uploading resources to the marine geospatial bibliography ... - IPIECA

. If you are an admin on the MGB website, you can access the approval pool by clicking on
‘Admin’ then ‘Approve’. If you are not an admin, the uploads will be approved by a site
admin. Please contact IPIECA if you wish to be added as a site admin.
IMPORT A RIS FORMAT FILE CONTAINING ONE OR MORE REFERENCES
It is possible to import one or more references into the MGB from a file in the .RIS format. RIS files can be
obtained in many ways, such as direct output from an online reference repository e.g. Science Direct or from a
local reference manager. A single .RIS file can contain one or more references (more details on the .RIS format
are in the appendices).
OVERVIEW OF TYPICAL PROCESS FOR REFERENCE MANAGEMENT AND MULTI-RESOURCE
UPLOAD TO MGB
For a small number of references it may be practical to upload RIS files for individual references created by an
online journal or reference repository e.g. ScienceDirect. However, for larger uploads and full control we
would recommend collection and curation of references is done using reference management software that is
local to your computer (i.e. stored on your hard drive). This enables you to collect, carry out quality control
assurance, check for duplicates and assign appropriate keywords and further relevant material to references
quickly and consistently. Once you are happy with your local reference database you can export it using the RIS
format and import the file to the MGB.
LOCAL REFERENCE MANAGEMENT
REFERENCE MANAGEMENT SOFTWARE
There are a series of software packages for management and databasing of bibliographic information. We
have used Endnote (version X4) in the examples, but other packages and versions of Endnote are similar.
Reference management software packages are designed to integrate seamlessly with many online reference
repositories, such as library catalogues, and digital libraries, such as Web of Science and ScienceDirect,
allowing searches and reference downloads to be made within the reference management software
environment. Reference management software also allows storage of associated information, full text files,
figure files etc. alongside each reference. Finally they provide a mechanism for using the reference
information in documents, integrating with word processors (such as Microsoft Word) to automatically ensure
consistency in reference style and to automate creation of reference lists and bibliographies.
OBTAINING AND USING ENDNOTE
Instructions for obtaining and use of the latest version of Endnote software can be found on their website
www.endnote.com .
INPUT OF REFERENCE INFORMATION IN ENDNOTE
References can be inputted into Endnote in two ways: automatic import and manual entry.
Automatic import: Most of the digital repositories support RIS or Endnote specific export formats (e.g. .enw).
Once you select the references of interest on an online reference repository you select the export option and
in some cases decide which additional information is transferred (e.g. abstract, references). This will download
a file (.ris or .enw) to your computer which will generally automatically import into Endnote. If you are asked
to pick an import filter at this stage choose Endnote or RIS (most of the repositories will mention Endnote by
name in the appropriate import filters).
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