INIS Progress and Activity Report 2010-2011

1. 13th Joint INIS/ETDE Technical Committee Meeting 20-21 October 2011, Vienna, Austria INIS Progress and Activity Report2010-2011 Dobrica Savić, INIS Unit Head

2. INIS Progress and Activity Report - 2010/2011 • INIS membership • Bibliographic input • Conference Authority Tool (CAT) • NCL collection • Authority files • INIS Collection search • INIS website • INIS CD-ROM / DVD production • Preservation of non-conventional literature • Capacity building and outreach • Partnerships • IT development projects 13th INIS/ETDE Joint Technical Committee Meeting

3. INIS Progress and Activity Report - 2010/2011 INIS membership • 151 INIS members • 127 countries • 24 international organizations • In 2010 two new members • The Sultanate of Oman • Oman • In 2011 three new members • The Republic of Chad • The Islamic Republic of Mauritania • The Gabonese Republic 13th INIS/ETDE Joint Technical Committee Meeting

4. INIS Progress and Activity Report - 2010/2011 Bibliographic input Number of records • Total number of records in the INIS Database is over 3.3 million • 133.770 new records were added in 2010 • An increase of 22% compared to the previous year (impact of outsourcing) • During the first 10 months of 2011 almost 100,000 records added • Only 60% of all INIS Members submit input • INIS adds around 60% of all records • INIS manually checks and corrects indexing of 30% of all records • Overview of monthly inputs (average 10,000 records) 13th INIS/ETDE Joint Technical Committee Meeting

5. INIS Progress and Activity Report - 2010/2011 Conference Authority Tool (CAT) The Conference Authority Tool (CAT) • CAT finalised and loaded with the data of the last 5 years • Aim 1: To analyse and verify duplicates, specify master entry for each conference, identify missing conferences in the actual INIS Database in comparison with the “Meetings of Atomic Energy" database and the IAEA Library holdings • Aim 2: To monitor input preparation of conferences from Member States. • 55 Member States reviewed • France, Japan, Germany, Austria, Hungary, Spain, Belgium, Italy, Belarus, Russia, United Kingdom, Netherlands, Czech Republic, Croatia, Poland, Sweden, Greece, Finland, Ireland, Denmark, Norway, Luxembourg, Switzerland, Slovenia, Cyprus, Latvia, Bosnia and Herzegovina, Bulgaria, Ukraine, Portugal, Romania, Lithuania, Armenia, Ghana, Australia, Canada, India, Bangladesh, China, Korea, Argentina, Brazil, Mexico, Chile, Costa Rica, Portugal, Uruguay, Venezuela, Colombia, Ecuador, Paraguay, Bolivia, Panama, Nicaragua and Peru • Missing conferences reported to 44 Members States   • Feedback from 24 Member States has been received • France, Japan, Belgium, Austria, Hungary, Spain, Italy, Sweden, Croatia, Bulgaria, Hungary, Greece, Poland, United Kingdom, The Netherlands, Ukraine, Romania, Ghana, India, Brazil, Argentina, Portugal, Colombia and Uruguay Action proposed: • Continue the use of CAT on a regular basis 13th INIS/ETDE Joint Technical Committee Meeting

6. INIS Progress and Activity Report - 2010/2011 NCL collection • In 2010 online access (hyperlinks) were provided to additional 30,664 full texts of NCL documents, and to 19,000 NCLs in 2011 • 13,899 NCL documents were processed and added to the INIS NCL collection in 2010 and another 10,500 in 2011 • Only 23% of the INIS total annual input included a link to a full text, with 13% of texts physically residing in the INIS Database • Out of all newly entered NCL documents, almost 30% are IAEA’s contribution • Only some 50 Members submit NCL • The first 10 highest contributors of NCL contributed over 80% of the total number of texts Action proposed: • Find ways to increase the NCL collection • Reduce disproportion between a number of entries made by Member States and INIS 13th INIS/ETDE Joint Technical Committee Meeting

7. INIS Progress and Activity Report - 2010/2011 Authority files • INIS Reference Series - Journal Titles • Preparation of Lists of Regularly Scanned and Key Journals ceased from January 2010 • INIS List of Journal Titles by Country or International Organization Name was prepared and placed on the INIS website in October 2011 • INIS Secretariat continued to maintain basic journal authority tables used for input verifications and validity control • ETDE/INIS Joint Reference Series - Joint Thesaurus • The last revision of the whole thesaurus in print (Rev. 2), has been published in April 2007, although it contains changes to the Thesaurus through September 30, 2006. • Additions and changes are available in monthly updates from both INIS and ETDE websites Twelve revisions have been prepared and published in 2010 and nine in 2011 • The 11th INIS/ETDE JTC INIS recommended to electronically publish every year the actual revised version. The last published was Rev. 2.4 in May 2011 and it is available from the INIS website Action proposed: • One of the electronic versions should be declared the “base” version and that the supplements should be referred to that 13th INIS/ETDE Joint Technical Committee Meeting

8. INIS Progress and Activity Report - 2010/2011 Authority files (cont.) • Multilingual Thesaurus • All participating Member States (China, France, Germany, the Russian Federation, Spain and the Syrian Arab Republic) have translated the additions and changes to the vocabulary of controlled terminology. The lists have been uploaded to the Multilingual Thesaurus • In May 2011, new revisions of the Multilingual Thesaurus have been produced for: • Monolingual versions of the thesaurus including the full thesaurus hierarchy • Multilingual dictionaries without thesaurus hierarchy • Interactive Multilingual Thesaurus with navigation capabilities, including the full thesaurus hierarchy • They are based on the Joint Thesaurus of the ETDE/INIS Joint Reference Series No. 1 (Rev. 2.4), May 2011 and available from the INIS website • ETDE/INIS Joint Reference Series – Subject Categories and Scope Descriptions • The final version of the ETDE/INIS Joint Reference Series No.2 (Rev. 1): Subject Categories and Scope Description (IAEA-ETDE/INIS-2 (Rev 1), IAEA Vienna, August 2010), incorporating new categories is available from the INIS website. Action proposed: • Use expertise of the INIS/ETDE Thesaurus Advisory Group to further enhance and improve Thesaurus and the Subject Categories documents and procedures 13th INIS/ETDE Joint Technical Committee Meeting

9. INIS Progress and Activity Report - 2010/2011 INIS Collection search • On 18 April 2011 INIS launched a new Google-based search for its document collection • On 1 September 2011 INIS Collection Search replaced previous INIS Online database • At the end of September 2011 INIS/ETDE Thesaurus was integrated with the INIS Collection search • Over 3.3 million bibliographic records and 300,000 full-text non-conventional documents are now fully indexed and freely searchable through the Internet • The implementation of the INIS Collection Search interface follows the recommendation of the 35th ILO meeting to have the Google Search Appliance the underlining search technology for the entire INIS collection • The INIS Collection Search increases the speed of searching and downloading, supports multilingual queries and the standard search interface. It also introduces a new advanced search • The INIS Collection Search is accessible from the INIS website, or through a direct URL link: http://inis.iaea.org/search Action proposed: • Continue improving capabilities and features of the INIS Collection search 13th INIS/ETDE Joint Technical Committee Meeting

10. INIS Progress and Activity Report - 2010/2011 INIS website • www.iaea.org/inis was launched on 28 April 2010 and redesign in 2011 • New redesign expected in order to better support its viewing on mobile devices • OpenText WCM used for content management (faster and easier maintenance) • One point of access for all INIS activities • INIS Collection Search and all other INIS activities • Improved user experience • Consistent look and feel, easier navigation through web pages • More help tools and FAQs • Increased transparency • A limited number of web pages kept under Members’ area • All INIS publications freely accessible in electronic form • Twitter account • #INISsecretariat Action proposed: • Continue improving capabilities and features of the INIS website and make it available for mobile devices 13th INIS/ETDE Joint Technical Committee Meeting

11. INIS Progress and Activity Report - 2010/2011 INIS CD-ROM / DVD production INIS Database on CD-ROM/DVD • Monthly updates on CD-ROM and on FTP were provided regularly to the Member States • At the end of 2010 INIS had 47 paid and 86 free subscriptions • At the end of September 2011 INIS had 33 paid and 87 free subscriptions • A new set of archival DVDs was developed and produced in 2011 and made available to INIS Member States INIS NCL collection on CD-ROM/DVD • At the end of 2010 the NCL collection reached 519 CD-ROMs • At the end of 2010 INIS had 76 free subscriptions and 8 paid • At the end of September 2011 INIS had 75 free subscriptions and 6 Paid • As of 2011, in order to increase efficiency, INIS replaced NCL CD-ROM distribution by DVDs INIS topical sets on CD-ROM • In 2010, the Secretariat produced four subject-oriented CD-ROMs containing INIS bibliographic records and full-text of NCL • At the beginning of March 2011 a set of INIS Popular Topics has been prepared and placed on the website. Topics are based on previously published CD/DVD titles, with a main difference that the lists of relevant documents are based on dynamic queries giving researchers up-to-date results • Currently there are four popular topics, including Fukushima and Chernobyl accidents Action proposed: • Replace existing CD-ROM/DVD production with online available products 13th INIS/ETDE Joint Technical Committee Meeting

12. INIS Progress and Activity Report - 2010/2011 Preservation of non-conventional literature • In 2010-2011, a total of 56,584 full-texts have been created from microfiche (2,4 million pages, 60 GB of data) • Since the beginning of the project 253,566 full-texts were digitized from microfiche (12,6 million pages, 289 GB of data). It makes about 75% of the INIS NCL collection on microfiche • Total number of remaining pages to be digitized is estimated at 3,1 million (3-5 years) • To support national document and knowledge preservation efforts, INIS provided Member States with their digitized NCL sets. During 2010-2011 sets have been provided to the following 12 countries and organizations: • CERN, DPRK, Estonia, France, ICRP, Iran, Israel, Italy, Japan, Thailand, WHO and Serbia • Full-texts are also available online through the INIS Collection search, respecting the public access authorization of INIS Members Action proposed: • Speed up digitization of remaining microfiche pages and make them available through INIS online collection 13th INIS/ETDE Joint Technical Committee Meeting

13. INIS Progress and Activity Report - 2010/2011 Capacity building and outreach Capacity building • During 2010/2011 several activities took place under the technical cooperation (TC) projects related to establishing and/or enhancing national INIS centres, including fellowship training requests, provision of equipment to several national INIS centres • Participants from 22 Member States in Africa attended a two-week Regional (AFRA) Training Course on INIS, Rabat, Morocco, 16 - 27 May 2011 Newsletter • New HTML format suitable for electronic delivery was developed • In 2010, two issues of the Newsletter were produced and made available to Member States. One issue was devoted to the 40th Anniversary of INIS • In 2011 one issue of the Newsletter was produced, and the second will be produced before the end of the year Action proposed: • Review capabilities of national INIS centres and find ways to further support them • Open INIS Newsletter to articles and information coming from ILOs, making it a main communication channel for INIS community 13th INIS/ETDE Joint Technical Committee Meeting

14. INIS Progress and Activity Report - 2010/2011 Capacity building and outreach (continued) Outreach • Outreach activities were carried out through promotion of INIS’ 40th anniversary through printed anniversary materials (INIS timeline flyer, INIS anniversary logo), promotional web campaign, social media, videos, articles, interviews, etc. • Several presentations were delivered at in-house meetings about INIS and its benefits, encouraging greater contribution from members • To promote INIS, ILOs were provided with the lists of relevant meetings taking places within their national boundaries and with printed and electronic promotional materials Action proposed: • Assist INIS national centres in their activities to promote INIS, their work and their contribution 13th INIS/ETDE Joint Technical Committee Meeting

15. INIS Progress and Activity Report - 2010/2011 Partnerships OECD/NEA Databank • Cooperation with the OECD/NEA Databank continued • During 2010 702 programs were provided to non-OECD Member States, and 70 programs distributed originating from non-OECD members • At the end of September 2011, 146 programs were provided to non-OECD Member States, 83 programs distributed originating from non-OECD members OSTI, USA • Cooperation with OSTI continued resulting in digitization of new US NCL reports by the INIS Secretariat, which were reviewed by the US Department of Energy Office of Scientific and Technical Information (OSTI) and approved for inclusion in the INIS Online Database Action proposed: • Review effectiveness of the existing cooperation module with OECD/NEA • Continue cooperation with OSTI, USA, in digitization of remaining US NCL reports 13th INIS/ETDE Joint Technical Committee Meeting

16. INIS Progress and Activity Report - 2010/2011 IT development projects • New INIS Collection Search has been implemented using Google Search Appliance • ISO2709 format discontinued and XML become the standard format for INIS output; a step towards Unicode compliance • NCL Collection Management system as a central repository for managing the NCL Collection and allowing consistent distribution through the available channels has been implemented for INIS staff • Substantial improvements to the INIS Data Processing System (IDPS) bringing reduction of 20% of the workload related to quality assurance process done by subject specialists, and a better streamlined process • INIS Search Widget was created. It can be integrated into third-party websites as a simple way to search INIS, increasing the usage of the INIS Collection and to reaching a larger audience • The upgrade of all INIS desktops to the IAEA Desktop 2010 platform, based on Windows 7 and Office 2010, has been completed. This required extensive testing of all INIS applications and a complete overhaul of the INIS Imaging System Action proposed: • Further improve INIS Collection search capabilities • Maximize use of new opportunities offered by IT developments 13th INIS/ETDE Joint Technical Committee Meeting

17. Thank you! 13th INIS/ETDE Joint Technical Committee Meeting