Required field.
1) Subfields
2) Elements of document symbols
3) Location and source of symbol
4) Unsymbolled UN documents and publications
5) Analytic records for resolutions and
decisions: document symbols
6) Errors in document symbols
1) Subfields
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$a
- UN Document Symbol (required)
$b - Series Symbol (required,
authority-controlled)
$c - Session (required,
authority-controlled)
$9 - ITP Heading Code (required for
documents of General Assembly, Economic and Social Council, Security
Council and Trusteeship Council.)
Subfields $e, $f,
$q and $r
are system-generated.
Each
combination of Series Symbol (191 $b)
and Session ($c) is a separate authority record, i.e.
for every session of a document series, there is a separate authority
record. For each new Series Symbol and Session, a new
authority record must be created.
2) Elements of document symbols
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When the
first hierarchical elements of a document symbol are missing from the
symbol as it appears on the document title page (for example, the
symbol CEP/2003/1 appears without the
hierarchical prefix E/ECE/), the missing elements are supplied between
brackets in 191 $a: [E/ECE/]CEP/2003/1. In this case, a second 191
field is added in order to provide a cross-reference for the document
symbol as it appears on the title page, in the following manner:
the «artificial» Series Symbol ***
is attached as a second 191 $b and
the document symbol without the bracketed prefix is entered in 191
$z: CEP/2003/1.
No
spaces should be recorded within a document symbol except: (a) spaces
between elements in compound phrases in document series symbols (e.g.
TD/B/C.1/IRON ORE/, TD/CODE TOT/); (b) cases where spaces occur between
words (e.g. income sect.1, Part One). A space between a word and a
number should be omitted: A/62/17(PartI), S/PV.6201(Resumption1).
Practice discontinued as of 06/08/2012. Document symbol should be recorded as it appears on the document.
Examples:
191 $a A/66/49(Vol.1) (past practice)
191 $a A/66/49 (Vol.1) (current practice) A diagonal slash «/»
should always be recorded at the end of the
series symbol portion of the document symbol, even if other punctuation
is present.
When a diagonal slash is added by the indexer after the series symbol
portion of the document symbol, so that the document symbol recorded in
field 191 $a differs from the way
it appears on the printed document or in the Official Document System
(ODS), then the «artificial» Series Symbol ***
is attached as a second 191 $b and
the document symbol without the added diagonal slash is entered in 191
$z.
Elements
in document symbols should be capitalized in accordance with the United
Nations editorial manual (1983, p. 11-15), regardless of how symbol
elements appear printed on documents.
The following elements are
capitalized as shown:
/AC.
/C.
/CN.
/CONF.
/CRP.
/GC
/INF
/NGO
/PC
/PET
/PV.
/RES
/RT
/SC.
/SR.
/WG.
/WP.
/Add.
/Amend.
/Corr.
/Corrigendum
/Misc.
/Rev.
/Sub.
/Summary
Example:
Symbol appears on document as: UNCTAD/DITC/COM/MISC/2008/1
Symbol recorded as:
191 $a [TD/]UNCTAD/DITC/COM/Misc/2008/1
In case
of documents bearing more than one document symbol, separate 191
fields are entered for each symbol with
its
corresponding Series Symbol and Session.
Examples:
191 $a[E/ECE/]TRANS/WP.5/2003/1
$bE/ECE/TRANS/WP.5/
$c 16
191 $b***
$z TRANS/WP.5/2003/1
[Document symbol appears on
t.p.
as TRANS/WP.5/2003/1; document symbol with indexer-added prefix is
recorded in 191 $a; document symbol as it appears on
t.p., without indexer-added prefix, is recorded in 191 $z of
added 191 tag]
191 $a TD/B/(XIX)/Misc.1 $b TD/B/ $c 19
191 $b***
$z
TD/B(XIX)/Misc.1
[Document symbol appears on
t.p.
as TD/B(XIX)/Misc.1; diagonal slash is added after series symbol
portion of document symbol in 191 $a; document symbol
as it appears on t.p. is recorded in 191 $z of added
191 tag]
191 $aTD/B/COM.3/25 $b TD/B/COM.3/
$c 7
191 $aTD/B/COM.3/EM.15/2
$b TD/B/COM.3/EM.15/
$c 2002
[Document bearing double
symbol;
issued for 7th session of issuing body represented by Series Symbol
TD/B/COM.3/ and for 2002 meeting of issuing body represented by Series
Symbol TD/B/COM.3/EM.15/]
191 $a*** $b
E/ICEF/ICDC/
[Unsymbolled
publication]
191 $a A/RES/58/208 $b
A/ $c 58 $9 G99 $q ARES58208
$r A58
3) Location
and source of symbol
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If a
document symbol
recorded in tag 191 is taken
from a location other than the title page
or title page verso, it is good practice to add a general note (tag 500)
indicating the source of the document symbol.
Examples:
500
$a Document symbol from back cover.
500
$a Document
symbol from p. [67].
191 $a
ST/GVA/LIB/SER.B/273
191
$a [ST/GVA/]UN/LIB/2008/82
500
$a Document
symbol on p. [50]: UN/LIB/2008/82.
[Note for an item that
bears two document symbols, one on the title page
and a different symbol on p. [50]].
If a document symbol is not printed on an item, but is found in a
reliable source outside the item (such as DRITS, the UN Documents
Retrieval and
Information Tracking System) it is good practice to add a general note
(tag 500) indicating that the
document symbol is not printed and a local note
tag 596 (DHL) or 597 (UNOG) providing the source of
the
symbol.
Example:
191 $a
[E/]ECE/CEP/64
500
$a Document symbol
not printed.
597 $a Doc. symbol from DRITS.
4) Unsymbolled UN documents and publications
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If
no document symbol can be found on the item or in a reliable source
outside the item (such as DRITS, the UN Documents Retrieval and
Information System) treat it as an unsymbolled UN document or
publication. Bibliographic records for unsymbolled UN publications
require the appropriate Series Symbol (191 $b) corresponding to the issuing body. Three asterisks (***) are entered in the Document Symbol subfield ($a).
Bibliographic records for serials (bibliographic level s in tag 000 position 07) and for periodical analytic records (bibliographic level b in tag 000 position 07) are always treated as unsymbolled records.
A call number in field 099 subfield $c is required for all records that have three asterisks (***) in Document Symbol subfield $a.
5) Analytic records for resolutions and
decisions:
document symbols
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When
numbered resolutions, decisions and
similar instruments adopted by UN bodies are not issued as documents
bearing document
symbols but are contained in sessional reports, the numbered
resolutions, etc.
are indexed as monograph component parts (tag 000/7 value a).
The
numbers of the instruments usually appear in documents preceded by the
session
number or year, but without a prefix indicating the issuing body, and
often
without the acronym for the type of instrument (AGC, DEC, REC, RES).
Document symbols are created for the analytic records by supplying the
hierarchical elements that represent the issuing body, and the acronym
for the
type of instrument if necessary, preceding the numerical designator. By
UNBIS
practice, the elements added to complete the document symbols of the
analytic
records are not enclosed in square
brackets.
Examples:
191
$a E/CN.4/RES/2004/47
[Resolution
adopted by Commission on Human Rights; appears in document as 2004/47. Prefix “E/CN.4/RES/”
is added to create a document symbol for the analytic record]
191
$a E/DEC/2008/235
[Decision
adopted by Economic and Social Council; appears in document as 2008/235.
Prefix “E/DEC/” is added to create a document symbol for the analytic
record]
191
$a A/HRC/AC/REC/1/1
[Recommendation
adopted by Human Rights Council
Advisory Committee; appears in document as 1/1. Prefix “A/HRC/AC/REC/” is added
to create a document symbol
for the analytic record]
191
$a A/HRC/PRST/9/2
[President’s
statement adopted by Human Rights Council; appears in
document as PRST/9/2.
Prefix “A/HRC/” is added to create
a document symbol for the analytic record]
191
$a TD/B/AGC/490(LIV)
[Agreed
conclusions
adopted by Trade and Development Board; appears in
document as Agreed conclusions 490
(LIV). Prefix “TD/B/AGC/” is added to create a document symbol
for the
analytic record]
6) Errors
in
document symbols
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When
erroneous document symbols appear on print versions of documents,
record
the correct symbol in tag 191
and identify
the error in a general note (tag 500)
as shown in the following examples. When there is a known error in a
document
symbol on a print version, and a corrigendum is not issued, and the
document is
not reissued for technical reasons, the electronic version should be
checked in
ODS since erroneous symbols are sometimes corrected directly on the
electronic
version. The location of the erroneous symbol on the document may be
specified
if it appears in a location other than the title page.
Examples:
191
$a A/HRC/9/R.2/Add.1
500 $a Erroneous document symbol on item:
A/HRC/7/R.2/Add.1.
515 $a Document symbol corrected by:
A/HRC/9/R.2/Add.1/Corr.1.
[Erroneous
symbol appears on document title page and is corrected by a corrigendum]
191
$a E/C.12/LVA/Q/1
500 $a Erroneous document symbol on English
and French eds.: E/C.12/LVA/Q/2.
515 $a Document symbol corrected by:
E/C.12/LVA/Q/1/Corr.1.
[Symbol
on document is only erroneous on specified language versions, corrected
by a
corrigendum]
191
$a [ST/]OCHA/EPS/2008/2
500 $a Erroneous document symbol on back
cover: OCHA/ESP/2008/2.
[Location
of erroneous symbol on document is specified]
191
$a [E/ECE/]TRANS/WP.30/AC.2/2003/11
500 $a Erroneous document symbol on p. 2-13:
TRANS/WP.30/2003/11.
[Location
of erroneous symbol on document is
specified]
191
$a E/C.12/FIN/Q/5
500 $a Erroneous document symbol
on print ed.: E/CN.12/FIN/Q/5.
[Document
symbol is erroneous on print version, but has been corrected on
electronic
version in ODS]
191 $a E/C.12/Q/DEN/2
500 $a Originally
issued 24 June 2003
under erroneous document symbol E/C.12/Q/DEN/1.
596 $a Reissued for
technical reasons.
[Document
symbol corrected when document is reissued for technical reasons]
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