Information Technology Service (ITS)

ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

Yaroslav Kurennoy, IT Coordinator Information Technology Service United Nations Office at Vienna Tel.: (+43-1) 26060-5783 Fax.: (+43-1) 26060-7-5783 E-mail: [email protected]

cms.unov.org

Phillip Kruss, Chief Information Technology Service United Nations Office on Drugs and Crime Tel.: (+43-1) 26060-5330 Fax: (+43-1) 26060-7-5330 E-mail: [email protected]

Website: unov.org, unodc.org, cms.unov.org

UNOV eConference

UNOV eConference

Imre Karbuczky, Chief Conference Management Service United Nations Office at Vienna Tel.: (+43-1) 26060-3150 Fax: (+43-1) 26060-7-3150 E-mail: [email protected]

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Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

Version 1.0, 2012 Version 1, September February 2012

Meetings & Interpretation Management

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Contacts

UNOV eConference

ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

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Conference Management Team (CMT)

Documents Management

UNOV Conference Management Service

Reference, Terminology & Translation Management

UNOV Conference Management Service

UNOV eConference

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UNOV eConference

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UNOV eConference

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The eConference support suite comprises online services, applications and tools used by the United Nations Office at Vienna (UNOV) Conference Management Service. Documents Management

Documents Management is a complete solution for the tracking, storing and retrieval of documents in electronic format. There are currently three systems supporting the Conference Management Service (CMS) in their document management solutions: the Documents, Conference and Production Management System (DCPMS), the Contractor Management Application (CMA), and the Correspondence Management Tool.

Meetings & Interpretation Management There are three systems providing meetings and interpretation management solutions: the Electronic Interpreters Assignment Program (eAPG), the Electronic Meetings Management System (eMeets) and the Onscreen Meetings Information System (InfoPoint).

UNOV Conference Management Service

Reference, Terminology & Translation Management These Tools facilitate the electronic of referencing of documents in all six UN official languages, provide exact terminology information and support translation activities. The Vienna Internet Terminology and Reference System (VINTARS) manages terminology and references in all six United Nations official languages plus the host country language (German). The eReference tool automatically references any given Word document. Mercury is a translation memory tool that allows translators to maximise the use of previously translated content to improve efficiency.

UNOV Conference Management Service

UNOV eConference

UNOV eConference

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UNOV eConference

ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

SUPPORT SUITE

Information Technology Service (ITS)

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Conference Management Team (CMT)

ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

Organizations using DCPMS

UNOV, UNON, UNODC, OOSA, UNCITRAL, CTBTO, UNIDO, UNEP, UN-HABITAT DCPMS is used by United Nations Secretariat offices in Vienna and Nairobi as well as the Economic Commission for Africa (UNECA) in Addis Ababa and the Economic Commission for Western Asia (ESCWA) in Beirut. DCPMS runs on locally installed servers or servers hosted in Vienna. UNODC supports all instances of DCPMS, including business continuity and disaster recovery services.

ContactS

DCPMS

Documents, Conference and Production Management System

cms.unov.org

Imre Karbuczky, Chief Conference Management Service United Nations Office at Vienna Tel.: (+43-1) 26060-3150 Fax: (+43-1) 26060-7-3150 E-mail: [email protected]

Yaroslav Kurennoy, IT Coordinator Information Technology Service United Nations Office at Vienna Tel.: (+43-1) 26060-5783 Fax.: (+43-1) 26060-7-5783 E-mail: [email protected]

Website: unov.org, unodc.org, cms.unov.org

Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

Version 1.0, September 2012

Documents Management

UNOV Conference Management Service

UNOV eConference

UNOV eConference

The Document Conference and Production Management System (DCPMS) is a Web-based application used by Documentation Services to manage the entire workflow of publishing UN documents. The workflow includes client submission of forecasts and requests for document translation, editing workflow, translation workflow, printing, distribution as well as other services (correspondence, referencing, etc.). DCPMS also provide a full suite of reports that can be used to measure and improve the performance of various services.

• facilitates efficient translation of documents into 6 official UN languages as well as any unofficial language • supports all stages of publishing services(e.g. editing, referencing, proofreading, printing, distribution, etc.). • includes 13 services related to UN publishing of documents with the option to add or remove based on needs of the given duty station • includes workflow for publishing to the Official Document System (ODS)

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Documents, Conference and Production Management System

UNOV eConference

Workflow for Jobs

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DCPMS

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DCPMS is also highly integrated with other system IT systems. DCPMS is integrated with the Contractor Management Application (CMA) a tool used to extend the DCPMS workflow for jobs to be completed by individual contractors or companies. DCPMS is also integrated with translation and electronic reference management tools (e.g. eReference, Mercury). The system is integrated with the Integrated Management Information System (IMIS) and FlexTime to bridge financial and human resources data. DCPMS is also integrated with eMeets 2.0 - the UN meetings management system to ensure connection between meetings, events and related documentation requirements.

Client Requests

•p  rovides client organizations with an electronic interface for submitting request for UN documentation services • enables documents control with workflow needed to process requests • gives client organizations transparency as to the status of their request as well as a communication channel with documents control

DCPMS can be configured to run at any location either on-site or hosted by UNOV/UNODC with real-time replication of data between geographic locations.

Key Benefits

• Utilize staff such as translators more efficiently • Better plan capacity for upcoming and long term service requests • Provide accurate workload statistics for individuals or departments

Key Features

• T ranslators and other users can access the system including documents remotely • Many reports detailing performance for overall department or individual services • Integration with key UN systems such as IMIS, CMA, eMeets 2.0, FlexTime and Mercury

Key Modules Reporting Module

Section In-tray

• consists of reports developed and refined over the past 15 years • contains reports describing the performance of each service (editing, translation, word processing, etc.) • enables users to run reports for multiple locations(e.g. duty stations) from a single interface • provides users with the ability to export reports to other formats including excel, pdf, csv, and html

• gives service providers the ability to quickly get an overview of work to be processed • provides customizable real-time alert system for new jobs, corrections and edited documents • enables translators to link directly to automated translation system for a given job along with a visualisation of percentage of automatically translated text

UNOV eConference

UNOV eConference

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UNOV eConference

ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

SUPPORT SUITE

Information Technology Service (ITS)

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Conference Management Team (CMT)

ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

Organizations using eAPG

eAPG is used by all headquarters locations of the United Nations Secretariat (New York, Geneva, Nairobi and Vienna) as well as ITU (International Telecommunication Union). eAPG runs on locally installed servers or servers hosted in Vienna. UNODC supports all instances of eAPG, including business continuity and disaster recovery services.

ContactS

eAPG

Electronic Interpreters Assignment Program

cms.unov.org

Imre Karbuczky, Chief Conference Management Service United Nations Office at Vienna Tel.: (+43-1) 26060-3150 Fax: (+43-1) 26060-7-3150 E-mail: [email protected]

Yaroslav Kurennoy, IT Coordinator Information Technology Service United Nations Office at Vienna Tel.: (+43-1) 26060-5783 Fax.: (+43-1) 26060-7-5783 E-mail: [email protected]

Website: unov.org, unodc.org, cms.unov.org

Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

Version 1.0, September 2012

Meetings & Interpretation Management

UNOV Conference Management Service

Key Features

• allows interpreters to manage details remotely online • capabilities to automatically assign all meetings on a given date using statistical data •p  rovides interpretation service departments with statistics that measure capacity, workload and optimization potential

UNOV eConference

UNOV eConference

Key Benefits

• utilize interpretation staff in order to maximise efficiency • reduce the need for outside contractors • provide estimations on future workload and capacity

• automatic assignment of interpreters based on availability and timeslot • easy to use interface for matching interpreters to assignments • quick way to de-assign assignments and reassign teams • efficient way of swapping assignments within a timeslot • automatic generation of assignment schedules in multiple formats

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The Electronic Interpreters Assignment Program (eAPG) is a Web-based application used by the Interpretation Services to manage and assign interpreters to meetings. eAPG has the capabilities to automatically assign interpreters to meetings using statistical data that measure capacity, workload and optimisation. eAPG is customizable to individual organizational settings, interpreters schedules and work arrangements and provides means for managing and sharing interpreters between organisations, locations and duty stations.

eAPG Pro Module

UNOV eConference

Electronic Interpreters Assignment Program

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eAPG

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Key Modules

Reporting Module • generates online reports for statistical and management reporting • creates subset of online reports using eAPG Pro • Operational Reports, e.g., Daily Assignment Report • Financial Reports, e.g., Staffing Costs, Staff Travel Costs • Statistical Reports, e.g., Daily Workload Statistics

Interpreters Management Module • contains complete and up-to-date information on interpreters including personal data and languages • facilitates a quick search for interpreters based on ID, last name, first name, duty station, etc. • provides an efficient self-service approach for interpreters to amend their own personal data • generates audit trails showing type of action taken and who has taken the action • displays an intuitive interface for the creation of new interpreters

Staff Capacity Module • shows interpreters’ availability within a range of dates and language booths • offers On Board view that shows availability of interpreters with contracts for a given time period • provides Freelance display of all interpreters regardless of their contracts for selected time period

UNOV eConference

UNOV eConference

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UNOV eConference

ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

SUPPORT SUITE

Information Technology Service (ITS)

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Conference Management Team (CMT)

ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

Organizations using eMEETS

UN, UNODC, OOSA, UNEP, UNCITRAL, OIOS, ICPDR, CTBTO, IAEA, UNIDO, Other UN organizations such as UNDESA, WHO and Permanent Missions. eMeets is used by all headquarters locations of the United Nations Secretariat (New York, Geneva, Nairobi and Vienna). eMeets runs on locally installed servers or servers hosted in Vienna. UNODC supports all instances of eMeets, including business continuity and disaster recovery services.

ContactS

eMeets

Electronic Meetings Management

cms.unov.org

Imre Karbuczky, Chief Conference Management Service United Nations Office at Vienna Tel.: (+43-1) 26060-3150 Fax: (+43-1) 26060-7-3150 E-mail: [email protected]

Yaroslav Kurennoy, IT Coordinator Information Technology Service United Nations Office at Vienna Tel.: (+43-1) 26060-5783 Fax.: (+43-1) 26060-7-5783 E-mail: [email protected]

Website: unov.org, unodc.org, cms.unov.org

Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

Version 1.0, September 2012

Meetings & Interpretation Management

UNOV Conference Management Service

• user-friendly interface which is intuitive and easy to use • provides an in-depth request workflow functionality that eliminates the need for phone calls/emails with service providers • one central application for managing Client Profiles, Entitlements and Contact Information • quick adapting to change of plans for meetings/rooms/ interpretation teams • clear processes and responsibilities

Key Modules Workflow of Meeting Requests • a Meeting Request is the official document that needs to be submitted in order for rooms, interpretation and meetings services to be assigned and approved • handles multiple setups (rooms/dates/times) per request • generates cost estimates based on the request details • assignment of rooms to Meetings using a graphical interface (“Interactive Calendar”) • approval of interpretation and documentation services • Security Clearance if required • assignment and management of Interpretation Teams • Final approval

Key Features

• generates annual calendar of meetings based on entitlements • meeting organizers can create requests themselves • capabilities to create ad-hoc and calendar UN Meetings • allows requesters to monitor the status of meeting requests, raise and resolve issues • interactive Calendar for drag & drop management of Meeting Requests and Meetings

• the Interactive Calendar is a graphical representation of all available rooms and times lots • supports the creation, shifting, modification and cancellation of Meeting Requests and Meetings • using the different views, Conference Planners can easily manage and plan weekly programmes of meetings and identify the current workflow states of the individual Meeting Requests • Team View supports the assignment of available interpretation teams to Meetings that requested interpretation services on an ‘if available’ basis

UNOV eConference

UNOV eConference

Key Benefits

Interactive Calendar

SUPPORT SUITE

eMeets is a Web-based application used for handling the electronic booking and approval of Meeting Requests and Meetings. This integrated application is a standard for conference management across all UN duty stations which support global standardized business processes and requirements. eMeets provides means for global online booking of meeting rooms and conference services; providing conference planners and clients with on-line registration and self-servicing capabilities.

UNOV eConference

Electronic Meetings Management

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eMeets

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Weekly Programmes and Calendars • using the weekly programme “freezes” the planned meetings and their requested services for next week. This process concludes the planning phase. • eMeets supports the automatic creation of Meeting Requests for Calendar Bodies for a given year based on their entitlements (i.e., amount of Sessions with/without interpretation) as well as their Session Profile (e.g., 1 session of 5 days with 4 daily meetings in the first week of June)

Client Profile Management • eMeets supports the management of Client Profiles (i.e., Organisations that request meetings and services) • manage Client Profile Data • workflow for Client Profile Data • manage Contacts • create and modify Client Profile Users and Roles • manage Entitlements for Calendar Bodies • ability to manage hierarchy

Meeting Information Displays eMeets supports the displaying of programmed meetings as well as custom announcements on large Monitors and Meeting Room door displays.

UNOV eConference

UNOV eConference

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UNOV eConference

ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

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Information Technology Service (ITS)

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Conference Management Team (CMT)

ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

VIC InfoPoint

Organizations using VIC Infopoint

Onscreen Meetings Information

UNOV, IAEA, UNODC, OOSA, UNCITRAL, CTBTO, UNIDO

ContactS

cms.unov.org

Imre Karbuczky, Chief Conference Management Service United Nations Office at Vienna Tel.: (+43-1) 26060-3150 Fax: (+43-1) 26060-7-3150 E-mail: [email protected]

Yaroslav Kurennoy, IT Coordinator Information Technology Service United Nations Office at Vienna Tel.: (+43-1) 26060-5783 Fax.: (+43-1) 26060-7-5783 E-mail: [email protected]

Website: unov.org, unodc.org, cms.unov.org

Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

Version 1.0, September 2012

Meetings & Interpretation Management

UNOV Conference Management Service

UNOV eConference

Onscreen Meetings Information

Key Features

• touch screen interactive display of meetings information • shows real-time scheduling information • integrates with electronic Meetings Management system e.g. eMeets

• lists commercial and internal support services in VIC for conference participants e.g. Catering and Banking services • displays visual map of VIC and the location of the services e.g. Cafeteria, UNFCU • provides information on emergency services e.g. medical emergencies, lost and found • shows travel services e.g. Travel Agents, Post Office, Visitor Service, Newspaper stand

UNOV eConference

• All-in-one conference portal for quick access to meetings information (What? Where? When? Who?) • centralised point of information about conference location, services etc. * • ability to email documents from the touchscreen display * • efficient display of live feed with video and audio *

UNOV eConference

Useful Information at the Vienna International Centre (VIC) *

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The InfoPoint is a touchscreen application that supports conference participants in displaying information about all meetings hosted at the venue. The InfoPoint application is located in central locations and by default displays the meeting for the current day. The users can then display more details about the meeting and can also search for meetings taking place on a specific day. The user interface is very intuitive and responsive so that users get the necessary information as quick and as convenient as possible.

Key Benefits

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VIC InfoPoint

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Key Modules Meetings Information

Information on Vienna *

• displays meetings information for Today, Tomorrow, This Week and Next Week • provides option to view meetings information by organisation e.g. view IAEA first • lists relevant documents pertaining to the meetings • provides visual display of conference location and room

• lists useful information on Vienna for travelling participants e.g. transport, hotel • displays cultural events in Vienna e.g. concerts, museums • provides up-to-date weather updates • facilitates the automatic display of information and services from City of Vienna

Online VIC Conference Portal * • provides online access to conference materials e.g. programme content and keynotes • facilitates export of meeting dates into participants own calendar system • allows conference documents to be downloaded • facilitates the use of mobile devices to obtain and display conference information

* indicates future enhancements

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UNOV eConference

ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

Organizations using the Reference, Terminology & Translation Management Suite UNOV, UNHQ, UNOG, UNON and ESCWA The Reference, Terminology & Translation Management Suite is used by all headquarters locations of the United Nations Secretariat (New York, Geneva, Nairobi and Vienna) and the Economic Commission for Western Asia (ESCWA) in Beirut. This suite runs on servers hosted in Vienna. UNODC supports all instances of the Reference, Terminology & Translation Management Suite, including business continuity and disaster recovery services.

Reference, Terminology & Translation Management

Reference, Terminology & Translation Management Suite

cms.unov.org

Imre Karbuczky, Chief Conference Management Service United Nations Office at Vienna Tel.: (+43-1) 26060-3150 Fax: (+43-1) 26060-7-3150 E-mail: [email protected]

Yaroslav Kurennoy, IT Coordinator Information Technology Service United Nations Office at Vienna Tel.: (+43-1) 26060-5783 Fax.: (+43-1) 26060-7-5783 E-mail: [email protected]

Website: unov.org, unodc.org, cms.unov.org

Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

Version 1.0, September 2012

UNOV eConference SUPPORT SUITE

Conference Management Team (CMT)

ContactS

UNOV eConference

ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

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Information Technology Service (ITS)

UNOV Conference Management Service

UNOV eConference

Mercury Web-based translation memory tool

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enables translators to review, edit and accept automaticallytranslated text

UNOV eConference

The main applications included in this suite are: a translation tool - Mercury, an electronic referencing tool - eReference and a terminology tool - Vintars. All applications are designed as one global system, fully integrated with each other and with other conference management systems such as the Documents, Conference and Production Management System (DCPMS)and the Contractor Management Application (CMA).

UNOV eConference

The Reference, Terminology and Translation Management solution is a suite of several Web-based applications used by terminologists, translators, revisers and reference staff to translate United Nations documents.

Key Modules

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Reference, Terminology & Translation Management Suite

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The Reference, Terminology and Translation Management solution improves the performance and quality of the translation process by finding relevant information for the documents being translated to speed up and simplify access to information such as terminology and repetitive text.

eReference - tool to produce electronically referenced documents facilitates efficient categorization and referencing of UN documents

The Reference, Terminology and Translation Management solution can be configured to run at any location either on-site or hosted by UNOV/UNODC with real-time replication of data between geographic locations. Currently tools are hosted by UNOV/UNODC and used by staff at UNOV, UNHQ, UNOG, UNON and ESCWA as well as by external contractors.

Key Benefits

• Improve speed and quality of the translation process • Provide relevant and accurate information with source indication • Translated documents are formatted according to the originals • Safe and secure location for all data repositories

Key Features

• Users can access systems remotely using just a Web browser from wide range of operating systems and portable devices • All data repositories, such as terminology databases, documents and bi text storage, provide search and index functionalities •E  very component of the system is integrated with all other components and with key UN systems such as DCPMS and CMA

Vintars Web-based terminology management platform provides users with a highly integrated database of UN terminology