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4th March 1988

International Organization Information / Research: 1988

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Prepared for Union of International Associations (Executive Council, 4th March 1988).
See also searchable PDF version (original titles, sub-headings, order and typography); also reports 1959-2006
Document also in segmented format in the Kairos indexed database

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Organization profiles / networks

Yearbook of International Organizations: Series composed of the following 3 volumes.

Organization descriptions and index (Volume 1): This volume was successfully completed on schedule for publication in July 1987. This was the second time that the publication was produced through the new computer system. Again, no use was made of the external service bureau on which the UIA was dependent for 14 years.

A number of innovations or improvements were made, partly to facilitate the integration at the computer level which the computer system makes possible:

(a) The number of organizations (and treaties) has been increased from 25,124 for 1986 to 27 ,145, (an increase of just over 8%). The number of organizations from Sections A through D in fact decreased from 5,018 to 4,546 for the reasons given below.

In preparing the 1987 /88 edition, a more ruthless approach was taken to organizations on which no new information has been recently obtained. Such bodies, because their addresses are "inactive" or out-of-date, bring the whole Yearbook into disrepute. Even if no confirmation of the inactivity of these bodies was obtained, they were transferred into the inactive section (Section H). This had as effect the significant reduction of the number of bodies in Section D, and created space for the inclusion of Section R, which had to be omitted from the previous edition.

There would appear to be a tendency for the number of "classical" organizations to stabilize (taking into account creations and cessations of activity), with the major increases observable in the Sections E, F and G.

(b) Entry quality: The quality of the entries on the existing organizations continues to be improved to the point where a significant number of organizations now take the trouble to congratulate the editors. It is, however, becoming increasingly difficult to maintain the balance between providing adequate information on an organization and the space constraints imposed by the printing and binding of the volume.

(c) Keywords in text: Work continues on identifying keywords in the text of entries which are extracted into the index and which are also used to identify organizations grouped by subject in Volume 3.

(d) Section modifications: The continuing problem of the limitation on the number of pages to 1600, supposedly because of difficulty in binding connected with the printing method used, has meant that the following sections were not printed in the 1987/88 Volume 1, although they were indexed:

G: Internationally-oriented national organizations
H: Inactive organizations
J: Unconfirmed new organizations
S: Conf ere nee series
T: Multilateral treaties
U: Unconfirmed organizations from the past

The name and address of bodies in Section G are however available from Volume 2, and from Volume 3.

In the continuing difficulty over the number of pages, the publisher has experimented for the 1987 /88 edition with a much thinner paper. This makes the volume appear thinner.

(e) Index: Minor changes have been made to the index to make it easier to use. Due to space constraints, some index items had to be left out of this edition.

(i) Introduction and appendices: These are now produced in-house partly by sending disks to a Brussels printer for final film production, partly using the UIA laser printer (especially for statistical tables). This has proved much more convenient for all concerned, permitting much greater control over the final output.

(j) Quality of proofs: A new format was adopted for the mailing this year. Whereas in former years there were at least four items for each organizations (a letter, a Yearbook questionnaire, a Yearbook proof [possibly of two of three pages], and a Calendar questionnaire), this year there were only two items:

a Yearbook proof, which included a brief introductory statement in either English or French and, at the end, questions for those Yearbook paragraphs for which we have no information, and requests for addresses and/or information for those bodies cited in the description for which we have no address or for which we have received no recent information (see Annex 1); and

a Calendar proof which included a brief introductory statement in both English and French, and details of future meetings listed in the Calendar, or, if there were no meetings listed in the Calendar, the "Events" paragraph from the Yearbook with a request to send information on future meetings, or, ir there were no "Events" paragraph, a request to send information on the organization's meetings (see Annex 2). Every page was marked with the organization's reference number (previously done by hand), and all pages were produced in-house on the UIA laser printer. taking information directly from the Yearbook and Calendar databases.

(k) "Mini-directory" proofs were produced for organizations whose structure or activities involve many other bodies, or who have many international bodies as members. A total of 184 such proofs were mailed in January 1988. The proofs consisted of a title page, index, description of the organization, and descriptions of all bodies cited in the "Structure", "Activities", or "Members" paragraphs. Bodies cited in the "IGO Relations" and "NGO Relations" paragraphs were listed in Appendices. Response, in terms of the quality and extent of information received, has been encouraging. It is hoped that this approach, ie offering concrete examples of the UIA's work, will stimulate interest for specialized mini-directories. (See Annex 3)

(l) Cross-reference numbers: In the 1987/88 edition a major innovation was made in connection with the citation of relationships between organizations (eg NGO Relations, IGO Relations, Membership). The reference number of the cross-referenced organization now appears after its name or abbreviation. This means that the crosi:-ref erenced entry can be consulted immediately, without the time-consuming delay of first finding the reference number in the index. Of equal importance, this innovation also means that the name cited reflects the most recent modifications, free from inaccuracies, because the cross-referenced name is only inserted in the text at the moment of going to press. This new approach also facilitates verification of the reciprocity of relationships between organizations, replacing the need for the citation index which was previously published in Volume 3.

(m) Page-numbering: Saur has indicated that future editions of all volumes will have page numbers added. This has not yet been implemented.

International Organization Participation (Volume 2): This publication was completed on schedule for publication in August 1987. For the second time, it was produced on the in-house computer using a specially commissioned set of programmes.

Introductory pages and appendices, including the extensive statistical tables, were produced, in-house with final films being produced at a Brussels printing company.

The main modification made was a reduction in the space between entries, thus allowing more information per page. This was necessary in order to fit an increased amount of information (123,234 members entries increased to 146,249 and 17,050 secretariat entries increased to 19,335) into the same number of pages as the previous edition.

Global Action Networks (Volume 3): This volume was completed on schedule for publication in December 1987.

Despite updating of last year's programmes and some difficulties encountered in amending last year's records to comply with editorial changes made this year. production ran considerably more smoothly than last year and a modus operandi for the new system was developed.

The main visible differences are as follows:

(a) Contents: The volume has been increased form 1,464 pages to 1,640 pages, in particular due to a fuller inclusion of cross-references in Section X (see below).

(b) Citations index. previously published as an Appendix, is omitted since citations are not listed in the organization's description in Volume I. The space thus gained allowed for a fuller inclusion of bodies in Sections X and Z.

(c) Material from the Encyclopedia of World Problems and Human Potential was included, as last year, and editorial effort was put into correcting the more obvious errors/mismatches caused by the problems inherent in a computer-produced indexing system.

(d) Matrix: Work continued on rationalising rows 7, 8, and 9 of the matrix. Value and Strategy polarities continue to be used as categories in rows 7 and 8. To improve transparency. all other row 7 and 8 headings have been grouped as W70 and W80 terms; organizations, problems, and strategies indexed under such headings therefore appear together rather than interspersed with strategy and value polarities. In line with the structural philosophy of the matrix, the third digit of the heading code reflects the overall headings of the matrix columns.

(e) Section X: This section was expanded in two ways: (i) items entered either from editorially "forced in" key terms or from keywords in the text of the Volume I description were included in all Sections (and not only in Section W as was previously the case); (ii) very long and very short X Section entries, instead of being eliminated, were included under one reference (eg "Industry, Production/Life" [X2810] was eliminated but its converse "Life/Industry, Production" [Xl028] was included, and appeared in the index under both headings. In previous years this was eliminated due to lack of space).

(f) Section Y: This section had truncated and, in some cases, erroneous entries in the previous edition due to production problems; these problems were overcome this year. In addition, organizations indexed only by geographical region and not by any other key term, previously not appearing in any section, are now listed in Section Y.

(g) Section Z: Several categories which had to be omitted last year for space reasons were included this year.

World problems / Strategic potential

Encyclopedia of World Problems and Human Potential: The first copies of this publication were delivered in June 1986.

Future edition: Although sales are considered suprisingly satisfactory by Saur, it has not yet been agreed that it is time to start work on the next edition covered by the contract. In addition, it appears that Saur will offer less financing in the form of editorial costs. This would force the UIA either to do a minimalistic update or to seek other sources of funds.

By-products / CD-ROM / Online

Guides to International Organization: Saur has indicated that. because of difficulties in selling the four volumes so far produced in this series, no further plans can be made at this time. The problem is largely a result of Saur's own policies requiring publications of a certain size ( 400-600 pages) to be sold at an unreasonably high price. with minimum marketing effort.

Mini-directories: The first of these was produced for UNESCO in January 1987 as a Directory of NGOs in Consultative Status with UNESCO. A further edition is currently being negotiated with UNESCO. Where possible such directories will be sub-sets of the Yearbook Volume 1. Modifications may however be made, as well as inclusions of information characteristic of the presentation in Volumes 2 and 3, as well as the Encyclopedia.

At the February 1987 meeting Saur examined a summary of 17 mini-directory possibilities provided by UIA. He would like to produce four this year if this can be done at the 10 DM/page rate (see paragraph 1.3.1 above). He has not yet informed UIA which ones are required, with the object of producing them after Volume 2.

Meetings scheduled / Conference organization / Associate Membership

International Congress Calendar (quarterly): The report on the editorial and publishing aspects of this publication will be made separately.

Production of the Calendar, prior to final typesetting, has now been completely transferred onto the new in-house computer system. This work is now much more thoroughly integrated at the computer level with that on the organizations organizing meetings.

A final phase, not yet completed, is the transfer of the computer files (previously maintained by the service bureau) for the period 1981 to 1984 onto the new system.

Associations review / journal

Transnational Associations / Associations transnationales (bimonthly)

[NB: Versions of the UIA periodical: La Vie Internationale, 1912-21; Bulletin des associations internationals, 1943-44; Bulletin mensuel, 1951-53; International Associations, 1954-76; Transnational Associations, 1977-2001]

Statutes / Legal status

International Association Statutes: Editorial work was completed on the first volume of this new series in January 1988, and the publication should soon be available. Due to the fact that the volume was already considerably delayed, and that the organizations concerned had already been asked to proof-read their own texts, final proof-reading was done only superficially. Considerable effort was given to standardizing the presentation of the documents.

The statutes of 393 organizations were included in this volume.

In order to demonstrate the legal context within which associations operate, several appendices were included, containing lesser known or forgotten documents and proposals dealing with the legal status of international associations. Also included are the texts of conventions in related areas (see Annex 4).

Collaborative projects / External relations

IERD Series: This 3-volume series is edited by the Institue of Cultural Affairs International and arises from a 1984/86 programme built around the International Exposition on Rural Development (New Delhi, 1984) and its follow-up. The UIA has provided advice on these publications, published by Saur. who tends to market them in association with UIA publications and especially the Encyclopedia. Although UIA derives no direct financial benefit from this series, it does provide a link to those primarily interested in development issues, especially through the JCA interest in drawing the attention of their contacts to the presence of ICA research results in the Encyclopedia. This material was included as a result of a number of editorial contracts concluded with ICA (Brussels) during production of the Encyclopedia.

Research / Statistics

Research publications: The main research papers in 1986/1987 are the following:

(a) Comprehension of appropriateness.

(b) Governance through metaphor.

Both are for the project on Economic Aspects of Human Development of the Regional and Global Studies Division of the UN University. They are currently in process of being revised for inclusion in a book emanating from that project.

Two earlier papers associated with earlier projects of the UN University are embroiled in the usual administrative delays associated with UNU procedures which are exacerbated by the current budgetary restrictions.

(c) Development through complexity using policy alternation. Final form of a paper for a book on Alternative Paradigms. Results from UIA participation in the Goals, Processes and Indicators of Development project of the UN University (1978-82).

(d) Review of frameworks for the representation of alternative conceptual orderings as determined by cultural and linguistic contexts. Paper prepared for the sub-project on coding and socio-cultural context of information of the project on Information Overload and Information Underuse of the (now non-existant) Global Learning Division of the UN University.

Further work in the course of 1988 is planned on metaphors in relation to the "future of development" (Theme of the World Futures Studies Federation, Conference, Beijing, 1988).

In connection with the publication of the first volume of the International Association Statutes Series the opportunity was taken to gather together relevant texts on the legal status of international associations, especially the texts of the 13 proposals for international conventions made since 1912. A comparative analysis of the provisions of these proposals was made in the form of an extensive table covering some 300 topics. This material appears as a 100 page series of appendices to the statutes volume.

Publishing / Marketing

Pattern of sales:

(a) Saur and UIA are in general pleased with the sale of the Yearbook series which is now established on a a 3-volume annual basis. Saur claims that sales of Volumes 2 and 3 have stabilized at an acceptable level to justify continuation. He was obliged to print an extra 400 7 copies to fulfil demand for the last edition of Volume 1 which exceeded their estimates. From the UIA point of view sales are definitely not as great could be desired, but Saur points out that these are extremely difficult times for libraries which in most cases have found their budgets severely cut.

(b) Neither Saur norUIA are pleased with the sales of the 4-volume series of Guides to International Organization. The reasons for the poor sales were noted earlier. This has little negative impact on the UIA, but certainly has not had a positive impact as was hoped.

(c) The sales pattern of the Encyclopedia is not yet clear and will presumably be dependent on the reviews which will be appearing in the coming months, as well as on further marketing efforts by UIA.

Contractual relationship with publisher (KG Saur): The contractual relationship has taken the following form:

• contract for the Yearbook series
• contract for the Encyclopedia
• contract for the Calendar
• letters of agreement covering the series of Guides to International Organization

These contracts stipulated monthly payments by Saur to cover editorial costs, minimum royalties (whatever the sales; payable on publication) and royalties arising from sales above the minimum (payable at the end of a budgetary cycle). This arrangement proved so complicated that it was agree to pay a fixed monthly amount covering all publications and then to balance the accounts at the end of each budgetary period.

The problem with this approach is that in Saur's view the fixed monthly amount gradually ceased to be perceived as a "prepayment" to cover editorial costs. The act of balancing the accounts at the end of a budgetary cycle resulted in 'OIA "owing" amounts to Saur. Negotiations focussed on the size of the monthly amount, irrespective of the production cycle.

Because of the claims by Saur that the library market was in a difficult state, it became possible for him to argue successfully for a reduction in the monthly amounta. The contractual situation is not particularly satisfactory but it is unclear that any more satisfactory formula could be found, whether with Saur, with another publisher, or if the UIA were to return to publishing its own books. Such possibilities should of course be explored to anticipate any future change in the fortunes of K G Saur Verlag within the new context.

The complexities of this situation have been clarified under a new contract, signed in June 1987, which covers all publications.

Marketing:

• Marketing (via Saur) As noted above, sales are reasonably satisfactory. It is however clear that Saur is unable to do more to market the UIA publications. The UIA titles are handled within the Saur marketing procedures and it is understandably difficult for Saur to make exceptions on a systematic basis. His company is not geared up to do what a smaller company might attempt (but with more limited resources). It would seem that UIA must continue to suffer the advantages and disadvantages of the Saur machinery.
  
  In the case of the Encyclopedia, special attempts have however been made to launch the book through saur-- s three main offices (Munich, London, New York). The success of these efforts is at the moment under review, especially in relation to UIA attempts to support their activities.
  
  
• Marketing (via UIA) One of the contractual loopholes opened as the result of Saur's requirement that monthly payments be reduced has been to give UIA the freedom to undertake its own marketing and sales. Instead of new orders now being transferred to Munich, they are invoiced by UIA. The full implications in terms of sales discounts has now been clarified.
  
  In the case of the Encyclopedia, UIA has distributed sales brochures with questionnaires to Yearbook organizations, offering up to 50% discount to non-institutional purchasers for pre-paid orders. This may be considered a promotional sale, at cost to the UIA, which ensures that the book does get into the hands of those who are most enthusiastic about making its existence known.
  
  It is important that the UIA actively explore the opportunity of marketing mini-directories now that the new computer system facilitates their production. A first exercise in this direction is being undertaken with the "Directory of NGOs in Consultative Status with UNESCO" (as noted above)
  
  It was confirmed in June 1987 that UIA should be free to market and sell in whatever way it desired, especially in order to compensate for the loss of monthly revenue. Belgian customers would be advised that they could order through UIA (if they "have encountered any difficulties"). Two approaches are possible, and both may be used according to UIA preference:
  
  (a) UIA receives the order and transfers it to Saur (Munich, London or New York). In this case, UIA receives 25% discount if the order is from an end-user, or 15% if the order is from a bookshop. Saur is responsible for invoicing and delivery.
  
  (b) UIA receives the order, ships and invoices it. In this case, UIA receives 40% discount and allocates whatever percentage it wishes to a bookshop. (Presumably UIA is also free to charge a higher price, if desired?)
  
  It was also agreed that for UIA to place small orders to reduce the amount owed to Saur is not efficient. Mr Saur proposed two alternatives:
  
  

  (a) On consignment.

  (b) Credit: Under this system, which Mr Saur preferred, UIA could place bulk orders but would only be invoiced 6 months later. Although the invoice could come from either Stuttgart or Munich, UIA finds it simpler to deal with Saur Munich rather than with the Stuttgart distributer. Mr Saur said we should decide whether the payment was to be in cash by UIA to Munich, or by a reduction in the monthly cheque at that time.
  
  In the case of bulk sales coordinated by UIA (eg to the UN or to "developing countries"), Mr Saur was open to any deals with reductions ranging from 10% to 90%. But if the sales involved from 450/o to 75% reduction, UIA should only expect a 10% royalty from the net amount invoiced. If the reduction is greater than 75% then the royalty to the UIA would be zero. The shipment costs were negotiable, as to whether they were incorporated into the amount, additional to it, paid by Saur or by UIA.

• Marketing (via ICA, New York) As noted earlier, the Encyclopedia contains a certain amount of material adapted from documents of the Institute of Cultural Affairs. This body is actively interested in deriving some benefit from this in the process of marketing its own IERD Series (discussed above). A proposal has been received fron1 their New York office suggesting that the UIA in effect open or support a part-time off ice in New York to This proposal is at present under discussion. Although the possibility is attractive as a complement to the Saur approach, the administrative and contractual complexities may render it non-viable. There is also the question as to what deqree of continuity ICA could offer, although in the American context this may be less important than it appears from Europe.
  
  
• Marketing (via UNESCO) on the occasion of the recent UIA visit to the Director-General of UNESCO, he proposed that the Encyclopedia (and possibly even the Yearbook) should be "co-published" with UNESCO. This raises many questions and possibilities which are at present under discussion, however the responsible official in UNESCO subsequently denied that any such arrangement was possible for reasons of precedent.
  
  

  It is clear however that it would be most desirable to reach some agreement on a form of "co-distribution", although UNESCO has severe rules governing such arrangements.

  The current production of the "Directory of NGOs in Consultative Status with UNESCO" (mentioned earlier) should also be seen in this context.

Future development strategy / Proposals / Fund-raising

Dependence and diversification

• Publisher-dependence: In the light of the semi-stable nature of the contractual relationship with the publisher, K G Saur Verlag, there is clear merit in envisaging ways of diversifying UIA operations to reduce dependence on a single external body over which the UIA has little real control.
  
  Such diversification might well take the form of producing some publications through other publishers or in collaboration with other bodies. The possible need to switch the main publications, or some of them, to a new publisher should be explored.
  
  
• Production-mode dependence: Given the current advances in information handling, attention should continue to be given to such opportunities as online access, laser disk distribution, laser cards, etc., especially in terms of the UIA commitment to making information more readily available at a more accessible cost.
  
  The developing field of "desk-top publishing", for which the UIA is fully equipped, should be explored. There is no reason why the UIA should not produce newsletters, reports, or directories for other organizations on demand. This does however call for an increased degree of personalized contact with bodies potentially interested in this form o( collaboration. The UIA could produce its own periodical in this way, since the procedures have now been fully tested. Or the UIA could envisage the production of new specialized newsletters.
  
  The whole question of UIA production of mini-directories, extracted from its own database, should continue to be actively explored.
  
  
• Product dependence: There is a continuing need for vigilance to avoid falling into the trap of producing certain kinds of information only. Although a prime function of the UIA is the production of information, the question must be continually asked as to whether the kind or range of information is appropriate. There is a definite danger of a backlash against the kinds of information on which the UIA has concentrated its efforts, especially since other bodies are developing capacities in this area. The UIA needs to explore new ways of packaging information.

Comprehension of information

• Problems: The developing information society is characterized by vast amounts of information of which it
  is difficult for an individual to make effective use. This is the preoccupation of a current project of the UN University on "information overload and information underuse", to which the UIA has contributed. The difficulty for an individual or an institution to comprehend patterns of significance has however been neglected in the rush to exploit the market for information.
  
  The UIA is as much a part of the problem as it is part of the solution. The coverage of the Yearbooks facilitates access to specific items of information. They do not facilitate comprehension of patterns of relationship, except to a modest degree in Volume 3. In a number of respects the Yearbook is unuseable in terms of the needs and budgetary restrictions of the bodies which the UIA aims to to serve.
  
  
• Possibilities: This question has been explored in a number of UIA studies. Advantage should therefore be taken of the explicit encouragement received from the UN University (Division of Gobal Learning) and from UNESCO (Studies and Programming Office) to continue to explore the possibilities of producing network maps to present the pattern of relationships between organizations, between problems, and between organizations and problems. The UIA London sub-contractor is very interested in converting UIA data into map form in order to be able to produce "atlases" of network maps. These would attract the attention of bodies otherwise uninterested in UlA information on the international community and its preoccupations.

Current explorations in presenting information

• Organization charts: Organization charts of 21 major intergovernmental bodies with complex secretariats or systems of committees were reproduced in the 1987 /88 edition of Volume 1, thus offering an alternative way of approaching the information on each body.This offers the possibility of presenting organizations with a "proof" of their organization chart for correction. Interactive Easyflow was used to redraw 6 of the charts reproduced in 1987 /88.
  
  
• Mapping ("Atlas of International Relationship Networks"): A provisional agreement has been reached with Saur to produce an "Atlas of International Relationship Networks". The first phase of the agreement involved a visit to various locations in North America (in February 1988) to locate suitable software. This software is currently under review. When the next steps become clearer, to reduce the level of risk, the final version of the contract will be signed with Saur. (This point is discussed in a separate note) It is appropriate to note that the keynote speaker at the 1988 annual conference on social network analysis stressed the need to develop techniques of representing such networks graphically.
  
  The viability of such an Atlas has now been firmly established with the discovery of an existing "Atlas of Corporate Interlocks" published in a very limited edition by Worldnet in the USA. There is some possibility that Saur might be interested in publishing both atlases.
  
  
• Complementary information: One of the original stimuli for producing the Encyclopedia of World Problems and Human Potential was to complement the focus on organizations with a focus on related information of relevance to the international community (eg world problems, strategies, values, human development concepts, etc). This initiative has been reinforced by the participation of the UIA in programmes of the UN University.
  
  Immediate advantage can however be taken of the material in various sections of the Encyclopedia, which can be produced or developed as separate publications. One of the advantages of this is that a number of the sections are of interest to quite distinct international constituencies with whom UIA could usefully develop contacts.
  
  
• Encyclopedia of Inter-cultural Conceptual Modes: In the light of the work on the Encyclopedia of World Problems and Human Potential and of the UNESCO Decade on Cultural Development there seems to be an opportunity for a new kind of publication focussing on the special insights (and blindspots) associated with communication in different languages, whether characteristic of different cultures or of different disciplines.
  
  Initial work on the latter aspect was undertaken in connection with the 1976 edition of the Encyclopedia. Possibilities for the former are suggested by the Culturgram series produced for 97 countries by the David M Kennedy Center for International Studies (Brigham Young University, USA). In addition to the UNESCO connection, such an initiative could be associated with UIA involvement in the South-North Network on Cultures and International Cooperation (headquartered in Brussels) which is under contract to provide inputs into the cultural component of the current Lome Convention.
  
  
• Metaphors: Given the complexity of the international system of organizations and issues, drastic over-simplifications are made in attempting to convey any understanding of it. There is clearly merit in developing more graphic ways of responding to such complexity as has been argued in the Communication Section in the Encyclopedia. Of special interest is the possibility of designing metaphors relevant to the development process (see Section CM). This is currently being explored by the UIA within the framework of the Economic Aspects of Human Development project of the UN University. It has been suggested that the UIA should host a small exploratory meeting on the question.
  
  It is also clear from the reaction to the section on metaphors, that this could be developed into an independent publication representing an alternative approach to the problem of comprehension of global society in an information rich environment.
  
  The UIA paper on "Governance through Metaphor" has been well-received in its draft version. A section is appearing in a current issue of the USA Club of Rome Newsletter. It is also appropriate to note that the keynote speaker at the 1988 conference on social network analysis called for more extensive use of more appropriate metaphors to guide research initiatives.

New edition of Encyclopedia (and its by-products): The original contractual obligation with Saur was for two editions of the Encyclopedia. Clearly there is little point in pushing for a second edition before the sales of the first warrant it.

Nevertheless it must be borne in mind that such a.publication takes time to prepare.

Reprint of 1910 Yearbooks: Some consideration could usefully be given to negotiating a reprint of the 1910 edition of the UIA Yearbook, possibly on the occasion of the 80th Anniversary celebrations.

Computer conferencing facility: In this context, the possibility of the UIA actually hosting an electronic mail system for international organizations should not be ignored. The costs of doing so are relatively low and the long term benefits to participants, including the UIA, make it easily justifiable. Such systems are in effect the contemporary concretization of the international networking activity which the UIA seeks to facilitate and for which it is now well-equipped. (This question is the subject of a separate note)

Computer-related infrastructure

Current hardware situation: The system currently consists of the following elements:

• Micro-computers: 2 AT clones, as network server and backup/batch job station; 12 PC clones, 11 of 640K RAM each and 1 of 512K RAM. Of these 12, one is principally used for printing and tape-backups, one is shared with FAIB/IAPCO/MAI, one has a lOMB internal hard disk, one is a turbo version, two are equipped with accelerator cards, and one is used for development purposes outside the network. There is also a machine which is not compatible with the network; it was used briefly in 1987 to enter statutes, which were then transferred to the network. The 10 screens which are used intensively are equipped with polarizing filters.
• Main memory: 3 hard disk drives, totalling 291 mB (291 million characters).
• Backup units: l Thorn EMI streamer tape unit for backups and transfer of tapes to Computaprint (London) for photocomposition; I Emerald 60mB cartridge tape unit for routine backups.
• Laser printer: 1 Hewlett Packard Laserjet - Local printers: 1 HP Thinkjet, 1 Brother, 1 Ericsson, and 1 Olympia (which has been adapted so that it can be used on the network).
• Modem: 1 Daisy 21, 300 baud modem, permitting access to electronic mail systems (especially in the USA)

There were serious problems in the summer due to hardware failures (possibly caused by an electrical storm?) which necessitated a reconsideration of the structure and security of the network.

As was mentioned last year, there is some doubt concerning the vulnerability of the computer equipment to surges in the power supply, and it is possible that the problems we encountered in the summer could have been avoided were there a surge suppressor attached to the equipment.

However, there is still no certainty that the security thus offered justifies the high cost - especially as, for complete security, several surge suppressors would be needed. It was felt that greater secutiry from a greater variety of problems (power surges being only one of them) was offered by the upgrading of network hardware and software, with a first step being taken in August 1987. At that time the following changes were made:

• replacement of the Omninet network cable and interface cards by Arcnet network cable and interface cards in 7 of the workstations (leaving 5 workstations on Omninet)
• this necessitated upgrading the network operating system (see below)
• which in turn necessitated purchasing an AT to function as server

This decision was confirmed in the fall when a new series of problems began, stemming from the failure of one of the hard disks and, at the same time, of the tape streamer used for external backups. The two failures together (neither obviously due to power surges) made it obvious that our backup policy was not adequate, and resulted in the following changes:

• the purchase of a second external backup system: an Emerald cartridge tape unit (see above). External backups are now made on the EMI and on the Emerald machine. The Emerald has the advantage of being much faster and quieter, as well as being able to copy "hidden'' files which are essential to the structure of the database. It cannot, however, be used to send data to London.
• a policy of daily internal backups (as well as external) for the most important files.

This however requires disk space, and there were already difficulties due to lack of space. Therefore the following was necessary:
- the purchase of a third hard disk, with a new disk controller that effectively increases the space available of the disk (106mB instead of 73mB). One of the existing hard disks has also been reformatted to this greater capacity.

Serious consideration is being given to a further upgrade in the network software which would automatically duplicate all the data. The implications for disk space are currently under review.

Specialized hardware will have to be acquired in connection with the future project to map networks. This would include specialized workstations (high speed; special monitor) and a plotting device (whether in the form of a plotter or a more sophisticated laser printer).

Some consideration is being given to the use of a document scanner to facilitate the production of future editions of the statutes series.

Consideration is also being given to the use of a dedicated workstation with adequate disk capacity to provide a form of "bulletin board" function for external access.

Current software situation The following software is currently in use:

• Network operating system: Novell Netware 286. Consideration is being given to the possibility of upgrading to Novell System Fault Tolerant software which involves duplicating disk files for security purposes.
• Text data base: Revelation, 14 user network version, Release G2B.
• UIA specified Revelation programs: The total number of Revelation programs is now 250, of which 50 are major programs.
• Word-processing: RWORD (compatible with Revelation) and Wordstar (convertible to and from Revelation format) are in continuous use.
• Graphics: Interactive Easyflow was used to redraw some of the organization charts reproduced in the Yearbook, Voll, 1987/88. A number of other graphics and network analysis packages have been acquired in the process of investigating means of mapping networks.

Occasional use is made of other packages such as dBase II and a wide range of utilities.

Data held on the network The current disk capacity of 291 million characters is used for the following purpose:

• Organization entry files, and initials index
• Calendar file, and index
• Contacts file, and index
• Correspondence file
• Procedural and control files
• Production files, including intermediary files
• Work areas for sorting
• Copies of essential files

Whilst a core group of files is always accessible on the network, the pattern of non-priority files held on it changes a great deal throughout the year. The recent increase in disk capacity has reduced some of the need for such maneuvering and now permits internal copies of major (30mB) files for security purposes (as part of the evaluation of the need to upgrade to System Fault Tolerant software).

Usage of the system: A frequent concern with computer systems is whether they are appropriately used. Here the situation may be summarized as follows:

• Disk capacity: This is fully used. Whilst it would be possible to hold more files on backup tapes and thus require less capacity, the time wasted in juggling files for any particular requirements has demonstrated that the UIA requires the capacity currently installed, especially when several production jobs are being undertaken simultaneously.
• Work siations: These are fully used by editors during working hours. Machines are seldom"free". Outside working hours, there are times when 5 or more machines are running over-night on production jobs.
• Laser printer: This is fully used. In fact, its use must often be scheduled.
• Local primers: These are extremely convenient, but only two of them are frequently used, partly because of the noise factor.
• Tape units: These are in regular use for backups.

In general the system is fully exploited. Although there are times when work stations are not in use (as with a typewriter), there are periods when the network is in continuous operation, day and night, for several weeks running. In the past 12 months, there were 21 days on which the network was not usable (due to breakdowns, repairs, or adjustments).

Adaptation of working methods: All staff working on publication production in one capacity or another have now adapted their working methods to take advantage of the computer system. All editorial work is now done directly onto the network without any intermediate "secretarial" phase.

Knowledge of how to control particular applications is now shared more widely, although each individual has developed personalized methods of work. There is now much less hesitation about how best to derive benefit from the system although new ways of organizing work continue to be discovered as each person's knowledge increases.

Because of the complexities of the many operations involved, it has been considered undesirable to devote valuable time to rationalizing the system beyond a certain degree. Procedures are being progressively streamlined and improved, and the documentation of procedures progresses as time and production priorities permit.

Annexes

[See Annexes in PDF format]

1. Sample Yearbook proof
2. Sample Calendar proofs
3. List of organizations receiving "mini-directory" proofs
4. Contents of International Association Statutes Series
Related reports (attached as separate documents)
Status report on Atlas of International Network Relationships
Information system initiatives
Encyclopedia of Inter-cultural Conceptual Modes
Online access to UIA databases: a preliminary recommendation
Description of Diabetesnet

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