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Hf ~flcf~Jr,f ~.f,\ffUl/11 ir11r1.1 MJ',1·•"•1 ,11 rr .r r.HAHr ~' I ~ESHIC- · 11 Oecf::nber l qi34 English --lu.v-\.<62 ...). ' ~ DOCUMENT~TION I 'JEVELOPrE :: CENTRE . ' SEKA., I': .IT. I ''.1 :. ,",l.' :1 '/l .-.J'J/32.l.E - -". :y I I I Prepared for the Govern~ent of Turkey I by the United Nations Industrial Devel oprnent. .J1 ganization, acting as executin~ agency for the United Nations Development Programme I Based on the work of Margaret Yuri Gates, expert in docum~ntation I United ~ations Industrial Uevelopment Organization I Vienna I This report nas not heen cleared t1ith che United Nations Industrial ~evelopment Organization which does not, tnerefore, necessarily share the I viP.ws presented. t ' I 2 i ABST~ACT I Development of a documentation centre at SEKA, Izmit DP/TUR/81/018/11-09/32.1.E I TURKEY I SEKA is a ·arge organization with its headquarters at Izmit and nine pulp and paper mills in various par~s of Turkey. Tnis report describes ~ cne­ I i110nth mission to assist SEKA to develop a documentation centre to serve its managers and engineers. The general objectiv~s were to give adtice and I trarni ng on: I organizing tr.e documentation centre collecting technical information I disseminating this infonnation within the SEKA organization I It was concluded that the documentation centre should provide: a. mont'~1y infonnation bulletin I a literature search service' a translation service a library loan and photocc?ying service I It ·.,as recommended that manual documentation systems should be used initially. Later, when the documentation centre had established itself and its systems had matured, con;ideration should be given to installing a I microcomputer. I I I '• ' I 3 I CONTENTS I I Page Introduction 5 I RecO!'lllendations 7 1. Background 10 I 2. Objectives of the mission 11 3. Method 12 I 4. The p.·esent situation 14 5. Problems 15 5. Practical steps to be taken 19 I 7. ruture development of the Documentation Centre 22 I 8. Concfosions 24 I R II II m I I I '• 'I 4 I APPENDICES I Page I A. SEKA counterparts 27 B. Book classification scheme (main headi~gs} 28 I c. Extension of classification scheme 29 o. Form for infonnation bulletin preparatior. 39 40 I E. Sample information bulletin pages L Covering letter to the mill manager: SE~A I information bu·11etin 50 G. Information bulletin questionnaire Sl H. Sample letters to publishers 54 56 I~ I. Select list of recent books and conference proceedings Ii J. L;$t of important foreign periodicals 62 K. Selected dictionaries 66 68· L. List of contacts 75-- M. Outline organiz~tional model for the 'l Documentation Centre N. Job specificaticns 17 1I II I I I I ' 1 I 5 I INTRODUCTION I In the developed countries, most industries and many individual companies have comprehensive documentation services. They recognize that ir.fonnation I is a vital resource which can help to make a business more effective and I profitable. Althougn SEKA has purchased some nooks and periodicals, these are I distribute~ passively amongst various different departments. Until now, there has ~een no documentation centre which could actively collect and I disseminate infonnation effectively throughout the whole of SEKA. I A documentation centre would have many advantages. It would: (1) give management regular and up-to-date infonnation on I developments worldwide in the pulp and paper industry I (2) provide documentation on request on specific subjects when t.i1e need arises e.g. to heip good decisions to be made on the I purchase of equipment, or to assist in trouble shooting I ( 3) provide an organized cha11r;el for distributing SEKA reports and other documents to those who need them I (5) provide ~ resource from which translations can be commissioned I and distributed. After briefing in Vienna and Ankara on 13 and 15 November respectively, I the UNIDO expert arrived in Izmit on 15 November and worked at SEKA from 16-30 November. The objectives were to help the Chief of Documentation I with: I organizing the Documentation unit collecting technical information I disseminating this inf;. -·:ttion wi.t:hin the SEKA or~anization f 1 An important air.1 \'.!as to train the Ch:ef of Documentation in methods of documentation and this was undertak~n by mea~s of practical instruction I and demonstration. I In order to prepare lists of important recent books, periodicals an~ other literature on pulp and papermaking, it was necessary for the UNIDO expert I to return to her home base, where she ~ould have access t.J appropriate reference works and documentation sources. With the agreement of SEKA and I UNOP, A~kara, she r~turned to England on 30 November and completed the reference work, as well as her final draft report, during the period 3-11 I December. I The objectives of the mission were achieved by t~e combination of (a) practical training at SEKA dr.d ~b) the preparation of reference lists at I the UNIDO expert's home base. I I I I I t ! 1 I 7 I RECCJo1MENDATIONS I I It is recommended that: 1. SEKA should establish a Oocume1tation Centre within the Research, I Devel-opment and Training Department. I 2. The Documentation Centre should be organized and run by a Chief of Documentation who has knowledge of, and experience in, the paper I industry. The Chief of Documentation snv~ld report to the Research and Devc 1oprnent Manager. I 3. The Chief of Documentation should initially have a staff comprising: I an engineer able to undertake translations from English I a librarian n a secretary/typist 4. The services provided by the Documentation Centre should include: J monttll_v infonnation bulletin I a literature search service providing information on request 1 I a translation service a library service providing library loans and photocopies of I articles I I I I 1 I 8 I 5. The services of the Documentation Cen~~e should be made available to I the management and technical staff of SEKA and, later, to the private sector on agreed terms. I 6. The budget for the purchase of foreign books a~d periodicals should be increased to enable all important documents needed by the I Documentation Centre to ~e obtained. I 7. A modern plain paper photocopying machine should be purchased for the priority use of the Documentation Centre. I 8. Once the Documentation Centre is established, consideration should be I given to the purchase of a microcomputer. 9. The library of the Training Unit should become the library of the Documentation Centre and the librarian should report to the Chief of I Documen~ation. 10. All requests for foreign books and periodicals should be channeled I throu~h th~ library Jf the Documentation Centre, so that a balanced selection of publications can be made and unnecessary duplication I avoided. 11. All new foreign books and periodicals received by SEKA should be I passed to the library of the Documentat~on Centre immediately, so tha~ they can be quickly classified, indexed and scanned for the Information Bulletin, before being given to the person(s) or 'I department(s) who ordered them. It is also recommended that: I 12. UNIDO should give further support to SEKA to ensure that the work of the Documentation Centre is consolfdated and developed. This support should comprise: 'I J 1 I 9 I (i) assistance with the purchase of irn?ortant foreign ~ publications, such as books, periodicals and standards 1· (ii) assistance with the p~rchase of equipment {a modern piain paper photocopying macnine and, later, a microcomputer) {iii) a fellowship to enable the Chief of Documentation to study for one month at Pira with the objective of familiarizing himself with the use of online databases and microcomputers in documentation {N.B.