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    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 article.

    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:

    • 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.



    2.2.1 - The Graphical User Interface

    The interface used to enter article metadata consists of three different frames:

    • 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.

    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.



    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:

    1. In the metadata entry frame click on current for the start page field (or you may type in the page number manually).

    2. Enter title, author, and any other appropriate information (if available) in the input boxes provided on the metadata entry frame.

    3. 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.

    4. In the metadata entry frame click on current for the end page field (or you may type in the page number manually).

    5. 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.



    2.2.3 - Formatting Rules

    When entering data in the input fields, please follow these basic rules:

    • 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 input field.

    • 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.

    For an example of an article containing both an abstract and keywords, please see: Erman P., & Iwamae, A. 1995, ApJ, 450, L31 The corresponding ADS bibliographic record is: http://adsabs.harvard.edu/cgi-bin/nph-bib_query?1995ApJ...450L..31E

    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.





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