Depository libraries - United Nations Dag Hammarskjold Library
United Nations Dag Hammarskjöld Library

What’s New - UN Deposit Info


UN Deposit Info informs you of deposit-related changes and updates:

FYI: Release of the final report for the 2012-2013 Depository Libraries survey
Posted: July 1, 2013

Dear Colleagues,

Once again, we are happy to share the results of our last biennial survey with all of you.

We conduct a survey of all United Nations Depository Libraries every two years; The completion of the biennial survey is a requirement for all participating libraries.

The 2012 Biennial Survey of United Nations Depository Libraries was sent to 364 depository libraries and took place from September 2012 to January 2013. Data collection included web-based, e-mail and fax methods.

By the close of the survey 334 of 364 depository libraries had responded, a 92% response rate.

To consult the survey results, please go to our website: http://www.un.org/depts/dhl/deplib/2012-survey/index.html

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Launch of the United Nations Depository Libraries - Global Outreach Map.
Posted: April 24, 2013

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FYI - IMPORTANT: Claiming missing United Nations materials from NY Headquarters.
Posted: February 11, 2013

Dear United Nations Depository Librarians and colleagues,

We would like to inform you that due to the retirement of our colleague Mr Thomas McCall at NY headquarters, you should no longer address or send your claim forms to him for processing.

We have asked our Coordinating and Records Unit, who handles claims and shipment to the UN Depository Libraries for UN printed materials from NY headquarters, to give us the name of Mr McCall's replacement.

In the interim, you may re-direct your claims to our email account at DHLDL@un.org. We will hold your claim forms until we are able to forward them to the proper person for further processing. This holding will also apply to claim forms that you may have recently sent to us, asking us to follow-up because you had not received feedback from Mr McCall.

All other parts of our claiming procedures will remain the same until further notice, please visit our webpage for more information: http://www.un.org/depts/dhl/deplib/claiming.htm

We would be most grateful if you could share this email with your colleagues working in your acquisitions sections, so they are also aware of the information above.

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FYI: INDEX TO PROCEEDINGS publications now available for download !
Posted: January 10, 2013

Dear UN Depository Librarians,
Friends and distinguished colleagues,

The INDEX TO PROCEEDINGS (ITP) print version ceased in 2011 and will continue as a digital only publication, starting 2012 with the following issues:

- General Assembly (GA) - 65th session
- Economic and Social Council (ECOSOC) - 2011 session
- Security Council (SC) - 66th year

The Index to Proceedings is a powerful tool which provides a window into the annual meetings of the main UN organs. The publication is comprised of a subject index to all the documents issued by the body in question during a particular session/year and an index to speeches delivered before the forum in question during a particular session/year.

Please visit our special webpage, where you can download the latest ITP publications in PDF format: http://www.un.org/depts/dhl/deplib/docs/ITP/list.htm

Please note that the Index to Proceedings publications are only published in English.

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IMPORTANT NOTICE - Temporary interruption of printing and distribution services (UN Publishing Section in NY)
Posted: November 27, 2012

Dear Colleagues,

The United Nations Publishing Section’s printing, binding, finishing, sorting, mailing, distribution and fulfillment services were very impacted by the flooding produced by Hurricane Sandy to the third basement level of our facilities. As a result, these services have been temporarily interrupted, including the daily provision of official documents (including the Journal of the United Nations) in hard copy format to Delegations and Officials as well as UN depository libraries.

The Publishing Section at UN Headquarters is coordinating with service technicians, to re-establish its operations and will notify us once full services resume.

We will inform you as to the date of resumption of document delivery from New York.

Please note that similar services from other UN duty stations and offices have not been affected by this interruption and have remained the same.

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2012 Questionnaire for United Nations Depository Libraries
Posted: September 17, 2012

Dear Depository Librarians,

Last week, we sent out requests for you to complete our 2012 Depository Libraries questionnaire.

We are again using a web application to collect your replies to this questionnaire and you should have received an email with a link to zoomerang.com by now.

In order to facilitate preparation for this questionnaire, you can download and print a full preview of all the questions at: http://www.un.org/depts/dhl/deplib/docs/ENG-2012-questionnaire-list.pdf

This questionnaire should be completed by the librarian or person in charge of the United Nations Depository collection at your institution.

We kindly ask that you complete it as soon as possible after receiving the email request containing the internet link to the zoomerang.com website.

In advance, we thank you for your time and attention in this matter. It is of the outmost importance for us to receive your feedback.

If you need assistance with the questionnaire, let us know by emailing us at DHLDL@un.org

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FYI: A note of clarification about the change in your deposit level
Posted: September 5, 2012

Dear Depository Librarians,

I would like to clarify the message sent on 14 August, 2012 (see copy below) concerning the fees for both UN deposit and the eCollection.

Beginning on 1 January 2013, depository libraries will no longer be sent hard copies of United Nations parliamentary documentation, with the exception of a small core of the most important parliamentary documents consisting of the Official Records of the General Assembly, Security Council and Economic and Social Council plus print publications and periodicals. Currently there is the "Print-plus" and "Regular" deposits. In January 2013 there will be a one level deposit which will be the regular deposit.

The fee of $1000.00 for developed countries and $250.00 for developing countries covers the UN deposit of the Official Records of the General Assembly, Security Council and Economic and Social Council, print publications and periodicals.

The eCollection is still under development and we are told that the launch is possibly scheduled for winter 2012/2013. It is anticipated there will be a fee for access to the eCollection. How much of that fee will be covered under existing depository fees is still under discussion.

We will keep you posted as new information becomes available.

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IMPORTANT: Change in your United Nations Deposit level
Posted: August 15, 2012

Dear United Nations Depository Librarians,

As you know, publishing activities at the United Nations have evolved significantly in recent years. Today all parliamentary documentation is available via the United Nations Official Document System (ODS). An increasing number of United Nations publications is available on the UN web site, while fewer are produced in print and sent to you.

With this growing availability via the Internet, and the decrease in the number of print publications distributed, we see an even more important role to be played by the community of librarians and information professionals at UN depository libraries in promoting awareness and increasing knowledge of UN information among researchers, governments and the general public.

Starting January 2013:

  • Depository libraries will no longer be sent hard copies of United Nations parliamentary documentation, with the exception of a small core of the most important parliamentary documents consisting of the Official Records of the General Assembly, Security Council and Economic and Social Council.

  • Although some print publications will continue to be distributed, most publications will be made available through UN web sites. We will be offering depository libraries the option to subscribe to the forthcoming United Nations eCollection, a fully searchable, full-text collection of 2,000+ backlist and all new and upcoming titles, organized by subject, region and agency.

  • Training of staff in UN depository libraries will become the focus of the partnership with the UN.

  • Officially designated UN depository libraries will still be requested to provide access to UN information to all requestors without charge.

  • Officially designated UN depository libraries will also be encouraged to promote access to this information through programmes or other activities that draw attention to global issues.

  • All designated UN depository libraries – except those designated as free according to ST/AI/189 /Add.11/Rev.2 - will be charged a moderate fee of $1000.00 for developed countries and $250.00 for developing countries.

We are looking forward to continuing to work with you, and to developing state-of-the art digital systems that will make United Nations documentation and publications more accessible and more available to you and your patrons..

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FYI: Release of the final report for the 2010-2011 Depository Libraries survey
Posted: March 15, 2012

Dear UN Depository Librarians,
Friends and Distinguished Colleagues,

We are pleased to announce that for the first time we are sharing the results of the biennial survey. Please consult our website: http://www.un.org/depts/dhl/deplib/2010-survey/index.html

As some of you know, we conduct a survey of all United Nations Depository Libraries every two years; The completion of the biennial survey is a requirement for all participating libraries.

The 2010 Biennial Survey of United Nations Depository Libraries was sent to 369 depository libraries and took place from December 2010 to May 2011. Data collection included web-based, e-mail and fax methods.

By the close of the survey 259 of 369 depository libraries had participated, representing, a 70% response rate.

The Depository Library Coordination team thanks all depository libraries for their thoughtful responses.

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New webpage: Progress status of the digitization of United Nations documents
Posted: March 12, 2012

Dear Colleagues,

Based on frequent requests we received from some of you, we have recently created a webpage on our website to keep you informed of the progress of digitization work currently being done on in digitizing pre-1993 UN documents.

This digitization work is being done by the Dag Hammarskjöld Library at UN Headquarters and by the Library of the United Nations Office at Geneva.

Documents in the six official languages are scanned, processed for full text retrieval, and uploaded to the UN Official Documents System (ODS) on regular basis.

You can reach this webpage at: http://www.un.org/depts/dhl/deplib/digitization_program.htm and download an updated list of pre-1993 UN parliamentary documents that have been digitized and uploaded to ODS so far.

The current list is at http://www.un.org/depts/dhl/deplib/digitization_program_status_report.pdf and shows progress as of end of January 2012.

This "Progress status of the digitization of United Nations documents" webpage will be updated regularly. We suggest you keep a bookmark for future use. We will also keep you informed on Facebook and by email when changes are made.

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Important notice about change in distribution of Monthly Bulletin of Statistics
Posted: February 29, 2012

Dear Colleagues,

We have been recently informed by the Statistics Division of the United Nations of the following change in the distribution of Monthly Bulletin of Statistics to all UN Depository Libraries.

Beginning with the March 2012 issue, printed copies of the Monthly Bulletin of Statistics will no longer be mailed to you each month. The Monthly Bulletin of Statistics will continue to be produced, however, it will be available free-of-charge in electronic format only.

For further information, please visit the website of the Monthly Bulletin of Statistics Online at http://unstats.un.org/unsd/mbs/app/mbssearch2.aspx, where all data are available in database format and/or in PDF. The latest version of the MBS will be added in this section each month.

Electronic copies of the Monthly Bulletin of Statistics are available in PDF on the website, starting from 2009 and onwards.

For information about purchasing printed copies, visit https://unp.un.org/

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Looking Ahead -2012 web page & New Facebook page for UN Depository Libraries
Posted: February 10, 2012

Dear UN Depository Librarians,
Friends and Distinguished Colleagues,

We have just started a new page on Facebook that we plan to develop into another venue where you can share events, photos, ideas and comments, etc...

Our goal is to provide a forum for UN depository librarians to meet and share their questions, expertise and experiences regarding UN information resources and outreach activities.

Our Facebook page is a work in progress and we welcome your support and your ideas on how we can develop it further.

Please join us (Go to the page link above, click on the "Like" button) and let's start the conversation !


Facbook Page Screenshot

We are also starting this new year by looking ahead and preparing for some of the main events that will take place at the United Nations in 2012. One of our major goals is to provide you with an advance list, along with information and direct links to useful resources (websites, research guides and documents) as they become available.

To facilitate the sharing of such information, we have created a new webpage: http://www.un.org/depts/dhl/deplib/looking-ahead-2012.htm

For your convenience, the contents of this list are organized in seven major topics:

  • Sustainable Development
  • Sustainable Energy for All
  • Climate Change
  • Economic Recovery and Crisis
  • Rule of Law
  • Human Rights
  • Women, Peace and Security

We strongly encourage all UN Depository Libraries to organize events and activities on a regular basis to publicize their United Nations collections to a wider audience.

The United Nations is increasingly using the internet as a single distribution source for promotional materials and you can usually find and download such materials by starting your search on the United Nations website.

We also remind you that it is usually faster to request printed materials from your local/regional UN Information Centre, please locate the nearest one: http://unic.un.org/factsheet/Default.aspx and contact their office directly.

It may also be possible for us to provide you with UN promotional materials like pamphlets, posters and brochures to an organizing library, depending on the availability of such materials. We kindly request that you contact us at least four to six weeks in advance so that we may have time to compile the material and send them by regular mail at book rate.

When you have organized an event, please share that information with us by sending photographs, programmes, summaries, etc. We will be happy to publicize them on our website: http://www.un.org/depts/dhl/deplib/activities.htm

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Distribution of the United Nations Treaty Series to United Nations Depository Libraries
Posted: March 8, 2010

Dear colleague,

As new technologies emerge, the United Nations continues to adjust its publishing practices to improve our readers’ experience with – and access to – United Nations publications and documents. We recognize that digital or web-based access is faster, provides value-added functionality, is more efficient, and has the potential to reach more people. It also has the advantage of limiting the carbon footprint of the United Nations’ publishing activities. More electronic publications will greatly reduce the carbon emissions generated by air transporting books around the world and will reduce the amount of paper used to publish United Nations’ books and documents.

In this spirit, effective immediately, print copies of the United Nations Treaty Series will no longer be distributed to United Nations depository libraries as part of the regular or print-plus deposit.

The complete texts of the treaties published in the volumes as well as related subsequent treaty actions are available in electronic format free of charge on the Web site of the Treaty Section of the Office of Legal Affairs at http://treaties.un.org.

Those UN depository libraries who wish to continue receiving the print version of the UNTS will be able to purchase printed volumes at a special discounted price. The discount will be 75% off the list price for developing countries and 50% - for developed countries. Volumes may be purchased from United Nations Publications at http://www.un.org/publications.

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New fee structure for United Nations Depository Libraries

On March 20, 2007 the United Nations Publications Board approved the following new fee structure for United Nations Depository Libraries and revision of the administrative instruction “Principles Governing United Nations Depository Libraries “(ST/AI/189/Add.11/Rev.2) to reflect the changes:

 
Regular deposit fee
Print plus deposit fee
Depository libraries in developed countries
$1,000
$1,750
Depository libraries in developing countries
$250
$500

All libraries will get the equivalent of the current partial deposit, which would then be thought of as the regular deposit terms. Those wishing to continue to receive printed documents would be paying a higher print plus deposit fee.

Paragraphs 7(a) and 7(b) of ST/AI/189/Add.11/Rev.2 should be read as follows:

“… The standard scale of contributions is as follows:

(a) Depositories located in developing countries: $250 per year for regular deposit (Official Records and printed publications); $500 per year for print plus deposit (printed Official Records and masthead documents, printed publications);
(b) Depositories located in developed countries: $1,000 per year for regular deposit, and $1,750 per year for print plus deposit.”

Background:

Until approval of the new fee structure, the standard scale of contributions was as follows: depositories located in developed countries paid $1,400 per year for full deposit and $900-for partial; depositories located in developing countries paid $300 per year for full deposit and $200- for partial. In 2005, with the advent of the free public ODS, the distinction between the partial and full deposits was practically eliminated, and all depository libraries now have access to the same material, online or in print.


The new fee structure is based on the following:

- The understanding that there are three categories of depository library:

* free depository libraries (one per country as designated by UN, plus national parliamentary libraries)
* libraries that offer an exchange of equal value (offered free deposit)
* additional designated libraries that pay a fee to contribute towards costs

- the understanding that all UN documents are now available free online via ODS

- the understanding that some depository libraries wish to maintain a print collection and to receive these copies from the UN.

- that the UN wishes that certain libraries maintain complete print collections and will continue to provide printed documents to those free deposit libraries that wish to receive them.

The pricing levels are based on the following facts:

- the value of a partial deposit (publications and official records) and the shipping cost is far greater than the fee.

- the value of subscribing to Security Council provisional verbatim records is $200

- that deposit fees have not increased in the last ten years (since prior to 1996)

The new fee structure and categorization is:

- Free deposit – no change, but libraries will be asked to confirm if they wish to continue with printed documents.


- Exchange – exchange only offer for publications, printed documents no longer included.


- Fee based – all libraries will get the equivalent of the current partial deposit, which would then be thought of as the regular deposit terms. Those wishing to continue to receive printed documents would be paying a higher fee. The new fee structure takes into the account that there has been no increase for ten years.

Annual Contribution:

Based on the above described changes in the programme, all participating depository libraries should inform the Sales Office immediately regarding the type of deposit they wish to receive in order to expedite billing. Subscription choices include the regular deposit (equivalent of the former partial deposit) or the print plus deposit (equivalent to the former full deposit). For pricing information, please refer to the new fee structure above.

For faster service, please e-mail your requirements to: publications@un.org

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