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”

ISBN Number:

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.

CARIS Number:

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.

Other languages:

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.

- Introduction
- Xyz of Ab
- Mmm mmk

    Don't use line breaks or spaces in abstract.Do ‘spell check’ in word if possible.


A resource can have more than one format e.g. a book that tells a story, an article consisting of guidelines. Give all options using the control button to choose multiple items.
    Article - Information normally published in a more comprehensive publication, e.g. a book or magazine or on the internet.
    Audio tape - Audio content for use in standard tape recorder
    Bible studies/guidelines - For use in Bible study groups or personal bible study
    Book/handbook - Any item with an ISBN number is a book. This number can be found on the back of the book or on the copyright page.
    Booklet - Any "book" with no ISBN number, or thinner publications, often stapled together
    Brochure - Information about the specific organisation or programme or project, used for marketing or fundraising
    Case studies - Information about a specific situation, for use as training tool
    CD - Audio content for use in standard CD player
    CD-Rom - For use in PC. May contain a variety of data forms
    Comic - Story told in pictures
    Discussion trigger cards/guidelines - Cards with statements used to encourage discussion.
    Drama - The full text of a drama or production or a video, DVD or CDversion of the drama.
    Fact Sheet - Normally one page with basic info
    Flip chart (or set of flip charts) - Large paper or card containing information for display in group settings.
    Group exercise guidelines - Guidelines for group exercises or activities.
    Guidelines - Instructions for treatment, a programme, etc, description of the way to do something.
    Liturgy/Sermon lay-out, Sermon - For use in a church service or for a specific religious programme.
    Magazine – Regular publication with a selection of articles
    Multimedia (e.g. PowerPoint Presentation) - Presentations using a variety of media such as PowerPoint, artwork etc
    Newsletter – Regular publication, often highlights work of the organisation.
    Pamphlet/Leaflet - One page, often folded
    Post Card
    Poster - Large information sheet used to display a specific message
    Posters (Set of) - Series of information sheets used to display a specific message
    Prayer - For use in a church service, other religious occasion or for personal prayer
    Programme Special Event -The programme for a specific HIV and AIDS related event or function
    Report - Report on a conference, programme, meeting etc, written by participant or delegate
    Research Report - Report on an academic studySet of Posters
    Song/Poem - Song or poem written about HIV or AIDS or persons living with HIV or AIDS
    Sticker -
    Story - Narrative of an incident or history.
    Toolkit -
    Training Manual - Manual to be used in a formal training programme .
    VCD/video CD/DVD - For use in standard DVD player or PC with DVD player
    Video/Video Clip - For use in standard video player
    Website – Site/ Selection of information on world wide web
    Workbook – Information for use in training or workshop. Often contains exercises and space for responses by participant.
    Workshop Hand-Out - Information sheet on specific topic to be handed out in a workshop.
    Workshop Manual/Guidelines - Guidelines for presenting a workshop, or the manual given to participants of the actual workshop.
    Z- Card - Card folded in Z shape
    If None of the above please fill in here - Any material not fitting in standard categories


Main purpose or focus of the material. Purpose for which the material would be particularly useful. An resource can have more than 1 Focus:

    Adherence to treatment - Maintaining or continuing with treatment .
    Advocacy - Material about pleading in favour of a cause (AIDS) with governments etc .
    Assessment and Planning - Material about evaluating situation and planning HIV/AIDS programme or project.
    Awareness and Information (general) - General information on HIV or AIDS for non – experts.
    Behaviour Change - Material about changing behaviour that might place one at risk of becoming infected, or, if already infected, that might hasten the progression of disease.
    Care of Orphans - Material about looking after children without parents, in this case specifically children whose parents died from AIDS.
    Christian Response - Material about how Christians should respond to HIV or AIDS.
    Church Mobilization - Material for helping churches get involved in the field.
    Clinical Management - Material about treatment of disease or symptoms, mainly by medical professionals.
    Coping with Death and Dying - Material about dealing with grief and the effects thereof.
    Counselling - Material about the process of helping an individual discover and develop his potential and thereby to achieve an optimal level of personal happiness and social usefulness.
    Economic Impact – Effect of the epidemic on financial situation of individuals, groups or nations.
    Epidemiology /Statistics - Information about statistics, statistical reports,
    Faith Response (other, please specify) - Material about how believers other than Christians should respond to HIV or AIDS.
    Funding - Material about funding, donors and ways to access funds.
    Gender and HIV/AIDS - Material focusing specifically on a particular sex, also dealing with sexual orientation and with homosexuality.
    Grants - Material about money government grants for specific categories of people.
    Home Based and/or Community Care - Material about caring for sick people in their homes or communities rather than in medical establishments.
    Information about a Specific Organisation or Product- Material about a specific organisation or product, giving information about what they do, contact details etc
    Life Skills - Material about knowledge needed to face life's challenges and to manage self and relationships.
    Management of Projects and Programmes - Material about planning, organizing and control of all aspects of HIV or AIDS related projects.
    Nutrition- Material about healthy diet and supplements.Pastoral Care- Material about spiritual care.
    PMTCT (Preventing Mother to Child Transmission) - Material about preventing children of HIV+ mothers being infected during pregnancy, birth or while breastfeeding.
    Positive Living- Material about those factors that can assist a HIV+ person to live a healthy and fulfilling life.
    Prevention – Information about all modes of HIV transmission.
    Reporting on HIV – a tool, information or guidelines that help teach reporters and the media to report on HIV related matters
    Rights - Material about legal, political, and social aspects that one may properly claim as due.
    Sensitization and De-stigmatization- Material that makes one aware of, and responsive to, the way in which HIV and AIDS is used to shame or discredit individuals or groups.
    Specific Information (please specify) - Material about a specific topic not covered by existing categories. Please fill in the topic in "other".
    Support Groups - Material about groups of people with common experiences and concerns who provide emotional, physical and/or moral support for one another.
    Training for Service Delivery - Material that can be used for training for programmes and projects addressing all aspects of HIV and AIDS.
    VCT (voluntary testing and counseling) - Material giving information and encouraging counselling and testing for HIV
    If None of the above please fill in here - Any material not fitting in standard categories.

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:

    Activists – Those advocating for a specific cause or issue.
    Adults – Use only for very broad focussed material that is suitable for ‘the man or woman in the street’.
    Business and Employers
    Care Givers - Pastoral/Counsellors - Carers with a specific focus on emotional or spiritual care.
    Care Givers - Physical - Normally Home based or community based carers with basic knowledge.
    Christians Living with HIV or AIDS – use for material specifically for Christians living with HIV, not for general material about positive living.
    Church Leadership (general) - Spiritual leaders of a church, denomination or congregation.
    Clergy/Pastors – Church leaders in formal leadership positions.
    Commercial Sex Workers – People earning a living by selling sexual services of different nature.
    Congregation (general) - Members of a church.
    Donors - Persons or organisations donating or planning to donate money or other gifts
    Educators/Teachers – Teachers in the formal education system - Teachers at schools or tertiary institutions, not working specifically with HIV.
    Elderly – Older persons.
    Faith Based Organisations – Organisations working from and motivated by their faith perspective.
    Family and Friends of People Living with HIV or AIDS
    Gays and Lesbians – People with a sexual orientation towards those of their own sex.
    Health Care Professionals - Doctors or nurses and others trained professionally to deal with health and disease.
    Lay Pastors/ Ministry leaders – Spiritual leaders who are not in full time church employ.Learners and Students.
    Men and Boys.
    Mothers/ Parents of Children Living with HIV.
    Parents -
    People living with HIV or AIDS.
    People who know little about HIV or AIDS.
    Pregnant Women.
    Prisoners – People in penal institutions.
    Programme Planners/ Managers – Leaders of organisations or programmes.
    Small groups (specify) - Cell groups, Bible study groups etc.
    Substance Abusers/Recreational Drug Users
    Support group - Groups of persons living with HIV, or sharing similar situations getting together to share their experiences and support each other
    Trainers – Trainers specifically of training programmes for service delivery in the HIV field
    Women and Girls
    Youth General
    Youth (10-13)
    Youth (14-19)
    Youth (pre-primary)
    Youth (Primary school)
    Youth Leaders
    If  none of the above please fill in here - Any material not fitting in standard categories, please specify.


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.


Original publisher or organisation responsible for developing the material. Organisations are often responsible for a wide variety of material. Full details are only necessary if we do not have the organisation on our database (if it does not appear on the dropdown). This may be the same as the distributor, or it may be a publisher:
    Name of organisation - If government organisation or department, start with Country e.g. South Africa or S A or United States or USA.
    Address - Preferably postal address, 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.

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