Guidelines

E-LIS Submission guidelines

The purpose of these guidelines is to ensure that E-LIS adopts recognised established practices for the creation of records.

See the E-LIS online submission procedure for information on preparing material for the deposit.

Once your account has been activated, click on the "Start a New Submission" button and login to begin the submission process.

At any point in the submission process you can stop and save your record for a later date by clicking on the "save it" button at the bottom of the page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your "Unfinished submissions in your Workspace" page that you have a submission in process. If you accidentally exit from the submission process, you can always resume from your "Unfinished submissions" section. You can also cancel your submission at any point.

The description of documents is based on the type of document. A book does not have the same fields as a conference paper. The software itself chooses which fields to show depending on type of document.

Types of documents accepted

E-LIS archive accepts any scientific or technical document, published or unpublished, in Librarianship, Information Science and Technology, and related application activities in any language. The criteria for acceptance are that the documents are relevant to research in LIS fields and that they have the form of a finished document that is ready to be entered into a process of communication. This list is not closed. If you have any other type of document not present on this list, you can use the type Other.
Type of document Selection Description (metadata)
Bibliographies Select for monographs which clearly fit into the bibliography category
  • Publication status*
  • Author names*
  • Editors names
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Publisher
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
Books
Book chapters Select for a part of book or other monographs.
  • Publication status*
  • Refereed*
  • Public domain*
  • Author names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Publication (book)*
  • Chapter
  • Pages
  • Editors names
  • Publisher
  • Commentary on
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References
Conference papers/ Select only if you are depositing a single conference paper.
  • Publication status*
  • Refereed*
  • Public domain*
  • Author names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Conference*
  • Pages
  • Conference date*
  • Conference location*
  • Volume
  • Number
  • Editors names
  • Publisher
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References
Conference posters Select only if you are depositing a single conference poster.
  • Publication status*
  • Refereed*
  • Public domain*
  • Author names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Conference*
  • Pages
  • Conference date*
  • Conference location*
  • Volume
  • Number
  • Editors names
  • Publisher
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References
Conference proceedings Select only if you are depositing entire conference proceedings.
  • Publication status*
  • Refereed*
  • Public domain*
  • Editors names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Conference*
  • Series
  • Conference date*
  • Conference location*
  • Volume
  • Number
  • Publisher
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References
Datasets
Guides/manuals
Journal articles Select this for all journal articles online/unpaginated and printed.
  • Publication status*
  • Refereed*
  • Public domain*
  • Author names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Publication (journal)*
  • Volume
  • Number
  • Pages (printed journals)
  • Commentary on
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References
Newspaper/magazine articles
Preprints Select if your title has not been published.
  • Refereed*
  • Public domain*
  • Author names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Commentary on
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References
Presentations Select only if you are depositing a single conference presentation without conference paper.
  • Publication status*
  • Refereed*
  • Public domain*
  • Author names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Conference*
  • Conference date*
  • Conference location*
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References
Project/Business Plan
Report
Review
Theses Select for any type of thesis, such as PhD, LLD, Masters
  • Publication status*
  • Refereed*
  • Public domain*
  • Author names*
  • Title*
  • Subjects*
  • Year*
  • Abstract*
  • Thesis type
  • Department*
  • Institution*
  • Alternative locations
  • Keywords*
  • Language*
  • Country*
  • References

Metadata

The purpose of accurate metadata is to make searches accurate, so that you can be confident that the document you provided will be the document retrieved, and not just one that sounds like it.

Abstract: An account of the content of the document. If possible, cut and paste the abstract of the document directly from its contents (Be careful with PDF! You should check that the lines are in the correct position). If the document is in a language other than English, it must include an English abstract. The correct way is to use ["the language" abstract]. E.g.:

[Catalan abstract]
Internet ha canviat fonamentalment les realitats materials i econòmiques de la difusió del coneixement científic i del patrimoni cultural. Per primera vegada a la història Internet ens ofereix ara la possibilitat de constituir una representació global i interactiva del coneixement humà, tot incloent el patrimoni cultural i la garantia d'accés mundial.

[English abstract]
The Internet has fundamentally changed the practical and economic realities of distributing scientific knowledge and cultural heritage. For the first time ever, the Internet now offers the chance to constitute a global and interactive representation of human knowledge, including cultural heritage and the guarantee of worldwide access.

Abstract field will be used for other responsibilities. E.g.: translator or supervisor of theses.

Additional information:

Alternative locations:

Author names: Author names are perhaps the most important piece of metadata about a document because the surname of the first author is one of the most significant distinguishing pieces of information about a document. As a self-archiver, it is likely that the name is either yours or that of one of your colleagues. Although it sounds patronising to emphasise it, please make sure you know how to spell this name. In particular, please be consistent with

  • initials — how many names do you have? Which initials do you record on your papers?
  • prefixes — are you known as "de Souza" or "deSouza"

It is important to think about these things, especially if you have delegated the responsibility of entering your documents to a secretary or student. The consequences of carelessness are that searches against your name (against what people think is your name) will not return all your papers. In other words, you will look less successful than you are.

If the author hasn't surname, enter in Given name field "*" and in the Family name field the name.

E.g. Prakasan, E. R. and Anil Kumar, * and Anil Sagar, * and Lalit Mohan, * and Singh, Sanjay Kumar and Kalyane, V. L. and Vijai Kumar, * (2003) Analytical study of contents of LANL physics and cross-listed e-print archives, 1994-2002.

The responsibilities as translator or people who collaborate with the author in degree thesis as supervisors will be present in the abstract field.

Chapter: Include the number of the chapter, and only the number!

E.g.: 21 and not chapter 21

Commentary on:

Conference:

Conference date:

When the conference took place. The month must be in English.

E.g. 14-18 May 2005.

Conference location:

Country: In the countries categories stage, select the country from the list. Select more than one choice when the document has different authors from different countries.

Department:

Editors: The names of the people who prepare for publication of the document(s) of one or more authors.

Institution: Translate the institution to English.

E.g.: University of Barcelona (Spain).

Keywords: Be careful to enter specific keywords relevant to the document, and don't be too general. If the document is not in English, you have to include keywords in both languages, e.g.:
Evaluación sensorial, bibliometría, infometría, sensory evaluation, bibliometrics, informetrics.

Language:

Number:

Pages:

Public domain: If the document you are depositing is not your own but rather an old document that is now in the public domain. This will prevent your own name and address appearing with the document as the address for correspondence.

Publication (book)

: The full title of the publication your document appeared in. If possible, cut and paste the title of the book directly from its contents. There may be some problematic issues regarding the formatting.

Transcribe the name preserving the original wording, order and spelling. Either only capitalize proper nouns or: Capitalize titles. The latter is to ensure conformance of existing records. Punctuation need not reflect the usage of the original. Subtitles should be separated from the title by (space) colon (space), e.g.:
Libraries and information studies in retrospect and prospect : essays in honour of Prof. D.R. Kalia

And not
Libraries and information studies in retrospect and prospect: essays in honour of Prof. D.R. Kalia

Publication (journal): The full title of the publication your document appeared in. If possible, cut and paste the name of the journal directly from its contents. There may be some problematic issues regarding the formatting.

Transcribe the name preserving the original wording, order and spelling. Either only capitalize proper nouns or: Capitalize titles. The latter is to ensure conformance of existing records. Punctuation need not reflect the usage of the original. Subtitles should be separated from the title by (space) colon (space), e.g.:
Program : electronic library and information systems

And not
Program: electronic library and information systems

Publication status: This one piece of information marks the difference between a document that has successfully been through the peer-review process and those that have not (or not yet).

Publisher:

Refereed: Indicates whether this version of the document has been refereed or has not been refereed.

References:

Series: The series or sub-series statement contains the main elements identifying a series or sub-series.

Subjects:

Thesis Type: A PhD thesis, Degree thesis or BA thesis.

Title:

Volume (journal): These two numbers are significant in distinguishing citations of similar sounding documents. The drawback with them is that they are not known until well after the document has been accepted for publication in a journal and hence a long time after the document has been deposited. Please make sure that you return to the record and add this information when it becomes available.

Year:

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