Working Group on Services for Conferences and Publishing
REPORT TO IAMLADP 20
TASK FORCE ON DIGITA
The Task Force aims at continuing the work undertaken by the former “Task Force on Digital Alternatives to
Transcribed Records” studying the introduction of new medi
Task Force should study experiences of Internet streaming and online services that enable the sharing
of documents and multimedia. It should also continue the study of digital rec
ording technologies undertaken
by the former Task Force on Digital Alternatives to Transcribed Records and invite interested organizations
to share their experiences.
The Chairperson of IAMLADP recommended that the meeting endorse the proposals, and sugge
sted that the
Task Force maintain its current mandate and its Wiki web site, which might be expanded with new
contributions from other organizations. While continuing to promote collaboration among the Rome
agencies (FAO, IFAD, WFP), the Task Force s
hould foster the participation of other interested IAMLADP
members. Finally, the Chairperson invited the Task Force to develop proposals for increasing the utilization
of social networking sites, and to raise awareness among external parties and younger pe
As recommended by IAMLADP 2011, the Task Force in 2012 aimed at achieving the following objectives:
Increase the membership.
Study experiences of
Study online services that enable the sharing of documents and
nvite interested organizations to share their experiences
on digital recording technologies.
Study the use and integration of social media in conference services.
Develop proposals for increasing the utilization of social networking sites, t
o raise awareness of
IAMLADP among external parties and younger people.
The Task Force operated through exchange of emails and face
face meetings organized on occasion of
events attended by Task Force members:
The Fourth Informal Meeting
of the United Nations Governing
Bodies Secretariat Group (UNGBS) which was held at UNIDO Headquarters in Vienna on 1
The Task Force compiled
, which are attached to this report as Annexes I, II, III
documentation workflow based on XML, from the creation of documents
to their dissemination to the wider public
Moving towards paperless meetings at WFP
Digitization projects implemented within the CTBTO Preparatory Commission
roposal to create a Twitter account for IAMLADP
The Task Force collected
project summary documents, which are attached to this report as Annexes
IFAD Social media and live video streaming arrangements for the 35th sessio
n of the
Remote participation and remote support services for Governing Bodies in ITU
recording of ILO Governing Body
FAO collaborative documentation authoring Module
The following colleagues participated
in the work of the Task Force:
Mr Gonzalo GIL CATALINA, DG TRAD, European Parliament
Grazia Bovo, FAO
Ms Andreina Mauro, IFAD
Ms. Irène Pralong, ILO
Mr. Anthony Pitt, ITU
Francoise Perez, WFP
Keiko Izushi, WFP
Ms Janice Driscoll Don
Increase the membership
During IAMLADP 2011 three
organizations expressed interest in
becoming members of the TF on
Digital Solutions in 2012: CTBTO,
European Parliament, and WIPO.
The Organizations wer
e contacted and
they shared their experiences and good
, which are reflected
Document on “Digitization projects
implemented within the CTBTO
Study experiences of
IFAD launched a n
streaming service integrated with
social networks. The TF will
document IFAD’s experience and
prepared a case study.
IFAD has provided the
Study online services that
enable sharing of
Study XML d
in use from the origin of
prepared by the E
on the documentation
workflow based on XML, from the
creation of documents to their
dissemination to the wider public.
Project summary document prepared
by FAO on the official documentation
Document on r
emote participation and
remote support services for Governing
Bodies in ITU
Document on Moving towards
paperless meetings at WFP
Continue the study of
by the former Task Force
on Digital Alternatives to
Transcribed Records and
organizations to share
Present case studies of
organizations that have introduced
digital recording technologies to
produce or even sub
ILO has reported its experience in a
project summary document.
Increase advocacy of
IAMLADP through the
use of social networks.
Prepare a proposal for the creation
of an IAMLADP Twitter account.
Proposal prepared and available on
Working Group on Services for Conferences and Publishing
ted by IAMLADP 201
, the Task Force
collected and studied the experiences on digital
and online services that enable easy and effective sharing of information and multimedia
the context of conference se
The Task Force
role of facilitator
among its members and
good practices collected
site. The wiki
is aimed at
reference tool and a
on digital solutions
produced are available at this link:
n addition, th
e Task Force will
study of digital recording technologies to substitute and
complement written records.
The Task Force in 201
should continue to facilitate frequent communications and
knowledge sharing a
mong its members. The Task Force should address
its study the
following three major areas:
Online collaboration tools for the creation and editing of documents
Digital alternatives to produce or even substitute verbatim records
Uses of social med
ia in conference management
The online Wiki website should be maintained as a web
based inventory of technologies and good
practices studied by the Task Force.
The Task Force should continue
to promote dialogue among the Rome
based Agencies (FAO, IFAD,
interested IAMLADP members.
Parliament in the E
The European Parliament’s e
be seen in the broader context of worldwide
efforts to enhance the transparency, accessibility an
d accountability of legislative bodies by making
use of the possibilities offered by ICT. These efforts, ultimately aimed at improving public
information on and access to parliamentary documents and activities and thus empowering
constituencies, cover area
s such as infrastructures and services, documenting the legislative process,
parliamentary websites or knowledge bases and have a dramatic impact on the efficiency and
effectiveness of the entire legislative business cycle (see
Parliament Report 2008
1. The legislative process
The EP project’s main focus lies in documentation.
he EP produces over 1.5 million pages per year,
the lion’s share of which corresponds to legislative texts.
very nature, the European Parliament
functions as a multilingual organization and it does so probably to a greater extent than any other
international body. The reasons for this lie in Treaty provisions to the effect that EU legislation must
to all EU citizens in an official language of their home country. Moreover, in order to be
able to ensure fair and effective democratic representation, all Members of the European Parliament
(MEPs) are entitled to speak and draft texts in an official langu
age of their home country since they
cannot and should not be expected to have native standard fluency in a given foreign language. This
means that at any stage of the legislative process, all documents belonging to a legislative procedure
must be availabl
e in all languages (with certain exceptions
), which significantly complicates what
would already be a highly complex legislative procedure and documentary flow in a monolingual
The EU’s ordinary legislative procedure involves three instituti
the European Commission, the
EP and the European Council
and is enormously complex as can be gathered from the following
This report attempts to describe some components of the European Parliament’s effort to put in place a
production chain based on XML,
from the creation of documents to their dissemination to the wider public. This
effort is inevitably subject to changes and adjustments and, therefore, the report can only aspire to provide a
snapshot of the situation at the beginning of 2012. Furthermore,
aspects such as dissemination have not been
taken into account in the description.
For practical reasons, preparatory documents are often not translated into Irish.
This complexity is further compounded by the institution’s internal procedures. The Commission’s
initial legislative proposal is assigned to the committee under whose remit the subject area concerned
falls, i.e. the ‘committee respon
sible’, which then drafts a report. Other committees concerned may be
asked for an opinion. Both the draft report and the draft opinions are subject to amendments in
committee, which may be tabled in any official EU language, and consolidated into a fi
which is submitted to the Plenary, where any MEPs may table further amendments. This may then
result in an ‘adopted text’ and, eventually, in EU legislation. Moreover, at each stage of the process,
all documents have to be translated into all th
e languages and the source language may change
repeatedly and at any stage as shown in the following hypothetical example:
Workflow of a legislative text within the EP
From the point of view of the actors and/or services involved, the process may be
ed in 5
steps: reception, authoring, verification, translation and dissemination. In practice some or all of these
processes may take place at each of the levels described in the flowchart above. This is certainly
the case of translation. At ea
ch step the texts are translated into the other 21 official languages. Legal
and procedural verification is also carried out at different stages and documents in their successive
versions are disseminated not only internally but also to the public in vario
us formats (*.doc; *.pdf;
*.html) over the Internet.
2. The current documentary chain
The documentary chain is currently based on a single authoring and translation tool but many
repositories and indexing tools. The common authoring and translation tool
is called DocEP and is
conceived to facilitate the use of the official compendium of models. It is a collection of MS Word
macros mapping some 200 models of parliamentary documents. Its use by all actors, from MEPs and
committee administrators down to lawy
er linguists and translators, ensures procedural and layout
consistency throughout the chain. DocEP applies a simple but ingenious principle: the standard parts
of any document are generated by means of easy manual and semi
manual operations, which also
ter for invariables and options. Thus if a committee intends to table a ‘second
report with amendments’, say, in German, it will use the German version of the corresponding DocEP
template in order to draft the text, while translators wil
l resort to their own language versions of the
same template in order to create the translations.
DocEP, furthermore, provides for a limited mark
up of the documents by inserting hidden tags at
every step required by the macro. The example below is taken
from the cover page of a batch of
Wim van de Camp
Approval and mar
ket surveillance of two
wheel vehicles and
This limited and unprotected tagging serves, in turn, for processing and clean
up purposes and allows
for some of the format conversions necessary for dissemination.
The system is c
ompleted by workflow applications, indexing tools and document repositories suited
to the needs of the different actors (committees, lawyer linguists, session services, translation).
The various workflow applications, indexing tools and repositories are,
of course, intertwined but in
many respects not sufficiently integrated owing to the fact that they were often developed
independently over time. Tracking, location and retrieval of documents is a technically challenging
task and the risk of inconsistenci
es across the legislative production chain cannot be completely ruled
out. Indeed, the current system, which is the result of a protracted and fragmented development, has
grown too heterogeneous and is showing signs of having reached its functional and tec
Furthermore, as the section on the EP in the
Parliament Report 2010
points out, the
management of legislative documents on the basis of unstructured data ‘makes the production
legislative content and documents difficult, time
consuming, inconsistent, and insufficiently flexible.’
For instance, until the introduction of AT4AM (see 3.3 below) amendments to legislative proposals,
which are presented in two columns, with the left
hand column containing the original text and the
right hand column the proposed modifications, had to be created by means of copy
pasting. In recent
times, the translation service has been able to dispense with copy
pasting for re
creating the source
in the left
hand column in the target language but only at the cost of developing extremely
detailed working protocols based on the use of cascading translation memories where existing
reference text is replaced by matching.
3. The e
To remedy these shortcomings and enhance the efficiency of the entire process, the EP launched its
Parliament programme in 2008 with a view to supporting a transition from a production chain
based on unstructured data (MS Word documents) to one bas
ed on structured data, i.e. XML
proprietary open standards such as XML have many advantages for legislative documents. By
separating metadata and representation, they facilitate the exchange, search and linking of documents;
multiple forms of output; ensure consistency in formatting, and guarantee the long
preservation of documents (see
Parliament Report 2008
The scope of the EP’s e
Parliament project cover
production of legislative content in the EP from
the initial proposal of legislative or soft
legislative acts to the authoring of amendments, reports and
opinions, and their legal/formal
verification, translation, dissemination and
publishing. It als
the storage in a single content repository and the control of the entire process by a workflow
management tool as illustrated in the graphic below:
Parliament: Project Scope
Given that the implementation of this ambitious programme will t
ake a number of years, it has been
subdivided into several modules. This will allow a faster delivery of the benefits associated with the
individual modules as they become available. Moreover, the modules can more easily be tailored to
satisfy the differen
t functional needs of the process, thus providing the appropriate tools for users at
each functional stage, from reception of legislative proposals to the dissemination of adopted texts.
The main efforts over the past two years have focused on deliverabl
es such as conversion to XML as
well as authoring, verification and translation tools, but the programme also encompasses
authentication by means of electronic signatures and selection of new content and workflow
3.1 The XML standard and schema
In the absence of a common XML standard agreed among the Institutions, the Commission’s
legislative proposals and the positions of the Council are converted to XML by the EP’s services upon
reception. The interinst
itutional exchange format remains MS Word 97 for the time being, although a
migration to XML is foreseen in the not too distant future.
The EP opted not to develop its own XML standard, but to comply with the MetaLex/CEN standard.
The schema for conveying
the legislative content is derived from Akoma Ntoso, ‘a set of simple,
neutral XML machine
readable descriptions of official documents (…) that enable
addition of descriptive structure to the content of parliamentary and legislative documents’
). Akoma Ntoso is the result of a multi
country collaborative initiative of
the ‘Africa i
Parliament Action Plan’, a project developed by the University of Bologna at the request
United Nations Department of Economic and Social Affairs.
Akoma Ntoso describes the document as a hierarchical assembly of objects.
The hierarchy is
from the abstract level to its current instance;
from the meta
linguistic level (onl
y metadata and structure information) to the linguistic
expressions (23 language versions);
from the container level to the desired level of granularity of its components
Metadata are layered around grains of content in order to support:
interoperability by IT systems that move, transform and use the content.
3.2 Content Management System
For reasons connected to the modular approach in the delivery of the e
Parliament project, the content
gement system (CMS) is still in its infancy. However, the corner stone of the system, namely the
XML unique repository for the storage, indexing and querying of documents, is already in place. For
the time being, this repository stores XML conversions of i
house and external documents needed
for drafting amendments, as well the amendments themselves produced directly in NKoma Atoso (see
he single repository represents a major departure from the current documentary chain. The current
ry for EP’s documents consists of a set of shared folders, with access levels depending on the
user profile. A common share, named ‘public’, contains all the final versions of documents. Other
shares are used for document exchange or indexing purposes by i
nternal services. The versioning
system in force requires that the reference under which the document is stored is changed in case of
substantial modifications but cannot prevent with absolute certitude the parallel existence of slightly
of the same document.
Open standards can help reduce the effort involved in drafting legislation by guiding the drafter
through the requisite formatting steps. Understanding the open standard language, however, can be
quite demanding for
which reason user
friendliness and WYSIWYG must be considered almost as
sine qua non features of any editor used for authoring purposes.
The authoring tool developed in
house has two sub
modules: AT4Lex and AT4AM.
AT4LEX is intended to be the main tool
for creating legislative documents within the e
architecture. It will partially replace DocEP, using the document models provided by DM4EP
(Document Models for the European Parliament), the repository for storing the official document
aking full advantage of XML, it will enable MEPs and EP officials to focus on content
rather than on layout and facilitate the creation of new documents by aggregating the different sources
of content, for instance, retrieving and embedding existing amendm
ents into the corresponding final
report. AT4LEX will thus play a central role in the project, communicating with the other authoring,
verification and translation tools through the content management system, querying the parliamentary
application to extract all the necessary metadata for creating new documents,
retrieving data such as MEP names from the EP official reference database and storing the documents
produced in the content management system.
AT4LEX’ central role
uthoring Tool for Amendment’) is the tool developed for handling amendments, both at
committee and plenary stage. By definition, amendments are the main business of parliaments.
Typically, EP amendments are laid out in columns, the text to be modified bein
g displayed on the left
hand column and the proposed modification on the right
hand column. Current formatting
conventions require, furthermore, that changes be highlighted in bold
italics. In legislative
amendments a short justification accounts for the r
ationale of the proposed changes, as shown in the
n five years of publication of
on BAT conclusions in accordance with Article
13(5) relating to the main activity of an
, the competent authority shall
Where the Commission publishes
on BAT conclusions in acc
13(5) relating to the main activity of an
Member States shall ensure that
the competent authority reconsiders and,
where necessary, updates the permit
conditions for the installation concerned
within five years of the pub
lication of the
year timeframe for reviewing and complying with documents is much too short and does not
take into account typical investment cycles in indus
try or the fact that much more than five years can
elapse between planning and implementing major industrial projects. This proposal is based on the
text of Article 22(3) of the version at Parliament's first reading.
Until recently, amendments had to be c
reated by copying the provisions from the reference text and
pasting them into pre
defined frames (actually two
column tables) generated with the help of a MS
Word macro. Amendments were subsequently assembled into multilingual documents and dispatched
translation. AT4AM simplifies the creation process by allowing the author to browse the XML
repository for the reference act, to open it in a WYSIWYG web
based editor and to work directly on
the text. In order to create the amendment, the MEP only has to
choose the relevant provision, click
on it and introduce the desired changes. Since the granularity of the XML versions of the Commission
proposals, Council positions and own initiative reports stored in the repository complies with the
general authoring r
ules for amendments, according to which the latter should reproduce the ‘smallest
possible logical unit of text’, namely a numbered or unnumbered paragraph, the automatically
generated amendment will be fully compliant with the rules and contain all the re
including the heading identifying the provision. Once validated by the author, it will be stored for
subsequent retrieval, assembly, translation and dissemination.
With AT4AM, the process of creating an amendment becomes extremely simple
and intuitive. In the
following example, the legislator wants to delete a paragraph in the legislative proposal. For that
purpose the MEP selects the provision in question and clicks on ‘delete’.
The amendment would then be shown in the editor for con
firmation, the right
hand section being left
empty, as the intended modification constitutes a deletion.
By clicking on ‘Add a new amendment’ the amendment would then be created and displayed in the
editor in much the same manner as in MS Word.
ile working on the amendment, the MEP does not need to be aware of the underlying XML
The introduction of AT4AM brought about a major revolution in the way amendments are produced
and aggregated for subsequent vote, resulting in enormous effici
ency gains for parliamentary
committees. By the end of 2011, the
volume of amendments created via
had reached the not
inconsiderable number of 100.000.
For the time being, however, amendment batches still need to be
converted back to MS Word in order
to be processed by the next actors in the chain: lawyer linguists
The verification component, called DST (Drafting Support Tool), is an extension of AT4AM and will
be used by the legal language service. Inter alia, it
shall provide for the possibility of previewing the
complete text incorporating the modifications, afford concurrent access to different parts of the same
document by several users and keep track of modifications. One of its functions will be the
t of ‘consolidated amendments’, i.e. the text resulting from an agreement at first reading
between the EP and the Council, comprising the complete legislative proposal with the political and
linguistic changes agreed by both institutions.
CAT4TRAD is the module envisaged for translation. The tool will allow the preparation and
translation of documents in XML format produced by AT4AM, AT4LEX and DST, thus covering the
complete range of parliamentary texts, both legislative and non
tive. It will incorporate
assisted translation features and a WYSIWYG web
based editor. Thanks to XML content
use, the translation of amendments will be streamlined by automatically inserting standard strings
and by using referencing rather tha
n matching to replace the source
language text in the left
column and the non
modified segments in the right
hand column with the appropriate target
version. This represents a non
negligible leap forward in comparison to the current workflow,
standard strings have to be re
created with MS WORD macros or, to a limited extent and only for
short univocal strings, with ‘normative memories’, while the left
hand column and the non
segments in the right
hand column are retrieved by mat
ching or, in the worst case scenario, by copy
pasting. Dispensing with the mix of word processing and translation memory software that the current
workflow requires is another great advantage. Moreover, CAT4TRAD integrates in a single
environment the benef
its of XML and translation memories by analy
ing the ‘new’ text against the
segments stored in TMX format in the EU institutions’ central translation memory system (Euramis).
In this connection, compatibility at granularity level is ensured by parsing the
resulting from the XML schema according to the standard segmentation rules applied by translation
memory software. In the future, the provision of machine translation for those strings for which the
analysis does not yield exact or fuzzy m
atches should further speed up the entire translation process.
The CAT4TRAD Interface: Replacement and translation of text
Two additional features in CAT4TRAD deserve a special mention: the handling of multilingual files
Multilingual files are frequent in the EP, especially for committee amendments. A single document
may contain several dozen amendments in several official languages. Since the CAT tools available
on the market are only able to process l
anguage pairs, multilingual files need to be split into
monolingual blocks for translation purposes and reassembled before delivery to the requesting
service. Specific macros making use of the DocEP tagging have been developed for this purpose.
is relies on the appropriate tags being present and intact, which is not always the case and
even if they are, the process remains extremely time
consuming and cumbersome. XML input enables
CAT4TRAD to avoid this splitting and reassembling in each language
unit since each amendment in
the container document is a separate entity.
As the number of official languages has increased, translation via relay languages has become
commonplace in the European Parliament since no translation unit covers all possible l
combinations any more. The relay system, known as ‘controlled multilingualism’, functions as a
security net. For every multilingual document a relay language (English, French or German) is
designated, based on the current work
load and availability
of suitable translators for the given source
languages. The designated relay unit must then have the translation of the complete document ready
within a shorter deadline. Target language units unable to work from all source languages in a given
al document have two choices: they may either start working on the language blocks
covered and wait for the delivery of the relay translation for the remainder or they may wait for the
relay translation of the complete document to be ready and work only fr
om that monolingual file.
Neither of the alternatives offers a perfect solution. The former requires complicated workflows; the
latter reduces the available time for translation. Again, the fact that each amendment is a separate
entity in XML enables trans
lators to fetch any translations of the amendment, in the relay or any other
language, as soon as they become available. Thanks to this ‘peeking’ feature, translators need not wait
for the complete monolingual relay.
3.6 Stay of play and further developme
Many elements in the e
Parliament project, including the content management system, the knowledge
base and the workflow application, remain partially undefined for the time being. From the beginning
it was obvious that the change could not take place a
s a ‘big bang’ and that implementation had to
follow a modular approach. Catering for the EP’s permanent documentary needs will furthermore
entail the coexistence of parallel workflows for a long time. Inevitably, proprietary software will
continue to be u
house until the new authoring tools are able to cover all official document
types. And while the project’s primary aim is to streamline the production of legislative and pre
legislative texts, the institution also deals with many other document cate
gories. All in all, however,
the process set in motion already embodies a fundamental shift in the management of information,
stepping away from the printed
document paradigm, or to be more precise, moving from
‘documents’ to ‘structured data’. Until
now, for instance, it made sense for all actors in the chain to
share the same authoring tool, this being the most appropriate means to ensure the formal consistency
of documents. The underlying XML syntax now allows tools to be tailored to the specific n
each actor. The same goes for the storage of information. In a document
based system the storage
needs to compensate for the absence of structured data by ‘structuring’ the container. The more
complex the documentary typology, the more partitions a
partitions the container will need.
XML can live with single repositories in which maintenance costs are greatly reduced, re
existing materials is enhanced and version control is simplified, providing an environment in which
ing by multiple users becomes possible.
Parliament project was launched in 2008. The amendments module was the object of a first
delivery (creation of XML amendments for committees) in March 2010. By September 2010 it
already covered the creation of
XML amendments for the Plenary. The next deliveries took place in
August 2011 (export of amendments in XML
Akoma NToso) and November 2011 (creation of XML
amendments for the EP’s Rules of Procedure). What the immediate future has in store is the
ve implementation of the tools for translation, first for committee agendas and then for non
legislative amendments, and verification. Other elements such as the electronic signature of
amendments and the creation, verification and translation of full repo
rts in AT4LEX should follow
Gonzalo GIL CATALINA
Head of Unit,
Translation / Euramis Unit
European Parliament, L
Moving Towards Paperless Meetings at WFP
WFP promotes resource efficiency and cost
effective environmental sustainability throughout its
operations. These values are consistent with its Strategic Plan (2008
2013) and demonstrate
stewardship of donor funds. WFP joined the UN
wide Climate Neutral Initiative in 2007 and has
adopted a corporate objective of reducing greenhouse gas emissions by 10
percent below 2008 levels
by 2013. Actions taken to achieve this include reviewing
vehicle use; training of hundreds of drivers
to maximize fuel efficiency; introducing energy
efficient lighting and equipment in Nepal, Niger,
Italy, Somalia and other countries; and using solar power in those field operations where it is cost
nitiatives to promote sustainable procurement and waste management practices have
integrated sustainability criteria into tenders for cleaning services and air conditioning units, among
others; promoted recycling of used information technology (IT) equipme
nt, paper and catering
surplus; and reduced plastic waste in Headquarters by installing water dispensers.
The Executive Board Secretariat
in particular, the Conference Servicing Unit
has taken steps to
integrate practical sustainability principles. Th
e Executive Board’s Governance Project, launched in
recommended streamlining Board documentation by establishing word limits.
The statistics in the annex to this document are self
explanatory. The Conference Servicing Unit has
kept track of effort
s toward paperless meetings since 2004, with the 2005 decision to make Board
documents available to the membership through web
posting resulting in huge savings. Since 2004
the unit’s paper consumption has plummeted by 81 percent and printing costs by 77
absolute dollar terms.
The Board Secretariat aims to continue “going green” within the framework of WFP’s corporate
initiatives, and involving stakeholders. It is considering options for IT solutions to Board
meetings and will launch one
such pilot in 2013.
004/INF/7. ‘’Word limits range from 1,500 for budget increases to 7,200 words for regional
protracted relief and recovery operations’’.
Average number of printed copies of EB documents, 2004
Average number of printed copies
of EB documents in 2004-2011
At the end of 2004, a decision was taken to reduce the number of printed copies of documents. It was also decided to make
more use of the web for internal distribution of Board documents.
-At the end of year 2006 the number of copies was reduced by half, and further reductions have been made since then.
-In May 2007 the decision to shift from dispatching hard-copies to webposting had an enormous impact on printing. The
Conference Servicing Unit plans to further reduce printing to the strictly necessary.
-Excessive reductions in numbers of printed copies can lead to the need to produce photocopies during meetings, which is a
burden on conference staff and an additional expense. The membership can be encouraged to bring its own copies.
- Beginning in 2011, the numbers of copies printed varied according to the document subject.
- In 2012, a more rational criteria for the reproduction of documents will be applied, ie daily set of documents instead of a full
set of entire session will be provided at the document desk.
Electronic dispatch, 2004
Number of dispatches
-At the beginning of year 2005 it was decided to send messages and consultations documents
electronically. This decision resulted in a more timely and cost effective dispatch.
-In 2005 and 2006, Conference Servicing Unit worked to re-adjust the methods of work by shifting from
mailing based activities to electronic and web oriented ones. The result was a major saving in costs
-The decision taken in September 2006 to post consultations documents directly on the web further
improved the effectiveness of the dispatch.
-In May 2007, the additional decision regarding the shifting of the EB documents' dispatches from hard
copies into web posting resulted into a great saving in printing activities and gave space for further
developments in 2008.
-In 2009/2010, steadly increase of webposting was observed. Further decision was made to have the
Executive Board website. We will expect to see more upward trend in the fwebposting number due to
- In July 2011, the new EB website was launched with RSS facility. RSS (Really Simple Syndication)
notifies the users with new information automatically without the Secretariat informing by email. This will
keep the number of electronic dispatch at the same level, if not lower.
Printing Cost for ERB per year (USD):
-In 2004 and 2005, printing cost was not borned by Executive Board budget.
Further reduction of of more than 40% in comparison with the 2008 level, without any effect on the distribution.
- Definition of "discarded copies": copies printed but not used during the Board. Number of photocopies are not counted.
Number of printed pages of EB documents in 2004-2011
Digitization projects implemented within the CTBTO Preparatory Commission
Experts Communications System (ECS
The ECS System is a database that provides authorized users access to official PTS
documents and publications. In addition it also provides authorized users access to live
discussions in preparation for session of the PMOs and live and archiv
ed streams of PTS
meetings. The purpose of the system is to mainly provide electronic access to all official
documentation in order to abolish the practice of hard copy document distribution to
Missions. Upgrades to the layout and accessibility for ECS use
rs are in progress.
Further upgrades to the control aspect for the PTS is also underway and includes upgraded
security (one account for all services) and separate control mechanisms for the documentation
and multimedia content providers.
The IT infrastructure for the video streaming system has been upgraded to service multiple
content providers and allowing these to use their equipment of choice as well as allowing
based dynamic streaming to account for viewers with low bandwidt
h. The security has
also been upgraded which allows broadcasting to specific audiences only.
Video streams are archived by means of a modified open
source solution (Kaltura) which also
allows basic web
based editing, conversion and advanced meta tag manage
ment for videos.
Control of content is hereby fully given to the content provider
Access to videos is supported by all common devices (ie OSX, Windows, Linux, iOS,
Android, Blackberry Operating Systems)
An ongoing project exists to pr
eserve recorded audio tapes of PMO Sessions between 1997
and 2007 (157 meetings and 4290 hours of recording in total)
The Audio tapes are digitalized via a multi
> Digital conversion via a custom made tape player
essing and conversion to MP3 via open source software solutions
Uploading to a web
based archive system
Archiving is based on the open
source platform Kaltura and development is still on
(We are attempting to modify the platform in order to support t
he list of speakers, provide
appropriate security (highly limited access) and a technical barrier in order to prevent the
distribution of the audio files)
Use of wireless devices during PMO sessions (for PTS staff)
The main objective of this project is to
explore the potential of a simple IPad device for
increasing the efficiency of administrative support for PMO sessions and to reduce or
completely abolish the distribution and compilation of bulky hard copy documentation folders
for elected office holders
during sessions of the Policy Making Organs.
In order to achieve a greater paperless status, documents that are often printed out for PTS
staff for the Sessions can be provided to their computers via email so that only the necessary
documents are printed
out if required (hard copies are always available in the Session itself).
Implementation of this project began in 2011 on a trial basis where documents were uploaded
on an Ipad for select officers in lieu of a hard copy documentation folder. The experimen
not prove to be as effective as initially envisaged due to the limitations provided by the Ipad
device such as the inability to store documents locally. It was therefore decided that a laptop
would deem more useful for this purpose. This approach is
now being taken in order to reduce
the amount of paper needed and to provide some leeway while the tablet pc concept is being
The trial with the IPad proved to be very useful. However, it requires further development
which include, inter
alia, functions such as word processing software, outlook, workflow and
secure, constant connectivity. Close cooperation with IT is envisaged on this. And mention
has already been made of the development of an
in order to support this digitization
ject. It needs to be kept in mind that unlike HQ in New York, the VIC hosts various VBOs
and therefore also has different user and security aspects to consider, which can often delay
the implementation of these systems.
Other digitization project
roduction of digital signatures and e
stamps for routine Note Verbales has been a way
forward in reducing the hard copies needed for signature by senior management prior to
transmission to relevant authorities. The idea originated within the PMOS Section f
protocol duties 3 years ago and the practice was taken over by the External Relations Section
who has taken over these duties.
The introduction of an electronically generated Permanent Missions Booklet which has
substituted its hard copy publication ha
s to date saved tens of thousands of Euros in
publication and paper expenses. The booklet is retrievable by all Missions and Organizations
with password access. This project was developed and successfully implemented by the
PMOS and taken over by the Exter
nal Relations Section
The distribution of Note Verbales and attachments to Permanent Missions in hard copy
format by pigeon hole has been abolished and replaced with email distribution. Missions have
been given the opportunity to “opt out” of receipt of t
hese by fax as well and an increasing
number of Missions is making use of this option.
Proposal to create a Twitter account for IAMLADP
Twitter is an online social networking and microblogging service that enables its users to send and
based posts of up to 140 characters, informally known as "tweets"
The Secretariat could create the IAMLADP Twitter account and members could “follow” the account
from the Twitter accounts of their organizations or their personal accounts.
riat and some focal points could be responsible for the content update and the University
Contact Group could be involved.
An official hashtags would be created (e.g. #IAMLADP) to group all Twitter posts regarding
All focal points would be infor
med of the new IAMLADP Twitter account and invited to “follow the
account” and contribute inputs either by sending information to the Secretariat or posting directly on
Twitter from another account mentioning “@”IALMADP Twitter account. In this way the
ormation would appear on the IAMLADP Twitter account.
The network of the IAMLADP account should target (follow) relevant accounts (e.g. universities,
language institutions etc.).
“Followers” could also be monitored.
The IAMLADP Twitter account could be in
cluded in the informative material distributed during
training events and presentations.
The account would have the IAMLADP logo and a link to the IALMADP website.
he creation of a Twitter account for IAMALDP would have advantages and disadvantages:
of the IAMLADP network among external parties and
Broader dissemination of information on events, job opportunities and training possibilities.
Exchange of information with non
IAMLADP language comm
Publication by the IAMALDP community of any IAMLADP related information.
Easily embeddable in the IAMLADP website.
Live social reporting during IAMLADP sessions.
Quick and easy to use compared to other social networks.
of the account.
Non relevant followers spamming.
140 characters limit.
Social media and live video streaming arrangements for the Thirty
fifth Session of
IFAD’s Governing Council
: International Fund for Agricultural Development (I
Title of the Project
: Social media and live video streaming arrangements for the Thirty
Session of IFAD’s Governing Council.
Describe the rationale of the project and the objectives
: The Thirty
fifth Session of
IFAD’s Governing Council was an
interactive event thanks to a number of social media
components. Social reporters kept the outside world informed through blogs, tweets, posting
interviews and pictures on the following IFAD social media channels.
The events had a strong social
ence, and the virtual audience was able to follow
the proceedings and interact with the prominent guests and panelists via webcasting and
IFAD’s social media channels.
Social media presence of the Organization
For live video streaming:
The software was
Describe the proposed solution(s):
To stimulate the conversation, live tweets were displayed
on the Twitter wall in the Plenary Hall, in the meeting rooms and in t
he atrium. Delegates
were encouraged to share their ideas, views and insights via social media channels using
The virtual audience could follow the proceedings and interact with the prominent guests and
panelists on the above social media
channels and via webcasting.
Plenary sessions, high
level panels, centre stage events and regional and other events taking
place in the Plenary Hall and Oval Room were webcasted respectively at the following urls:
http://webcasting.ifad.org/ gc2012 and htt
The Programme of the event was prepared in a “web friendly” format to cover also social
To further amplify the event, IFAD leveraged on its network of social media champions
across the UN and IFI family, requesting colleagues to send out precanned tweets, follow the
various events and to report live.
Include links or screen shots if
Duration of the project
: IFAD has adopted social reporting methodology and webcasting as
a matter of practice. Corporate and “informal” meetings are webcast and social reporters
report live from a wide variety of events
both at IFAD
HQ and around the world.
Office/s responsible: Communications Division and 30+ social reporters
all IFAD staff.
(link to blogs
, check out the
tweets on IFAD
Conclusions and remarks:
Social media is no longer a whimsical side event for tech lovers
it has become a potent
mainstream communication tool for int
ernational development. By allowing people to participate
in events from far outside the room, it brings in the views of those who have been kept out of
meetings due to location or poverty or disability
the very people these events are typically
help. Using the webcast to follow the Governing Council panel discussions, distant
participants contributed to the conversation in real time. Their tweets were shown on a screen in
the meeting room so the audience could read them, and the moderators incor
porated them into the
Social media influences not just the quantity of the audience but the quality of the conversation.
Tools like Twitter and Facebook are more than message boards
the comments enrich the
conversation. The answers to quest
ions create more questions. And the questions coming from
social media are more direct and more controversial. They ask things that people in the room
would like to ask but feel they can’t. Tweets and Facebook messages also bring in wisdom from
The snowball effect also influenced IFAD coverage of the Governing Council meeting. Social
media made its first appearance at the event two years ago, with just three or four participants.
This year 31 staff members were involved in tweeting, writi
ng blogposts and posting to IFAD’s
Permanent Representatives seemed to have appreciated the new format of the event and have
asked the Secretatirat of the FAO Committee on Food Security (CFS) to replicate the format for
the CFS sessions.
tatistics gathered immediately after the event
The #ifadgc tweeter campaign produced 5170 tweets which reached 17,343,569 people. We
started the campaign on 6 February
The #fafo12 tweeter campaign produced 724 tweets which reached 451,945 people
35+ blogs were viewed by 6148 people
Our Facebook weekly reach was 25,238 people
with the peak being on 22
On 22 February webcast had 91,000 views.
During the GC there was 40% increase traffic on our website
The content posted on Bli
p.Tv was viewed by over 1260 people
Virtual participation tools for Governing Bodies meetings
: International Telecommunication Union (ITU)
Title of the Project
: Introduction of a remote participation tools for Gove
Describe the rationale of the project and the objectives
: In response to a request made by
Member Countries, ITU has developed a strategy to service electronic meetings (E
In 2011, 350 e
meetings were organized with 800 p
articipants, in 2012, 117 E
been already organized.
meetings are planned according to the meeting organizers, the content of the meeting, the
objective, the audience and the time zone of all participants.
: Provide a
platform to allow interactive and remote participation in
Governing Bodies meetings. Remote participants have access to the interpretation languages,
documents, and sound recordings. They can present their contributions and participate in the
The Improve business services in Governing Bodies meetings and reduce overall
Describe the proposed solution(s):
By connecting to the meetings via an Adobe Connect
meeting room, remote delegates can participate actively in the meetings. The
y see a video
feed of the meeting room, hear what is being discussed (in any of the languages covered by
interpretation for the specific meeting), see presentations as they occur, download documents,
and interact by taking the floor (pose questions, raise
issues to meeting participants and
presenters, etc.). The e
meetings platform is organized in layouts, users can bookmark
recordings and each agenda item is in a different layout. Contextual information of the
speaker is also provided and a log of speakers
is produced manually. The recordings of the
meeting and the related documents are interlinked and the index of the recordings is
searchable. When the participant subscribes to the e
meeting, he sends his IP address which is
used to locate the user. All da
ta is stored in a SQL database and can be used to provide
statistics e.g. on savings produced reducing travel costs.
An external audio provider helped to connect the audio channels to the e
The interpreters send an audio feed to the audio
provider and the English channel is streamed
to the platform. The delegates receive automatically the English feed, but to listen to another
language channel they have to join the conference. The audio quality is ensured for the
interpreters. The infrastr
uctures in the meeting room are being updated with modern cameras
and telephones that allow sending many audio channels. The audio provider is developing an
extra module that allows users to listen to all audio channels without registering for the
Include links or screen shots if available:
: ITU Governing Bodies Secretariat Division
Conclusions and remarks:
meeting practice changed the working methods of Governing
Bodies meetings. Internal and external constituents su
pported the introduction of E
Member states funded the introduction of the e meeting platform, but they still have some
reluctance in the utilization.
ITU has undergone a profound analysis on existing state
art technologies and solutions on
meetings, the ITU experience could be shared and cannibalized with other organizations
that are planning to introduce remote participation in Governing Bodies meetings.
Mr. Guy GIRARDET, Information Services Department
OIT Transcription numérique
1 PC connecté sur le réseau d’entreprise
1 convertisseur A/N Octacapture
1 laptop (opérateurs)
X PCs pour la transcription
VRS Recording System Enterprise
1 application .net développée en interne pour le déclanchement des enregistrements
1 application MS Access développée en interne pour la transcription
ExpressScribe pour la transcription
Modèles de document sous Word
Une application .net développée en inte
rne pour la copie des fichiers audio sur le réseau
Une basse de données SQL pour le stockage des informations relatives aux enregistrements
On considérera que le matériel/logiciel de conversion A/N est installé et configuré pour récupérer 4
Le système d’enregistrement fonctionne en local (hors réseau entreprise) permettant ainsi de palier à
d’éventuelles coupures. Dans un processus normal, le PC connecté au réseau d’entreprise pou
transfert des fichiers audio et le stockage des informations dans la base SQL.
Les fichiers audio s’enregistrent en local au format mp3 échantillonnés à 32kbps.
4 canaux sont déclenchés simultanément par l’opérateur à chaque orateur pour une durée max
10 minutes avec un overlap de 10 secondes entre les enregistrements.
4 canaux (sessions) sont déclenchés simultanément en début de séance pour une durée de 10 minutes
avec un overlap de 10 secondes entre les enregistrements et ce durant toute la s
Une application copie régulièrement les fichiers mp3 sur le réseau d’entreprise pour être traités.
Les informations relatives aux enregistrements sont transférées dans la base de données SQL à
Un laptop est in
stallé avec l’application .net développée en interne permettant de faire le
démarrage/pause/arrêt des enregistrements pour une réunion donnée.
Chaque enregistrement génère une ligne dans l’application signalant une entrée.
L’opérateur associe les in
formations relatives à l’orateur
. Ces informations sont tirées de
: accréditation, orateurs.
L’opérateur rentre également d’autres informations relatives au discourt lui
même à savoir la ou les
langues utilisées ainsi que d’autres info
rmations qui pourraient être utiles aux équipes de
Les orateurs intervenant fréquemment, peuvent être placés dans une liste temporaire
de devoir faire la recherche à chaque fois.
Une application MS Access
développée en interne permet de gérer la répartition du travail ainsi que la
3 rôles peuvent être attribués pour une réunion
Création des réunions
Management des personnes
Constitution des équipes
+ rôles du
+ rôles du Pool
Attribution du travail
Suivi du travail
Impression des rapports
Compilation des documents
+ rôles du Pool
Création des réunions
Une des 3 équipes déclare la réunion pour les 2 autres. Celle
ient les informations qui lui sont
: nom, date, période, salle, emplacement des fichiers retranscrits
Gestion des équipes
Pour chaque réunion, une ou plusieurs équipes lui sont assignée comprenant une date et une période
pour lesquelles les éq
uipes de transcription vont travailler
Une ou plusieurs personnes de ces équipes ont le rôle de Distributor pour assigner le travail, les autres
(transcription) ont le rôle de Pool
Attribution du travail
Seules les personnes ayant le rôle de Meet
ing Management ou de Distributor pour la réunion pourront
assigner le travail
Les informations relatives aux enregistrements proviennent de la base de données SQL et sont
regroupées dans une liste croissante des enregistrements
ons classiques, nom, prénom, durée etc… un code couleur est placé devant
chaque enregistrement reflétant la ou les langues comprises dans cet enregistrement
, permettant ainsi au distributeur de chaque langue de
prendre ou de ne
pas prendre l’enregistrement.
La liste des personnes de la transcription est affichée
regroupant les informations sur le travail de
chacune des personnes
: à faire, en cours, fait. Ceci permet au distributeur de répartir le travail
tablement entre les personnes.
Le distributeur assigne alors un enregistrement
à une personne de son équipe
Le distributeur a également la possibilité de séparer (partager) en deux un travail suivant les besoins.
Les personnes de la tr
anscription gèrent leur travail en fonction de ce qui leur a été attribué.
Ils peuvent voire ce qu’ils ont à faire
, ce qu’ils sont en train de faire
et ce qu’ils ont fait
Lors de la prise d’un travail, un document Word, basé sur un modèle de do
cument, est généré
comprenant divers informations sur le fichier audio.
Dans le même temps, l’application ExpressScribe est ouverte avec le fichier audio correspondant.
Si la personne de la transcription, pour divers raisons, à besoin, elle a la poss
ibilité de charger dans
ExpressScribe le fichier audio qui précède, la/les sessions de 10 minutes dans lesquelles se trouve la
partie qu’elle doit retranscrire et la langue originale.
Une fois le travail terminé, la personne de la transcription, prend un n
ouveau travail et ainsi de suite.
Le distributeur est constamment informé sur l’évolution du travail de chaque personne via son écran
Compilation des documents
Un rapport peut être imprimé permettant de vérifier que tout est en ordre avant d
e faire la compilation
mais peut également servir de base de vérification pour la compilation ainsi que pour effectuer un
suivi de l’avancement des travaux.
Pour chaque attribution (enregistrement), un symbole
lui est affecté
Pas encore assigné
La compilation se fait en deux étapes
compilation par langue / compilation finale par langue ou
trilangue suivant la réunion.
compilation permet de regrouper les fichiers d’un même orateur dont on aurait
travail ou dont le temps de parole aurait dépassé les 10 minutes maximales d’un enregistrement. La
compilation finale regroupe alors tous les fichiers de pré
Official Document Production
Food and Agriculture Organization (FAO)
Title of the Project:
Official Document Production System
Describe the rationale of the project and the objectives:
The system has been developed to
standardize the workflow for the prepa
ration of Governing Body documents. Authors, Secretariats,
and all users involved in the preparation of documents can perform their tasks and monitor the
status of documents in a shared environment avoiding multiple versions of documents sent by
h Division involved in the preparation of official
documents has been granted a
dedicated area in the system
dentify and reproduce the workflow for the preparation of
Committee on Agriculture
Committee on Constitutional and Legal Matters
Committee on Fisheries
Committee on Forestry
The following t
modules were indentified in the documentation workflow of each
: The Secretariat uploads the document in the
folder and an
automatic wizard pops up and prompts the user to fill in the relevant fields:
ng in the automatic wizard, the Secretariat can start the workflow.
An automatic e
mail is sent from the system to the authors of the document, the e
mail contains the
details of the assignment, some inscructions and the link to the document. (See the exa
Please edit the document: MCxxx_COAG_2012_en
EDIT this document, please click this link
Complete the followi
to notify the Originator of your version.
save a copy
of the original document and work on it offline. When a final version of a
“copy” is ready, they upload the copy and overwrite the previous version. The system is able to st
each copy in the “Version History” of a document.
When the authors
the document it
be accessed only in
When the authors finish editing the document they
the originator (Secretariat) by clicking on a
link provided i
n the e
mail or from their Sharepoint Area.
The originator of the document can always monitor the status of the document.
once the document has been moved to the
folder, the Secretariat can
start the clearance workflow. As for the Pre
paration workflow, an automatic e
mail is sent
from the system to the people involved in
workflow. The e
mail contains the
details of the assignment and the link to the document. When the document has been
cleared the Secretariat receives an emai
Once the document is cleared the Secretariat can send it to the
document library and create a request for translation in the Electronic document
production system (E
Describe the proposed solution(s):
ative documentation production environment
Include links or screenshots
Duration of the project:
Meeting Programming and Documentation Service (CSCM)
Conclusions and remarks:
The Official Document Production System is being tested by the
n June it will be move
d to the production server.
The Information Technology Division provided support in the selection and implementation of the
. After an evaluation process and the test of multiple systems,
is included in the corporate Microsoft