2.2 - Article Metadata
In the Article metadata interface users are asked to enter data
concerning the articles printed on the pages being displayed.
This information includes starting
and ending pages, author name(s), title, abstract, keywords, and any
comments that the user may want to provide us. The only mandatory
information at this stage are the starting and ending pages for each
In this context, an article should be considered a related
collection of pages found in the publication at hand. In modern
publications, these are usually well defined and identified as
individual bibliographic records, but in older publications it may be
difficult to decide what constitutes an article.
The following guidelines may be helpful in this process:
2.2.1 - The Graphical User Interface
- If there is a table of contents published at the beginning
or at the end of the publication, you can use it as a
guideline in deciding what article entries to create: in most
cases you will want to create one record for each entry in
the table of contents.
- If the publication is structured as a book with chapters, it
is usually a good idea to create an entry for each chapter,
entering the publication name as a title and the chapter names
as subtitles (as described below).
- There may be sections in the publication that appear to be
articles in their own right but which may contain subsections
(for instance, Society Matters may contain sections on
the different meetings of the society). In this case,
you may want to create article entries at both levels, so that there
is a main article containing sub-articles. This can be
accomplished by simply defining separate entries for the main
article and the sub-articles.
The interface used to enter article metadata consists of three
Additionally, a status line can be found on the very bottom left of
the screen (right under the table of contents frame). This line is
used to display informational as well as error messages.
- A page display frame on the right side of your browser,
where thumbnails and full-page images of the scanned full-text
pages are displayed; you can navigate through the pages using
the links available on the top bar (Prev, Next,
First and Last).
- A metadata entry frame on the top-left side of your
browser, where input fields for article metadata are found.
- A table of contents frame on the bottom-left side of
your browser, where the current table of contents for article
metadata entered so far is displayed.
2.2.2 - Entering Article Information
Entering article metadata is best done
by looking at the pages as thumbnails in the page display frame.
Users can then see where the first page of an article may
be and click on that thumbnail for a larger view.
Once the start of an article has been
determined its information can be entered into the metadata entry
frame as described below:
2.2.3 - Formatting Rules
- In the metadata entry frame click on current for
the start page field
(or you may type in the page number manually).
- Enter title, author, and any other appropriate information
(if available) in the input boxes provided on the metadata
- Return to the page display frame and click on
Thumbnails to look for the end of the article.
Once identified click on the corresponding thumbnail,
bringing up a larger image, and verify that the last
page for the article has been identified.
- In the metadata entry frame click on current
for the end page field
(or you may type in the page number manually).
- Click on Add (located at the bottom of the
metadata entry frame). This sends the information you have
just entered to our server. The status line will display
...working..., after which an entry for it will appear
in the table of contents frame, assuming no error has occurred.
When entering data in the input fields, please follow these basic
For an example of an article containing both an abstract and keywords,
Erman P., & Iwamae, A. 1995, ApJ, 450, L31
The corresponding ADS bibliographic record is:
- Page numbers: the page numbers correspond to the ones
that have been assigned to the image scans during the page
numbering process; it is best to fill these fields by
navigating through the pages and using the current buttons next to
the start and end page fields to ensure that the right page
numbers are selected.
- Author(s): author names, if present, should be
entered following ADS's canonical formatting
rules: Lastname1, Firstname1; Lastname2, Firstname2; ...
where first names can be reduced to a single initial followed
by a period if only the initial is known.
- Title: enter the title of the paper as printed on the
original manuscript. Subtitles, if available, can be entered
after the main title by ending each one with a period.
If you are creating separate entries for different sections of
a long work, please enter both the main title of the work and
the relevant subtitle for each entry.
- Abstract: in some rare cases the article in
question may contain an abstract or summary section;
in these cases the abstract text may be typed into this
- Keywords: keywords should be entered if any were specified
on the printed paper; these usually appear under a heading of
Keywords or Subject Headings.
- Comments: this field is available so that users can provide
us with any ancillary information that does not fit in any of the
fields described above.
As far as entering non-ascii characters, that may appear in the title,
abstract, or author fields, these are best represented using their
latex or HTML equivalents. For a short list of examples, please see our
Help page on submitting abstracts to the ADS.
2.2.4 - Modifying Article Information
As you add more article entries, the list of these records will appear
in the table of content frame. Each of these records can be
deleted by clicking on the [ del ] link on its left.
Clicking on the entry for the record will load the corresponding data
in the metadata entry frame allowing you to re-edit it the
information. Once you're done with any modifications, click on the
Update button to save the changes.
2.2.5 - Finishing Article Metadata Information
When you have finished entering article metadata for the publication,
click the Finish button. This will lock the current session
as completed, so
you will not be able to come back and change it without ADS intervention.