impossible in the absence of an excellent storage and retrieval system. As compared with earlier appIications (f9r example in passive

microfilm stores for security archives or as an intermediate carrier

84


for the production of copies) the outstanding importance of microfilming today is based on the advantages it offers for establishing active document storage and retrieval systems in two-stage information systems, including the following in particular: (a) the microform is uniform and standardized in size, which is essential for mechanizing storage and selection processes; (b) storage and supply of copies are less expensive than for original documents (storage space, mailing costs, cost of copying paper); (c) since the documents most important for daily work can be stored at the place of work there exist considerable possibilities of rationalizing office work. The possibilities offered by microfilming are naturally used in

different ways in the various countries, but it can be generally regarded as a permanent feature of rationalization. In addition to edge-punched and visual-punched cards, machine-

punched cards, and electronic equipment with magnetic tapes, strips, or cards, and the various kinds of stores, extensive use is made internationally of microfilming for the storage and retrieval of information. The forms used include film roll, film strip, jacket, microcard, microfiche, or single pictures associated with index cards and manual or mechanical techniques. Microfilming is becoming increasingly popular for the storage and quick retrieval of information, and may also be regarded as a useful expedient in the documentation of scientific literature. Microfilming makes it possible to record all manner of information in a minimum of time and space, without translation and comprehensive coding. It guarantees a reproduction true to the original. Microfilms are therefore information carriers from which many copies can be made quickly and at comparatively low cost, either by microfilm copies (positive or negative) or by re-enlargements. But how can rapid access be added to the traditional advan-

tages of microfilms? It is not enough to scale down and reproduce information material, it must also be possible for required pieces of information to be quickly retrieved. The microfilm is accepted as an important information carrier even by those who are less convinced of the wide possibilities of applying microfilm technique. Opinions differ with regard to comparing the storage capacity of the microfilm to that of the magnetic tape, but it should be said that reproducible storage methods are often preferable to digitally stored information. The microfilm is a form of true-to-original


storage and reproduction. It gains in importance if xerographic machines make it possible to re-enlarge microfilm pictures on normal paper even more rapidly and cheaply than before. Nat- urally, the microfilm does not in every case replace such information carriers as punched cards, punched tapes or magnetic tapes. Microfilming is one possibility out of many, and like all the other ways of storing information it has its advantages and disadvantages. The ultimate criterion for the choice of an information carrier should be the specific problems to be solved and their demands on the carrier. It is important to note that in all circumstances, and particularly when setting up documentation and information facilities-and that includes an NDC-microfilms permit a combination of manual and mechanical and electronic means of information retrieval.

5.2 .2 .2 Microjllm forms

Microfilming is a reprographic method using scaled-down pictures of the original documents on film material. The scaling-down factors for written texts are, as a rule, I : 20 linear-in certain cases I :40 linear. In general, up to fiftyfold reductions are common in microfilming but reductions of I : IOO to I : 300 would still be economical. A scale of I : 300 means that 10,000 pages of size A4 can be put in a space g c m x 12 cm in a safely reproducible fashion. One-hundredfold to three-hundredfold reductions are mainly used for storing large archives and collections, i.e. long- lived material. As was said earlier, the microfilm forms we distinguish include

film roll, film strip, and the single picture on the one hand, and flat microfilm (microfiche) on the other. Microfilm rolls usually come in widths of 16 mm, 35 mm, and 70 mm. For filming texts the sizes most frequently used are 16 mm and 35 mm, with a decided preference for 16 mm. With roll film, access to single pictures is difficult (the length of the film being from 30 to 250 m) unless automatic or semi-automatic microfilm search devices are applied. That is why single-picture and film-strip systems are preferred (strips, jackets). The flat microfilm is an array of micro-pictures in lines and

columns on a flat film sheet (microfiche) having arrangement marks that can be read without a reading aid. The sheets can be

86


stored in an index file. The most common size of a flat microfilm sheet is 105 mm by 148 mm (size A6) with sixty micro-pictures in five lines per twelve pictures. The microfiche and the jacket are considered the most suit-

able forms of microfilm. Microjackets are microfilm bags for roll film strips in index card shape (A6), e.g. for five film strips with twelve micro-pictures each (16 mm roll film). The microfiche offers the following advantages over the microfilm roll: Microfiches with thirty double or sixty single pictures at a twentyfold reduction of the original size can easily be perused at a glance.

A specific microfiche can be directly selected in the store. This means little film movement even if the microfiche store is frequently used, so that wear and tear of films can be kept to a minimum. Parallel work at the microfiche store is possible.

The title strip of a microfiche can be read with the naked eye and is well-suited for carrying arrangement marks.

The selection of an individual microfiche, even from large stores, can be done manually in little time by means of a precise arrangement system. No expensive technical equipment is required; a matter of particular importance for the establishment of an NDC.

Microfiches can be easily duplicated. The cost of a microfiche copy with sixty pictures is no more than about 6 per cent of the cost of a corresponding number of copies in the original size.

Microfiches are especially suitable for building up indexes at the place of work. With conventional index boxes it is possible for the information user to constitute his own arrangement system.

It is very easy and relatively inexpensive to produce reading devices for microfiches with pictures in twentyfold reduction of the original size.

Microfiches can be mailed cheaply without any special packing material.

So much €or microfiches in documentation and information. Experience shows them to be the most advantageous method. Note, however, that their production requires special equipment which should be bought only if that is economically justified. For further remarks see the following section (compare Appendix 24).


5.2 .2.3 MicroJiming equipment

Microfilming equipment is generally divided into cameras, developing equipment, copying (duplicating) machines, re-enlarging equipment, reading and re-enlarging equipment, reading devices, and other equipment. Microfilm cameras are step cameras for filming single documents or continuous cameras for filming masses of documents. Micrats are made with special cameras for photochromatic layers. When photos are made with a step camera, both the object and the film stand still during exposure, whereas in the case of continuous cameras the object as well as the film move during exposure at a speed of about 2,400 m per hour, depending on the type of camera. Normal mirror reflex cameras with special attachments are also used on a small scale for photographing information material, but they are inefficient and their photographing capacity extremely limited.

Developing equipment serves to develop, fix and wash the exposed microfilm. Depending on the type and length of the film to be processed it is customary to use machines, developing boxes, tanks, dishes, etc.

In order to copy and duplicate, equipment may be used that works by the contact method (scale I : I only) or the optical method.

Re-enlarging equipment is used to produce re-enlargements. These may also be made with microfilm cameras equipped, if necessary, with special attachments. Microfilm-reading devices with re-enlarging appendages are available for the rapid production of re-enlargements.

Microfilm-reading devices are used for reading microcopies. Mon- ocular or binocular magnifiers may also be used €or occasional reading but are insufficient for permanent use. Optical systems are used for permanent reading which produce an image on a reflected-light or translucent-light screen. The degree of magnification depends on the kind of microform

and may be as much as I : 42. Reading and re-enlarging devices are a combination of reading devices and re-enlarging sets. They can rapidly produce copies the size of the read image from the microcopies picked out with the help of the reading device. Exposure and development are

88

Docunlentation and information techniques

possible in one process. Special paper and special developers are used.

A microfilming set may include additional enlarging equipment (such as xerographic enlarging machines), copiers, cabinet dryers, drying machines, etc. (see Appendix 25). Microfiche equipment systems are internationally available

widely varying in quality and with different degrees of automation. The following costs can be expected: (a) microfiche-photographing equipment including an automatic developing unit costs about U.S.$25,ooo; (b) a microfiche duplicator operating on the basis of diazofilm costs about $3,000; (c) a reading and re-enlarging device €or microfiches operating as an electro-photographic process costs at least $8,000 to $10,000; (d) a simple microfiche-reading device costs at least $100. An equipment system of this size, if used in one shift, can turn out weekly about 300 to 400 microfiche originals and many times more microfiche duplicates. Investments like this are justified only if the microfilming unit

can be fully utilized in one shift, allowing for unavoidable down- time, and if only such documents are photographed as are simultaneously needed by different users or groups of users, so that several copies have to be made available. However, simpler microfilming systems may be bought at a

cost of $10,000 to $20,000. A normal mirror reflex camera with special attachments and other simple appliances costs even less. As was said before, the storage of information on microfilm

raises much more than the storage of original documents, the problem of retrieval and selection, i.e. quick access in the search of information. Besides the kind of storage chosen, determining a suitable information retrieval language is the most important prerequisite for effective information processing. The search language (classification, thesauri) determines whether or not information can be properly registered, as independent as possible of subjective factors, and found again when required in a minimum of time.

5.2.2 .4 The sequence of oterations in a microjlm system

The following are the essential operations in information microfilming: (a) checking incoming sources of information for their suitability for documentation (eliminating unsuitable sources of information); (b) making the accepted sources of information


accessible as to their bibliographical data and contents (regis- tering titles, preparing summaries, indexing, filling in a documentation card); (c) determining whether the documented sources of information are suitable for microfilming (microfilming necessary: yes/no; material not used for microfilming eliminated); (d) division of the material to be photographed (into one category to be destroyed after microfilming, if so desired, and another to be kept); (e) registration and preparation of the materia1 for microfilming (filling in order forms, assorting the documents according to size, etc.); (f) photographing the material, developing the film, checking the microfilms; (g) filing away the order forms for microfilmed material; (h) registration and storage of the microfilms according to the documentation system (putting the microfilm and the original in the reference storeladdress store and the document store); (i) destruction of the microfilmed originals, or films of the original material where destruction is not allowed.

The use of the microfilm system comprises the following operations: (a) retrieving the required information through the retrieval system; (b) selecting the microfilm pictures; (c) reading the microfilm pictures; (d) making re-enlargements or copies; (e) making microcopies available to the user (compare Appendix 26).

5.203 SEMI-AUTOMATIC AND AUTOMATIC METHODS

Documents in a microfilm system may be stored and retrieved manually, semi-automatically, or automatically, and in one or two stages. The microfilm-carrier as a single-stage retrieval medium will, as a" rule, play a role in individual, smaller collections of documents. In the case of a microfilm store of larger capacity two-stage retrieval is generally more economical. Information is retrieved manually by means of conventional

card indexes, hand-punched cards, registers (first stage), after which the documents are selected manually from microfilm indexes (for example flat microfilm indexes) using the addresses of the documents ascertained in stage one (second stage). With the semi-automatic method, information is retrieved by

means of hand-punched or machine-punched card indexes. The resulting lists of addresses of relevant documents make it possible


to select the documents from flat microfilm indexes manually, mechanically, or with microfilm selectors. The search address profiles may be manually imprinted, or fed in by way of punched cards or tapes. The image co-ordinates on the screen of the reading device are set either manually or (in the case of microfilm selectors) mechanically. Electronic data-processing installations are used for automatic

information retrieval (first stage). The computer controls the automatic microfilm store by means of search profiles fed into it. The selected relevant documents are projected for evaluation and scrutiny on to the reading screens near the store or, by tele- transmission, onto the screens of several monitors. Automatic image co-ordinate control is used. The reading devices and video- screens are coupled with electro-photographic contact-copying or re-enlarging equipment (second stage).

5. z .3. I Electronic data processing

The most important automatic system for information, storage and retrieval today is electronic data processing. Here, a major difficulty lies in the principal difference between storage and retrieval. It is extremely difficult to allow during storage for all the factors that may crop up during a later retrieval operation since they are affected by the great variety of problems of different categories of users. The conventional classification systems do not apply as they are not multidimensional, so that modern arrangement systems (thesauri, etc.) have to be used. This shows that theoretical and methodological questions are of paramount importance in preparing and introducing automatic systems. Of course, at the present stage of documentation and information only a few of the operations mentioned can be automated. Such operations as selecting, extracting, summarizing and synthesizing call for an evaluation of the information content. At present, evaluation may be assisted by a machine, but the machine cannot do it alone. O n the other hand, a computer is capable, without major

difficulty, of taking over routine documentation and information operations, such as arranging objects in alphabetical order. The machine can also be successfully used to prepare different kinds of registers, such as registers of authors or registers of facts. A more important possibility of electronic data processing in

9'

Function ond organization of a national doMlmntation centre

scientific documentation and information is the automatic retrieval of documents. Whereas for other tasks an electronic data-processing installation is hardly justified-the occasional use of one would be enough in the case of larger operations-a documentation facility should have its own computer where: (a) there is a document fund of at least IOO,OOO documents; (b) the fund changes fairly quickly, so that at least IO per cent of the documents have to be replaced every year or there is an annual increase of IO per cent; (c) at least 20,000 complex retrievals have to be carried out every year. Turnover has to be so high because of the quite considerable cost

of properly storing the retrieval objects. Retrieval is a matter of seconds for a modern electronic data-processing installation if the questions are fed into the machine in conformity with the arrangement system. As was said before, there are one-stage and two-stage document

retrieval systems, and we shall now briefly describe the application of electronic data processing in a two-stage system. The first stage makes it possible, by means of specific questions, to find the addresses of the documents containing the required information, after which the documents, or copies of them, can be found in the second stage. The basis of this kind of document retrieval is to characterize

the essential contents of documents and inquiries by representative words (descriptors). In the process of retrieval the concurrence of the descriptors appearing in the inquiry and in the document is checked by word-to-word comparison, and if they are found to be identical the addresses of the corresponding documents are put out. The connexion between descriptor and document address in the

access mechanism may be organized in two ways: By direct storage organization, with all descriptors of a document referred to a given document address and stored one after the other, for example on a magnetic tape. This entails serial retrieval.

By inverse storage organization, with the addresses of all the documents referred to every descriptor in which the descriptor appears. This makes for very fast parallel retrieval.

What is particularly important for the quality of document retrieval is the determination of descriptors from the natural vocabulary, and the establishment of semantic and certain syn- tactical links between them and the non-descriptors. The sum of the descriptors, non-descriptors, and the links


between them makes up the thesaurus of the document retrieval system, the thesaurus being essential for the effective application of electronic data processing in document retrieval. On the other hand, electronic data processing can be of a sub-

stantial help in improving the thesaurus. Of course, the thesaurus must be continually expanded and perfected in the course of building up the document fund and during retrieval operations. Here the machine can be used to put new descriptors in the store at the right place for ready access, for example in alphabetic order. Experience to date shows that only with a thesaurus can electronic data processing be efficiently used for document retrieval.

5.2.3.2 The data bank

The use of electronic data-processing installations makes it increasingly possible to cope with the mounting tasks of scientific documentation and information arising from the rapid growth of the volume of documents. Automatic document retrieval is being tested in practice, and automatic fact retrieval is at its beginnings. Moreover, it is already clear that as it develops, electronic data

processing will be oriented, as far as documentation and information are concerned, to establishing data banks in documentation and information centres. A data bank in this case is a computer with a large store which can be fed with information from any distance and can supply information to users over any distance. It is possible, as envisaged in the U.S.S.R., to connect a number of such computer installations and set up an information grid for the fully automatic exchange of information. Any information not available in one part of the system can be teletransmitted from another part. As was stated earlier, combinations between computers and

microfilm systems offer effective and economical solutions. An electronic data-processing installation, for example, can facilitate direct access to microfilm archives and immediately after give copies of the microfilmed originals to the user. Such one-stage systems are already in use, and are known as COM (computer output microfilming) and CIM (computer input microfilming). If we regard the traditional division of electronic data processing

into three sections, namely input, processing and storage, and output, we find that input is still rather problematic today-it is

93


less suited for systematization and automation because in most cases the input documents have to be punched. O n the other hand, there are essential difficulties with regard to output as well, for printing computer-supplied information lays a heavy burden on the organization of electronic data processing. The capacity of currently available high-speed printers is in no way commensurate with the processing capacity of a computer, and the result is a bottle-neck in every electronic data-processing system. Never- theless, we know that high-speed printers produce masses of paper in most cases unrelated to the actual possibilities of utilizing them. It is at those two critical points, input and output, that microfilming comes in. From what was said about microfilming in previous sections it is now quite obvious that the use of microfilms instead of the notorious unending lists turned out by a computer is bound to be appropriate and economical, provided certain technical prerequisites are met.

5.2.3.3 COM and CIM

Computer output microfilming means the direct transfer of computer output data on to microfilm with the off-line COM equipment replacing the printer. The digital data to be recorded are usually transferred onto the film by cathode-ray tubes. The exposure of the microfilm consequently replaces the printing

on paper of the information recorded on a magnetic tape. At a speed of go,ooo characters per second the logic of the COM system analyses the data stored on a magnetic tape and transforms them into characters which are transferred to the cathode-ray tube and simultaneously photographed on microfilm. Including film feed, image direction, scaling-down factor, and

coding for quick retrieval of required information, a COM unit produces more than 300 pages per minute, each page consisting of 64 lines with 132 characters. Where the pages have fewer lines the processing speed increases to more than 500 pages per minute. This is over twenty times the performance of a conventional high- speed printer. The film produced by the COM unit is developed and can be duplicated as required. COM offers the following advantages: (a) a considerable

reduction of computer time; (b) elimination of the bottle-neck caused by insufficient printing capacity and free computer time for

94


operations more important than printing; (c) a saving of paper and storage space. The cost of the equipment needed for electronic data processing in combination with microfilming is certainly rather high, but the operating cost is reasonably low. Another form of microfilming in combination with electronic

data processing applies to input and is called computer input microfilming. Information is fed into the electronic data processing installation directly from the microfilm. Although CIM has emerged from the stage of laboratory experiments, a good deal of research and development remains to be done. As most developing countries have little or no technological

basis (compare the Ecosoc study), it is impossible for them to use automatic data processing for the time being and the various forms and methods of mechanization continue to be preferable. When an NDC is established allowance should be made, when

considering full-scale or small-scale mechanization, for the future application of microfilming and electronic data processing in the storage and retrieval of information. It would therefore be appropriate to introduce only such forms and methods as will permit microfilming and a computer-oriented handling of information by means of descriptor languages. When establishing a central store in an NDC, for example, it would be possible to introduce the hand- punched card system in connexion with microfilming. The final sections of the present study will have more to say on this subject. To sum up what has just been said, the arrangement system

to be used must: (a) be quick, reliable, and ensure multidimensional access to the information; (b) guarantee that both highly specific and comprehensive information can be indexed, stored and retrieved; (c) offer the possibility of combining arrangement characteristics (compare Section 4.4).

5.3 Provision of documents; printing and reproduction

5.3.1 FORMS O F DOCUMENT PROVISION

Documents can be provided by documentation and information facilities, and so by an NDC as well, in three principal ways: (a) as original documents; (b) as copies, prints or reproductions;

95

Function and organization ofa national documentation cmtre

(c) as microforms of the original document. The operations involved depend, among other things, on the demands of the user. In the case of original documents we can distinguish between: (a) lending out the original; and (b) providing a copy, print or reproduction. A microform store offers the following possibilities: (a) provision of the required document in original size; and (b) provision of the microform of the required document. Naturally, the documentation specialist must be free to choose

the most suitable method of providing a certain document, which means that he or she must be familiar with the bases of the copying, reproduction, and perhaps also printing methods most important for documentation and information (see Appendix 28).

5.3.2 REPROGRAPHIC METHODS

It would be as well to explain the basic ideas of reprography, so that they can be understood by all. By reprography we understand the sum of the methods based

on the use of rays for copying texts and drawings; this includes all the technical means and materials. Copying methods are reprographic ways of producing a true-

to-original reproduction (copy) of objects in the original size or on another scale. By the type of image transmission we distinguish (a) optical copying methods, i.e. the transmission of images optically (lenses, mirrors) with the possibility of changing the scale; (b) contact-copying methods where the image is transmitted by raying both the original and the copy carrier which lie one upon the other (in contact); in this case it is not possible to change the scale. According to the way the copying material is placed we distinguish between translucent and reflective copying methods. As regards the physical or chemical principles on which the

copying methods are based we have the following common processes: (a) photocopying; (b) thermocopying; (c) blue-printing (diazocopying); and (d) electrophotographic copying. W e may assume that in principle these methods are known, so

that we shall describe only two which have proved to be particularly suitable for documentation and information. Thermo- copying is contact-copying using special heat-sensitive paper. The


different heat absorption of the paper base and of the characters on it is used to produce an image on the copy. The original and the copying paper are in close contact (both the reflective-light and the translucent-light methods are possible) and pass a source of infra-red light whose radiation produces the copy. As a rule no further processing is necessary. The method is rapid, but it should be understood that the quality of the copy (resolving power) is much lower than that obtained by photocopying. Thermocopying is suitable only for written and drawn material. Certain originals with insufficient heat absorption (for example many stamp inks, ball-point and writing inks, coloured pencils, aniline dyes) cannot be copied in this way. Apart from their application in documentation facilities these machines are mainly used as office copiers. The electrophotographic method works on the basis of a photo-

electric conversion of differences in light intensity (optical image of the original) into a latent image in the form of a charge on a semiconducting photoelectric layer. The latent charge image is then made visible (developed) by applying dyestuffs (toners), utilizing electrostatic forces (electrostatic copying method). The most common of these processes are xerography and the

zinc-oxide method. Xerographic copying is frequently used in documentation and information. Microfilming is a reprographic method to produce a scaled-

down photographic image of an original on a film for the purpose of storage; it can include selection, copying and re-enlargement processes. Microfilming has already been extensively dealt with above (see Section 5.2.2).

5.3.3 REPRODUCTION A N D PRINTING

Reproduction methods are ways of producing documents by trans- ferring a dye from an image carrier (printing foil, matrix) to the copy carrier. The dye can be applied to the image carrier once only or repeatedly. The following reproduction methods are of importance for

the provision of documents in documentation and information: (a) spirit duplication; (b) stencil printing; (c) small offset printing. In spirit duplication a printing foil (enamelled paper) is in

contact with a special coloured paper (with a coating soluble in

97


spirit) while the text is written on it, and the dye is transferred onto the reverse side of the foil. In special machines (spirit duplicators) uncoated paper is slightly moistened with spirit and pressed against the image on the foil. Part of the dye is transferred on to the paper on which a normal image is produced. This method is particularly suited for office reproductions and for minor documentation and information facilities. Some IOO to 200 copies can be made from each printing foil. Thermocopying, has also gained a certain importance in the transmission of images. In the case of stencil printing special stencils are made permeable

to dyes in the places that carry the image. The dye penetrates the stencil and settles on paper which should be as absorbent as possible. In the simplest case the text is written on the stencil by hand or with a typewriter (with the ink ribbon switched off). The stencils are mostly made of special impregnated paper, and where written on the impregnating substance is pressed aside and the stencil rendered permeable. A recent method for the transfer of images on to special stencils (made of paper or plastic) works on the principle of electronic-optical scanning of an original to control the burning impulses of an electric spark gap which is used to perforate the stencil. The dye then reaches the paper through the burned-in perforations of the stencil. Stencil printing can be used for written texts and drawings only. Depending on the type of stencil used, anything between 100 and about 10,000 copies can be printed. In small offset printing the text is written on offset printing foils

(made of paper or metal) with greasy dyes. In the offset-printing machine the foil is moistened with water so that the dye, which contains a greasy substance, sticks only to the writing. The image is first transferred to a rubber cloth, and from there to any sort of paper. Writing on the printing foil can be done as follows: (a) by hand, using special greasy pencils; (b) with a typewriter, using a special ink ribbon; (c) photomechanically, using coated offset foils (covered with light-sensitive layers of silver salts or diazo compounds); (d) by means of electrophotographic copying methods. Small offset printing is used for the production of medium to

large numbers of copies. The maximum can be from IOO to 500 copies from a paper foil, and 5,000 to about 25,000 from a metal foil, depending on the kind of image transfer. The method is suitable for printing texts, drawings and screened half-tone pic-


tures. The international development of small offset printing tends toward automating the production of printing foils (image transmission) as well as the preparation of printing, to be followed by a programmable and largely automatic printing process. In the development of copying and reproduction equipment

there is a general tendency toward highly productive machines for central use. The various methods of reprography, printing and reproduction

for document provision should be exactly determined on the basis of the specific conditions of the country concerned, the scope of work of the NDC, and the special problems to be solved.

Recommendations


I. The manual methods of storage and retrieval used to establish a store in an NDC should correspond to the conditions mentioned in Recommen- dation No. I I, paragraph 2.

2. Multidimensional storage and retrieval, which at the same time leaves open the possibility of automatic storage and retrieval, is most effective with an inverse storage organization. A suitable storage and retrieval instrument for the inverse system is the visual punched card, recommended for manual storage and retrieval in the case of NDC stores of limited capacity (up to 40,000 documents). The use of visual punched cards in an NDC presupposes the compilation of

a list of standardized terms (thesaurus; compare Recommendation No. I I, paragraph 2).

3. In order to utilize certain advantages of microfilming (replacement microfilming) for information storage and retrieval in an NDC with a limited technological basis and a limited storage capacity, the visual punched card system should be combined with microfilming. The active store (retrieval store) would then be formed by the visual punched-card index while the document fund of the passive store (document store) would be photographed on microfilm, thus containing, as a rule, only the microforms of the documents.


I. If an NDC has a larger store, mechanical and automatic methods of storage and retrieval must be used. It is possible, depending on the specific conditions of the country concerned, storage capacity, the required retrieval speed, and

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Function and organization qf a national documentation centre

other factors, to apply machine-punched card techniques, automatic microfilming and electronic data processing.

z. If the material prerequisites allow, the most appropriate system would be a combination of microfilming and electronic data processing, with active storage and retrieval done by a computer, while microfilming would be used for the document store (passive store). Microfiche equipment systems have proved to be particularly useful at the present stage of development.


I. The application of reprographic, printing and reproduction methods in an NDC for the provision of documents should be exactly determined in the light of the specific conditions of the country concerned, and of the scope of work and special problems of the NDC.

z. Of methods described in this study we particularly recommend, depending on the volume of work to be done, the use of: (a) electrophotographic methods (xerography); (b) stencil printing (limited); (c) small offset printing.

3. Microfilming necessarily entails the provision of documents in the form of re-enlargements or in a microform. Documents in the form of microfiches have proved to be particularly

suitable.

IO0

6 Financing and economy of an NDC

6. I Basic remarks

Financing the establishment and maintenance of an NDC depends on the specific conditions of the country concerned. NDC activities and the national organization of documentation and information should be organized with a view to economic efficiency, that is there should be a maximum degree of self-financing. The NDC should normally charge fees for its documentation and

information services, except in the case of associates with whom a contract has been concluded providing for the reciprocal exchange of information free of charge. A precondition for the sale of information services is that the NDC provide information of a quality and quantity such that the user is prepared to pay a reasonable price. It is recommended that the NDC work out regulations (guidelines)

for calculating documentation and information fees applicable to the entire national organization of documentation and information (see Appendix 29). Economic efficiency also implies an exact cost control, for example

in regard to the efficient organization of operations, the utilization of the store, the cost of information procurement, wages, etc. In developing countries, however, it will hardly be possible, at

the start, to finance the national system of documentation and information, in particular the establishment of an NDC, in accordance with economic principles. It may even be convenient to finance the centre entirely from State funds. This would entail an additional burden on the national budget

of a developing country. At the symposium on documentation planning in developing countries held in Bad Godesberg (Federal

IO1


Republic of Germany), from 28-30 November 1967, it was suggested that I per cent of international assistance (development aid) for a developing country should be made available for documentation and information, with the developing country itself allocating I per cent of the national budget. These suggestions are of general nature, independent of the specific conditions of a given country. Even in an already operative documentation and information

system in a developing country the proceeds from documentation and information will generally be insufficient for the maintenance and development of an NDC and amortization of the original investment . It is generally known that the effect of documentation and

information activities on the national economy is not particularly productive, is not immediately reflected by receipts. Nevertheless, as was said before, documentation and infor-

mation should be efficiently organized so as to permit maximum self-financing. State-financing of the establishment and development of an NDC

and the national organization of documentation and information, as well as the necessary subsidies for their maintenance, should be a fixed item in the national budget.

6.2 Expenditure

As may be seen from Section 6. I, an NDC is essentially financed and organized to provide users rapidly with an adequate quantity of information and information media of high quality, not least in order to produce receipts and to keep costs to a minimum through an efficient organization of documentation and information. As in research, the efficiency of documentation and information can partly be measured by the reduction of costs. W e shall now provide a basis for cost accounting in an NDC by

enumerating some possible forms of expenditure:

6.2.1 COSTS

Consumption of means of operation: (a) depreciation of assets (premises, technical equipment, such as printers, microfilming

I02

Financing and economy of an NDC

equipment, computers, etc.); (b) rent (for working premises); (c) working instruments of low value and limited durability (books, periodicals, manuals, dictionaries, directories, publishers' catalogues, etc.).

Consumption of material and services: (a) basic material (paper, film); (b) outside work (costs arising in other institutions to be paid by the NDC); (c) auxiliary material (printing ink, photochemicals, etc.).

Consumption of necessary working time: (a) wages and salaries of the staff; (b) additional fees; (c) cost of special services (extra fees for the rapid execution of priority work, for difficult translations, etc.); (d) contributions to social services (not applicable in every country).

Consumption of extra working time (overtime, compensation, etc.). These are only the principal items, and it may be necessary to add others to meet the laws and regulations of a given country. It has been found that the average cost of document processing

(input) is U.S.$I I per document, while the output cost is about $2 per document. These are approximate figures applying to a medium-sized documentation centre.

6.3 Receipts

Receipts can mainly be divided into: (a) internal receipts (from services rendered to the actual staff, including freelance personnel); (b) external receipts from services rendered to outside parties; this is the current and important part of the receipts of an NDC. NDC services for which fees may be charged include: (a) the

execution of information retrieval orders; (b) the compilation of title lists and bibliographies; (c) the occasional or regular supply (by subscription) of NDC information media (such as information bulletins, periodic reports, summary services, computer-oriented registers, etc.); (d) the supply of single items of information and individual reports; (e) translation; (f) printing, reproduction, microfilming and copying; (g) the loan or sale of literature. A basic fee should be charged for the execution of an information

retrieval order (for example, $I) plus specific costs according to the volume of work performed.


6.4 Accounting

In addition to the laws and regulations applying in a given country to the bookkeeping and management of an institution such as the NDC, the following accountancy methods can be used in an NDC: (a) an accounting guideline clearly defining the NDC divisions and departments included in the accounting system; (b) a list or catalogue of the prices of all information services subject to payment; (c) a regulation specifying the fees for outside services; (d) a survey of average costs per service and department (information media, technical services, etc.); (e) working-hour sheets for calculating payment for services rendered; (f) standard blank forms for information and retrieval orders.

6.5 Calculation of fees

Many countries have precise and binding regulations for the calculation of documentation and information fees. The following passages are based on the official ‘Regulation of Fees in Information and Documentation’ of the German Democratic Republic of 31 March 1971, and are intended to facilitate comparison with similar NDC services. In the first place, fees are charged only if the services performed

lie outside the normal duties of the person rendering them and for which he or she is paid a salary. Fees are charged in accordance with the legal regulations in force. Fees are charged for the following services: (a) making the contents of sources of information accessible in the native language as well as in foreign languages; (b) preparation and evaluation of parameters and indexes; (c) subject- oriented reading of sources of information in order to follow up scientific, technological and economic development; (d) preparation of scientific, technological and economic information on the basis of information sources; (e) participation in the solution of major problems of documentation and information. The precise fees for various services are also specified.


6.5. I EVALUATION O F PRIMARY SOURCES

Title registration and indexing (operations: reading, indexing, filling in a card) : (a) information source in the native language-fees ranging between $1.50 (up to one page of special text, size A4) and $2.50 (over eight pages of special text, size A4); (b) information source in a foreign language-fees depend on the language and range from $2 (one page of special text, size A4) to $4.50 (over eight pages of special text, size A4).

Summarizing and indexing (operations: reading, indexing, preparing a summary, filling in a card): (a) information source in the native language-fees ranging from $I (up to one-half page of special text, size A4) to $3 (up to three pages of special text, size A4) plus $0.20 for every additional page over three; (b) information source in a foreign language-fees ranging from $4 (up to two pages of special text, size A4) to $5 (more than two pages of special text, size A4) plus $0.20 for every additional page over two.

6.5.2 EVALUATION OF SECONDARY SOURCES

Title registration and indexing (operations: reading, indexing, filling in a card) : (a) information source in the native language-$ I; (b) information source in a foreign language-several groups of languages with fees ranging from $I .50 to $2 according to group.

Summarizing and indexing-chiefly copying literally the native- language or the translated foreign-language source of information (operations: reading, indexing, filling in a card) : (a) information source in the native language-$^ .50; (b) information source in a foreign language-$r-3 according to group of languages; if the source has to be considerably condensed or rearranged the fees are $0.50-$ I more.

6.5.3 NATIVE-LANGUAGE A N D FOREIGN-LANGUAGE SOURCES

Making the contents of native-language and foreign-language sources of information accessible for conventional storage and

Function and organization of a national documentation cenlre

processing (operations: reading, classification, preparation of an annotation or summary): Title registration: (a) source of information in the native language- $0.70; (b) source of information in a foreign language-$ I.

Title registration with annotation: (a) source of information in the native language-$1; (b) source of information in a foreign language-$ I .60.

Title registration with summary: (a) source of information in the native language-up to three pages of special text, size A4, $2 plus $0.20 for every additional page; (b) source of information in a foreign language-up to two pages of special text, size A4, between $2.50 and $3.50 plus $0.20 for every additional page over two.

Fees are based on a delivery time of two weeks and are reduced if that time is exceeded.

6.5.4 PREPARATION AND EVALUATION OF PARAMETERS A N D INDEXES

Depending on the time needed for evaluation and coding, $2-3 per hour.

6.5.5 READING OF SOURCES OF INFORMATION

Fees for regular reading are: (a) native language-$zg per year and source; (b) foreign language-$4o per year and source. The fees apply to sources appearing once a month and not

exceeding 1,500 pages a year.

6.5.6 PARTICIPATION IN THE SOLUTION OF MAJOR PROBLEMS OF INFORMATION

The fee for participation in preparing and improving arrangement systems, in working out prognostications, and in working out major methodological material, is $2.20 per hour. In addition, rates are quoted for auxiliary technical operations.

I 06


In the German Democratic Republic there is another official regulation that applies to interpreting and translation services, the ‘Regulation of Fees for Interpreters and Translators’ of I g May I 97 I. The fees there specified differ according to groups of languages, degrees of difficulty, and types of translation (rough translation, working translation, translation ready for publication) and range from $2 to $6 per standard page (thirty lines with sixty characters each). The above examples are given merely for the sake of comparison

and as an aid in calculating fees for similar services in an NDC.

Recommendat ions


I. Financing the establishment and maintenance of an NDC depends on the specific conditions of the developing country concerned.

2. The national system of documentation and information should be financed on an equal basis (I per cent) from international contributions to the development of a given country (development aid) and from that country’s national budget.

3. State-financing of the establishment and development of an NDC and the national organization of documentation and information should be a fixed item in the national budget.

4. Although it is far from easy for an NDC to finance its development and maintenance out of its own funds, its principal aim should be to reach a maximum degree of self-financing through the sale of information services. The NDC should work out standard regulations (guidelines) for the payment of such services.


I. The efficiency of documentation and information may in part be measured also by the reduction of costs. The following costs may occur in an NDC: Consumption of means of operation: (a) depreciation of assets; (b) rent; (c) working instruments of low value and limited durability.

Consumption of material and services: (a) basic material; (b) outside work; (c) auxiliary material.

Consumption of necessary working time: (a) wages and salaries; (b) additional fees; (c) expenses for special services; (d) contributions to social services.

Consumption of extra working time.


2. Receipts may be derived from the following NDC services, among others: (a) execution of information retrieval orders; (b) compilation of title lists and bibliographies; (c) supply of information media; (d) supply of single items of information; (e) translations; (f) printing, reproduction, microfilming and copying; (g) loan and sale of literature.

3. In addition to the laws and regulations applying in any country to the book- keeping and management of an NDC the following means and methods may be used: (a) an accounting guideline clearly defining the departments included in the accounting system; (b) a guideline (regulation) on the prices to be charged for all information services subject to payment; (c) a regulation specifying the fees for outside services; (d) a survey of the average cost per service and department; (e) working-hour sheets for calculating payment for services rendered; (f) standardized blank forms for information and retrieval orders.


I. In a developing country standard fees must be paid for outside services in documentation and information. Where precise official regulations already exist, fees are to be calculated accordingly.

2. Where no regulation so far exists for the payment of fees for outside services, it should be drawn up by the NDC in collaboration with the competent institutions, approved by the government, and then published.

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7 Specialized library of the NDC; co-ordination and co-operation with the library services

7.1 Specialized library of the NDC As was said in Section 3.3, the NDC should have an adequately equipped specialized library for its own work. The library should be an integral part of the NDC and subordinated to the director. The same principle should also apply#o other documentation and information facilities of the country concerned. The library should particularly comprise, in addition to funda-

mental scientific literature and statistics concerning the fields covered by the NDC's activities, the specific literature of the science of information and documentation. The library is responsible for the central procurement, regis-

tration, collection, storage and circulation of literature. In addition, the library staff should provide users with expert information and advice. The fund of the library and all newly acquired publications should

be made accessible bibliographically (by title registration and cataloguing), and as regards their contents, by indexing, summarizing, storing, and processing into information media, in order to ensure direct connexion to the documentation and information system and to the central store of the NDC. In general the library may be operated along the usual lines of library science, but as was said above, everything should be done to integrate them into the documentation and information system. All library operations should be largely rationalized by using

standardized working instruments and microfilms.


7.2 Co-ordination and co-operation with the national library services

FID/DC Study I shows that there is a library system, or at least the beginnings of one, in almost every country. In recent years a national organization of documentation and information has developed in many of them, either independently or in connexion with or based upon the library services, in every case with information links. The specialized library of the central documentation and information facility may be regarded as a structural link between the two systems. A major problem is the supervision and control of both systems by one central government agency. This will be dealt with in greater detail below. A relationship between the documentation and information

system and the library system may be organized as an integration of the ~ W O systems, their co-ordination, or the relatively independent operation of both. Of course it may also happen that a developing country has only a library system and no documentation system or vice versa. Where institutions and the beginnings of both a library and a documentation and information system already exist, experience clearly proves that a comparatively separate operation of the two systems contradicts the findings of the science ofinformation and documentation as well as of library science, so that all we need discuss here are integration and co-ordination. Given the present level of development, we believe that integration will be possible one day, but it would be a long drawn-out process, for once the two systems exist, they generally develop along relatively independent lines. For the time being we must be content with an effective form of co-ordination, although the problem of a total integration should not be completely disregarded in connexion with future development. That depends also on the requirements of the country concerned. As suggested in Study I the co-ordinating function should rest with the central government agency to which both the NDC and the central institution of the library services (national library) are subordinated (compare Sections 2.4 and 3.3). As was said before, the specialized library of the NDC offers itself

as an institutional point of contact for connexion and co-ordination between the documentation system and the library services. A

I IO

Specialized library of the NDC

functional link could be the central store of the NDC which can, if necessary, conduct retrieval operations concerning the library fund or at least relevant parts of it. That implies that the two systems use one and the same method of storage and retrieval (thesaurus, etc.). On the other hand it would not preclude the possibility of the national library, or affiliated libraries for that matter, using conventional methods (library indexes, etc.) for purely library activities.

Recommendations


I. An NDC should have an adequately equipped specialized library forming an integral part of the NDC. This should also be the case for other documentation and information facilities of the country concerned (compare Rec- ommendation No. 6).

2. The library should comprise, in addition to important literature concerning the fields covered by the NDC, specific literature of the science of information and documentation.

3. The tasks of the specialized library include the central procurement, registration, collection, storage and circulation of literature, and the provision of expert information and advice to the users.

4. The fund of the library and all newly acquired publications should be made accessible bibliographically and as to their contents. A direct connexion should be established via the contents with the documentation and information system, i.e. references to relevant sources of information of the library should be included in the central store of the NDC.


I. There should be a maximum degree of co-ordination and co-operation between the documentation and information system on the one hand, and the library services on the other. The specific conditions of a given developing country may prompt the integration of the two systems or the establishment of an integrated documentation and library system.

2. A central government agency should be responsible for questions of co-ordination and the supervision of effective co-operation between the documentation and information system and the library services (compare Recommendation No. I). Such co-operation may be fixed in detail in written agreements based on

information catalogues (compare Recommendation No. I 6.5).


3. The specialized library of the NDC serves as a structural link for co-ordination and close relations between the two systems (compare Recommendation No. 23). Useful co-ordination and co-operation may be obtained through the central store of the NDC, i.e. the central store of the NDC, for example, should include relevant references to the literature of the national library. Similar co-operation is possible at other levels of the documentation and library systems (sub-centres-libraries of various institutions).

4. T o facilitate such co-ordination and co-operation of the documentation and library systems, both systems should use the same method of storage and retrieval (thesaurus).

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8

8. I

Training, qualification; information publicity

Formation of the national training system for documentation and information specialists

The training of documentation and information specialists and scientists, including training abroad, should be co-ordinated and supervised by the NDC in close co-operation with the Ministry of Education and the universities, colleges and other institutions. The NDC should have primary responsibility for elaborating

training programmes and profiles for the national training system in co-ordination with the supervising central government agency and the Ministry of Education. The training measures to he determined should guarantee that:

All documentation and information specialists possess the necessary knowledge and skills €or their functions and fields of work in forming the national system of documentation and information.

The documentation and information specialists are enabled to attain the economic goal of the documentation and information system; this includes: (a) the provision of information on important international trends, comments on research and development, etc., as a precondition for decision-making in the national economy; (b) a comprehensive supply of information, free from ballast, to the government, other State agencies, and top executives in the national economy; (c) the active provision of scientific, technical and economic information about the latest findings, experience and scientific methods in order to increase the productivity of the creative work of scientists and engineers.

Function and organization &a national documentation centre

It follows that documentation and information specialists may be trained in three fields of activity: (a) the social sciences; (b) the branch of science in which documentation and information work is done; (c) the science of documentation and information, including its fundamentals and auxiliary fields, and their practical application. The main aspects of training documentation and information

specialists in documentation and information comprise: (a) theoretical principles of documentation and information on an international scale; (b) the role of documentation and information in the development of society and the national economy; (c) tasks, development, function and structure of the national documentation and information system and its partial systems; (d) methodology for determining information needs; (e) methodology for information planning; (f) methodology for making sources of information accessible including the preparation of information media; (g) methodology for information arrangement, including the storage and retrieval of information; (h) methods of information provision, including microfilming and electronic data processing. Forms of training organization comprise: (a) studies in the science

ofinformation and documentation at a university or college; (b) partial studies in the science of information and documentation included in studies in a different field at a university or college; (c) subsequent studies to raise the qualification (post-graduate studies in the science of information and documentation, participation in courses, colloquiums, etc.); (d) subsequent training by self-tuition with the help of suitable specialized literature, guidebooks, etc.; (e) subsequent training by solving problems connected with work, participating in work teams, research teams, etc. These suggestions are not exhaustive and should be modified to

meet the specific conditions of a given developing country (see Appendix 2 7).

8.2 Training of users

The training of users should be regarded as an essential part of training in documentation and information. A competent schooling of users is essential for a sensible utilization of documentation and information services, and for efficient co-operation between documentation facilities and users.

Training, qual$cation; information publicity

The NDC should, with the aid of the supervising central government agency, co-ordinate training and prepare an outline programme for training users to co-operate with the Ministry of Education and the library services (see Appendix 30). The effective utilization of all facilities, means and possibilities of

scientific information is an essential condition for increasing the productivity of creative mental work. The users must be given differentiated training, so that everyone knows what he needs to know in the various fields of science for his specific task in the national economy. The principal objective in training users is to have them

consciously, comprehensively and systematically apply the knowledge and the methods of documentation and information in the course of efficient scientific work. Users of information should: (a) realize that documentation and information as instruments for rationalizing creative mental work are of major importance to the national economy; (b) acquire the skills needed to make full use of the possibilities of information; (c) become active partners of the documentation and information system in order to fulfil their dual function of information user, and information producer; this is only possible if they are able to formulate and express their own information requirements; (d) learn to do scientific work in such a way that it can be easily processed by the documentation and information system; (e) realize that it is for them to assess the suitability of information received; they should advise the documentation and information facility of the results of their assessment; (f) be able to participate in making the contents of information sources accessible. Efforts should further be made to have users realize that they too

have information tasks, namely: (a) collecting information concerning the degree of development of their special fields, whenever new tasks are taken up; (b) passing on their own findings and experiences to other users. In the industrialized countries there is a partially planned dissemi-

nation of specialized knowledge among users of information, particularly in engineering colleges and, to a certain extent, universities; to a lesser degree in vocational and ordinary schools. The industrialized and even more so the developing countries have to make up for a certain lack of knowledge concerning documentation and information.


Information publicity should encourage the systematic training of information users by arousing their interest and by creating understanding (see Section 8.4). The systematic training of users should be organized in conformity

with the education system of the developing country concerned, particularly in secondary schools, schools for vocational training, universities and colleges, centrally prepared and co-ordinated by the NDC. This would: (a) considerably reduce the cost to the national economy as compared with a decentralized approach; (b) ensure the required uniformity of aims and contents in the best possible way. O n the other hand centrally prepared and co-ordinated measures

should be applied in various suitable training facilities, though the NDC itself could organize a training programme as well, for example, by arranging courses. The same holds good for affiliated documentation and information facilities, if any. Transmitting what is known about documentation and infor-

mation must be adapted to the trainees’ level of education and field ofwork. In addition to a certain basic knowledge the users must have a specific knowledge of documentation and information depending on their functions and tasks. They should be able to make full use of the documentation and information services, but also to add their own contribution to the efficiency of the system. A standard basic programme and standardized instruction

material could be adopted for users of information whose approach to the documentation and information system is more or less the same. It would seem reasonable to divide them into groups, such as: (a) persons in receipt of regular education (pupils, apprentices, students); (b) persons engaged in research and development (scientists in basic research and investigation, applied research, development, design, technology, economy, etc.); (c) persons engaged in manufacturing (skilled workers, engineers, fore- men, etc.); (d) executives in the national economy (heads of departments, directors, entrepreneurs, managerial staff of government agencies, etc.); (e) teaching personnel in all education facilities and disciplines (teachers and lecturers at schools, universities, etc.). Economic efficiency must always be the decisive criterion for all

training measures, theory must go hand in hand with practice. This calls for teachers with both the theoretical knowledge and the practical skills required for documentation and information. They

I 16


should also be familiar with the specific fields of their trainees. Training should be preceded by experiments and the creation

of examples, with the NDC playing an active role. A beginning could even be made by organizing courses or classes held by the NDC itself. The NDC should plan such training in close co-operation with

the library services. In certain circumstances it might even be possible to use existing training facilities for librarians.

8.3 The organization of training courses by the NDC

Independently of the regular training of documentation and information specialists and users at universities and colleges, the NDC should organize a continuous internal training programme for its own staff on important and up-to-date problems of information practice. The staff of affiliated documentation and information facilities could be included in the programme, and qualified teachers should be called upon to help. All this is already established practice in developed countries. Training may be divided into courses for university and college

graduates and courses for technical and clerical staff. Their purpose should be to teach the latest developments in documentation and information.

8.4 Information publicity

Although it has been long appreciated that scientific and technological progress and the increasing role of science as an immediately productive force have created an objective need for specific documentation and information, the importance of actual documentation and information work continues to be underestimated. The reason for this would seem to lie in the continuing shortcomings of information supply, but still more so in an insufficient knowledge on the part of the users who have not yet fully understood that documentation and information is an effective instrument for solving their own specific problems. That must be overcome before it is possible to make full use of existing information possibilities and


actively contribute to the organization of documentation and information work. Information publicity can be understood as an attempt to inform

users as to the economic significance of scientific documentation and information, its systems and capabilities. With the help of the mass media and through the publication of information material it is possible to reach all kinds of users in management, education, research and development, design, technology, manufacturing and commerce. It is the purpose of information publicity to convince users of the necessity and the advantages of a continuous utilization of the possibilities of the national system of documentation and information, to stimulate the use of the documentation and information facilities, and enable users to make a certain contribution to the formation of documentation and information activities in their specific spheres of work. Information publicity consequently helps to develop a type of

documentation and information that meets the requirements of the State, science and the economy, and reflects the latest achievements of science and technology. The conscious utilization of documentation and information is a prerequisite of a high degree of economic efficiency. The principal tasks of information publicity are consequently:

(a) to enlighten all potential users as to the social and economic importance of scientific documentation and information for national development in conditions of scientific and technological progress, and as to the services and possibilities of the documentation and information system and its facilities; (b) to prove that the utilization of information possibilities is a precondition for the scientific character and the quality of work and a major contribution to decision-making; (c) to demonstrate the effect and the economic efficiency of scientific documentation and information; (d) to publicize the work of documentation and information facilities and their most important activities; (e) to develop and stimulate the readiness of users to participate actively in organizing documentation and information activities in their specific spheres of work; (f) to prepare the way for increasing closer international co-operation in the field of documentation and information by explaining the mutual benefits of such co-operation. It should again be emphasized that first-class documentation and

information work constitutes the best information publicity.

I I8

Training, qualijFcation; information publicity

A division of users into groups, as described in Section 8.2, enables information publicity to pay more attention to the specific information needs of these groups, to deal with specific problems arising in their work and help to explain them. Of particular importance is information publicity addressed to top executives in science, economy and government. It is in the interest of a national economy for policy-makers to regard and use documentation and information as an important instrument for their own work. The tasks of information publicity in a given documentation and

information facility are determined by its position, function and responsibilities. The NDC of a developing country, as a central guiding, co-ordinating and supervising institution, must gather and generalize the results and experiences of information publicity and transmit them to other documentation and information facilities and interested parties. Naturally, the NDC has to do some publicity work as well, co-operating with the mass media (press, radio, television) and providing or encouraging publications or broadcasts on interesting problems concerned with the development of documentation and information in order to popularize these activities and increase the general awareness. Publicity may also take the form of lectures, exhibitions, pamphlets, brochures, etc. Experience shows that information publicity should be a regular activity of the NDC. The means and methods used in information publicity hardly

differ from those in any other kind of training, instruction or advertising. They are manifold and may be classed as follows: (a) written or printed material, such as articles in periodicals and newspapers, brochures, pamphlets, hand-outs, leaflets, demonstration charts, etc.; (b) pictorial illustrations, such as television broadcasts, films, slides, photographs, graphic displays for exhibitions, posters, etc.; (c) the spoken word, i.e. radio broadcasts, tape recordings, gramophone records, lectures, discussions, individual conversation, etc. The effect of publicity depends on: (a) a clear and under-

standable presentation of the subject; (b) the degree to which the ideas, interests and experience of the persons and groups addressed are taken into consideration; (c) a form suited to the content of the subject and using the latest publicity trends; (d) the way in which it is used.

"9


Publicity should be used, if possible, in a concentrated and comprehensive manner, the means adopted being interconnected in content and adequately supplementary to one another, so that their effect is multiplied. The choice of the means and methods of publicity should depend

on: (a) the objective; (b) the level of education, knowledge, experience and position of the persons addressed; (c) the organizational, technical, and financial possibilities of the documentation and information facility responsible, and its position in the documentation and information system.

Recommendations


I. The NDC should co-ordinate and guide the training of documentation specialists and information scientists in co-ordination with the supervising central government agency and in co-operation with the Ministry of Edu- cation, universities, colleges and other facilities.

2. The NDC should undertake, in co-operation with the other facilities, the necessary major scientific work (elaboration of training programmes and profiles, outline programmes for courses, etc.).

3. The main contents of training documentation and information specialists should be: (a) theoretical principles of documentation and information on an international scale; (b) the role of documentation and information in the development of society and the national economy; (c) tasks, development, function and structure of the national documentation and information system; organizational questions; (d) methodology for determining the information needs; (e) methodology for information planning; (f) methodology for making information sources accessible and preparing information media; (9) methodology for information arrangement, storage and retrieval; (h) methods for information provision.

4. Forms of training organization should be: (a) studies in the science of information and documentation at a university or college; (b) partial studies in the science of information and documentation as part of studies in a different field at a university or college; (c) subsequent studies to raise qualifications (post-graduate studies in the science of information and documentation, participation in courses, colloquium, etc.); (d) subsequent training by self- tuition with the help of suitable specialized literature, guidebooks, etc.; (e) subsequent practical training by solving problems connected with work, participating in work teams, research teams, etc.

120



I. The training of users should be an essential part of training in documentation and information. The NDC should co-ordinate training in co-ordination with the responsible central government agency, and in co-operation with the Ministry of Education and other institutions.

2. The NDC should, in co-operation with the other institutions, undertake the necessary major scientific work (elaboration of an outline programme for training users).

3. For the elaboration of standard training programmes and instruction material, the users should be divided into groups, for instance: (a) persons in receipt of regular education (pupils, apprentices, students); (b) persons engaged in research and development (scientists from different fields of research); (c) persons engaged in manufacturing (skilled workers, engineers, fore- men, etc.); (d) executives in the national economy (directors, entrepreneurs, managerial staff of government agencies, etc.); (e) teaching personnel of all education facilities and disciplines (schools, universities, etc.).

4. Training should be preceded by experiments and the creation of examples, with the NDC playing an active role.

5. The NDC should plan such training in close co-operation with the library services. In certain circumstances it might even be possible to use existing training facilities for librarians.


The NDC should organize a continuous internal training programme for its own staff on the science of documentation and information and on important and recent problems of information practice. The staff of affiliated documentation and information facilities should be included in the programme and qualified teachers called upon to help. The programme should to teach the latest developments in documentation and information.


I. The dissemination of information and knowledge concerning documentation and information (information publicity) is regarded as a necessary activity to inform all categories of users as to the economic importance of scientific documentation and information, how it is organized and what it can achieve. This should be done by using the mass media and publishing information materiaI.

2. The NDC should define scientific principles and make suggestions for practical work in the field of information publicity. The NDC, as a central guiding, co-ordinating and supervising institution, has the further task of gathering and

I21

Function and organiurtion of a national donrmnttation centre

generalizing the results and experiences of information publicity and transmitting them to other documentation and information facilities and interested parties.

3. The NDC should to a certain extent engage in direct information publicity in order to help popularize documentation and information and create a greater awareness of it.

4. The effect of the means and methods applied by information publicity depends on: (a) a clear and understandable presentation of the subject; (b) the degree to which the ideas, interests and experience of the persons and groups addressed are taken into consideration; (c) a form suited to the content of the subject and using the latest publicity trends; (d) the way in which those means and methods are used.

5. If information publicity is to be effective level of education and knowledge of the users should be taken into consideration (compare Section 8.2).

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9 International co-operation

9.1 Principal questions of' inter national co- operati on

An important part of international co-operation between countries of the same or different levels of development is concerned with science and technology, comprising the international exchange of scientific and technical knowledge and experience, together with technical assistance. In this, effective information relations and the exchange of scientific, technical and economic information play an outstanding role. The efficiency of international co-operation in documentation and information will largely depend, however, on the quality of the national system and its central institution. Another important factor is the extent to which a developing country succeeds in concentrating these activities in its central institution (NDC), so as to ensure an adequate control and a high degree of efficiency in international co-operation. The social, scientific and economic development of every devel-

oping country should be accelerated and influenced by the latest advances in world science and technology sufficiently to provide information to the leaders of government, science and the economy. Numerous instances exist of investments in developing countries

failing to represent the latest stage of technical and scientific development the main reason for this, which has had a retarding effect, being insufficient knowledge about developments in other countries in the field in question. Bilateral and multilateral international co-operation could help

to overcome this difficulty.

Function and orpanization of a national documentation centre

9.2 Forms of international co- opera tion

The UNISIST Recommendations (Nos. 15 and 20) show the need to establish a central institution for scientific and technical information competent to make arrangements with other countries regarding co-operation in this field and so facilitate the incorporation of a national documentation and information system into a world-wide network. Another purpose of international co-operation within the framework of UNISIST is to prepare and determine general standards and methods for such co-operation, while UNISIST itself promotes the exchange of experience between countries and suggests guidelines, under the head of assisting the developing countries, for such projects as the establishment and operation of effective information networks and systems. The NDC is the central and supervising institution of the

national documentation and information system, authorized by the responsible government agency. That is why it should co-ordinate co-operation with such international organizations as Unesco (including UNISIST), ISO, FID, IFLA, etc., and guarantee an active participation in the work of those organizations. As was said in Chapter 3 international co-operation will gen-

erally cover: (a) division of labour in processing scientific information; (b) exchange of scientific information; (c) exchange of experience; (d) participation in the work of international organizations; (e) scientific and technical assistance. The experience of international organizations shows that few

developing countries participate regularly or occasionally in international co-operation, and it is maintained by certain critics that they thereby help to widen the scientific and technological gap existing between the industrialized countries and themselves. Although at first sight this seems legitimate criticism, it must be

admitted, that participation in the work of international organizations is costly and does not always produce the information urgently needed. Most international organizations do theoretical and methodological work which is not tailored to the stage of development of the developing countries. It may be added that some international organizations do similar or related work in the field of documentation, information and library services;


which does not encourage the developing countries to participate. Participation of the developing countries in international activi-

ties should be concerned with the following:

9.2.1 PARTICIPATION IN T H E W O R K OF THE FID/DC COMMITTEE

In addition to maintaining direct contacts with various international institutions, the developing countries are, particularly through this committee, in working relations with such major international organizations as Unesco, UNIDO, IFLA, representatives of which take part in the work of the FID/DC Committee. Within the framework of this committee the developing countries

can influence the organization of the international exchange of experience, as well as international congresses, discussions, sym- posiums, etc. and ensure that they are conducted with a view to satisfying the requirements of the developing countries.

9.2.2 EXCHANGE OF SCIENTIFIC INFORMATION

In order to satisfy the information needs of users in a given developing country, the NDC should conclude bilateral agreements on the exchange of scientific and other information. The agreements may determine how the flow of information is to be organized on the basis of information needs, the division of labour in processing important sources of information, the exchange of experience between the two partners, etc.

The flow of information between the NDC and a foreign associated institution would be specified in a joint information catalogue forming an integral part of the agreement. The catalogue should determine the requirements of either party as to content, form, periodicity, sender, receiver and source, thus forming the basic link for the flow of information between the two associates.

The NDC would in this way ensure the gradual solution of the following important information problem as well. Most of the scientific information material will be available mainly in English, Russian, French, Spanish and German, but international publications show that Japanese, Portuguese and Chinese are


growing in importance. As a rule only one of these languages is known in a developing country, the result being, as was said before, a certain one-sidedness in the procurement and processing of new information. Bilateral agreements between developing countries and NDCs of developed countries should provide that translations into the language mainly used are supplied as part of development aid. Moreover, a considerable part of the-technically quali-

fied-translation capacity available in the country could be concentrated in the NDC, including contracts with translators working part time.

Note that when speaking about the exchange of scientific information, a good deal of foreign information is available only against payment (for example most of the periodicals and books). A n NDC can use its available-and mostly limited-funds more suitably and economically by purchasing information on the basis of the information catalogue. The sources of information procured and financed by the

NDC should be centrally processed and stored. Duplicate and multiple procurements by a developing country can be reduced to a necessary minimum or completely avoided in favour of a wider range of information sources.

9.2.3 DIVISION OF LABOUR IN PROCESSING SCIENTIFIC INFORMATION

Under the agreements between two or several NDCs it is possible to introduce a division of labour into information procurement and processing, which is thereby rendered more efficient. This is particularly to be recommended in the case of developing

countries as, in view of their natural conditions and level of development, they have the same technical and scientific problems (for example water supply, irrigation projects in the same climatic zone, regulation of a river, etc.). The NDC should therefore supervise and co-ordinate inter-

national co-operation on a bilateral basis; which does not rule out certain specific tasks of international co-operation being handled by other documentation and information facilities in the country, in co-ordination with the NDC.

I 26


In establishing and maintaining international information relations, the NDC of a developing country should engage the services of all its qualified citizens living abroad, for example scientists working or studying, students being trained at foreign universities or colleges, trainees in industry, agriculture, transport, banking, etc. Other possible major associates for an NDC are trade agencies,

economic missions, cultural centres and other representative offices, where their status permits such co-operation. Study teams or individuals travelling abroad should assist the

NDC within their possibilities. Finally, international information relations should also be

included in intergovernmental agreements, and so endorsed by the highest authorities.

Recommendation


I. The NDC as the central, government-authorized supervising institution should be responsible for international co-operation on a bilateral and multilateral basis, as well as for co-operation with international organizations, and, if necessary, should guide and co-ordinate the activities of other institutions in documentation and information.

I. Possible forms of international co-operation are: (a) division of labour in processing of scientific information; (b) exchange of scientific information; (c) exchange of experience; (d) participation in the work of international organizations; (e) scientific and technical assistance.

3. The participation of the NDC of a developing country in international activities should concentrate on the following: (a) the work of the FID/DC Committee; (b) exchange of experience; (c) exchange of scientific information.

4. Agreements should be concluded between the NDC and other leading documentation and information institutions for the effective organization of bilateral and multilateral co-operation. The agreements should provide for the exchange of information, division of labour in the procurement, evaluation and processing of information, and the exchange of experience.

5. Efforts should be made to have such agreements or important aspects of them included in intergovernmental agreements.

IO Further development of an NDC

As with the concentration and rationalization of operations and economic processes in other spheres of the national economy, there is a definite trend in documentation and information towards the development of genuine information institutes.

IO. I The development of an NDC into a central information institute

A central information institute, a possible future development of an NDC should aim at: (a) functionally-the combination and unification of existing partial systems of the national economy at a higher level, and the integration of documentation and information into an over-all economic system; this being a further development of the direction planned for the NDC; and (b) struc- turally-the central guidance and co-ordination of the elements of information processing and dissemination within the limits of a central institute. As is clear from earlier paragraphs, an NDC would be concerned with the national economy. O n the basis of the main tasks mentioned in Chapter 3, an NDC

could, when developed into a comprehensive centralized information institute, cover the following fields of action: Management and planning: management and planning of the NDC; full supervision and co-ordination of the NDC as the country’s responsible central documentation and information institution.

Documentation and information: all the main tasks mentioned in Section 3.3 under items I to 6, including the editing of infor-

I 28

Further development of an NDC

mation media, reproduction and printing, the specialized library of the NDC.

Book-keeping and financial administration: including general administration.

Public relations, including information publicity: preparation of scientific publications on information and documentation and on the national documentation and information system; publicity and information on documentation and information.

Diagram room, or scientific and technical room: preparation and dissemination of graphs; expansion into a scientific and technical room should be possible, where means of demonstration could be prepared for documentation and information purposes.

Consulting service: specific consulting activities for other documentation and information facilities and other interested parties in the national economy; the service using information publicity, the scientific and technical room, and other means of operation.

Statistics: statistical work for NDC activities, i.e. evaluation of relevant economic statistics in general and statistics in the sphere of documentation and information in particular.

Archives: maintenance of the NDC archives in close co-operation with the central NDC store, in conformity with existing official regulations on archives; co-ordination with the national archives.

Translation service: translations for the NDC and, if possible and necessary, for other interested parties.

Microfilm station: as explained in Section 5.2.2. Electronic data processing installation: see Section 5.2.3. Typewriting centre: experience shows that a central typewriting room is useful and economical; it may be equipped with automatic typewriters and possibly a central telephone dictation system as well.

Communications: telephone and telex service, public-address system, closed-circuit television.

The foregoing suggestions are intended to give a general idea. A specific structure must be based on the conditions of the country concerned.

Function and organimtion of a national documentation centre

10.2 The development of data banks in a central information institute

When an NDC is developed into a comprehensive centralized information institute, possibly using electronic data processing, information or data banks should be regarded as a possible further development of information techniques, or at any rate incorporated in the project. As was said in Section 5.2.3 a data bank is under-' stood as being an electronic data-processing installation with a large store receiving information from various distances and supplying information to users located at any distance from the facility. Possibly, several data banks of this kind could be combined into an information bank system. The data bank should be a problem-oriented or product-oriented store in which facts and data of different sources of information for an integrated organizational unit would be arranged and connected in accordance with certain characteristics and in a machine-readable fashion, thus facilitating rapid access to single data as well as logical combinations of different facts. Data banks already exist in a number of industrialized countries,

and there are blueprints for developing a data bank system based on the fact that electronic data processing was originally used for the economical handling of mass and routine operations in economy and administration. Later, the possibility offered by electronic data processing of using the stored data for decision- making as well induced the industrialized countries to develop computer-based management information systems (MIS) for their economies. These are essentially a combination of documentation, library services and electronic data processing utilized as information on facts and data. Electronic data processing to establish data banks is not only regarded as a means of meeting a country's information requirements; another important consideration is that as countries become more and more closely interrelated in all fields, it is necessary to make better use of information from abroad and supply information to foreign associates more quickly and precisely, thus facilitating the international exchange of information. The problem therefore poses a major challenge for the future development of an NDC.

Further development of an NDC

Recommendation


I. There is a trend in documentation and information towards the development of comprehensive centralized information institutes. The development of the NDC into such an institute should aim at: (a) the combination and unification of existing partial systems of the national economy at a higher level, and complete integration into an over-all economic system of documentation and information; (b) the central guidance and co-ordination of the elements of information processing and dissemination on the scale of the national economy.

2. An NDC should, when developed into a comprehensive centralized information institute, comprise the following fields of action: (a) management and planning of the NDC and the entire documentation and information system of the national economy; (b) documentation and information (all the tasks mentioned in Recommendation No. 6) ; (c) book-keeping, financial administration, general administration; (d) public relations, including information publicity; (e) diagram room, or scientific and technical room; (f) consulting service; (9) statistics; (h) archives; (i) translation service; (j) microfilm station; (k) electronic data processing installation; (1) typewriting centre; (m) communications.

3. Once the NDC is developed into a comprehensive centralized information institute, possibly using electronic data processing, the establishment of information and data banks should be considered (compare Recommendation No. 18).

I 1 Set-up and structure of an NDC

The preceding chapters were intended to establish important definitions of terminology and describe the individual phases of documentation and information in an NDC. This was done, it is hoped, in such a way as to offer certain suggestions and impulses for new ideas and conclusions, irrespective of the size, purpose and specific tasks of the NDC in a given developing country. W e now make a few specific suggestions for the establishment of an NDC and the solution of the relevant structural and organizational problems, but to avoid repetition, reference will be made to leading remarks in preceding paragraphs.

11.1 Analysis of the initial situation

In conformity with the known phases of work in operations research, various studies and reports of international institutions and agencies, and general knowledge and experience, the initial situation of documentation and information in the country concerned should first of all be analysed. The documentation, information and library services must be examined in the light of national conditions and prerequisites (compare Section 3.2). The analysis is necessary in order to form a clear picture of the actual level of development and ascertain gaps and deficiencies, so that it is then possible to plan the establishment and development of a national organization of documentation and information, headed by an NDC. It is important for the analysis of the initial situation to contain

a partial analysis of information requirements. The methodology

Set-up and structure of an flDC

for determining these requirements was discussed in Section 4. I. Note, however, that the determination of requirements should, as a rule, be clearly limited and geared to the priorities of the national economy of the country concerned as defined in its development plan (e.g. emphasis placed on the most important spheres of the national economy, such as agriculture, minerals, foreign trade; see Section 3.3). The entire work of a national documentation and information system, and particularly an NDC, depends on the determination of the requirements of the information users in the individual fields of the national economy, as satisfying information needs must be the primary objective of any documentation and information service. The analysis of the initial situation is followed by the formulation

of the goal of the NDC’s activities. As was said before, these activities should aim essentially at establishing suitable information relations and guaranteeing an optimum flow of information to meet the objectively existing information requirements. Of course, that is not enough. An attempt must be made to gear the NDC’s activities more precisely to the specific national conditions, with emphasis on the real information needs, i.e. to determine priorities.

11.2 Model of an NDC

In the sense used here, a model may be regarded as a way of reducing something complicated to something simple, since a scaled-down, simplified picture of a system or object in graphic and/or verbal form provides a reasonably good general impression of structure, connexions and relations within a system or object, and in association with other systems or objects. The model of an NDC should therefore show, in simplified form, the tasks, structure and relations of an NDC. In other words, the intention, in the sense of operations research, is to gain knowledge from a model reflecting the reality with sufficient accuracy, and transform that knowledge into practice by describing certain processes and stages of work (algorithms) and formulating the conditions for operating an NDC with all the necessary rules and regulations. Briefly, a model should comprise all the principal aspects of

an NDC’s objectives, its main tasks and functions, its organization,

‘33

Function and organization of a national documentation centre *

and the conditions required to set it up. The following questions, among others, must be answered: What role does the government of a country play in the formation of the documentation and information system? What government decisions determine the development of the documentation and information system, the NDC in particular?

Which fields of science and economy are to be served by the NDC? Have the information needs been determined, and with what result? What are the aims, tasks and functions on the basis of the information needs and the demands of the national economy?

Taking into consideration the conditions in which an NDC can be set up, what should its organization and structure be?

What form should international co-operation take, and how can the national system be made compatible with international systems?

How can the documentation and information activities of an NDC be organized so as to offer the most effective utilization of human, financial and technical resources?

Before the model can be introduced into practice it has to be checked and tested, to see whether or not it corresponds to objective conditions and realities, and is thus practicable. The model should be put into practice step by step, so that new ideas and improvements emerging in the process may be immediately incorporated. This means that parts of the model should first be examined as to their applicability under practical conditions, after which further parts should be introduced. A headlong application of the whole model may lead to financial loss and have a negative effect on the formation of a national documentation and information system (compare Section 2. I).

11.3 Set-up and structure

Apart from the theoretical and methodological aspects of establishing an NDC, as described in Chapters 2 and 3 and Sections I I . I and I I .2, it is important to make some practical suggestions for the set-up and structure of an NDC in the light of existing national conditions. FID/DC Study I has chosen gross national product per capita as

a criterion for classifying the countries examined into groups A-D according to their level of development. Although reference to

Set-up and structure of an NDC

those categories certainly gives a general idea of the level of national development, it may not reflect the present standard of the national documentation and information system and the library services. From the point of view of setting up and developing an NDC, it would be better to group as follows: Group A. Developing countries which have neither a documentation and information system nor individual documentation and information facilities.

Group B. Developing countries with one or several documentation facilities, but no national documentation and information system.

Group C. Developing countries with several documentation and information facilities and the beginnings of a national system.

Group D. Developing countries with a documentation and information system and the beginnings of a centra1 supervising institution.

In the case of a developing country in Group A which has neither systematic information relations nor documentation and information facilities, a working group of experts with a scientific background (librarians, documentation specialists, and scientists from other fields with knowledge of documentation and information) should first of all be set up to establish an NDC. This working group must be limited in the number of its members, partly because of national conditions (lack of documentation and information specialists), It may consist of five to ten specialists. Once the working group is formed for the above purpose, as

well as to solve problems of gathering and processing information, the following questions call for an answer: Should the working group be set up inside an existing facility? Should the institutional establishment of an NDC be started directly with the formation of the working group (which would then be the basis and a future part of the NDC)?

Should the working group represent a central government agency? The second and third possibilities would require certain necessary funds, premises, and office and information equipment. Further- more, it would be impossible to make use of already available library facilities. It is therefore advisable to incorporate the working group in an already existing institution and so secure for it the necessary working conditions; in which case we must consider the kind of institution in which it should be incorporated until such time

'35


as an NDC has been set up. For example: (a) a central government organ, such as the Office of the Prime Minister, the Ministry of Science and Technology, the Ministry of Education, the Min- istry of Information and Press, the Ministry for International co-operation, or the Ministry for Research and Development; (b) central governmental institutions, such as the national library, a university, or other public organizations; (c) other central institutions, such as chambers of commerce, economic federations, etc. Temporary incorporation in an existing public or semi-public

institution where the working group may act and develop, must of course be in keeping with the planned aim of the group, i.e. with the fields to be covered by the working group and, later, the NDC. The working group should operate in relative independence,

and may be subordinated, as far as management is concerned, to the institution within which it exists, or directly to the government. A working group of the above-mentioned size could be formed

as follows: The chairman (for management, planning, and co-ordination of tasks, especially in regard to the development of the NDC and international co-operation).

A member for principal problems, and research and development (methodology for documentation and information science, basic operations, especially in regard to information needs, flow of information, information techniques, and the development of an NDC).

A member for information procurement (selection, subscription and procurement, control of receipt, registration).

A member for information processing (making information accessible, indexing, summarizing, storage, retrieval).

A member for information dissemination (transmitting single pieces of information, establishing and disseminating information media).

Technical members: (a) for printing, reproduction, and copying; (b) for typing; (c) for mailing, etc.

Members with a scientific background should also be chiefly responsible, within their respective fields, for problems concerning the development of the NDC, under the guidance of the chairman and the particular supervision of the member for research and development.


In a developing country in Group B with one or several documentation facilities, the situation should be analysed to ascertain: (a) existing facilities; (b) their level of development; (c) which documentation and information facilities, central ones if possible, are suited for development into an NDC. These questions also apply to countries in Group C. The decision

to select one particular suitable documentation and information facility and develop it into an NDC should be taken by the responsible government agency. The question of subordination and the role of the State were discussed above, and in Chapters 2 and 3. The organization and structure of Groups C and D may be along the lines already described €or Group A. In developing countries in Group C and Group D with several

documentation and information facilities, and the beginnings of a system and a central supervising institution, there should also be, to start with, a governmental decision concerning which facility should be developed into an NDC. Given their stage of development, the immediate task is to turn an existing efficient documentation and information facility into a national centre. Chapter 3 broadly described the specific functions of an NDC,

from which the structure of the NDC can be derived. Below is a list of these tasks, together with a possible structural set-up:

Princ$al tasks Structure

Management and planning of the Management of the NDC: director; NDC, and of documentation and members with scientific back- information services in the country ground; office staff; working unit concerned for planning-possibly combined

with research and development Information supply Working unit (division) for infor-

mation procurement Working unit for central documentation (processing, storage, retrieval)

Technical unit (printing, reproduction, microfilming, electronic data processing, etc.)

Editor's office (individual information, information media)

'37


Principal tasks Structure

Research and development

Training International co-operation

Specialized library Administration

Working unit for research and development (possibly combined with planning)

Working unit for training Working unit for international co-

Specialized library Working unit for general adminis-

operation

tration, book-keeping, finance

Experience shows that an NDC developed from an existing documentation and information facility should have a staff of at least fifty, half of them working in information supply as being the most important activity. Suggestions for a possible developmept of the NDC into a central information institute were made in Sec- tion IO. I, with particular emphasis on major additional structural elements. Attached to this study are the Unesco publication Model Statutes

for Information Services in the U.S.S.R. and the Statutes of the Central Institute for Information and Documentation of the G.D.R. (see Appen- dixes I and 2).

Recommendations

RECOMMENDATION NO. 3 I

As set out in Recommendations Nos. 3 and 4, the material establishment of an NDC should be based on an analysis of the initial situation in documentation, information and library services, as well as on a model of the NDC. Further precise measures can be derived from the level of development determined in the analysis.


I. It is recommended, for the main work involved in establishing an NDC, to set up a working group starting with five to tenscientific specialists, according to the specific conditions of the country concerned.


2. The working group may: (a) operate within an existing competent institution; and/or (b) serve directly as a basis and future part of the NDC; (c) be institutionalized as a central government agency.

3. The working group could be incorporated in the following existing institutions: (a) central government organs (Office of the Prime Minister, ministries, etc.); (b) governmental institutions (national library, universities, colleges, etc.); (c) central semi-official institutions (chambers of commerce, economic federations, etc.). The working group should operate in relative independence. It may be subordinated, as far as management is concerned, to the institution within which it exists, or directly to the government.

4. The following functions should be represented in the working group: (a) chairman-management, planning, co-ordination of group tasks; (b) member for principal problems, and research and development, with major responsibility for the development of the NDC; (c) member for information procurement; (d) member for information processing; (e) member for information dissemination; (f) technical members.

5. Where a given developing country already has a partial documentation and information system, the working group for the establishment of an NDC may concentrate upon a facility of that system.


Major functions of an NDC were defined in Recommendation No. 6. Below is a list of tasks and functions with a possible structure: Management and planning of the Management of the NDC: director; NDC and the documentation and members with scientific back- information system in the country ground; office staff, working unit concerned for planning

Working unit for information procure-

Working unit for central documen-

Technical unit Editor's office Working unit for research and devel-

Working unit for training Working unit for international co-

Specialized library Working unit for finance, book- keeping, general administration

Information supply ment

tation

opment

operation

Research and development

Training International co-operation

Specialized library Administration

'39

Appendixes

I. Model statutes for information services in the U.S.S.R. 2. Ordinance concerning the Statutes of the Central Institute for

Information and Documentation of the German Democratic Republic, Berlin, 25 July 1972

3. Chart showing the organization of the National Documentation Centre, Rabat, 1972

4. Draft chart showing the organization of the national documentation network, Rabat (Morocco), 1972

5. The structure of the German Democratic Republic information system in science and technology (Central Institute for Information and Documentation, Berlin, 197 I)

6. Tasks of the German Democratic Republic Central Institute for Information and Documentation (ZIID), Berlin, I972

7. The working phases in information and documentation: technological and methodical chain (DEWAG Advertisement Office, Berlin and Central Institute for Information and Documentation, Berlin, I 970)

8. Specimen of an information catalogue (Centre for Information and Documentation of Foreign Trade, Berlin, 1970)

9. Specimen of a subject-oriented information plan (Centre for Information and Documentation of Foreign Trade, Berlin, 1970)

IO. Ascertainment and procurement of information sources (DEWAG Advertisement Office, Berlin and Central Institute for Information and Documentation, Berlin, I 970)

Advertisement Office, Berlin and Central Institute for Information and Documentation, Berlin, 1970)

documentation and library services (Ministry for Science and Technology, Berlin, 1969)

13. Position of the sources of information in the processing cycle of documentation and information (Berlin Centre of Innovators, Council for Economic Affairs of the District of Berlin, Berlin, 1970)

German Democratic Republic (Office for Standardization, Berlin,

I I. The processing cycle of documentation and information (DEWAG

I 2. Bibliographical references specialized standard for information,

14. Information means, abstracting card layout, standards of the

'966)

'43

'54

'58

'59

160

161

I 62

'63

'63

I 66

I 68

I75

Appmdixes

15. Abstracts, scientific specialized literature standards (Ministry for Science and Technology, Berlin, 1969)

16. Suitable storing of information media-a prerequisite of quick retrieval (DEWAG Advertisement Office, Berlin and Central Institute for Information and Documentation, Berlin, 1970)

17. Specimen of a thesaurus: alphabetical part (Centre for Information and Documentation of Foreign Trade, Berlin, 1973)

18. Specimen of a thesaurus: systematical part (Centre for Information and Documentation of Foreign Trade, Berlin, 1973)

19. Indexing form (Centre for Information and Documentation of Foreign Trade, Berlin, 1969)

20. Information order form (blank form Ag 307 68, Order No. 102 91, Freiberg, 1968)

21. Retrieval by means of visual punched cards (Central Institute for Information and Documentation, Berlin, 1972)

22. Specimen of a visible punched card (VEB Burotechnik, blank form A g 315168, Order No. 156 94 20 o 38, Leipzig, 1968)

23. Specimen of a documentation card/indexing card (blank card

24. Specimen of a microfiche 25. Microfilming and re-enlarging equipment from the U.S.S.R.

and Czechoslovakia 26. Retrieval by means of an electronic data processing system

(Kombinat VEB Pentacon, Dresden, 1972) 27. System of training for specialized staff of the information system in

science and technology (Central Institute for Information and Documentation, Berlin, 1971)

28. Quick and comprehensive information of users by means of efficient copying and duplicating techniques (DEWAG Advertisement Office, Berlin and Central Institute for Information and Documentation, Berlin, 1970)

29. Regulation for the payment of fees for information and documentation services, Berlin, 1971 (Central Institute for Information and Documentation, Berlin, 197 I)

30. Guidelines for the education and training of information users (Central Institute for Information and Documentation, Berlin, 1972)

477 Ag '37 38)

I79

I 82

185

186

187

'89

192 193

I94

198

'99

200

202

21 I

I Model statutes for information services in the U.S.S.R.'

Model statutes for three kinds of information service are reproduced below: for a specialized information institute dealing with a sfiecgc sector of industry (e.g. ferrous metallurgy); for a general information centre serving a spec& localily (for example, a centre serving enterprises and organizations in Leningrad and the surrounding district); for information ofjices in individual enterprises. It is the practice in the U.S.S.R. for the creation of a new institute, centre or ofice of

information, or of any other oficial establishment, to be preceded b~ formal approval of the statutes of the establishment in question; these statutes have the character of a legal instrument, and set out the main tasks of the new establishment. The statutes of each new information institute or centre are approved by the ministry or

department to which it will be responsible when established. Although the statutes set out below are recommended as models, they may be subjected to

modiJications or additions to take account of the spec& characteristics or circumstances of individual information institutes or centres.

M O D E L STATUTES for a central institute of scientific information

and technical and economic research attached to a U.S.S.R. Ministry (department)

General provisions

I. The Central Institute of Scientific Information and Technical and Economic Research of the U.S.S.R. Ministry (department) of. . ., hereafter called the Institute, is established by the Ministry (department) in accordance with the procedure approved by the State Committee for Science and TechnoIogy of the U.S.S.R. Council of Ministers and is the principal authority on all questions of scientific and technical information within its sphere of competence. z. Within its sphere of competence, the Institute contributes to scientific and

I. Originally published as an article in Unesco Bulletin for Libraries, Vol. XXV, No. 2, March-April 1971.

'43

technical development, to the improvement of productivity, research and planning, to the implementation of annual and five-year plans of enterprises and organizations, to the prompt application of scientific and technical discoveries to production, to the maximum utilization of resources, to the constant improvement of the quality of products, to the widespread application of up-to-date methods for the scientific organization of labour and the management of production, and also to the improvement of the scientific and technical qualifications of workers in enterprises and organizations. 3. As the principal information organ within its sphere of competence and an

element in the over-all national system of scientific and technical information, the Institute co-ordinates its activity with that of other organs of scientific and technical information throughout the country, and works in contact with social organizations dealing with problems of scientific and technical information and propaganda.

Principal tasks and&nctions

4. The principal tasks of the Institute are: to supply information material to organizations and enterprises, scientists, specialists and industrial innovators, irrespective of the department to which they belong; to carry out research on the main lines of development of the scientific and technical information system within its sphere of competence.

(a) analyse and interpret national and foreign data (including those relating to the scientific organization of labour and the management of production);

(b) carry out, on the basis of these data, technical and economic research on major development problems within its sphere of competence;

(c) build up a stock of relevant reference and information material and keep it up to date by the systematic acquisition of Soviet and foreign material on science, industrial technology and basic social, political and economic questions; informational and documentary material including deposited manu- scripts, patent material and documentation on technical standards; records of conferences, congresses and seminars; information slips duly submitted by enterprises and organizations; copies of specially commissioned scientific and technical films and of film bulletins with accompanying instructions; and annotated information slips;

(d) classify the material received, using the standard national classification system (UDC) and if necessary other supplementary systems;

(e) establish reference facilities (catalogues including union catalogues, central reference file, etc.), suitable for use with modern information-retrieval systems; provide enterprises and organizations, scientists, specialists and industrial innovators, irrespective of their departmental affiliation, with reference, information and library services (including the issue of copies of publications and other information material) on subjects within its sphere of competence, paying particular attention to the selective distribution of scientific and technical information and supplying such information to subscribers in accordance with their stated requirements;

5. In order to carry out the tasks assigned to it, the Institute will:

(f)

'44

Appendixes

(g) prepare information summaries (reports, information papers, reviews) on the various subjects within its sphere of competence, with the co-operation where necessary of the principal scientific research organizations;

(h) supply technical and economic information concerning products, new technological processes, materials, operational experience, etc., within its sphere of competence; regularly prepare and publish bibliographical and reference material, reviews, catalogues of industrial equipment and other information material, as specified in its publications plan; carry out research on problems of scientific and technical information within its sphere of competence (including questions concerning standards and patents); devise and keep up to date a sectorial system of scientific and technical information as an integral part of the over-all national system of scientific and technical information; co-ordinate the activities and methodological administration of the work of all scientific and technical information organs within its sphere of competence, including the activity of scientific and technical libraries and work on information concerning patents and standards; assist organs of scientific and technical information within its sphere of competence in the adoption of modern information-retrieval systems, and of up-to-date techniques and methods for the provision of information; keep its sector’s UDC tables up to date and prepare sectorial dictionaries and specialized methods of indexing; prepare all-Union scientific and technical conferences, congresses, symposia and seminars; organize interfactory courses, lectures and consultations and excursions by teams of workers to study advanced techniques; participate in the organization of permanent and travelling exhibitions, including material for the Permanent Exhibition of Soviet Economic Achievements, demonstrating the latest achievements of enterprises and organizations in its sector; participate in the preparation of the relevant sections of exhibitions in the U.S.S.R. and for the Soviet sections of international exhibitions and fairs; organize radio and television broadcasts and the insertion in the periodical press of information on the main aspects of scientific and technical progress in its sector; supply enterprises and organizations in its sector with information on current and proposed measures of scientific and technical propaganda; prepare applications in connexion with the commissioning of scientific and technical films from State film studios, conclude the contract for their production, participate in the acceptance of the completed films and also ensure that they are widely shown; prepare and distribute documentary films for scientists, engineers and technicians showing results of research and development work, apparatus, machinery and materials, advanced forms and methods of management, particularly important inventions and suggestions for rationalization; organize pre-service and in-service training and exchanges of experience for employees of the sector’s scientific and technical information services.

(i)

‘45

Appendixes

Structure, stajjing and resources

6. The structure and staffing of the Institute shall take into account the tasks and functions outlined in the present Statutes, and shall be formally approved.

Administrative staff

7. The Institute shall be headed by a director. The Director and his assistants shall be duly appointed by the U.S.S.R. Ministry (department). 8. The Director shall administer the Institute in conformity with the legislation

in force; he shall ensure the exercise of all the rights and the performance of all the duties deriving from the functions assigned to the Institute; he shall bear responsibility for the implementation of the Institute’s work plans, the observance of financial discipline, and the safeguarding of State resources and the physical property of the Institute. 9. The Director of the Institute shall have the right: to engage and dismiss

personnel in conformity with existing labour legislation; to represent the Institute in State institutions and public organizations; to manage, in conformity with existing legislation, the financial and physical resources and property of the Institute; to offer incentives to and impose sanctions on the personnel of the Institute; in accordance with established procedure, to recruit scientists and specialists from other scientific institutions and from enterprises to work at the Institute.

IO. The Director of the Institute shall enjoy all the rights invested in him without special written authorization. The Director of the Institute shall have the right to issue documents of authorization, with or without powers of delegation.

I I. The Assistant Director for Scientific Work shall be responsible for the scientific and organizational work of the sections of the Institute in accordance with the established division of functions.

12. The Scientific Secretary of the Institute shall assist the Director in the administration of the scientific and organizational work of the Institute. 13. The Director of the Institute shall be assisted by a Scientific Council,

which shall act as an advisory body in accordance with the statutory provisions concerning it. The Council shall be composed of leading specialists drawn from the sector and from the specialized sub-divisions of the Institute. Its composition shall be formally approved by the U.S.S.R. Ministry (department). The Council shall appoint from among its members a bureau and a sub-committee for each of the major questions with which it is required to deal. The Director of the Institute shall be Chairman of the Council and the Secretary of the Institute shall be Secretary of the Council. 14. The principal functions of the Scientific Council are: to discuss the Insti-

tute’s basic scientific orientation, work plans and publication lists; to consider measures to improve the organization of research and increase its efficiency, and to formulate proposals for the development of particularly promising lines of research and the curtailment of activities which are ineffective or of no practical significance; to discuss the intermediate and final results of important scientific work undertaken by the Institute; to consider reports on the work of the Institute

Appendixes

as a whole; to consider questions relating to the training of qualified personnel; to judge candidates entering competitions for vacant posts. 15. The Institute shall be a legal entity with its own official seal and stamp

bearing its title.

MODEL STATUTES for an inter-sectorial regional centre

of scientific and technical information and propaganda for an autonomous republic, territory or region (Central Bureau of Technical Information)

General provisions

I. The Inter-Sectorial Regional Centre of Scientific and Technical Information and Propaganda (Central Bureau of Technical Information) of the . . . autonomous republic [territory, region], hereinafter termed the Centre, is a specialized institution placed under the authority of the State body entrusted by the Council of Ministers of the republic with the administration of scientific and technical information and propaganda. 2. The Centre contributes by its activities to the adoption of new equipment

and advanced methods, to the improvement of the standards and efficiency of production, research and development, to the rapid adoption by industry of scientific and technical innovations, the constant improvement of the quality of output, the widespread introduction of advanced methods of scientific management and the scientific and technical in-service training of the personnel of enterprises and organizations throughout the region served by the Centre. 3. The Centre co-ordinates its activities with those of other organs of scientific

and technical information throughout the country and works in contact with public organizations concerned with matters of scientific and technical information and propaganda.

Principal tasks and functions

4. The principal tasks of the Centre are: to provide reference, information and library services for enterprises and organizations in its area, primarily those not covered by sectorial information systems, and for scientists, specialists and innovators, irrespective of their departmental affiliation; to organize scientific and technical propaganda on inter-sectorial questions.

(a) 5. In order to carry out the tasks assigned to it, the Centre will: build up a regional archive of reference and information material, keeping it supplied, by means of a systematic acquisitions policy, with Soviet and foreign material including scientific, technological and basic social, political and economic literature, informational and documentary material including patent material and documentation on technical standards, reports of conferences, seminars, etc., and also copies of information slips received in accordance with established procedure and concerning inter alia scientific and technical films and current-interest film bulletins issued in the U.S.S.R.;

'47

establish reference facilities (catalogues, central reference file, etc.) suitable for use with modern information-retrieval systems, and participate in the preparation of a union catalogue of literature on the natural sciences and technology; provide local enterprises and organizations (primarily those without their own information sections), scientists, specialists and industrial innovators, irrespective of their departmental affiliation, with reference, information and library services (including the issue of copies of publications and other information material), paying particular attention to the selective distribution of scientific and technical information and supplying such information to subscribers in accordance with their stated requirements; prepare recommendations for improvements in the forms and methods of information services in the autonomous republic [territory, region] and take steps to apply the results of research (including research into the mechanization and automation of information processes) in the practice of information work; carry out analytical research to improve the Centre’s information work in the area which it serves; prepare and issue information material in accordance with established procedure; co-ordinate scientific and technical propaganda work in the area which it serves; participate in scientific and technical propaganda work organized by the central sectorial organs of scientific and technical information; prepare and organize, in accordance with established procedures, inter- sectorial scientific and technical conferences, seminars, etc., at area [regional, territorial, etc.] level; organize courses on advanced techniques, interfactory courses, lectures, consultations and excursions by teams of workers to study advanced techniques; participate in the organization of permanent and travelling exhibitions illustrating the latest achievements of enterprises and organizations in the area served by the Centre; organize local radio and television broadcasts on innovations developed and applied at enterprises and in organizations and on the techniques of leading workers and innovators; organize the use of scientific and technical films and film bulletins to propa- gate advanced techniques and ensure that they are applied in industry; provide enterprises and organizations in the area it serves with methodological help in setting up scientific and technical information and propaganda services in accordance with the all-Union and sectorial practice and by agreement with the central sectorial organs of scientific and technical information and the information organs of the ministries and departments of the Republic.

Structure, stajing and resources

6. The structure and staffing of the Centre shall take into account the tasks and functions provided for in the present Statutes, and shall be formally approved.

Appendixes

Administrntivc staff

7. The Centre shall be headed by a Director. The Director shall be appointed by the State organ responsible in the Republic for the administration of scientific and technical information and propaganda. 8. The Director shall administer the Centre in conformity with the legislation

in force; he shall ensure the exercise of all the rights and the performance of all the duties deriving from the functions assigned to the Centre; he shall bear responsibility for the implementation of the Centre’s work plans, the observance of financial discipline, and the safeguarding of State resources and the physical property of the Centre. 9. The Director of the Centre shall have the right: to engage and dismiss

personnel in conformity with existing labour legislation; to represent the Centre in State institutions and public organizations; to manage, in conformity with existing legislation, the financial and physical resources and property of the Centre; to offer incentives to and impose sanctions on the personnel of the Centre; in accordance with established procedure, to recruit scientists and specialists employed in scientific institutions and enterprises to study and analyse the uses of information material and organize consultations and reports. IO. The Director of the Centre shall enjoy all the rights invested in him

without special written authorization. The Director of the Centre shall have the right to issue documents of authorization, with or without powers of delegation.

I I. The Director of the Centre shall be assisted by a Scientific and Technical Council which shall act as an advisory body.

12. The Centre shall be a legal entity with its own official seal and stamp bearing its title.

MODEL STATUTES for the technical information department

(bureau) of am industrial enterprise

General provisions

I. The Technical Information Department (bureau), hereinafter termed the Department, ranks as one of the principal industrial and technical divisions of the enterprise. 2. The Department helps to promote scientific and technical progress,

increased efficiency in production, fulfilment of the enterprises’s annual and five-year plans and of plans for the introduction of new equipment, maximum use of resources, reduction in the time taken to design prototypes of equipment, sustained improvement in the quality, reliability and durability of the products of the enterprise, the adoption of advanced management methods and the improvement of the productivity and scientific and technical standard of the personnel of the enterprise. 3. The Department works in collaboration with technical, economic and other

‘49

services of the enterprise and with the permanent production boards and the public organizations concerned with questions of scientific and technical information and propaganda.

Principal tasks and functions1

4. The principal tasks of the Department are: to provide the personnel of the enterprise with information on Soviet and foreign scientific, technical and economic achievements and advanced techniques in the enterprise’s own field; to assume over-all responsibility for preparing and organizing the transmission of scientific, technical, industrial and economic information to higher scientific and technical information bodies.

(a) study the needs of the enterprise’s specialists with regard to scientific, technical and economic information;

(b) build up a stock of reference and information material for the enterprise, keeping it supplied by means of a systematic acquisitions policy with Soviet and foreign material including scientific, technological and basic social, political and economic literature, informational and documentary material including patent material and documentation on industrial standards, records of conferences, seminars, etc., and information slips on scientific and technical films and current-interest film bulletins relating to the enterprise’s field of activity;

(c) classify material received using the standard national classification system (UDC) and if necessary other supplementary systems;

(d) establish reference facilities (catalogues, central reference file, etc.) covering the enterprise’s field of activity and suitable for use with modern information- retrieval systems, and participate in the preparation of a union catalogue of literature on the natural sciences and technology; provide reference, information and library services for the personnel of the enterprise, paying particular attention to the selective distribution of information and supplying such information to executives, specialists and workers;

(f) supply workshops and sections in good time with the fullest possible information on matters connected with the elimination of bottle-necks;

(9) supply other enterprises and organizations with technical documentation, requested by them under mutual consultation schemes, on new production techniques in use at the enterprise, new products, non-standard equipment, new technological processes, and inventions and suggestions for rationalization adopted by the enterprise;

(h) participate in the preparation and publication of catalogues and prospectuses of the articles produced by the enterprise;

(i) co-ordinate the work of technical informants and provide them with methodological assistance;

5. In order to carry out its tasks, the Department will:

(e)

I. At enterprises where no department of scientific, technical and economic information has yet been set up, its functions are performed by the scientific and technical (or technical) library.

Appendixes

organize the work of a group of experts set up to study information material and prepare recommendations concerning the adoption of technical innovations; in collaboration with the relevant sections of the enterprise and with the group of experts, prepare suggestions for the inclusion in modernization plans, etc., of technical advances and new production techniques featured in scientific, technical and economic information and propaganda materials; in collaboration with other sections of the enterprise and with public organizations, publicize current advances in science, technology, economics and advanced techniques by organizing and conducting technical conferences, seminars, courses on advanced techniques, ‘innovators’ days’, lectures, reports, visits, showings of scientific and technical films, current-interest film bulletins and filmstrips, and by preparing special radio and television broadcasts, etc.; keep the personnel of the enterprise informed of the scientific, technical and economic propaganda work being carried out by the central sectorial, inter- sectorial, regional and other scientific and technical information bodies, and also by public organizations concerned with questions of scientific and technical information and propaganda, and encourage specialists and innovators to take part in this work; in collaboration with other sections of the enterprise, organize visits by teams of workers, individual specialists and industrial innovators to other industrial enterprises, to the Permanent Exhibition of Soviet Economic Achievements and to scientific and technical exhibitions in the Union Republics to study advanced techniques; in collaboration with other sections of the enterprise, organize the work of teams of workers visiting the enterprise from other enterprises to study advanced techniques and help these teams in their work; help to organize a permanent exhibition on the work of the enterprise in addition to fixed and travelling exhibitions, organized in accordance with established procedure, on specific technical and economic problems; participate in the selection and preparation of material for exhibitions in the U.S.S.R. and for the Soviet sections of international exhibitions and fairs; in collaboration with public organizations, organize inspections at the enterprise in connexion with competitions for the best work in scientific, technical and economic information and propaganda and mutual consultation on advanced techniques; help innovators’ councils, voluntary design, technological and economic bureaux, voluntary scientific and technical information bureaux, economic analysis groups, etc., in their work; systematically publicize their work and endeavour in every way to promote the development of new voluntary organizations as channels for the technical creativity of the workers; supervise the use of information material in the various sections of the enterprise and assess the results achieved by the application at the enterprise of scientific, technical and economic advances and advanced production techniques featured in documents of scientific, technical and economic information;

‘5’

Appendixes

(U) supervise the preparation and organize the presentation of scientific, technological, industrial and economic information submitted to the central inter-sectorial organ and, in accordance with established procedure, to the inter-sectorial regional organ of scientific and technical information.

Structure, stafing and resources

6. The structure and staffing of the Centre shall take into account the tasks and functions outlined in the present Statutes, and shall be formally approved by the head of the enterprise. 7. Funds for the operation of the Department shall be allocated in the general

estimates of the enterprise. 8. The management of the enterprise shall provide the Department with the

necessary office and workshop space, technical equipment for the mechanization of scientific and economic data processing and retrieval, library equipment, and duplicating machines for the rapid copying of information material to be distributed within the enterprise or sent on request to other organizations.

Administrative staff

9. The Department shall be directly subordinate to the chief engineer of the enterprise.

IO. The head of the Department shall be appointed by the manager of the enterprise and shall be a fully qualified engineer with experience of work in the field of scientific and technical information and propaganda. H e shall administer the work of the Department and bear responsibility for the fulfilment of the tasks assigned to it.

I I. All scientific, technical and economic information and propaganda work at the enterprise shall be carried out in accordance with a unified plan prepared by the Department and approved by the management of the enterprise.

Rights

11. The Department shall have the right: (a) in accordance with established procedure, to familiarize itself with work of

the various sections of the enterprise and receive from them the technical documentation and economic information needed to carry out the tasks of the Department;

(b) to participate in the compilation of draft plans for the introduction of new equipment and plans for organizational and technical measures;

(c) to recruit employees from the various sections of the enterprise and specialists from other enterprises and organizations to work in the Department;

(d) to brief employees who are being sent on exchange visits to other enterprises, to scientific and technical conferences and to exhibitions, including the Permanent Exhibition of Soviet Economic Achievements, as to the information they are to collect and the necessary documentation they are to obtain, and to de-brief them on their return;

(e) to require the completion of information slips describing innovations devel-

Appendixes

oped or introduced at the enterprise, in order that these may be forwarded in accordance with established procedure to the central sectorial and other organs of scientific and technical information; to represent the enterprise, on the instruction of the management, in State institutions and organizations concerned with questions of scientific, technical and economic information and propaganda;

(g) to submit suggestions to the management of the enterprise concerning the award of incentives, including bonuses, to staff of the Department and to technical informants and experts for their collaboration in the introduction of technical innovations;

(h) to correspond with other enterprises and organizations, in accordance with established procedure, on questions of scientific and technical information.

13. The Department (bureau) of scientific, technical and economic information of an industrial combine (firm, group or trust) shall function in accordance with the present Statutes.

(f)

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2 Ordinance concerning the Statutes of the Central Institute for Information and Documentation of the German Democratic Republic, Berlin, 25 July 1972

AIMS A N D DUTIES

Article I

I. The Central Information and Documentation Institute (Zentralinstitut fiir Information und Dokumentation-ZIID) of the German Democratic Republic is, in its capacity as a State institution, responsible for the creation and development of the scientific and technical information service. It is called upon to co-ordinate and control the information activities of facilities concerned with scientific and technical information. ZIID is subordinate to the Minister for Science and Technology. 2. ZIID performs its duties on the basis of resolutions of the Socialist Unity

Party of Germany, of laws and other enactments and of instructions from the Minister for Science and Technology. 3. In the execution of its duties ZIID collaborates with the central State organs

and facilities, and in particular with the information facility responsible under its terms of reference for the matter at issue, and also with social organizations. 4, ZIID is a corporate body with its registered office in Berlin, the capital of

the German Democratic Republic. 5. ZIID has its own budget, the funds for which are derived from the budget

of the Ministry for Science and Technology.

Article 2

I. ZIID is called upon to promote the further development of the scientific and technical information service of the German Democratic Republic and constantly to improve the service's effectiveness in the interest of the national economy by systematically providing scientific and technical information with a view to improving the standard of management and planning in science and technology. It is responsible for disseminating the experience of the information facilities of the German Democratic Republic, including the results of innovations, and, in conjunction with the social organizations, organizes exchanges of information in

I. Originally published in German in Gesetzblatt, Part 11, No. 50, I September 1972.

'54

Appendixes

this field. The ZIID arranges for the information facilities of the German Democratic Republic to receive information on and the results of scientific and technical information activities in the U.S.S.R. and the other member countries of COMECON. 2. The following are the principal duties of the ZIID:

Ensuring the development of the scientific and technical information service of the German Democratic Republic in accordance with the demands made in regard to drawing up and executing the plans for science and technology.

Ensuring the integration of the scientific and technical information service of the German Democratic Republic with the international system for scientific and technical information, to be set up as required by the over-all programme for the further extension and improvement of collaboration between and development of the socialist economic integration of the member countries of COMECON, and co-ordinating the collaboration with the Soviet Union and the other member countries of COMECON and with international organizations and institutions working in this field.

Ensuring the proper collaboration of the information facilities by means of uniform regulations on methods in the field of scientific and technical information and by co-ordinating the rational utilization of technical equipment.

Organizing the exploitation of data contained in scientific and technical documentation and providing information services.

Co-ordinating research and development activities including work on standardization in the field of scientific and technical information.

Giving support to State bodies and social organizations, in particular the Ministry for Higher and Technical Education, in training and further training of qualified information staff and the education of information users.

Verifying compliance with laws and other enactments concerning scientific and technical information.

Article 3

I. ZIID keeps: the index of scientific and technical information facilities of the German Democratic Republic; and also acts as a central reference centre for translations in the German Democratic Republic. It is responsible for approval and authorization procedures for the compilation of thesauri on scientific and technical subjects and for approving specialized standards in the fields of information, documentation and librarianship. 2. ZIID issues information material and other publications and in this

connexion acts as a publishing house.

MANAGEMENT, MANNER OF WORKlNG AND STRUCTURE

Article 4

I. ZIID is managed by a director according to the principle of individual leadership and personal responsibility on the basis of collective consultation. The director is responsible to the Minister for Science and Technology. In his

'55

managerial work he makes due use of the collective consultation procedure and assures that social factors are takeninto consideration. In case of impediment, the director is represented by one of the deputy directors. z. The director is appointed and dismissed by the Minister for Science and

Technology and the deputy directors are appointed and dismissed by the minister on the submission of the director.

3. The director has responsibility for establishing, modifying and terminating contracts of employment. 4. The manner of working of ZIID and the responsibilities, rights and duties

of members of the staff are laid down by the director of ZIID in detail in the administrative manual.

Article 5

I. A scientific advisory council acts as a consultative body to the director. 2. Appointment and dismissal of members of the scientific advisory council is

in the hands of the director, Where persons chosen for appointment are not members of the ZIID staff, the agreement of their administrative superior must be sought.

Article 6

The ZIID organizational chart and list of posts are drawn up in conformity with current provisions of law and approved by the Minister for Science and Technology.

OFFICIAL SECRETS

Article 7

I. The director is responsible for compliance with the provisions of law concerning official secrets. 2. Publication of the results of work in ZIID shall take place with due regard

to the provisions of law and requires the approval of the director. 3. Release from the obligation of official secrecy which continues after the

termination of employment with ZIID may only be given by the director.

REPRESENTATION IN LEGAL PROCEEDINGS

Article 8

I. In the case of legal proceedings ZIID is represented by the director and, should he be impeded from attending, by a deputy director duly authorized by him. z. The director and the deputy directors are entitled to empower members of

the staff and other persons to represent ZIID in regard to matters in which they are competent.

Appendixes

3. Disbursement of funds and the conclusion of agreements giving rise to obligations for ZIID budget require, in accordance with the provisions of law, the counter-signature of the budget comptroller.

FINAL PROVISIONS

Article g

I. This ordinance shall take effect on 15 August 1972. 2. At the same time the statutes of the Central Information and Documentation

Institute dated 30 September 1963 (Gesetz-blatt, Part 11, No. 93, p. 737) shall be no longer in force.

Berlin, 25 July I972 PREY Minister for Science and Technology

5 The structure of the German Democratic Republic information system in science and technology

Science and Technology

-L =Subject to instructions. --- =Guidance, co-ordination, supervision. ZIID =Central Institute for Information and Documentation. ZLID =Central Office for Information and Documentation. LID =Branch Office for Information and Documentation. IS =Information bureau. W B =Association of State-owned enterprises. VEB =State-owned enterprise.

.Wok The central State authorities and scientific institutions are subject to directions given by the minister responsible for information and documentation.

I 60

6 Tasks of the German Democratic Republic Central Institute for Information and Documentation (ZIID), Berlin, 1972

planning and co-ordination of information system

development and standardization

Information activities and services

Pattern of the science and technology information system

Training and qualificstion of information specialists; 1 training of users

Control and analysis of the information system

International co-operation '77 propaganda

161

7 The working phases in

Source of information - r-+

I

information and documentation:

§election Procurement study and according to ----) - recording specific needs of contents

technological and methodical

1 1 User of Dissemination Duplicating Processing L-- information ...- c - -

chain

I I I I I I I- I I I I I I

N e w findings

162

s m 0 cd cd 0

4

U

Q .I+ U k i 4 d d cd 4-r 0

d

.I+

.I+ 8 0 r/l L

CO

IO Ascertainment and procurement of i

Ascertainment and procurement of information sources -

Libraries find out and procure sources of information for building up their own fund of knowledge, but, direct co-operation with information specialists and users is indispensable. Information specialists study the

contents of information sources, have comprehensive special knowledge available and are in daily personal contact with users.

Procurement of sources of information not available in libraries, such as prospectuses, travel accounts, etc.

Procurement of information sources by means of

Lending 4 Acquisition

Buying I Barter Donation

Procurement of sources of information in co-operation with other information facilities and users

A fund of information sources must be built up according to subjects, the categories being determined by the general and special tasks to be solved by users for whose supply with relevant information the information facility is responsible.

When procuring sources of information due attention must be paid to the following: The applicability of the results ta

the benefit of society: labour involved; time involved; cost. This presupposes a detailed

knowledge of the problem to be solved, the level attained by previous studies and the general working methods of the user or team of users.

I I I I I Information facility

Staff for

_________ J

cmation sources

-ri Procurement L I

In many instances the information specialists will have to decide whether a source of information, concerning which only bibliographical data are available, should be procured or not. Their decision should be based on the following criteria, independently of those already mentioned: Availability: Is it possiblc to procure the source of information? Accessibility: Is it difficult to make the source of information accessible (e.g. are there any language problems)?

Cost: Is the cost in terms of the money, manpower and time required to procure and process the sources of information reasonably in keeping with the anticipated benefit?

Time factor: Is it possible to procure and process the source of information rapidly enough for it to be still of value for the problem in question?

Age: The year of publication and the rate of development of a given scientific discipline enable information specialists to draw conclusions as to the degree to which the information is still up to date.

Category: Is the kind or category of the source of information suited to the solution of the problem in question?

Author: What is the author's reputation and what are his particular characteristics as scientist and author?

Publisher, editor: What is the scientific reputation and what are the particular features of the publisher and the editor respectively?

I 1 The processing cycle of docurnenta The processing cycle of documentation and information reduces the time needed for perusal of literature

-

Methods of making documents accessible-contents and results 1

Bibliographical

I Documents I

Registration of bibliographic data

General activity for making the source accessible

Secondary sources of information (information media),

---C e.g, bibliographies, title lists, single references to titles

methods

Laying down the result of analysis

I Synthetical methods

-

--l Analysis of contents

i Indexing Secondary sources of information

' (information media), e.g. annotations, abstracts, literature surveys

A [Secondary sources of I information having characteristics of primary sources, e.g. progress reports, knowledge store

I 66

n and information 4 Analysis of contents I

To utilize the knowledge contained in sources of information (scientific and technical literature or documents) for information dissemination it is necessary to make these sources accessible (analysis of documents)

Only such sources of information should be made accessible as contain new findings significant from the viewpoint of business, economy and politics and representative of the latest progress in science and technology, and as will help to satisfy the ascertained information needs of users.

The essential components of contents found out by analysis must be expressed in a condensed form (indexed) to be adequately transmitted to the user and to be retrievable as well as available at any time.

They are collected, stored and classified for the purpose of retrieval by means of key-words and descriptors representing the essential components of contents. Key-words or descriptors are compiled or formed to make up lists of indexes.

I 2 Bibliographical references specialized standard for information, documentation and library services ’

This standard prescribes the rules for the compilation of bibliographical references for the main categories of printed sources of information, such as are used in information and documentation facilities, libraries, publishing houses and other institutions. For purposes of cataloguing and the compilation of bibliographies or the like, more detailed-or, in particular cases (e.g. for the cataloguing of drawings, paintings and photographs)-different rules may be applicable.

I DEFINITION

Bibliographical references are the sum of the bibliographic elements listed in paragraphs 4.1 to 4.8 which are required in order to identify, characterize and trace printed sources of information or parts of such.

2 SPELLING OP BIBLIOGRAPHICAL REFERENCES

In the matter of spelling of bibliographical references the spelling used in the source of information is obligatory. This applies also in the case of Greek letters in formulas and names of substances. All non-Latin letters are to be transliterated or, in the case of languages for

which no transliteration has been laid down, to be transcribed. In the case of titles consisting only of capitals or small letters the practice to be

followed is based on the rules of Duden’s Encyclojaedia in the case of titles in the German language, or on the relevant rules of the country in question in the case of titles in foreign languages. The order and form in which bibliographic elements are to be indicated is as

shown in the examples in paragraphs 5. I to 5.8.

I. DKoo1.811.o25.32 ofJune 1969; TGL PO 971, Group 034. Specialized field No. 152: Information, Documentation and Library Services. Approved IO June I& (to be applied from I July 19%) for the Ministv for Science and Technology, Berlin.

I 68

Appendixes

3 USE OF ABBREVIATIONS

Abbreviations of titles apart from the titles of periodicals are not permitted. Where the titles of periodicals are abbreviated, TGL 20 969: Short Titles of Periodicals is applicable. Other bibliographic elements may be abbreviated only to such an extent that

it is easy to reconstitute them.

4 1NE ORDER OF BIBLIOGRAPHIC ELEMENTS

4.1 Author

The author’s name usually consists of surname and first name(s). The surname precedes the first name(s) and surname and first name(s) are to be separated by a comma. If more than one author is cited, the order in which they are named in the

source is the proper order for bibliographical references. If not more than three authors are named, the names of all the authors are

given. The authors’ names are separated by semi-colons. If the title is given immediately after the name(s) of the author(s) a colon is to be placed after the name(s). If an information source names more than three authors, the subject title is

given instead of the authors, followed by the names of all the authors. Where information sources have numerous authors, e.g. encyclopaedias or lexicons, it is permissible not to name the authors or not to name them all. Where information work is for special purposes it is also permissible to give the authors’ names-regardless of their number-before the subject title. Instead of the author(s) the name of the corporate body which appears as that

of the author may be given. If no author(s) is (are) named, three full stops are to be written.

4.2 Titles

The title is to conform with the original. In the case of titles in foreign languages it is followed immediately by the German translation in parentheses and in bolder type or underlined. Original titles in the German language are always to be printed in bolder type or underlined.

4.3 Supplenrsnts to titles

Supplements to the title are as follows: sub-title; name of editor, translator, compiler, etc. (persons or institutions to be named); the number of the volume (in the case of sources consisting of more than one volume the number of the volume in question is to be given as well as the title in cases where this differs from the over-all title of the publication); indication of edition or impression, in conformity with the indication given in the source.

‘I 69

Supplements to titles are quoted in conformity with the original. Subtitles, the number, etc., of the volume and indications of the edition or impression may be translated.

4.4 Publication particulars

These include: place of publication; holder of general or specific licence to publish (publishing houses, State organizations, institutes, etc.); year or date of publication; indication of size (number of pages, sheets, columns, etc.). These particulars are to be given in conformity with the original.

4.5 Insertions in text and annexes

Categories, order of entering and abbreviations for insertions in text and annexes:

Abbildung(en) Diagramm(e) Karte(n) Schema( ta) Tabelle (n) Tafel (n) Zeichnung(en) Literaturangabe(n) Register Anhang (Anhhge)

Abb. (illustration(s)) Diagr. (diagram(s))

Schem. (chart(s)) Tab. (table(s)) Taf. (plate(s)) Zeichn. (drawing(s)) Lit. (bibliographical note@)) Reg. (index(es)) Anh. (annex(es))

Kt. (map(s))

Other types of insertions in the text, such as cross-section diagrams, circuit diagrams and quotations from other authors’ contributions to the subject, may also be mentioned. The number of insertions and annexes of each type is to be quoted.

4.6 Price

The price of the source is to be given where it is necessary for purposes of acquisition. The price to be recorded is that stated in the source itself.

4.7 Langwge of the source

In the case of foreign-language sources the language may be indicated in parentheses, e.g. (Russ.). In the case of translations into German this is indicated by a note on the original language in parentheses, e.g. (from Russ.).

4.8 Sources gublished in instalments

Where the source forms part of a series, the title of the series and the number of the volume or instalment in question is to be given in parentheses at the end of the bibliographical references.

Appendixes

5 BIBLIOGRAPHICAL REFERENCES FOR VARIOUS CATEGORIES OF INFORMATION SOURCES

5.1

Order of entering the data: author; title; translation of title (in the case of foreign-language sources); supplements to title; publication particulars (place, licenced publisher, year of publication, number of pages); insertions in text and annexes; price; name of and number in series, where appropriate. The same rules will apply to bibliographical references for published university

papers (degree papers, theses and dissertations for habilitation). Here the name of the institution where the paper in question was written is to be given and the nature of the paper indicated. In the case of unpublished university papers the publication particulars do not

appear.

5.1.1 Examples Stoph, Willi. Die Durchfuhrung der volkwirtschaftlichen Aufgaben. Rede auf dcm VII. Parteitag der Sozialistischen Einheitspartei Deutschlands. Berlin, I 7. bis 22. April 1967. Berlin: Dietz-Verlag 1967. 59 S., I Abb., 0,40 M.

Burkett, S. L. A. Special library and information services in the United Kingdom (Fachbibliotheks- und Informationsdienste in England). London: Library Associ- ation 1962. 200 S., 95 Abb. (engl.).

. . . Technische Formeln. Autorenkollektiv. 8. Aufl. Leipzig: Fachbuchverlag 1966. 258 S., 376 Abb., 33 Tab., 28 Lit., 7,80 M .

Belleroy, Werner. Sabisch, Kelmut; Tannhauser, Siegfried. &onomie der sorialis- tischen chemischen Zndustrie in der Deutschen Demokratischen Republik. Leipzig: Deutscher Verlag fur Grundstoffindustrie 1963. I 164 S., I 17 Abb., 78 Lit., Reg., 75,oo M.

Michajlov, A. I.; Cernyj, A. I.; Giljarevskij, R. S. Osnovy zaucnoj informacii (Grundlagen der wissenschaftlichen Information). 2. Aufl. Moskva: Izd. 'Nauka' 1968. 756 S., 228 Abb., 92 Lit., 2,45 Rub. (russ.).

Kohutiar, Ludovit. Zaklady odbornej bibliografie (Grundlagen der Fachbiblio- graphien) . 2. Aufl. Bratislava: Slovenskh Technikh Kniinica 1966. 89 S., 8 Tab., 15 Lit. (slov.). (UEebna pomocka E IO.)

I. Technische Stoffe. Aufbau der Materie. Steine und Erden. Holz, Kunst-

2. Tecknische Stoffe. Technisches Eisen. Nichteisenmetalle. 1952.342 S., Abb.,

3. Technische Stoffe. CHO-Chemie, Kohlen, ole, Gase, Sauren. Basen,

. . . Meyers Kleines Lexikon in 3 Banden. Hrsg. von der Lexikonred. des Bibliogr. Inst. Leipzig unter Leitung von Heinz Goschel. IO., vollig neubearb. Aufl. Leipzig: Bibliographisches Institut: I. A - Globus. 1967.884 S., Abb., 52 farbige Kt., 83 Taf., 27,oo M. 2. Glocke - Pallas. 1967. 890 S., Abb., 30 farbige Kt., go Taf., 27,50 M. 3. Pallen - Z. 1968. 903 S., Abb., 29 farbige Kt., 98 Taf., 29,50 M.

Books and other seEf-contained sources

Quak, Karl. Technisches Wissen. Leipzig: Fachbuchverlag:

stoffe. 2., verb. Aufl. 1953.270 S., Abb., Lit., Reg., g,50 M.

Tab., Anh. Stoffliste, 12,oo M.

Salze, Faserstoffe. 1953.456 S., Abb., Anh. Stoffliste, 15,oo M.

'7'

Feitscher, Wolfgang. Graphische und tabellarische Wissensspeicher. Berlin: Zentral- institut fiir Information und Dokumentation 1967. 83 S., 50 Abb., 16 Tab., 120 Lit., Ah., I I,OO M. (ZIID-Schriftenreihe 14.)

Schmoll, Georg. Wmtschatz und Begriisbildung der Infonation und Dokumentation. Jena, Friedrich-Schiller-Universitat, Diss., Jan. 1966, 106 S., 127 Lit.

5.2 Periodicals and other information sources which appear at regular intmals

Order of entering the data: title and sub-title of the source (in case of a change in title, the previous title is to be quoted during a transitional period); short title (for periodicals, as indicated above) inside oblique strokes; publisher (quote name of publisher or publishing institute, if this is not clear from the title; if there is no mention thereof, quote name of licence-holder); indication of edition (first, second, etc.); place of publication (except in the case of newspapers); number of volume or year of issue; year of publication; frequency of publication.

5.2.1 Examples N e w s Deutschland. Organ des Zentralkomitees der Sozialistischen Einheitspartei DeutschlandslNeues Deutschl./Berl. Ausg., Jg. 22 ff., 1967. Tagl.

Die Technik. Technisch-wissenschaftliche Zeitschrift fiir Grundsatz- und Quer- schnittsfragen/Technik/Hrsg. Kammer der Technik. Berlin, Jg. 22 ff., 1967. Monatl.

5.3 Articles in periodicals and other information sources which appear at regular intervals

Order of entering the data: author; title; translation of title (in the case of sources in foreign languages); supplements to title; short title (for periodicals, as indicated above); indication of edition; place of publication; number of volume or year ofissue (underlined or in bold type); year of publication (in parentheses); number of issue (if consecutive numbering is replaced by names of months, give name of month instead of the number); number of pages; insertions in text and annexes.

5.3-1 Examples ’ . . . Jugend und Sorialismas. BeschluD des Staatsrates der DDR Neues Deutschl., Berl. Ausg., Berlin 22 (1967) 97 vom 1.4., S. 3-5.

Ungurian, 0. Systemy wyssukiwania iliformacji (Informationsrecherche systeme). Akt. Probl. Inf. Dok., Warzsawa 11 (1966) 5, S. 1-5, 3 schom., 7 Lit. (poln.)

Simpson, G. S. Scientific information centers in the United States (Wissenschaft- lkhe Infomatwnszentren in den Vereinigten Staaten). Amer., Doc., Washington 13 (1962) I, S. 43-57, 24 Tab., 4 Lit. (engl.).

5.4

Order of entering the data: author; title; translation of title (in the case of sources in foreign languages); author and/or title of collection of articles (preceded by

Articles taken from collections of articles

Appendixes

‘in’); place of publication; licence-holder; year of publication; number of pages; insertions in text and annexes.

5.4. I Example Burkett, P. M. Moderne Zmmtlnitatstheorie. In: Wissenschaft und Monsehheit. (Aus d. Russ.) Berlin, Leipzig, Jena: Urania-Verlag 1965. S. 167-183, 12 Abb., 3 Diagr.

5.5 Published descriptions of inventions (patents, copyright certificates, explanatory documents, published applications with interpretations, registered designs, ornamental designs)

Order of entering the data: country of publication; category and number of patent etc., or file number (in case of applications); national classification of patent (KL); international classification of patent (IPK); name and address of inventor, proprietor or applicant; title of invention; translation of title (in the case of foreign-language sources); number of pages, claims made, drawings, charts.

5.5.’ Examples DDR-Patentschrift W P NR. 33 976. KI.: 47 b, 12. IPK: F 06 c. Ossendorf, Jacob Hubert. WiikkorperkaJig. 2 S., 6 Anspruche, 3 B1. Zeichn.

USA-Patentschrift NR. 3229776. Kl.: I 73-1 7. Collior, Samuel S./Mission Manufacturing Company, Houston, Texas. Impakt Drilling Tool (Schlag- bohrwerkteug). 3 S., 5 Anspruche, 3 B1. Zeichn. (engl.).

5.6 Standards

5.6. I Symbol and number; title of standard; publisher of the standard; number of pages; paper size; illustrations, charts, etc.

CSN 131 060 Rohrleitungen und Armaturen, Anschlussmasse fur Flansche und Flanschstutzen. Verlag des Amtes fur Standardisierung und Messwesen, Prag. 26 S. A. 5, 12 Tab., I Diagr.

5.6.2 O n title page: symbol; publisher, country; date of sending to press (number of last issue of official gazettes incorporated). Body of text: number of standard; date (year); title of standard; indications of

amendments made to standard in question.

5.6.3 Examples On the title page: CSN. Verzeichnis Tschechoslowakischer Staatlicher Standards Herausgeber: Verlag des Amtes fur Standardisierung und MeBwesen, CSSR. Ausgabe 1966 (Stand 31.3.1966).

Order of entering the data

Example:

Grouping of data on making lists of standards

‘73

Bo& of text: CSN 131 060 1964. Rohrleitungen und Awaturen. AnschluDmaSe fiir Flansche und Flanschstutzen (Berichtigung I 1.63 bzw. Berichtigung in Bulletin, H. 711965).

5.7

Order of entering the data: firm, etc., issuing (name of firm, institution, etc.); country and address of firm, institution, etc.; title (designation of product offered or described); translation of title (in the case of foreign-language sources); category of source; date of publication (here the date of receipt or processing may be given-indicated by ‘received on:’-in cases where the date of publication cannot be ascertained); number of pages; insertions in text and annexes.

5.7.1 Examples VEB Organisationsmittelverlag. Leipzig, DDR. Manuelle Lochkarten. Prospekt. Eingang: 10.3.1g60, 7 S., 12 Abb.

Short Brothers Harland. London, Great Britain. General purpose analogue computer (Analogrechner fur allgemeine Verwendung) . Firmenschrift April I 956, 8 S. (engl.).

Advertising material, brochures, catalogues and other fims’ literature

5.8 Scientific and technical reports

Order of entering the data: title and category of report; translation of title (in the case of foreign-language sources); issuing institution or organization (name, town or city, country); date of completion of report (here the date of receipt or processing of the report may be given-indicated by ‘Received on:’-in cases where the date of completion cannot be ascertained); number of pages; insertions in text and annexes.

5.8.1 Example Untersuchungen der Probleme bei der ubertragung van Naehrichten. Forschungsbericht . Institut fur Fernmeldetechnik bei der Technischen Universitat Dresden. Dresden (DDR), 31. Jan. 1960,55 S., Abb.

NOTE

The foregoing has been written with due regard to: Bibliographkal references, see ISO/R 77-1958; title references to written material, s8e DIN 1505, Dec. 1960; rules for the abbreviation of titles of publications, see TGL 20 969, edition of April 1969.

Amendments-the text has been revised by the editorial staff. W h a t is laid down in regard to corporate authors will be supplemented when the new book

of rules on bibliographical work in scientific libraries is available.

Position of the sources

Primary sources

of information

- Processing cycle of documentation and information

in the processing cycle of documentation and information

I I I I Creative processing Creative utilization 1 of acquired knowledge @E@-$ of disseminated 1 and experience information

A =Author. U = User. Ips Iss

= Source of information supplying new facts and data (primary source). = Source of information in a concise and condensed form containing facts, data, etc., taken from other sources of information (secondary source or information medium).

PCZ = Processing cycle of information taking place in the facilities of the information system.

The order of the sources of information according to their position in the processing cycle of documentation and information is given below.

Literary working aids a

'75

I4 Information means, abstracting card layout standards of the German Democratic Republic'

I DEFINITION

Abstracting cards are index cards for vertical card-index systems containing all references of a bibliographical character and as to content which are required for information purposes.

2 DIMENSIONS

Paper-size A6 lengthwise (148 mm x 105 mm).

3 SETTING-OUT O X DATA

DC Subject heading Symbols for special classification systems

Author Title of work or paper Notes on publication particulars and

Abstract on insertions in text, etc.

Continue on reverse side or other cards

Abstractor Details of internal classification

Imprint

I. DKoo2 (083.833) ofJanuary 1966; TGL 20 975, Group 035. Specialized field No. 152: Information, Documentation and Library Services. Approved 31 January 1966 (to be applied from I July 1966) for the Standards Office, Berlin. Note: this standard does not apply to abstracting cards for patents.

Appendixes

4 CONTENTS

Indications for classijcatwn

DC number Numbers of the International Decimal Classification System adopted and prescribed for information and documentation work in the German Democratic Republic.

Subject heading Shortest possible indication in words of content of a paper or publication. Terms to be used are those laid down in the German Democratic Republic standards.

Symbols for special clas&ation purposes ...

Bibliographical data

Author ...

Title of work or paper Titles in foreign languages are to be followed by a German translation in parentheses. Underline the text in German.

Notes on publication particulars and on insertions in text, etc. Quote insertions in text, etc., in detail (e.g. 3 illus., I chart).

Indications of content

Abstract Analysis of content, to be continued if necessary on the reverse side or on further cards. O n continuation cards write an abridged version of the bibliographic references (author and abridged title). The reverse side of the abstracting card can be appropriately used for reproducing illustrations, diagrams, etc.

Other necessary indications of the character of the contents

N a m e of abstractor, editor, etc. Surname in full and initials of first names. Where translation, editing or abridgement has taken place, details of editor, etc., are to be preceded by a note (e.g. trans. by. . ., ed. by. . . or abrgd by. . .). Where author’s abstract is used unchanged, note ‘Author’s abstract’. Where previous abstracts are reproduced, give the name of the original abstractor.

‘77

AppendixCS

Editorial notes

Tear, name of category, serial number Name of category: here indicate the number denoting the particular subdivision of the card index to which the abstracting card in question is assigned. Separate number of category from indication of year by an oblique stroke. Serial number: all abstracting cards added to the card index are numbered serially, starting on I January of each year.

Imprint Title of card index, name and address of body or authority responsible for compilation, licence number of printing establishment, number of general licence to print, number of copies and number of printing order.

5 SAMPLE OP AN ABSTRACTING CARD FOR ARTXCLE IN A PERIODICAL

624.028.2:666,22 Fensttrr, optleche, hochdruckoichere

~nchovsko,j,G.P. Una TlchomlroYa,N.A.

Okno dlja optigeskich 1ssiefl.oVanl.j prl vysokich davlenijach (Fenster fur Optlache UnfsrmcWagen unter bohen DrUcken)

Pribory i !l!eohn.bxper.,Moskva g( 1963)6,S.191, 1 Sk.

Das Fenstar beaitzt sine liohte Weite von 6 nm und besteht aus alnem Kegolstumpf aua Quarz, der mit seiner Grundfllche die in der Wandung angebraohto Sffnung abdeckt, Die Befastigung und DPchtung erfolgt mlt Kunetharz. Daa Fenster 1st fur DrUcke bls 20000 at geeignet.

3 Lit.

IQoaohni, R.

64/3[-864

ZIID-Referatekartei Opfik, Un1v.-Blbliothek,Jena

100 Ag 701/64/DDR 0,s 4.334

Abstracts, scientific specialized literature standards'

I DEFINITION

For the purposes of this standard an abstract is a summary of the essential content of a written information source pertaining to the fields of natural science, engineering or social science, published separate from the information source in question.

2 SOURCES FOR WHICH ABSTRACTS SHOULD BE PREPARED

Abstracts are to be compiled for all information sources which contain new items of knowledge, analyses or summaries of importance for research, theory and practice, e.g. concerning the findings of research, new possibilities for applying known processes, new methods, development trends and new designs of machinery.

3 PUBLISHING

Abstracts are published separately from the abstracted information source either in information carriers such as card indexes (for layout of abstracting cards for use as information carriers see TGL zo975), or in abstracting journals, or as special sections in periodicals, annotated bibliographies, etc.

4 PRESENTATION AND PURPOSE

An abstract must give the essential content of an information source in condensed form and enable the reader to decide whether it is necessary and useful to study or, in the case of collections of tables and works of reference, work through the

I. DKo48.1 of January 1969; TGL 20 973, Group 035. Specialized field No. 152: Information, Documentation and Library Services. Approved 8 January 1969 (to be applied from I March 1969) for the Ministry for Science and Technology.

'79

information source or parts of it in the original venion. The abstract must reproduce whatever is new in the information source or special points of view, evalu- ations, standpoints and background information. The abstract should be tersely worded, with maximum directness of expression. The style should be such as to facilitate translation into one or more languages. Spelling is to conform with Duden’s Encyclopaedia (latest edition). Technical

terms are to be used as shown in TGL 6710: Manuscript Copy for Books, Brochures and Periodicals. For instance ‘Kalzium’ will be written ‘Calcium’.

5 COMPILATION OF THE ABSTRACT

The abstract must be compiled by an expert capable of recognizing what is new in the information sources to be abstracted, make an assessment of it and classify it with reference to developments in the technical field in question. Content and form of the abstract are subject to editing by and the concurrence

of the editorial staff of the periodical in which publication is proposed or of the head of the information facility responsible for publishing the abstract. The arrangement of the abstract need not conform to that of the information source. The abstract is to be constructed in accordance with the following general

principles: (a) indication of the main subject or of the procedure of the investigation or process and their main characteristics; (b) statement of the aims and methods of the investigation or process; (c) statement of the findings reached, conclusions drawn and recommendations.

5.1 Terminology

Established or customary terminology is to be used in the abstracts. The same technical terms should be retained throughout the text. Homonyms need not be explained if their meaning is clear from the context. Where linguistic neologisms of significance are encountered in the information

source and taken over into the abstract brief explanations should be added.

5.2 Reproduction of authors’ names

Authors’ names are to be given in the complete original version, with surname first followed by first names in full. Names in Cyrillic characters must be transliterated. A transcription in conformity with Duden’s Encyclopaedia (latest edition) may be added in cases where there are divergences between the two spellings.

5.3 Abbreviations

Any abbreviations which are not in general use or to be found in Duden’s Encyc- lopaedia must be explained when they first appear in the text.

5.4 Geographical names

Geographical names are to be given as shown in the Instructions for the Spelling of Geographical Names in M a p s in the German Language (published by the Ministry for

I 80

Appendixes

H o m e Affairs of the German Democratic Republic, Department for Admin- istration, Surveying and Mapping), latest edition,

5.5 Formulas, tables and graphs

Formulas, tables and graphs may be taken over into the abstract from the original.

5.6 Units of measure

National units of measure are as far as possible to be converted into units of measure which are internationally accepted, the national unit of measure being added by way of explanation (ordinance on physical and technical units, dated 31 M a y 1967, Government Gazette, Part I1 of 17 June 1967).

6 LAYOUT

The abstract must show the name of the abstractor and the date on which the abstract was compiled. Critical remarks by the abstractor or editor may be added at the end of the

abstract in cases where the document contains obvious mistakes or contradictions. Such remarks will be prefaced by an appropriate note indicating that what foIlows is a comment by the abstractor or editor.

NOTE

The foregoing has been written with due regard to: (a) IS0 Recommendation R 2 14, 1st ed., November 1961, on excerpts and abstracts; (6) Unesco NS-177, 16Juh 1962 edition on guidelines for work on scientiJiGpublicationr; (c) Manuscript Copy for Books, Brochures and Periodicals, see TGL 6710; (d) Layout of Abstracting Cards for Use as Information Carriers, see TGL 20 975; for authors’ abstracts, see TGL 20 974.

181

16 Suitable storing of information medi

Designation of activity

Suitable storing of information media-a prerequisite of quick retrieval

Mechanical classifying - (Mechanical activity)

Storing and retrieval of information require certain principles of classification.

Kinds of classijication Classification U

numeric)

What is the object of classsfying?

of contents

classification according to

Indexing (scientific activity)

Ciassification

Classifi- classifi-

systems hierarchy

Classifying is closely connected with collecting, searching and finding. Storage without a classification system is of little value. Only classification renders storage useful for effective utilization because it serves to draw information from the storage at little cost in time for tracking down.

182

-a prerequisite of quick retrieval Retrieval c

At the present time information storages, with their sizes varying and technical possibilities limited, contain items classified in accordance with various systems. Retrieval is therefore a more or less manual or mechanical process, the time needed to make the stored information available varying with the system adopted.

The most important forms of storing are at present:

The card index, with cards standing upright, stores information in a verbal, numerical or graphic form.

permitting an unimpeded view through the cards and

0 0 0 0 ~ 0 0 0 0 0 0 0

card index, the latter being the information carrier

their edges for the storing of information.

The slit-hole card index comprises cards the holes of which are extended when used for storing information.

Machine-punched cards are storage elements used for mechanical selecting. They also serve to feed information into the storage of an electronic data processing machine.

Storage of an electronic data processing machine-a part of the whole system.

Microform storages require little storing space but have a large storage capacity. Information carriers are magnetic tapes, magnetic cards, microfilms and microfiches.

=7 Specimen of a thesaurus: alphabetical part

_ _ Sachwort Pfl. wird ersetzt durch Pfl. ersetzt die siehe auch Pfl.

Sch. Soh. Sachdrter Sch. Nr. Nr. nr.

1 2 3 4

MFOQNATIONSER- 5 Annotieren INDIZIEREN 5 SCHLIESSUNG dufberei tung

duswertung von Informationen Erechliessung von Informationswellen Erechliessung von Information

INFOMATIONSFLUSS 5

INFOPXATIONsMapDS 5 IIpFoRhuTIONSXATALOc 5 INFORMATIONSMITPEL 5

Infomations- modell

INFORMATIONSPLANLNG 5 IRFORMkTICNSQUEZLE 5

Informations- IRS reoherchesprache

Informations- IRS reoherchesystem

Informationaspeicher SPEICHER

INFORMATIONSSYSTEK 5

Informationasystem IAW dussenwirtschaft

Informationssystem INPORMATIONSSYSTEM Wissenschaft(und) Technik

Informationstae- INFOiWTIONSSYSTEK tigkeit

IWOEMATKINSTGCXKIK 5

Informations- IlyFoRlRATIX theorie

Informationsver- INFORMATIONSTECHNIK arbeitungstechnik

INFORMATf~SVP%~lYL!JNO 5

duetausch von Inf ormat ionen Informationsaustauscb Informationsbeziehungen

MODELLIERUNG 8

IKWRMATIoNsBEDAILIn 5

Infarmationa- modell Infcmations- system Wissenschaft und Teohnik

VOLKSWIRTSCHAFTrICIIE: 5 INFORMATICN

Inf onnationsver- arbeitbgstechnik

I9 Degree of confidence

Indexing form

Storing time, limitlyears F- Sender of

information Number of documentation

Author: Title: Source: Location: Abstract:

Information complex No.:

Code for microfilming, etc.

I I I I II

I I Descriptor , I I

I 1 2

3 ,, 4 I ,

I I

5 (, 6 I'

7 , I

I I

9 :: I I

0

I 1

I I 4,

I 86

20 Information order form

Information order No. Classification symbols

Receiver of information: Firm/Office/Department Tel.:

Item representing the cost to the institution:

Cost centre:

Subject of information:

Method of implementing the following task(s) : (e.g. large-scale planning, science and technology, market research)

Details of the subject of information: (Illustration of contents)

Due dates for the supply of information:

Requested forms of information: Original material or duplicates/Single references to literature/Subject-oriented collection of titles (withoutlwith abstracts) /Information with comments/Litera- ture report/Progress report (Underline whichever is applicable)

Material required should not have been published earlier than: (Year of publication)

Further limitation of material: (e.g. with regard to languages, countries, authors,$ms)

Acknowledgement of the Information specialist Date: information facility Date: Signature of user:

ordered to handle the subject

Signature of the manager:

Approved:

(Signature of the appropriate manager)

REPORT ON INFORMATION ACTIVITIES

Work on the subject began:

Subject completed:

The following materials were handed over:

Date:

Remarks for cost accounting:

I 88

21

The visual punched cards of the terms B, K, N, R, T are taken from the index

Retrieval by means of visual punched cards

i XLzzzzUn B \

The terms are ascertained. Example: B, K, N, R, T

System

I and placed one on top I I .pqa i I , \

N

of the other. 1 * I 1 1 1

Source of information

22 Specimen of a visible punched card

23 Specimen of a documentation card/indexing card

Descriptors

d Abstract

Nature of source

Author

Where discovered

File No.

Storage time until

Record office yeslno

24 Specimen of a microfiche

i

‘93

25 Microfilming and re-enlarging equipment fiom the U.S.S.R. and Czechoslovakia

F R O M THE U.S.S.R. AND CZECHOSLOVAKIA

I. Reprograph goo continuous camera for copring outsize originals (U.S.S.R.) Width of original: 850 mm. Maximum length of original: 3,000 mm. For unper- forated 35- and 70-mm microfilm rolls. Reduction factors: IO; 14; 19. Copying speed in reflected or transmitted light 5 m per min. Mains power supply 220 V, 600 W. Dimensions: 1,350 x 1,200 x 1,050 mm. Weight: 180 kg.

P. ER 300 M I (REM po M) re-enlarger with automatic focusing (U.S.S.R.) Electro-photographic printing process with indirect selenium-drum image transmission. Width of paper: 300 mm in roll. Originals: 35 mm microfilm rolls, aperture cards, A6 microfiches (under development). Monitoring screen (enlarge- mentx6.5). Enlargement factors 9.38; 12.1. Copying speed 4 m per min. (for rolls) or 6 copies per min. (for aperture cards). Mains power supply: 380 V, 3.5 kw. Surface area occupied: I mz. Weight: 400 kg.

3. ER 620 M (REM 600 M) re-enlarger with automatic focusing (U.S.S.R.) Electro-photographic copying process with indirect selenium-drum image transmission. Width of copies: 620 mm (AI). Mainly for microcopying technical diagrams and transparencies. For 35 mm microfilm rolls, aperture cards and microfiches (under development) both negative and positive. Micro-image format: 32~45.5 mm (for 35 mm rolls). Enlargement factors: IO; 13; 14; 19. Automatic pre-selection of between I and 50 copies of each aperture card. Copying speed using film rolls: 6 m per min. Mains power supply: 220/380 V, 6.5 kw. Dimensions: 1,200 x 1,600 x 1,820 mm. Weight: 850 kg.

4. E N 11 M I (EFA zoo M) reading and re-enlarging apparatus (U.S.S.R.) Microfilm originals: positive or negative 35 or 16 mm microfilm rolls, microfilm strips, aperture cards, microfiches. Micro-image formats: 42 x 32 mm; 36x24 mm; 24x18 mm; 20x14 mm; 22x16 mm;4.=,x32 mm;25x20 mm.

'94

Appendixes

Maximum copy format 297x210 mm. Reading and monitoring screen 310 X 310 mm (transparence lighting). Direct image transmission on to Z n O semi- conductor paper (roll). Copying speed: 8 copies per min. Resolution: 3 lines per mm. Maximum power consumption: I .2 kw. Dimensions: 780 x 525 x 555 mm. Weight: IOO kg.

5. Meomax reading and re-enlarging apparatus, @#e 78439 (Czechoslovakia)

Electrolytic copying process. Special silver-coated paper. Microfilm originals; 35 or 16 mm microfilm rolls, aperture cards, microfiches (in preparation). Monitoring screen 246 x 300 mm. Copy format: 200 x 275 mm (Aq). Enlarge- mentfactors: 5.8; 11.4; 17.5; 31.3. Copyingspeed4tog copiespermin.depending on sensitivity of materials. Lenses: 7 lenses giving enlargements of from 6 to 3 I times.

6. Mikrofot 4 (ACM 11 P) reading device (U.S.S.R.) Transmitted-light apparatus for microfilm rolls, microfilm strips, and microfiches of maximum dimensions I 27 x 203 mm. Screen 300 x 300 mm. Enlarge- ment factors: 9; 15; 21. Screen luminosity: 150 to 250 lux. Mains power supply: 220 V, 150 W. Dimensions: 385 ~ 6 0 2 ~484 mm. Weight: 16 kg.

7. Mikrofot 3 (AGM 22) reading device (U.S.S.R.) Non-portable table-top apparatus for microfiches of maximum dimensions 127 x 203 mm, aperture cards, microfilm rolls and microfilm strips. Transmitted- light screen 420 x 620 mm. Screen luminosity 150 to 250 lux. Enlargement factors: 14; 20; 28. Mains power supply: 220 V, 450 W . Manual adjustment for focusing individual micro-images and film transport. Dimensions: 850 x 685 X 600 mm. Weight: 60 kg.

8. Monika (X 163) reading device (Czechoslovakia) Transportable reflected-light apparatus for table and wall projection. Lens: Miron 2.8175. Enlargement depends on mirror angle. Originals: microfilm rolls, microfilm strips, aperture cards, microfiches. Maximum copy format 4. Mains power supply: 220 V, 50 W. Dimensions: 270 x 250 x 250 mm.

9. Meojex reading device (Czechoslovakia)

Transmitted-light reading device with A2 screen for 35 mm microfilm rolls, aperture cards and microfiches (under development). Enlargement factors: 14.8; 21; 29.7.

IO. Meoprox reading device (Czechoslovakia)

Transmitted-light reading device for 35 mm microfilm rolls (microfiche adaptor being developed). Micro-image format: 28 x40 mm. Enlargement factors: 7.4;

14.8. Screen for up to Aq format. Mains power supply: 220 V, 100 W. Dimen- sions: 335 X415 X520 mm. Weight: 1 3 kg.

PENTAKTA MICROFILMING EQUIPMENT

I. Pentakta A IOO camera Step-and-repeat camera for copying from single sheets and books, sizes A2, A3, Aq. Full-format duplication on to double or single field of 105 x 148 mm microfiches through Tevidon I .9/35 lens (enlargement x 27.5) and Dokumar 5.6/47 lens (enlargement x 20). Lens for photographing titles Pentakta 5.6/85 (enlargement X I). Adjustable book holder for paper-bound documents of maximum thickness IOO mm. Automatic regulation of exposure by the partial exposure method. Constant aperture value of lens, constant exposure time. Optical density of negative held constant at ‘1’. Four 220 V, 150 W reflection lamps. Design output on to microfiches with 60 frames: 18 fiches per hour. Actual output depending on nature of original: 6 to IO fiches per hour. Mains power supply: 220 V, 1.5 kw. Dimensions: 1,600 x 1,160 x 2,065 mm. Weight: 400 kg.

2. Pentakta E IOO developing apparatus Automatic developing, fixing, rinsing and drying of A6 microfiches. Feed by Pentakta cassette loaded with up to 25 exposed A6 flat film sheets. Design output: 60 fiches per hour. Processing time for the first fiche: IO min. Mains power supply: 220 V, 1.5 kw. Dimensions: 420 x 1,000 x 970 mm. Weight: 40 kg.

3. Pentakta X IW copier

Contact exposure of silver halide material in continuous processing. Fully automatic operation ensures removal of unexposed flat microfilm sheets from Pentakta cassette, the making of contact and centring of original fiche and film sheet, slit exposure, transport and separation of original fiche and exposed film sheet and insertion into Pentakta cassette. Output: 200 copies per hour. Pro- cessing time for a single film sheet: 21 sec. Mains power supply: 220 V, 350 W. Dimensions: 420 x 285 x 720 mm. Weight: 25 kg.

4. Pentakta DD I duplicator Step-by-step duplication of A6 microfiches, A7 mieroforms, aperture cards, A6 jackets and 35- or 16-mm microfilm rolls, using the DDB I unit for contact exposure to UV light and the DDE I unit for development. Maximum dimensions of duplicated copy: 1 0 5 ~ 148 mm. Duplication on to A6 or A7 Diazo- microfilm sheets or aperture cards. The duplicator can also be used to produce on a selective basis, from A6 fiches or 35 mm microfilm rolls, single copies on A7 microforms or aperture cards. Dimensions of single copies: 45 x45 mm. Range of exposure: infinitely variable from 3 to 30 seconds. Output: 200 to 300 copies per hour. Developing capacity: 360 copies per hour. DDB I : mains power supply:

Apfiendixes

220 V, 600 W; dimensions: 480 x 530 x400 mm, weight: 40 kg. DDE I : mains power supply: 220 V, 300 W, dimensions: 340 ~380x400 mm. Weight: 25 kg.

5. Pentakta R IOO reading and re-enlarging apparatus For reading micro-images and producing re-enlarged copies on Z n O copying paper. Manual adjustment for focusing individual micro-images. Originals: A6 fiches. Lenses: Visiogon 2/28 (enlargement x 20.7) and Dokumar 8/38 (enlargementx 15.1). Copy format: A4. Micro-image format: 14.85 XZI mm or 14.85 x 10.5 mm. Screen 300 x 300 mm, ZnO paper roll, width 210 mm, length 150 m. Output: 14 copies per min. Mains power supply: 220 V, 200 W. Dimen- sions: 500 x 730 x 750 mm. Weight: 72 kg.

6. Pentakta L IOO reader For table and wall projection by reflected light. Originals: A6 microfiches and 35- or 16-mm microfilm rolls of up to 2 m in length. Manual adjustment and focusing of micro-images. Lens: Pentakta (enlargement x I 8.5). Micro-image format: I I x 15.75 mm. Projected table image: 210 x 300 mm (&). Mains power supply: 220 V, IOO W . Dimensions: 1 4 6 ~ 3 4 0 ~ 5 0 0 mm (in operation); 146 X 340 x 250 mm (packed for transportation). Weight: 5 kg (approx.).

7. Pentakta DL 4 reader Reader for screen and wall projection by transmitted light. Originals: A6 microfiches, A7 microforms, jackets, aperture cards, 35- or 16-mm microfilm rolls (single copies). Lenses: Tessar 3.5/70 (enlargement X 14.8), Tessar 2.8/50 (enlargement x 21), Tessar 3.5/37.5 (enlargement x 29.7). Micro-image area 28x40 mm. Screen &ox600 mm. Manual adjustment of individual micro- images. Mains power supply: 220 V, 200 W. Dimensions: 630 x800 x42o mm. Weight: 30 kg.

'97

26 Retrieval by means of an electronic data processing system

rser t Single request for information

Periodical requests for information

L Retrieval formulation suitable for electronic data processing

Transcribing on phched tape

I

1

Storing of information in a form suitable for electronic data processing.

Punched tape

Microfiche duplicate

Duplicating

Worklng storage

C o m i uter print-out with number.of microfiche (address)

Electronic data processing machine

I

27

1 Staff member with college training in a subject not belonging to the field of information

System of training for specialized staff of the information system in science and technology

~

Staff member with university

'I. Skilled worker level

-----_-- Chamber of I Post-graduate technology ' correspondent

Skilled workers of other trades and semi-skilled staff of the information system in science and technology

training in a subject not belonging to the field of information

Chamber of

-. correspondence * courses to course A become an

f f officer information

I I I

Librarian in '

the specialized scientific libraries for information and documentation

University-trained staff member for the organization of nation-wide information systems

I I

.

2. College level

l------ I

3. University level

economy in information

Employment as skilled or semi-skilled worker for information

Employment as college-trained staff member for information

Employment as information officer

Employment as university- trained specialist for information

- Main channel of additional training to become an information scientist

+---Enrolment for correspondence courses with a level of knowledge equivalent to Chamber of Technology correspondence course A

28 Quick and comprehensive informatioi copying and duplicating techniques

t Quick and comprehensive information of users by means of efficient copying and duplicating techniques

Effective information dissemination is characterized first of all by topicality and hence rapidity. Such rapid and purpose-directed supply of information is best served by duplicating techniques which meet these demands at low cost.

Maximum topicality; legibility; few materials needed; low cost: these are the essential criteria to be considered. The advantageous use of duplicating techniques depends on the number of

copies required.

Number of copies Duplicating technique 1-25 26--100 101-150 more than 150

200

)f users by means of efficient

I Duplicating Duplicating cost with printing of I to 1,000 copies

Marks

Small-offset printing (photo-mechanical reproduction)

~~ ~

Stencilling

Small-offset printing (direct printing)

Transfer technique ----I

Photostat ----- Rapid copy -----

Microfilm --------- Typewriter

Heliographic print 0'02

---------

__---I--- \ 0.01 1 I I I I

I 25 IO0 500 1,000

201

29 Regulation for the payment of fees for information and documentation services, Berlin, I 97 I ’

ORDINANCE ON THE PAYMENT OF FEES FOR SERVICES IN CONNEXION WITH INFORMATION AND DOCUMENTATION (INFORMATION AND DOCUMENTATION FEES ORDINANCE), 31 MARCH I971

The comprehensive practical application of the socialist economic system requires that, where fees become due for services in connexion with information and documentation, the relative funds should be employed on a basis of the socialist principle ofservice, with maximum efficiency and with due regard to the strictest economy. Consequently, in enforcement of the decree of 4 November 1970 on the

observance of order and discipline in connexion with services for which fees and dues are paid (extracts at page 631 of Gowrnment Gazette, Part 11), it is, with the agreement of the heads of the appropriate central State organs, laid down as follows:

Article I

The provisions of this ordinance are applicable to: (a) State organs and State facilities, State-owned combines, State-owned firms and those assimilated thereto, associations of such firms and other organs for the direction of the economy and their facilities; (b) firms which are partly State owned, socialist co-operatives and other firms (hereinafter termed ‘establishments’). They shall be applicable to services rendered in connexion with information

and documentation by an employee outside his hours of duty or by a person working freelance on contract for an establishment.

Article 2

I. The heads of departments and sections shall be under an obligation to employ the funds at their disposal in an economic and rational manner and on the basis of the criteria as to services and the rates of remuneration laid down in the annex to this Ordinance. They shall ensure that the appropriations earmarked for fees are not exceeded. It shall be permissible to give out work against the payment of

I. Index No. 341 72, <ZZD-Mitteilungen, Supplement to Information/Documentation Information Service, Berlin, 20 August 1971.

202

Appendixes

fees only in the case of work forming part of the approved plan for the establishment in question and where the establishment’s own capacity is not adequate for the carrying-out of the work or where it requires knowledge of a more specific nature than is available within the establishment itself. 2. The heads of departments or sections shall be under an obligation to

organize a strict control of the services rendered. Where services are not as contracted for and in particular are not in conformity with the required standards, fees are to be reduced as shown in the annex. 3. The heads of departments and sections shall ensure that planning of and

payment for fee-paid work shall take place in conformity with the provisions of law applicable thereto. Planning, use and disbursement of funds for fee-paid services shall be reported on as part of the statement on the execution of the plan and of the statements of account submitted to the establishment to which the department or section is subordinate. 4. The heads of departments and sections shall ensure that when fee-paid work

is given out the necessary provisions as to State security are observed.

Article 3

I. Establishments are not permitted to come to an agreement with a person in their employ regarding the carrying out of fee-paid work in connexion with information and documentation if such work forms part of the duties of the person employed as set out in his work contract. 2. Fee-paid work may be given out to employees only with the agreement of

the establishment by whom the person in question is employed. 3. Contracts may be awarded to persons working in a freelance capacity only

ifsuch persons hold an authorization for the exercise of their activity in conformity with the provisions of law. 4. Income from fee-paid work shall be taxable in accordance with the pro-

visions of law. 5. In order to protect the interests of State and society persons carrying out

fee-paid work in connexion with information and documentation shall be under an obligation to treat any information coming to their knowledge in this connexion as strictly confidential.

Article 4

Fees within the meaning of this Ordinance may be paid for the following services: (a) assessing content of and processing information sources in German and foreign languages; (b) establishing and using code numbers; (c) checking information sources, by subject areas, for material on specific scientific, technical and related economic developments; (d) collating scientific, technical and related economic data on the basis of information sources; (e) taking part in the solution of problems of principle pertaining to information.

Article 5

I. The payment of fees for the services mentioned in Article 4 is governed by the rates of fees set out in the annex hereto.

Appendixes

2. In cases where the criteria as to quality and quantity agreed upon for the work in question are not met the rates of fees set out in the annex hereto are to be reduced.

Article 6

In respect of all services covered by this Ordinance agreements are to be concluded in writing, setting out due dates for completion and the required criteria as to quality, and specifying the degree of scientific difficulty, the total time estimated to be required for the work, the volume of the work, the material to be provided, etc., and the amount of the fee. Further the written agreements shall contain stipulations in respect of secrecy and rights as to publication and other uses.

Article 7

I. With the payment of the fee all services connected with the carrying-out of the fee-paid contract shall be held to have been paid for in full. The same applies also to time of preparation, any necessary consultations and the provision of documents and materials, 2. In cases where costs arise in connexion with the carrying-out of a fee-paid

contract which are reimbursable under the provisions on the refund of travelling expenses, reimbursement shall be made by the contracting establishment provided nothing to the contrary is stipulated in the written agreement mentioned in Article 6.

Article 8

I. This Ordinance shall come into effect on I April 1971. 2. At the same time the recommendations regarding the payment of fees for

abstracting work, published in ZZZD-Mitteilungen, No. 31, 15 February 1966, shall no longer be in force.

Berlin, 31 March 1971 PREY Minister for Science and Technology

ANNEX TO THE ORDINANCE ON THE PAYMENT OF FEES FOR SERVICES

IN CONNEXION WITH INFORMATION AND DOCUMENTATION 31 M m c n 1971

I Assessing content of information sources in German and foreign languages and preparing them for automatic storage and further processing

The fee-rates cover the following services: Examining the source and roughly identifying the technical subjects to which it

Indexing these subjects according to the relevant thesaurus and compiling a list relates.

of descriptors with an average of eight to ten descriptors.

Appendixes

Compiling a brief abstract of the technical content of the source. Fully completing work sheets: (a) entering ‘search code’ numbers for source and technical field; (b) furnishing bibliographical references in conformity with the prescribed specialized standard; (c) inserting data useful for documentation purposes; (d) checking the work sheet.

If any of these operations do not have to be performed a correspondingly lower rate of fee is to be stipulated in the agreements (Article 6 of the Ordinance).

1.1 Assessment of primary sources 1.1.1 Establishment of title and indexing (operations: examination,

indexing and completion of work sheet)

Sources in German:

No. of pages technical Total text (4)1 marks

No. of pages technical Total text (A4)’ marks

u p to I 4-50 9-20 7.50 1-3 5.50 Over 20 (See para. 4) 4-8 6.00 I. The term ‘page of technical text’ refers to the source.

Foreign-language sources:

Language group (total marks)l No. of pages technical text (4) A B C

u p to I

4-8 1-3

9-20 Over 20

5.50 8.50 9.50 11.00

6.50 9.50 10.50

(See para. 4) 12.00

8.00 I I .oo 12.00

13.50

I. Classification as to language group is in accordance with the ‘Ordinance on the Payment of the Services of Linguists (Ordinance on Fees for Interpreters and Translators)’.

1.1.2 Abstracting and indexing (operations: examination, indexing, making of brief abstract and completion of work sheet)

Sources in German:

No. of pag.es technical text Total marks

u p to 5 (Fee for secondary sources applies) I 2 -3 9.50 4-20 Over 20 (See para. 4)

(An additional 0.50 marks per page from page 4)


Language group (total marks) No. of pages technical text

A B C

u p to 1 13.00 14.00 15.50 3-20 (An additional 0.70 marks per page

from page 3) Over 20 (See para. 4)

I .2 I .2. I

Sources in German: 3.30 marks. Foreign-language sources: language group A, 4 marks; B, 4.50 marks; C, 6 marks.

1.2.2

Assessment of secondary sources Establishment of title and indexing (operations: examination, indexing and completion of work shet)

Abstracting and indexing-being in the main verbatim reproduction of the source in German or of a translation of the source in a foreign language (operations: examination, indexing and completion of work sheet)

Sources in German: 5 marks. Foreign-language sources: language group A, 6.50 marks; B, 7.50 marks; C, g marks.

Substantial condensation or rewriting of the source (operations: examination, indexing, brief abstract and completion of work sheet)

Sources in German: up to f page of technical text (b), 7 marks. Foreign-language sources (up to

In the case of sources of more than relevant fee for primary sources will be applicable.

2

page of technical text (4)): language

page of technical text (A4) in length, the group A, 8.50 marks; B, 9.50 marks; C, I I marks.

Assessment of content of German and foreign-language sources and preparing them for conventional storage and further processing

Fee-rates cover the following services: (a) examination of the source; (b) classification; (c) making a note on or a brief abstract of the technical content.

2.1 Establishment of title German sources: z marks. Foreign-language sources: 3 marks.

2.2 Title with notes German sources: 3 marks. Foreign-language sources (all language groups) : 5 marks.

206

Appendixes

2.3 Title with abstract German sources:

No. ofpages technical text (A4) Total marks

UP to 3 4-20 Over 20

6.00 (An additional 0.50 marks per page from page 4) (See para. 4)


Language group (total marks) No. ofpages technical text (A4)

A B C

u p to 2 8.00 9.00 10.00 3-20 (An additional 0.70 marks per page

from page 3) Over 20 (See para. 4)

In the case of the fee-rates set out in paragraphs I and 2 work is required to be delivered inside two weeks, calculated from receipt of the material by the contractor until the statement of title or the abstract is delivered to the commissioning establishment. If delivery takes place between two and four weeks the rates of fees are to be

reduced by 1.50 marks and after more than four weeks by 3 marks. If it is found necessary to revise the work done the rates of fees listed in para-

graphs I and 2 are to be reduced by up to 20 per cent. By agreement between the contracting parties the fees payable under para-

graphs I and 2 may exceptionally, where there is good reason for so doing (e.g. in the case of a small information office), be based on an average number of pages.

3

Work involving the establishment and use of code numbers is to be paid according to fee-rates drawn up by the person concerned on his own responsibility, on a basis of the exact amount of time taken and an hourly rate of 6.50 marks. Such fee-rates are subject to approval by the Central Information and

Documentation Institute.

Establishment and use of code numbers

4 Examination of sources

The fee-rates cover the examination of sources in German and foreign languages for purposes of identifying material that should be recorded and translated. Fee-rates are as follows (for periodical examination): German, 75 marks per

year and periodical; foreign-language, I 20 marks per year and periodical.

The fees are in respect of monthly issues and a volume of up to approximately 1,500 pages per year; otherwise the fee-rates are to be modified accordingly; for one-time examination (e.g. congress and conference reports, firms’ literature, etc.) on a time-basis agreed upon in writing, at 6.50 marks per hour.

5 Checking information sources, by subject areas, for material on specijic scientific, technical and related economic developments

The fee-rates cover the following services: (a) examining, on an independent basis and in respect of a given subject, original scientific and technical material in German and foreign languages for the purpose of noting findings, development trends and possibilities of utilization; (b) reporting on these in the manner agreed upon. Fee up to 600 marks per year and subject.

6 Collation of scient&, technical and related economic data on the basis of information sources

The fee-rates cover the extraction of data from: comparative world surveys progress reports (studies), scientific and technical descriptions, brief information features. Fee-rates are as follows (per page of manuscript): for comparative world

surveys, progress reports (studies) and scientific and technical descriptions, 20 to 40 marks according to degree of difficulty; for brief information features, IO to 20 marks according to degree difficulty. The basis for calculation of a page of manuscript is to be taken as a page of

typing with 30 lines of 60 characters (including spaces) each. Fees are to be paid with due regard to the volume of work as laid down in the

contract.

7 Participation in the solution of problems of principle in information work

Fee-rates cover the following services inter alia: (a) collaboration in the establishment and supervision of classification systems; (b) collaboration in fore- casting future developments; (c) collaboration in basic work on methods. Not to be farmed out are services in the scientific and engineering field

in connexion with programming for electronic data-processing and process calculating. The fee-rate is 6.50 marks per hour. It is to be calculated on a basis of the

agreed total working time estimated as needed for carrying out the work (Article 6 of the Ordinance).

8 Other services

Fee-rates for services of a scientific character in connexion with information and documentation not covered by paragraphs I to 7 may be set by information head offices and the Central Departments for Information and Documentation in their own responsibility.

208

Appendixes

They are to be deduced from existing fee-rates or reckoned on a basis of the

These rates are subject to approval by the Central Information and Documen- exact amount of time taken and at a maximum hourly rate of 6.50 marks.

tation Institute.

9

Rates of remuneration cover temporary work in information facilities which is directly connected with fee-paid work in the information and documentation field, such as preparation of drawings, typing and producing printing copy for information carriers and other printed matter and any sorting and filing work connected with information and documentation. The remuneration in question will be debited to the wages fund and will be

liable to tax as required by law.

Temporary technical work for information and documentation services

9.1 Preparation of drawings For line drawings, 3 marks per hour; for designing and producing drawings from rough sketches, 4 marks per hour.

9.2 Typing Standard page (to TGL standard) of 30 lines each of 60 characters= 1,800 characters. The standard page of 1,800 characters will be the basis for calculation in case of other paper-sizes or changes in line set-out and letters.

9.2.1 Copy-typing Copying printed or typed material with not more than eight alterations. Copying of texts In German: 0.80 marks per page. In foreign language: Group I , ~ 1.04 marks per page; Group 2, 1.16 marks per page; Group 3, 1.28 marks per page.

Tables and formulas, 1.22 marks per page. Making stencils for dufdicating In German, I. I 5 marks per page. In foreign language: Group I, 1.39 marks per page; Group 2, 1.51 marks per

Tables and formulas, 1.57 marks per page. Carbon copies, 0.05 marks per copy.

9.2.2 Additional payments (extra per page) Texts, as in 9.2. I but with from g to 20 alterations, 0.12 marks. Handwriting easy to read and carbon copies difficult to read, 0.18 marks. Handwriting difficult to read, 0.30 marks.

page; Group 3, I .63 marks per page.

I. Foreign-language groups are as follows: I. = Latin, English, Dutch, Italian, French, Spanish, Portuguese, Romanian; 2. = Danish, Swedish, Norwegian, Hungarian; 3. = Russian, Czech, Polish, Serbian, Bulgarian, Greek, etc.

Foreign-language names and designations: 12 to 30 words per standard page,

Texts of scientific character, 0.24 marks. If more than one additional payment is due, the highest applicable rate is paid.

9.3 Sorting andjling Technical sorting and filing work, 2.50 marks per hour.

0.06 marks; every further 30 words, 0.06 marks.

210

3O Guidelines for the education and training of information users

I T H E BASIC CONCEPT OF EDUCATION AND TRAINING FOR INFORMATION USERS

1 . 1 The solution of the major national economic problems calls for a rapid expansion of science and technology. The more thoroughly staff arc trained to put scientific knowledge to creative use, the more rapidly will science begin to exert a direct effect on production. If new knowledge and experience is to be put to practical use at all levels of

the national economy, the necessary data on the present stage reached and on development trends must be collected and evaluated. This calls for a good basis of technical knowledge and also a critical and Party-oriented attitude, such as will result in achieving the maximum benefit for our socialist community through deliberate steps to promote and exploit scientific and technical progress as well as the measures set out in the over-all programme of the COMECON countries. Information and documentation provide the materials and methods that are

needed for rationalizing the work of obtaining and evaluating these data. Since all those undergoing regular instruction and all members of the working public increasingly need knowledge in the information and documentation field, a basis must be laid down governing general education in this field. At the same time the type of training provided in this connexion must be differentiated so as to ensure that each acquires the scientific and technical knowledge which he needs as a user of such information in his particular ficld of duty ivithin the national economy.

1.2 The purpose of the training1 of all information users is first and foremost to befit them to make use of information and documentation in a conscious, comprehensive and systematic manner with a view to working in a rational, efficient and scientific way. This includes in particular the following general aims. The users must:

I. Here are to be understood all proredurrs promoting the education and training of information users.

21 I

Recognize the great social significance of information and documentation as means to the rationalization of intellectually creative work.

Acquire the ability to take full advantage of the possibilities afforded by information.

Be educated to become active partners of the information system and match up to their dual role of users of information and creators of information. This however will be possible only if they are made capable of formulating and notifying their own requirements in the matter of information.

Learn to draft scientific papers in such a way that rational further processing by the information services is ensured (‘drafting in a manner suitable for information purposes’).

Realize that they have the duty of forming a judgement on the usefulness of the information channelled to them and informing the information facility of their findings.

Be enabled to take part in the work of processing the content of information sources.

The users must further realize that they themselves have a duty to fulfil in regard to information, and specifically that it is incumbent on them: T o find out about the present stage of progress reached in their special field

To pass on their own newly acquired knowledge and experience to other users,

In short, the important thing is to enable the users of scientific and technical information to master the materials and methods of scientific information work and apply them for the purpose of working in a rational, scientific manner, guided at all times by a Party-oriented attitude in this respect.

1.3 A start has already been made in the matter of providing information users with knowledge of information and documentation work. This is done on a regular basis primarily at engineering schools, to a certain degree in universities and to a small extent in facilities engaged in practical work and schools providing general education. This means that in addition to giving suitable instruction to pupils, students and apprentices, in-service training will have to be provided for years to come before all information users, including those already working, have an adequate knowledge of information and documentation work.

when assuming new duties.

subject to the principles governing the protection of State secrets.

1.4 There will have to be a systematic campaign for the training of information users, using the machinery for publicity on behalf of information work, to awaken their interest and understanding. The campaign must point out to the users how much help they can get from expert use of the material and methods of scientific information work.

1.5 All measures directed to the systematic training of users-including the provision of regular training in secondary schools, vocational training schools, technical schools and universities as well as the in-service training of senior and other personnel-must harmonize with the integrated socialist educational system. In a relatively short time the necessary measures must be taken

212

Appsndixcs

at economically justifiable cost to supply thousands of information users with the knowledge they require about information and documentation. It will be desir- able to carry out the preparatory work in this connexion centrally because this will greatly reduce the over-all cost, in particular by avoiding duplication, and also because the requisite uniformity in respect of aims and content can best be ensured by this means. If the necessary knowledge is to be channelled to the users in such a way as to

afford maximum practical effectiveness, however, these centrally prepared measures must in general be put into effect in a decentralized manner, i.e. at all appropriate centres of instruction, including those for in-service training. The aim of providing every member of the nation’s work-forre with some

practical knowledge of information and documentation can only be accomplished with the help of the scientific and technical information services and their specialized personnel. Direct responsibility for ensuring that the users obtain such knowledge rests

on the departments for Information and Documentation (Leitstellen fur Infor- mation und Dokumentation-LIDS) so far as the matter falls within their allotted field of competence. The Central Departments for Information and Documentation (Zentrale

Leitstellen . . .-ZLIDs), working in conjunction with ZIID, have the duty of co-ordinating all steps decided on in this connexion and seeing to it that they are put into effect. ZLIDs and ZIID are together responsible for producing technical or general teaching materials (or arranging for them to be produced) and making all other necessary arrangements. They are also responsible for the systematic further training of the specialized information personnel charged with teaching duties. The knowledge provided in regard to information and documentation must be

suited, as regards both form and content, to the educational level and field of activity of those for whom it is intended. Apart from basic knowledge the users will require specific knowledge about information and documentation relevant to the job they are doing at the moment and their technical field. They must be enabled to make full use of the services rendered by scientific and technical information facilities but at the same time be capable of making their own indispensable contribution to the effectiveness of the information system. The procedures adopted must be conducive to maximum uniformity in the

education of all information users, as regards the content of such education, the steps taken to provide it and the ways in which it is organized. It will be possible to produce uniform skeleton curricula and teaching materials for all information users who stand in much the same relationship to the information services. It therefore seems to be expedient to classify information users by main categories and then break down these main categories into individual categories, in order that specific peculiarities within the main categories may be taken into account for purposes of training. The classification set out in the following diagram agrees in the main with the

ideas put forward by the working party on the education of users set up by the FID/ET Committee. It is not however to be taken as a rigid pattern but merely as an aid to the preparatory work that will have to be done on content and organization with a view to the training of information users.

Afificndixes

M a i n categories

-

Those undergoing regular instruction -

-

Individual categories

Pupils in polytechnical secondary schools and extended secondary schools

Apprentices in vocational and industrial training schools

Students in universities and technical colleges

- Teaching staff in all educational establishments and of any ~

specialization, journalists -

I

Professional staff engaged on R & D personnel (not primarily engaged in management) I

Teaching staff in polytechnical and extended secondary schools and vocational and industrial training schools

Teaching staff in universities and technical colleges

Journalists and editors

I _ _ applied research, development, design, technology, economics and scientific organization

Executives concerned with management and planning in all fields of society, including their scientific collaborators

Those concerned with

Managing directors, heads of government departments

Aobendixes

Note The classification is only to be regarded as an aid to preparatory work on the content of education for information users and how it should be organized.

A person may belong to two categories, i.e. he may for instance be a research scientist and a management executive.

2 GUIDELINES FOR IMPLEMENTATION

2.1 After being agreed with the other services and bodies concerned, the steps outlined above are to be implemented with due regard to the concrete requirements of the national economy and to the possibilities resulting from enlisting the co-operation of existing education facilities, and taking into account the state of affairs currently prevailing. The aim is to achieve a high degree of effectiveness from the standpoint of the national economy as regards both the results obtained and the way in which the work is organized and the methods employed for carrying it out. At all stages the work must remain closely related to conditions in practice.

2.2 The training of information users will require teaching staff pos- sessing the necessary theoretical and practical knowledge both of information and documentation work and of the technical field of the users they have to train. Suitable personnel will therefore have to be transferred from practical work on information to teaching tasks and given instruction or training by ZIID and ZLIDs.

2.3 Collaboration with publicity activities on behalf of information work is a matter of vital importance. These activities must stimulate the working public’s interest in scientific and technical information and in acquiring a solid body of knowledge in this connexion and furthermore support the regular work of instruction with appropriate publicity material. For this purpose it is essential that the work of instruction and information publicity activities should go hand in hand.

2.4 Preparatory work for the introduction of measures for the training of information users will take the shape of experiments and the establishment of specimen models for various groups of information users, where appropriate in collaboration with other services and bodies concerned, including educational authorities. As experience is gained, so it can be progressively introduced on a wider scale. In addition to providing all those undergoing regular instruction and all

members of the working public with a basic knowledge of information and documentation work, increasing attention must be paid to the task of providing, as part of the continuing process of in-service training, further knowledge of importance to the user in regard to information and documentation work and new developments in that field.

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