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INT-LAW  August 2009, Week 1

INT-LAW August 2009, Week 1

Subject:

Official Records listings in the United Nations Documents Index

From:

Wiltrud Harms <[log in to unmask]>

Reply-To:

International Law Librarians List (Int-Law)

Date:

Tue, 4 Aug 2009 20:19:53 -0700

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (176 lines)

Dear INT-LAWers:

I think my following rather long post is only of interest to librarians 
who need to understand (or want to understand) why certain older UN 
materials are sometimes difficult to find.

Although Eugene was fortunate enough to obtain the needed document 
quickly through our helpful colleagues at the UN Dag Hammarskjold 
Library, I would like to comment on his post because similar questions 
that come our way will continue to baffle many of us until these older 
UN meeting records will be made available online via the United Nations' 
ODS database. (Susan Lee Kurtas was so good to inform us that the 
Assembly's older general documents are presently being scanned to be 
downloaded into the ODS database - but we do not know when it will be 
the turn of the Assembly's main committees to have their old meeting 
records scanned ...)

It is discouraging to find explanations such as the one given for the 
asterisk that marks A/C.3/SR.1304, given on page 88 of  the United 
Nations Documents Index, Cumulative Checklist, Vol. 16 - 1965. Where 
does one go from here? If one checks the 1966 Index for a listing of the 
Third Committee on page 101, hoping to see A/C.3/SR.1304 listed there in 
"final form" - or the pertinent listings in later years - one will be 
frustrated to find only more current provisional meeting records listed, 
also accompanied by that "ominous statement" that Eugene referred to 
humorously.

In this context, it should be helpful to know that up to the 30th 
session of the General Assembly (held in 1975), its main committees had 
their meeting records issued rather quickly in provisional form which 
were not made available to the public but issued in limited numbers and 
listed in the UN Index. Thus the UN staff and UN delegates could work 
with these meeting records before they were published about a year (or 
more) later as a bound volume in the General Assembly Official Records 
(GAOR) series. (By the way, this changed for committee meeting records 
after 1975 when the individual summary records were not issued at first 
in provisional form any more but were issued just as quickly (I think) 
in their final form as individual meeting record fascicles - and with 
the phrase OFFICIAL RECORDS printed in the masthead of the cover sheet, 
identifying each summary record as part of the GAOR series.

Having worked with UN Official Records for a long time, I knew that I 
could simply go to our Official Records for the General Assembly's 
session held in 1965 (the 20th session), find the volume for the 3rd 
committee and open it to the pages which indicate on the top "1304th 
meeting - 14 October 1965".

Apart from our fortunate scenario here at Boalt, I am thinking about the 
fact that librarians who are looking for these old meeting records for 
the first time and are relying on the United Nations Documents Index 
would be greatly helped if the footnote in the INDEX would say something 
like: "... to be re-issued at a later date in final form as part of the 
Assembly's Official Records (see the General Assembly's Official Records 
listings in future volumes)". This kind of information is actually 
necessary to find the needed document:  even I would have profited from 
this detail, because although I can easily locate UN documents on our 
shelves here in Boalt's UN Room, I was surprised that I did not find it 
at all easy to locate A/C.3/SR.1304 in its final version IN THE UNITED 
NATIONS DOCUMENTS INDEX! 

I did know that it would take a year or so for the provisional 
A/C.3/SR.1304 to be issued as part of the GAOR, so I perused the table 
of contents of the 1966 INDEX volume carefully. Well, I almost 
overlooked under the GENERAL ASSEMBLY heading of the table of contents 
this totally inconspicuous one-line entry at the very top of the 
listings for the General Assembly reading "Official Records" and 
pointing to page 3. "Official Records" in the table of contents should 
indicate something of their importance, e.g. it should be indicated for 
which sessions GAORs were issued and that supplements and meeting 
records are listed for the First Committee, Second Committee, Third 
Committee, etc.

Perusing the table of contents for information on A/C.3/SR. in the 1966 
INDEX volume, it's understandable that one would only be led to the 
entry for A/C.3/-: Third Committee .... Page 93. And since the footnote 
does not point to "Official Records", most INDEX users would miss the 
needed information found in the entry for the 3rd Committee on page 4 
which reads:
------------------
A/C.3/SR.1288-1374.  Summary records, 22 Sep-20 Dec 1965.
Oct. 1966. xii, 365 p. ....
Bound volume containing prefatory fascicle (with agenda) and summary 
records of meetings previously published and distributed [but only 
within the Organization, not to the general public! -  my comment] in 
fascicle form, each fascicle containing the record of a single meeting.
----------------------

I think for those who need to work with UN materials, it's absolutely 
worth spending ten minutes or so perusing this GA Official Records 
section (pages 3-6) in the Cumulative Checklist of the UN Documents 
Index, vol.17 (1966) in order to better understand what it offers and 
how it is arranged.

Well, Eugene's post reminded me how wonderful it was for UN researchers, 
when UNBISnet was made available online - with its coverage usually 
beginning in 1979.

And I am also thrilled that in the last three years or so, the Dag 
Hammarskjold Library allowed or even encouraged (?) its librarians to 
spend time with lists such as INT-LAW (in our case it was Rosemary Noona 
and now Susan Lee Kurtas). It is so much appreciated that they are able 
to take the time helping us librarians so that we can assist our 
patrons, especially with hard to get UN materials!

I think this support from the DHL will become increasingly important 
because older UN document librarians such as myself are retiring and are 
only to some extent replaced by younger librarians since so many UN 
documents are available online. But there are still numerous occasions 
when some explanations are necessary or some knowledge of the "history" 
of a UN document series would come in handy but the ODS database cannot 
offer that kind of information and quite often we will not find it in 
UNBISnet either. I am afraid much of the "institutional memory" cannot 
be passed on. Nevertheless, it will be a tremendously help when UN 
librarians will continue to either provide a hard-to-get UN document or 
inform us that this or that certain document is not available - even not 
available at the U.N.

I wonder what we librarians outside the UN can do to point out to the 
DHL leadership how very important the personal involvement of UN 
librarians on lists such as INT-LAW is - but also how very important it 
is to keep the UN-I-QUE reference file up-to-date ...  Lately I have 
realized that UN-I-QUE is not as comprehensive and helpful as it used to 
be, and I am concerned about this. 

Well, this long post has worn me out, and I am sure that those few who 
have gotten so far will feel the same way ...

Best regards from Berkeley and Tschüs! to our German colleagues -
Wiltrud


Eugene Hsue wrote:
> Hi Colleagues,
>
> A faculty member is looking for the travaux preps to the 1965 draft of 
> the International Convention on the Elimination of All Forms of Racial 
> Discrimination.
>
> Specifically, we are looking for the Summary record of the 1304th 
> Third Committee meeting on Oct. 14 1965, A/C.3/SR.1304.
>
> The 1965 U.N. Cumulative Index puts an asterix next to this citation, 
> stating ominously:  "Documents issued in provisional edition, subject 
> to revision and to be re-issued at a later date in final form.  NOT 
> FOR GENERAL DISTRIBUTION, DEPOSIT OR SALE." (caps in original).
>
> Any help would be greatly appreciated, thanks!
> -- 
> Eugene D. Hsue, Esq.
> Foreign, Comp., and Int'l Law Librarian
> Temple Beasley School of Law
> Tel: 215-204-4297
> ******************************************************************* 
> Int-Law - International Law Librarians List: Post messages to 
> [log in to unmask] To unsubscribe send a message with 
> unsubscribe int-law as the text of the message to 
> [log in to unmask] An archive of postings are 
> located at http://listserver.ciesin.columbia.edu/int-law.html. 
> **DISCLAIMER: The opinions expressed on this list are those of the 
> authors and do not necessarily reflect the opinions of CIESIN, its 
> staff, or CIESIN's sponsors. 

-- 
Wiltrud Harms
Reference Specialist for United Nations and Human Rights Law
University of California, Berkeley 
Law School Library
Berkeley, CA 94720-7210
Phone: (510) 643-6405
Fax:   (510) 643-5039

*******************************************************************
Int-Law - International Law Librarians List:  Post messages to [log in to unmask]
To unsubscribe send a message with  unsubscribe int-law  as the text of the message to [log in to unmask]
An archive of postings are located at http://listserver.ciesin.columbia.edu/int-law.html.
**DISCLAIMER: The opinions expressed on this list are those of the authors and do not necessarily reflect the opinions of CIESIN, its staff, or CIESIN's sponsors.

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