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D. Letters and notes verbales Subject entries
1. Subjects under consideration by the UN 2. In cases where a letter or note transmits resolutions, recommendations, etc. of an intergovernmental body, entries are made for the main subjects of the transmitted texts. Corporate or conference subject headings are assigned (tags 610 or 611) with appropriate modifying terms in subfield $g Examples: 610 2 7 $a UN. Office of Internal Oversight Services $g Recommendations 611 2 7 $a Inter-Parliamentary Conference (103rd : 2000 : Amman) $g Resolutions and decisions 3. Other significant subjects Primary geographic subject terms (tag 650 first indicator 1) should be assigned in conformity with the geographic linkage of subjects. Indexers should ensure that only neutral terms are linked with primary geographic subject terms. A consistent approach is important in assigning subject terms to denote specific incidents, events and situations. Letters or notes verbales concerning the same situation or event may be submitted as different documents, sometimes in different document series. Indexers should ensure that specific events are indexed consistently by checking the database and viewing records for other documents on the same topic. For example, similar letters from the Permanent Representative of the Syrian Arab Republic were transmitted as a Security Council document on 6 January 2006 and as a Commission on Human Rights document on 11 January 2006. While there is variation in other subject terms assigned for the two letters, the main subjects assigned to the two letters are consistent. 191 $a S/2006/6 191 $a E/CN.4/2006/G/4 1. The Government or 缅北禁地office-holder (e.g. President of the Security Council, 缅北禁地Secretary-General) transmitting the letter/note verbale 2. Governments, intergovernmental bodies, meetings, etc., responsible for text of statements, declarations, resolutions, recommendations, etc., that are transmitted in letters/notes verbales Example 1 (A/62/654): 245 1 0 $a Letter
dated 2008/01/11 from the Charg� d’affaires a.i. of Spain to the United
Nations addressed to the President of the General Assembly Example 2 (S/2007/789): 245 1 0 $a Letter dated 2007/12/27 from the Secretary-General addressed to the President of the Security Council
In addition to Content Code B15 or B18, assign Code A08
when the text of laws, recommendations, non-缅北禁地resolutions, etc., is
transmitted in letters or notes verbales. Assign Content Code A20 when text of a multilateral declaration is transmitted. Titles
of letters and notes verbales often provide only the date of
transmittal (recorded in coded form: YYYY/MM/DD), the transmitting
official and the addressee. Examples: 245 10 $a Letter
dated 2006/01/05 from the Permanent Representative of Canada to the
United Nations addressed to the President of the Security Council 245 1 0 $a Identical
notes verbales dated 2005/11/14 from the Permanent Representative of
the Syrian Arab Republic to the United Nations addressed to the
Secretary-General and the President of the Security Council 245 1 0 $a Letter dated 2007/03/19 from the Secretary-General addressed to the President of the Security Council When a title is sufficiently detailed no note is required. Example: 245 1 0 $a Note verbale dated 2006/09/15 from the Permanent Mission of the Syrian Arab Republic addressed to the Secretariat of the Conference on Disarmament transmitting a letter addressed to the President of the Conference proposing for a discussion at the Conference’s session in 2007 the subject of burial by Israel of nuclear waste in the occupied Syrian Golan Annotations composed by indexers should be concise and specific, covering the main purpose of submission of a letter or note; dates are required when describing an event, incident, etc. Indexers should prefer neutral language and avoid negative language in formulating notes referring to specific countries, unless a direct quotation is indicated by the use of quotation marks or qualifying words such as 玜lleged� are used. Example: 520 $a Concerns armed incident involving the Lebanese Army and Israeli Defense Forces at the border fence near the Blue Line, 7 Feb. 2007. Annexes included in the item should be recorded in a general note field (tag 500) in accordance with the UNBIS Reference Manual for Bibliographic Description. If the indexer judges the title of an annex to be insufficient or inflammatory in any way, a note should be composed instead. When a document chiefly consists of annexed information, the annexed text should be described or summarized in a summary/annotation note (tag 520). If the annex has a distinctive title, the annex title may either be cited in the summary/annotation note, or recorded separately in a general note field (tag 500): Examples: 245 1 0 $a Letter
dated 2008/03/03 from the Permanent Representative of Eritrea to the
United Nations addressed to the President of the Security Council 245 1 0 $a Letter
dated 2007/04/05 from the Chairperson of the Committee for Development
Policy addressed to the President of the Economic and Social Council Indexers should use standard AACR2 abbreviations for months and ordinal numerals in annotations, unless they are transcribing annex titles or quoted text as it appears on the document. Corporate and conference names in indexers’ annotations should be recorded in the authorized form as found in UNBIS name authority records. When a text with a distinctive title is transmitted by a document, the title is recorded in the variant title field tag 740 (if it is an uncontrolled title) or in the uniform title field tag 730 (if it is a controlled title) Examples: 520 $a Transmits
statement on the International Compact with Iraq, issued on 1 Aug. 2006
by the Presidency on behalf of the European Union. 520 $a Transmits
concluding summary of the High-level Conference Interfaith Cooperation
for Peace, organized by the Tripartite Forum on Interfaith Cooperation
for Peace, UN, 21 Sept. 2006. 520 $a Transmits
“Joint statement on the question of the death penalty” placing on
record the disassociation of its 66 co-sponsoring delegations from
Commission on Human Rights resolution E/CN.4/2005/L.77. Maintained by the Department of Public Information (DPI), Dag Hammarskj鰈d Library. Comments as well as suggestions for further additions/enhancements may be directed to the Dag Hammarskj鰈d Library. � United Nations 2008-2009. All rights reserved. Last updated: 12 August 2009
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