Creating a resource
1. Log in as administrator.
2. Go to Administration, then to the Resource Module (Fig. 1).
3. Click on “Management of resources” (Fig. 1).
4. On the new page, click on the link ■ Add a resource at the top of the page.
5. Fill in the required fields marked with an asterisk, and add the resource or URL.
a. Title. By convention, use only necessary capitalization regardless of language, i.e., for proper nouns, names of places, etc.
b. Author.
i. By convention, write the first name initial in capital followed by a point and the last name in full, e.g., François Dunant > F. Dunant.
ii. Separate multiple authors by commas.
iii. If the author is an organization and its name is not too long, write the name in full; if the name is too long, or the organization is better known by its acronym, write the acronym in capitals (with the full name in the “notes” section, if necessary) in the resource’s language, e.g., World Bank or Banco Mundial, CEPES, UNDP.
iv. When the author is the ILO, the following conventions exist in order to ensure uniformity and facilitate searches:
| For: | Write: |
| STEP Programme | ILO-STEP BIT-STEP OIT-STEP |
| SEC/SOC | ILO, Social Security Department BIT, Département de la sécurité sociale OIT, Departamento de Seguridad Social |
| Sub-Regional Office in | ILO-STEP SRO for |
| or | ILO SRO for |
c. Year. Four digits.
d. Add the resource.
i. Via the “browse” function. Wherever the resource is taken from, the system saves it elsewhere (large database) as if it made a copy. It is therefore not necessary to save all resources under I:\STEP\Platform\aGIMI\CONTENUS\…
ii. Via the URL if the file is not available or you are only permitted to add a link.
Important: For resources that are not ILO property, it is necessary to ask the proprietor for permission before publishing them on either platform – GIMI, GESS, AMIN or ACYM. Sometimes it is not enough that the author agrees that the document is uploaded, as the rights may not belong to the author, but to the institution or organization that published the document.
An example of an email requesting permission to upload a document may be found in Appendix 1 (page 10). Be sure to adapt the message.
e. Add the cover image (see Appendix 2) at this point so that it is displayed immediately. If you add it later while editing the resource, it is displayed with a delay of several hours or days.
6. Click on Submit at the bottom of the page. The system automatically assigns an id number to the added resource.
7. Go back to the administrator interface (resource section) to fill in the remaining fields. First, find the resource using the “find” function: Press Ctrl+F, write some of the title words and press Enter. Then click on “Edit” (Fig. 2 and 3).
8. Fill in the optional fields. The fields are optional for users, but administrators must fill in all fields for which they have data.
a. Add the cover image. For data size reasons, the image must be a file with a size of 95X132 pixels. This corresponds to an A4 page. See Appendix 2 (page 11) for details.
b. The Rank field. This is where users can evaluate resources by assigning stars (1-5 stars) to them. In administrator mode this field does not have to be filled in and is not active.
c. The Size kb field is filled in automatically. The size limit for a normal document (PDF, Word, PowerPoint, Excel, etc.) is 1 MB in order to provide quick download.
Important: Do everything you can to reduce file size: convert to PDF with the lowest possible resolution (150 dpi if possible), reduce the size of photos, etc. Add a link rather than a file whenever you can.
d. The ISBN and ISSN fields must correspond to the numbers given in some publications, written on the copyright page. It is increasingly common to have two ISBN: one for the printed publication and one for the electronic version (PDF). Both should be noted on the administrator form.
e. The Editor and Published by fields are not always easy to fill in and this information is not always necessary, especially when it is clear who the author is. For any questions, ask Ivón or Vicky. For official Social Security Department publications, refer to the document Guidelines for SECSOC Publications (PDF available in the GESS library and, for administrators, as a wiki accessible from the administrator homepage).
f. The URL Order field is useful for resources for sale that are not free to download, and where a URL exists to which users can be directed if they wish to buy the resource (e.g., books published by SECSOC).
g. Themes. Get to know the GESS and GIMI themes in order to be able to categorize a resource correctly.
h. Keywords. Be sure to choose good keywords. It is better to provide few that are representative than many that are vague or do not correspond well to the resource’s main topics. Often, it is enough to read the title, table of contents, introduction and perhaps the conclusions in order to find keywords. See the trilingual wordlist in Appendix 3 (page 14; subject to change).
i. The field Select the pages on which the news will be displayed is not active on GESS or GIMI, but is relevant for ACYM, AMIN and the Coordination Network (Concertation) sites.
j. Language. One language per resource, i.e., one file per resource. If several versions exist of the same document, languages are managed using the language management form (see the point “o” below).
k. In addition to the required fields, the “Published”, “Copyright” and “Activated” boxes must be selected for a resource to be displayed in the library.
i. Select the Activated box if the resource has been approved or recommended by a specialist (STEP field staff, Valérie, Christian, SECSOC staff, etc.) or if you consider the resource as concerning the GESS or GIMI themes.
Important: Apart from the content’s relevance, make sure that resources do not contain anything that goes against ILO values. If in doubt, ask Valérie, Vicky or Ivón.
ii. Select the Copyright box if there is no problem with permission to upload the resource.
iii. Select the Published box if the two previous boxes could be selected and the whole form has been controlled. The person in charge of the library (Ivón) must activate added resources and select this box if everything is in order. The responsible person should therefore be notified by email (with the resource’s title and id number) about any added resources to be “published” in the GIMI/GESS library.
Important: This box is different from the “Public” box on the form for adding resources from workspaces, which should only be selected if the workspace is public.
l. The Related info field may contain very little text, and serves mainly to add links to additional information about the resource, either on other websites or in other documents. For instance, for the Coordination Network newsletter, a link might be added to the Coordination Network website.
On the administrator form, HTML code must be used to add a link. An HTML editor has recently been added to make it easier to enter text. When adding an external link, it is important to include the tag that opens the link in a new window, so the users do not leave GESS or GIMI. This principle is the same for any external link on the platforms.
To do this, add the URL in question with the tag target=”blank”, by first clicking on “Source” and then inserting the tag manually, like this:
m. The Note field is for adding additional information about resources if there is any. In the field you can enter text of the same length as a summary (approximately 3000 characters, including HTML tags), other links, a contact person’s email address, etc.
n. Following this there are four Summary fields, one for each of the platform’s languages, plus one for a language that can be chosen from the drop-down menu above the field.
The principle is to write the summary in the language of the resource, i.e., one summary per file, but there are special cases, e.g., if a document exists in only one language, but is so important that it is judged that users should at least have access to the summary in their language. In these cases a summary is added for one or more languages in the same file.
Summary texts require some HTML code. In general, you can write letters with accents directly in the summary text box, and also copy and paste from Word, for instance, although the font and size may change. It is therefore better to first copy the text into Notepad and then to the text box. Check that it displays correctly and rewrite if necessary.
See Appendix 4 (page 17) for advice on writing summaries/abstracts.
o. Languages of one resource. Groups of resources serve to create an automatic link between different versions of the same resource.
For new resources or resources that exist in only one language, there will be two boxes like this at the bottom of the form:
In the left box, add the id number of the language group. Then, click “Add”.
To create a group, go back to the administration page of the Resources module (see Fig. 1) and click on ■ List of language groups for resources. You should see this page:
On this page you can do two different things: add groups and remove groups. Removing a group does not mean removing the resource. If you need to delete a group you have to make the necessary changes to the resources that belonged to it: assigning the right number to them or deleting it as the case may be.
i. Click on Add a group and give it a name. To be able to find groups easily, it is recommended to:
1. Give names that are short and make it easy to find the groups later on;
2. Give names that consist of: 1) the type of document, 2) the acronym of the organization and 3) additional useful information if necessary. For instance, websites are named according to the type of resource + colon + the acronym or name of the organization (Web: Microfinance Gateway);
3. Avoid putting resource titles in full, as this take up too much space and is not really practical.
ii. Click on “Add” and then go back to check the group’s id number. Enter this number on the administrator form for the resources in question, in the space indicated in Fig. 5, and click “Add”. For instance, when the group id 131 is entered for all the relevant resources, the corresponding administrator forms should look like this:
iii.
The results of a search should display links to the resource in the other available languages, like this: