Submitting Content for the Website
Procedures and Guidelines
Web Editors and other contributors (Officers, Information Coordinators) should follow the following procedures and guidelines when preparing documents for, or submitting changes to the IFLA website.
Supported electronic file types
IFLA Webmasters accept documents in the following formats only:
- MS-Word / Excel /PowerPoint (do not convert to ASCII text)
- Adobe Acrobat PDF files
IFLA Webmasters do not accept files in desktop publishing formats (i.e., PageMaker, Quark XPress, InDesign) or in other proprietary formats. Information Coordinators wishing to supply database information for the IFLA website are requested to contact the IFLA Webmasters directly.
If graphics are embedded in a document, they should be made available as separate files. File formats should be GIF, JPG, JPEG, TIF or TIFF. Proprietary graphics formats such as Corel cannot be converted by the IFLA Webmasters.
If materials are to be compressed for transfer, please use common compression formats (WINZip preferred).
Required administrative metadata
To help identify materials sent for publication on the IFLA website, all texts should include the following administrative metadata:
- author(s)/organization name(s)
- Information Coordinator's name
- IFLA Unit or other affiliation
- descriptive document title
- email address
- mailing address/phone number
HTML (Hypertext Markup Language) Support
Information Coordinator's and other contributors should not do their own HTML mark up. In practice, it is very difficult to maintain consistency across the IFLA website when many individuals engage in HTML coding independently. It takes more time to modify documents received in HTML format, than to mark them up in their entirety. Please send only supported electronic formats.
Supplying information about document structure and placement
To facilitate HTML mark up and placement of documents on the IFLA website, Information Coordinators and other contributors must provide information about their documents' structures and proper location. While standard templates are used on the IFLA website, information about a document's structure is required to construct it appropriately (a simple way of providing structure information is to send a paper version, if available, along with the electronic text).
Document Structure and Placement
Please provide the following information:
- Indicate what the document is, and where it should go on the IFLA website. Please provide the specific URL of the page from which the new page should be linked.
- Indicate where graphics, if any, should be placed in the document.
- Indicate what the linkages are among components in multi-component documents.
- Indicate what the linking text is on the "parent" page from which the new document links (that is, the string of words that should be active as the link).
Modification of Existing Documents
When modifying existing documents, please be very specific as to what page, and where on that page, you want changes to be made. IFLA Webmasters deal with hundreds of requests per year to modify the many thousand of pages on the IFLA website. Thus, it is imperative TO BE SPECIFIC. In addition to the information outline in Section 4, please include the following information when making changes:
- Include the URL of the page you want modified. Please include the filename as it exists on the IFLA website.
- Indicate clearly what paragraphs are to be changed or replaced.
- Indicate clearly what links are to be added, or removed (include the URL).
- Please supply linking text.
For large documents that are being updated, such as address lists, please send only the changes to the document and not the entire document once again. Re-marking up an entire document for a small number of changes is highly inefficient. Send changes only and specify where they are in the document.
Note: Please provide URLs and filenames when referencing documents and pages on the IFLA website. This is the most efficient way of identifying pertinent pages out of the thousands that are maintained by the IFLA Webmasters.
Database projects, which can be resource intensive, will be dealt with on a case-by-case basis. Please contact the IFLA Webmasters directly to discuss the possibility of creating databases of materials.
Information Coordinators should submit their documents in electronic format where possible. In cases where this is not possible (e.g., lost files, non-Roman characters), paper documents will be scanned and converted to PDF for delivery through the IFLA website. Please ensure that paper versions are of high quality or they will not be able to be scanned well enough for inclusion on the IFLA website.
Note: the IFLA Webmasters will not type, retype or OCR paper documents.
Sending files to the IFLA Webmasters
The following methods are acceptable for sending files to the IFLA Webmasters.
Electronic Mail Attachments
Simply attach the document to a notification message and send it to: firstname.lastname@example.org.
Please provide URLs and filenames when referencing documents and pages on the IFLA website.
Electronic files can be sent on CD-ROM or DVD-ROM using the IFLA headquarters postal address in The Hague, clearly labeled as to their contents and addressed to the IFLA Webmaster. An index file describing the contents of the CDs should also be included.
Response times and important dates
The response time of getting materials onto the IFLA website is generally 48 hours of receipt in the webmaster mailbox. This turnaround time applies during the "low season," which is from September to April of each year. In the "high season," from May to August, as the Conference approaches, the response time can lengthen to seven to ten days because of the sheer volumes involved. If you have numerous changes to make, please take these response times into account. Please do not leave all modifications and additions to your materials until just before the Conference.
Last update: 5 October 2012