1 BIBLIOGRAPHIC DESCRIPTION BIBLIOGRAPHIC DESCRIPTION INIS Training Seminar INIS Training Seminar 2-6 June 2003 2-6 June 2003 Vienna, Austria Vienna, Austria S S eyda eyda R R ieder ieder Renate Eder Renate Eder Bibliographic Control Unit, INIS International Atomic Energy Agency [email protected][email protected]
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1 BIBLIOGRAPHIC DESCRIPTION INIS Training Seminar 2-6 June 2003 Vienna, Austria S eyda R ieder Renate Eder Bibliographic Control Unit, INIS International.
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unique number assigned to the record by the National Input Center
after processing at INIS, TRN is changed to a permanent Reference Number (RN)
3
… TRN
composed of 9 characters: First two characters: ISO code of your
country 2 following characters: calendar year during
which the record is generated next 5 characters: for consecutive
numbering assigned by the input center examples:
AR0300150 DE03FA345MK0310432 NL03C0080
4
RN (Reference Number)
Unique number assigned to each TRN during the central process when the input has been included into the INIS Database
first two digits: volume (eg.: 33) 6 digits are assigned by the system
during database processing (eg.: 050125)
example: 3305012533050125
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Tag 008: Bibliographic Control Data
Contains 5 sub-sections: Subject Category Code(s) Number of Abstracts Type of Record Bibliographic Level(s) Literary Indicator(s)
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Tag 008: Bibliographic Control Data
the sub-sections are separated with one slash /
multi-entries of subject categories are separated with one ; example: 008^S23;S24/01/J/AS/KN
7
Tag 008: Subject Category Code(s)
3-digit standardized codes, eg.: S33 S61
represent the subject contents of the publication described
assigned by subject specialist mandatory: at least one subject category
code most relevant code: ‘primary’ code
‘secondary‘ codes: optional
8
Tag 008: Number of Abstracts
is used to indicate how many abstractsare included in the record
it must contain two digits example: 01 if there is only one abstract
if no abstract is included, enter 00 and the Literary Indicator E
9
Tag 008: Type of Record
one-letter code indicates the type of publication only one type can be applied to each
publication Types of Record:
BB FF II JJ PP RR TT
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Type of Record: B Book
a literary work, in print or non-print form published separately and exists
independently commercially available contains text and can also include
illustrations
examples: - bookexamples: - book -- chapter of a book -- conference proceedings (commercially available)
11
Type of Record: F Audiovisual Material
non-print materials in audio and/or visual formats
examples: - filmexamples: - film - video - video -- slide -- sound recording
12
Type of Record: I Miscellaneous
Publications which are not commercially available and are not scientific and technical reports
examples: - examples: - conference proceedings
- conference programs
- collections of abstracts - pamphlets, brochures
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Type of Record: J Journal article
definition: a publication in print and/or non-print
form issued in successive parts continues indefinitely has more than one issue a year has numerical or chronological
designation
14
Type of Record: P Patent
PatentPatent: A specification concerning the designs or manufacture of something which is protected by letters Patent and secured for the exclusive profit of the designer or inventor for a limited number of years
15
Type of Record: R Report
ReportReport: a document stating the results of scientific or technical activities of an individual or an organization
Generally cannot be obtained commercially
16
Type of Record: T Computer Medium
information that is recorded on a:
diskette CD-ROM DVD magnetic tape
DAT tape etc.
17
Type of Records: B, F, J, T
are considered
conventional literatureconventional literature
copies of these publications must notnot be supplied to INIS
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Type of Records: I, P, R
are considered NNon-on-CConventional Literature (NCL)onventional Literature (NCL) copies of the full text (in paper or electronic form) must be supplied to INIS with the bibliographic records
will be included in the INIS NCL Database on CD-ROM and be made available in electronic form through the INIS Clearinghouse or your national INIS Centre
19
Type of Records: I, P, R
If copies of non-conventional literature
cannot be submitted to INIS:
assign the Literary indicator X in the last sub-section of Tag 008
at Tag 611611 (Availability Note) indicate from where a copy of the document can be obtained
20
Bibliographic Levels
contain one, two or three single letters that represent the bibliographic level assigned to the publication
A M S CA M S C at least one level must be
present
21
Bibliographic Level: A (Analytic)
analytical level is used for publications which are part of a larger bibliographic entity
the analytic level can the analytic level can nevernever stand stand alone alone
example:example: - - chapter of a book chapter of a book -- journal article
-- article in a report - - article in conference
proceedings
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Bibliographic Level: M (Monographic)
Used for publications which are independently published self-contained units
They are complete at the time they are issued or are to be issued as part of a series
societies, companies, etc. - - yearly publicationsyearly publications
- - monographic series
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Bibliographic Level: C (Collection)
publications that are composed of a group of papers with an individual number examples: examples: - - all the papers are from one author in one or more volumes
- - collections of reports, patents, etc.
25
Literary Indicators
used to emphasize certain literary characteristics of a publication
independent of the type of record assign as many codes as are
applicable to the publication there are 11 indicators
(= each indicator is a single letter)
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Literary Indicators
E No Abstract PreparedK ConferenceN Numerical DataQ Legislative MaterialT TranslationU ThesisV Computer Program DescriptionW Standard or SpecificationX Non-conventional Literature not available
from INISY Progress ReportZ Bibliography
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Tag 100: Personal Author
the person, including the inventor of a patent, chiefly responsible for the creation of the intellectual content of a piece of literature
1) Surname is entered first 2) Full forenames or initials follow the surname3) Separated from each other by a comma and a space
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Examples
Awad, Fawzia IbrahimAwad, Fawzia Ibrahim or Awad, F.I.Awad, F.I.
Fukazawa, Takeyasu Fukazawa, Takeyasu or Fukazawa, T.Fukazawa, T.
Sejmenova-Gicevska, MarijaSejmenova-Gicevska, Marija or Sejmenova-Gicevska, M.Sejmenova-Gicevska, M.
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Affiliation
affiliation provides the name and location of the laboratory or other organization where the author was employed when carrying out the work
affiliation is enclosed in parentheses country name or code is MANDATORY follows the name of the author(s) separator for more than one author:
semicolon and a space
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examples
eg:eg:
Oviedo Rivero, Iraida; Gonzalez Sanchez, Katia (Centro de Informacion de la Energia Nuclear, Habana, Cuba)
Agyeman, E.A. (Ghana Atomic Energy Commission, Accra, Ghana)
Al-Shanaa, Raek (Atomic Energy Commission of Syria, Damascus, Syrian Arab Rep.)
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Multiple Authors & Affiliations
examples: examples:
Oviedo Rivero, Iraida;; Gonzalez Sanchez, K. (Centro de Informacion de la Energia Nuclear, Habana (CU)); Agyeman, E.A. (Ghana Atomic Energy Commission, Accra (GH); Al-Shanaa, Raek (Atomic Energy Commission of Syria, Damascus (SY))
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Multiple authors & e-mail samples in Tag 100
100^Ferreira, E. (Universidade Federal, Rio de Janeiro, RJ (Brazil). Inst. De Fisica). E-mail: [email protected]; Maor, U. (Tel-Aviv Univ., Ramat Aviv (Israel). School of Physics). E-mail: [email protected]
100^Burgos, M. (Uruguay Catholic University, Engeneering Faculty, Montevideo(Uruguay)). E mail:[email protected]; Berne, P. (Commissariat a l' Energie Atomique, Grenoble (FR)). Email: [email protected]
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Multiple authors & e-mail samples in Tag 100
100^Milosevic, M. (Vinca Institute of Nuclear Sciences, NET-150, 11001 Belgrade (Yugoslavia)). Email: [email protected]; Ljubenov, V.Lj. (Nuclear Engineering Laboratory, Vinca Institute of Nuclear Sciences P. O. Box 522, 11001 Belgrade (Yugoslavia)). Email: [email protected]
Tag 109: Funding OrganizationsTag 109: Funding Organizations
The name and location of the corporate body (non-personalnon-personal, i.e. organization) responsible for the publication which:
performed, funded, monitored the work issued the publication reporting the work sponsored, organized, co-ordinated a
scientific meeting assignee(s) of a patent academic institutions granting a degree
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Tag 110: Corporate Entry
1) name of the organization as it appears on the publication, incl. all sub-elements
2) followed by the country name or code in parentesis
3) multiple organizations are separated by a semicolon and a space
Note: same rules used for the identification Note: same rules used for the identification and entry of Corporate Bodies apply to and entry of Corporate Bodies apply to Funding Organizations (Tag 109)Funding Organizations (Tag 109)
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Examples
Swedish Nuclear Power Inspectorate, Stockholm (Sweden)
Ministry of Economy, Nuclear Energy Div., Vilnius (LI)Ministry of Economy, Nuclear Energy Div., Vilnius (LI)
Univ. of Rochester, NY (United States). Radiation Safety Unit
Ministry of Health, Radiation Protection Dept., Dubai Ministry of Health, Radiation Protection Dept., Dubai (United Arab Emirates)(United Arab Emirates)
Makerere Univ., Dept. of Physics, National Radiation Protection Service, Kampala (Uganda)
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Multiple Corporate Entry Examples
110^Swedish Nuclear Power Inspectorate, Stockholm (Sweden); Ministry of Economy, Nuclear Energy Div., Vilnius (LI); Univ. of Rochester, NY (United States). Radiation Safety Unit; Ministry of Health, Radiation Protection Dept., Dubai (United Arab Emirates); Makerere Univ., Department of Physics, National Radiation Protection Service, Kampala (Uganda); Vietnam Atomic Energy Commission, Scientific and Technical Information Office, Hanoi (VN)
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Tag 200: Primary Title
Distinguishing or identifying name of
a publication in English (or translated into English)
The words in the title must be entered as they appear on the publication.
No changes or substitutions (except for correcting misspelt words)
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Tag 200
Several titles may appear on the title page of a publication (report, book)
specific title destinctive title other titles non-distinctive title or sub-title
enter first: distinctive title a period and a space then enter: non-distinctive or sub-title
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Tag 200: examples
Nuclear power reactors in the world. Final report
Main pumps loss incident in the nuclear
power plant Atucha I. Modelling withRELAP5/MOD3.2
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Conference Tags (210, 211, 213, 215)
Tag 210: Conference Title (English) Tag 211: Conference Place Tag 213: Conference Date Tag 215: Original Conference Title (non-
English) When to enter?When to enter? If publication being described:
contains proceedings, abstracts, programme, etc. of a conference or
is an individual article that has been presented at a conference
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Tag 210: Conference Title (English)
English-language version of the official name of the conference
When no English title is available, a translationtranslation has to be provided
eg:
Regional Congress on Radiological and Nuclear Safety
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Tag 211: Conference Place
Mandatory entryMandatory entryname oror code of country where
conference was held Optional entryOptional entry
place (city and/or state)
name or code of country: always enclosed in parentesis
eg. Beijing (China)Beijing (China) or Beijing (CN)Beijing (CN) Cairo (Egypt)Cairo (Egypt) or Cairo (EG)Cairo (EG)
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Tag 213: Conference Date
Exact conference dates are entered
start and end of the conference day(s) month(s) year(s)
only first 3 letters of the month (English (English version)version)
yearyear must be entered as 4 digitseg. Jan 2003 Aut 2003 (= autumn, Jan 2003 Aut 2003 (= autumn,
fall)fall)
Oct 2003Oct 2003 Sum 2003 (= summer)Sum 2003 (= summer)
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...Tag 213: Conference Date
separator for dates in the same month: hyphen, no spaces, eg. 5-8 Feb 2003
separator for dates in different months:hyphen and spaces, eg. 28 Sep - 4 Oct
2003
separator for multiple dates: semicolon and a space
eg. 5-8 Feb 2003;; 16-20 May 2003
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Tag 215: Original Conference Title (Non-English)
Enter the ‘non-English’ (original) language version of the name of the conference:
eg.
1. Congreso regional sobre seguridad radiologica y nuclear
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Entry of titles for more than one Conference
Possible versions: same time & same place different times but same place same time but different places different times & different
places
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… possible versions
eg.
210^ICNC '91: International Conference on Nuclear Criticality safety; International conference on radiation and society
211^Rome (Italy); Paris (France)
213^2-5 Feb 2003; 29 May - 2 Jun 2003
50
Tag 229: Full Journal Title
Standardized version of the Journal Title used for Type of Record J, in S Level only mandatory for journal records IAEA-INIS-11: Authority List for Journal Titles:
check standardized version of your country’s journals
S Level of J Type of Records must contain: Full Journal Title (Tag 229) plus
ISSN (Tag 320) or CODEN (Tag 321)
51
New Journal Titles
When submitting input from a new journal =not listed in IAEA-INIS-11 (Authority for Journal IAEA-INIS-11 (Authority for Journal Titles), Titles), you must provide INIS with:
a photocopy of the cover page of the journal any other pages with publishing information
showing title, if available, ISSN or CODEN
for verification purposes
52
New Journal Titles
If new journal has no ISSN or CODEN: INIS will contact the ISSN International
(France) or Chemical Abstracts Service (USA) obtain the missing code on behalf of your
centre = free of charge as soon as the code is assigned, the records
enter INIS Database new journal will appear in next Cumulative
Supplement to IAEA-INIS-11IAEA-INIS-11 Journal the INIS Secretariat
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Tag 320: ISBN (International Stardard Book
Number)
Standardized identification code for books (identifies the title, edition and publisher of a book)
also assigned to publications available on CD-ROM
composed of 13 characteres, incl. spaces or hyphens
last digit is a control digit, can be an X (representing the number10)
eg: ISBN 3-540-63612-9
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Tag 320: ISSN (International Standard Serial
Number)
Standardized unique code for identification of journal title (serials)
assigned by the ISSN International Centre (in France) or by national or regional ISSN centres
composed of : the word ISSN and one space four digits one hyphen four digits
eg. ISSN 1133-0376
55
Tag 320: IPC(International Patent Classification
Code)
Standardized classification codes assigned to patent literature only
Entry rules: Int.Cl. and one space code as it appears in INID 51 on
document multiple codes separated by semicolon
and one space
eg. Int.Cl. G21d 3/02; G21d 3/05
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Tag 321: CODEN
Standardized unique code for identification of journal title (periodical publications)
6 characters (alphanumeric)
assigned by the Chemical Abstracts Service (USA)
eg: PJNEF6
57
Tag 300: Report/Patent Number
Alphanumeric identification number that is assigned to a report by the organization that:
2 Specific Cases withType of Record ‘R’ and Tag 300
Non-Conventional Literature (NCL) normally carries a Report Number and a copy of the full text is sent to INIS for inclusion in INIS NCL collection on CD-ROM
What to do if: 1) the publication has no Report Number,
but you wish to send the full text to INIS
61
1) publication has nono Report Number,
but you will send full text to INIS
assign your own ‘Report Prefix’:
INIS followed by the code of your country next available number from your
collectioneg: INIS-UG--001INIS-UG--001
INIS-EG--156INIS-EG--156
INIS-MK--030INIS-MK--030
62
What to do if:What to do if:2)2) You cannotcannot send fulltext to INIS
assign Literary Indicator X at Tag 008 (to indicate that you do not send a copy to INIS)
enter information about the availability of publication from another sourceanother source at Tag 611
eg:
Tag 611 Available from National Council for Science and Technology, P.O.Box 30623, Nairobi, Kenya
63
Tag 300: Patent Number
Is composed of: country code words ‘Patent Document’ number assigned to the patent
eg:
FR Patent Document 3498765/A/
64
Tag 310: Secondary Number(s)
some organizations assign two or more identification numbers to reports.
most important number = Primary Primary NumberNumber: entered at Tag 300300
any other identification number = Secondary Number: entered at Tag 310
separator for multi numbers: semicolon and a space eg:
AECL--9234; DOE-ER--98-76; KFK--8432
65
Tag 401: Place of Publication
Is used to enter: name of city (if known) standardized name or code of country in
parentheses see list of country names & codes in
IAEA-INIS-1(Rev.8)
eg: Cairo (EG) or Cairo (Egypt) Tashkent (UZ) or Tashkent (Uzbekistan)
66
Tag 402: Name of Publisher
Enter the name of the publisher
eg:
World ScientificElsevierSpringer Verlag
67
Tag 403: Date of Publication
name of month or season in English first 3 letters only
year of publication (always in 4 digits)eg: Jan 2003
Spr 2003
journal dates are entered in parentheses dates in different months are separated
with a hyphen and a space: (Jan - Mar 2003)
68
Tag 500: Physical Description
Describes the physical dimensions of print or non-print literature
Printed literaturePrinted literature: When the publication is described
as a whole, the complete page number is entered: eg.: 100 p.100 p.
69
Tag 500: Physical Description
• When a specific article from a publication is described, the page range is entered for journal article or parts of a larger document (book, report, etc.)
eg: p. 25-38p. 25-38
70
… Tag 500
Entry of data for journal articles in Levels A & S:
pagination of the journal article: at A level volume & issue information of the Journal: at S
level(Note: total pagination of the journal is nonot entered)
eg. A Level, Tag 500^p.15-22 ...
S Level, Tag 500^v. 97(12)
71
… Tag 500
Non-Print literatureNon-Print literature: CD-ROM, PDF, html, microform, tape, etc. publications on CD-ROM (eg. Conference
proceedings) enter number of CD-ROMs, eg. 1 CD-ROM size of file, if known, eg. 85 KB
magnetic tape: eg. 9 track, 1600 BPI diskettes: eg. 3.5 double-sided, high
density diskette microfiche: eg. 8 mf
72
Tag 600: Publication Language
standardized code(s) or name(s) for the language(s) in which the publication is written
enclosed in parentheseseg: (EN)(EN)
or (English)(English) max. 8 languages allowed separator: comma and a space eg: (EN(EN, , JP,JP, SP)SP)
or (English, Japanese, Spanish)(English, Japanese, Spanish)
73
Tag 611: Availability
provide information about the availability of the publication
include sufficient information for the publication to be obtained world-wide
no entry needed if availability is obvious from other information in the record eg. books, journals, some conference
proceedings(ISBN, ISSN sufficient to identify via bookstores)
74
Tag 611 must be completed for:
Non-Conventional Literature (NCL)
when the full text of the publication cannot be sent to INIS for inclusion in NCL Database on CD-ROM1) assign Literary Indicator X (= not
available from INIS) at Tag 0082) enter mailing address, e-mail address or
URL from which the full text can be obtained
75
Tag 611 Mandatory - samples:
Examples:Available from Bibliotheque Scientifique, DIST, CEA/Saclay, 91191 Gif-sur-Yvette (France)
Available from Academy of Scientific Research and Technology, Cairo (Egypt)
Available from http://www.ictp.trieste.it; e-mail of author: [email protected]
Available from PURL: https://www.osti.gov/servlets/purl/806832-7ubzY7/native/
to provide additional availability information when the publication can also be obtained from
another source
Examples:Also available at the SKI homepage in PDF-format
(http://www.ski.se)Also available from Nuclear Power Safety Inspectorate,
Sermuksniu 3, 2600 Vilnius, Lithuania; contact e-mail: [email protected]
Also available Available from OSTI as DE97053866; NTIS; US. Govt. Printing Office Dept.
77
… Tag 611 may be completed optionally ...
When reporting a technical report which has been published as a journal article, eg.
Also published in: EUROJOIN-2 conference proceedings, edited by Italian Institute of Welding, Genova (IT), 1994, p. 259-270
additional information on availability, price, etc..
Also available from British Library Document Supply Centre, Boston Spa, Wetherby, West Yorks. LS23 7BQ, United Kingdom.
Price 7.00 UK pounds
78
Tag 611 – new identifiers
URL (Uniform Resource Locator): address of a resource available on the Internet Points directly to the location of the resource eg. http://www.iaea.org/programmes/inis/index.html ftp://ftp.iaea.org/pub/mtcd/publi/SS115E/
PURL (Persistent Uniform Resource Locator) = URL Points to an intermediate resolution service that
associates the PURL with the actual URL and returns it to the client
DOI (Digital Object Identifier): a persistent identifier for any object of intellectual property on a digital network Additional info: http://www.doi.org
PII (Publisher Item Identifier): unique and concise identification of individual published documentsappears in publications of: American Chemical Society,
American Inst. Of Physics, American Physical Soc., Elsevier Science, IEEE
eg. journal article: S0040403999013135 book article: B0080418678012854
SICI (Serial Item and Contribution Identifier Standard): unique identification of an issue of a serial title or a contribution (eg. article) within a serial, regardless of the distribution medium (eg. paper, electronic, microform, etc.)
All identifiers may be entered at: Tag 100, 109, 110, 610, 611 already exist in INIS Database, eg. PURLs in US records, DOIs in German records, PIIs in Elsevier
journals
81
Tag 800: Descriptors
Exact requirements discussed in Subject Analysis part of the training. Only a few points:
Descriptors provide general and specific subject access to records in the INIS Database
every record must be assigned at least one valid descriptor
Descriptors are separated by a semicolon ; and a space
eg. Tag 800^Tag 800^occupational safetyoccupational safety;; iaea iaea; ; mexicomexico;; radiation dosesradiation doses;; medicine medicine;; radiation protection radiation protection
Pls. note that same entry rules apply for Tag 810 (Proposed Descriptors)
Tag 860: Abstract
a summary of the information contained in the publication
maximum length: 6000 characters mandatory: if document longer than
6000 characters in addition to the English language
abstract, 1 or more non-English abstracts may be provided
Tag 860: Special Cases No Abstract PreparedNo Abstract Prepared
1) Record withoutwithout Abstract if publication is less than 6000 characters
and if no abstract is available or your Centre cannot prepare an abstract
assign Literary Indicator E at Tag 008 (indicating that no abstract is submitted)
enter Number of Abstracts: 00 at Tag 008 do not enter Tag 009^X/EN do not enter Tag 860
Tag 860: Sample Record for No Abstract PreparedNo Abstract Prepared
001^XA99123245 008^S23/00/J/AS/E 009^A 100^ ... name of author(s) 200^ ... title of the article ... etc.
009^S 229^ ... Full Journal Title ... etc.
009^9 800^ ... descriptors end of record
Tag 860: Special Cases Abstact = full text of Abstact = full text of
articlearticle
2) Full text of article entered as Abstract
when the publication (in English) itself is an abstract
is not longer than 6000 char. (900-1200 words) (attn: COPYRIGHT)
start Tag 860 with the words: Full text: followed by the text of the abstract
86
INIS Character Set
Clearly defined set of rules for coding special characters and scientific symbols
necessary for computer processing
characters #, " and _ are treated as special characters during computer processing
must only be used as encoding characters
87
INIS Character Set
Logical characters comprise the Greek alphabet, eg:
scientific and technical symbols, eg.:
superscripts and subscripts
ax 235U
H2O C2H5OH
88
INIS Character Set
Superscripts are encoded using the character ” (double score)
Subscripts are encoded using the character _ (underline)
The encoding character only applies to the immediately following character
89
INIS Character Set
Examples:
ax = a”x 235U = 2”2”3”5U
H2O = H_2O
C2H5OH = C_2H_5OH
90
Always refer to INIS Reference Series Manuals for further details, eg. IAEA-INIS-1: Guide to Bibliographic Description (Dec. 1999) IAEA-INIS-2: Samples for Bibliographic Description (Jan. 2000) IAEA-INIS-11: Authority for Journal Titles (Mar. 2003)
and other publications in the series. Available in electronic form at the INIS Members Area: