How to contribute information to AGRIS

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Archibald Chandler
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1 How to contribute information to AGRIS Guidelines on how to complete your registration form The dashboard includes information about you, your institution and your collection. You are welcome to provide details for each category (personal details, institution, and collection) by using the "Edit" button that is found bellow each category. In the following pages detailed instructions on how to complete each separate form are provided. Important Note: Don t forget to choose Save" button in the dashboard before leaving the page. Figure 1. Dashboard Information about you In this section information about the responsible contact person of the corresponding organization is needed. STEP 1: Click the edit button in the personal details box. Then a form will open. STEP 2: Go through all the required fields and complete them. If you are not sure about something you can always use the contact form found here. STEP 3: After you complete all the required fields click on the SAVE button. In the figure above you can find explanations about each specific field of the form.

2 Please provide your full name, in the form: first name and surname, e.g. John Doe Please provide your , e.g. Please provide your institution name, e.g. Agricultural University of Athens Let us know on you current position in your institution, e.g. Chief editor etc. Please explain what is your role within your institution. If the role isn t in the list, choose other and then add a new role. Don t forget to choose SAVE button! Figure 2. Personal Details

3 Information about your Institution In this section information about your Institution is needed. STEP 1: Click the edit button in the Institution box. Then a form will open. STEP 2: Go through all the required fields and complete them. If you are not sure about something you can always use the contact form found here. STEP 3: After you complete all the required fields click on the SAVE button. In the figure above you can find explanations about each specific field of the form. This field is automatically filled by the system Please choose your country (e.g. United States) and then fill in further information about the address of your institution: Address 1, City, State, ZIP code. Please provide your Institution URL Please provide the geographical area that your collection covers Please choose the Thematic Area of your Institution (it is possible to select more than one), e.g. Food science, Biodiversity, Animal Husbandry etc. Please choose your Institution Type (it is possible to select more than one), e.g. Research Institute, University etc. Please provide your Institution s Funding source, e.g. National funds, EU funds, Private & Industry This field is automatically filled by the system Figure 3. Institution Details DON t forget to choose SAVE button!

4 Information about your collection In this section information about your Collection is needed. STEP 1: If you have already added a Collection, click the Edit button in the Collection box. Then a form will open. (See Figure 10. Existing Collection) If you want to Create New Collection, click the Create Data Collection. Then a form will open. (See Figure 4. New Collection ) STEP 2: Go through all the required fields and complete them. If you are not sure about something you can always use the contact form found here. STEP 3: In this step you are expected to submit your Data. In the form that opens scroll down and click the "Add new submission" button (see Figure 7. Submit your Data). Then, you need to provide the format, that you can submit your metadata. If you choose to contribute your metadata with OAI-PMH target, RSS Feed, API, SPARQL endpoint, you can find explanation in the Figure 8. OAI- PMH Target, RSS Feed, API, SPARQL endpoint. If you choose to contribute your metadata with XML Files, you can find explanation in the Figure 9. XML Files. After you complete all the required fields in the Add new submission click on the Create submission button. STEP 4: After you complete all the required fields in the Collection set click on the SAVE button. In the figure above you can find explanations about each specific field of the form. New Collection Please choose Create Data Collection, in order to add new collection Figure 4. New Collection

5 Figure 5. Data Collection Details a. Please provide your Collection name, e.g. Sustainable Agriculture Research Please provide the link (URL), where the collection is available online (if exists). It is possible to Add another URL Provide the approximate number of resources included in the collection (* It is not mandatory field) Please provide your collection s access rights, e.g. free access, full text, Open access, paid-per item etc. Please provide the repository tool that you use to organize your collection, e.g. Agridrupal, Agris Metamaker (AMM), Open Journal System, Mendeley, WebAgris, Dspace, InMagic or Other Please provide any classification to describe your collection, such as Vocabularies/KOS used in the collection (e.g. AGROVOC Multilingual Please provide the thematic area that your collection covers (it is possible to select more than one), e.g. Food security, Natural sciences, Agricultural-General /All, Forestry Provide the type of resources, e.g. Documents, Statistical Data, Archives etc.

Provide the metadata standard, that your collection is available(it is possible to select more than one), e.g. AGRIS, MARC, Dublin Core (DC), MODS, OWN SCHEMA etc.

6 Provide the metadata standard, that your collection is available(it is possible to select more than one), e.g. AGRIS, MARC, Dublin Core (DC), MODS, OWN SCHEMA etc. Provide the language, that the collection is available, e.g. English, Russian etc. Figure 6. Data Collection Details b. Please choose Add new submission, if you want to add your collection s metadata. Figure 7. Submit your Data OAI- PMH Target, RSS Feed, API, SPARQL endpoint You need to add a title of your submission, e.g. Journal of Agriculture Please provide the format, that you can submit your metadata, e.g., OAI- PMH Target XML Files, RSS Feed, API, SPARQL endpoint If you choose OAI-PMH target, RSS Feed, API, SPARQL endpoint, it is mandatory to provide the URL for automatic harvesting DON t forget to choose Create submission button! DON t forget to choose SAVE button! Figure 8. OAI- PMH Target, RSS Feed, API, SPARQL endpoint

7 XML Files You need to add a title of your submission, e.g. Journal of Agriculture Please provide the format, that you can submit your metadata, e.g., OAI- PMH Target XML Files, RSS Feed, API, SPARQL endpoint If you choose XML Files, it is mandatory to Browse and Upload your file(s). ***Important Note***: Files must be less than 200 MB, Allowed file types: txt, zip, rar, 7zip and xml. DON t forget to choose Upload button, after you browse your file(s)! DON t forget to choose Create submission button! Figure 9. XML Files Edit Existing Collection You need to click on the "edit" button in the collection set and in the form that opens scroll down and click the "Add new submission" button. Then, follow the same procedure that mentioned above. Figure 10. Existing Collection

8 How can I submit my data? I don t have a repository tool! Repository tool is a metadata repository, which is a database created to store metadata. Metadata is information about the structures that contain the actual data. Metadata may describe the structure of any data, of any subject, stored in any format. The metadata repository is responsible for physically storing and cataloging metadata. We provide here a list of commonly aware repository tools: AgriMetaMaker (AMM) is a Drupal Web form to publish metadata in the AGRIS repository. It is intended for any centre with no document management system. ( ) The main features of AgriMetamaker are the following: a cataloguing interface that provides the metadata elements present in AGRIS AP submission of records to the AGRIS team who would upload them on the AGRIS repository The records don t need to be exported and sent to AGRIS. Agris team, since it will be informed, gets data directly and publishes them in AGRIS. AgriDrupal is a free open source content management system with support for managing digital content configuring the underlying metadata model and RDF model. The added value of AgriDrupal compared to a vanilla installation of Drupal is that an AgriDrupal installation already contains the necessary content types, taxonomies and views to manage a basic web-based information system. (aims.fao.org/tools/agridrupal ) The document repository features of AgriDrupal include: a cataloguing interface used description and cataloguing standards that includes Dublin Core elements and AGRIS AP elements internal authority lists for authors (personal and corporate), publishers, journals and conferences special input interface for selecting AGROVOC terms for subject indexing exposure of records through the OAI-PMH protocol, supporting the Dublin Core and AGRIS AP formats exposure of records also as RDF feed and XML file extensible import and harvesting functionalities Mendeley is a free reference manager allowing you to easily organize your papers, read & annotate your PDFs, collaborate in private or open groups, and securely access your research from everywhere. At the same time, it can be used to create metadata references for the AGRIS database. Once the cataloguing activity is finalized, the metadata from Mendeley can be exported and sent it to AGRIS Data Processing Unit by mail.( DSpace is an open source repository software package typically used for creating open access repositories for scholarly and/or published digital content. While DSpace shares some feature

9 overlap with content management systems and document management systems, the DSpace repository software serves a specific need as a digital archives system, focused on the long-term storage, access and preservation of digital content. ( ) Open Journal Systrm (OJS) is an open source solution to managing and publishing scholarly journals online. OJS is a highly flexible editor-operated journal management and publishing system that can be downloaded for free and installed on a local Web server. ( PubMed ( is a free search engine accessing primarily the MEDLINE database of references and abstracts on life sciences and biomedical topics. The United States National Library of Medicine (NLM) at the National Institutes of Health maintains the database as part of the Entrez system of information retrieval. PubMed provides quality control in scientific publishing. Only journals that meet PubMed's scientific standards are indexed. WebAGRIS WebAGRIS is a Web-based system for distributed data input and processing of agricultural bibliographic information, as well as linking to documents that are available in digital format. Please note that we discontinued our support for WebAGRIS and it is not maintained anymore, so no updates of the system will be available. In what metadata schema can provide my metadata? In principle AGRIS accepts all metadata standards. Still highly recommendable are the following standards: PubMed XML - METS XML DOAJ ARTICLES MODS -AGRIS AP. Also acceptable are: MARCXML, MARC21, OAI-DC, ENDNOTE XML, SIMPLE_DC. If your metadata schema is not included in the list above, then it s very important to share with us documentation for the metadata scheme. How can I share my metadata records? In order to share your bibliographic collection with FAO AGRIS and make it accessible through the AGRIS portal, you are expected to submit a set of metadata records, which actually are the descriptions of the objects of your collections (i.e. records that describe each article, document, thesis, etc of your collection). In order to share your metadata records with AGRIS you have the following options: - XML files - OAI-PMH target - API

10 - SPARQL endpoint - RSS feeds Preferably, we ask you to share with us an OAI_PMH target. OAI-PMH target is supported by many repositories. The Open Archives Initiative - Protocol for Metadata Harvesting (OAI-PMH): AGRIS highly recommends the use of OAI-PMH, a low-barrier mechanism for repository interoperability. By default OAI-PMH delivers simple DC, but AGRIS recommends developing an additional layer to allow AGRIS to harvest also other metadata formats, like qualified DC or MODS. It is also recommendable to create a set specification by subject in order for AGRIS to harvest the data related to the AGRIS domain. Please note that it is more useful to have one general subject set in which all topics related to agriculture are put then many specific sets, since each set needs to be harvested separately. You can register as a data provider at Open Archives. The Open Archives Forum Online Tutorial describes in detail the necessary steps to implement the protocols in an Institutional Repository. XML files: Many repositories give you the option to export your metadata records in XML files. In order to share your XML files with AGRIS, it is suggested that you upload them in the collection form in a compressed file like.zip or.rar, containing all the XML files (see the picture above).

11 Some things to take care are the following: It is highly recommended to use encoding UTF- 8. Furthermore, it is needed to pay attention to special characters like &, <, >,,, because their use can break the xml files. If these characters are not supported by authoring environment, then they will have to be substituted like the character & to &. Another solution is to use <![CDATA[..]]> for title, abstract and other element with too much textual information.

Pathways. CIARD Consultation Moscow, December 2009

Pathways. CIARD Consultation Moscow, December 2009 CIARD Consultation Moscow, December 2009 The CIARD RING a Routemap to Information Nodes and Gateways (RING) sharing information on agricultural research and innovation for development (ARD) Availability