4. Elements in AGRIS AP

4.1 General Issues

The new AGRIS AP requirements are designed to replace the current practice with a more robust one that foresees the trend towards more and more resources being made available electronically. The use of application profiles allows implementers to share information about the data-model of their applications.

Many changes have been incorporated into the new AP that were not in the previous AGRIS Guidelines and like wise many rules are not included into the new guidelines. It is important to note that the AGRIS AP takes the role of an exchange format to enable for the collection of bibliographic references from various partners. This explains its generic but robust form. It also provides best recommended practices on cataloguing, however its emphasis is more on metadata exchange of agricultural information within the AGRIS Network.

4.1.1 Resource Number (ARN): Unique IDs for resources

This element corresponds to the previous AGRIS tag of Temporary Record Number (TRN). The ARN provides a unique numbering system to differentiate between resources from the different AGRIS Resources Centres in the AGRIS central database.

This element is mandatory for all records submitted to AGRIS. No record can be submitted without this information.

The ARN consists of twelve characters which may be derived from the following four parts:

e.g.

For AGRIS centres operating with more than one AGRIS sub-centre’s the sub-centre ARN should be used to allow each sub-centre to control its range of ARN numbers.

e.g.

An Indonesian AGRIS centre that cooperates with 3 sub-centres:

If a centre would like to provide access to AGRIS resources using their own local numbering, they may do so.

4.1.2 The AGRIS AP Element Set

4.2 Titles: Title, Alternative Title

Summary
4.2.1 Title

Definition
Purpose
Rules for encoding Title

Selecting the Title
Language of the Title
Punctuation in the Title
Sub-Titles and Other secondary elements
Additional Titles
Title Enrichment
Chemical Terms
Biographical articles
Abbreviated names
No Title

4.2.2 Alternative Title

Definition
Purpose
Rules for encoding Alternative Title

4.2.1 Title

Enter the main title of the document. If possible indicate the language of each title. Add additional titles if necessary

Definition
A name given to the resource.

Purpose
This field is used to indicate the name by which the resource is formally known.

Rules for encoding Title

Selecting the Title
Enter in the Title field the main title of the resource you are describing, e.g. the title of a monograph, of a chapter of a book or a journal article.

The title should be selected from (listed in preferential order):

• the title page
• the front matter (e.g. the half title page, title page verso) or the colophon (back matter)
• prefaces, forewards, etc. cover or spine
• for journal articles, books, chapters, etc. use the title given at the beginning of the article, chapter, etc.

Copy the title in full, including the sub-title and any other secondary information. Use the exact wordings of the title, but not necessarily its capitalization and punctuation. Correct obvious typographical errors. Capitalize only the initial letter of the first word of the title and of proper names (personal, corporate, geographic, etc.) appearing in it.

e.g.

Serial Titles should be placed in the citation field (See 4.15.1).

Language of the Title
Indicate the language of the title using the xml:lang attribute. The language should be selected from the ISO639-2.

Punctuation in the Title
Omit any punctuation marks at the end of the title, but retain terminal question marks “?” and exclamation marks “!”, terminal brackets “]” and parentheses “)”. Retain the full stop “.” if the last word of the title is an abbreviation.

Use a space before continuing the text after any punctuation marks, e.g. full stops, commas.

On many title pages spacing is used in the title (e.g. new line) instead of punctuation. Supply punctuation whenever required.

e.g.

Sub-Titles and Other secondary elements
Use a full stop and a space to separate main title and sub title and other secondary elements.

Additional Titles
Provide any other titles that may be useful for locating the resource.

Title Enrichment
When titles are meaningless, incomplete, ambiguous, misleading, or too general, title enrichment is highly recommended. Words (enrichment) should be added which will correct the deficiencies and will reflect the content of the document. All additional words should be enclosed in square brackets and either placed at the end of the original title or be interpolated in the title where most suitable, but generally not before the third word in the title.

e.g.

Chemical Terms
Titles containing chemical terms should be enriched by an approved common name, if one exists or by an appropriate qualifying term.

e.g.

Biographical articles
Titles of biographical articles lacking the name of the profession of the biographer and his country should be enriched.

e.g.

Abbreviated names
Abbreviated names of states or provinces, acronyms of institutions or chemicals should preferably be written out to make them meaningful for data retrieval. If some elements are repeated in the title, it is sufficient to introduce them in extended form just once. Chemical notations that could require characters not available in the AGRIS character set should be rewritten according to the IUPAC rules², avoid subscripts and superscripts.

e.g.

No Title
In the rare cases where no title appears on the resource, for example, in certain editorial articles, supply a title and enclose it in square brackets “[ ]”. If the title is supplied by the cataloguer, place a note in Description Notes element “Title supplied by cataloguer”.

4.2.2 Alternative Title

Definition
Translation of the title supplied by the cataloguer.

Purpose
This element is used to indicate translated titles not borne on the resource.

Rules for encoding Alternative Title
If the original title of the resource is translated by the cataloguer enter the information in this field. This filed must be supplemented with the language of the translation.

4.3 Creator: Personal, Corporate and Conference

Summary
4.3.1 Personal Creator

Definition
Purpose
Rules for encoding Personal Creator

Selecting the Personal Creator
Order of Names
Form of Name
Special Languages
Compound Surnames
Variant Forms
Lack of Surname
Pseudonyms/Former Names
Additions to Names
Roles
Affiliations

4.3.2 Corporate Creator

Definition
Purpose
Rules for Encoding Corporate Creator

Selecting Corporate Creator
Form of name
Abbreviations
Firm Names

4.3.3 Conference as Creator

Definition
Purpose
Selecting conferences
Rules for Encoding Creator Conference

Rules for encoding Conference
Selecting the Name

Named and Unnamed conferences

Rules for encoding Conference Number
Rules for encoding Conference Place

No Place

Rules for encoding Conference Date

4.3.1 Personal Creator

Definition
Person responsible for creating the intellectual content of the resource. There may be more than one.

Purpose
This field is used to enter the names of all the persons responsible for the intellectual content of a work and occasionally, the relationship of each creator to the work. It allows for locating resources based on the creator of those resources, for example, all resources by “Thien Kim”.

Enter in these fields the Creators associated with the resource. It may include a person, an organization, a service or an agency. This element describes all entities (Agents) that handle the resource i.e. creating or contributing.

Rules for encoding Personal Creator

Selecting the Personal Creator
All persons responsible for the intellectual content of a resource are treated as personal creators and their names should be entered in this field.

Order of Names
When multiple names appear on the resource, they should all be listed in the sequence shown on the resource. When there are principle creators and other creators who contributed to a resource, enter all the creators as they appear.

e.g.

Form of Name
In general, data in the personal creator field are entered in the following sequence:

surname, forename initial(s), prefixes, particles, role, affiliation.

For entry of creators in specific languages, see guidelines below.

Creator's names usually consist of a first name (forename) and a surname (family name). The surname is entered first, followed by a comma and a space. Then the first name(s) or, in general, the initial(s) is (are) entered, each initial followed by a full stop without space,

e.g.

Some names contain name fragments or particles like

e.g.

If these prefixes are transposed to the end of the name according to the rules below, they are separated from the preceding information by a space and are not followed by punctuation mark,

e.g.

Special Languages
Transliteration is used for names from Arabic, Cyrillic and Greek alphabets. If the form of the creator's name is already a transliteration, use it. You may wish to identify the original spelling and give it in the Description/Notes Field (See 4.7.1) as a variant form.

In transliterations, initials may consist of more than one character,

e.g.

Adapted from: Anglo-American Cataloging Rules, 2^nd ed.

Arabic family names with prefixes such as El, Ben, Hadj, Ould, Beni are written preferably with a hyphen,

e.g.

Portuguese terms denoting family relationships (e.g. Neto, Junior, Filho, and Sobrinho) form an integral part of the name, and are entered.

Compound Surnames
Compound Surnames, as in the case of Spanish surnames, may be written either in full or the second part of the name (matronymic) may be abbreviated. The initial(s) representing the matronymic is/are entered with no full stop before the comma.

Variant Forms
In cases of issue involving rendering of names, provide additional information in the notes field.

Romanization of Chinese or Japanese names is obtained in one of the following ways:

• Copying any version in Latin script provided in the resource itself.
• Romanizing according to local (AGRIS Resource Centre) rules (AGRIS has not adopted specific rules for the transcription of names from ideographic scripts)

Lack of Surname
However, in the case of e.g. some Asiatic or African names, the full name without comma and/or full stop is also accepted provided it is used consistently.

Pseudonyms/Former Names
Pseudonyms or former names may be entered in the Notes Field (Description/Notes).

Additions to Names
Honorary titles are given immediately after the creator's surname and before the initials with their first letter upper case followed by a space.

Academic titles (Dr., Ing., Lic. etc. ) are not entered.

Roles
For those creators who contributed to the intellectual content, if possible, specify their role in as shortest form possible. For editors and compilers, use ed. or comp. respectively. For all other roles, do not abbreviate.

Enter this information at the end of the name with any prefixes or particles and put the role in parentheses.

Affiliations
Affiliations are defined as the name of the organization where the creators were employed or where they carried out their work, and should not be confused with the creator’s current addresses.

Affiliations are preferably entered in a standardized form according to rules for corporate creator, as shown in the following section on rules for entry of Corporate Creator.

Affiliations, if any, are separated from the creator’s name by a space and are enclosed between parentheses.

4.3.2 Corporate Creator

Definition
Organization or agency responsible for creating the intellectual content of the resource.

Purpose
This field is used to enter the names of all the corporate bodies responsible for the intellectual content of a work and occasionally, the relationship of each corporate body to the work. It allows for locating resources based on the creator of those resources, for example, all resource from “Div. de Pesquisas”.

Rules for Encoding Corporate Creator

Selecting Corporate Creator
Enter in this field the name and location of the corporate body identified on the resource as responsible for its content. The corporate body may be identified as:

• the body responsible for the intellectual content in the absence of a personal creator.
• the issuing body in conjunction with a personal creator.
• the assignee of a patent.
• the academic institution granting degrees.
• the country issuing legislative literature.

Form of name
Enclose the name of the country between parentheses and enter it as it appears in AGROVOC.

If no place is given, add at least the country name between parentheses.

In general, when the corporate creator field consists of only the main institution, it is entered in the following sequence:

Name of institution, Place (Country)

If it consists of subordinate bodies, it is entered in the following sequence:

Main Institution, Place of the subordinate body (Country). Smallest subordinate body

Smallest subordinate bodies which are departments of universities should be written in the form “Dept. of …” and not “… Dept.”

Exception: If an institution consists of “subordinate bodies” with identical names, an intermediate body may be added to avoid ambiguity.

In the above example, when the intermediate body (highlighted in bold) drops out, the corporate creator is the same. Do not predict a conflict.

In some cases, state names can be provided in abbreviated forms.

City names which repeat as part of the name of the main element are, in general, omitted.

Enter the names of the city in its English form.

e.g.

Always indicate the location, place and country, at the end of the names of the corporate body or its main institution.

Enter the corporate creator in the language of the corporate body. In the case of an international organization where no country is easily identified, enter its official acronym instead of its location, preferring the English, French or Spanish form in this order of preference.

Capitalize all letters of the acronym. Do not leave spaces between the letters of an acronym and do not separate those letters with full stops.

Abbreviations
Examples of words and names which may be abbreviated within the corporate headings, but never when they constitute the first word of the name. Retain these words.

Use upper and lower case characters according to the language in which the corporate creator is entered. For example, for English and Spanish, capitalize the initial letter of the first and of all significant words, for French capitalize the initial letter of the first word and of proper nouns.

When multiple corporate creators are indicated in your resource, all of these names should be entered in your record.

Note: All the above rules hold for entering affiliations. Affiliations are always given between parentheses.

Firm Names

If the name of a corporate body, such as a laboratory, research centre, hospital, foundation or university, begins with a personal forename and/or the initials of a forename, enter the name in the normal order of wording.

4.3.3 Conference as Creator

Definition
Conferences are named meetings of individuals or representatives of various bodies for the purpose of discussing and acting on topics of common interest, or meetings of representatives of a corporate body that constitute its legislative or governing body.

Purpose
It allows for locating resources based on conference, for example, all resources from “International Symposium on Animal, Plant, and Microbial Toxins”.

Selecting conferences
This is required filed when the resource type is:

• Conference proceedings or proceedings of any type of meeting, symposium, seminar, etc.
• Papers given at conferences published in a monograph or in a journal
• Abstracts of papers given at conferences (in this case if an electronic format of the abstract is available, it should be provided in Description/Abstract)

Selecting the Name
Enter in this field the name of the conference, symposium, workshop, seminar or any kind of meeting of which your resource constitutes the proceedings, a paper, a series of papers, or summaries.

Transcribe the name of the conference in full in its official and most complete form. Sometimes, names of the conferences are shortened when given in titles.

e.g.

Provide the Conference name in the language it is available. Follow the rules for capitalization of corporate creators.

Named and Unnamed conferences
The name of the conference should be formally presented in the resource and not created by the cataloguer.

e.g.

Rules for encoding Conference Number
The conference number is mandatory when available. Use Arabic numerals followed by a period.

e.g.

Rules for encoding Conference Place
The conference place and country is mandatory when available. Enter the name of the place in which the conference was held. The place should include the name of the locality (city or town or institution) followed by the element required to identify that locality unequivocally. The place must always be followed by the name of the country in which the meeting was held.

No Place
If no other place is available include at least the name of the country. The names of the country should come from the AGROVOC Thesaurus.

Separate place elements with a comma and a space. Enclose the name of the country between parentheses.

If the conference was held in more than one place, all places are recorded and are separated by a semicolon and a space.

Rules for encoding Conference Date
The conference date is mandatory when available.

Enter in this field the date(s) on which the conference was held. The date consists of day-month-year.

If a range of dates is indicated show both the beginning and the end date. Dates within the same month are connected by a hyphen without spaces; dates which are in successive months are connected by a hyphen between spaces.

Convert all numbers to Arabic numerals.

4.4 Publisher: Publisher Name, Place of Publication

Summary
4.4.1 Publisher Name

Definition
Purpose
Rules for encoding Publisher Name
Selecting the Publisher Name

Multiple Publishers
Form of Name
Items Published by One Institution for Another
Lack of Publisher

4.4.2 Place of Publication

Definition
Purpose
Rules for encoding Publisher Place

Selecting the Publisher Place
Additional Addresses
Form of Place of Publication
Lack of Place of Publication

4.4.3 Special Rules for parts of a whole

4.4.1 Publisher Name

Definition
A publisher is the individual, group, or organization named in the document as being responsible for that document’s publication, distribution, issuing, or release.

Purpose
This element provides the name of the individual, group, or organization which controls or publishes the item. It allows for identification of a resource.

Rules for encoding Publisher Name

Selecting the Publisher Name
Enter the name of the publisher in the form found on the item, except in the cases outlined below. [See: Special Rules in 4.4.3]

Multiple Publishers
Enter the names of the publishers in separate fields. The publisher name must coincide with the place of publication given in the Publication/Place, which again should be situated in the country of the resource centre.

e.g.

Form of Name
Copy the name of the publisher as given on the resource, but omit such words as "Incorporated, Sons, Limited" etc. Also omit such phrases as "Published by".

Use an acronym or an abridged form of the name of the publisher in this field if the publisher’s name is identical with the name entered in Corporate Creators (See 4.3.2).

Items Published by one Institution for Another
When an item has been published by an institution on behalf of another, enter this information.

Lack of Publisher
When there is no publisher, enter (np) or (s.n.) in parentheses.

Note: Do not substitute the name of the publisher with that of a printer when no publisher is given.

4.4.2 Place of Publication

Definition
The place of publication of an item is the city, town, or other locality associated with the name of the publisher entered in the Publisher field.

Purpose
To more accurately distinguish the entity given in the Publisher field and to give an idea of the origins of the document.

Rules for encoding Publisher Place

Selecting the Publisher Place
Enter in this field the place and country of the publisher indicated in the Publisher field.

Additional Addresses
If a publisher has several addresses or if several publishers in two or more countries are given, the place and country of publication will be either

• that of the publishers given typographic pre-eminence or
• that of the publishers listed first.

e.g.

Form of Place of Publication
The place must include the name of the locality (city or town) followed by any element required to identify that locality unequivocally (state, county, etc.).

Copy the name of the locality as it appears on the publication, transliterated, if required. Abbreviate names of states, counties, etc. according to local use.

Add to the name of the locality the name of the country and enclose it between parentheses.

Lack of Place of Publication
When no place is mentioned on the item, supply one (e.g. by consulting a reference work) and enter it in parentheses.

Also, if there is nothing else, use the place of the institution associated with the creator.

If no place is given, supply one, if it can be easily identified, or add ''[sl]" or “[np]”.

4.4.3 Special Rules for parts of a whole

Analytics of Monographs – related using Relation element
When cataloguing individual parts from a monograph, add the publication information at the Monograph Level. Publication information is only entered at the monograph level.

Note: Edition statements expressed as dates for all monographically described materials are entered in the Description edition element (See 4.7.2).

4.5 Date: Date of Publication

4.5.1 Date

Definition
Purpose
Rules

4.5.2 Date of Publication

Definition
Purpose

Rules for encoding Publisher Date

Selecting the Date
Form of Date
Arabic numbers
Range of Dates
Patent Documents

4.5.1 Date

Definition
A date of an event in the lifecycle of the resource.

Purpose
It allows for discovery and distinction between resources.

Rules for encoding Publisher Date

Selecting the Date
Typically, Date will be associated with the creation or availability of the resource. Recommended best practice for encoding the date value in XML is defined in a profile of ISO 8601 [W3CDTF] and includes (among others) dates of the form YYYY-MM-DD

4.5.2 Date of Publication

Definition
Date when the resource was made available to the public.

Purpose
It allows for discovery and distinction between resources.

Rules for encoding Publication Date

Selecting the Date
If the date of issue is different from stated date of publication, and if it is of great importance, e.g. for taxonomic publications, it can be repeated. If it is unclear, based on your judgement, place it in the Notes filed.

Form of Date
The date is standardized, abbreviated and entered in one of the following formats:

• day month year
• season year
• month year
• year

The year is expressed by a four digit numeral. Express the name of the month or season in abbreviated form.

Arabic numbers
Use Arabic numerals only, and convert any non-Gregorian date to the corresponding Gregorian date.

Range of Dates
If a range of dates is given, as may be the case with journals or with multi-volume monographs, show both the beginning and the end date. Spaces are omitted if days, months or years are standing next to each other,

First quarter, second quarter, etc. is expressed as,

If the date has been estimated by the cataloguer, enclose it between square brackets,

A question mark may be used after the year if the date is estimated but uncertain,

Here are some more examples of encoding the date of publication.

e.g.

Patent Documents
For patent documents the date may refer to the date of publication or to the date of the filing application. If both are given on the resource enter the date of publication as Date Issued and the filing date in the note field.

For patents published in journals, the chronological designator (date) must be entered in the Citation chronology element (See 4.15.4). If also a filing application date of the patent is given, enter it in the Description notes element (See 4.7.1).

The date of the issue of the journal must be given in the date issued field.

Analytics of Serials
For the dates associated with serials, see Citation chronology (See 4.15.4). In the date issued field, provide the date of publication.

4.6 Subject: Classification and Thesaurus

Summary
4.6.1 Subject

Definition
Purpose
Rules for encoding Subject

4.6.2 Subject Classification

Definition
Purpose

Subject schemes

4.6.3 Subject Thesaurus

Definition
Purpose
Rules for encoding subject Thesaurus

Indexing resources
Possible Thesauri

4.6.1 Subject

Definition
The topic of the content of the resource.

Purpose
This field is used to provide free-text keywords, which are not taken from a controlled vocabulary or classification scheme.

Enter in this field the subject information about the resource. It can be free-text, come from a controlled vocabulary or a classification scheme. However, it is recommended to use controlled vocabulary or lists.

Select values from ISO639-2 or the ISO639-1 list

4.6.2 Subject Classification

Definition
A system of classifying information resources whereby main classes and sub-classes are designated by codes.

Purpose
The field is used to provide the subject category which describes the content of the resource. It allows for systematic arrangement and browsing of resources.

Subject schemes
The subject categories can be selected, preferably, from AGRIS/CARIS Categorisation Scheme.

Other possible classifications schemes are:

4.6.3 Subject Thesaurus

Definition
A classified list of terms or keywords for use in indexing and information retrieval.

Purpose
The field is used to provide keywords which describe the content of the resource. It allows for consistent access to information resources regardless of the language of the resource.

Rules for encoding subject Thesaurus
This field is used to provide descriptors from a controlled vocabulary.

Indexing resources
AGRIS Guidelines for indexing are available at:

However, each institution can use its own guidelines.

Possible Thesauri
The AGRIS AP recommends the following choices of schemes.

Other schemes, not listed above can also be used.

4.7 Description: Notes, Edition, Abstract

Summary
4.7.1 Description Notes

Definition
Purpose
Rules for Encoding Notes

Standard Notes
Special Notes

Summaries (Item Has a Summary)
Summaries (Item Is a Summary)
Theses (Academic Degree)

4.7.2 Description Edition

Definition
Purpose
Rules for encoding Edition

4.7.3 Description Abstract

Definition
Purpose
Rules for encoding Abstract

Guidelines for Formulating the Abstract

4.7.1 Description Notes

Definition
A brief statement, annotation, comment, or elucidation concerning any aspect of the resource. Information in a general note is information about the item that the cataloguer has deemed important to add to the record.

Purpose
This field is used for the following notes, and any additional notes that, in the cataloguer’s opinion, are needed to draw attention to significant information about the item that was not brought out in the remainder of the record.

Description information is entered into three fields: Notes, Edition, and Abstract. Use description and its refinements to indicate different descriptive aspects of the resource.

Rules for Encoding Notes
Enter as a note any information deemed necessary for the identification of the item. Certain notes may be entered in prescribed ways (see below). If a specific note is not mentioned, use cataloguer’s judgment in formulating the note.

Standard Notes
Some notes are expressed in standard format to allow searching of this field by computer. Other notes may be entered in any preferred style but they should be concise. Repeat the note field for each note. The most frequent annotation of notes is listed in the following table.

Special Notes

Summaries (Item Has a Summary)
Enter summary statements into this field in the form:

- the word Summary or Summaries (or its equivalent in any other language) and the code(s) of the respective language(s) between parentheses. Use the List of language codes given in ISO639-2 [8]. If there is no appropriate language code is available enter the name of the language in full.

- Include the language of the summary even if it is in the same language as the item.

Summaries (Item Is a Summary)
If the text consists only of a summary, an abstract, a short communication, a corresponding statement should be entered in this field in the form Summary only or Summaries only or their equivalent in any other language. In this case, the language of the summary should be in the language element, e.g. item is a summary in English

Do not confuse Summary notes with Abstracts.

Theses (Academic Degree)
Enter the indication of the type of document (thesis, dissertation, etc.) and the academic degree granted for it. The degree is typed in full or abridged, according to local convention and is enclosed between parentheses.

Make sure that you enter the institution which awarded the academic degree (usually a university) in Corporate creator.

4.7.2 Description Edition

Definition
Edition is the formally designated version of the data set or information resource being described. An edition is known by a word or phrase appearing in the item that normally indicates a difference in either content or form, and it denotes the existence of other versions of the work.

Purpose
This allows distinction between two resources with similar metadata.

Rules for encoding Edition
This field should be completed only when an edition statement appears on the resource. This may include dates. The edition statement has a standard format and may only include Arabic numerals,

e.g.

Do not provide an edition statement for the first edition of a publication.

Drafts are not edition statements. If it is considered necessary to record this information, put it into Description/Note.

4.7.3 Description Abstract

Definition
An abstract is a summary of a document designed to give the user a clearer idea about the document’s contents. It should be intelligible in itself, without reference to the paper, but it is not intended to substitute for the resource itself.

Purpose
An abstract should be a non-critical, informative digest of the significant contents and conclusions of the resource. A well-prepared abstract helps readers to decide whether a publication covers subjects that are of interest to them.

Rules for encoding Abstract
Enter in this field the abstract of the resource. An abstract is not mandatory but should be supplied whenever possible. You may either copy abstracts which are available in the resource or you may compose your own.

The abstract field must come with a language attribute which indicates the language or languages in which the abstract is. Enter the language code from the ISO639-2 language code.

Guidelines for Formulating the Abstract
Whenever possible, an abstract should state the purpose, methodology, results and conclusions presented in the original document. Unfamiliar terms, trade names, acronyms, abbreviations or symbols should be defined when used in an abstract.

Apply the following criteria in preparing abstracts:

• Do not begin the abstract by repeating the title.
• Abstracts are written as one single paragraph without columns, tables, or graphs.
• For practical purposes, the maximum length of a single abstract should generally not exceed 2000 characters. An average length of 200 to 250 words is recommended. If longer abstracts are available within the original document they may be edited or compressed.
• Here are some suggestions on how to encode special symbols, e.g. chemical formulas, mathematical expressions.

o Ignore subscripts in chemical formulas, (see IUPAC rules [11])

o Use computer nomenclature for mathematical formulas

o Use full text if appropriate
e.g.

Several versions in different languages may be provided in repeated abstract fields.

4.8 Identifier

Summary
4.8.1 Identifiers (Standard Numbers)

Definition
Purpose

International Patent Classification (IPC)
Patent Number (PN)
ISBN
ISSN
Job Number
Report Number

Report Numbers in multiple parts

URI
Other Numbers on the Item

4.8.1 Identifiers (Standard Numbers)

Definition
Identifiers (Standard numbers) are numbers taken from the item with exceptions mentioned below. They can be ISSN, ISBN, Patent numbers and other numbers not assigned by the cataloguing agency.

Purpose
This field is used to enter numbers which can give unambiguous access to the document. There often will be two or more Identifiers and they should be all entered whenever available. Each Identifier must be accompanied by the scheme it uses for value formatting. Some of the commonly used schemes may be:

Note: MA is Mandatory if Available

There can be many numbers assigned to a document. This field is reserved for standard numbers taken from the item. Some of the numbers may be input in authorized form. For web resources, the URI (electronic address starting with: for ex. http:// or ftp://) is also placed in this field.

Numbers assigned by cataloguing institutions for internal purposes such as Call Number are not entered here, but placed into the Availability element. ( See 4.13.)

International Patent Classification (IPC)
The International Patent Classification is the code assigned to a patent or patent-like document by many national industrial property offices and is identified by WIPO/INID Code 51³.

If cited, the IPC code is recorded as given on the patent document and is preceded by the abbreviation “Int. CI.“ and a space.

Enter multiple codes in separate fields.

Note: In the absence of an International Patent code, a domestic code maybe entered in this filed. A national code is preceded by the abbreviation “Nat. Cl. “

Patent Number (PN)
The format of this field consists of the following parts:

name of the country in which the document is issued, phrase ‘patent document’, patent number, /WIPO letter code/

First enter the standardized adjective of the country name in which the patent document is issued followed by a space. Next enter the phrase patent document followed by a space. Then enter the patent number as it appears on the resource. Finally enter a slash, the appropriate WIPO letter code [see footnote], and another slash as shown in the following examples. If the letter code is followed by a number, such as 1 or 2, the number should also be entered. If the code is not given in the resource, omit the WIPO letter code input,

ISBN
The International Standard Book Number is recorded in this field as a ten-digit code. The code is recorded as given on the unit, preferably retaining the hyphens.

Note: National standard book numbers are not entered.

ISSN
The International Standard Serial Number is recorded in this field as an eight-digit code (retain the hyphen).

Job Number
The Document Job Number is used to enter numbers assigned to FAO documents and publications. The document job number is usually found either on the front or on the back of the item,

Note: Enter only the second element of the number. In this example: P4495.

Report Number
This number is an alphanumeric identification assigned to a report by the organization which issued it.

Enter in this field any report numbers given on the resource. Report numbers may be standardized. If more than one report number is assigned, they may be entered in repeating Identifier fields.

Report Numbers in multiple parts
Occasionally a report is issued in several parts or in several editions. The relevant statement is then made in parentheses immediately after the report number using the following list of abbreviations,

e.g.

URI
Enter the Uniform Resource Identifier, when available. Include the protocol prefix e.g http:// and ftp://

Other Numbers on the Item
Normally, ignore other numbers on the item. If the cataloguer decides that a particular number may be important for identification purposes and it is not mentioned here, enter it in Description Notes (See 4.7.1).

4.9 Type

4.9.1 Type

Definition
Purpose
Selecting Value for Type

4.9.1 Type

Definition
The nature or genre of the content of the resource.

Purpose
Type helps describe the general categories, functions, genres, or aggregation levels for content of the resource.

Selecting Value for Type
Recommended best practice is to select a value from a controlled vocabulary (for example, the Dublin Core Types⁴). To describe the physical or digital manifestation of the resource, use the dc:format element (See 4.10).

Other locally used “types” can also be included in this field.

4.10 Format : Extent, Medium

4.10.1 Extent

Definition
Purpose
Rules for Encoding Extent

Print resources
Digital resources

4.10.2 Medium

Definition
Purpose
Rules for encoding Medium

4.10.1 Format Extent

Definition
The size or duration of the resource.

Purpose
Use this field to describe the physical extent of the documentary unit expressed in pages, volumes, numbers, parts, supplements used independently or in combination.

Extent may include the duration or the dimensions of the resource.

Rules for Encoding Extent

Print resources
The extent information should relate to the resource at hand.

Collation elements are abbreviated and standardized and may be entered in the designated language.

You may convert grouped paginations of monographic material to a single statement. Complicated pagings are expressed as "vp." or “pv.”. Unnumbered sequences of pages or leaves are recorded only when they constitute the whole or a substantial part of the document. In this case the number of pages is counted, or estimated, and recorded in Arabic numerals.

Examples of collation elements

For Serial numbering please use Citation Number (See 4.15.3).

Digital resources
It is important to realize that the volatility of remotely accessed electronic resources will cause the extent statements to change, for example when a word file is changed to XML.

Examples of digital resources

4.10.2 Format Medium

Definition
The material or physical carrier of the resource.

Purpose
Format may be used to determine the software, hardware or other equipment needed to display or operate the resource.

Rules for encoding Medium
For printed resources, do not use medium.

For non-print resources, use medium to indicate the physical carrier.

Some examples for medium are shown below:

The internet media types [IMT]⁵ can also be used to indicate the hardware or software required to access the resource.

4.11 Language

4.11.1 Language

Definition
Purpose
Selecting the Language

Computer Language
Parts of a whole

4.11.1 Language

Definition
A language of the intellectual content of the resource.

Purpose
This is used to indicate the language(s) in which the resource is available.

Selecting the Language
Language is a mandatory element for all types of resources, including those in which the text is only a summary.

Enter in this field a three-letter code (ISO639-2) or the two letter code (ISO639-1) to indicate the language in which the text of the item appears. If the resource contains more than one language, repeat the language element.

e.g.

If a language does not have a code in the selected scheme, enter the full form of the language without indicating the scheme.

Computer Language
For computer languages (ex. C++, Java, Basic), indicate them in Format/Medium.

Parts of a whole
Record describing a whole resource containing separate articles, some in English, others in French.

e.g.

Single part from the above resource

e.g.

4.12 Relation

4.12.1 Relation

Definition
Purpose

Rules for encoding Relation
Parts of a Whole

4.12.2 Relation Refinements

4.12.1 Relation

Definition
A reference to a related resource.

Purpose
This allows the establishment of various relationships between resources and for users to locate related resources. This field is used to link one resource to another

Rules for encoding Relation
Recommended best practice is to reference the resource by means of standard identifier. Usually a URI conforming to a formal identification system. Other identifiers include, ags:IPC, ags:PN, ags:ISBN, ags:JN, dcterms:URI, ags:RN, ags:DOI. Please Identifier (See 4.8)

Parts of a Whole
When the resource is a part of a whole, the information of the whole should be made available either by providing a URI if it is online or another standard Identification such as ISSN or ISBN. If you have more information about the whole, put this information in the source field.

4.12.2 Relation Refinements

When using any of the following refinements, it is important to establish the type of relationship by choosing a value from one side of any of the following pairs of relation refinement types, shown in the following list:

4.13 Availability : Location, Number

4.13.1 Availability

Definition
Purpose

4.13.2 Location of availability

Definition
Purpose
Rules for Encoding availabilityLocation

4.13.3 Availability Number

Definition
Purpose
Rules for Encoding availabilityNumber

4.13.4 Special Rules for parts of a whole

4.13.1 Availability

Definition
Availability provides users with the address and a number or code that is uniquely associated with an item, and serves to identify that item within an organization. This number is normally assigned by the organization that holds the item. Since this is local information, availability must include the name or code identifying the institution or repository in which the item is housed.

Purpose
To allow users and collection managers to locate a particular item within a collection.

Availability is reserved for non conventional resources that are not readily available through commercial distribution and hence would be difficult to locate. This field has two refinements: the Location and the Number.

The Availability Location element is mandatory for every resource. The Availability Number field must have the accompanying location information. If resources are available online, the URI should be provided.

Availability information is provided in Availability Location and Availability Number elements.

• For Online Availability, provide the URI, use Identifier (See 4.8).
• For standard numbers printed on the item, use Identifier (See 4.8).
• For classification numbers, use Subject Classification (See 4.6.2).

4.13.2 Location of availability

Definition
An unambiguous reference to the location of the resource.

Purpose
It is used to locate resources at the centre level. Especially for grey literature that is not readily available through any other commercial channels.

Rules for encoding
Enter the address of the AGRIS Resource Centre, or the address of the institute where the resource is available. An authorized form of the name is preferred,

e.g.

Recommended best practice is to identify location with a stable address.

If address is not available, enter the Country code of the contributing AGRIS Resource Centre. This is also indicated as part of the Resource number (ARN)

This is a mandatory entry for all resources kept at the resource centres.

4.13.3 Availability Number

Definition
An unambiguous reference to the resource within a given context.

Purpose
It is used to identify resources within the organisation.

Rules for encoding
This field is used to give the accession number or other locally created number of a resource,

Note: All local numbers must include the corresponding institution.

Recommended best practice is to identify the resource by means of a string or number conforming to a formal identification system.

Note: If the subject classification number is used to organize resources at your centre, place that number in Subject Classification element (See 4.6.2) leaving this field empty.

4.13.4 Special Rules for parts of a whole

Analytical in a Whole
When describing individual part(s) of a whole e.g. an article in a book, do not add Availability information at the parts level. Availability is entered only at the whole level.

Journal Articles
When describing individual articles from a journal, add the Availability information.

4.14 Source

4.14.1 Source <dc:source />

Definition
Purpose
Rules for encoding Source

4.14.1 Source

Definition
A reference to a resource of which the current resource is a part.

Purpose
It provides additional information about the source of the resource. When cataloguing the analytic, this field is used to provide information for identification of the Monograph.

Rules for encoding Source
Information that can go into this field includes the following:

• Title and subtitle (See 4.2.1)
• Author (See 4.3)
• Edition statement (See 4.7.2)
• Place of publication (See 4.4.2)
• Publisher (See 4.4.1)
• Date of publication (See 4.5.2)
• Standard number (See 4.8)
• Collation (if an analytic) (See 4.10.1)

Examples of citation information in the source element:

Examples

Progrès de la recherche en démographie juive / Roberto Bachi. (Études démographiques récentes sur le judaïsme ; 2). // Démographie et identité juives dans l’Europe contemporaine. Bruxelles, Belgique : Éditions de ľUniversité de Bruxelles, c1972. p. [37]-47

Trekka round the world / John Guzzwell. // Great voyages in small boats. Clinton Corners, N.Y. : John de Graff, 1976. ISBN 0-8286-0079-1. p. 1-195

Defeathering the Indian / Emma La Rogue. xiii, 82 p. : ill. ; 23 cm. ISBN 0-7725-5028-X. // Tawow / D. Bruce Sealy. [Agincourt, Ont.] : Book Society of Canada, c1975. ISBN 0-7725-5250-9.

4.15 Coverage: Spatial, Temporal

4.15.1 Coverage

Definition
Purpose
Rules for encoding Coverage

4.15.1 Spatial

Definition
Purpose
Rules for encoding Spatial

4.15.1 Temporal

Definition
Purpose
Rules for encoding Temporal

4.15.1 Coverage

Definition
The extent or scope of the content of the resource.

Purpose
This is used to provide information on coverage that includes spatial location (a place name or geographic coordinates), temporal period (a period label, date, or date range) or jurisdiction (such as a named administrative entity).

Rules for encoding coverage
Recommended best practice is to select a value from a controlled vocabulary (for example, the Thesaurus of Geographic Names [TGN]) and to use, where appropriate, named places or time periods in preference to numeric identifiers such as sets of coordinates or date ranges.

4.15.2 Coverage Temporal

Definition
Temporal characteristics of the intellectual content of the resource.

Purpose
This is used to provide temporal periods (a period label, date, or date range)

Rules for encoding coverage
Recommended best practice is to select a value from recommended schemes.

Examples
DCMI PERIOD: A specification of the limits of a time interval

W3C-DTF: W3C Encoding rules for dates and times - a profile based on ISO 8601

4.15.3 Coverage Spatial

Definition
Spatial characteristics of the intellectual content of the resource.

Purpose
This is used to provide information on coverage that includes spatial locations (a place name or geographic coordinates) or jurisdiction (such as a named administrative entity).

Rules for encoding coverage
Recommended best practice is to select a value from a controlled vocabulary (for example, the Thesaurus of Geographic Names [TGN]) and to use, where appropriate, named places or time periods in preference to numeric identifiers such as sets of coordinates.

Encoding schemes
(DCTERMS) POINT: The DCMI Point identifies a point in space using its geographic coordinates

(DCTERMS) DCMIBOX: The DCMI Box identifies a region of space using it

s geographic limits

(DCTERMS) ISO3166: ISO 3166 Codes for the representation of names of countries.

(DCTERMS) TGN: The Getty Thesaurus of Geographic Names

4.16 Rights: Statement, Terms of Use

4.16.1 Rights

Definition
Purpose
Rules for encoding Rights

4.16.2 Rights Statement

Definition
Purpose
Rules for encoding Rights Statement

4.16.3 Rights Terms of Use

Definition
Purpose
Rules for encoding Source

4.16.1 Rights

Definition
Information about rights held in and over the resource.

Purpose
To give information over owner of the rights terms of use of the information resource.

Rules for encoding Rights
Typically, Rights will contain a rights management statement for the resource, or reference a service providing such information. Rights information often encompasses Intellectual Property Rights (IPR), Copyright, and various Property Rights. This provides information on the copyright as well as access rights of the users to the resource.

If the Rights element is absent, no assumptions may be made about any rights held in or over the resource.

4.16.2 Rights Statement

Definition
Written assertion of ownership rights relating to resource

Purpose
This is used to provide information on the ownership of the resource

Rules for encoding Rights Statement
Enter either a textual statement or a URL pointing to a rights statement, or a combination, when a brief statement and a lengthier one are available.

4.16.3 Rights Terms Of Use

Definition
Extent and manner of use permitted to, and restrictions covering use of resource by the public

Purpose
This is used to provide information of the accessibility of any resource. It offers Information on whether a resource is freely accessibility or restricted and the level of restriction.

Rules for encoding Rights Terms of Use
Enter a statement that indicates the level of access to the resource.

4.17 Citation: Title, Identifier, Number, Chronology

4.17.1 Citation Title

Definition
Purpose
Rules for selecting Serial Title
Creating Serial title

Distinctive title
Title containing the name of the Issuing body
Title with generic word
Articles
Acronyms and Initials
Acronym is not part of the full title
Acronym is the only title present
Numbers
Punctuation
Identical titles
Editions in different languages
Supplements
Serial published within another serial
Parallel titles

4.17.2 Citation Identifier

Definition
Purpose
Rules for encoding citation Identifier

ISSN

4.17.3 Citation Number

Definition
Rules for encoding citation Number

4.17.4 Citation Chronology

Definition
Purpose
Rules for encoding citation Chronology

4.17.1 Citation Title

Definition
The serial title, also known as the key-title, is a name ascribed to a serial publication and is inseparably associated with its ISSN.

Purpose
The purpose of serial title is to ensure that users can find all issues of a serial under one form of the serial title.

This is a mandatory entry when the resource is part of a serial. A serial is defined as a publication, usually having numerical or chronological label, and intended to be continued indefinitely. It may be made available on any medium and is issued in successive parts. Citation information is provided in Citation Title, Citation Identifier, Citation Number and Citation Chronology Elements.

Rules for selecting Serial Title
The serial title is a name ascribed to a serial publication and is inseparably associated with its ISSN. It is derived from the title information appearing in the publication, and it will be entered in the original language, transliterated if necessary.

When a serial has two or more different titles appearing on different parts of the publication (cover, title-page, masthead), put them in the repeating fields. The sub-title is not part of the serial title.

Creating Serial title
Enter in this field the serial title of the serial selected for input from a journal article, or a single volume in a monographic series.

Distinctive title
eg.

Title containing the name of the Issuing body
The title containing the name of the issuing body, which in turn is grammatically inseparable from the rest of the time

The name of the issuing body if this is the only title present (transcribed in the sequence and form given).

Title with generic word
A title containing a generic word (a generic word in a serial title is one which indicates the kind and/or periodicity of a publication such as: Abhandlungen, Annals, Berichte, Bulletin, Cahiers, Comptes rendus, Yearbook etc.), which is not grammatically linked to the name of the issuing body. In this case the serial title is to begin with the generic word, followed by the name of the issuing body (transcribed in the sequence and form given) linked by a dash which is preceded and followed by a space (space dash space).

e.g.

Note that a comma or other punctuation marks are not considered to constitute grammatical links.

Articles
Articles occurring as the first word of a serial title are omitted, except when an article forms part of a place or other name.

Acronyms and Initials

If the title contains an acronym or set of initials, it should be constructed as follows:

If the acronym is inseparable from the rest of the title it should be retained as part of the serial title.

The title containing the expanded form of the acronym or initials may be entered in repeating citation title field.

Acronym is not part of the full title
If the title consists of a set of initials prominently displayed, and the expanded form is also present, the serial title will begin with the acronym, followed by the expanded form in parenthesis.

If the acronym and the expanded form do not match, the same procedure should be followed.

Acronym is the only title present
If the acronym is the only title present, it should be considered a distinctive title.

The expanded form should be entered as a variant title whenever possible.

Numbers
If numbers appear in a title they will be entered in Arabic numerals.

If the number appearing in the title is the number of a conference in a series of conferences, it will be omitted in the serial title.

Any numbers or other information relating to chronological series designation must be excluded from the serial title, while numbers relating to subject series must be included:

Punctuation
Punctuation should be added, if necessary. The full stop should be used as internal divider.

The dash will be used to link generic words and issuing body.

Parenthesis will be used to enclose words added to the title to make it distinctive.

Identical titles
If a serial title, derived as so far defined, is identical with the serial title of another serial, it shall be further distinguished by giving the place of publication (town); and, if necessary, the starting date or any other information needed to make the title distinctive.

This information will appear in parentheses immediately after the main part.

Editions in different languages
When a serial has editions in different languages, and the titles of these editions are identical, each edition will have its own ISSN, provided that a separate serial title is devised.

If this information does not appear on the publication it will be entered in parenthesis.

Supplements
A continuing supplement of a serial will have its own serial title and ISSN.

If the title of the supplement is identical with the title of the parent publication, it must be made distinctive by adding the word supplement.

If this information does not appear on the publication, it will be entered in parenthesis.

Serial published within another serial
When there is a serial published within another serial, or a sub-series other than a continuing supplement, a separate serial title and ISSN will be assigned to it, provided the title is distinctive.

Parallel titles
If the serial has two or more titles in different languages, the one given prominence (e.g. printed in large type) is to be used as the basis for the serial title.

The other titles should be placed in additional serial title fields.

Note: When a sequence of appearance is difficult to determine (e.g. separate title-pages, English at front - Arabic at rear), preference should be given to the title that is most related to the place of publication (town).

4.17.2 Citation Identifier

Definition
A global standard identifier of a journal. This would usually be an ISSN, but may follow some other standards such as CODEN.

Purpose
This is a unique identifier of the serial.

Rules for encoding citation Identifier

ISSN
The International Standard Serial Number is recorded in this field as an eight-digit code (retain the hyphen).

4.17.3 Citation Number

Definition
The issue, part or number which denotes a particular issue of a journal, as it appears on the cover. In many cases this indicates a part of a journal volume.

Rules for encoding citation Number
Issue Numbers are denoted differently in different journals, eg. `part', while some journals are arranged by year, eg. 12/1999 in which case the year is effectively the volume. Any page numbers go into Format extent element

Other examples include:

4.17.4 Citation Chronology

Definition
Chronology is the formal date of a particular issue of a journal, as it appears on the cover in conjunction with the serial title.

Purpose
This date provides additional details about the resource.

Rules for encoding citation Chronology
This may be different from the actual date of publication of the issue, which should be encoded in Date Issued (date of publication) (See 4.5.3).

¹ Country names (official short names in English) in alphabetical order as given in ISO 3166-1 and the corresponding ISO 3166-1-alpha-2 code elements. http://www.iso.ch/iso/en/prods-services/iso3166ma/02iso-3166-code-lists/list-en1.html
² International Union of Pure and Applied Chemistry. Nomenclature of Organic Chemistry. London (UK), Butterworths Scientific Publications, 1971. 338 p. http://www.iupac.org/dhtml_home.html
³ World Intellectual Property Organization (WIPO), Geneva (Switzerland). WIPO Handbook on Patent Information and Documentation. 4 vols. July 1982-October 1986. http://www.iso.ch/iso/en/CatalogueDetailPage.CatalogueDetail?CSNUMBER=4084
⁴ The Dublin Core Type Vocabulary http://www.dublincore.org/documents/2000/07/11/dcmi-type-vocabulary/
⁵ The Internet media type of the resource. http://www.isi.edu/in-notes/iana/assignments/media-types/media-types