LAPTOC Data Entry User Guide. Updated June 2, 2003

Important information for first time users: Please see the FAQ (Frequently Asked Questions) for answers to common questions

Inputting Module Components

The prototype consists of three components:
beta testers.
1. Data Entry: The URL for the data entry module is: http://www1.lanic.utexas.edu/query/login.jsp. Access to the site is password protected to ensure that information is being added by authorized users only.  This is the primary means for entering new records into the database (see Data Entry Statistics.) It is important to note that records entered or modified using this interface are immediately added into the main database.

2. Maintenance: This web-based module is designed for adding new journal titles and new participants, and for managing beta testing assignments, passwords, etc. For security reasons access to this module is restricted. If you wish to add a new journal title, or if you forgot or would like to change your password, please contact Scott Van Jacob, vanjacob.1@nd.edu, Chair of the Serials Working Group.

3. Data Handling Scripts. These are run directly from the unix system, and are used for transforming the data into a format that can be uploaded to the main Oracle database, as well as for other routine and special data handling, as needed.

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Configuring your System

  1. To run the data entry module, you need a computer (PC or MAC) with a network connection, running Netscape version 4.7 or higher or Internet Explore 5.0 or higher. The system is not graphics intensive and should run without problems even on machines without much RAM (main memory).
  2. Important: To configure your browser, load Netscape and select from the menu "Options" ---> "Network Preferences" ---> "Cache". Once there, set the "Verify Documents" option to the value "Every Time".
  3. Finally, type in the URL of the Data Entry Homepage (http://www1.lanic.utexas.edu/query/login_entry.jsp). After it loads create a bookmark for it to facilitate future access, by clicking on the "Bookmarks" option and selecting "Add Bookmark".

    4.  
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Your first Login (and Logout!)

As a first step, it is important that you take the time to familiarize yourself with the basic functioning of the interface.  Go to http://www1.lanic.utexas.edu/query/login_entry.jsp. Enter your Username followed by your Password and click on the Submit query button. It is recommended that you close the browser window by quitting.

You will see a list of all journals assigned to your institution.   Select one by clicking on the Select button next to its title.  Once you have chosen a title, follow the directions below for adding, modifying or deleting information for a title.

User ID Guidelines

Each user will have her/his own ID.  Each institution will have one password.  For example, one institution may have jgarcia and tgonzalez inputting table of contents.  Each will have a unique User ID but will share the password.  In this way, inputters can be easily added and deleted thereby limiting access to the inputting module.

IMPORTANT: The bibliographer at each institution will contact Scott Van Jacob, vanjacob.1@nd.edu, Chair of the Serials Working Group, when inputters change.  Please provide the name and e-mail of the new inputter, as well as the name of any inputter that leaves.

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How to add and modify new data

1. Add a new issue: On the Journal Data Entry page, you may enter a new issue by clicking on the Select button beside the journal title.  Click on Add New Issue at the bottom of the page.  Enter the issue information as described below in How to enter a new Issue. Click on record changes to create the new issue. You can stop the entry process by clicking on the Back button. This will return you to the list of issues for the title you selected.

2. Add a new article: Once you have entered the new issue information and clicked on Record changes, the Journal Data Entry page will return. Find the issue information that you entered at the bottom of the page and click on Mod Articles. The Article Table of Contents page will appear.  Click on Add New Article to go to the Article Data Entry page.  Enter the article information as described below in How to enter a new Article. Click on record changes when you finish entering the first article. You will see the articles that you have entered on the Article Table of Contents page.  Click on Add New Article to continue to add articles.   When you have entered the last article, review the articles on the Article Table of Contents page, then click on Return to Journal Data Entry to Journal Table of Contents page.

3. Modify new data: You can review articles on the Article Table of Contents page. This will list the articles you have just entered. To modify an article, click on Mod Articles that corresponds to the article to be updated.  Modify the article and click on record changes to complete the modification process.  Click on delete record to delete the article.  Once you have modified or deleted articles, click on Add New Article to add more articles or Return to Journal Data Entry to see a list of all issues.
 
 

How to modify previously entered data.

Select the title that you want to modify from your title list once you have logged in.
 

a. Modify a given issue:

 
Click on the Mod Issue button from the Journal Data Entry page to the left of the corresponding issue, and make any changes.
Click on record changes to complete the process.
b. Modify a given article:

 
Click on Mod Articles from the Article Table of Contents page that corresponds to the issue to be modified.
Click on Mod Article that corresponds to the article to be modified.  Modify the article and click on record changes to complete the modification process.


How to delete previously entered data

For more information on how to enter all information, see the section "How to format data correctly".

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Feedback

Suggestions on the interface design and functionality will be evaluated by LANIC staff. Your feedback is very important! Please direct all comments to arl@lanic.utexas.edu, and include the following information in your message:
 
    1. If you have a suggestion for improving the interface--that is, screen design, field layout, use of fonts, buttons, etc.--please indicate the title of the screen you are referring to and describe the changes you are suggesting.
    2. If you are reporting a "bug"--that is, an apparent program malfunction--please describe what you were doing when the error occurred, for example::
      1. "I was entering a new issue..."
      2. "While typing in a page number..."
      3. "... after I had clicked on logout option from display of issues of journal #54643466...")
    3. State clearly what happened, for example:
      1. "The system froze..."
      2. "The number did not correspond to the journal number", etc.)
    4. It is important that you provide as much specific information as possible, i.e., "the display was wrong" or "it didn't work" does not help us find out what the problem is!!


If you have questions about the journals assigned to your library, or about any other aspects of the ARL project, please contact Scott Van Jacob, vanjacob.1@nd.edu, Chair of the Serials Working Group.

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How to format data correctly

    1. In all text fields, type through to the end of the line: words will automatically scroll down if necessary.
    2. Leave out all accents, tildes, and cedillas.
    3. Type all information using lowercase and uppercase letters when appropriate- but do not type in whole names or titles in uppercase.  Capitalize only the initial word in the title and proper nouns.
    4. For questions about a specific field, follow the guidelines in the rest of this document.
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How to enter a new Issue

It is important to enter complete information for each issue, as this is used to create a unique database identifier for every article in the table of contents.
 
  1. Year.

    2.  

     
     
     
     
     

    Year is a required field. This means that you cannot leave the year field  blank. If the year of publication is 1994, enter: 1994. If two years are given, i.e., 1993-1994 enter "1993" in the initial year field, and "1994" in the second year field, labeled "to:"  Enter only numbers in these fields.

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  2. Month, Season or Semester.

    3. If the month or season of publication is unknown, leave the month fields as they are, that is, set to the value "Unknown". Otherwise, click once on the down arrow at the right of the field, and select the correct month, season or semester, or its equivalent in English, for one month field--or for both if there is a range of months or seasons given.

    For example, if the month of publication is: Septiembre, select "September"

    If two months or seasons are given, e.g. Summer-Winter, select "Summer" in the first month box and "Winter" in the second box.

    If you need to indicate a month plus the fact that this a special edition, select the month in the first month box, and select "Special Edition" in the second box.

    The options listed in the boxes include all months, plus four seasons (Spring, Summer, Fall and Winter), and "First Semester", "Second Semester", and "Special Edition". If you need to enter a value different from these, please contact  arl@lanic.utexas.edu

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  3. Day.

    4.  

     
     
     
     
     

    The day field usually contains a number, e.g., 10. Occasionally, the issue will cover a range of days, e.g., 4-10. In this case, enter "4" in the beginning field and "10" in the ending day field.
    Leave both field(s) blank if unknown.

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  4. Volume.

    5.  

     
     
     
     
     

    The volume number, or numbers (in the case of a range of volumes) can be entered as Arabic or Roman numerals, however the system will automatically convert all Roman numerals to Arabic for consistent data storage.  Volume information is not required: leave blank if volume number is not known. If a volume number has a "part", for example, vol. XX tomo 2, enter xx/2 (divided by a slash) in the first volume box.

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  5. Number.

    6.  

     
     
     
     
     

    The number of the issue must be a numeral. If a range of numbers or two numbers are given, enter each in the corresponding field.
    If for example you have: 134-136, enter "134" in the initial number field and "136" in the ending number field.

    Leave the number field(s) blank if unknown.

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How to enter a new Article

  1. Page number

    2.  

     
     
     
     
     

    Leave blank if unknown. Otherwise enter only the number of the first page of the article.
    Use a simple number or the name of the first page of the article, i.e., 

    10   or   A   or   Inserto
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  2. Authors.

    3.  

     
     
     
     
     

    Author names must be entered exactly as given on the table of contents.
    If no author is given, leave the field blank.
    Usually, multiple author names appear separated by commas: enter exactly as found. It is not necessary to enter one per line. Just type through to the end of the line: words will automatically scroll down if necessary.  Remember to leave out all accents, tildes, and cedillas: 

    Federico A. Pedroche, K.M. Dreckmann, A. Senties 

Gonzalez, Jose Maganon y R. Margain-Hernandez Porta
    but not: 
    Federico A. Pedroche, 

K.M. Dreckmann, 

A. Senties González, 

Jose Magañón y 

R. Margain-Hernández Porta
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  3. Title.

    4.  

     
     
     
     
     

    Enter the whole title, do not abbreviate.  If it is too long, the system will automatically trim it to the maximum allowed size (about 220 characters, or about 4 lines, but note that few titles will be this long!)   Enter all items listed in the table of contents including editorials, messages, etc...  Keep typing to the end of the line: text will scroll down if necessary.  Again, leave out all accents, tildes, and cedillas. Capitalize only the initial word  in the title and proper nouns.


Special Cases.

ALL NOTES SHOULD BE ADDED IN ENGLISH AND PLACED IN BRACKETS "[]".

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