Guidelines for Adding Items to Resource Database
The data entry must help the users of the database to find the right document for their purpose. This document was develop to guide CARIS staff in data-entry – it would be very helpful if everyone uses the same format.:
Please fill in a separate form for each article. Fill in a separate form for each different item. If a "kit" consists of (for example) a video and a guideline booklet, one form can be filled in and both choices ticked at Format.
If you want to make more that one choice where a dropdown menu appears, e.g. format, purpose, target, hold down the control button while making the choices.
Please do not use enter in the middle of an entry – this will submit the record before you have completed it!
If you are not sure or do not have the answer to a specific question, please leave out the question and continue with the rest of the information. However, the more comprehensive our information, the better the service we can provide to others
Check if the item is already on the database. If it is and you are part of the CARIS Resource network, add the copy to the number of copies held by your centre.
Fill in the complete and accurate title of the item.
Use "Title Case" or capitalise the first letter of every word.Check the ‘title page’ of a book for correct punctuation.If it has a subtitle, give the full subtitle as well, if possible, or include the subtitle in the abstract if it is too long (do not put in both places).Use the title exactly as given e.g. don't replace "&" with "and".Do ‘spell check’ in word if possible. Never start a title with “A” or “The”. Put his in brackets at the end of the specific sentence, eg: “Clinical Review (A). Caring For The Caregivers In The Face Of HIV and TB”
The ISBN number can normally be found on the back of the book or on the copyright page.
Start with ISBN and then the numbers.If the material does not have an ISBN number, but has any other identifying number (eg order number), please fill this in.
The number allocated according to the CARIS Classification System.
The number should consist of at least three numbers according to classification and three letters eg 522/100 SOU. The letters are the first three letters of the authors’ surname, If a specific author is not mentioned or if it is more specifically an organisation’s product, the first three letter of the organisation developing the material is used. Where the organisation is more typically known by its acronym (and if this is used in the developers list) use the first three letters of the developer.
In Rand or relevant denomination. Indicate if it is free; use 0 if the price is unknown.
Number of pages in printed media, or length of video, tape etc. Use only numbers in this field.
Please specify the language of this copy. If multilingual, chose all relevant options using the control button.
Please specify if material is also available in other languages. Type all languages.
Information others might use to decide if this item would be useful for them.
Start with Subtitle if it was too long for the title section. Fill in the full subtitle if it did not fit in the title bar.
Subtitle: An Abc of DEF
Then information on series if applicable: Part of the ABC series
Then information about additional developers if applicable: Co-developed by A and B and C.
Then give a short description of the material. The introduction of an article or the back of a book can often give you some idea of what the book is about. Think of what you would like to know in order to make a decision about using the book.
Content: Then give contents or chapter headings - Chapters in a book, headings in a article, sub pages on a website etc. Please start each with a capital letter and use the numbering system used in the item. If not numbered start with a dash , e.g.
Don't use line breaks or spaces in abstract.Do ‘spell check’ in word if possible.
Main purpose or focus of the material. Purpose for which the material would be particularly useful. An resource can have more than 1 Focus:
Christian Specific: Tick if material is developed specifically for the Christian or faith based market.
Church Denomination: Tick if material is developed for a specific Christian denomination e.g Catholic Church or for a faith other than Christian, e.g Muslim.
Description: Please specify which faith or denomination in description.
Who would read/use the material, or benefit particularly from it. A resource can have more than 1 Target group:
This is the organisation that sells or distributes the material, in other words, where you can get hold of the material. This may be the same as the developer, especially in the case of NGOs, but it may also be a commercial bookseller. If the organisation is already on the dropdown, just select – you do not need to add additional information:
• Name of organisation: If government organisation or department, start with Country e.g. S A or USA.
• Address - Preferably postal address of the distributor, if we don't have it yet. Check dropdown list. New developers only need to have full details entered once.
• Telephone -with code, including country code if available.
• Fax -with code, including country code if available
• Email -if available
• URL- Web page address if available.
Author: Please give first three authors, or editor if applicable.
Format: Surname comma Initial Full Stop (e.g. Smith, J.)
General comments (Positive and negative) This is for users of the database and other users of the material to add comments after they have used the resource and should not be used during initial data entry.
Download from: Download address if available online. This is the actual final document, and not information about the document or resource
Date Published: Fill in date published if available.
Format: Use DD/MM/YYYY. If only year is available, use 00/00/1998
Information Provided By: Fill in your name or organisation please.