1. GFIS-Africa Editorial tutorial – prepared by Anne Handley February 2003 (modified by Eero Mikkola July 2004)Anne Handley Aims To teach the skills needed to catalogue, index and describe resources To improve the editorial quality of GFIS records To provide links to further information concerning editorial content

2. GFIS-Africa Editorial Tutorial2 Introduction Tutorial Slides 4-11 show you how to improve the quality and consistency of data entry. Slides 12-18 show you how to deal with different types of document Post-training test After completing the tutorial, test your skills on the exercises (slides 18-19). Compare your results with the good examples provided.

3. GFIS-Africa Editorial Tutorial3 Tutorial Editorial quality Slides (4-11) deal with these mandatory key fields individually: Title Creator Subject Type Format Language Consistency and efficiency Slides 12-17 deal with how to enter data for different types of document: Unnumbered wholes (books, conferences, etc.) Unnumbered parts (conference papers, etc.) Numbered wholes (reports, bulletins, etc.) Numbered parts (journal articles, etc.)

4. GFIS-Africa Editorial Tutorial4 Title The name given to the resource by the CREATOR or PUBLISHER. The field is composed of two elements: (DC) Main title (include Title and Subtitles) (DC) Alternative title (e.g. translations in other languages) Only capitalise the initial letters of proper names. Specification If the field size is not large enough, split title into 2 sentences and report to GFIS Webmaster. In case of doubt about the difference between “title” and “alternative title”, use only “title” field. Refer to the relevant part of the Editorial ManualEditorial Manual

5. GFIS-Africa Editorial Tutorial5 Creator The person (s) or organization (s) primarily responsible for the intellectual content of the resource. For example, authors in the case of written documents, artists, photographers, or illustrators in the case of visual resources. Specification - When entering an author name, choose appropriate entry from the controlled list (E.g. “Personal Names”, “Corporate Names”, “Creator’s name”). - If an email account is known, enter it into the “Creator's (Email) address” having the Creator name in the relative field. - If there is doubt as to how to enter a name, personal or corporate, enter as it appears and do not invert or add names that are not present in the original. - If the creator is unknown, please write “Unknown” (the field cannot be blank because it is mandatory). Refer to the relevant part of the Editorial ManualEditorial Manual

6. GFIS-Africa Editorial Tutorial6 Subject The topic of the content of the resource. Typically expressed as keywords or classification schemes. Best practice is to select a value from a controlled vocabulary. Specification The “Subject” field covers three different possibilities: 1.SUBJECT Keywords: free text 2.SUBJECT Controlled vocabulary: controlled keywords scheme 3.SUBJECT Classification: controlled classification scheme Subjects may come from the title or description field, or elsewhere in the resource. - Uncontrolled vocabulary, Keywords = Enter keywords one by one and press the “add” button. - Controlled vocabulary keywords = Choose keywords from one of the controlled vocabularies. Classification: - Choose keywords from the proposed keyword list. Multiple choice is possible. Click over keyword name to highlight it in red. Refer to the relevant part of the Editorial ManualEditorial Manual

7. GFIS-Africa Editorial Tutorial7 Type The category of the resource, such as home page, novel, poem, working paper, technical report, essay, dictionary. For the sake of interoperability, type should be selected from an enumerated list that is under development in the workshop series at the time of publication of this document. Specification Select the most appropriate ‘type’ from predefined vocabulary list. If the needed “data type” does not exist on the controlled list, choose “undefined” and report to webmaster. Some items may involve more than one type, i.e. a manuscript collection may have text, image and sound; a virtual exhibit may be text, image, sound, and interactive, enter in additional field. In this case select multiple entries (this is a multi-choice field). Examples: Text (book, techreport, monograph, dissertation, poem, home page, manuscripts, music score. Note that images of texts are of the genre ‘text’) Image (map, stereograph, photograph, painting, engraving) Dataset (CD-ROM ) Software (Application software)

8. GFIS-Africa Editorial Tutorial8 Format The data representation of the resource, such as text/html, ASCII, Postscript file, executable application, or JPEG image. The intent of specifying this element is to provide information necessary to allow people or machines to make decisions about the usability of the encoded data (what hardware and software might be required to display or execute it, for example). As with the TYPE elements, FORMAT will be assigned from enumerated lists such as registered Internet Media Types - IMT (MIME types). In principal, formats can include physical media such as books, serials, or other non-electronic media. Specification Select type from predefined vocabulary list. For electronic media, describe the digital format (image/jpeg ; video/mpeg.). Include formats for all versions of the digital resource (i.e., thumbnail, access image, master image). Information about hardware or software used for image capture; scanning resolution; compression information; file size, etc. should be entered in “Source” field. If the needed “format” does not exist on the controlled list, choose “undefined” and report to GFIS webmaster. For paper support please specify if "hardback" or “soft-cover”.

9. GFIS-Africa Editorial Tutorial9 Identifier String or number used to uniquely identify the resource. Examples for networked resources include URNs (when implemented), ISBN and ISSN. Other globally-unique identifiers, such as International Standard Book Numbers (ISBN) or other formal names would also be candidates for this element in the case of off-line resources. Hyphenation (-) is not needed, and should be avoided. o URN, The value of this element is a Uniform Resource Names to an external representation of the description of the resource. See below for more information. o ISBN, International Standard Book Number for the resource described. o ISSN, International Standard Serial Number for the resource described. o FPI, Formal Public Identifier for the resource described. FPIs are used extensively in SGML documents to identify other documents or pieces of documents. See below for more information. o SICI, Serial Item and Contribution Identifier for the resource described. This standard provides an extensible mechanism for the unique identification of articles within particular issues of journals, magazines, newspapers, and other serials. See below for more information. o IPC, International Patent Classification o JN, Job number o PN, Patent number Although the Identifier is normally compulsory, there are a few circumstances in which it can be omitted. If none of the above numbers exist, then it must be omitted. But in this case, the resource must be given an Availability/place and number.

10. GFIS-Africa Editorial Tutorial10 Identifier URL String or number used to uniquely identify the resource. Examples for networked resources include URLs and URNs (when implemented). Other globally-unique identifiers, such as International Standard Book Numbers (ISBN) or other formal names would also be candidates for this element in the case of off-line resources. Hyphenation (-) is not needed, and should be avoided. If it’s available as both a print document and a Web address, give both identifiers. More than one URL can be added if there are mirror sites. Specification Please enter correct URL for the resource if existing.

11. GFIS-Africa Editorial Tutorial11 Language Language(s) of the intellectual content of the resource. Where practical, the content of this field should coincide with RFC 1766. ISO.639-1, Default SCHEME is ISO.639-1, a two or three character language code from the ISO 639 (639-1 and 639-2) standard. Z39.53, The value is a three character language code from the Z39.53 coding set for written languages. IETF RFC 1766 Specification Select one or more languages from the controlled vocabulary list. If the language is not represented in this reference, choose “Undetermined” and contact administrator. If a textual description is necessary to describe the nature of language in the digital resource, include this in the “Description” field (e.g., German with English translations in parallel columns). For visual images choose “Undetermined”. If a resource is in specific language (French, Spanish, etc.) with English summary, then add both French and Spanish to Language and add English to Language of summaries.

12. GFIS-Africa Editorial Tutorial12 How to.. guide How to recognise and catalogue different types of document The following slides deal with how to enter data for: Unnumbered wholes Unnumbered parts Numbered wholes Numbered parts

13. GFIS-Africa Editorial Tutorial13 Document types Unnumbered wholes  Books  Monographs  Conferences  Theses Unnumbered parts  Book chapters  Conference papers Numbered wholes  Bulletins  Reports  Policy documents Numbered parts  Journal articles  News articles

14. GFIS-Africa Editorial Tutorial14 Exercises For each exercise (1-2), first read the whole of the original document Fill in the required fields in the data sheet for each exercise and then print out your data sheet When you have finished, compare your results with: Good examples

15. GFIS-Africa Editorial Tutorial15 Exercise 1 – books or monographs Open document No.1 Enter metadata for document No.1 (then print out your results) Compare your results with good examples

16. GFIS-Africa Editorial Tutorial16 Exercise 2 – conferences Open document No. 2 Enter metadata for document No. 2 (then print out your results) Compare your results with good example

17. GFIS-Africa Editorial Tutorial17 References Dublin Core. http://dublincore.orghttp://dublincore.org Anglo-American Cataloguing Rules, 1988 revision (AACR2). American Library Association, 1988. Nancy Olsen. Cataloguing Internet Resources: A Manual and Practical Guide. http://www.oclc.org/oclc/man/9256cat/toc.htm http://www.oclc.org/oclc/man/9256cat/toc.htm Chicago Manual of Style. 14th ed. Chicago: University of Chicago Press, 1993. CABI Electronic Reference Manual (unpublished). Extracts are reproduced here by kind permission of CABI Publishing. Cataloguing Rules for the BIOME Service: a Procedural Manual. http://biome.ac.uk/guidelines/cat/http://biome.ac.uk/guidelines/cat/ Merriam-Webster’s Collegiate Dictionary. Springfield, Mass.: Merriam Webster, latest edition. Merriam-Webster OnLine. http://www.m-w.com/home.htmhttp://www.m-w.com/home.htm Chambers Dictionary of Science and Technology. London : Chambers Harrap Publishers Ltd., latest edition. CAB Thesaurus. Wallingford : CAB International, 1999. Agrovoc. http://www.fao.org/agrovoc/http://www.fao.org/agrovoc/