- Email: [email protected]
The documentation and information unit of the Greek productivity centre (GPC)
WorJ Paient Information, Vol. 4, No. 2, Printed in Great Britain.
pp. 75-80, 1982
0172-21901’82/020075-06 sO3.00/0 Pergamon International Information Corp. Q 1982 CEC!WIPO
The Documentation and Information Unit of the Greek Productivity Centre (GPC) D. Spentzas, Head, Documentation and Technology Department, Athens, Greece nated programme, but also that a programme for dynamic transfer of technological information into industry would be arranged.
Summary This paper deals with the policy adopted for the development of the GPCs Documentation and Information Unit (DIU), the unit’s first five years’ experience, and its future orientations and planning.
After analysing the situation the Greek Productivity Centre set up the Documentation and Information Unit on September 13, 1976. The whole effort originally rested on the following concept: the GPC is a scientific, non-profit-making research organization-a legal entity of private law-supervised and subsidized by the Ministry of Coordination, and since 1954 it had competently led the effort to increase productivity in Greece. However, increasing the productivity of any factor of production requires functional improvements in, at least, three areas : organizational, technological and economic.
1. Purpose The reason for establishing the Documentation and Information Unit (DIU) of the Greek Productivity Centre (GPC), which started operating in midSeptember 1976, was to contribute to the intensified efforts of the Greek nation to raise progressively the level of efficiency and productivity of the Greek economy by collecting, analysing, classifying, synthesizing and distributing information on : (a) organization, management and business administration, (b) finance and applied economics (c) technology, in the sense of applying scientific and technical knowledge to any economic, administrative or other relevant activity.
Because of its functional structure and mission, GPC was regarded as the most proper agent for implementing and developing a flexible and effective Documentation and Information Service which would provide information on these areas, as a means of increasing productivity. 2.2. As to the policy for developing the DIU, account was taken of the expected growth rate, and developments in the various sectors of the economy as well as the existing information infrastructure in Greece, several alternatives were examined and finally the implications of the following policies were considered : (a) developing either a centralized information system or an interconnected network system of relatively independent and self-coordinated services and (b) the extent to which such a system could be selfsufficient or internationally interdependent.
2. Historical Background 2.1. The Managing Board of the Greek Productivity Centre (GPC) which took over soon after the political change of 1974 realized immediately the importance of documentation to the country’s economic development. To this end, it entrusted to the Research and Studies Department of the Centre the examination of the possibilities that would allow GPC to develop documentation in Greece with a view to the country’s accession to the EEC.
It is well known that centralized systems can provide large amounts of information of different types from a single source and have ease of interconnection with other national systems. But they have at the same time serious disadvantages such as the need to maintain enormous information banks or to invest a large amount of money in a system which might very quickly become obsolescent, and which is rigid, and therefore difficult to modify to meet new technology or new needs of users.
Law No. 706 of September 21, 1977 provided the framework for policies in this area, and the negotiations on entry to the EEC underlined the importance of establishing, as soon as possible, major professional operations to ensure that not only would scientific and technical information and documentation be made available and accessible in a coordi-
Interconnected 75
information
systems, on the other
76
D. Spentzas
hand, can easily shift inappropriate queries from one to another, so that specialized user requirements can be easily met: Avoidance of unnecessary duplication of stock and processing makes such cooperation inevitable. A network based on this consideration would aim at establishing and/or developing of a Pleiad of Documentation and Information Centres together with related institutions and libraries in Greece. At the same time there was great awareness of the necessity to establish and secure international links with information sources. Scientific and technological information is universal and no nation can therefore be truly self-sufficient. Each needs an internal system so as to take advantage ofthe world’s scientific output and to obtain and use information of strictly national importance. Sharing the world’s scientific and technical knowledge is in the interest of, and welcomed by every nation. Our policy based on these beliefs consequently ensures that institutional arrangements for the flow of scientific, technological, economic and social information are compatible with a spirit of mutual respect and friendly cooperation. 2.3 In order to plan the organization and function of the DIU on a sound basis. ASLIB were called in as advisors and in collaboration with them the following method was adopted: (a) Study of the real information needs of the Greek economy : 1. A survey was conducted of nearly 150 industrial and handicraft units. public services, organizations and institutions - potential users of the DIU. 2. The topic Libraries was studied by visiting and establishing links with a number of them, with a view to proceeding to bibliometrical analysis, mutual exchange of bibliographical data and establishment of other types of collaboration and coordinated action. (b) Comparative study, i.e. study of similar organizations abroad. (c) Study of alternative organizational structures and implementation of the best possible solution based on the particular characteristics of the Greek environment. (d) Training of DIU personnel abroad and invitation of foreign specialists to give ‘on the job training’. (e) Experimental operation of the Unit with the assistance of ASLIB’s back-up service. (f) Inauguration of the DIU : September 13, 1976.
3. Provision of Services-Function 3.1. DIU provides information on matters related to organization, management, business administration,
applied economics, finance and technology. and more specifically on : Production : (primary, secondary, tertiary) - Technology and equipment required for manufacturing a product, supplies of necessary machinery and raw material, production control, etc. Products : Specifications. quality control, stock control, raw material and product control, etc. Finance : Granting of loans, subsidies. etc. Marketing: Market conditions and characteristics, e.g. production, imports and exports, prices, know-how, new markets. competition, etc. Management : Management methods and techniques, problems relating to organization and structure, etc. Research and development : Available technology, patents, studies, reports. recent developments in specific fields, etc. 3.2. The documentation Unit collects information from both domestic and foreign sources (Ministries, Organisations, Associations, Specialized Institutes, etc.) The work proceeds as follows: 1. Collection of information. 2. Data analysis. 3. Evaluation of various information items. 4. Classification. 5. Presentation of information in a convenientlyused-form-abstracting of articles, books. reports. etc. being the main activity in this respect. 6. Synthesizing. grouping and comparative processing of abstracts. 7. Storing of information. 8. Supply of information through two channels: (a) Answers to enquiries. (b) Publications regularly sent to individuals and agencies. Answers to enquiries are provided orally or by letter in the form of: (a) bibliographical data. i.e. catalogues with titles of books. articles, reports, studies, abstracts, etc., (b) reports in which the specific subject is analysed in depth and-on the basis of data collected-possible further action is suggested. Close collaboration with the user is often required in obtaining supplementary information. examining a problem on the spot or undertaking a special survey. 3.3. Apart from answering enquiries. the DIU is developing the National Information Network for Industry. Today, it is considered necessary for every nation to formulate a national policy with regard to the development of a national network of scientific and technological information. Within the framework of such a national network.
The Documentation
and Information
information flow should be organised at two levels/targets : (a) Improvement and development of the national infrastructure in science, research, education and administration. of the accumulated technologi(b) Transformation cal knowledge into practical use and progress, i.e. improvement and innovation of products, operations, methods etc. in industrial production. management, marketing etc. The second target can be successfully met through the development of the National Information Network specifically for Industry. Industrial progress can best be achieved by a balanced policy within which enterprises are: 0 stimulated in their operations by favourable physical, economic and legal conditions and supporting services : a stimulated to increase their individual competence in identifying marked opportunities and assisted in acquiring and converting such information into practical improvements and innovations. This network - which will constitute a part of the National Network of Scientific and Technological Information - properly suited to local firms’ conditions, ensures the transfer and effective utilization of the appropriate technological information* by industrial and medium sized firms. and results in improved productivity and international competitiveness. The network as far as supply of information is concerned. consists of the following: and Information Unit. (4 The documentation which is the hub of the Network. (b) The Technological Information Centres. i.e. the regional offices of the Network (TICS). and Documentation Bureaux (cl The Information in large organisations. institutes and enterprises. The information Network for Industry will constitute the mode1 for the development of other Specialized Information Centres and sub-systems of the National Network. The DIU’s efforts to develop the Information Network for Industry were speeded up considerably through the technical assistance received from UNIDO which recognized the successful operation of the Unit. With the help gramme/project
of a UNIDO expert a special was planned which included :
pro-
*Tahw/oyic~u/ Iufirmtrriwl k knowledge of any kind. in any form. technical, commercial. social. legal, industrial information. standards, patents, etc. which will by its application lead to progress in the form of improvement and innovation.
Unit of the GPC
77
(a) Further
development of DIU, by strengthening and extending its operations so that it could more successfully meet the increased demand made upon it. The establishment of Technological Infor(b) mation Centres in different regions of Greece. which in collaboration with DIU. will try to meet the needs of users in the particular region. (12 TICS are expected to be set up within 3 yr. i.e. 4 TICS per yr.) (cl The training of users in the Athens area as well as in the regions. (d) The training of personnel from various services in Athens and in the regions to act as Liaison Officers. (e) The training of new DIUs staff-members on the job as well as abroad. The training programme in particular has been subsidised by the European
tc, d. e. above) Social Fund.
3.4. Special emphasis has been given by DIU to patent documentation. The patent Documentation System of DIU was established in October 1976 when DIU joined INPADOC (International Patent Documentation Centre). Using INPADOC’s microform services which are available to any interested Greek user through DIU information can be provided regarding the following : (a) Patents registered in 49 countries during the last 9 yr relating to any specific subject of interest to the user. Apart from bibliographical data on these patents (country. application numbers, priority. titles etc.). an abstract together with the basic drawing of the patent can also be provided by DIU in most cases. (b) New patents registered in the 49 countries with respect to a specific subject with only one week’s delay from their arrival at INPADOC. (c) Patents registered by a specific firm or inventor in the 49 countries during the last 9yr. (d) The countries in which a specific patent has been registered on the basis of the patent’s priority. (4 The new countries where a specific patent has been registered. This is a form of continuous monitoring regarding the patent. (fl The stage reached by any specific patent. Another form of continuous monitoring regarding the patent. if (g) English. French and German translations. available. of patents from countries in Eastern Europe. the Middle and Far East through the services of the International Translation Centre and through INPADOC’s Patent Family Service. relating to patents in various (i) Legislation countries. 0) Photocopies of the full text and drawings of a patent, through INPADOC.
78
D. Spentzas
Documentat!on and technology Department
Technology sectton
Documentation SectIOn
Library
-
$1
I
I
I
Translotlons
Commercial u7formatlon
*I
*
ProductIon
Applications
management
microelectronics
of
*]
Fig. 1.
This information is stored and classified on microfilm and microfiches and the Unit has equipment for reading and reproducing both.
4. Structure The Documentation and Information Unit is a part of the Documentation ArIdTechnology Department as is the Technology Section whose main tasks is to provide consultancy services to industry. The DIU consists of the Information and Documentation sections. Each section consists of 3 offices, and the structure of the Department is thus shown in Fig. 1.
5. Achievements After the establishment and successful operation of DIU the aim has been to improve and gradually expand the Unit while promoting, assisting and providing guidelines for the creation of an infrastructure to support the operation of the National Information Network for Industry. Considerable steps have already been taken in this direction. 5.1. International relations and activities The Documentation and Information Unit is the national member of: l The International Federation for Documentation (FID) and actively participates in the work of committees such as FID/ET, FID/PD, FID/II, FID/SD etc. l The International Patents Documentation Centre (INPADOC), represented in Greece l by DIU. European Management Documentation Centre (EMDOC). Thousands of abstracts of
articles from the best periodicals in the world are provided to us free of charge. Furthermore the Documentation and Information Unit: is represented at the Board of International Translations Centre (ITC), collaborates with various UN organizations : UNIDO, UNCTAD, UNDP, UNEP, ILO, WIPO, UNESCO, and FAO, all of which actively support its work. It should be noted that UNIDO has already offered technical assistance to DIU; is at a preliminary stage of cooperation with EURONET ; has created links with dozens of specialized Institutes and Organizations in eastern and western countries ; participates actively in international committees, conferences, etc. 5.2 Training programme for Liaison Ojicers and Users In its effort to create the appropriate infrastructure for developing the National Information Network for Industry DIU has carried out a training programme for users and for Liaison Officers, i.e. those who will become the links between DIU and their organizations where they will help develop a documentation office to meet information needs. With this in view, DIU has trained staff members of organizations such as: l The General Directorate of Regional Development, Ministry of Coordination: personnel of regional offices. l The Greece-EEC Relations Service, Ministry of Agriculture. l The Piraeus Chamber of Commerce and Industry. l The Commodities Exchange of Piraeus. l The Public Oil Corporation.
The Documentation l
and Information
The Directorate of Industrial Property, Ministry of Commerce particularly in the use of the international patents classification system) and other organisations.
At the same time DIU organizes training seminars, lasting one week, for users in the Athens area as well as in the region, in order to give them an understanding of the concept and importance of information and to present the kind of services provided by DIU. This programme, which is subsidized by the European Social Fund is carried out by DIU’s staff who lecture on the subjects and discuss with the participants about the problems they are facing. So far such seminars have taken place in Athens, Thessaloniki, Larisa, Orestias, Xanthi and Kavala. Finally, special emphasis has been given to the training of personnel who will staff TICS. It is envisaged that finally one TIC will be established in each of the industrial areas of Greece, each covering the information needs of the specific industrial area. 5.3 Conferences, lectures, etc. The Documentation and Information
Unit has invited specialists who have given lectures on documentation and particularly on patents. Lectures have been given by amongst others: Professor H. Arntz, President of FID, on the l aims and work of the Federation. 0 Mr Felix Sviridov, Deputy Director General, World Industrial Property Organization (WIPO), on the role of patents in the transfer of technology. Mr Gustav Rubitschka, Secretary General, IN0 PADOC, on the possibilities of using effectively the information contained in patents. 0 Mr K. Klint@e, UNIDO expert, on the work of DTO, and the information network for Industry. experts also had the opportunity to inform senior officials in Public Administration, organizations, etc. and to exchange views with them as well as with executives of various firms, contributing thus to a better understanding of documentation matters and promoting documentation and information. Those
The Documentation and Information Unit has moreover organized in Athens the annual meeting of: (a) FID/ET Committee (3-5.5. 1978). (b) Managing Board of TIC (1 l-12.5. 1978). (c) FID/C3 Committee (3-7.11. 1980). and the FID/PD
meeting (26-27.11. 1981).
In this respect the DIU has undertaken the responsibility of forming a National Committee for UDC revision.
Unit of the GPC
79
During this period lectures, followed by discussions, have been given in Thessaloniki, Kavala, Xanthi, Patra, Alexandroupolis, Larisa, Komotini, Syros and Heraklion, and interested parties are continuously informed on the aims and work of DIU. Similar lectures are shortly to be given in more provincial towns. in cooperation with the Directorate of Regional Development of the Ministry of Co-ordination. 5.4. Demandfor and supply of information (a statistical analysis of data) Since the beginning of DIU’s operation the Unit has received 21545 inquiries from 16 168 users. About 99% of the inquiries have been answered; of these more than 70% have been submitted after extensive discussion with the user, as a result of the DIU’s policy of indirectly training use& on how to word their inquiries. With regard to subjects, 15% of the inquiries refer to organisation, management and business administration, 457; to technology, 25% to economy, trade and finance, and 15% to agriculture, environment and education. Most of the technological inquiries refer to subjects of chemical engineering (38%) mining engineering and metallurgy (159/,), production engineering (14”J, mechanical engineering (11%) etc.
6. Evaluation The efficiency of these activities could be determined either directly, i.e. by calculating measurable values or indirectly, for example by studying user opinions through interviews or questionnaires including questions about the urgency of information, suitability, usefulness of the information provided, etc. Since the calculation of specific values is very difficult indeed, use is being made at present of the indirect methods described above (though in an ad-hoc way and not yet on a systematic basis), until what suits the particular environment becomes clear. Regarding the information material received and used by the Unit, the following criteria in particular underlie the approach adopted : 0 the completeness of sources on which the information is based ; 0 the stock selectivity ; 0 the accurate selection of those information sources which best meet the users’ needs ; 0 the precise orientation of information transferred to a corresponding user; 0 the freshness of information supplied ; the reliability of the selected information 0 sources, etc.
80
D. Spentzas
It is within this framework that the Unit’s information services and users’ requirement systems have so far been adopted as far as possible this being the cornerstone of its strategic long-term planning. Any effective information system must maintain close contact with users. It must adapt its output to the needs of its users and it must learn whether its output is adequate to the users’ requirements. Further, an effective information system should draw users’ attention to information that may be of special importance, that is, it should not be merely a responsive but an active system. In order to activate a selective dissemination service, the necessary material has already been prepared for publishing a weekly newsletter as well as monthly abstracts bulletin covering specific areas of interest to Greek users.
of users, who do not realize mation needs can be met.
Education and subject to time has to play the lifelong process need to: (a)
(d)
For the future, the following orientations envisaged : l Quicker response to enquiries. l Wider subject coverage. . More creativity in problem solving.
(e) can
their infor-
Nowadays. with fundamental changes in all fields of human activity occurring so quickly, information. education and training are basic instruments for the transfer of knowledge and the development of human skills.
(b) (c)
7. Future Orientations
that
training are - to a certain extent and size limitations while information predominant role in what is called ‘the of learning’. This implies that there is a
Continuously study and model the communication pattern. Identify the prime movers. Conduct a survey of manufacturing industry in order to identify their future information needs. Establish information sub-systems in order to meet peripheral and occasional needs. Monitor the Centre’s own performance and feed back its accumulated practical experience.
be
Plans for the near future also aim to convince management both of the importance l of efficient information provision and of the need to appoint well-trained personnel to operate library and information services within their own organisations. in issuing a 0 cooperate with other organisations new Union catalogue, and finally investigate means by which users should be 0 informed about the existence of relevant information services and be encouraged to express their real information needs, since information services are still a novelty to the great majority
In conclusion it can be said that a Documentation and Information Centre has been successfully created, which instead of being closed, monopolistic and static is dynamic, flexible, open to all, helpful to all, democratic in its function and internal relations and specifically designed to meet the requirements of the Cirzsk environment. With the establishment of the Documentation and Information Unit - a service which has adapted foreign experience to Greek reality in the best possible way -and the implementation of what is now planned - and especially the linking of DIU with EURONET - Greece has in its hand the means to meet the increased needs that full membership to the EEC has created : valid scientific information promptly supplied. leading to the improved productivity and competitiveness of the Greek economy.
pp. 75-80, 1982
0172-21901’82/020075-06 sO3.00/0 Pergamon International Information Corp. Q 1982 CEC!WIPO
The Documentation and Information Unit of the Greek Productivity Centre (GPC) D. Spentzas, Head, Documentation and Technology Department, Athens, Greece nated programme, but also that a programme for dynamic transfer of technological information into industry would be arranged.
Summary This paper deals with the policy adopted for the development of the GPCs Documentation and Information Unit (DIU), the unit’s first five years’ experience, and its future orientations and planning.
After analysing the situation the Greek Productivity Centre set up the Documentation and Information Unit on September 13, 1976. The whole effort originally rested on the following concept: the GPC is a scientific, non-profit-making research organization-a legal entity of private law-supervised and subsidized by the Ministry of Coordination, and since 1954 it had competently led the effort to increase productivity in Greece. However, increasing the productivity of any factor of production requires functional improvements in, at least, three areas : organizational, technological and economic.
1. Purpose The reason for establishing the Documentation and Information Unit (DIU) of the Greek Productivity Centre (GPC), which started operating in midSeptember 1976, was to contribute to the intensified efforts of the Greek nation to raise progressively the level of efficiency and productivity of the Greek economy by collecting, analysing, classifying, synthesizing and distributing information on : (a) organization, management and business administration, (b) finance and applied economics (c) technology, in the sense of applying scientific and technical knowledge to any economic, administrative or other relevant activity.
Because of its functional structure and mission, GPC was regarded as the most proper agent for implementing and developing a flexible and effective Documentation and Information Service which would provide information on these areas, as a means of increasing productivity. 2.2. As to the policy for developing the DIU, account was taken of the expected growth rate, and developments in the various sectors of the economy as well as the existing information infrastructure in Greece, several alternatives were examined and finally the implications of the following policies were considered : (a) developing either a centralized information system or an interconnected network system of relatively independent and self-coordinated services and (b) the extent to which such a system could be selfsufficient or internationally interdependent.
2. Historical Background 2.1. The Managing Board of the Greek Productivity Centre (GPC) which took over soon after the political change of 1974 realized immediately the importance of documentation to the country’s economic development. To this end, it entrusted to the Research and Studies Department of the Centre the examination of the possibilities that would allow GPC to develop documentation in Greece with a view to the country’s accession to the EEC.
It is well known that centralized systems can provide large amounts of information of different types from a single source and have ease of interconnection with other national systems. But they have at the same time serious disadvantages such as the need to maintain enormous information banks or to invest a large amount of money in a system which might very quickly become obsolescent, and which is rigid, and therefore difficult to modify to meet new technology or new needs of users.
Law No. 706 of September 21, 1977 provided the framework for policies in this area, and the negotiations on entry to the EEC underlined the importance of establishing, as soon as possible, major professional operations to ensure that not only would scientific and technical information and documentation be made available and accessible in a coordi-
Interconnected 75
information
systems, on the other
76
D. Spentzas
hand, can easily shift inappropriate queries from one to another, so that specialized user requirements can be easily met: Avoidance of unnecessary duplication of stock and processing makes such cooperation inevitable. A network based on this consideration would aim at establishing and/or developing of a Pleiad of Documentation and Information Centres together with related institutions and libraries in Greece. At the same time there was great awareness of the necessity to establish and secure international links with information sources. Scientific and technological information is universal and no nation can therefore be truly self-sufficient. Each needs an internal system so as to take advantage ofthe world’s scientific output and to obtain and use information of strictly national importance. Sharing the world’s scientific and technical knowledge is in the interest of, and welcomed by every nation. Our policy based on these beliefs consequently ensures that institutional arrangements for the flow of scientific, technological, economic and social information are compatible with a spirit of mutual respect and friendly cooperation. 2.3 In order to plan the organization and function of the DIU on a sound basis. ASLIB were called in as advisors and in collaboration with them the following method was adopted: (a) Study of the real information needs of the Greek economy : 1. A survey was conducted of nearly 150 industrial and handicraft units. public services, organizations and institutions - potential users of the DIU. 2. The topic Libraries was studied by visiting and establishing links with a number of them, with a view to proceeding to bibliometrical analysis, mutual exchange of bibliographical data and establishment of other types of collaboration and coordinated action. (b) Comparative study, i.e. study of similar organizations abroad. (c) Study of alternative organizational structures and implementation of the best possible solution based on the particular characteristics of the Greek environment. (d) Training of DIU personnel abroad and invitation of foreign specialists to give ‘on the job training’. (e) Experimental operation of the Unit with the assistance of ASLIB’s back-up service. (f) Inauguration of the DIU : September 13, 1976.
3. Provision of Services-Function 3.1. DIU provides information on matters related to organization, management, business administration,
applied economics, finance and technology. and more specifically on : Production : (primary, secondary, tertiary) - Technology and equipment required for manufacturing a product, supplies of necessary machinery and raw material, production control, etc. Products : Specifications. quality control, stock control, raw material and product control, etc. Finance : Granting of loans, subsidies. etc. Marketing: Market conditions and characteristics, e.g. production, imports and exports, prices, know-how, new markets. competition, etc. Management : Management methods and techniques, problems relating to organization and structure, etc. Research and development : Available technology, patents, studies, reports. recent developments in specific fields, etc. 3.2. The documentation Unit collects information from both domestic and foreign sources (Ministries, Organisations, Associations, Specialized Institutes, etc.) The work proceeds as follows: 1. Collection of information. 2. Data analysis. 3. Evaluation of various information items. 4. Classification. 5. Presentation of information in a convenientlyused-form-abstracting of articles, books. reports. etc. being the main activity in this respect. 6. Synthesizing. grouping and comparative processing of abstracts. 7. Storing of information. 8. Supply of information through two channels: (a) Answers to enquiries. (b) Publications regularly sent to individuals and agencies. Answers to enquiries are provided orally or by letter in the form of: (a) bibliographical data. i.e. catalogues with titles of books. articles, reports, studies, abstracts, etc., (b) reports in which the specific subject is analysed in depth and-on the basis of data collected-possible further action is suggested. Close collaboration with the user is often required in obtaining supplementary information. examining a problem on the spot or undertaking a special survey. 3.3. Apart from answering enquiries. the DIU is developing the National Information Network for Industry. Today, it is considered necessary for every nation to formulate a national policy with regard to the development of a national network of scientific and technological information. Within the framework of such a national network.
The Documentation
and Information
information flow should be organised at two levels/targets : (a) Improvement and development of the national infrastructure in science, research, education and administration. of the accumulated technologi(b) Transformation cal knowledge into practical use and progress, i.e. improvement and innovation of products, operations, methods etc. in industrial production. management, marketing etc. The second target can be successfully met through the development of the National Information Network specifically for Industry. Industrial progress can best be achieved by a balanced policy within which enterprises are: 0 stimulated in their operations by favourable physical, economic and legal conditions and supporting services : a stimulated to increase their individual competence in identifying marked opportunities and assisted in acquiring and converting such information into practical improvements and innovations. This network - which will constitute a part of the National Network of Scientific and Technological Information - properly suited to local firms’ conditions, ensures the transfer and effective utilization of the appropriate technological information* by industrial and medium sized firms. and results in improved productivity and international competitiveness. The network as far as supply of information is concerned. consists of the following: and Information Unit. (4 The documentation which is the hub of the Network. (b) The Technological Information Centres. i.e. the regional offices of the Network (TICS). and Documentation Bureaux (cl The Information in large organisations. institutes and enterprises. The information Network for Industry will constitute the mode1 for the development of other Specialized Information Centres and sub-systems of the National Network. The DIU’s efforts to develop the Information Network for Industry were speeded up considerably through the technical assistance received from UNIDO which recognized the successful operation of the Unit. With the help gramme/project
of a UNIDO expert a special was planned which included :
pro-
*Tahw/oyic~u/ Iufirmtrriwl k knowledge of any kind. in any form. technical, commercial. social. legal, industrial information. standards, patents, etc. which will by its application lead to progress in the form of improvement and innovation.
Unit of the GPC
77
(a) Further
development of DIU, by strengthening and extending its operations so that it could more successfully meet the increased demand made upon it. The establishment of Technological Infor(b) mation Centres in different regions of Greece. which in collaboration with DIU. will try to meet the needs of users in the particular region. (12 TICS are expected to be set up within 3 yr. i.e. 4 TICS per yr.) (cl The training of users in the Athens area as well as in the regions. (d) The training of personnel from various services in Athens and in the regions to act as Liaison Officers. (e) The training of new DIUs staff-members on the job as well as abroad. The training programme in particular has been subsidised by the European
tc, d. e. above) Social Fund.
3.4. Special emphasis has been given by DIU to patent documentation. The patent Documentation System of DIU was established in October 1976 when DIU joined INPADOC (International Patent Documentation Centre). Using INPADOC’s microform services which are available to any interested Greek user through DIU information can be provided regarding the following : (a) Patents registered in 49 countries during the last 9 yr relating to any specific subject of interest to the user. Apart from bibliographical data on these patents (country. application numbers, priority. titles etc.). an abstract together with the basic drawing of the patent can also be provided by DIU in most cases. (b) New patents registered in the 49 countries with respect to a specific subject with only one week’s delay from their arrival at INPADOC. (c) Patents registered by a specific firm or inventor in the 49 countries during the last 9yr. (d) The countries in which a specific patent has been registered on the basis of the patent’s priority. (4 The new countries where a specific patent has been registered. This is a form of continuous monitoring regarding the patent. (fl The stage reached by any specific patent. Another form of continuous monitoring regarding the patent. if (g) English. French and German translations. available. of patents from countries in Eastern Europe. the Middle and Far East through the services of the International Translation Centre and through INPADOC’s Patent Family Service. relating to patents in various (i) Legislation countries. 0) Photocopies of the full text and drawings of a patent, through INPADOC.
78
D. Spentzas
Documentat!on and technology Department
Technology sectton
Documentation SectIOn
Library
-
$1
I
I
I
Translotlons
Commercial u7formatlon
*I
*
ProductIon
Applications
management
microelectronics
of
*]
Fig. 1.
This information is stored and classified on microfilm and microfiches and the Unit has equipment for reading and reproducing both.
4. Structure The Documentation and Information Unit is a part of the Documentation ArIdTechnology Department as is the Technology Section whose main tasks is to provide consultancy services to industry. The DIU consists of the Information and Documentation sections. Each section consists of 3 offices, and the structure of the Department is thus shown in Fig. 1.
5. Achievements After the establishment and successful operation of DIU the aim has been to improve and gradually expand the Unit while promoting, assisting and providing guidelines for the creation of an infrastructure to support the operation of the National Information Network for Industry. Considerable steps have already been taken in this direction. 5.1. International relations and activities The Documentation and Information Unit is the national member of: l The International Federation for Documentation (FID) and actively participates in the work of committees such as FID/ET, FID/PD, FID/II, FID/SD etc. l The International Patents Documentation Centre (INPADOC), represented in Greece l by DIU. European Management Documentation Centre (EMDOC). Thousands of abstracts of
articles from the best periodicals in the world are provided to us free of charge. Furthermore the Documentation and Information Unit: is represented at the Board of International Translations Centre (ITC), collaborates with various UN organizations : UNIDO, UNCTAD, UNDP, UNEP, ILO, WIPO, UNESCO, and FAO, all of which actively support its work. It should be noted that UNIDO has already offered technical assistance to DIU; is at a preliminary stage of cooperation with EURONET ; has created links with dozens of specialized Institutes and Organizations in eastern and western countries ; participates actively in international committees, conferences, etc. 5.2 Training programme for Liaison Ojicers and Users In its effort to create the appropriate infrastructure for developing the National Information Network for Industry DIU has carried out a training programme for users and for Liaison Officers, i.e. those who will become the links between DIU and their organizations where they will help develop a documentation office to meet information needs. With this in view, DIU has trained staff members of organizations such as: l The General Directorate of Regional Development, Ministry of Coordination: personnel of regional offices. l The Greece-EEC Relations Service, Ministry of Agriculture. l The Piraeus Chamber of Commerce and Industry. l The Commodities Exchange of Piraeus. l The Public Oil Corporation.
The Documentation l
and Information
The Directorate of Industrial Property, Ministry of Commerce particularly in the use of the international patents classification system) and other organisations.
At the same time DIU organizes training seminars, lasting one week, for users in the Athens area as well as in the region, in order to give them an understanding of the concept and importance of information and to present the kind of services provided by DIU. This programme, which is subsidized by the European Social Fund is carried out by DIU’s staff who lecture on the subjects and discuss with the participants about the problems they are facing. So far such seminars have taken place in Athens, Thessaloniki, Larisa, Orestias, Xanthi and Kavala. Finally, special emphasis has been given to the training of personnel who will staff TICS. It is envisaged that finally one TIC will be established in each of the industrial areas of Greece, each covering the information needs of the specific industrial area. 5.3 Conferences, lectures, etc. The Documentation and Information
Unit has invited specialists who have given lectures on documentation and particularly on patents. Lectures have been given by amongst others: Professor H. Arntz, President of FID, on the l aims and work of the Federation. 0 Mr Felix Sviridov, Deputy Director General, World Industrial Property Organization (WIPO), on the role of patents in the transfer of technology. Mr Gustav Rubitschka, Secretary General, IN0 PADOC, on the possibilities of using effectively the information contained in patents. 0 Mr K. Klint@e, UNIDO expert, on the work of DTO, and the information network for Industry. experts also had the opportunity to inform senior officials in Public Administration, organizations, etc. and to exchange views with them as well as with executives of various firms, contributing thus to a better understanding of documentation matters and promoting documentation and information. Those
The Documentation and Information Unit has moreover organized in Athens the annual meeting of: (a) FID/ET Committee (3-5.5. 1978). (b) Managing Board of TIC (1 l-12.5. 1978). (c) FID/C3 Committee (3-7.11. 1980). and the FID/PD
meeting (26-27.11. 1981).
In this respect the DIU has undertaken the responsibility of forming a National Committee for UDC revision.
Unit of the GPC
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During this period lectures, followed by discussions, have been given in Thessaloniki, Kavala, Xanthi, Patra, Alexandroupolis, Larisa, Komotini, Syros and Heraklion, and interested parties are continuously informed on the aims and work of DIU. Similar lectures are shortly to be given in more provincial towns. in cooperation with the Directorate of Regional Development of the Ministry of Co-ordination. 5.4. Demandfor and supply of information (a statistical analysis of data) Since the beginning of DIU’s operation the Unit has received 21545 inquiries from 16 168 users. About 99% of the inquiries have been answered; of these more than 70% have been submitted after extensive discussion with the user, as a result of the DIU’s policy of indirectly training use& on how to word their inquiries. With regard to subjects, 15% of the inquiries refer to organisation, management and business administration, 457; to technology, 25% to economy, trade and finance, and 15% to agriculture, environment and education. Most of the technological inquiries refer to subjects of chemical engineering (38%) mining engineering and metallurgy (159/,), production engineering (14”J, mechanical engineering (11%) etc.
6. Evaluation The efficiency of these activities could be determined either directly, i.e. by calculating measurable values or indirectly, for example by studying user opinions through interviews or questionnaires including questions about the urgency of information, suitability, usefulness of the information provided, etc. Since the calculation of specific values is very difficult indeed, use is being made at present of the indirect methods described above (though in an ad-hoc way and not yet on a systematic basis), until what suits the particular environment becomes clear. Regarding the information material received and used by the Unit, the following criteria in particular underlie the approach adopted : 0 the completeness of sources on which the information is based ; 0 the stock selectivity ; 0 the accurate selection of those information sources which best meet the users’ needs ; 0 the precise orientation of information transferred to a corresponding user; 0 the freshness of information supplied ; the reliability of the selected information 0 sources, etc.
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D. Spentzas
It is within this framework that the Unit’s information services and users’ requirement systems have so far been adopted as far as possible this being the cornerstone of its strategic long-term planning. Any effective information system must maintain close contact with users. It must adapt its output to the needs of its users and it must learn whether its output is adequate to the users’ requirements. Further, an effective information system should draw users’ attention to information that may be of special importance, that is, it should not be merely a responsive but an active system. In order to activate a selective dissemination service, the necessary material has already been prepared for publishing a weekly newsletter as well as monthly abstracts bulletin covering specific areas of interest to Greek users.
of users, who do not realize mation needs can be met.
Education and subject to time has to play the lifelong process need to: (a)
(d)
For the future, the following orientations envisaged : l Quicker response to enquiries. l Wider subject coverage. . More creativity in problem solving.
(e) can
their infor-
Nowadays. with fundamental changes in all fields of human activity occurring so quickly, information. education and training are basic instruments for the transfer of knowledge and the development of human skills.
(b) (c)
7. Future Orientations
that
training are - to a certain extent and size limitations while information predominant role in what is called ‘the of learning’. This implies that there is a
Continuously study and model the communication pattern. Identify the prime movers. Conduct a survey of manufacturing industry in order to identify their future information needs. Establish information sub-systems in order to meet peripheral and occasional needs. Monitor the Centre’s own performance and feed back its accumulated practical experience.
be
Plans for the near future also aim to convince management both of the importance l of efficient information provision and of the need to appoint well-trained personnel to operate library and information services within their own organisations. in issuing a 0 cooperate with other organisations new Union catalogue, and finally investigate means by which users should be 0 informed about the existence of relevant information services and be encouraged to express their real information needs, since information services are still a novelty to the great majority
In conclusion it can be said that a Documentation and Information Centre has been successfully created, which instead of being closed, monopolistic and static is dynamic, flexible, open to all, helpful to all, democratic in its function and internal relations and specifically designed to meet the requirements of the Cirzsk environment. With the establishment of the Documentation and Information Unit - a service which has adapted foreign experience to Greek reality in the best possible way -and the implementation of what is now planned - and especially the linking of DIU with EURONET - Greece has in its hand the means to meet the increased needs that full membership to the EEC has created : valid scientific information promptly supplied. leading to the improved productivity and competitiveness of the Greek economy.