1. Comments on ASFA Input - 2014
Helen Wibley, FAO 2014 ASFA Advisory Board Meeting – Beijing, China

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

3. Sending a file to ProQuest
File sent as attachment or via FTP
Include information in regarding: file name, software version, FRN number range, total number of records
Send file to:
You will receive a confirmation

4. 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

5. Checking File Status
Visit the FAO reserved ASFA ftp site:
User Name: ASFA
Password: PWda28b
Go to directory: !!Contributions to the ASFA Database 1987-Present

6. 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.

7. Checking File Status (summary tab)

8. Checking File Status (individual Partner tab)

9. Checking File Status
Files usually loaded into production system last week of the month
Records are checked
Records are released during the next electronic update (usually 1st week of the month)
If you have any questions regarding file status, please ask Natalie/Paula

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

11. 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:

12. Note about additions to records
Changes to existing records will be made as time and resources allow (e.g. adding URLs)
Corrections of errors will take priority

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

14. ASFA Input: Common Errors Typographical errors
The most common error is a typographical error in the HTML typesetting codes
Incorrect: <sup/>, <SUP>, <Sup>, </SUP>, </>, <sup> (at end), </ sup>, < /sup> or any other variation of spaces, mixed caps, etc.
Correct: ^…., _…,
Note:
It is no longer necessary to markup for italics (e.g. for Latin scientific names of organisms)

15. ASFA Input: DBO records
ProQuest can now identify DBO records from the publication date of the record
THEREFORE:
It is no longer necessary to add (DBO) at the end of the abstract

16. 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

17. 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 manually, you should enter it in the field:
Serial title (323)

18. 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)

19. 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)

20. 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)

21. 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

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

23. ASFA Input: Common Errors Record length
Records can contain a MAXIMUM of 8,000 characters (including spaces)
Record length MUST be kept within this range
Look out for long abstracts, especially if more than one abstract is entered in the record
The abstracts may have to be shortened/edited

24. ASFA Input: Common Errors Abstract length
www-ISIS-ASFA v1.2 has a verification for abstract length

25. ASFA Input: Common Errors Abstract length

26. 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

27. 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

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

29. 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:

30. ASFA Input: Common Errors Taxonomic descriptors

31. 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

32. ASFA Input: Sea Codes for Geographic descriptors

33. 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

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

35. 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

36. 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

37. 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

38. ASFA Input: FRN numbers
The FRN format is:
IC code+two digit year+5 digit sequential
numbering (per year)
For example:
CS FA

39. 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. FA
FRN numbers cannot exceed 9 characters

40. 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:

41. Assigning FRNs problems

42. Assigning FRNs problems

43. 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

44. HAPPY ASFA INPUTTING!
Thank you