**IMPORTANT NOTE: This tool is designed to work on Internet Explorer 5.X
and higher, on a Windows 98 or higher machine. The Program Office will
not support other browsers or platforms for the Cataloguing Tool.**

![](media/image1.png){width="4.831944444444445in"
height="2.3833333333333333in"}

# Select "ENTER INPUT TOOL"

## RESOURCE ID Tab

![](media/image2.png){width="6.010416666666667in"
height="4.208333333333333in"}

**Enter/Cut and paste the Resource Identifier into the text box.**

-   In most cases, the Resource Identifier is a URL or FTP address.

-   If the resource is not electronic, the Resource Identifier may be
    another [unique]{.underline} identifier, such as an ISBN number, an
    ISSN number, or a GPO number.

-   Please enter [all]{.underline} URLs in lower case letters
    [only]{.underline}, unless the URL itself is case sensitive.

-   Cutting and pasting a URL is the safest and quickest way to enter it
    into the database.

-   Resource Identifiers are case-, character- and space- sensitive.

    -   [HTTP://WWW.NBII.GOV](http://WWW.NBII.GOV/) and
        [http://www.nbii.gov](http://www.nbii.gov/) will be treated as
        two [different]{.underline} resources in the database, even
        though they point to exactly the same Web site.

    -   [http://www.natureserve.org](http://www.natureserve.org/) and
        <http://www.natureserve.org/explorer/> are treated as two
        separate resources in the database.

    -   Don't hit the spacebar after you enter a Resource Identifier; an
        extra space at the very end of the URL will be counted as a
        character, and may result in a resource being entered twice.

**-Click "Check for Resource in Database" to see if record already
exists.**

> **OR**

**-Click "Verify URL in New Window" to confirm that a URL entered is a
valid Web address.**

**If it is, go back to this browser window and click "Check for Resource
in Database."**

**-**If the Resource Identifier is [new]{.underline} to the NBII Web
Resources Catalogue, you'll be prompted to continue cataloguing.

![](media/image3.png){width="3.0729166666666665in"
height="1.4791666666666667in"}

**When the Resource Identifier tab reloads, select the next tab,
BIBLIOGRAPHIC.**

**-If the Resource Identifier already exists in the NBII Catalogue, you
will be notified**

![](media/image4.png){width="3.7395833333333335in" height="1.28125in"}

## BIBLIOGRAPHIC Tab

![](media/image5.png){width="5.995138888888889in"
height="3.5229166666666667in"}

**Red asterisks throughout the Cataloguer denote mandatory elements for
a resource. You will not be able to save a record to the database if a
mandatory field has a null value.**

Refer to the document "NBII Metadata Standard for Cataloguing Web
Resources," available in the NBII Nodes Community of the my.nbii.gov
portal, for rules and guidelines to complete these elements.

Once you've completed a tab, move forward to the next tab by clicking on
the tab name.

## KEYWORDS Tab

![](media/image6.png){width="6.010416666666667in"
height="3.6354166666666665in"}

This tab defines the subject and taxonomic scope of the resource.

You are required to use the NBII Thesaurus and ITIS to complete these
elements. If the coverage in these resources is insufficient or
non-existent, you may select terms from another, scientifically credible
source.

**Remember to index to the specificity of the resource.** For Subject
terms in particular, you do not need to select every applicable broader,
narrower, or related term; select those that apply to the particular
resource you're describing. The goal is NOT to get cram the Subject box
with as many terms as you can think of, but rather to select those terms
that truly describe the resource specifically. Over-generalizing
keywords will only result in more false hits -- and frustration -- for
users. Remember, too, that thesaurus-enabled searching is "coming soon"
to the NBII; users will be able to use the thesaurus to expand or
contract searches based on what [they]{.underline} really want. If
you've truly catalogued to the specificity of the resource, users will
find it.

**[Looking up a term in the NBII/CSA Thesaurus:]{.underline}**

![](media/image7.png){width="5.21875in" height="4.947916666666667in"}

Click on the "NBII Thesaurus" link to open the thesaurus look-up tool.
Type a term into the top box and click "Check Thesaurus." If the entered
term is an approved term in the thesaurus, the tool will populate the
boxes below with broader, narrower, and related terms you may wish to
consider.

In version 1.0 of the tool, you'll need to copy and paste any broader,
narrower, or related terms, as well as your original search term, if
desired, into the Subject text box of the input tool.

If the term you looked up does not exist in the thesaurus, you'll get a
pop-up message:

![](media/image8.png){width="2.5104166666666665in"
height="1.3020833333333333in"}

Try a known synonym for the term you searched.

![](media/image9.png){width="5.997222222222222in"
height="3.7055555555555557in"}

### Looking up taxonomic information in ITIS

While not mandatory elements, scientific and common name entries, where
applicable, can be invaluable metadata for improving relevant retrieval
of resources. If a resource is species-specific, please use these fields
to define its taxonomic scope.

Rule of thumb: if a resource is specific to a small number of species,
use these fields. If a resource deals with entire taxa, or even an
entire genus, provide this scoping information in the Description field
instead.

Click on the Scientific Name Lookup if you know the Common Name.

![](media/image10.png){width="5.677083333333333in"
height="1.8020833333333333in"}

In version 1.0 of the tool, you'll need to cut and paste the name into
the appropriate box on the Keywords tab.

Also in version 1.0, you'll need to re-enter the Common name you
searched on in the Common Name element text box.

Remember that, for each species, there should be only one Scientific
Name, but there [can]{.underline} be several common names. You should
include all common names displayed in ITIS for a particular species. For
instance, *Dendrobates auratus* has the common names "dart poison frog";
"Green and black poison dart frog"; and "green and black dart-poison
frog"; **all** should be included in the Cataloguer's name element
fields.

**Common Name(s) lookup:**

![](media/image11.png){width="5.697916666666667in"
height="1.9270833333333333in"}

### Rights Management

![](media/image12.png){width="2.5520833333333335in"
height="1.5104166666666667in"}

Choose the appropriate Rights Management characterization from the
dropdown list. Only one may be selected.

-The default option is "Copyright Held by Publisher" of the resource.

-If the URL ends in .gov, the resource is Public Domain.

-If the site uses public domain AND copyrighted information, choose
Mixed Rights.

-Check for copyright links, or copyright symbols on a page, particularly
in the footer.

-If the resource is available only to authorized users (e.g. the NBII
Nodes Community in the portal; Department of Defense employees; AAAS
members; subscribers to a fee-based news service or archive), choose
Restricted Access **and** clearly define these rights in the Description
element.

## TYPE & FORMAT Tab

![](media/image13.png){width="5.9944444444444445in"
height="4.503472222222222in"}

**Resource Type**, **Resource Format**, and **Language** are all
mandatory elements. You may select one or multiple values for these
elements. To select multiple values, hold down the CTRL key as you click
on each desired value.

**Source** is a free-text, optional field. If the resource is derived
from a larger work, the text name of that Source, and/or a Resource
Identifier for that Source, should be entered in this field.

> Example: I catalogue the chapter on "Nonindigenous Species" in the
> electronic version of the USGS Publication *Status and Trends of the
> Nation's Biological Resources*.
>
> The Source would be *Status and Trends of the Nation's Biological
> Resources* \< <http://biology.usgs.gov/s+t/SNT/index.htm> \>

**Relation** defines the relationship of the resource being catalogued
to that referenced Source. Accepted free-text format of this element:

is part of (Resource Identifier)

is version of (Resource Identifier)

references (Resource Identifier)

is referenced by (Resource Identifier)

is based on (Resource Identifier)

is basis for (Resource Identifier)

is replaced by (Resource Identifier)

replaces (Resource Identifier)

> In the Source example above, the Relation text would read: is a part
> of \< <http://biology.usgs.gov/s+t/SNT/index.htm> \>

Refer to the document "NBII Metadata Standard for Cataloguing Web
Resources" for more information about these values.

![](media/image14.png){width="5.99375in" height="4.4875in"}

### TEMPORAL Tab

![](media/image15.png){width="5.997916666666667in"
height="3.3618055555555557in"}

The default value for the Temporal field is "no defined dates." In
general, most electronic resources will be continuously updated, so
establishing a temporal element is unimportant to the use or context of
the resource.

If the resource is a press release, a journal article, or any other type
of fixed or finite document, the "Date Issued" value should be used.
Click on the radio button; the "Date Issued" text box below will then be
activated. Enter the fixed date in the format YYYY-MM-DD (ISO Date
Standard). If the date is entered in an incorrect format, you will get
an error message at the end when you try to Save the resource, and will
need to go back to the Temporal Tab to correct it.

If the resource details a particular scientific study that took place
during a specified period of time, or provides a data set for a given
interval, the "Temporal Coverage Beginning/Ending Date" field should be
used. The "Beginning Date" and "Ending Date" text boxes are activated
when the "Temporal Coverage" radio button is selected. Again, enter
dates in the format YYYY-MM-DD.

**GEOGRAPHIC Tabs**

![](media/image16.png){width="5.96875in" height="4.447916666666667in"}

The default value for Geographic Coverage is undefined; however, if your
resource has a geographic component, you [must]{.underline} define it.

-Choose the radio button "Defined"

-Catalogue to the geographic specificity of the resource using the
dropdown boxes. For U.S. specific resources [only]{.underline}, you may
define County and City using free-text boxes at the bottom of the
screen.

-Choose multiple values within an element by holding down the CTRL key
as you point and click on values.

\-**Note:** In version 1.0 of the tool, lists are not dependent, due to
programming tradeoffs. In other words, If you select Continent=Europe,
you will still need to scroll through all possible world countries in
the Country element and select appropriate Country values.

If the resource deals with amphibians in North America:

Hemisphere=Northern; Continent=North America

If the resource deals with amphibians in the United States only:

Hemisphere=Northern; Continent=North America Country=United States

If the resource deals with Canada and the U.S. but not Mexico:

Hemisphere=Northern; Continent=North America Country=United States,
Canada

If the resource deals with amphibians in Kentucky and Tennessee:

Hemisphere=Northern; Continent=North America Country=United States

State=Kentucky, Tennessee

![](media/image17.png){width="6.010416666666667in"
height="4.427083333333333in"}

You will notice that the second GEOGRAPHIC tab contains only the SAVE,
EXIT, CLEAR functions. In version 2.0 of the Cataloguer, we will enable
use of coordinates and lat/long to further define Geographic components
of catalogued resources.

**MAKE SURE YOU SAVE YOUR RESOURCE !**

![](media/image18.png){width="5.99375in" height="2.888888888888889in"}

Always SAVE before you Exit the Cataloguer. You must have completed all
mandatory fields before you can save a resource to the database.

A SUCCESSFULLY SAVED RESOURCE WILL GENERATE THE FOLLOWING:

![](media/image19.png){width="5.21875in" height="3.7395833333333335in"}

An abbreviated resource record will appear once the resource has been
saved to the database. You can go on to INPUT A NEW RESOURCE, or GO TO
EDIT TOOL if you decide to make changes to this new record.

If you are done entering resources, you need to LOGOUT of the
Cataloguer:

-select INPUT NEW RESOURCE

-from the Input Tool menu, click on the last GEOGRAPHIC Tab.

-select EXIT

-at the Welcome page, select LOGOUT.

#### EDITING EXISTING RESOURCES

**Once a resource has been catalogued by an NBII Node, it may be edited
*only* by members of that Node team.**

This prevents constant overwrites and changes to existing resources that
detract from the quality of the cataloguing, or skew it to a particular
Node's coverage or interests. As long as we are all committed to
accurate, conscientious, and comprehensive cataloguing, it should not
matter which Node actually catalogues the resource. All Nodes will have
access to the resources, and can display them on their Node pages
regardless of origin.

# The purpose of the Cataloguer is to:

**-make cataloguing easier**

**-establish a cataloguing standard to facilitate intellectual access
and consistency**

**-SHARE THE WORKLOAD of resource cataloguing among all of us**

If you determine that a resource record already existing in the
catalogue would benefit from some additions or changes, you should
contact a member of the originating Node to discuss your suggestions. Be
polite, offer useful suggestions, and you will undoubtedly get your
changes.

There is a spirit of "homesteading" to the catalogue -- s/he who gets
the resource in the database first gets authorship, and receives credit
in the record output. But the important thing to keep in mind is not the
quantity of the resources the Node catalogues, but the quality of the
selection and the indexing.

# Enter the Resource Identifier of the resource record you wish to edit

![](media/image20.png){width="5.99375in" height="3.8159722222222223in"}

If you have the correct permissions to edit this resource -- in other
words, if you are affiliated with the Node originating the record -- the
screen will refresh, and the Cataloguer name will appear in the box.

You may then proceed to the specific TAB(S) that contain the field(s)
you wish to edit.

Note that if you do not have permission to edit a particular record, you
will get the following message:

TO EDIT FIELDS THAT ARE FREE-TEXT BOXES:

Simply insert your cursor at the desired place and key in your changes.

TO EDIT FIELDS THAT ARE DROPDOWN BOXES:

Enable the radio button "YES" when asked "Change?" and then select your
changes from the list. Remember to hold down CTRL as you click if you
need to make multiple selections.

You do not need to scroll across all of the TABS in succession; simply
edit fields on the relevant tabs.

**You MUST go to the final tab and SAVE your edits before you leave the
record.**

If you have completed all edit tasks in the Edit Tool, go to the last
tab and select EXIT. If you have completed all cataloguing tasks, LOGOUT
of the tool from the Main Menu.