These
guidelines apply to retrospective indexing of UN documents in
connection with digitization projects of United Nations libraries. It
applies to indexing of UN documents that preceded UNBIS (mainly
pre-1980) or indexing in order to complete gaps in UNBIS document
series identified for digitization.
When retrospective indexing is done in order to complete gaps in UNBIS document series that are not part of digitization projects, the normal indexing rules should be applied instead of the present guideline.
The level of indexing is less complete than it is for current documents; subject analysis is less exhaustive.
The same bibliographic fields are used as for indexing current documents, in accordance with the UNBIS Manual for Bibliographic Description, with the following exceptions:
000 position 07
Documents with bibliographic level m (monographs) are indexed.
In the process of indexing documents for digitization projects,
analytic records (000/07 bibliographic level a) are not
created for resolutions and decisions contained in reports.
>>>tag 000 - Manual for Bibliographic Description
029 Job numbers recorded in 029 $b must consist of 8 characters
followed by a space and the letter for the language of the document indexed. The letters JN are always recorded in 029 $a.
If a job number is present on a document, it should consist of 7 digits preceded by the letter representing
the duty station at which the document was issued (e.g. "N" for a document issued in New York,
"G" for a document issued in Geneva, "V" for a document issued in Vienna).
If the number has fewer than 7 digits, add extra zero(s) after the first two digits that represent the year.
If no job number is present on a document, assign a unique 6-digit dummy job number preceded by the characters NL
(if created by DHL) or GL (if created by UNOG). Record the resulting 8-character job number in 029 $b.
Example:
029 $a JN $b G7801055 E
[The job number is printed on the document as 78-1055]
>>>tag 029 - Manual for Bibliographic Description
035 The practice of assigning RecordIDs to bibliographic records for retrospective
indexing was discontinued as of July 2006.
>>>tag 035 - Manual for Bibliographic Description
041 The language code for the document at hand is entered at the time of indexing.
Codes for other language versions are added in the course of digitization of other language versions.
>>>tag 041 - Manual for Bibliographic Description
069 Classification codes are added only if required for specific products.
>>>tag 069 - Manual for Bibliographic Description
500
General notes are added only for information that is judged to be
important (e.g. the presence of important source texts, declarations or
reports that are not reflected in the title, substantial
bibliographies, etc.).
>>>tag 500 - Manual for Bibliographic Description
520
A brief note is added to indicate the subject or contents of the
document when that information is not provided elsewhere in the
bibliographic record (for example, in the case of letters or note
verbales).
The note should not be detailed or lengthy, and is usually formulated
as "Concerns...", stating the issue addressed in the letter or note
verbale.
>>>tag 520 - Manual for Bibliographic Description
596 The following note is added to records indexed by DHL: Retrospective indexing.
Note to indexers: Prior to August 2005, the "Retrospective Indexing" note was recorded in field 594 and included the month and year of indexing (MM/YY)
>>>tag 596 - Manual for Bibliographic Description
597 The following note is added to records indexed by UNOG Library: Retrospective indexing.
Note to indexers: Prior to August 2005, the "Retrospective Indexing" note was recorded in field 594 and included the month and year of indexing (MM/YY)
>>>tag 597 - Manual for Bibliographic Description
6XX In general, only the main subjects of documents are indexed and only primary subject terms (tag 650 first indicator value 1) are assigned.
However, judgement is used for substantive reports, final reports of
sessions or meetings of UN bodies, or documents containing significant
texts that may require more in-depth analysis and assignment of
secondary subject terms.
>>>tag 6XX - Manual for Bibliographic Description
930 The following Product codes are used in field 930 in case of retrospective indexing for digitization projects:
DIG
UND
The month and year are not added to these 930 Product codes.
Other 930 codes may be added as required for specific bibliographic products.
>>>tag 930 - Manual for Bibliographic Description
The rules for recording all other bibliographic fields are the same as those followed for indexing current documents.
Complete name authority, series symbol authority, and agenda authority records should be established when required.
Maintained
by the Department of Public Information (DPI), Dag Hammarskjöld
Library. Comments as well as suggestions for further
additions/enhancements may be directed to the Dag Hammarskjöld Library.
© United Nations 2005-2009. All rights reserved.
Last updated: 14 July 2009
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