1. The ETD System of CERIST: A New Chain In Need of Digital Archiving Module

As impact of this decree, an ETD chain is setting. Thus until the 13^th of march 2003, a collection of 1463 electronic media is constituted. This quantity can be detailed as following:

• 1269 floppy disks
• 194 CDROMs

So 87 % of media are floppy disks and 13% are CDROMs.

The Analysis of statistics of theses submitted between October 2001 and march 2003 shows that in average 54 theses are submitted monthly i.e. 54 digital media at least.

Right now there are no statistics of such a distribution by “disciplines“, but according the inventory register, we can establish the following “linguistic“ distribution:

• Arabic theses are dominating with 1161 Floppy disks and 97 CDROMs.
• French theses with 108 floppy disks and 97 CDROMs.

1.1 Acquisition of ETDs

The acquisition of ETDs is mainly based on the “legal“ deposit procedure being recommended by the High Education Ministry Decree. The electronic version of the Thesis is submitted to the library of CERIST by two different ways:

1. The Student himself.
2. One of The CERIST representations distributed among the Algerian territory. Thanks to these regional and local representations of CERIST, students from universities situated far from Algiers (capital of Algeria, where the CERIST‘s Library is located) have possibilities to do the deposit of their theses without necessity to move to Algiers.

But we have to mention that up to now the first mode is still dominating as an acquisition source of ETDs. Of course most important number of universities and high academic institutions are concentrated in and around Algiers.

As a first step, a thesis is submitted to the librarian both in electronic and print versions. Student is then invited to fill out one input datasheet (printed datasheet) respecting the UNIMARC format. This datasheet is then put into limps (these datasheets must be checked by the librarian in a next step). 3“1/4 floppy disks and CD-ROMs are the digital media given by students. Some theses are contained only in one floppy disk other take more than one disk (but never more than one CDROM).

1.2 Control and Inventory

As a second step it‘s question to check the integrity of the electronic media. The Librarian must see if the floppy disk is running well and if is empty of viruses. Also he must check if all what‘s is contained in a printed version is contained on the given electronic copy. Then the thesis title is reported into an inventory registry following a chronological order.

1.3 Codification

After stamping both the electronic and the printed copies, a shelf code is assigned and reported in the cover of the print copy and in the label of the digital media. For Example the thesis coded: “THA.3.905“ where:

• “TH“ for thesis.
• “A“ for thesis written in Arabic.
• “3“ for thesis in the field of Human and Social Sciences.
• “905“ to indicate a sequential number in the collection.

1.4 Bibliographic Recording

At this step librarians check the datasheet filled out by the student and complete it according Unimarc rules. The input is then done into a Database called “Depot“ using a “SYNGEB“ software (developed in the CERIST). Indexing of theses is an operation done by a subcontracting at the FNT service (National Repository o Theses). Currently these bibliographic operations are done into two separated stations one for records in Latin languages theses and other for records related to Arabic theses.

Periodically a set of these bibliographic records is exported to another CERIST Database: the BDRC (Current Researches Database) in order to update the information about theses being defended.

1.5 Files conversion and Storage

Students are usually using MS Word tool and adopt DOC as edition format of their theses. But the CERIST library decides to adopt the PDF Format. So there is necessity to convert the deposited files into PDF. This is being a mechanical operation using Adobe Acrobat 4.0. But it often takes a time to do because one thesis is rarely given in one unique file. So librarian must do a conversion of each file separately then merge them in one unique file. PDF Files are then uploaded and saved in two different folders: the “ARN-A“ for files in Arabic and the “ARN-F“ for files in French (and Latin languages). These folders are currently saved in two separated machines: folder ARN-A is saved into a machine containing the Arabic “Depot“ Database and ARN-F is saved into a machine where is built the French “Depot“ database. Original floppy disks and CDROMs given by students are finally kept into boxes and cupboards.

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