Comments on ASFA Input - 2016 Helen Wibley, FAO Helen.Wibley@fao.org 2016 ASFA Advisory Board Meeting – Hanoi, Viet Nam

Introduction Section 1: ASFA records Section 2: www-ISIS-ASFA input

Sending a file to ProQuest File sent as e-mail attachment or via FTP Please include information in e-mail regarding: file name, software, FRN number range, total number of records Send file to: Paula.McCoy@proquest.com Natalie.Abram@proquest.com Hemant.Jain@proquest.com Helen.Wibley@fao.org You will receive a confirmation email

Sending a file to ProQuest It is better to send SMALLER files more OFTEN this makes the database more timely it also helps catch errors quickly

Checking File Status Visit the FAO reserved ASFA ftp site: ftp://ASFA:PWda28b@ext-ftp.fao.org/FI/Reserved/ASFA User Name: ASFA Password: PWda28b Go to directory: !!Contributions to the ASFA Database 1987-Present

Checking File Status An updated Excel file is posted at the beginning of each month The file is a copy of the Excel spreadsheet that ProQuest uses to track partner input It is important that you review your file status and details of your records You may need to SAVE the spreadsheet to your hard drive before you can open it.

Checking File Status (summary tab)

Checking File Status (individual Partner tab)

Entitlements Questions about your entitlements should be sent to Paula McCoy: Paula.McCoy@proquest.com If you have any difficulties regarding access to the database on the ProQuest Platform, please notify Paula

How to Report Errors: Identify the Error and Correction Identify the AN and/or the FRN number of the record to be corrected Send the details to Paula and Natalie at ProQuest: Paula.McCoy@proquest.com Natalie.Abram@proquest.com

ASFA Input: Common Errors Typographical errors Author names Taxonomic Descriptors Geographic Descriptors Sea Codes Automated indexing Classification codes Scope coverage FRN numbers Missing English title Serial titles URL addresses

ASFA Input: English Title All records MUST have an English title If you have to translate the original title into English, remember to check the ‘Translated by inputter’ box

ASFA Input: Serial Title It is no longer mandatory to have an Abbreviated Serial title in the record You should always select the Serial title from the pick-list to avoid errors If you have to enter the Serial title in full manually you should enter it in the field: Serial title (323)

ASFA Input: URL links The URL link to the full-text of the document for which you are preparing an ASFA record, i.e. the PDF, should be entered in the Online Availability field: Article/Paper/Document URL address field (920)

ASFA Input: URL links Any other URL link, e.g. publisher website, repository website, institution website, dataset link, etc Should be entered in the : Other URL Addresses field (922)

Abstract language codes Only the language code for the abstract included in the document should be entered in the appropriate field (601) Do not enter a language code for the abstract that was prepared by the ASFA inputter (i.e. not provided by the source document)

ASFA Input: Common Errors Authors In general, the format is: LAST NAME comma followed by space then FIRST Initial full-stop SECOND Initial full-stop e.g. Smith, J.H. Authors’ names may be entered in full: LAST NAME comma space then FIRST NAME

ASFA Input: Common Errors Authors Common errors include: No comma, no full stop Full stop instead of comma No space after the comma

ASFA Input: Common Errors Taxonomic descriptors Authority names must NOT be entered after the Genus + species names Check the spelling when manually entering taxonomic descriptors Do not abbreviate Genus names Do not enter common names of species

ASFA Input: Common Errors Taxonomic descriptors--Examples Do not enter multiple genus and species names as one term, separate them with a semi-colon INCORRECT: Cheirodon interruptus, Corydoras paleatus CORRECT: Cheirodon interruptus; Corydoras paleatus

ASFA Input: Common Errors Taxonomic descriptors--Examples Do not enter the word “phylum” in the taxonomic field INCORRECT: Phylum Ciliophora CORRECT: Ciliophora

ASFA Input: Common Errors Taxonomic descriptors Do not use the abbreviations ‘sp’ ‘spp’ after the Genus name INCORRECT: Hydropsyche spp. CORRECT: Hydropsyche there is a verification warning message in the www-ISIS-ASFA software:

ASFA Input: Common Errors Taxonomic descriptors

ASFA Input: Common Errors Geographic descriptors Do not use commas or colons to separate the terms - use a semi-colon ; Do not combine Entries as one term (e.g. Africa, East and West should be Africa, East; Africa, West) Do NOT use Sea Codes for inland water environments (i.e. for those with F in the Environmental Regime field) Use the Map to determine the Sea Codes

ASFA Input: Sea Codes for Geographic descriptors

ASFA Input: Common Errors Geographic descriptors Remember!! Follow the hierarchy as described in the Guidelines for Indexing (using www-ISIS-ASFA software), p 26-34

Automated Indexing indexing ASFA records may be difficult or time-consuming for you you may send your records to ProQuest to be processed through an ‘automated indexing’ system

Automated Indexing You may choose which of the indexing fields you wish to be processed: all the descriptor fields just the subject descriptors also the subject category codes Please contact the FAO ASFA Secretariat for more information (helen.wibley@fao.org)

ASFA Input: Common Errors Primary Classifications and Multiple journal allocations Some topics may fit the subject scope of more than one database (Q1, Q2 and Q5) You can allocate primary classification codes for more than one ASFA Database (Q1, Q2 and/or Q5) by repeating the field A record may be allocated to 1, 2 or all 3 of the ASFA databases

ASFA Input: FRN numbers FRNs must be assigned to records before the file is sent to ProQuest use the “Assign FRN and Export” utility in the www-ISIS-ASFA software to prepare records for sending to ProQuest

ASFA Input: FRN numbers The FRN format is: IC code + two digit year+5 digit sequential numbering (per year) E.g.: VI1600001 ; FA1600250 Trust Fund records should have TF instead of the Year E.g. : VITF00001

ASFA Input: FRN numbers Remember!! When you begin input for a new year, not only must you change the year, you must also start the numbering again from 1, e.g. FA1600001 FRN numbers cannot exceed 9 characters

Assigning FRNs The Assign FRN and Export utility ‘checks’ that records are ready for export It will not proceed if there are any “Temporary” records within the range of records indicated Sometimes, you may get error messages, such as:

Assigning FRNs problems

Assigning FRNs problems

Assigning FRNs problems Often these ‘problems’ may be solved by carrying out the ‘database reorganization’ procedure, i.e. Full inverted file + reorganize + Full inverted file

HAPPY ASFA INPUTTING! Thank you