Standards for entries in Literature Database

AUTHOR

• One Author per line
• First line: Last name, First name (all subsequent lines are first, middle, last name)
• Do not seperate lines with semicolons, periods, etc.
• Do not hit 'return' or insert an empty space after the last name on the final line
• If the author is unknown, enter 'Anonymous'.
• If the author is known (without doubt), but not listed as the author, enter the name in square brackets
• If the last name contains, for example, 'von' or 'de', write after the first name: 'Humboldt, Wilhelm von'
• If a name is incomplete (e.g. the first name is unknown), do not expand it

EDITOR

• Do not invert name order, write the first name, followed by the last name
• If there are multiple editors, write each editor on the same line, separated by commas, with the final editor separated by 'and'
• If there are editors and authors, the entry reference type is 'Book', NOT 'Edited Book' the author is listed as the original author of the work and the editor is added to the title, separated by a period. For example see lit3919.

TITLE

• No punctuation marks should be written at the end of a title except for explanation mark or a question mark.
• Do not use returns to structure the title, for example do not write the title and subtitle on separate lines. The title should be written as one line.
• Do not correct spelling errors and historical ways of spelling/writing
• However, if the historical spelling changes the meaning of an important key word it is okay to indicate the correct spelling in square brackets, e.g. incorrect spelling [Corr: correct spelling]
• If the title requires additional context, it may be added, but in rare cases e.g. If a title is “Reply” then you should add what the reply is referring to
• Title and Subtitle are separated by a : The first letter of the subtitle is capitalized
• If there is specific important information about a particular edition, this is indicated in the title by writing the Title, followed by the edition number (e.g. four), followed by notes of its importance (e.g. updated version)– please note, this is only done in rare cases where the information about the particular edition is relevent to the text
• If there is information about the volume, refer to the VOLUME section
• If there is information about the editor, refer to the EDITOR section
• If a review is about more than one article, include all titles on the same line, separated by a forward slash, '/'
• The title of the journal does not appear in the title field, but in the journal title field
• If you are making an entry about a complete journal, include all titles in the full title field
• NEVER use abbreviated Journal titles
• When entering a Journal title always try to select the correct title from the available list, only create a new title entry if it does not already exist, If your journal title seems to appear on the list, but is not exaclty correct, make note of this and inform supervisors so that a consensus on titles used can be established

YEAR

• If there is no date given, write 'n.d.'
• If an approximation of a date is given, e.g. about 1800– it should be written '1800, about'
• If there is a range of years, '1843-47'

PAGES

• For articles indicate the first and the last page, separated by a hyphen, 22-67, if the last page in not known, write 'ff'
• If an article spans over several sections, separate each section by a comma, e.g. 11-45, 67-97
• For books write down the final page number, NOT the range of pages

PLACE PUBLISHED/PUBLISHER

• Write down both as they appear in the source, e.g. it is okay to use short hand if the publication does, but do not shorten words or use modern names
• Sperate multiple locations with commas
• If there are multiple locations and publishers, separate using '/' and make sure that they are corresponding, e.g. PLACE: London, New York / Leipzig / … PUBLISHER: Macmillan Comp. / XYZ Comp. / …

EDITION

• Only numbers are allowed, e.g. '3', NOT 'third'
• If there is important additional information see TITLE, in this case the edition number is enclosed in brackets

VOLUME/ISSUE

• Use arabic numbers, NOT Roman numerals
• If a volume is separated into multiple parts, e.g., the second part of the first volume, indicate each part in the VOLUME field using brackets, e.g. '1 (2)' indicates: 'first volume (second part)'
• If a volume has multiple parts, each with its own title, indicate this in the TITLE field, e.g. Main Title. Vol. 1, Volume Title. Part 2, Part Title
• Use the language of the source, for example the word volume might not be used in a German collection, but rather 'Band' and in French: 'Tome'

RELATED LIBRARY ITEMS (xlinks)

• Do not guess about possible related texts, only indicate if the relation is indicated in the title or is very clear from the context of the publication, e.g. an article is written in response to another article
• Only make a links that are one step apart, e.g. a response may be linked to an primary article, but a reply to a reponse may NOT be linked to the primary article
• For example: corrections, responses, reviews, additions, comments, continuations, original sources are only linked if they are reviewed
• One link per line
• Make the text of the link as short as possible, it is meant as an addition to the title, but does not stand alone as a bibliographic reference
• Make sure that back-links are consistent, for example if there is a link to Part 2 in the reference for Part 1, there should also be a corresponding link to Part 1 in the reference to Part 2
• Start with the type of relation (e.g. response), separated by a ':' then list the last name of the author, only of she is different than the author of the corresponding article, if the journal and the volume are the same, list the page numbers, if the volume is different, list the volume number and page numbers, in all other case, just list the year. Author and page numbers are separated by a comma, if the journal is different and therefore the year is being listed, separate the author and year by a period. A colon is used to separte the volume number and page number

For example Response: Meyer, 67 Response: Meyer, vol. 11: 67 Response: Meyer. 1889 Part 2: 411-436

NOTES

• indicate important bibliographical information about the pubilcation that is specific to the book, e.g. includes colour plates
• do not include information that is relevent to the larger virtual laboratory project, e.g. possible work flow information, this should be included in the COMMENTS field

COLLECTION

• If the reference type you are working in is (Collection) use this field to indicate a short hand title for the collection, this will often be indicated by the owners or corporation partners of the collection, this will appear in the bibliographical reference
• If the reference type is a trade catalogue or manuscript that does not belong to a larger collection provide the complete reference to the owner and other relevent archival information in the COLLECTION field
• If it is part of a collection then only indicate the archival information in the COLLECTION field, e.g. Box 131

COLLECTION ID

• If the item is part of a container (any reference type that is enclosed in brackets) indicate the ID number of

parent container

URL

• If there is a link to an external source that is publicly available, include the full URL e.g. http://www.

PROCEEDINGS / DISSERTATIONS

• Proceedings without an editor are recorded as a Journal reference type, if there is an editor, file as an Edited Book reference type
• Dissertations and theses are filed as a Book reference type

COMMENTS

• everything below the solid line is for internal use by the project team
• Before writing comments write your first and last initials so that your identity can be traced (just a recommendation)

PROJECT

• indicate project that file relates to, or is a part of, e.g. Embryo Project

TOOLS GO TO AUTHORIZATION (left hand column)

• select this to authorize a new entry, which will provide the layout view for editing purposes, if entry is correct, click on AUTHORIZE (left hand column), which will indicate the user that generated the entry and it will become part of the display– only records that are authorized will appear on the virtual laboratory