I. Reports of Ãå±±½ûµØbodies (annual or sessional reports)
Sessional
(annual/biannual) reports of committees and commissions that report to
the General Assembly are published as General Assembly Official Record
(GAOR) documents. The reports often contain resolutions/decisions
adopted by the subsidiary body. They may, in some instances, forward
draft resolutions or decisions which are being recommended to the
Assembly for adoption. Generally, the reports are issued as Supplements
to the Official Records of the General Assembly (GAOR).
Sessional
(annual/biannual) reports of committees and commissions that report to
the Economic and Social Council are published as Economic and Social
Council Official Record (ESCOR) documents. These reports deal primarily
with economic, social and cultural issues and usually contain
resolutions/decisions adopted by the subsidiary body. In some cases
they may forward draft resolutions or decisions which are being
recommended to the Council or through the Council to the General
Assembly for adoption. Generally, the reports are issued as Supplements
to the Official Records of the Economic and Social Council (ESCOR).
In addition, there are numerous sessional or annual reports of working
groups, expert groups, task forces, meetings, etc. that report to
subsidiary bodies of the Economic and Social Council or General
Assembly. They are issued as masthead documents, not as ESCOR or GAOR
Official Records.
1. General Notes (tag 500)
2. Corporate/conference
name heading (tag 710/711)
3. Content Codes for
reports (tag 089)
4. Subject analysis
(tag 6XX)
5. Sessional reports of the Trade and Development Board
reissued as GAOR
1. General Notes (tag 500)
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If it is not evident from the title that the document is a sessional or
annual report of a body, the indexer should add a clarifying note. It
is also helpful to specify the dates and venue of sessions or meetings
if they are not evident from the title or from information present
elsewhere on the record.
Example 1:
191 $a [E/]ECE/TRANS/WP.30/AC.2/2007/6
245 10 $a Activities
of the TIRExB : $b report
/ $c by the Chairperson
of the TIRExB at its 31st session
500 $a Report of the
31st session of the TIR Executive Board (TIRExB) held in Geneva, 25-26
Jan. 2007.
Example 2:
191 $a [E/]ECE/TIM/EFC/WP.2/2007/8
245 10 $a Report of
the Joint FAO/UNECE Working Party on Forest Economics on its 29th
session
500 $a Held in
Geneva, 20-22 Mar. 2007.
If sessional/annual reports
include significant information or annexes, it is good practice to add a note
(tag 500) recording the annex titles or referring to the included
information.
Example 1:
191 $a SPLOS/191
245 10 $a Annual report of the International
Tribunal for the Law of the Sea for 2008
500 $a Annexes (p. 26-31): 1. Information on
staff (2008) – 2. Information on interns (2008) – 3. Information on Nippon fellows (2008-2009) – 4. List of donors to the
Library of the International Tribunal for the Law of the Sea (2008)
Example 2:
191 $a A/CN.9/WG.II/XXX/CRP.2
245 10 $a Report of the Drafting Group : $b United
Nations Commission on International Trade Law, Working Group on International
Contract Practices, 30th session, New York, 1-12 March 1999
500 $a Includes draft text of the Convention on
Assignment in Receivables Financing.
Example 3:
191 $a *** $b ST/ODC/
245 10 $a United Nations Office on Drugs and Crime
: $b annual report. $n 2005
500 $a "Key financial data": p. 92-95.
Example 4:
191 $a [E/]ECE/TRADE/C/WP.6/2008/18
245 10 $a Report of the Working Party on Regulatory
Cooperation and Standardization Policies on its 18th session
500 $a "Annex: Terms of reference for the United
Nations Economic Commission for Europe Equipment for Explosive Environments
Initiative": p. 17.
2. Corporate/conference
name heading (tag 710/711)
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A corporate or conference name heading
should be assigned in tag 710 or 711
that includes the appropriate session number, year and venue. The same
name heading should also be assigned to each addendum to the report or
draft report.
If a sessional report includes a summary by the
chairperson/rapporteur, or if a statement appears on the title page
specifying that the report is submitted by the chairperson/rapporteur,
it is not necessary to add a corporate
entry for the chairperson/rapporteur.
Example (A/62/54):
245 10 $a Report
of the Ad Hoc Committee on Criminal Accountability of United Nations
Officials and Experts on Mission, 1st session (9-13 April 2007)
500 $a “Annex:
Informal summary of the discussions of the Ad Hoc Committee on the
report of the Group of Legal Experts, prepared by the Chairperson”: p.
6-13.
710 2_ $a UN. Ad Hoc Committee on Criminal Accountability of
United Nations Officials and Experts on Mission (1st sess. : 2007 : New
York)
[An added entry is not made for the Chairperson]
If
a sessional report contains reports or texts prepared by other bodies
or meetings, added corporate or conference name entries are made for
the other bodies or meetings. The fact that the report contains such
information should be indicated in a note.
Example (E/2007/38-E/ECA/CM.40/5):
245 10 $a Economic Commission for Africa : $b
annual report, 2007
500 $a Annexes
(p. 29-54): 1. Resolutions and Ministerial Statement adopted by the
Commission at its 40th session – 2. Report of the 26th meeting of the
Committee of Experts of the Conference of African Ministers of Finance,
Planning and Economic Development.
710 2_ $a UN. ECA (40th sess. : 2007 : Addis Ababa)
711 2_ $a Conference
of African Ministers of Finance, Planning and Economic Development.
Committee of Experts (26th : 2007 : Addis Ababa)
[An added entry is made for the Conference]
3. Content Codes for
reports (tag 089)
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Assign Content Code (tag 089) B04 to annual/sessional reports of corporate bodies, assign Code A16 to annual/sessional reports of conferences or meetings, and assign Code B08 to draft corporate or conference reports. In addition,
assign appropriate Content Codes for certain types of information
that may appear in reports (often, in annexes to the reports), such as
calendars of meetings (A03), draft resolutions (B02),
work programmes (A08), adopted terms of reference (B10),
draft texts (A17). Do not assign Content Code B01 to reports that contain
adopted resolutions and decisions; assign code B01 only to resolutions and decisions that are indexed as separate
records (for more information, see Resolutions/decisions
and draft resolutions/decisions of Ãå±±½ûµØbodies).
Assign the content code of the main report (A16, B04, B08, or B16) to each addendum to the report, as well
as any content codes that may apply to the addendum.
Example: Sessional report including
work programme and calendar of meetings
089 $b B04
089 $b A08
089 $b A03
191 $a [E/]ECE/ENERGY/49
245 10 $a Report :
$b Economic
Commission for Europe, Committee on Sustainable Energy, 12th session,
20-21 November 2002
500 $a Annexes
(p. 13-17): 1. Programme of work 2003-2004 – 2. Calendar of meetings of
the Committee on Sustainable Energy and its implementing bodies in 2003.
Example: Addendum to a sessional report
including work programme and terms of reference of new bodies
089 $b B04
089 $b A08
089 $b B10
191 $a [E/]ECE/ENERGY/68/Add.1
245 10 $a Report of the Committee on Sustainable
Energy on its 15th session : $b addendum
505 $a pt. 2. Actions taken by the Committee on
Sustainable Energy and subsequently approved by the Executive Committee.
Assign Content Code B16, not B04, to thematic reports on specific topics
prepared by committees, working
groups, groups of experts, task forces, etc., that are not sessional meeting reports.
Example: Thematic report by a
Working Group of the Ãå±±½ûµØGeneral Assembly
089 $b B16
191 $a A/C.6/58/L.10
245 10 $a Measures
to eliminate international terrorism : $b report of the Working Group
4. Subject analysis
(tag 6XX)
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Indexers should check indexing of previous
sessional/annual reports of
a body to ensure consistent approach. At the same time, they should be alert to new topics, mandates, and issues in
sessional reports that may require:
- assigning subject terms that were
not present in records for previous reports,
- creating new name
authority records for newly established entities,
- updating existing
authority records when draft texts are adopted at the session or when
names of entities are changed.
Subject entries should
include the following, as appropriate:
a) Main
corporate/conference subject headings (tag 610/611)
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Assign the appropriate corporate or conference subject heading (tag 610
or 611)
to denote the activities of the body or meeting. For annual or
sessional reports, a subheading with appropriate session number, year
and venue is included as part of the corporate/conference name. The
main corporate or conference subject headings that have modifying terms
in tag 610 or 611 subfield $g.
Examples:
Committee on the Elimination of
Discrimination against Women:
191 $a A/61/38
245 10 $a Report
of the Committee on the Elimination of Discrimination against Women,
34th session (16 January-3 February 2006), 35th session (15 May-2 June
2006) [and] 36th session (7-25 August 2006)
610 27 $a UN.
Committee on the Elimination of Discrimination against Women (34th
sess. : 2006 : New York)
610 27 $a UN.
Committee on the Elimination of Discrimination against Women (34th
sess. : 2006 : New York) $g Work organization
610 27 $a UN.
Committee on the Elimination of Discrimination against Women (35th
sess. : 2006 : New York)
610 27 $a UN.
Committee on the Elimination of Discrimination against Women (35th
sess. : 2006 : New York) $g Work organization
710 2_ $a UN. Committee on the Elimination of Discrimination
against Women (34th sess. : 2006 : New York)
710 2_ $a UN. Committee on the Elimination of Discrimination
against Women (35th sess. : 2006 : New York)
710 2_ $a UN. Committee on the Elimination of Discrimination
against Women (36th sess. : 2006 : New York)
Economic Commission for Europe:
191 $a E/2006/37
191 $a E/ECE/1444
245 10 $a Economic
Commission for Europe : $b annual report, 26 February 2005-23 February 2006
610 27 $a UN. ECE
$g Activities
(2005-2006)
610 27 $a UN. ECE
(61st sess. : 2006 : Geneva)
710 2_ $a UN. ECE (61st sess. : 2006 : Geneva)
Sessional report of meeting that
reports to subsidiary body under the Economic Commission for Europe:
191 $a [E/]ECE/TRANS/WP.15/AC.1/108
245 10 $a Report of
the session held in Geneva from 11 to 21 September 2007 : $b
Economic
Commission for Europe, Inland Transport Committee, Working Party on the
Transport of Dangerous Goods, Joint Meeting of the RID Committee of
Experts and the Working Party on the Transport of Dangerous Goods
611 27 $a Joint
Meeting of the RID Committee of Experts and the Working Party on the
Transport of Dangerous Goods (2007 : Geneva)
711 2_ $a Joint
Meeting of the RID Committee of Experts and the Working Party on the
Transport of Dangerous Goods (2007 : Geneva)
While the corporate subject denoting the activities of the body is
always assigned to the main report, the same corporate/conference
subject heading is not
necessarily assigned to each addendum to the report. Addenda to the
report should be indexed with subject terms at the appropriate level of
specificity
Example:
Main report
191 $a A/62/421
245 10 $a Globalization
and interdependence : $b report
of the 2nd Committee : General Assembly, 62nd session
610 27 $a UN.
General Assembly (62nd sess. : 2007-2008). 2nd Committee $g Work organization
650 17 $a GLOBALIZATION
650 17 $a INTERDEPENDENCE
650 17 $a SCIENCE
AND TECHNOLOGY
650 17 $a CORRUPTION
710 2_ $a UN. General Assembly (62nd sess. : 2007-2008). 2nd
Committee
Addendum to the report
191 $a A/62/421/Add.2
245 10 $a Globalization
and interdependence : $b science
and technology for development : report of the 2nd Committee : General
Assembly, 62nd session
610 27 $a UN.
Commission on Science and Technology for Development
610 27 $a UNCTAD
650 17 $a RESEARCH
AND DEVELOPMENT
650 17 $a SCIENCE
AND TECHNOLOGY
650 17 $a TECHNOLOGY
TRANSFER
650 17 $a CAPACITY
BUILDING
650 17 $a DEVELOPMENT
STRATEGIES
650 17 $a SUSTAINABLE
DEVELOPMENT
710 2_ $a UN. General Assembly (62nd sess. : 2007-2008). 2nd
Committee
Sessional
reports usually provide information about organization of the session,
including election of officers, adoption of the agenda, etc. While the
specific modifying term Work organization
may be appropriate as an added corporate subject entry for sessional
reports of main bodies or major subsidiary bodies, it is generally not necessary as an added corporate subject
entry for reports of smaller subsidiary bodies.
Example 1: Major Subsidiary body of the
Economic and Social Council
191 $a E/2007/45
191 $a E/C.18/2007/19
245 10 $a Committee
of Experts on International Cooperation in Tax Matters : $b
report on the 3rd session (29
October-2 November 2007)
610 27 $a UN.
Committee of Experts on International Cooperation in Tax Matters (3rd
sess. : 2007 : Geneva)
610 27 $a UN.
Committee of Experts on International Cooperation in Tax Matters (3rd
sess. : 2007 : Geneva) $g Work
organization
Example 2: Subsidiary body of a
subsidiary body of the Human Rights Council
191 $a A/HRC/Sub.1/58/8
245 10 $a Report of
the sessional Working Group on the Administration of Justice
610 27 $a UN.
Subcommission on the Promotion and Protection of Human Rights. Working
Group on the Administration of Justice (2006 : Geneva)
b) Subject
terms and contents notes (tags 650 and 505)
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Assign primary subject terms are assigned for the
main subjects of the report,
at the appropriate level of specificity. When secondary subject terms
are assigned for substantive chapters and annexes of a report, it is
recommended to record them in the order in which they appear in the
document, so that users may easily locate topics in the report.
Generally, before final reports are issued, draft reports are issued in
limited or restricted distribution, often consisting of a series of
addenda containing different chapters of the draft reports. Each
addendum is indexed at the appropriate level of specificity of the
chapters it contains, and therefore does not
necessarily have the same primary subject terms that are assigned to
the main or final report.
When addenda to reports or draft reports are issued as separate
documents bearing the same title (except for the word «addendum»), and
the chapters are listed on each document, it is helpful to list the
chapters or parts in formatted Contents Notes (tag 505).
This will show clearly to users which parts or chapters are contained
in each document.
Example 1: Addendum to biennial report
191 $a E/CN.7/2007/2/Add.2
245 14 $a The world
drug problem : $b 4th
biennial report of the Executive Director : addendum
505 0_ $a Action
Plan on International Cooperation on the Eradication of Illicit Drug
Crops and on Alternative Development.
610 27 $a UN.
Commission on Narcotic Drugs
610 27 $a Ãå±±½ûµØOffice
on Drugs and Crime
630 07 $a Action
Plan on International Cooperation on the Eradication of Illicit Drug
Crops and on Alternative Development (1998)
650 17 $a PROGRAMMES
OF ACTION
650 17 $a NARCOTIC
RAW MATERIALS
650 17 $a CROP
ERADICATION
650 17 $a DRUG
CONTROL
650 17 $a DRUG
DEMAND
650 27 $a DRUG
PRODUCTION
650 27 $a LAW
ENFORCEMENT
710 2_ $a UN. Commission on Narcotic Drugs. Executive Director
Example 2: Addendum to draft report
191 $a E/CN.7/2007/L.1/Add.2
245 10 $a Draft
report : $b Commission
on Narcotic Drugs, 50th session, Vienna, 12-16 March 2007 : addendum
505 0_ $a Thematic
debate on new challenges for controlling precursor chemicals.
610 27 $a International
Narcotics Control Board
650 17 $a DRUG
CONTROL
650 17 $a PRECURSOR
CHEMICALS
650 17 $a DRUG
TRAFFIC
710 2_ $a UN. Commission on Narcotic Drugs (50th sess. : 2007 :
Vienna)
While Contents Notes are generally added to
reports or draft reports
that are issued with addenda or parts in separate documents, judgement
is used in deciding whether or not to add Contents Notes (tag 505)
or annotations (tag 520)
for a sessional/annual report that is not issued in separate parts.
When the topics addressed by a body are quite consistent from session
to session, or when the overall scope of the topics addressed by the
body is quite specific and evident, it is probably not necessary to
list contents of a report in a Contents Note or summarize the contents
in an annotation. However, if topics vary significantly from session to
session, or if the overall scope of topics covered is general and the
focus in a session is quite specific, it may be helpful to add a
Contents Note or annotation to indicate specific topics covered at a
particular session or meeting.
Example 1: Contents Note includes
titles of unnumbered decisions
adopted at the session (the decisions are not indexed analytically as
individual documents)
191 $a A/AC.96/1035
245 10 $a Report of
the 57th session of the Executive Committee of the High Commissioner’s
Programme
505 0_ $a Introduction
-- Work of the 57th session -- Conclusions and decisions of the
Executive Committee: A. Conclusion on women and girls at risk -- B.
Conclusion on identification, prevention and reduction of statelessness
and protection of stateless persons -- C. General decision on
administrative, financial and programme matters -- D. Decision on the
programme of work of the Standing Committee in 2007 -- E. Decision on
the provisional agenda of the 58th session of the Executive Committee
-- F. Decision on observer participation in 2006-2007 -- Annexes: 1.
Decisions adopted by the Standing Committee in 2006 -- 2. Chairman's
summary of the general debate.
Example 2: Annotation note
indicates the specific focus of the session
191 $a A/HRC/4/39
245 10 $a Report of
the Working Group of Experts on People of Racial Descent on its 6th
session, Geneva, 29 January-2 February 2007
520 $a The Working
Group examined the theme of racial profiling at its 6th session.
c) Added
corporate/conference subject headings (tag 610/611)
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Assign subject headings for corporate names (Institutes, Funds, organizations, task forces,
committees, etc.) and conference names (meetings, workshops, seminars,
etc.) which are the subject of significant information.
Assign appropriate modifying terms are assigned in
subfield $g of tags 610 and 611,
selected from the List of
modifiers.
Examples:
Security Council:
191 $a A/61/2
245 10 $a Report of
the Security Council, 1 August 2005-31 July 2006
610 27 $a UN
$g Members
610 27 $a UN.
Military Staff Committee
610 27 $a ICJ
Economic
Commission for Europe:
191 $a E/2006/37
191 $a E/ECE/1444
245 10 $a Economic
Commission for Europe : $b annual report, 26 February 2005-23 February 2006
610 27 $a UN.
ECE. Executive Committee $g
Terms of reference
610 27 $a UN.
ECE. Executive Committee $g
Rules of procedure
611 27 $a Regional
Implementation Forum on Sustainable Development (2nd : 2005 : Geneva)
d) Corporate/conference
modifying terms (tag 610/611 $g)
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Assign modifying terms for subjects such as membership of subsidiary bodies, collections of
resolutions and decisions, recommendations, work programmes, calendars
of meetings, agenda, list of participants, etc.
Appropriate modifying terms are assigned in
subfield $g of tag 610, selected
from the List of modifiers.
Examples:
Committee on Economic, Social and Cultural Rights:
191 $a E/2006/22
191 $a E/C.12/2005/5
191 $b *** $z E/2006/22(Suppl.2)
245 10 $a Committee
on Economic, Social and Cultural Rights : $b report on the 34th and 35th sessions, 25 April-13 May
2005, 7-25 November 2005
610 27 $a UN.
Committee on Economic, Social and Cultural Rights (35th sess. : 2005 :
Geneva) $g Recommendations
610 27 $a UN.
Committee on Economic, Social and Cultural Rights $g Members
Human Rights Committee:
191 $a A/61/40(Vol.II)
245 10 $a Report of
the Human Rights Committee. $n Volume 2, $p 85th session (17 October-3 November 2005); 86th session
(13-31 March 2006); 87th session (10-28 July 2006)
610 27 $a UN. Human
Rights Committee (85th sess. : 2005 : Geneva) $g Resolutions and decisions
610 27 $a UN. Human
Rights Committee (86th sess. : 2006 : Geneva) $g
Resolutions and decisions
610 27 $a UN. Human
Rights Committee (87th sess. : 2007 : Geneva) $g
Resolutions and decisions
Sessional
reports often include the agenda for the session. Even though agendas
for the session may have been issued as a separate document, indexers
should still add corporate subject headings for the session with
modifier Agenda [as of April 2008].
In addition, if a report includes an agenda for a forthcoming session,
it is useful to assign Agenda with the
corporate subject heading for the forthcoming session.
If the report includes a list of documents
issued for the session, add the subject term DOCUMENTS as a topical subject (tag 650).
e) Resolutions/decisions
in reports
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Assign subject terms for the main
subjects of resolutions and decisions contained in the report if the
resolutions and decisions are not indexed analytically as individual records.
Examples:
International Civil Service Commission:
191 $a A/62/30
245 10 $a Report of
the International Civil Service Commission for the year 2007
610 27 $a International
Civil Service Commission (64th sess. : 2007 : New York) $g
Resolutions and decisions
610 27 $a International
Civil Service Commission (65th sess. : 2007 : Geneva) $g
Resolutions and decisions
610 27 $a UN
$g Personnel
questions
610 27 $a Ãå±±½ûµØSystem
$g Personnel
questions
650 17 $a INTERNATIONAL
CIVIL SERVICE
650 17 $a SALARIES
AND ALLOWANCES
650 17 $a WORKING
CONDITIONS
f) Treaties,
declarations etc. in reports (tag 630)
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Assign the appropriate subject headings (tag 630) for treaties, agreements, declarations and other
international instruments discussed during the meetings.
If text of instruments is included in the report, assign tag 730 in addition to tag 630 (see UNBIS Reference Manual for
Bibliographic Description tag 730
for further guidelines) and assign the appropriate Content Codes (tag 089) for the type of instrument.
Indexers should be alert to instruments
that are adopted at meetings, as it may be necessary to update uniform
title authority records accordingly.
Examples:
Committee on Economic, Social and Cultural Rights:
191 $a E/2006/22
191 $a E/C.12/2005/5
191 $b *** $z E/2006/22(Suppl.2)
245 10 $a Committee
on Economic, Social and Cultural Rights : $b report on the 34th and 35th sessions, 25 April-13 May
2005, 7-25 November 2005
630 07 $a International
Covenant on Economic, Social and Cultural Rights (1966)
630 07 $a Harmonized
Guidelines on Reporting to the International Human Rights Treaty
Monitoring Bodies (Draft)
Ad Hoc Committee on a Comprehensive
and Integral International
Convention on the Protection and Promotion of the Rights and Dignity of
Persons with Disabilities:
191 $a A/AC.265/2006/2
245 10 $a Report
of the Ad Hoc Committee on a Comprehensive and Integral International
Convention on the Protection and Promotion of the Rights and Dignity of
Persons with Disabilities on its 7th session
630 07 $a Convention
on the Rights of Persons with Disabilities (2006)
650 17 $a DISABLED
PERSONS
650 17 $a TREATIES
(TEXT)
730 0_ $a Convention
on the Rights of Persons with Disabilities (2006)
UNECE
Working Party on Inland Water Transport sessional report includes
information that draft Recommendations on Minimum Requirements for the
Issuance of Boatmaster's Licences in Inland Navigation were adopted at
the session; authority record for the session is updated accordingly to
replace «(Draft)» by «(1992)»:
191 $a
[E/ECE/]TRANS/SC3/130
245 10 $a Report
of the Principal Working Party on Inland Water Transport on its 36th
session, 10-12 November 1992
630 07 $a Recommendations
on Minimum Requirements for the Issuance of Boatmaster's Licences in
Inland Navigation with a view to Their Reciprocal Recognition for
International Traffic (1992)
5. Sessional reports of the Trade and Development Board reissued as GAOR
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Reports of sessions of the UNCTAD Trade and Development Board are
issued
first in document series TD/B/ and subsequently reissued as General
Assembly Official Records (GAOR).
At the
time of indexing the TD/B/ document, the document symbol of the
future GA Official Record is generally not known by indexers since no
reference
to it appears on the TD/B document.
When a
report of a session of the UNCTAD Trade and Development Board is
reissued as a GA document, the indexer of the GA Official Record should:
- In creating a record for
the GA Official Record, copy the indexing record for the TD/B/ report.
Since
the report is the same, both indexing records should contain the same
subject
terms. Add a reciprocal note indicating the symbol of the TD/B document
Example:
191
$a A/63/15(PartIV)
500
$a Originally issued as TD/B/55/10.
- Update the indexing
record for the TD/B report to add a note indicating the document symbol
and GAOR identifier
Example:
191 $a TD/B/55/10
245 10 $a Report of the Trade and Development
Board on its 55th session, held at the Palais des Nations, Geneva, from
15 to 26 September 2008 : $b report to the United Nations General
Assembly
500 $a Issued as A/63/15(PartIV) (GAOR, 63rd sess., Suppl. no. 15).
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Last updated: 26 August 2009
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