MANUAL OF REPIDISCA

INTRODUCTION

REPIDISCA is the Pan American Information and Documentation Network in Sanitary Engineering and Environmental Sciences, which formally started operation in 1981, after a two-year period of design and implementation.

The Network is composed of Cooperating Centers, National or Subregional Coordinating Centers and a Regional Coordinating Center, which is CEPIS. The main objective of the Network is to facilitate the exchange of information within the Region of Latin America and the Caribbean.

The purpose of this manual is to standardize the information presented in the worksheets.

REPIDISCA adopted the Anglo-American Cataloguing Rules (2nd. Edition) for the bibliographical description. These rules were modified according to our needs. ISO Country Code and ISO Language Code are used. Regarding the standardization, there are authority lists, either for corporate authors or for serial publication titles, acronyms of Cooperating Centers and geographical identifiers. The Thesaurus of Sanitary and Environmental Engineering, specially created for CEPIS, (10^th. edition, september 1999) is used in order to elaborate the document indexing.

The current design of REPIDISCA Worksheet is compatible with the Worksheet used by the Latin American and Caribbean Center of Information in Health Sciences (BIREME), and has been prepared in accordance with the rules stated in the UNISIST* Reference Manual, 2nd. edition.

For that purpose, a bibliographic data base is constantly maintained, whose final outcome is the publication of REPINDEX, which is a printed index of the documents included in the system every three months. The first number appeared in March 1982, containing 700 bibliographical references. These are forwarded by the Cooperating Centers through worksheets.

The instructions that appear in this manual are used to fill the worksheet of the documents of CEPIS, and those that they will appear in the REPINDEX, forming therefore Bibliographical Database of the REPIDISCA

(*) UNISIST - International Centre for Bibliographic Description, UNIBID. Reference manual for machine-readable bibliographic descriptions. 2. rev. ed. Paris, UNESCO, 1981. PGI/81/WS/22.

1. GLOSSARY

Definition of terms used in this manual is shown next:

BIBLIOGRAPHIC DESCRIPTION: A collection of data which uniquely identifies a document. This information is referred to certain basic elements such as author, title, publishers information, etc.

BIBLIOGRAPHIC RECORD: Collection of information regarding an only document and stored in a logic structure, unique and complete.

CD-ROM: (Compact disk-read only memory). A compact disk only to be read, electronic medium used for information storage in view of its great capacity: 550 megabytes, equivalent to 275,000 text pages.

CHARACTERS: Letters, digits, numbers, punctuation marks or just blanks.

COMPUTERIZED FILE: A collection of records which are stored in a computer-readable-format.

DATA BASE: Data collection that are being orderly stored, and containing all the relevant and necessary information for a particular application.

DESCRIPTOR: Term composed of one or more words selected to represent a certain concept in a controlled language. It is used to index and retrieve information.

DOCUMENT: Bibliographic material, either published or not, feasible of being described in a bibliographic record. Within this context, document may be a book, book collection, magazine article, film, etc.

FIELD: Collection of computer data, where each data is considered as a single unit for the treatment of bibliographic information.

INDEXING: Conversion from essential concepts contained in a document to descriptors or keywords.

MICROISIS: Popular name of the version for mini and microcomputers of CDS/ISIS system. Elaborated by UNESCO to store and retrieve information, specifically to manage non-numerical data bases. It is used as a software for the CD-ROM and for REPIDISCA application.

RECORD: Basic unit of information which is logically divided in fields.

2. SELECTION OF INFORMATION

2.1 BACKGROUND AND JUSTIFICATION

The present selection guidelines represent a significant advance in the evolution of general criterion, required to obtain a higher consistency of REPIDISCA bibliographic data base, as well as to achieve a better efficiency level of the Network in general, and the services provided through the database operation.

It is convenient to establish and apply selection criteria for REPIDISCA, since the functions of search and selection should be fulfilled in a decentralized way. Mainly, every national institution involved in the system is responsible for the identification of the documents, and for the elaboration of the information input produced in its country.

Each country participating should decide on the material of international value to be disseminated through REPIDISCA.

The inappropriate information record in the system database may occur for several reasons, among them:

- Absence of selection criteria

- Too strict or extremely wide interpretation and application of criteria

There are some opinions on behalf of the inclusion of everything produced regarding the large thematic areas covered by the system. Some of those opinions refer to the absence of trained and authorized personnel to carry out an appropriate selection. Others suggest that it is too difficult to decide in advance whether a material will be useful or will be in force subsequently.

The selection guidelines should be complemented in practice with the advisory of specialists in the corresponding areas.

When implementing mechanisms and selection criteria for a certain network, there is the risk of subjectivity. However, this may be leasen through the search of consensus together with the specialists and through other means, such as the criterion further detailed.

The application of selection criteria should be flexible, keeping in mind that they are subject to revisions and modifications, whenever they are needed in order to maintain or improve the quality of the system, and also bearing in mind the autonomy of every country and their corresponding Cooperating Centers.

2.2 MECHANISMS OF SELECTION

The existence of the system is primarily based on the impossibility that just one individual or one institution develops the information transference process and access to the documentation efficiently.

The following tools and support mechanisms are highlighted in the selection process:

- Sources of printed information: catalogues, indexes, bulletins

- Advisory of specialists and users

- Thesaurus of Sanitary Engineering and Environmental Sciences

The Thesaurus provides a quite complete reference frame of the system coverage to the selection process. However, it is not definitive.

The use of the Thesaurus is essential, as a support tool for the selection process, since it prevents the introduction of material which is not related to REPIDISCA specialization, as well as other documents that could be more useful in other sectoral systems of information.

2.3 USERS

REPIDISCA information services and products are provided to the following groups of users:

Policy designers: On environmental health and sanitation subjects at national and international governmental and non-governmental levels.

Planners: Of environmental health and several sanitation activities and programs, including short, medium and long-term plans, at national, regional and international levels, as well as their implementation, execution and evaluation.

Managers and administrators: Of environmental health and sanitation programs and activities (projects, studies, public works and services) in central agencies or in the field.

Professionals and technicians: In environmental health and sanitation fields, in charge of planning, designing, supervising, executing, operating or evaluating public works in these fields, as well as activities regarding community development and public education in environmental health.

Researchers, professors and students: Also the ones involved in research, development and teaching processes in environmental and sanitation fields.

Advisors and agencies: Regarding financing and technical cooperation who provide assessment, financing and contractual services in environmental health and sanitation fields.

Information personnel: In charge of handling and disseminating information and documentation dealing with the above-mentioned users.

From the point of view of institutional users, a first selection of institutions related to the subject and the activities covered by the system, will include the following categories:

-Governmental agencies

- Institutions. Planning agencies or Ministries of Planning

- Ministries of Health (Sanitation services, Environmental Health)

- Ministries of Public Works (Services of Water and Sanitation)

- Ministries of Environment

- Related agencies in other Ministries: Agriculture (soil and earth pollution, pesticides); Fisheries (river, lake and ocean pollution); Work (occupational health, industrial hygiene and safety), Mineries, etc.

- National agencies of natural resources

- Sanitation agencies

- Water authorities or commissions

- Public Institutions of Sanitation

- Professional and academic institutions

- Associations of Sanitary and Environmental Engineers

- Advisory Enterprises of Sanitary and Environmental Engineering

- Research Institutions related to the field

- Industry

- Related industries (sanitation and occupational health aspects)

- Private Institutions

- Environmental protection associations

- Committees of water and community sanitation

- Other community groups or citizens involved in environmental sanitation and health

- Agencies and services of information and documentation

- Documentation and information centers, libraries, data banks, etc., involved in the subjects covered by REPIDISCA

- News media

2.4 THEMATIC SCOPE

Selection policies are not supposed to be strict regarding the subjects to be covered by the information system. It is necessary to consider that there are other sectoral information systems which cover several subjects of mutual interest more specifically. Thus, it is necessary to avoid effort and resource duplicity.

As for REPIDISCA, the initial delimitation of knowledge areas, reflected in its classification outline, has been created according to a consensus of the participation of national and international experts, representatives from other sectoral information systems and services at an international level, and the participation of a selected group of users. The initial subject for the establishment of this outline was to take into consideration CEPIS' approach regarding Sanitary Engineering and Environmental Sciences.

The Hierarchical Section of the Thesaurus is the reference frame to carry out this selection.

The Cooperating Centers are responsible for proposing modifications or including new disciplines and recent terminology, together with the corresponding justifications.

In order to provide more information on the thematic scope and to maintain the quality of data base, some steps and examples are shown next, regarding the type of documents that should be excluded.

a) Administrative documents, restricted to the interests of a certain enterprise or organization, such as:

- General balance of the Services Enterprise of Sanitation

- Report on the activities developed during the first semester of 1980 by the Office of Sanitation Works

- Accountant book and proceedings manual from the Municipal Enterprise of Water and Sewerage

- Functions and requisition of personnel for the central administration of the enterprise

- Loan contract between the National Institute of Municipal Development and Municipal Public Enterprises of Neiva, Colombia

b) Documents of local scope, lacking projections or application in other geographic areas and not referred to a specific methodology, but describing a situation such as:

- Technical report: Well No. 1 Jungle - Cesar

- Construction of Rio Blanco tunnel of raw water, Km 14

- Contract No. ICP-059-80: Deep Well GU-SJ3, San Juan aqueduct

c) Comments or speeches on equipment and tool exhibitions as well as on interinstitutional agreements superficially treated, which generally appear in news sections of periodical publications.

d) Descriptions and comments of monographic publications.

e) Texts at secondary education level or directed to children

f) Material of commercial advertisement which does not include detailed information on the design, construction, advantages and restrictions for the use of a certain equipment.

g) Announcement on conferences, seminars, courses or related meetings.

h) Interviews lacking a technical value and tributes paid to persons from the sector

i) Dissemination material which does not include techniques or proceedings deeply treated.

Bibliographic unities which, according to their characteristics, have a temporary type, such as monthly and quarterly reports to be included in annual reports. Annual reports and proceedings of the current year are the only ones to be entered.

k) Articles published in conventional newspapers, unless they are presented jointly or as a news selection on an outstanding subject in a certain country or region.

Example:

- News information on Cholera in Peru, published from 12 February to 25 May 1991.

2.5 GEOGRAPHIC SCOPE

The geographic scope presents the following levels:

The first one is composed of those publications and data produced in our countries whose content has an international value.

The second level corresponds to those documents which describe a technology that can be used at a regional level (Latin America and the Caribbean).

The third level is represented by material of a very limited interest for a country or for a region within a country.

The system has a regional nature for Latin American and Caribbean countries. Thus, data base will include material produced in the corresponding countries, being every Cooperating Center responsible for entering to the system all material produced in the country by authors or by national or international institutions. They will also be responsible for feeding the system with the references of publications of their country, which have been produced elsewhere.

CEPIS will highlight the selection of documents produced outside the Region on appropriate technology, according to the needs and conditions of the Country Members.

CEPIS carries out an exhaustive revision of this type of literature, such as the search of cooperation among several agencies, interested in REPIDISCA's objectives, and the establishment of agreements with extra-regional information sources. Examples of these contacts are the ones already established with the Water Research Centre (WRC) from England, the International Reference Centre for Community Water Supply (IRC) from The Netherlands, and the Water and Sanitation for Health Project (WASH), International Development Agency from the United States.

2.6 LANGUAGES COVERED

Documents written in Spanish, Portuguese, English, French and German are selected.

The inclusion of documents published in other languages is not convenient -no matter if their content is considered relevant and interesting to the Region- since the number of potential readers is too small.

2.7 CHRONOLOGIC SCOPE

Information produced during the last five years has been incorporated to the Network data base. E.g. in 1991, material produced since 1986 further on will be included.

It is possible that this chronologic delimitation of five years will not be strictly applied in specific and exceptional cases, such as when an older material, but relevant and interesting to the system, is identified.

2.8 GATHERING OF DOCUMENTS

Bearing in mind the type of documents useful for REPIDISCA, the personnel from the Cooperating Centers should constantly carry out an aggresive campaign of document gathering.

We have been proven that the best form of carrying out it is coming closer to the personnel that works in its institution and to show him a REPINDEX, explaining to the professionals that if they give the REPIDISCA a copy of the produced documents (published or not, but typewritten), these will be analyzed and registrate in the REPINDEX.

One could also request the same specialist that elaborates the resúmen of the documents of their institution, or at least, of the preparations for him.

It is important to point out that the REPINDEX circulates mainly for Latin America and it also arrives to the organizations more important delmundo in the specialty, therefore to appear in the index of personal authors will make it well-known in a very wide professional environment (this is the best argument and we are sure that it will be able to capture documents)

In case that the official cannot give a copy of the document, it would be necessary to be requested it borrowed to photocopy it.

The second stage of the campaign is to request that the books, magazines, etc. are lent that the officials consider of importance. They are photocopied to maintain a copy in the library and they are entered the REPINDEX.

A third stage would be to contact the institutions that cannot be integrated as centers cooperantes but that yes they have documents related to the areas of inter[és of REPIDISCA

In first instance he/she would be necessary to request them if they can register the name of that library assuring that later on they assist the order of information. In case negative he/she would be necessary to request copy of the document

3.FIELDS DEFINITION TABLE

It presents every field used in the REPIDISCA Worksheet, the code corresponding to each field and the outstanding characteristics.

The table has been structured in columns:

a) TAG. The correlative number which identifies every field in the Worksheet.

You will notice that there are some numbers in the Worksheet which have not been used. These numbers have been saved for potential adjustments, additions or modifications to be done in the future.

b) REPEATABLE. It indicates that the field may be recorded more than once. The number of characters assigned to the field is applied separately in each occurrence.

c) FIELD NAME. Designation to identify every field.

d) NUMBER OF CHARACTERS. It indicates the maximum quantity of digits assigned to every field, in each occurrence.

e) MANDATORY. It indicates the fields that should always be filled in the Worksheet. Otherwise, the automatic control of the computer will refuse the record.

FIELDS DEFINITION TABLE

TAG	REPEATABLE	FIELD NAME	CHARACTERS.	MANDATORY
01	X	Cooperating Center	20	X
03	X	103 Reference Collection 203 Classification Number 303 Internal Notation 403 Accession Number 503 Additional Copies, Accession Number	25 25 6 4 6 6
04		Database	6	X
05		Type Literature	3	X
06		Bibliographic Level	4	X
10	X	Personal Author - Analytical Level	64
11	X	Corporate Author - Analytical Level	256
12		Title;subtitle - Analytical Level	384
13		Title; subtitle (traslated) - Analytical Level	384
14		Pages - Analytical Level	30
16	X	Personal Author - Monographic Level	64
17	X	Corporate Author - Monographic Level	256
18		Title; subtitle - Monographic Level	384
19		Title; subtitle (traslated)- Monographic Level	384
20		Pages - Monographic Level	20
21		Volumenes - Monographic Level	20
23	X	Personal Author - Collection Level	64
24	X	Corporate Author	256
25		Title	384
27		Volumenes	20
30		Title - Serial Level	300
31		Volume	5
32		Number	25
35		ISSN	9
38	X	Illustration	5
40	X	Language Text	2
41	X	Language Abstracts	2
43		Price in $	10
50		Institution - Thesis	256	X
51		Academic Degree	64
52	X	Institution - Conference	256
53	X	Name and Number - Conference	192
54		Date - Conference	25
55		Standardized Date - Conference	8
56		City - Conference	128
57		Country- Conference	2
58	X	Institution - Project	256
59		Name - Project	128
60		Number - Project	20
61	X	Notes	200
62		Publishing House	164
63		Edition	20
64		Date	25	X
65		Standardized Date	8	X
66		City	40	X
67		Country	2
68		Code of Document	20
69		ISBN	13
72		Number References	4
79		Subject Code	2	X
80	X	Primary Countries	135
81	X	Secondary Countries	135
82	X	Geographical Identifiers	135
83		English Summary	1650	X
87	X	Main Descriptor	50	X
88	X	Postcoordinate Descriptors	50
89	X	Proposed Descriptors	50

5. FIELDS DESCRIPTION

Each element conforming the bibliographic record is described in detail.

The fields are orderly and correlatively shown, according to the assigned number of the Fields Definition Table.

Depending on each case, the fields are defined in terms of:

a) Field name

b) Field code

c) Characteristics: mandatory, length and repeatability

d) Purpose

e) Selection

f) Instructions

g) Examples

01 COOPERATING CENTER

Characteristics

Mandatory

20 characters

Repeatable

Purpose

To identify the Cooperating Center which prepared the Worksheet and owns the analyzed document.

In the database, this field is repeatable since it may be included after the acronym of other Cooperating Centers which own the document as well.

Instructions

Enter the acronym that identifies the institution information unit, the acronym will have been confirmed by CEPIS in order to avoid duplication.

Examples

01: IMTA-CENCA

01: CETESB%CARIS

Note - See Annexed 8, Page

03 TOPOGRAPHIC SIGNATURE

Purpose

To record the code of physical location of the document (topographic signature) at CEPIS Library, in order to find it easily on the shelves.

This field has been subdivided by computer for processing purposes, according to the next fields:

TYPE (103 - Microisis)

Characteristics

6 characters

Purpose

To identify if the document is reference material, audiovisual material, software or any important type of document for your library, maybe maps.

Selection

Next are those considered as reference materials: dictionaries, encyclopedias, directories, indexes, vocabularies, glossaries, bibliographies, atlases, catalogues. Mainly, all materials used for quick reference. Audio-visual materials may be slides, cassettes, films or videos.

Instructions

The Cooperating Center can consign the code that he believes convenient in the type field.

Examples: CEPIS use REF code for reference materials and AUD, to audiovisual materials

CLASSIFICATION NUMBER (203 - Microisis)

Characteristics

4 characters

Purpose

To find the document within the REPIDISCA classification outline, so that the documents may be physically arranged according to the pertaining subject.

The semantical part of the Thesaurus of Sanitary and Environmental Engineering elaborated by REPIDISCA, acts as a Classification Outline.

Instructions

Enter the corresponding code according to the semantical part of the Thesaurus.

INTERNAL NOTE (303 - Microisis)

Characteristics

6 characters

Purpose

To assign a code according to the author, in order to keep together all the documents of an author, within each subject.

In case of magazine articles that take part of periodical collection, write down the acronym of the serial.

Instructions

Record the code which identifies the first three letters of either the author's surname or the institution name. If the first three letters are already presented, use the fourth one.

Examples

Martins, José Augusto.
303: M26 (Using Málaga's Table) ó
303: MAR

2. For journal articles, record the abbreviation (3-6 letters) corresponding to serial title

Examples

HDT Hojas de divulgación técnica

ACCESS NUMBER

Characteristics

6 characters

Purpose

To find out the number of documents available at the Library.

Instructions

1. To assign the corresponding correlative entry number, Example: 000047

2. In case you dispose of documents, use again their corresponding numbers.

3. In case of analytics of monographies or collections, write down the access number of the document.

ACCESS NUMBER OF COPIES OR VOLUMES (503 - Microisis)

Characteristics

6 characters

Repeatable

Purpose

Record the number of accession number of the documents or volumes

Instructions

- Assign the corresponding data to the field

- In case you dispose of documents, use again their corresponding numbers.

- Separate each access number with a percentage mark without leaving a blank, and no punctuation at the end, since
this is the way that the repeatable fields should be separated in Microisis.

Examples

On January 17, 1997 an encyclopedia in three volumes that has been classified in the 0403, its internal note is C45 and the corresponding input numbers are 22415, 22416, 22417.

03 TYPE
CLASSIF N°

INTER. NOT.
ACCESS N°
ACCESS NUMBER OF COPIES OR VOLUMES

REF

0403

C45

022415

22416%22417

An article of the Journal of Environmental Health, whose code is JENH.

03 TYPE
CLASSIFI N°

INT. NOT.

ACCESS N°
ACCESS NUMBER OF COPIES OR VOLUMES

3300

JENH

04 DATA BASE

Characteristics

Mandatory

6 characters

Purpose

To identify the name of the data base, in view there are several data bases within the CD-ROM.

Note

It does not appear on the Worksheet, since the computer assigns it automatically

05 TYPE OF LITERATURE

Characteristics

Mandatory

3 characters

Repeatable

Purpose

To record the type of literature of the analyzed document, according to the UNISIST rules stating:

(S) Serial publications: printed document or not, to be published indefinitely, generally at fixed or settled intervals in consecutive parts. Each of these parts contains numeric or chronological indications. The serial publications are divided in two groups:

a) Periodical series: periodical publications including magazines, periodical bulletins, and annuals or year-books.

b) Monographic series: Including monographies belonging to a serial.

(M) Monograph: document that constitutes a unit in itself, with a publisher responsible for the publication, a cover (not necessarily hard) and a title page, with the essential information for its identification (author, title, publisher, place and date of publication). Thesis are excepted from this category.

(P) Project: it identifies the document generated in a project or the project itself.

(T) Thesis: original document of investigation, presented in a University of Study Center, as a requisite to obtain an academic degree or a professional title.

(C) Conferences: this identifies the document or group of documents ("proceedings") presented in a conference. The term conference designates generically conferences, seminars, congresses, meetings, workshops, courses, etc.

(N) Unconventional: due to the characteristics of its presentation, it cannot be considered among the categories previously defined. This category may include: forms, microfiche, audio-visuals, letters, diskettes, etc. (REPIDISCA DO NOT USE)

Selection

Enter the code or combination of codes foreseen for the categorization of Type of Literature category, according to the document:

S - Article published in a serial publication

SC - Presentation of a conference published in a serial publication

SP - Document of a project published in a serial publication

M - Document published in a monograph

MC - Presentation of a conference published in a monograph

MCP - Document of a project presented in a conference and published in a monograph

MP - Document of a project published in a monograph

MS - Document published in a monographic series

MSC - Presentation of a conference published in a monographic series

MSP - Document of a proyect published in a monographic series

MSCP - Document of a proyect, presented in a conference and published in a monographic series

T - Thesis (published or not)

TS - Thesis published in a monographic series

TC - Thesis presented and published in a conference procceding

TP - Thesis published as a proyect

TCP - Thesis presented as a proyect and published in a conference procceding

N - Unconventional document (REPIDISCA doesn't use)

Instructions

Circle the corresponding code

Examples

Article of the Water Research magazine
05: (S) M T C P N (Serial)

Manual of a course developed by CEHI
05: S M T (C) P N (Conference)

Thesis
5: S M (T) C P N (Thesis)

06 BIBLIOGRAPHIC LEVEL

Characteristics

Mandatory

4 characters

Purpose

To determine the bibliographic level for the description of the document, which indicates the fields block of bibliographic identification to be filled out in order to obtain a complete bibliographic description.

The treatment levels are:

a - analytics: this level indicates the description of part of a document. It could be a monograph (book), a serial publication or a collection.

m - monograph: level to describe a document as a unit in itself.

c - collection: collection is a document composed of a definite number of parts (volumes) with own titles besides the collective title that gathers them.

s - serial: this level is used when describing a serial publication, considering it as a unique document. It includes periodical publications and monographic series.

Selection

The possible bibliographic levels of description are:

m - monographic level: this level is used alone when describing a document that has no relationship with a serial publication or a collection. A monograph may be physically divided in several volumes.

mc - monographic level of collection: this level is used when describing a document belonging to a collection. In order to describe the document correctly, it is required to have information on the corresponding collection.

ms - monographic level of series: it is used when describing a document belonging to a series. In this treatment level, the right description of the document requires information on the corresponding series level.

mcs - monographic level of collection in series: it refers to the description of a document belonging to a collection which, at the same time, takes part of a serial. It requires information on the monographic levels, collection and series.

am - monographic analytical level: this level is used when describing one part of a monograph, that may be a chapter within the monograph. At this treatment level, the right description of the document (chapter or article) requires information on the largest monographic level to which it belongs.

amc - monographic analytical level of collection: it is used when describing part of a document, mainly a monograph that takes part of a collection. For the correct description of the document (chapter or article), it also requires information on the corresponding monographic level and collection level.

ams - monographic analytical level of serial: used when describing part of a monography that takes part of a serial. The right description of the document also requires information on the corresponding monographic and serial levels.

amcs - monographic analytical level of serial collection: it is used to describe a document belonging to a monograph that takes part of a collection and also belongs to a serial. In order to describe it correctly, fill out the information at the four levels.

c - collection level: used to describe a collection that is considered as a unique document.

as - analytical level of serial: this level is used when describing part of a periodical or serial (e.g. an article). In this treatment level, the correct description of the document requires information at the corresponding analytical level (article) and series level.

Instructions

Circle the code referred to the bibliographic level.

Examples

Report published independently: (monographic)
Assar, M. Guía de saneamiento en desastres naturales. Ginebra, OMS, 1971. 142 p.
06: a (m) c s

Magazine article: (analytical/serial)
Foland, D.L. Ground level versus elevated storage. In: Journal of the American Water Works Association    (JAWWA), 73(10): 524-527, Oc. 1981.
06: (a) m c (s)

Annual report: (monographic/serial)
OPS (Washington, D.C., US). Annual report of the Director, 1980. Washington, D.C., OPS, 1981.
06: a (m) c (s)

Dictionary published in two volumes (monographic)
Tweney, C.F.; Hugues, L.E.C. Chambers: Diccionario tecnológico español-inglés-francés-alemán.     Barcelona, Omega, 1964. 2 v.
06: a (m) c s

Chapter of a book: (analytical/monographic)
Merrifield, C.C. Efectos de los fenómenos naturales en la República Mexicana. In: Colegio de Ingenieros    de Jalisco (Jalisco, MX). Ingeniería en casos de desastres. Guadalajara, Colegio de Ingenieros de Jalisco, 1975. p. 87-93.
06: (a) (m) c s

Chapter of a book that takes part of a collection:
(analytical/monographic/collection)
Barrett, R.E.; Engdahl, R.B. & Locklin, D.W. Space heating and steam generation. In: Stern, A.C. Air      pollution. 3. ed. New York, Academic Press, 1977. v. 4, p. 425-463.
06: (a) (m) (c) s

Chapter of a book belonging to a monographic series (analytical/monographic/series)
Maas, F.M. Planificación urbana y rural. In: Swess, M.J. & Craxford, S.R. Manual de calidad del aire.     Washington, D.C., OPS, 1980. (Publicación Científica, 401). p. 75-94.
06: (a) (m) c (s)

Volume that takes part of a collection (monographic/collection)
Stern, A.C. Engineering control of air pollution. In: Stern, A.C. Air pollution. New York, Academic         Press, 1977. v. 4.
06: a (m) (c) s

10 PERSONAL AUTHOR - ANALYTICAL

Characteristics

64 characters

Repeatable (unlimited)

Purpose

To record the names of the persons (all of them) who are responsible for the intellectual content of the document at an analytical level (authors, editors, compilers).

Note

Every document should have an author, either personal or corporate. It this has not been specified, the author must be selected among the ones that apparently could be, according to criterion

Selection

Select all the personal authors responsible for the document.

Consider the editors and compilers as authors (without specification).

Do not consider as authors the translators, illustrators or those who elaborated the introduction or preface.

Instructions

1. Enter all the authors responsible for the document.

2. First write the surname(s), followed by a comma, and next the name(s). If there is no possibility to find out the full name, write down the initial only. Separate every initial with a dot and do not leave blank between them.

3. Separate each author with a percentage mark without leaving a blank, and no punctuation at the end, since this is the way that the repeatable fields should be separated in Microisis.

Examples

By Dr. Sebastián Meza, Professor of the Faculty Civil Engineering, in collaboration with Eng. Jaime Noy and Eng. Alfonso Sánchez.
10: Meza, Sebastián%Noy, Jaime%Sánchez, Alfonso

By Patricia Ferreira, illustrated by Enrique Barrios and César Salazar
10: Ferreira, Patricia

Edited by Luis Devoto
10: Devoto, Luis

4. Do not include either rank or title indicators such as: Jesuit priest, professor, general, engineer, doctor, etc.

5. Surnames: Write down the surname(s), followed by a comma and next the name(s). If it is not possible to find out the full name, enter the initial only. Separate every initial with a dot. In case of authors indicating two surnames, it is suggested to go through the cases specified next:

5.1 Spanish, French or Italian: Enter the first surname, then the second one, followed by the first name.

Examples

Antonio Granda Ibarra (Spanish)
10: Granda Ibarra, Antonio

Jean Brasseur Laroche (French)
10: Brasseur Laroche, Jean

Enrico Rovere Massarini (Italian)
10: Rovere Massarini, Enrico

5.2 English and Portuguese: They use the father's surname after the mother's one. In this case, enter first the father's surname and, followed by a comma, the first name and the mother's surname. Neither nobiliary titles nor familiar relationships should be considered.

Exception: Hyphenated surnames. These are entered as an only surname.

Examples

John Stuart Mills (English)
10: Mills, John Stuart

Maria Lucia Poubel Bastos (Portuguese)
10: Bastos, Maria Lucia Poubel

Peter Bayce-Jones (hyphenated)
10: Bayne-Jones, Peter

João Oliveira Fonseca Filho (Portuguese)
10: Fonseca, João Oliveira

5.3 Surnames with prefix: They are considered part of the surname and are entered at the beginning.

Examples

Julio A'Brot
10: A'Brot, Julio

William O'Connor
10: O'Connor, William

Jeffrey O'Connell
10: O'Connell, Jeffrey

Frederick A. Mc Junkin
10: Mc Junkin, Frederick A.

Pierre Saint Lorenz
10: Saint Lorenz, Pierre

Eduardo San Cristóbal
10: San Cristóbal, Eduardo

5.4 Surnames starting with a preposition, article or contraction: These are put in second place and entered after the first name.

Exceptions

- Articulated prefixes and articles of French surnames (Du, Des, Le, La, Les)

- Articles of Italian surnames (La, le, L', Il, Gli, Lo)

Examples

Antonio de Musset
10: Musset, Antonio de

José Luis de la Cruz
10: Cruz, José Luis de la

Gianfranco Degli Alberti
10: Alberti, Gianfranco Degli

Alexander von Humboldt
10: Humboldt, Alexander von

Tjiers van Andel
10: Andel, Tjiers van

Jean Le Bean (article of French surname)
10: Le Bean, Jean

Phillipe Du Barey (articulated prefix of French surname)
10: Du Barey, Phillipe

Dominique Des Granges (articulated prefix of French surname)
10: Des Granges, Dominique

Enzo Lo Savio (article of Italian surname)
10: Lo Savio, Enzo

C. van der Veen
10: Veen, C. van der

5.5 Chinese surnames: In view the documents of Chinese authors which are entered to the Network, generally come from Anglo-Saxon countries, they appear as the Anglo-Saxon surnames.

Examples

Tai-Chien Chen
10: Chen, Tai-Chien

Hsi Fan Fu
10: Fu, Hsi Fan

5.6 Surnames of married women: They are entered in the same way they appear in the publication.

Examples

Marie Curie
10: Curie, Marie

Luisa Hastings de Gutiérrez
10: Hastings de Gutiérrez, Luisa

The title of Mrs. used by English women is kept only in those cases when the author uses her husband's full name.

Examples

Mrs. John Smith
10: Smith, Mrs. John

5.7 In case of authors who do not indicate their full name, enter the initial and a full stop.

Examples

J.R. Thompson
10: Thompson, J.R.

11 ANALYTICAL - CORPORATE AUTHOR

Characteristics

256 characters

Repeatable (unlimited)

Purpose

To record the institutions, organizations, departments, etc., that have a certain responsibility for the contents of the document at an analytical level.

Selection

Select all the corporate authors.

2. If the affiliation of the personal author may be considered as a corporate author, record it in this field.

Instructions:

1. General

Record the name of the institution in its original language and, following the Anglo-American Cataloguing Rules, Second edition, AACR2

If the name of the institution appears in different languages, use the form in the official language of the entity. In case of doubt, use the English, Spanish, Portuguese, French or German form, in this priority order.

Separate every author with a percentage mark without leaving blanks and no punctuation at the end, since this is the way to separate the repeatable fields in Microisis.

Examples

11: American Society for Testing and Materials%Deutsches Institute für Normung

2.International, Regional Organizations

If the institutional author is either an international agency or is operating at a regional level, it is entered by the acronym in its most accepted way in English, Spanish, Portuguese, French or German in this priority order.

Examples

11: CAREC

11: CEHI

3. Governmental institutions

If the corporate author is a governmental institution such as ministries or any other institution of the Central Government, it is entered following the next order: (a) name of the country, in its Spanish form, followed by a dot and two blanks; (b) name of the ministry or major institution in its official language

Examples

11: Jamaica. Ministry of Health and Environmental Control

11:México. Presidencia de la República

4. Directions, Divisions or Departments

If the corporate author is a Direction, Division or Department of the Ministries, it is entered in such a way that it may clearly express its hierarchic level, following the next order: (a) name of the country, followed by a dot and two blanks; (b) name of the ministry in its official language with a dot; (c) leaving two blanks; the name of the section in its official language.

Examples

11:Barbados. Ministry of Health. Department of the Environment

11:USA. Department of the Interior. Federal Water Pollution Control Administration

Note.-

In this case, as well as in the universities' sections, the name of the institution goes first, followed by the administrative section or faculty. This enables us to generate an index of institutional authors without changing the alphabetical order of its sections.

Examples

11: Canada. Department of the Environment

11: Canada. Department of the Environment. Inland Waters Directorate

11:Canada. Department of the Environment. Water Planning and Management Branch

11:Canada. Department of the Environment. Water Resources Branch

5. Independent or autonomous governmental agencies

If the corporate author is an independent or autonomous governmental agency, it is directly entered with the name of the agency.

Examples

11:Caribbean Basin Water Management

11:Public Utilities

11:Caribbean Food and Nutrition Institute

11:Water and Sewage Authority

6. State agencies in federal countries

If the institutional author is at a state level in federal organized countries such as Brazil, the United States, or Mexico, and which have autonomous provinces such as Argentina, they are entered in the next order: (a) the name of the state followed by a dot and two blanks; (b) the name of the institution.

Examples

11: Bahía. Secretaria de Planejamento, Ciencia e Tecnologia

11: California. Bureau of Air Sanitation

11: Rio de Janeiro. Superintendencia Estadual de Rios e Lagoas

7.Municipalities/townhalls

The municipalities, townhalls and local councils are directly entered by the name of the council.

Examples

11:Municipio de Niterói

11: Municipalidad de La Paz

11:Conselho Municipal de Defensa do Meio Ambiente de Santa Isabel

8. Universities

If the institutional author is a university, it is directly entered by the name of the university. The sections are entered next, after a dot and two blanks.

Examples

11: College of Arts, Science and Technology

11: Canaan Training Center

11: University of the West Indies

9. Commercial enterprises

Private companies, enterprises and industries should be entered as they appear in the document, including the acronyms which indicate the type of enterprise.

Examples

11: Andrade y Cía. S.R.L.

11: PELDAR

11: Gitec Consult. GmbH

10. Legal documents: laws, decrees, legislative texts. They are entered according to the Anglo American Rules. Mainly, the country, dot, two blanks "Laws, decrees, etc.".

Examples

11: Jamaica. Laws, decrees, etc.

11.Documents prepared by a consulting company at the request of another institution. In this field record the name of the consulting company that carried out the study, and the name of the institution ordering the study will be entered on field 61 (special notes).

Examples

The Ministerio de Obras Públicas de Venezuela requests a study about types of pumps to Peruvian Enterprise Worthington.
11: Worthington Ltda.
61: Elaborated at the request of the Ministerio de Obras Públicas de Venezuela

12 ANALYTICAL - TITLE

Characteristics

- Mandatory (when field 06 contains a)

- 384 characters

Purpose

Record the title and subtitle of the analytical level of the document in the original language.

Selection

1. To select the title according to the most common way of referring to the document; this is usually the one highlighted in the title page.

2. When the document lacks a title page, select the one appearing in the cover. If the latter does not appear either, select from the introduction.

3. In those unusual cases when the title does not appear in the document, create one according to the content.

4. Whenever it is essential, include a subtitle so that the title can make sense or become clearer.

Instructions

Enter the title exactly as it appears in the document, using the same order but keeping in mind the following exceptions:

1. Omit the articles at the beginning of the title.

2. Correct the evident typographical errors.

3. Do not enter the dots following the acronyms and do not leave blanks between them.

4. Use capital letter for the first word of the title. The rest of them will be in small letters, with the exception of those words that, according to grammatical rules of the corresponding language, should be in capital letters.

5. Write in uppercase the first letter of each significant word of the corporate names and conferences that appear in the title.

6. When a subtitle is included, it should follow a semicolon (;) and a blank. Whenever it is necessary to clarify the title or subtitle, additional punctuation should be included.

7. When the title is too long and may be abbreviated by omitting words, indicate the omission with three dots (...), only if the meaning of the information will not be lost.

8. When the same title appears in different languages, select in order of preference: first, the title in the language of the document, and second the title in Spanish.

9. When the title includes numerals, these are entered in the same way appearing in the document.

Examples

The pesticide formulating industry
12: Pesticide formulating industry

Proceedings of the 10th. American Conference on Waste Exchange
12: Proceedings of the 10th. American Conference on Waste Exchange

Billions will still lack supply in 1990; Water Decade review
12: Billions will still lack supply in 1990, Water Decade review

14 ANALYTICAL - PAGES

Characteristics

Mandatory (if field 06 contains a)

25 characters

Note

If a Worksheet does not contain information on this field and field 06 contains "a", it will not be entered into the REPIDISCA
Data Base.

Purpose

To describe the physical extension of the document specifying the total number of pages.

To be used as a guide for the user, with reference to the price of the corresponding photocopy.

Instructions

1. Record the number of the initial and last pages, separated by a hyphen (without spacing). Do not precede the abbreviation "p".

2. In the identification of the last pages, recorded only the altered digits

Examples

14: 12-9 not 12-19

14: 304-10 not 304-310

3. if the paging was in Roman numbers, this should be recorded as it appears in the document.

Examples

14: iii-vii

4. When the pagination is not sequential, recorded the groups of pages separating them for comma. If there were more than three groups, recorded the three first, separating them for coma and the word " passim " is added in substitution of the other groups.

5. In case of pagination composed of numbers and letters, this should be recorded as it appears in the document. Example: A1-A9.

Examples

A chapter of a book covers from page 25 to 51
14:25-51

An article of a magazine from page 6 to 10 and continues from 12 to 16.
14: 6-10, 12-16

An article without pagination but composed of 6 pages.
14:1-6

16 MONOGRAPHIC - PERSONAL AUTHOR

Characteristics

64 characters

Repeatable (unlimited)

Purpose

To record the names of the persons responsible for the intellectual contents of the document at a monographic level.

Note

Every document should have an author, either personal or corporate. If this has not been specified, the author must be selected among the ones that could be applicable, according to criterion.

Selection

If the author is the same from field 10, do not fill out this field.

Follow the same selection steps given in field 10.

Instructions

Follow the same instructions given in field 10.

Examples

From the book "Water renovation and reuse", developed by Hillel Shuval, the chapter "Advances wastewater treatment technology in water reuse", prepared by F.M. Middleton, is analyzed.
10: Middleton, F.M.
16: Shuval, Hillel

From the book "Examination of water pollution control; a reference handbook" written by A.L. Wilson, the part "Design of sampling programmes" from the same author, is summarized.
10: Wilson, A.L.
16: --------

17 MONOGRAPHIC - CORPORATE AUTHOR

Characteristics

256 characters

Repeatable (unlimited)

Purpose

To record the institutions, organizations, sections, etc. which -to a certain extent- are responsible for the intellectual contents of the document at a monographic level.

Note

Every document should have an author, either personal or corporate. If this has not been specified, the author must be selected among the ones that could be applicable, according to criterion.

Selection

If the corporate author is the same one given in field 11, leave this space in blank.

Instructions

Follow the same instructions of field 11: Analytical-Corporate Author.

Example

From the book "Manual for a course on the environmental aspects of industrial development" prepared by the University of North Carolina, the chapter "Environmental impact statement" written by R. Barre, is analyzed.
10: Barre, R.
17: University of North Carolina

The chapter "well drilling bit rebuilding, India" is part of the book "Handbook on appropriate technology", both prepared by the Canadian Hunger Foundation
11: Canadian Hunger Foundation
17: -------