Guidelines for bibliographic description and data entry (using www-ISIS-ASFA software, version 1.1)

ASFIS REFERENCE SERIES, No. 3, Revision 4

(ASFIS – 3, Rev. 4)

GUIDELINES FOR BIBLIOGRAPHIC DESCRIPTION
AND DATA ENTRY

(using www-ISIS-ASFA software, version 1.1)

compiled by

Luciana Lombardi Gianandrea
Fisheries and Aquaculture Information and
Statistics Service
FAO Fisheries and Aquaculture Department

FOOD AND AGRICULTURE ORGANIZATION OF THE UNITED NATIONS
Rome, 2007

Download Full PDF version 2 Mb

TABLE OF CONTENTS

DEFINITIONS OF TERMS USED IN THIS MANUAL  (Download 39 kb)

INTRODUCTION

PART 1  (Download Full Part 1) 1,429 kb)
BIBLIOGRAPHIC DESCRIPTION AND DATA ENTRY

Preliminary Information  (Download) 68 kb)

To start the www-ISIS-ASFA software system

Client-Server Environment
Stand-alone Environment

ASFA Data Entry

NEW RECORD

Selection of the worksheet (correct bibliographic level)*

FIELDS INCLUDED IN THE WORKSHEETS (Download) 223 kb)

TRN (TEMPORARY RECORD NUMBER) field
BIBLIOGRAPHIC LEVEL field
DATE OF UPDATE field
RECORD ENTERED BY field
DATA ENTRY STATUS field
ENGLISH TITLE field*
TRANSLATED BY INPUTTER field
NON-ENGLISH TITLE(s) field*
Translation of Documents TYPE OF DOCUMENT field
PHYSICAL MEDIUM field
LITERARY STYLE field
PERSONAL AUTHOR field*
AUTHOR'S ADDRESS field*
CORPORATE AUTHOR field*
DEGREE TYPE OF THESIS field
CONFERENCE NAME field*
CONFERENCE LOCATION field
CONFERENCE DATE field* (Download) 438 kb)
LANGUAGE OF TEXT field
LANGUAGE OF ABSTRACT(S) IN DOCUMENT field
DOCUMENT/REPORT/PATENT NUMBER field*
ENGLISH MONOGRAPHIC TITLE field*
NON-ENGLISH MONOGRAPHIC TITLE field*
ISBN field.
PERSONAL AUTHOR (MONOGRAPHIC) field*
CORPORATE AUTHOR (MONOGRAPHIC) field*
EDITION field
IMPRINT field (Download) 445 kb)
SERIAL TITLE field
SERIAL TITLE – ABBREVIATED field
ISSN field
ELECTRONIC ISSN field
DATE OF PUBLICATION field*
COLLATION field
ONLINE AVAILABILITY/URL ADDRESS field
DIGITAL OBJECT IDENTIFIER (DOI) field
NOTES field
ENVIRONMENTAL REGIME field
LOCAL fields

SAVE/EDIT/DELETE RECORDS (Download) 384 kb)

Save a New Record
Difference between an “Error” message and a “Warning” message*
Edit a Newly Saved Record
Change the Bibliographic level of a record saved with an incorrect
bibliographic level
Copy an Existing Record
Delete an existing record
Undelete a deleted record*

EDIT RECORD(S)

1. By browse method to locate records that require editing
2. By search method to locate records that require editing
Additional instructions to facilitate searching
Search and Download/Print retrieved records using www-ISIS-ASFA*

SET DEFAULTS

REPETITION OF DATA IN CONSECUTIVE RECORDS

DOWNLOAD/PRINT

PART 2 (Download) 846 kb)
www-ISIS-ASFA SOFTWARE UTILITIES (Download) 95 kb)
RELATED TO ASFA BIBLIOGRAPHIC DATA
ENTRY AND MANAGEMENT OF THE SOFTWARE*

ALLOCATION OF FRNs AND DISPATCH OF RECORDS TO CSA*

Important note for ASFA partners working with collaborating centres*

INVERTED FILE*

EXPORTING ASFA RECORDS ON TO DISKETTES OR OTHER DRIVES

IMPORTING ASFA RECORDS ON TO THE SAME OR DIFFERENT COMPUTER

EXPORTING/IMPORTING RECORDS MAINTAINING THE SAME MFNs
(EXCH/99 TAGGING)

CORRECTION OF A RECURRENT MISTAKE IN CONSECUTIVE RECORDS

PRINTING RECORDS IN FORMATS NOT AVAILABLE USING www-ISIS-ASFA*

USEFUL PROCEDURES RECOMMENDED FOR EFFICIENT MANAGEMENT
OF THE ASFA DATABASE*

BACK-UP OF THE RECORDS CONTAINED IN YOUR DATABASE*

HOW TO RESTORE A BACK-UP OF YOUR ASFA WORK*

REORGANIZE MASTER FILE AND FULL INVERTED FILE GENERATION*

CLEANING THE “WORK” DATABASE CONTAINED IN THE www-ISIS-ASFA
SOFTWARE*

UNLOCK ASFA DATABASE*

RE-INITIALIZE DATA BASE*

ANNEX 1: Guidelines for Transliteration* (Download Annexes 1-2-3-4 168 kb)

A.Transcription of accented letters in languages based on Latin alphabet
and special letters*
B.Transliteration of the Modern Russian Alphabet (based on ISO 9: 1986)
approved at the 2006 ASFA Board Meeting*

ANNEX 2: Language Codes

ANNEX 3: Guidelines for abbreviating words in ASFA Bibliographic Description

Abbreviation of words in serial titles

ANNEX 4: Abbreviations of State Names for Australia, Canada and USA

ANNEX 5: ASFA Typesetting Codes for (Download Annexes 5-6 564 kb)
Special/Forbidden Characters*

ANNEX 6: EXAMPLE OF ASFA BIBLIOGRAPHIC DESCRIPTIONS ON AN AMS
WORKSHEET*

ANNEX 7: ASFA FIELD DEFINITION TABLE* (Download Annexes 7-8 87 kb)

ANNEX 8: Frequently Asked Questions and Recurring Problems about
www-ISIS-ASFA software*

*Indicates changes in this revision