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64th IFLA General Conference
August 16 - August 21, 1998
Joint Meeting with:
Meeting Number: 72.
Simultaneous Interpretation: No
INFORMATION COORDINATORS' MEETING
Preparing documents for publication on IFLANET
Information Coordinators should follow the following procedures and guidelines when preparing their documents for submission to IFLANET.
- Supported electronic file types
IFLANET can accept documents in the following formats only:
- PostScript and Encapsulated PostScript
- Adobe Acrobat PDF files
IFLANET cannot accept files in desktop publishing formats (i.e. PageMaker, Ventura) or in other proprietary formats. Information Coordinators wishing to supply database information to IFLANET are requested to contact IFLANET Administration directly.
If graphics are embedded in a document, they should be made available as separate files. File formats should be GIF, JPEG or TIFF. Proprietary graphics formats such as Corel or Microsoft cannot be converted by IFLANET Administration.
If materials are to be compressed for transfer, please use common compression formats (PKZip or WINZip are preferred).
- Required administrative metadata
To help identify materials sent for publication on IFLANET, all texts should include the following administrative metadata:
- author(s)/organization name(s)
- Information Coordinator's name
- IFLA Unit or other affiliation
- descriptive document title
- email address
- mailing address/phone number
- HTML (Hypertext Markup Language) Support
A significant policy change since the last edition of the IFLA Officer's Handbook is that IFLANET Administration no longer encourages IFLA units to do their own HTML coding. In practice, it is very difficult to maintain consistency across IFLANET when many individuals engage in HTML coding independently. It takes more time to modify documents received in HTML format, than to code them locally in their entirety. It has become established (and the preferred) practice at IFLANET to receive materials as word-processed documents which are subsequently HTML coded by IFLANET personnel. Information Coordinators are asked not to send HTML documents, and to disregard the HTML template published in the current edition of the Officers' Handbook.
- Document structure
To facilitate HTML coding, Information Coordinators should provide information about their documents' structures. While standard templates are used on IFLANET, information about a document's structure is required to construct it appropriately. Specifically, please indicate:
- what the document is, and where it should go on IFLANET
- where graphics should be placed in the document
- the linkages among components in multi-component documents
- the linking text on the "parent" page from which the new document links
A simple way of providing structure information is to send a paper version, if available, along with the electronic text.
- File Naming Conventions
File have both names and extensions. The file names are the first eight letters (according to the DOS standard) and the extensions are the three letters following the dot. Standard extensions are used to denote the file type and application used to create the file. To aid in managing files, authors are asked to adhere to the following conventions:
MS Word files:
Encapsulated PostScript files:
In general, IFLANET will not recreate large tabular data due to the time-consuming nature of this process. Simple or small tables will be converted whenever possible.
- Multiple languages and non-roman characters
The IFLANET policy on multiple languages is that documents in any language will be published on IFLANET. IFLANET Administration, however, will not translate documents. Translations must be provided by the IFLA unit supplying the original.
Documents that require extended character set support (i.e., for accented characters) should not use US ASCII format, which does not provide extended character support. Instead, they should be coded in the ISO Latin 1 character set. Users are requested to contact IFLANET if they have any questions about this issue.
Because the display of non-Roman character sets can be problematic on the Web, materials written in non-Roman lettering should be submitted as camera-ready copy. They will be scanned and put up on IFLANET in Adobe Acrobat PDF format.
- Non-electronic submissions
Information Coordinators should submit their documents in electronic format where possible. However, in cases where this is not possible (e.g., lost files, non-Roman characters), paper documents can be scanned and converted to PDF for delivery through IFLANET. Paper documents will not, however, be OCRed and HTML coded.
- Sending files to IFLANET Administration
The following methods are acceptable for sending files to IFLANET Administration.
9.1. 3.5" Diskette
Electronic files can be sent to IFLANET on 3.5" diskettes using the IFLANET postal address. Diskettes should be clearly labeled as to their contents and should be formatted for MS-DOS-based PC's. An index file describing the contents of the diskette should also be included.
9.2. File Transfer Protocol (FTP)
Users can send files via FTP to IFLANET. For security reasons, the login and password must be obtained directly from IFLANET Administration.
Users are requested to send an email message to IFLANET Administration when files have been transferred.
9.3. Electronic Mail Attachments
IFLANET can receive electronic mail attachments from mail systems that support the Internet MIME (Multimedia Internet Mail Extensions) standard. This is the preferred method of receiving materials. Simply attach the document to a notification message and send it to: IFLANET@ifla.org
Questions, comments, or materials for submission should be sent to:
c/o The National Library of Canada
395 Wellington Street
Ottawa, ON K1A ON4