Intute Health and Life Sciences Cataloguing Guidelines by dfhrf555fcg

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									Intute: Health & Life Sciences Cataloguing Guidelines
                                           Draft Version 1– May 2006

** indicates mandatory fields

Intute: Health and Life Sciences Cataloguing Guidelines .......................................... 1
   1. Introduction...................................................................................................... 2
   2. **URL/Title check ............................................................................................. 2
      2.1 If there are no matching records ................................................................... 2
      2.2 If there are one or more matching records .................................................... 2
   3. Specific fields – input screen.......................................................................... 2
      3.1 **Handle ....................................................................................................... 2
      3.2 Subject group ............................................................................................... 3
      3.3 Subgateway(s) ............................................................................................. 3
      3.4 **Title ........................................................................................................... 3
        3.4.1 Diacritics ................................................................................................ 4
        3.4.2 Transliteration ........................................................................................ 4
      3.5 Alternative titles ............................................................................................ 5
      3.6 **URL ........................................................................................................... 5
      3.7 **Language .................................................................................................. 6
      3.8 **Description ................................................................................................ 6
        3.8.1 Adding extra content to an existing record ............................................. 7
      3.9 Keywords (controlled) .................................................................................. 7
      3.10 **Resource types........................................................................................ 8
      3.11 Classifications ............................................................................................ 8
      3.12 Country of origin ......................................................................................... 8
      3.13 Resource creator ........................................................................................ 8
      3.14 Resource publisher .................................................................................... 9
      3.15 Administrator name .................................................................................... 9
      3.16** Administrator email .................................................................................. 9
      3.17 Format........................................................................................................ 9
      3.18 Technical requirements ............................................................................ 10
      3.19 ISBN......................................................................................................... 10
      3.20 ISSN......................................................................................................... 10
      3.21 Record source .......................................................................................... 11
      3.22 Comments ................................................................................................ 11
      3.23 Status ....................................................................................................... 11
      3.24 Date record created.................................................................................. 11
      3.25 Record creator ID ..................................................................................... 12
      3.26 Date for review ......................................................................................... 12
      3.27 Submit new record ................................................................................... 12
   4. Specific fields - edit screen additions .......................................................... 13
      4.1 Editor’s choice ............................................................................................ 13
      4.2 Status changed date .................................................................................. 13
      4.3 Status changed by ID ................................................................................. 13
      4.4 Date record activated ................................................................................. 13
      4.5 Record activated by.................................................................................... 13
      4.6 Date last reviewed ..........................................................................................
      4.7 Record reviewer ID..................................................................................... 13
      4.8 Redirects .................................................................................................... 13




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1. Introduction
This document provides rules and guidelines for creating catalogue records for
Internet resources added to Intute: Health & Life Sciences. It should be used in
conjunction with style guidelines, resource type listing, and evaluation criteria. These
guidelines are taken from the Intute Cataloguing Guidelines, which can be found at
http://www.intute.ac.uk/policy.html. These guidelines follow best practice from the
RDN hub guidelines, and are based on Dublin Core, RLLOMAP, AACR2 and the
RDA where relevant.

**       indicates a mandatory field (minimum set)


2. **URL/Title check
It is essential to avoid creating duplicate records for the same resource in
Intute.

        Check the URL and/or the title of the resource you intend to catalogue to find
         out whether a record already exists in Intute.
        Type in a full or partial URL/Title. So that you do not miss resources that
         could already be catalogued but with a different URL, use the simplest part of
         a URL.


2.1 If there are no matching records
If there are no matching records, click on the Proceed to add record icon and go to
Part 3 of these notes (Specific fields – input screen).

2.2 If there are one or more matching records
Please be aware that the record may have been added by another Subject Group.

You may

        Add classification (see 3.11 below) and keywords (see 3.9 below) to an
         existing record.
        Do not amend or alter classification or keywords already entered by another
         group.
        Add extra wording in the description field (see 3.6 below) to explain relevance
         of the resource to an additional subject group.
        Do not amend or alter another group(s)’ description, without consultation.

If in doubt, always contact the Content Coordinator, Intute: Health & Life Sciences
(laurian.williamson@nottingham.ac.uk) and she will advise on how to proceed.


3. Specific fields – input screen
3.1 **Handle
This is automatically generated. It is the unique identifier for the record.



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3.2 Subject group
This field is populated automatically when a record is created, and cannot be edited.
It records which Intute subject group created the original record.

Do not alter the contents of this field at record creation, or at editing stage.

3.3**Subgateway(s)
This field lists the subsections for your subject group:

      Click on the subgateway(s) you require. The options available are:

              agrifor
              bioethicsweb [Wellcome Trust use only]
              bioresearch
              medhist [Wellcome Trust use only]
              natural
              nmap
              omni
              psci-com [Wellcome Trust use only]
              vetgate


3.4 **Title

      Enter the full and proper name of the resource in its original language (see
       below for further information on transliteration and/or diacritics including
       ampersands).
      Take the information from the resource itself – not from the bar across the top
       or bottom of the screen.
      Do not copy and paste from the website.
      Do not use in/definite articles as the first word of the title, unless the title does
       not make sense without it.
      If the in/definite article is essential, put it at the end:

                       e.g. UK Red Squirrel Group, The

      Use capital letters for the first letter of the first word and proper nouns only.

      Separate title from subtitle with space colon space and start subtitle with
       lower case letter:

                       e.g. Zoonoses : healthy pets, healthy people

      Capitalise organisations as given by the organisation itself:

                       e.g. Rural Payments Agency

      Include acronyms of organisations, where appropriate, in brackets after the
       title. Do not add punctuation between the letters:



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                        e.g. Association of Veterinarians for Animal Rights (AVAR) not
                        A.V.A.R.

      Capitalise foreign languages as appropriate for that language.

      Individual lectures may be added, for example:

Veterinary epidemiology : lecture 3 : Human-animal interactions epidemiology :
Supercourse

      Do not put a full stop at the end of the field.

      For resources with no title, provide a descriptive title enclosed in [ ] (square
       brackets).

      For very long titles, omit superfluous data indicating with ‘…’

      When abbreviating words, only put a full-stop at the end of abbreviations
       where the last letter is not the last letter of the word:

                        e.g. add Dr (for Doctor) but Prof. (for Professor)

3.4.1 Diacritics

      Text must be entered in plain text (also known as ASCII).
      Do not copy and paste from a word processor or an Internet browser because
       the text will often contain non-ASCII characters such as 'smart' quotation
       marks, symbols, or accented characters. If you need to add a relatively
       common special character, such as an accented letter or an ampersand, this
       may be entered as an HTML entity (from ISO Latin1 Character Entity
       Reference).
      A full list showing the available characters and their corresponding entities is
       available from the Web Design Group (WDG)
       (http://www.htmlhelp.com/reference/html40/entities/).

3.4.2 Transliteration

      For titles or words written in non-Roman scripts (e.g. Greek, Cyrillic, Hebrew,
       Arabic, Chinese, Thai, etc.), please transliterate into ASCII characters using
       the standard Library of Congress transliteration scheme, which may be found
       at http://www.loc.gov/catdir/cpso/roman.html.
      HTML entities may, of course, be used as part of any transliteration scheme.


Other websites, which may be useful include:
http://www.xplor.org/charactermap.cfm
http://www.htmlhelp.com/reference/html40/entities/latin1.html




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3.5 Alternative titles
This is a repeatable field.

Use this field for:

                o     Other translations of main title

Diacritics - Intute can search titles with and without diacritics. There is no need to
add the alternative version here.

Follow guidelines for Title field (3.3 above), including transliteration, diacritics and
punctuation of acronyms and abbreviations.


3.6 **URL
This is a repeatable field.

       The URL is the Internet address of the resource.
       Copy and paste from your browser to ensure accuracy.
       The first (main) URL should match the original language version of the
        resource.
       Always start with the first part of the URL, the protocol - usually http but https
        or ftp are common alternatives. This tells your browser how to deal with the
        file that it is about to open. Therefore, do not start the URL with www.
       A maximum of 3 URLs can be entered for each record (namely the main URL
        of the resource and 2 alternative language URLs) for example:

        The home page for the OIE http://www.oie.int/eng/en_index.htm would be the
        first (main) URL. Additional URLs may be added for the French
        http://www.oie.int/fr/fr_index.htm and Spanish
        http://www.oie.int/esp/es_index.htm

       Enter the simplest form of the URL that calls up the resource you are
        cataloguing. For example, remove the last section of text from the displayed
        URL, back to the next trailing slash character '/', and press return. If the web
        page still loads correctly for the page that you are cataloguing, use this form
        of the address.

        e.g. use http://www.intute.ac.uk/ rather than http://www.intute.ac.uk/index.html

       Include a trailing slash at the end of the URL, unless it is pointing to a specific
        file name e.g. .cfm, .cgi, .htm, .html, .jsp, .pdf, .php, .pl etc.

        e.g. http://www.intute.ac.uk/ rather than http://www.intute.ac.uk
                                       BUT
http://www.intute.ac.uk/contact.html rather than http://www.intute.ac.uk/contact.html/




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3.7 **Language
The language field matches the URL field, and is also a repeatable field:

      Select the language matching the URL from the drop-down list.
      For multiple languages, hold down the <Ctrl> key and click to highlight the
       extra language(s) required.
      If the language is not on the drop-down menu, enter its 3-letter code from
       http://www.loc.gov/standards/iso639-2/langcodes.html in the box provided.

Alternative URLs, and also languages, can be selected by clicking on Add another
URL/Language.




3.8 **Description
This is a description of the resource. It is written in free-text and is a key feature of
the Intute service. It provides added value for the user. The first section of the
description is the most important and should tell the user everything that they need to
know about the resource. The rest of the description should expand upon these
opening lines, and may include more detailed subject specific information.

Style Guide for Intute (see link above free-text description box) - use for conventions
on how to write numbers, dates and specific words and phrases. If your word or
phrase is not covered in the Style Guide, use an Oxford English Dictionary (OED)
spelling.

The description is intended to answer in summary the following questions:

               o   What type of resource is it and what is the resource about?
               o   Who or what has created the resource and made it available?
               o   For what purpose, and for whom, is the resource intended?
               o   Does the resource relate to specific geographic areas or time
                   periods, or languages?
               o   Does the resource have any notable features concerning
                   originality, sources on which it is based, form in which it is
                   presented, means by which it can be navigated, ease of use?

   The following information should be included in the description (where
   appropriate and available):

               o   The nature of the resource, e.g. an electronic journal, collection of
                   reports, an organisation etc.
               o   The intended audience of the information
               o   Who is providing the information (author, publisher, funder,
                   organisation)
               o   The subject coverage/content of the resource
               o   Any geographical or temporal limits
               o   Any form or process issues that might affect access or ease of use
                   (charging, registration, need for any special software, etc.)
               o   Availability of the resource in other languages


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When writing the description, please take into account the following:

               o   The description should be written in complete sentences.
               o   The description should be in the range of 50-250 words.
               o   Take information from the resource text where appropriate, but do
                   not copy and paste from the website as this could infringe
                   copyright.
               o   Include direct quotes taken from the resource in “ “, to avoid
                   breaches of copyright.
               o   Abbreviations and acronyms - give the full name followed by the
                   abbreviation or acronym in brackets the first time, and then use the
                   abbreviation or acronym thereafter.
               o   Do not use punctuation when writing acronyms:

                              e.g. NIMR (rather than N.I.M.R.)

               o   Use formal language and avoid abbreviating words. However, if
                   words are abbreviated, put a full-stop only at the end of
                   abbreviations where the last letter is not the last letter of the word:

                              e.g. Dr (for Doctor) but Prof. (for Professor)

               o   Do not include URLs in the description.
               o   Be time-sensitive and either do not include information that will go
                   out of date or if you do include it, give the rough date that the
                   information was accessed.

                              e.g. As of July 2006, this site references 3,500 items.

               o   Evaluate the website objectively. Use subjective comments with
                   care and avoid using the website’s own evaluation in the
                   description.

3.8.1 Adding extra content to an existing record

Refer to de-duplication guidelines when wishing to add extra content to an existing
record of another subject group.

As a general rule:
    If you are adding content to an existing description, please do so without
       altering the original description.
    If in doubt, always contact the Content Coordinator, Intute: Health & Life
       Sciences (laurian.williamson@nottingham.ac.uk) to discuss.

3.9 * Keywords (controlled)
The thesauri we use in Intute: Health & Life Sciences provide controlled keywords
which are used to describe the content of the resource. The thesauri that we
currently use are:

Subgateway                                      Thesauri
omni                                            MeSH
agrifor                                         CAB
vetgate                                         CAB

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bioresearch                                     MeSH
nmap                                            MeSH and RCN
natural                                         LCSH
bioethicsweb                                    MeSH
psci-com                                        LCSH
medhist                                         MeSH


      Click on Lookup keywords.
      From drop down list choose all required terms.
      At the bottom of the list click on Add keyword(s).
      Punctuation will be added automatically in the displayed record.


3.10 **Resource types
The resource type should be used to indicate the primary type of the whole resource.
See separate document for full definitions of the resource types available. The
resource types available for the Intute: Health & Life Sciences group can be found in
the Editor’s interface at http://www.intute.ac.uk/cataloguer/

      Select one or more resource type(s) from the list.
      For multiple resource types, hold down the <Ctrl> key and click to highlight
       the extra resource type(s) required.

3.11 **Classifications
This field is used to generate the browse categories for natural, bioethicsweb,
medhist and psci-com only.

      Click on Find and add classifications(s).
      Browse the hierarchy and tick the relevant heading(s).
      Scroll to the bottom of the list and click on Add classification(s).
      To add additional classification(s) click on Add new classification(s).

3.12 **Country of origin
      Select from the drop-down menu.
      Only one selection can be made. For resources that are derived from more
       than one country, use Multi National.

3.13 Resource creator
This is a repeatable field. Click on the ‘+’ icon to generate entry box. Up to five
entries can be added.

      Use for the owner(s) of the intellectual property of the resource, usually the
       author(s).
      Take the personal or organisational/corporate information from the resource
       itself or related resources.
      Enter personal names in indirect order in the following format: ‘family name’
       comma space ‘initials or given name’.
      Do not add space between two initials:

               e.g. Smith, John D.; Smith J.D.; Smith J., Dr


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3.14 Resource publisher
This is a repeatable field. Click on the ‘+’ icon to generate entry box. Up to five
entries can be added.

      Use for the host or agent of the resource, which indicates the authority of the
       site (usually, but not always, an organisation rather than a person). Examples
       include the museum putting up an online exhibition, or the academic
       institution hosting a particular research project.
      Take the personal or organisational/corporate information from the resource
       itself or related resources.
      Follow guidelines on entry styles as given for 3.13 above.


3.15 Administrator name
      This field allows you to record the name of the person who maintains the
       resource.
      Enter personal names as given in 3.14 above.

3.16 ** Administrator email
      This field allows you to enter the electronic mail address of the individual
       responsible for maintaining the resource.
      This field is related to, but separate from, field 3.18 above.
      The information should be taken from the resource itself or related resources.
      A contact/feedback form URL may be given if no personal names are
       available.
      If no email address or feedback form is available, write 'Not available' in the
       Administrator email box.

3.17 Format
HTML is the default entry.

      Select one or more of the formats in the drop down menu to indicate the
       formats used in the website being catalogued.
      For multiple formats, hold down the <Ctrl> key and click to highlight the extra
       format(s) required.
      The formats used can often be determined from the URLs.

The following options are available:

           o   html - HyperText Markup Language - the language used to create
               many Web pages
           o   xml - Extensible Markup Language
           o   pdf - Portable Document Format - requires Adobe Acrobat Reader
           o   ppt - Microsoft PowerPoint
           o   doc - Microsoft Word
           o   php - created using PHP programming language
           o   cgi/pl - Common Gateway Interface - an interface between the Web
               and various programs, e.g. used for online forms, commonly used with
               languages such as Perl.
           o   asp - Active Server Pages - dynamically created Web pages


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           o   jsp - Java Server Pages - dynamically created Web pages
           o   cfm - ColdFusion Web pages - dynamically created from a database
           o   bmp - Bitmap - a Microsoft Windows image format
           o   gif - Graphic Interface Format
           o   jpg - an image format developed by the Joint Photographic Experts
               Group
           o   tif - Tagged Image File Format
           o   ps - PostScript
           o   rtf - Rich Text Format
           o   plain text
           o   other

3.18 Technical requirements
      Select one or more of the items from the drop down menu to indicate the
       requirements of the website being catalogued.
      For multiple requirements, hold down the <Ctrl> key and click to highlight the
       extra requirement(s) required.

The following options are available:

           o   Subscription fee
           o   User registration
           o   Ability to view large images
           o   Use of frames
           o   Use of Cascading Stylesheets
           o   Flash plugin
           o   Audio plugin
           o   Video plugin
           o   Adobe Acrobat (pdf)
           o   Quicktime viewer
           o   Unspecified plugin(s)
           o   Java-enabled browser
           o   JavaScript-enabled browser
           o   XML-aware browser
           o   Extra fonts or character sets
           o   Shockwave

3.19 ISBN [For Wellcome use only]
Fields 3.22 and 3.23 will take text and/or multiple entries.

      Enter the ISBN without spaces.
      If available, use the ISBN-13 code (introduced in 2006):

                       e.g. 9780910608510

      Separate multiple entries with a semi-colon and a space.

3.20 ISSN [For Wellcome use only]
      Enter the ISSN with a hyphen (preferred): e.g. 1234-5678.
      Separate multiple entries with a semi-colon and a space.




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3.21 Record source [Core Intute: Health & Life Sciences and
HONNI team only]
This field is used to indicate that the resource has been harvested from an external
source.

Tick the appropriate term.

Terms currently available include:

HONNI           - Intute : Health and Life Sciences

3.22 Comments
This field is used to add any further comments about the resource that are not
covered in the standard cataloguing fields. It is searchable internally, though it is for
internal use only and will never be displayed.

3.23 Status
This field will indicate the status of the record

       Choose the required status from the drop down menu. The options available
        are:
            1. Draft - this is the default status and is used when a record is
               incomplete
            2. Suggested – this is the status for resources that have been submitted
               to Intute: Health & Life Sciences [dealt with by core team only]
            3. Complete – this is the status to assign once you have completed your
               record ready for quality control checking
            4. Deleted – this status is for resources that are no longer suitable for
               inclusion in Intute: Health & Life Sciences
            5. Suspended – used when awaiting further information/clarification on a
               resource. Mainly used by core Intute: Health & Life Sciences staff
               during link checking of ‘live’ records
            6. Vetoed – used for resources that have been submitted and are totally
               inappropriate for addition to Intute: Health & Life Sciences
            7. Live – selecting this status will activate a resource once it has been
               completed and checked by the core Intute: Health & Life Sciences
               team.
       Note: The ‘live’ status can only be activated from the edit screen. You will not
        be able to make a record live at the ‘add new record’ stage.

3.24 Date record created
This field is automatically generated.
It records the date the record was added to the database in the format YYYY-MM-DD

Do not alter the contents of this field.




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3.25 Record creator ID
This field is automatically generated.

It records the username of the original cataloguer of the resource.

Do not alter the contents of this field.

3.26 Date for review
This field value will default to 12 months hence, but can be edited to an alternative
value if required. [A new reviewing policy will be in place by 01 August 2006 – please
do not alter this field until told otherwise]. Dates should be entered in the ISO
8601:1988 format, YYYY-MM-DD. See 3.16 above for examples.


3.27 Submit new record

       Click on Submit button at the end of the ‘add new record’ fields.
       Retrieve record in ‘edit’ screen if you need to make any further additions or
        alterations.




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4. Specific fields - edit screen additions

From the edit screen you will be able to make changes to fields entered in ‘add new
record’ screen. Follow the rules given above when making changes to existing fields.

This screen also gives access to some additional fields as detailed below.

4.1 Editor’s choice [Core Intute: Health & Life Sciences team only]
This field is used by Intute: Health & Life Sciences to identify a small selection of key
websites chosen by Service Officers in their particular subject area. They are used
to help the user identify the most important websites in their area. They may also be
websites that might perhaps be included in a subject booklet guide or the Virtual
Training Suite (VTS).

Tick in the check box to include the resource as Editor’s choice.

4.2 Status changed date
Use this field to record the date on which the record status is changed.

Dates should be entered in the ISO 8601:1988 format, YYYY-MM-DD.

4.3 Status changed by ID
Use this field to record the ID of the person changing the record status.

4.4 Date record activated
This field will allow designated people to make the record live.

4.5 Record activated by
Use this field to record the ID of the person making the record live.

4.6 Date last reviewed
This field is used to record the date the record was last reviewed.

The field may be edited, adding the new date in ISO 8601:1988 format as above.

4.7 Record reviewer ID
Use this field to record the ID of the person who last reviewed the record.

4.8 Redirects
This field records the number times the website has been accessed i.e.
‘clickthroughs’. It is automatically populated when the website is searched, and
cannot be edited.




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