1) What is SMLCAT?
SMLCAT is a database specially designed for Small and Field Libraries. It includes core fields, such as Author (Personal and Corporate), Title, Variant titles (Other titles), Imprint, Physical Description, Subjects, Notes, and Series information, as well as such alphanumeric fields as ISBN, ISSN, Call number, and UN Document Symbol. For more information about the use of the Winisis software, see also our SMLCAT manual, a step-by-step basic guide.

2) What types of materials may be included in SMLCAT?
The field structure of the database is quite flexible and allows for the cataloguing of books, periodicals, articles and various types of documents. You can use SMLCAT for official documents, such as resolutions, decisions, administrative issuances, letters, and reports. Treaties, maps, CD-ROMs, and audiovisual material may be included in your database as well. Each type of material is identified by a code to expedite the retrieval of  a set of document  categories.

3) May Smlcat be used for audiovisual material?
Yes. Use the SMLCAT Title field for the video title, the Author field for the Producer  name, the Physical Description field for the description of audiovisual material and the Note field for technical requirements. The appropriate content code for this type of material is 11.

4) Does the MFN number come up automatically?
Yes. The MFN is a unique number assigned automatically by Winisis to identify each record.

5) Is the cataloguing date included in a SMLCAT field?
No. We did not include a cataloguing date since most records will be catalogued/updated by the same person.

6) When you enter UN bodies, as well as other organization and conference names, do you use the abbreviated or the whole, expanded forms? Ex.: WFP or World Food Programme?
For Conferences, Corporate or Meeting names or Uniform titles, either the acronym (abbreviated) form or the full name may be used, NOT BOTH. The Dag Hammarskjöld Library uses its own Authority File. If you want to follow DHL practice, check UNBISnet. You should not feel obliged to conform to DHL Authority File usage, but once you decide, you should use your chosen form consistently and maintain your own list of terms.

7) Should regional and local institutions be entered under their local names or be translated into English in the Author and Subject fields?
Each library should adopt the standard that makes the most sense for local and regional institutions; it is probably better to keep names in their original language.

8) Do subjects need to be entered in capital letters?
Yes. Topical subjects should be entered in capitals to conform with current UNBIS Thesaurus practice.

9) What subject descriptors should be used in cataloguing/indexing material in small and field libraries?
Since DHL’s ultimate goal is to make the catalogues created by the Small and Field Libraries accessible on the Web, some uniformity in the use of subjects is desirable. Such uniformity can be achieved by using the UNBIS Thesaurus developed in six languages by the DHL. Additionally, the DHL can send a free copy of the print version (1995 edition) of the Thesaurus to any UN library requesting it (the print version is currently available in English, French and Spanish).

10) Should a Small Library systematically catalogue/index UN documents?
No. The programme aims at promoting resource sharing among UN libraries and avoiding duplication of work, so bibliographic tools developed by DHL (such as UNBISnet) should be used to identify and retrieve UN material. Libraries should only index material that is unique and not indexed or catalogued elsewhere.

11) Can SMLCAT be posted on the Web ?
Yes. Technically, any Winisis database can be posted on the Web with some adjustments. We are currently exploring the best way to do so and will keep you informed.

12) Can records be sorted in Winisis?
Yes. In this regard, we prepared several formats to facilitate sorting and printing operations. Records can be sorted by Personal Author and Title, by Personal Author, Corporate Author and Title, by Title, Personal Author and Corporate Author. Several print formats have been set up. For further information, check our on-line guide on sorting/printing records.

13) What does “exporting records” mean? Can Winisis records be exported?
Yes. “Exporting records” means that you can make a copies of specific records and  send them to other libraries for exchange, verification, etc. To learn more about this operation, please check our short on-line manual.