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National Institute of Science Communication and Information Resources (NISCAIR)Dr. K.S. Krishnan Marg, Pusa Campus, New Delhi – 110 012
14, Satsang Vihar Marg, New Delhi – 110 067
No.3/2(100)/2004-Pur/Data Compilation Dated.1.11.2004
NOTICE INVITING TENDER
Sealed tender in two-bid system (Technical & Financial) are invited from competent contractor who have carried out following type of work in Govt./Semi-Govt./Public Sector Undertaking.Name & Scope of work Quantum
of workEMD
Part I- Data compilation including abstracting for Indian Science Abstracts (ISA) & Medicinal and Aromatic Plants Abstracts (MAPA)Part –II – Data inputting for ISA and MAPAPart –III – Data validation for ISA and MAPA
12,000 Abstracts for ISA and 2000 for MAPA(Approx.)
Rs. 10,000/-
Tender document containing eligibility conditions and other terms & conditions can be obtained on payment of Rs.500/-(non-refundable) by D.D in favour of the Director, NISCAIR ,from NISCAIR Book Shop, National Institute of Science Communication & Information Resources, Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi-110012 on all working days between 10.00 A.M. to 4.30 P.M. upto 25.11.2004. Complete tender document can also be downloaded from our website www.niscair.res.in and D.D. towards the cost of the tender document may be submitted with the technical bid, such tenders without tender document cost will not be entertained.
A pre-bid conference will be held at NISCAIR, 14 Satsang Vihar Marg New Delhi-110067 on 16.11.2004 at 2.30 P.M. (Contact person – Dr R.K. Verma, Scientist, ISA Division). All the interested vendors may attend the same so as to gain more insight in to the exact job requirement and clarify doubt/queries, if any.
Director, NISCAIR reserves the right to accept or reject any or all bids in part or full with out assigning any reason thereof.
Stores & Purchase Officer
National Institute of Science Communication and Information Resources (NISCAIR)Dr. K.S. Krishnan Marg, Pusa Campus, New Delhi – 110 012
14, Satsang Vihar Marg, New Delhi – 110 067
Bid DocumentRequest For Proposal (RFP)
For
Data compilation, Data inputting, and Data Validation for Indian science Abstracts (ISA) and Medicinal & Aromatic Plants Abstracts (MAPA)
(ii) Last Date of Collecting Tenders Document: 25.11.2004
(ii) Last Date for Submission of Bids: 29.11.2004Time: 14.30 Hours
(iii) Date of Opening of Technical Bid: 29.11.2004
Time: 15:00 Hours
(iv) Date of Opening of Financial Bid : 13.12.2004 (3.00 P.M.)
Cost of Bid Document: Rs 500/-
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SECTION – I
INVITATION FOR THE BIDS Data compilation, Data inputting, and Data Validation for Indian Science
Abstracts (ISA) and Medicinal & Aromatic Plants Abstracts (MAPA) 1.1 Sealed quotations are invited for Data compilation, Data inputting, and Data Validation
The work consists of three parts:
Part I – Data Compilation including abstracting for Indian Science Abstracts (ISA) and Medicinal & Aromatic Plants Abstracts (MAPA) Part II – Data inputting for ISA and MAPA Part III – Data Validation for ISA and MAPA The bidder should quote for all the three parts i.e., Part I, Part II, and Part III above. The bidder must have experience of compilation, abstracting, data inputting and data validation of S&T literature.
1.2 The sealed quotations complete in all respects addressed to the Director, NISCAIR
should reach at the following address latest by 2.30. P.M. hours on 29.11.2004.
NISCAIR BOOK ShopNational Institute of Science Communication & Information Resources (NISCAIR)Dr K.S. Krishnan Marg,( Near Pusa Gate), New Delhi 110 012Phones: 25843182; Fax:25849949 & 25847062; E-mail: [email protected]
1.3 The quotations will be opened in the Conference Hall of NISCAIR, Dr. K.S. Krishnan
Marg New Delhi-12 on the same day (last date of submission of the Bid) at 15:00 hours in the presence of bidders who choose to be present and whose EMD is in order.
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SECTION – II
TECHNICAL SPECIFICATIONS AND REQUIREMENTS
2.1 Introduction The National Institute of Science Communication and Information Resources (NISCAIR) is a constituent unit of Council of Scientific & Industrial Research (CSIR). The R&D programmes being undertaken at NISCAIR are geared towards providing formal linkages of communication among the scientific community. The institute brings out 17 research journals in different areas of S&T and also brings out two abstracting journals namely Indian Science Abstracts (ISA) and Medicinal and Aromatic Plants Abstracts (MAPA) 2.2 Scope of Work
ISA is being brought out by NISCAIR as a fortnightly publication, which cover the Indian scientific research output from primary Indian S&T Journals. It reports current Indian scientific work published in India and abroad. About 30,000 abstracts covered from 700 journals are published annually in ISA. MAPA a bi-monthly publication covers around 5000 abstracts annually from around 600 journals. Indian as well as foreign journals are covered in MAPA
2.2.1 Source data for ISA : The data for compilation and inputting will be taken from documents (journals and patents) available in National Science Library (NSL). For compilation, the prescribed worksheets (S-series of Annexure ‘S’ and ‘M’ Series of Annexure ‘M’) will be used. The total approximate number of documents/abstracts will be around 14,000 per annum (12,000 for ISA and 2000 for MAPA).
2.2.3 Specifications: The detailed specifications for compilation and abstracting for ISA and
MAPA are attached as separate documents but forming an integral part of tender document
as ‘A’ and ‘B’. This document is an integral part of the RFP
2.3 Description of three parts of work: The components of the work are given below:
(i) Data Compilation(ii) Data inputting(iii) Data validation
2.3.1 Data Compilation
Bibliographical information: The bibliographical details from the journal articles’ will be recorded on the prescribed worksheet (Annexure ‘S’: S-series and Annexure ‘M’: M Series). The source documents will be available in National Science Library of NISCAIR, 14 Satsang Vihar Marg. Photocopies of the respective pages of references will be supplied by NISCAIR. Keywords and Classification code will also be assigned by the compilers. The format for required data elements and the type of data is provided as Annexure ‘S’and ‘M’: Part ‘B’. The data will be compiled as per the standard practice and guidelines provided to the compilers
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As an example, a compiled sample entry (S-Series and M-series) along with copy of source article is attached as Annexure ‘S1’ and Annexure ‘M1’
2.3.2 Data Inputting: The data collected on worksheets will be used for data inputting.
Guidelines (see Annexure ‘C’) provided by NISCAIR will be used for this purpose.
2.3.2.1 Software for Data inputting NISCAIR will provide the computerized worksheet and the necessary software for data inputting
2.3.3 Data validation: The compiled and inputted data will be checked and verified (after comparing with source data) by the vendor before submitting to NISCAIR. The data will be finally checked by Editorial staff of ISA and MAPA at NISCAIR and will be used for calculating payment. Deductions (see penalty clause), if any, for billing purposes may be made 2. 4 Quantum of Work
2.4.1 It is estimated that annually, around 14,000 articles (12000 for ISA and 2000 for MAPA) will be made available for compilation & data entry. This number may increase or decrease at the discretion of NISCAIR any time during the work in progress. The work also includes proof reading/validation of inputted records by taking printouts, marking corrections, if any, after comparing the text with source documents, carrying out corrections on the computer and submitting corrected data in print as well as soft copy version to NISCAIR
2.5 Duration of Work: The project is of ongoing nature, the contract will be valid for one year starting from the date of acceptance of award of the work by the contractor as per the terms and conditions. The same may be extendable under same terms and conditions for another year after reviewing the performance of previous year 2.6 Operational details:
2.6.1 Source Documents: The documents available in National Science library of NISCAIR will be used as source documents for data compilation. Photocopies of the respective pages may be used as source. Photocopies of the source documents will be provided by NISCAIR free of cost to the contractor.
2.6.2 Data Collection: The contractor or his representative (s)will collect the data (photocopies) by hand on weekly basis from NISCAIR. This includes collection of blank worksheets and other related documents such as list of journals with abbreviated titles, ISSN, and guidelines for data compilation and inputting. It also includes the detailed specifications documents ‘A’ and ‘B’ as mentioned earlier at para 2.2.3 : Specifications. However, identification, selection, and provision of the source documents will be the responsibility of NISCAIR
2.6.3 Resources for Data Entry and Computer Stationery: The contractor will
use his own resources for data entry work. The provision of computer stationery etc. will also be the responsibility of the contractor. The vendor
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may be called for data corrections on computer at NISCAIR from time to time and as & when required
2.6.4 Submission of corrected data: The corrected data after proof reading by the
contractor will be handed over in printed and/or soft copy form in floppies or using e-mail facility to the Project supervisor of NISCAIR on weekly basis or as & when required
Table
Time schedule for job work
S. No. Activity Target date1. Collecting source data for
compilation and data inputting from NISCAIR
Within 3 days of accepting the offer by the vendor
2. Submitting proof read data of previous week and collecting next lot of data for records for inputting
After 1 week of receiving a particular lot of source data as per Annexures ‘S’
2.7 Other things being equal, the preference will be given to the contractor with experience in the field of data entry & proof reading of all areas of S&T literature
2.8 The work of compilation viz. writing bibliographical details, abstracts, classifying, and
indexing is a highly skilled job. It is in the interest of the vendor to engage the subject experts preferably holding Master’s degree in Science but with a minimum B.Sc degree having library/information science degree (optional). A certificate duly signed by the vendor is also to be provided to this effect. Any violation to this may lead to cancellation of contract any time during the progress of the work
2.9 Deliverables The bidder should provide the detailed plan with work and time schedule based
on our requirements for submitting processed data. Note : Ownership of all data, materials, and documentation, originated and prepared for NISCAIR pursuant to the RFP shall belong exclusively to NISCAIR and shall not be subjected to public disclosure or sale.
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SECTION - III
INSTRUCTIONS TO BIDDERS
3.1 Scope of Work - For details please refer to Section II.
Part I – Data Compilation including abstracting for Indian Science Abstracts (ISA) and Medicinal & Aromatic Abstracts (MAPA) Part II – Data inputting for ISA and MAPA
Part III – Data Validation for ISA and MAPA 3.2 Eligible Bidders 3.2.1 This invitation for bids is open to all firms from Delhi and its adjoining areas, engaged in high quality compilation, inputting, & validation work 3.2.2 Preferably, the bidders should have executed during last five years at least one
similar type of order for compilation, abstracting, data inputting and validation (enclose the copy of work orders)
3.2.3 The bidder should have a minimum of 5 qualified professionals with minimum of B.Sc degree working in Delhi and its adjoining areas having experience in compilation and abstracting and data validation. Similarly for data inputting a team of operators will be required to complete the work as per the schedule
3.2.4 The bidders should have sound infrastructure having sufficient number of computer systems, printers & other accessories available with them to carry out such activities
3.3 Cost of Bidding The bidder shall bear all costs associated with the preparation and submission of its bid, and NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process. 3.4 The Bidding Documents 3.4.1 The services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids the bidding documents include:
(a) Instructions to bidders(b) Schedule of requirements(c) Technical Specifications(d) Special terms and conditions of contract(e) General Terms and Conditions of Contract(f) Bid form and price schedule(g) Contract form, etc.
3.4.2 The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid
not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid.
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3.5 Preparation of Bids The bids are to be submitted in sealed envelope
a. Technical Bid and EMDb. and Financial Bid The details of which are given in following sections:-
3.5.1 Technical Bid and EMD:
The Technical bid prepared by the bidder shall be provided in the following Model Response Format: (i) Technical competence of the bidder – Past experience and performance in handling Compilation, abstracting, data inputting & Validation work during the last five years. (Attach Sample Outputs)(ii) List of clients for whom the bidder is having similar type of contracts and certificate regarding satisfactory performance of the contract (Please attach proof).(iii) Details regarding Compilation, abstracting, data inputting & Validation work available with the bidder.
(iv) Copy of the audited balance sheet of the bidder’s for the last two years indicating the Turn over.
(v) Details of subcontractors and agreements thereon, if any. Time schedule for execution of work.
(vi) Give details of intended dedicated project team, along with their detailed CV, reflecting their qualifications and experience relevant to the project. Team members once identified shall be dedicated to project and will not be changed.
(vii) your understanding of the work, time schedule, & deliverables.(viii)Earnest Money Deposit Rs.10000/- may be submitted by a Demand Draft by a Nationlised Bank in favour of Director NISCAIR. If the EMD is not received the Technical Bid will not be opened.
3.5.1.1 Special Terms & Conditions
(i) All the vendors will be provided with sample records (source documents) for compilation, abstracting, & data inputting. Vendor’s team will carry out the sample work at NISCAIR, 14, Satsang Vihar Marg’s premises, based on the specifications attached with this tender document as ‘A’ and ‘B’ . On the site performance will be the major criteria for identifying the successful technical bidder. Other components viz. infrastructure & qualified manpower available with the vendor will also be taken in to consideration
(ii) Technical bids of only those vendors will be opened who are able to demonstrate their competence & capabilities through on the site performance as mentioned above at (i)
3.5.2 Financial Bid:(i) The financial bid shall indicate the Unit prices (wherever applicable) and total bid
prices of three components of work .(ii) Quoted prices should be firm and inclusive of service tax, and any other tax/charges
applicable inclusive of all direct and indirect taxes.(iii) Prices quoted by the bidder shall be fixed during the bidders performance of the
contract and not subject to variation on any account. A bid submitted with an adjustable price, quotation will be treated as non-responsive and will be rejected.
(iv)All prices and other information having a bearing on the price shall be written both in figures and words in the prescribed offer form. If there is discrepancy between the price quoted in words and figures,whichever is the higher of the two shall be taken as the bid price.
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3.6 Submission of Bids 3.6.1 Sealing and Marking of Bids ( i ) The bids shall be submitted in two separate sealed covers which shall be marked as
“Technical Bid & EMD” and “Financial Bid”(ii) The outer envelope containing Technical Bid and Financial Bid shall be addressed to
The Director, National Institute of Science Communication & Information Resources (NISCAIR), Dr K S Krishnan Marg, New Delhi 110 012.
(iii) The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late.(iv) Telex, cable or facsimile bids will be rejected.
3.6.2 Deadline for Submission of Bids ( i ) Bids must be received by NISCAIR at the address given in Section-I not later than the
time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received upto the appointed time on the next working day.
(ii) The Director, NISCAIR may, at his discretion extend this deadline for submission of
bids by amending the bid documents, in which case all rights and obligations of the NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.
3.6.3 Late Bids
Any bid received by NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and/or returned unopened to the bidder.
3.7 Bid Opening and Evaluation 3.7.1 Opening of Technical Bids by NISCAIR NISCAIR will open all technical bids if the EMD is submitted as per requirement in the presence of bidders’ representatives, who choose to attend, at the time, on the date and at the place specified in Section-I. The bidders’ representatives present there, shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declared a holiday for the NISCAIR, the bids shall be opened at the appointed time and location on the next working day. 3.7.2 Clarification of Bids ( i ) During evaluation of the bids, the NISCAIR may at its discretion, ask the Bidder for
clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted.
(ii) No Bidder shall contact the NISCAIR on any matter relating to its bid, from the time of
the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of the NISCAIR, it should be done in writing.
(iii) Any effort by a Bidder to influence the NISCAIR in its decisions on bid evaluation, bid
comparison or contract award decisions may result in rejection of the Bidder’s(iv) The tenderers could also be called for discussion and could also be allowed to
modify their technical bids to suit the organization’s requirements. The idea is to arrive at a threshold level of acceptability above which all the bidders shall be
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treated on par. Those whose technical specifications do not reach the threshold level of acceptability shall be allowed to withdraw their price bids and send again a revised bid in a sealed envelop or to adhere to the original price bid sent. These price bids shall be opened, evaluated and the contract awarded to the lowest evaluated bidder.
3.7.3 Evaluation of Technical Bid (i) Detailed technical evaluation will be carried out pursuant to clause 3.5.1, 3.1 &
3.2 and NISCAIR will determine the substantial responsiveness of each bid to the Bidding Documents. For purpose of these Clauses, a substantially responsive bid is one, which conforms to all specifications & terms and conditions of the Bidding Documents without material deviations.
(ii) A bid determined as not substantially responsive may be rejected by the NISCAIR and may not subsequently be made responsive by the Bidder by correction of the non-conformity.
3.7.4 The bidders short-listed by NISCAIR based on evaluation of their technical bids may
be called for detailed discussions including presentation of their work to a team selected by NISCAIR for the purpose, at a specified date, time and venue, if needed.
3.7.5 Opening of Financial Bids (i) NISCAIR will open the Financial bids of only those bidders, which have been found to
be technically qualified to undertake the job, pursuant to Clause 3.7.3. (ii) The Financial Bids of the technically qualified bidders shall be opened in the
presence of their representatives, who choose to be present, on a specified date and time and Venue.
(iii) The date and time of opening of financial bids shall be informed to the technically qualified bidder.
3.7.6 Evaluation and Comparison of Bids ( i ) Arithmetical errors will be rectified on the following basis: If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the supplier does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, whichever is the higher of the two shall be taken as bid price.
(ii) Bidders shall state their bid price for the payment schedule outlined in the clause 4.7. Bids will be evaluated on the basis of this base price. Bidders are, however, permitted to state an alternative payment schedule and indicate the reduction in bid price they wish to offer for such alternative payment schedule. The NISCAIR may consider the alternative payment schedule offered by the selected Bidder but it may not be binding on NISCAIR.
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3.8 Award of Contract 3.8.1 Award Criteria Subject to Clause 3.8.4, the NISCAIR will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. 3.8.2 NISCAIR’s Right to Accept any Bid and to Reject any or All Bids
NISCAIR reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to Award of Contract, without thereby incurring any liability to the affected Bidder or Bidder’s or any obligation to inform the affected Bidder or Bidder’s of the grounds for NISCAIR’s action.
3.8.3 Notification of award (i) Prior to the expiration of the period of bid validity, the NISCAIR will place a firm order or notify the successful Bidder in writing by fax to be confirmed in writing by speed post or hand delivery that his bid has been accepted.(ii) The notification of Award will constitute the formation of the Contract. 3.8.4 Signing of Contract (i) At the same time as the NISCAIR notifies the successful Bidder that its bid has been
accepted, NISCAIR will send the Bidder the Contract Agreement as per Form provided in Annexure -VI of the Bidding Document, incorporating all agreements between the parties.
(ii) Within three (3) days of receipt of the Contract Form, the successful Bidder shall sign
with date the Contract and return it to NISCAIR. 3.8.5 Performance Security (i) The supplier should furnish performance security to the NISCAIR for an amount of
10% of Contract value in accordance with the Conditions of contract (Clause 4.3), in the Performance Security Form prescribed by the NISCAIR (Annexure-II) or another form acceptable to the NISCAIR. The payment will be released subject to the production of this document.
(ii) Failure of the Successful Bidder to comply with the requirement of Clause 3.8.4(ii) or Clause 3.8.5(i) shall constitute sufficient grounds for the annulment of the award in which event the NISCAIR may make the award to the next evaluated bidder or call for new bids
3.8.6 Corrupt or Fraudulent Practices ( i ) Bidders & Suppliers shall observe the highest standard of ethics during the
procurement and execution of the contract.
(ii) NISCAIR will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.
(iii) NISCAIR will declare a firm ineligible, either indefinitely or for a stated period of time,
to be awarded a contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for this bid, or in executing the contract.
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3.8.7 Miscellaneous ( i ) It will be imperative on each bidder to fully acquaint itself of all the local conditions
and factors which would have effect on the performance of the work and its cost.
(ii) The NISCAIR reserves the right to accept or reject any bid, in part or full, and to
annul the bidding process and reject all bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the NISCAIR’s action.
3.9 Factors affecting the Award of Contract
(i) The bidder must have executed during last five years at least one (1) order of quality work in handling compilation, abstracting & data inputting and validation
(ii) The bidder should have their own data inputting support facilities. The support facilities should be fully owned and managed by the bidder.
(iii) Conformity with the Request for Quotation required and conditions.(v) The assessment based on the response to Technical Model Response Format(vi) The assessment of the capability of the bidder to meet the terms and conditions(vii) The assessment of the capability of the bidder with respect to
a) Supporting facilities having Hardware/software available with the bidder.
b) Professional manpower (having experience in Abstracting, Compilation and Proof reading) available with the bidder
(viii) Evaluation of on the site performance as per the clause 3.5.1.1
3.10 Fall ClauseThe rate charged for the work under the rate contract should in no event exceed the
lowest rate at which the party complete the work of identical description to any other person during the period of the contract.
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SECTION - IV
GENERAL TERMS AND CONDITIONS OF CONTRACT
4.1 Definitions and Interpretation In this contract, the following terms shall be interpreted as indicated: ( i ) “The Contract” means the agreement entered into between the NISCAIR and the
Supplier as recorded in the Contract Form signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein;
(ii) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations;
(iv) “The Services” means those services ancillary to the supply of the processed data in required format and other obligations of the Supplier covered under the Contract;
(v) “The NISCAIR” means the organization utilizing the services, i.e., National Institute of Science Communication & Information Resources (NISCAIR). It means and includes an officer who is authorized on behalf of the Director, National Institute of Science Communication & Information Resources, Dr K S Krishnan Marg (Near Pusa Gate), New Delhi 110012.
(vi) “The Supplier” means the firm(s) supplying the services under this Contract;(vii) “The Site” means the NISCAIR Campus (Pusa and 14, Satsang Vihar Marg, New Delhi)(viii) “Day” means calendar day. 4.2 Schedule of Requirements
(i) Potential suppliers should provide detailed activities time schedule, which represents the shortest practical time to complete all necessary tasks and meet the obligations of the requirements. All significant activities must be included, including those associated with the periodic data collection from NISCAIR, the processed data delivery etc.
(ii) The delay in meeting the activities schedule will call for a penalty as per clause 4.4.2 given below
4.3 Performance Security/Bank Guarantee ( i ) The Supplier should furnish performance security to the NISCAIR for an amount of
10% of the contract value, valid up to 14 months from the date of acceptance of award of the work by the contractor.
(ii) NISCAIR can deduct as compensation from the Performance Security/Bank Guarantee for failures on the supplier’s part to complete its obligation under the contract.
(iii) The performance security shall be in the form of a Bank Guarantee from a Scheduled Bank (Annexure – IIA) or A Bankers Cheque or Demand Draft
4.4 Penalty Terms: 4.4.1 Penalty for incorrect data: The contractor will be responsible for making available the readable data on floppies or any other mode mutually agreed upon along with the print version from time to time as per the schedule time table. It is in the interest of the contractor to ensure corrected data, otherwise an amount @ 50
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paise per mistake per record subject to a maximum unit cost of the data records will be charged. This will be done on record by record basis. For checking a random 10% data from a particular lot of data submitted by the contractor will be used initially and if found necessary the complete data may also be checked for this purpose. 4.4.2 Penalty for delays in meeting the time targets A penalty @ 2% of full amount per day of delay in submitting the required processed & corrected data after expiry of target period will be imposed. For this purpose a minimum average per day calculated on the basis of total number of entries given to the contractor on weekly basis will be used. However, under unavoidable circumstances, a gap of maximum one week from the date of submission of a particular lot of raw data (photocopies of compiled data) to receiving of inputted and corrected data by NISCAIR will be allowed
4.5 Termination of work award:
If the work is not completed in time as per the terms & conditions and quality of data is not maintained, the contract will be terminated at any time with a notice of 1 month and no further extension and correspondence will be permitted in this regard
4.6 Other terms: 4.6.1 Separate rates per record for 3 components viz. Data Compilation, Data inputting, and Data validation and separately for ISA and MAPA by using the format attached as Annexure IV may be quoted
4.6.2 The time schedule will be strictly adhered to so that the work runs smoothly
4.7 Payment
A system of quarterly payment of the job done under part I, part II, and part III will be followed on satisfactory completion of job duly certified by NISCAIR’s authorized official on per record basis.
4.8 Delivery of Goods:
(i) The processed data along with output in soft and/or hard copy shall be delivered at the designated place i.e. NISCAIR, Satsang Vihar Marg
4.9 Arbitration
Except where otherwise provided in the Contract, all questions and disputes relating to the meaning of the specifications, and instructions herein before mentioned and as to the quality of the materials, as to any question, claim, right, matter or thing whatsoever, in any way arising out of or relating to the Contract, Specification, estimates, instructions, orders or these conditions or otherwise concerning the works, or the execution of the same whether arising during the process of the work or after the completion or abandonment thereof shall be referred to the sole arbitration of a person nominated by the Director General, Council of Scientific & Industrial Research, New Delhi, and if he is unable or unwilling to act to the sole arbitration of some other person appointed by him willing to act as such arbitrator. The submission shall be deemed to be Submission to Arbitration under the meaning of the Arbitration Act, 1940 or any satisfactory modification of reenactment thereof for the time being in force, conclusive and binding on all parties of the Contract.
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SECTION –V
ANNEXURES/ FORMATS FOR BID SUBMISSION
Annexure - 0
Checklist for Bid Submission
The following check-list must be filled in and submitted with the bid document:
EMD: Have you submitted the EMD asked for by us?Yes/No
Technical Bid: 1. Has the bid document been issued to you? Yes/No
2. Have you attached the bid form shown in Annexure-I Yes/No
3. Have you attached a copy of the last audited balance sheet of your firm Yes/No
4. Have you attached a copy of ISO certification, if any? Yes/No
5. Have you attached the details of qualified manpower? Yes/No
6. Have you attached the copies of relevant work orders executed during the last five years?
Yes/No
7. Have you enclosed samples output of similar job? Yes/No
8. Have you provided time schedule of work? Yes/No Financial Bid:9. Have you attached the bid form in the format shown in Annexure-III? Yes/No
10. Have you attached the price schedule for the compilation, data inputting, & validation as in the format specified in Annexure -IV?
Yes/No
Please arrange and mark your bid document for each part as given below:
TECHNICAL BID: 1. Bid Form (Annexure –I) and EMD; below that2. Copy of the last audited balance sheet of the company; below that3. Income tax registration details and latest income tax clearance certificate; below that
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4. Details of qualified Graduates/Postgraduates in science with Library & information science manpower; below that
5. Details of Time Schedule of work; below that6. Sample outputs of similar jobs; below that7. Copies of relevant work orders FINANCIAL BID:1. Bid Form (Annexure -III); below that2. Estimated quantity and Financial Bid Analysis (Annexure -IV); below that NOTE: If the bid is not submitted as per the format, the same is liable to be rejected.
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ANNEXURE –I
BID FORM(Technical Bid)
(To be submitted on the firm’s letter head and signed by an authorized person) To The DirectorNational Institute of Science Communication & Information ResourcesDr K S Krishnan MargNew Delhi 110 012
Ref: Bid document No. dated----------------------- Sir, Having examined the bidding documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver goods as per the schedule of requirements and in conformity with the said bidding documents. We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the bidding documents. If our bid is accepted, we will submit a bank guarantee for the sum equivalent to 10% of the Contract Price for the due performance of the Contract, in the form prescribed by the National Institute of Science Communication & Information Resources. We agree to abide by this bid for a period of Ninety days after the date fixed for opening and it shall remain binding upon us and may be accepted at any time before the expiration of that period. 1. We declare:
i) that we have a team of technically qualified professionals and have state-of-the-art infrastructure. ii) that our premises are equipped with all the facilities specified in the document. 2. We hereby offer to supply the Goods/Services at the prices and rates mentioned in the Financial Bid. 3. We enclose herewith the complete Technical Bid as required by you. This includes:
Bid form along with EMDCopy of the last audited balance sheet of the company.Details of income tax registration and Income tax clearance certificateDetails of support facilities like Computer systems and accessories for carrying out voluminous data inputting workDetails of Time Schedule of work Sample outputs of similar jobsCopies of relevant work orders
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4. We have carefully read and understood the terms and conditions of the bid document and the conditions of the contract applicable to the bid document and we do hereby undertake to supply as per these terms and conditions. 5. Certified that the bidder is:
A sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of the sole proprietor,
orA partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney,
orA company and the person signing the document is the constituted attorney. (NOTE: Delete whatever is not applicable. All corrections/deletions should invariable by duly attested by the person authorized to sign the bid document) 6. We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us. Dated this day of 2004 Signature of Bidder Details of enclosures. Full Address:__________________________
_________________________Telephone No._________________________
Telegraphic Address:____________________
Fax No. _________________________E-mail
COMPANY SEAL
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ANNEXURE –II
PERFORMANCE SECURITY FORM To _______________________________________________________ (Name of NISCAIR)WHEREAS. ………………………………………………(Name of supplier) hereinafter called “the Supplier” has undertaken, in pursuance of contract No………………………….. dated ……………. 20 ……… to supply ……………………………..(Description of goods and Services) hereinafter called “the order”. AND WHEREAS it has been stipulated by you in the said order that the supplier shall furnish you with a Bank guarantee by a recognised bank for the sum specified therein as security for compliance with the Supplier’s performance obligations in accordance with the order. AND WHEREAS we have agreed to give the Supplier a Guarantee:THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of ………………………………………………………………… (Amount of the Guarantee in Words and figures) and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the order and without cavil or argument, any sum or sums within the limit of …………………… (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the ……….. day of ………..20……….
Signature and Seal of guarantors………………………………………………………………………………………………………
Date …………………..20…….Address :……………………….………………………………….………………………………….
All correspondence with reference to this guarantee shall be made at the following address: ___________________________________________________________________________(Name & address of the lab)
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ANNEXURE - III
Bid Form (Financial Bid)(On the letter head of the firm submitting the bid document)
To
The DirectorNational Institute of Science Communication & Information ResourcesDr K S Krishnan MargNew Delhi - 110012
Ref: Bid document No dated--------------------
Sir, Having examined the bidding documents and having submitted the technical bid for the same, we, the undersigned, hereby submit the financial bid for supply of goods and services as per the schedule of requirements and in conformity with the said bidding documents. We hereby offer to supply the Goods / Services at the prices and rates mentioned in the Commercial Bid. We do hereby undertake, that, in the event of acceptance of our bid, the supply of Goods/Services shall be made as stipulated in the schedule to the Bid document and that we shall perform all the incidental services. The prices quoted are inclusive of all charges including installation and commissioning charges in the National Institute of Science Communication & Information Resources. We enclose herewith the complete Financial Bid as required by you. This includes: Bid LetterPrice SchedulePrice schedule for Support Service Charges We agree to abide by our offer for a period of 90 days from the date fixed for opening of the bid documents and that we shall remain bound by a communication of acceptance within that time. We have carefully read and understood the terms and conditions of the bid document and we do hereby undertake to supply as per these terms and conditions. The Financial Deviations are only those mentioned in the statement of deviations from financial terms and conditions. Certified that the bidder is: A sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of sole proprietor,
orA partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/ by virtue of general power of attorney,
orA company and the person signing the bid document is the constituted attorney.
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(NOTE: Delete whatever is not applicable. All corrections / deletions should invariably be duly attested by the person authorised to sign the bid document.) We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us. Dated this day of ___________ 2004 Signature of Bidder Details of enclosures Full Address:
Telephone No.Telegraphic Address:Fax No.E-mail:
COMPANY SEAL
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ANNEXURE - IV
Job Components for Quoting Rates
(Table 1)
Indian Science Abstracts (ISA)
S. No. Job Component Details *Rate per
unit recordTotal estimated records for one year
Amount
1. Data Compilation and abstracting(As per the worksheet attached)
For Source data (S-series)
12,000 records as per the worksheet ( Annexure ‘S’)
2. Data Inputting (i) For Source data (S-series)
12,000 records
3. Data validation including proof reading (comparing with source document) and making corrections, if any
For Source data (S-series)
12,000 records
4. **Total amount (I)
*Unit record refers to one (1) filled up worksheet pertaining to either ‘S’ series (Clause 2.3.1) for the purpose of either compilation, or data inputting or validation as the case may be **The total amount will be paid as per the actual records processed for all components
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Table 2
Medicinal & Aromatic Plants Abstracts (MAPA) S. No. Job Component Details *Rate per
unit recordTotal estimated records for one year
Amount
1. Data Compilation and abstracting(As per the worksheet attached)
For Source data (M-series)
2,000 records as per the worksheet ( Annexure ‘S’)
2. Data Inputting (i) For Source data (M-series)
2,000 records
3. Data validation including proof reading (comparing with source document) and making corrections, if any
For Source data (M-series)
2,000 records
4. **Total amount (II)
*Unit record refers to one (1) filled up worksheet pertaining to either ‘M’ series (Clause 2.3.1) for the purpose of either compilation, or data inputting or validation as the case may be **The total amount will be paid as per the actual records processed for all components
Grand total of I & II (from table 1 & 2 above) :
NOTE : i) It may be noted that for the sake of calculating lowest quoted rates out of the technically qualified bidders, the Grand total of I and II will be taken in to account
ii)The vendor will quote for all the activities/parts/components and not part thereof.iii)The tender shall be valid for one (1) year and subject to extension for 2nd year depending on the satisfactory performance by the vendor
iv). Any error in the Table of any bidder is liable to be out rightly rejected. v). The price quoted should be inclusive of all charges including all applicable taxes, service charges, handling charges, and all other miscellaneous expenses.
vi). In case of discrepancy between unit price and total price, the unit price will prevail. (Signature of the bidder)
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Name :Place:Date:Seal
ANNEXURE - VCONTRACT FORM
This agreement made the ___________________________day of________________, 2004 between National Institute of Science Communication and Information Resources (Hereinafter the Client) of one part an _______________________________________(Name of the supplier (Hereinafter the ’Supplier) of the other part. Whereas the Client invited bids for certain goods and services, viz.; (Data Compilation Data inputting and validation for ISA and MAPA for creation and development of National Science & Technology (NSTD) database and has accepted a bid by the supplier for the supply of those goods and services in the sum of Rs………………………….(Contract Prices in words and figures) (hereinafter called the ‘Contract Price’) Now the agreement witnesses as follows: 1. In this agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Condition of Contract referred to.2. The following documents shall be deemed to form and be read and construed as part
of this agreement, viz.;a) the bid form and the price schedule submitted by the bidderb) the schedule of requirementsc) the technical specificationsd) the special terms & conditionsd) the general terms and conditions of the contracte) the client’s notification of award3. In consideration of the payments to be made by the purchaser to the supplier as
hereinafter mentioned, the supplier hereby covenants with the client to provide the goods and services and to remedy defects therein in conformity in all respects with the provisions of the contract.
1. The client hereby covenants to pay the supplier in consideration of the provision of the goods and services and the remedying of defects therein, the contract price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract.
TOTAL VALUE : Delivery Schedule: In witness whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written. Signed sealed and delivered by the Said………………………………………..…….(for the purchaser)In the presence of..… Signed sealed and delivered by the Said……………………….……………….(for the supplier) In the presence of---------------------------------------
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‘A’Specifications for Indian Science Abstracts (ISA)
1. Scope
'Indian Science Abstracts' (ISA) was started by INSDOC (now NISCAIR) in January 1965, to abstract comprehensively and expeditiously the Indian scientific literature. ISA reports work published in India, as well as work done in India but published in foreign periodicals. Original (research) articles including short communications, review and informative articles published in scientific and technical periodicals or in the proceedings of conferences and symposia, monographs and other ad hoc publications, as well as patents, standards, and theses are noticed in ISA. About 700 journals are covered in ISA.
Following categories of publications, however, are not covered
i) Books;ii) Articles re-printed from other periodicals;iii) Articles for the undergraduate level, or those meant forthe lay readers; andiv) Unsigned articles (e. g., editorials) or articles written underpseudonyms. Signed editorials, however, are considered for inclusion.
2. Structure
An entry in ISA consists of two parts –Bibliographical citation and the Abstract proper. A space of one and a half line is left between the two parts. A specimen entry indicating the various parts is shown below:
2.1 Specimen entry
AGRICULTURE. FORESTRY. ANIMAL HUSBANDRY. FISHERIES
013755 PANDEY A K, KHAN M A ( Department of Entomology, G.B. Pant University of Agriculture and Technology, Pantnagar-263 145) : Feeding potential of Coccinella septempunctata Linn. (Coccinellidae: Coleoptera) on mustard aphid, Myzus persicae Sulzer. Pestology, Bombay 2002, 26(1), 28-9. (4 illus, 1 table, 5 ref)
Feeding potential of Coccinella septempunctata Linn. was studied under laboratory conditions on Myzus persicae Sulzer. The average maximum number of consumption of aphids observed in second, third and fourth instars grub was 24, 35 and 58 respectively under unstarved condition while in starved condition it was 31, 40 and 68 respectively in 24 hrs.
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Starved adult consumed more aphids (68) than unstarved (53). Fourth instar grub consumed more aphids than adult.
3. Bibliographical citation
ISA broadly follows the Indian Standard IS: 2381, "Recommendation for Bibliographical Reference" for its bibliographical citation. Various units of information in the bibliographical citation are given in the following order in ISA:
Author/s; (ii) Authors’ affiliation; (iii) Title of the communication (including subtitle if any); (iv) Locus -title of the periodical, series, year, volume, issue number, pages; and (v) Additional information.
3.1 Author -Names of all authors are given, except when there are more than ten authors for a single work.
i) Personal authors are entered under their surname followed by initials only.
ii) Names are given in capital letters. After the surname, a space is left, and then the initials are given with a space in between. Initials are not separated by periods, nor is there a comma between the surname and the initials.
iii) Titles of the authors (e. g., Dr.), or their marital status (e. g. , Mrs" Miss) are not indicated. However, Jr., Sr., etc. is indicated after the name, if necessary.
iv) Compound surnames, or some personal names (rendered like surnames as in some South Indian names) are rendered as one word, without any space or hyphen in between, e. g. ,
A K Das Gupta as Dasgupta A K M N Bose Roychowdhury as Boseroychowdhury M N
v) For names without any surnames (as in some North Indian names), the full name is given as such without any inversion, e. g.,
Ranjit Singh, Rakesh Mohan,
vi) For multiple authorship, names of individual authors are separated by a comma, e. g., Sharma R K, Grover R S, Gupta S K.
vii) For more than ten authors, the form "Sharma S K, et al " is followed.
3.2 Author’s affiliation The place of work, or the address of the author, is a very important piece of information in more than one way. Generally the address is given to enable an interested scientist to correspond with the author/s for further information, or to get a reprint of the article. The address is also useful to anyone requiring information on the type of work being carried out in a particular institution. This dual purpose of the address sometimes creates conflict.Quite often it happens that the author has left the place where the work was carried out (the normal time lag between the submission of a paper and its publication is at least 6 months). The practice followed in ISA is as follows
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i) Present address of the first author is given in brackets, immediately after the name(s) of the author(s)
iii) The address given is adequate, without being unnecessarily long. For institutions, from where considerable amount of research communications is published, an abbreviation list will be used by ISA . For others, word abbreviations as given in the World List are followed.
iv) Superfluous words are avoided, and a uniform standardized rendering is used, e. g., 'Department of Physics' or 'Physics Department', is rendered as 'Phys Dep '; 'Delhi University' or 'University of Delhi', is rendered as 'Delhi Univ '. However proper name of an institute is not inverted, e. g., 'Institute of Applied Physics' is rendered as 'Inst Appl Phys'.
v) The name of the place is dropped from the address, when it forms a part of the name of the institution and no confusion is expected in the resultant abbreviation, e. g., 'Aligarh MuslimUniversity, Aligarh' is rendered 'Aligarh Muslim Univ " 'Madras Engineering College, Madras' is rendered 'Madras Engng ColI'
vi) If the spelling of the place name is different from the name included in the name of the institution, or if it is necessary to give the postal zone, or a well established acronym is available for the institution, the place name is given, e. g. , 'Saugar University, Sagar' is rendered as 'Saugar Univ, Sagar', 'Delhi University, Delhi' is rendered as 'Delhi Univ , Delhi', 'Banaras Hindu University, Varanasi-' is rendered as 'BHU, Varanasi'.
vii) If a satisfactory address is not available, none is given.
3.3 Title -Titles of articles are reproduced verbatim. Excepting the first letter, the title is given in small letters. Biological names, proper names, and trade names are rendered with initial capital letters. Following points are to be noted
i) Obvious grammatical or typographic mistakes are corrected.
ii) Preliminary articles, like 'at, 'an', 'the', and other introductory words as 'on', 'concerning', 'comments on', 'a study on', 'a contribution to the knowledge of', are usually omitted.
iii) An inadequate, misleading, or too indefinite title is modified by addition of suitable words enclosed in square brackets, e.g.,
a) L[iquified] -P[etroleum] gas installationb) Some new [cosmetic]formulationsc) Most memorable diagnosis I have ever made (gall-atonesin intestines]
iv) Titles in languages other than English are translated into English. The translation should be literal in so far as it is consistent with good English usage.
v) The language of the original article is indicated in square brackets after the title. Following symbols are used to indicate the Indian languages: A -Assamese; B -Bengali; G -Gujarati; H -Hindi; Kan -Kannada; Mal -Malayalam; Mar -Marathi; Ta -Tamil; Te -Telugu; and U -Urdu.
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vi) Sub-title should generally be given, unless it is a very inconsequential type, or it can be adequately replaced by symbols used in ISA, to denote the nature of the article Thus,
a) "Incidence of cholera in a Bihar village -a report of 203 cases", the sub-title portion can be omitted and the information incorporated in the abstractb) "Third degree burn -report of a case" may be indicatedas "Third degree burn". [cr)c) "Production of sulphuric acid from gypsum -a review"may be indicated as "Production of sulphuric acid" (ia}
vii) Separate the title from the sub-title by a dash (irrespective of how it is given in the original). First letter of a sub-title should not be capitalized, e. g.. Guidelines for abstracting - a comparative study.
viii) A general title should precede a special title and should be separated by a colon. In this case both the general title and the special title should begin with capital letters, e. g. ,
a) Synthetic experiments in the benzopyrone series: Synthesis of 3-methoxyvisnagin.b) Tick-borne relapsing fever in Kashmir: Mice inoculation - a diagnostic method of choice.ix) The title of a continued article (i. e. an article published in segments in more than one issue of a journal) should be rendered as transport reactions of some vanadium halides (contd)
x) The title of a series of articles appearing under a general heading (but with no sub-title or special. title) should be rendered as
Colour and vision. I.Colour and vision. Il.
xi) The title of a series of articles appearing under a general title with sub-title or special title for each part, should be rendered as Biosynthesis of nucleic acids in Bacillus megaterium. II. The formation of ribonucleic acid by nuclear material in vitro.
3.4 Locus -The following citation order is followed in ISA to denote the locus of a periodical article: title of the journal, series of the journal (if any), year of publication, volume number (if any), issue number (or month), pages, illustrations, tables, references.
3.4.1 Periodical title -Title of the periodical is abbreviated according to the practice of the 'World List of Scientific Periodicals. The only departure made is that no stop is used after an abbreviated word as followed in the World List. 3.4.2 Series, parts, sections -A periodical sometimes continues (either intermittently or continuously) under the same title for a number of years, but for various reasons it is issued under a new series at different periods of time. Sometimes a journal is issued for the same year and volume in a number of parts, or section. The citation practice followed for such cases is as follows
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i) Information about the series, part, or section number of a periodical is indicated immediately after the abbreviated title of the periodical as 'Ser 4', 'Ft II, or 'Sect B' separated by a dash, e. g. ,
ii) In case of periodicals published in various parts without any part or section numbers, but having distinctive sub-titles, the sub-title (abbreviated according to the World List) is given immediately after the main title, separated by a dash, e. g. ,
Industrial and Engineering Chemistry Process Design and Development as Ind Engng Chem -Process Des Dev
Sankhya. Series B as Sankhya -Ser B
Proceedings of the National Academy of Sciences. Section A as Proc natn Acad Sci -Sect A
Bibliographical specification of the document is given in Arabic numerals in the following order
Year, volume number (issue number), inclusive pagination.
3.4.3 Volume -If the volume number is not given in the periodical, the issue number in brackets, comes after the year, separated from it by a comma
3.4.5 Issue -In some cases, instead of the issue number, month is given in the periodical. In such cases, month (appropriately abbreviated, should be written in brackets after the volume. If issue number or month is not given, none need be indicated.
3.4.6 Pages -Inclusive pagination, i. e. the pages on which an article begins and ends, are given in the citation. The page numbers are given as follows
11 -1721 -721 -7, 29 (not 21-7, 9)111 -17221 -37305 -82196 -202
3.5 Interspersed advertisements -In case there are too many advertisement pages (more than 25% of the text matter) interspersed with the text matter, pagination for the text pages only should be given e. g. ,
198-206, 209, 211-12, 214, 216
3.5.1 Discussions -Wherever there is a discussion after the paper and is deemed useful, .the pages for the discussion should be included in the inclusive pagination of the article.
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3.5.2 Unnumbered pages: Unnumbered pages (or separately numbered pages pertaining to an article, containing plates, charts, diagrams, figures etc., are indicated, e. g. ‘2 pl', after the inclusive pagination, separated by a comma.
3.6 Additional information -Information about the nature of the article abstracted and undue delay in the publication of the document abstracted is also included.
3.7 Nature of article -If the abstract does not refer to an original article (communication reporting results of laboratory or field experiment, or theoretical study), the nature of article is indicated at the end of the bibliographical citation by the following symbols enclosed in square. brackets
[cr] -case report (in medicine)[ia] -informative article, review article etc.[sc] -short communication, letter to the editor, etc.
3.8 Late publication -In case an issue of a periodical is published unduly late (at least six months after the due date), the date of the issue is also mentioned, if known, after the bibliographical citation enclosed in square brackets.
4. Abstract Proper
Before the techniques and detailed guidelines are provided for writing abstracts, a few aspects on abstracting itself deserve special mention here. These are described below
4.1 Selection
Articles for inclusion in ISA are selected on the following criteria
Original articles presenting
-new findings based on theoretical or experimental studies;-new data based on surveys or field investigations;-new theories;-information about new scientific and technical apparatusand equipment;-new interpretation of old data.
ii) Informative articles like review articles, learned articles on topical themes, and bibliographies.
4.2 Policy of Abstracting
As far as possible an attempt is made to utilize in ISA. the author abstract or summary contained in the original document. But whenever it is necessary, the author abstracts are modified to conform to the standard presentation evolved for ISA. Although. theoretically. in nearly half the documents included in ISA. author abstract or some sort of summary is available. in practice most of these have to be modified suitably. Almost a kaleidoscopic
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variety of presentation of author abstracts is noticeable in Indian scientific periodicals. They need modification various accounts. In any case, some minor editing is invariably necessary to conform to the style of presentation in ISA.
4.3 Determining the type of abstracts: The criteria followed for determining the type of abstract are
i) Documents containing original information in the form of periodical articles, conference papers and patents are given informative abstracts.
ii) Documents containing secondary information -review articles, technical reports, standards, etc. -are given indicative or descriptive abstneeding a lengthy exposition. Preliminary communications will need only indicative abstracts or citations, while others require informative abstracts. 4.4 Content
As ISA covers all branches of science. without any bias towards any discipline. the abstracts in ISA are not slanted. All new information is included. even if it is incidental to the main findings. Recommendations of the UNESCO's guide for the preparation of author abstracts for publication are kept in view while writing the abstract. Emphasis is laid on the following points
i) The abstract should be self-contained but may refer to the title.
ii) The abstract should indicate newly observed facts, conclusion of experiments or arguments. and if possible. the essential elements of any new theory. treatment. apparatus. technique etc.
iii) The abstract should include the names of any new compounds, minerals or biological species. etc.. and any new numerical data. such as physical constants.
iv) When an abstract includes experimental results there should also be some indication of the method used. Reference to new methods should include their basic principle. the range of operation. and the degree of accuracy of results.
v) If it is necessary to refer in the abstract to earlier work full bibliographical details should be given to locate the work if it is complete; otherwise. a reference should be avoided.
vi) When an article contains ten or more references. the information should be given at the' end of the abstract. e. g., 12 ref.
4.5 Style
(i) It should be assumed that the reader has some knowledge of the subject. and the abstract should be intelligible without reference to the full paper.
(ii) As the title of the paper is usually read as part of the abstract, the opening sentence should be so framed as to avoid repetition of the title. If, however, the title is not sufficiently indicative, the opening sentence should indicate the subjects covered.
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(iii) Complete sentences should be used rather than mere lists of headings.
(iv) The use of short sentences is recommended. Long sentences frequently become so involved and complex that clarity suffers.
(v) Opening sentence of the abstract should not begin with a numeral. The use of such numerals is otherwise recommended. In case a sentence is to begin with a numeral, it should be spelt out.
(vi) To avoid confusion, sentences should not begin with word-like symbols such as As, He, I, and In. If rephrasing of the sentence is not desired, the full names of the elements should be given.
(vii) Avoid over-using or awkward omission of the articles. For example, 'Volume is inversely proportional to pressure' not 'The volume is inversely proportional to the pressure'. But, 'The blast furnace is then charged' not 'Blast furnace is then charged'.
(viii) A sentence should be so constructed that the verb is near the subject. Avoid sentences like, 'Furadantin followed by chloramphenicol proved to be the most effective antibiotic'. An improved sentence would be, 'Furadantin proved to be the most effective antibiotic is followed by chloramphenicol'.
(ix) The choice of verb tense in abstracting depends on the presentation and sometimes on the type of information presented. The use of mixed verb tense is generally avoided. Past tense, however, is generally used to describe the specific activities that the author is : reporting, since these are already in the past, e. g. ,
'The compound. was repeatedly crystallized, till it gave a const. mp'. Present tense is used to discuss the content of the report, e. g., 'The structure and stereochemistry of supergulagenic acid have been established.', 'The effect of sudden load variation and also heavy overloading of the machine are discussed'. Present tense is also used for the conclusion of the study, e. g., 'Optimum period of digestion is 2 hr.', 'The size of the ellipse decreases regularly near sunrise, when a rapid drop in intensity is also usually observed.
(x) The use of trade jargons and colloquialisms should be avoided.
(xi) Scientific names are preferred to common names, e. g., 'ethyl alcohol' not 'spirit', 'sodium carbonate' not 'washing soda'.
(xii) Reference to the author of the article, if necessary, should be given in the third person.
(xiii) The author's future plans should be omitted, as he may never carry them out.
(xiv) Criticism and personal comments should not be included in the text of the abstract, except when mistakes or misprints are discovered.
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4.6 Special instructions
As already stressed, abstracts should be written in clear concise, and correct English. Correct spelling and good grammer should not be neglected. Following instructions should be strictly adhered to for the sake of uniformity in presentation.
4.6.1 Spelling -ISA follows the spelling given in the Concise Oxford Dictionary.
Punctuation
Capitalization
(i) Capitalize proper nouns and adjectives derived from them, but not the words used with them, e. g.,
Einstein's theory of relativity, Raman Spectra.
ii) Capitalize the initial letter of a registered trade name, e. g. ,
'Tik-20f, 'Gromorf.
iii) For biological names, follow the practice of capitalization in use.
iv) Capitalize the initial letter of a vernacular name, unless it has become commonly accepted word in the scientific literature,
e. g., Udari, Shilajit, but bajra, ragi.
4.6.2 Comma
i) Use a comma before 'and', 'or', and 'nor' connecting the last two members of a sequence of three or more; e. g., 'glucose, sucrose, and fructose'; 'Fe, Cu, Or Ni'. But, if in a series the last two members are to be taken together, no comma should be used between the last two members, e. g., 'To the solution. is then added either A, B, or C and D'.
ii) In expressions designating places or dates, use commas as shown in the example: 'On 23 March, 1969, a new blast furnace was installed at the 'Indian Iron Co., Kulti, Burdwan.'
4.6.3 Hyphen
(i) Use a hyphen when words are compounded as a single modifying adjective and precede the noun modified, e. g.,
fat-containing food', 'light-coloured liquid'. But when they are not used adjectively or come after the noun, hyphens are not used, e.g., 'food containing. fat', 'the liquid is light coloured'.
ii) Sometimes hyphen is used in between two chemical compounds, e. g., 'the alkaloid crystallized in needles from ether-acetone (3:I) mixture'.
iii) Hyphen is used between numbers expressing fractions, e. g., three-fourths, one-ninth.
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iv) Hyphen is used in compound words according to the Concise Oxford Dictionary.
4.6.4 Period
(i) A period is used after an abbreviated word, e. g.,
sol. (soluble), yd. (yard), estn. (estimation).
ii) However, when a word is abbreviated to a single letter period is not used, e. g., m (meter), rpm (revolutions per minute), Btu (British thermal unit), J (Joule).
4.6.5 Numerical and other similar expressions.
(i) Range of numbers -It is usually expressed with a hyphen between the first and last numbers included in the range. Abbreviations for number as given in ‘Bibliographical specification’ in above section may be used, if it does not create any confusion, e.g.,'8-15: 21-9; 203.5-4.7'.
(ii) Weights and measures -The units given in the original are used in the abstract. The unit of temperature is not mentioned for the centigrade scale. For other scales, the unit is indicated.
(iii) Percentage or units in a series -The per cent sign or unit designator should be given only once, at the end of the series of quantities, e. g., ‘The alloy had the composition: C 1.2-2.3, Ni 6.7-9.5, and Fe 80%
4.6.6 Items in a series
(i) Items in a series -Groups of experimental animals, patients, etc. should be numbered by Arabic numerals within brackets at the beginning of the group, e.g.
Hamycinwas administeres to: (i) 5 patients with fungal infection, (ii) 4 patients of dermatosis of unknown etiology, etc. When referring to these groups in the abstract again, refer as, 'Improvement was seen in group. 1'.
4.6.7 Reference to earlier paper: When reference to an earlier work is necessary, full bibliographical details should be given to locate the work. This information should be enclosed in brackets, e.g.
The elastic scattering cross section for slow electron scattering by Cs atom has been calculated. by taking the' potential field of Stone and Raitz (Phys Rev 1985, 136, 2101) and the polarization potential of Biermann and Harting (Z Astrophys 1984, 22, 87).
4.7 Brevity
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Essence of abstracting is brevity. Besides concentrating on essentials and omitting non-essentials to achieve brevity, there are some well-known techniques which are used to make the abstracts brief.
Avoidance of verbosity -Simple and direct statements should be made and all verbose expressions avoided. Some verbose expressions, which are commonl eriod of time that WhileFor the purpose of For, ToIn a similar manner SimilarlyIn order to ToIn the event of IfIn view of the fact that SinceIt appears that ApparentlyLed to the production of GaveOn account of BecauseOn the basis of From, By, BecauseOwing to the fact that Since, BecauseProved to be WasServes the function of IsTo conduct an investigation of To investigateTo give some assistance to To helpTo have a particular preference for To preferTo make a study of To studyTo take into consideration To considerWith reference to About
4.7.1 Redundant expressions -Following types of expressionsshould be avoided in an abstract
A little less frequentA little more difficultA rather deadly poisonA very thorough investigationInvestigation showed thatIt is felt thatIt is obvious thatIt is needless to say thatIt may be said thatThe authors state thatThe statement may be made that
4.8 Use of symbols for long names -Space can be saved by using some arbitrary symbols like initial letters or Roman numerals for long names when they occur repeatedly in the abstract. The symbol, when it is initial letters (usually in capitals) or the like is given for the first time in brackets immediately after the name of the substance and later on without any brackets. But when Roman numerals are used to denote a substance, they are given in square brackets throughout the text. Roman numerals in brackets are used to designate the valence of the metal radical: Mn(V), Mercury(II)dithizonate.
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Examples
'Non-protein nitrogen (NPN) was estd. in 1 'Children whose diets were supplemented ,v'ith a combination of Indian multipurpose food (IMF) and skim milk (SM) showed the greatest increase.. , Between the children whose lunches were supplemented with either IMF or SM, no significant. ...''The dinucleoside phosphate, uridyl-3 (31-5')-8-hydroxy-2', 3'-O-isopropylideneadenosine was prepd. by refluxing the purine cyclonucleoside, 8,5-anhydro-2',31-O-isopropylideneadenosine [I] with 1.5 equivalents of , [I] was readily obtd. by stirring a dioxan soln. of ' 'Titrimetic procedures for the detn. of Va(IV) and Va(V) alone and in their binary mixture. with Va(lI) sulphate have been described I.
4.9 Abbreviations -The most common device for achieving brevity is to use abbreviations for often-occurring words. Following general principles are followed for the abbreviations used in ISA.
Same abbreviated form is used for both singular and plural forms. When a word is abbreviated to a single letter, no period is used. In other cases, there should be a period after the abbreviatedword.
Examples:
aqueous aq.calorie(s) cal.inch(es) in.metre(s) mspecies sp.year(s) yr.centimetre cmcubic metre cu.m revolutions per. minute rpm cubic foot cu. ft
5. Technique of abstracting
An ideal abstract contains all the necessary information, like the nature and purpose of the work, new approach, novel findings, results, and conclusions. It conveys these essential aspects of the original document in a concise but precise manner. This key role of the abstract is fully realized when it is presented briefly but intelligibly, seeing that no redundant words creep in as well as ensuring that no useful information is buried or left out. In other words, it is the art of conveying the maximum information contained in the original document in the minimum number of words.
Abstracts can serve their purpose best if they are carefully written to transmit important information to readers quickly and accurately. This requires knowledge of the readers I needs, habits and desire; ability to identify the key facts in the document; ability to organize
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these facts to present them in the order best suited to the reader; and ability to write the abstract clearly and concisely.
Once it is determined what type of abstract will be written and what information it will contain, work on the abstracting of a document can begin. This involves
i) identifying the key information;ii) organizing it; andiii) writing.
The assigned writer of an abstract is confronted by a document whose contents are unknown to him before he scans it. The following sequence may prove useful in identifying the key information:
(i) The introductory paragraphs of the paper should be carefully read. Generally the introduction tells the objective of the author in writing the paper.
(ii) If the paper contains author's abstract it should also be examined. If on checking the document the abstract proves to be a good one, it may be used.
(iii) The summary and conclusions at the' end of the paper should be noted. They reveal the author's findings which should be incorporated in the abstract.
(iv) The text should then be scanned for information on the methodology of work. data. and any other additional information.
(v) The important phrases and passages should be marked and marginal notes jotted down in pencil.
(vi) When contents of the paper are completely grasped the abstract should be drafted. read. and if necessary further modified to give the final shape.
An abstract should contain the following:
(i) Purpose: The introductory statement should tell the goals, objectives, and aims of the research or reasons why the article was written. This is applicable to both informative and indicative types.
(ii) Methodology: The techniques involved in attaining the stated objectives should be included. In an informative abstract more detail should be included if the technique is original or unusual.
(iii) Results: After methodology should follow a statement of the findings of the author. The informative type includes more quantitative data than the indicative type.
(iv) Conclusion: In concluding the abstract a statement dealing with the interpretations or significance of the results should be added.
(v) Specialised content: In some subject fields, the abstract should contain specialised information
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e. g.,.Biology: Names of organisms, new genera, new classifications, and distribution records.
Chemical market analysis: Company location, plans, dates, capacity, trade name, nature of product, patents, unit consumption factor.
Geology: Orient (paper) in place and geologic time, locate local stratigraphic names in the general geologic column, name new minerals, fossils, etc.
Medicine: Full details of diagnosis and treatment, technique and procedures (drug dosages, Operative techniques).
Pharmacology: Number of individuals in the experimental series; whether human or animal, and the species; what percentage reacted, etc.; and in the case of a new drug, its composition.
6. Writing of abstract
The abstract should comprise a brief and factual summary of the contents and conclusions of the paper. It should be presumed that the reader has some knowledge of the subject, but has not read the paper. The abstract should, therefore, be intelligible in itself without reference to the original. The title of an abstract is a part of the abstract, and it is both unnecessary and undesirable to repeat details which are already in the title.
6.1 Style: Generally accepted rules for good writing are also applicable to the writing of abstracts. Clarity of content and conciseness of expression are the major criteria of a good abstract. It is valuable to indicate the treatment of various aspects of the subject by such words as 'brief, 'exhaustive', 'theoretical', 'experimental', etc.
6.2 Length: The abstract should be brief (100-300 words) and non-repetitive. Normally, for annotative abstracts 5-10 words, for indicative abstracts 20-50 words, and for informative abstracts 100- 300 words, can be taken to be the limit.
7. Guidelines for writing good abstracts
(i) Write in fluent, easy-to-read prose. Strive for simplicity and general understandability.
.(i) Be exact, concise, and unambiguous. Avoid general statements where you can be specific.
(iii) Condense but, as a general rule, do not personally interpret the author'~ remarks.
(iv) Be consistent in tone and emphasis with the document being abstracted.
(v) Use short sentences, but with some variety in length and structure to avoid monotony.
(vi) Use complete sentences and constructions, except when supplying the last bits of descriptive information, e. g. ,
12 ref.
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(vii) Place general statements, where needed, towards the end of the abstract.
(viii) Use active voice instead of passive. 'A exceeds B' makes better reading than' B is exceeded by A'.
(ix) The noun form of verbs makes dull reading. 'Separating butadiene from butenes' reads better in an abstract than 'the separation of butadiene from butenes'
(x) Use the past tense to describe the specific activities that the author is reporting, since these are already in the past. However, the conclusions that he draws from these activities are facts of permanent value (until proved otherwise) and therefore prevail in the present; accordingly, they should be written in the present tense.
(xi) Use short, simple, concrete, familiar words.
(xii) Try to avoid trade jargons and colloquialisms.
(xiii) Avoid both overusing and awkward omission of articles.
(xiv) Use well-known abbreviations and symbols in the subject, e. g. ,
NaCl (in chemistry), DNA and RNA (in biology), TLC (inanalytical chemistry), RBC (in medicine).
8. Classification/Subject Groups -Abstracts in ISA are broadly classified according to the Universal Decimal Classification scheme and arranged under appropriate headings alphabetically by the author's surname. The classification is not very deep, and only the broad subject embodying the most important aspect of the document is represented. The documents are grouped under 19 broad classes are given below
Broad Subject Groups :
Nature & wildlife protection Mathematics Astronomy, Astrophysics, Space Research, Geodesy Physics Chemistry Geology, Meteorology, Hydrology Paleontology, Fossils Biology Botany Zoology Medical Sciences Engineering, Computer Science Agriculture, Forestry.Animal Husbandry, Fisheries Home Science Chemical Technology
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Industries, crafts and Trade
9. Indexing
An author index, a keyword index, Generic index, and Geographic index are provided with each issue of ISA. Keyword index entries are prepared by the abstractors while preparing the abstracts.. The keywords are chosen directly from the title (and/or the text), without reference to a subject authority list. This is done to keep the input process as simple as possible, so that indexing can be done by the abstractors themselves while abstracting. However, some general guidelines are used to achieve consistency. These are given below:
9.1 Guidelines for Keyword Indexing
The indexing pattern of ISA, which abstracts literature covering all aspects of science and technology, has grown out of the needs peculiar to it. There is no vocabulary control excepting that the terms are entered under their singular form, and the index entries are chosen from the word used by the author. However, a few general guidelines have been elaborated below which may ensure consistency and uniformity
(i) Special character (s) comprising as first term of keyword If the first word (as leading term) happens to be a special character, the same is spelled out e.g. Alpha, Gamma etc.
(ii) Use of non-Americal spellings
ISA follows concise Oxford dictionary for rendering keywords. For example, sulphur is used instead of sulfur ; Organization is to be rendered as Organisation
(iii) Use of Acronyms
In case the term is universally known and if the literary warrant permits so, the acronym is used instead of full form e.g. AIDS and not Acquired Immuno -deficiency Syndrome; Tumor to be spelled out as tumour
(iv) Use of conjunctions
Pulp and paper industry; Foot and mouth disease
(v) Use of multi-worded terms
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The multi worded keyword is to be rendered with only first letter of leading term as capatil letter except proper noun e.g. Surface enhanced Raman scattering and not Surface enhanced raman scattering
(vii) Use of hyphen
No hyphen ‘-‘ is allowed except in cases where this is inevitable e.g X-ray, but Non linear programming is to be rendered as such
(viii) Use of positional and isomeric indications in chemistry
(ix) Same terms having different meanings
In cases, where the same term can mean two different things, a qualifier is added in parentheses, even though it does not occur in the title or the text, to avoid confusion, e.g., Valve (Electronics) Valve (Mechanics) Pulse (Agriculture) PULSE (Medicine)
(xi) Insecticides and Herbicides names
Normally for articles dealing with the application of insecticides, herbicides, etc., the index entry is made under the generic term Insecticide, Herbicide, etc. and not under the individual insecticides. But when the article deals with the synthesis or manufacture of a specific insecticide, the index entry is the specific insecticide, e. g. Parathion, Telodrin
(xii) Positional and isomeric designations
For organic compounds, positional and isomeric designations are not shown, and their parent structural units are used as keywords, followed by the term 'deriv', e. g.,
DL-thalifendlerine is indexed as Thalifendlerine
2, 4-Dimethoxy-6-sulphanilamide-l, 3 diazine is indexed as Sulphanilamide diazine deriv
N- (2,3 ,4-trimethoxyphenythyl)- 4 '- benzyloxyphenyl-ac etamide is indexed as Benzyloxyphenylacetamide deriv.
5,17(20)-Pregnadien-3f3-ol-16-one is indexed as Pregndien deriv 9.2 Generic index: Generic names from botany and zoology appearing in title and/or abstract are used for a separate index for convenience . When a number of species of the same genus are described in a single paper, index entries are not made for individual species, but a single entry is made for the genus, and if necessary, for more important species of the genus.
Examples:
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The index entry for an article describing flowering and fruiting of 63 eucalyptus species planted at CAZRI is
Eucalyptus spp.
The index entries for an article recording 10 species of mites in Bihar, of which the species Tetranychus telarius was found to be most abundant and more harmful to the crops are:
Mite and Tetranychus telarius
9.3 Geographic index : The geographic names appearing as place where the research work is conducted is often of much interest to the researchers. Keeping this in view, the place names are given as exclusive index along with the title of the article where it appears. The place name , its district and State are rendered as separate entries wherever appeared in the title. It may be clarified that a general entry like ‘India’ is not provided for obvious reasons, however ‘North India’ or ‘North-West India’ is allowed
10. General: It may be clarified that the above guidelines are not exhaustive since the indexing is a dynamic process and has to be constantly updated. Keeping this in view, a regular updated supplement as internal report of the reviewing committee will be issued as & when ready for this purpose
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‘B’
Specifications for Medicinal and Aromatic Plants Abstracts (MAPA)
All the specifications given for Indian Science abstracts (Annexure ) are also applicable except the following changes
1. Scope: It is a bimonthly abstracting journal covering global current literature on all aspects of medicinal, aromatic and allied plants. It is produced by scanning, selecting and abstracting relevant papers from about 600 primary journals published from about 65 countries and in 25 languages, research reports, conference proceedings and patents. Each of the 700 or so abstracts selected for every issue contains names of author(s), their affiliation, title of the paper, bibliographical details, article language, number of references and an informative abstract. Each issue and volume of MAPA is supported by a keyword index. From 1988 onwards, MAPA is available on CD-ROM also
2. Structure: Like ISA, it has also two parts: Bibliographical citation, and Abstract proper2.1 Bibliographical citation: A specimen entry is of MAPA is provided below for reference.
The structure of this part is same as in ISA except that the year is mentioned as the last but one part of citation and the journal’s name is rendered in full. The information regarding
language and references is given at the end of this part
Agronomy
2003-06-3150 Bhattacharyya, R.; Bhattacharya, S. (Department of Botany, Bose Institute 93/1 A.P.C. Road, Kolkata 700 009, WB, India) A study on introduction of Coleus forskohlii in West Bengal agroclimate - a lab to land study report. Proceedings of First National Interactive Meet on Medicinal & Aromatic Plants(eds A K Mathur et al) CIMAP, Lucknow, UP, India, p. 169-172, 2003 (Eng; 10 ref).
It was observed that regeneration potential of leaf fragments of (Coleus forskohlii) was very high (90 percent) and the acclimatized plants survived at a high percentage (94 percent) with normal growth and flowering in Institute’s garden soil. The plants withstood the day temperture of summer (optimum of 40 degree C) of Kolkata. In rainy season, drainage was required otherwise waterlogged plants deteriorated due to the attack of a disease decaying the stem. After one year of cultivation in the field, roots, fibrous in nature, increased in mass and number with an average weight/plant 25-30 g against about 100 g of the total plant weight. This observation gives a postive indication in favour of adaptation and cultivation of this plant in this agroclimatic belt of India.
2.2 Abstract Proper: All the points for abstracting as in ISA are valid for MAPA also except that the treatment for writing abstract is slanted to reveal the methodology and result part more comprehensively keeping in view the target reader as specific subject specialists
3. Classification/Subject Coverage:
The abstracts in MAPA are provided under the following 18 broad subject groups:
· Agronomy · Insecticidal & Pesticidal Activity
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· Analytical & Processing Techniques
· Antimicrobial Activity
· Botany (General & Systematic)
· Breeding & Genetics
· Chemotaxonomy
· Clinical Studies
· Diseases & Pests
· Ethnomedicine
· Marketing & Trade
· Miscellaneous
· New Publications
· Patents
· Physiology & Biochemistry
· Pharmacognosy
· Pharmacology & Toxicology
· Phytochemistry
4. Indexing: Only the Author and Keyword Indexes are provided. The keywords are taken from abstract also if not provided in the title. In general, the guidelines for indexing as given in Document ‘A’ (for ISA) are also applicable here
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Annexure ‘C’
Indian Science Abstracts
CDS/ISIS Ver 3.0 is used for Data Entry , Processing & Generation of Camera ready copy of ISA . .It consists of following steps -:
Data entry Merging of data Processing & generation of main part & indexes as text files by executing
MACRO & UALC in CDS/ISIS
CDS/ISIS is a menu driven generalized information storage & retrieval system for management of non numerical data bases. It is developed by Office of
Information Programmes & Services of UNESCO. Each unit of information is stored in a data base consisting of discrete data elements which are stored in fields. Each
field is assigned a numerical tag indicative of its content. A field may contain a single data element or two or more
data elements. Data entry is done in pre defined data entry worksheet using CDS/ISIS. This worksheet is similar to printed form with spaces to filled in. The worksheet contains a number of fields each of which consists of name and an empty space where corresponding data is entered. Same work sheet is used for data entry of Journal aricles, Patents, standards, & Thesis. 1. Data entry work sheet description
Data entry worksheet for ISA consists of two pages.
First page includes following data elements -:
1.Author- It is repeatable field with subfield p & c. Authors may be personal & corporate. e.g. Personal Authors like V K Gupta & R K Mittal will be entered as :- ^pGupta V K%^pMittal R K
Corporate author like Council Of Scientific & Industrial Research will be entered as ^cCouncil Of Scientific & Industrial Research
2. Affiliation.- Address of first author for correspondence is included. It has three subfields.^d for department,^i for institution name, ^p for city & pin code
e.g. ^dBotany Dept^iDelhi Unoversity^pDelhi 110007
3. Title of paper-Ttitle of the paper is entered verbatim. Except the first letter, the title is given in small letters. Biological names, proper names , place names are entered with initial capital letter. Title field consists of three subfields
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^j for title of the paper in the journal , ^p for title of the Patent ^s for title of the Standar , ^t for title of the Thesise.g. ^jStudies on the pre-harvest fungi of the crop plants and their significance. ^pData processing form for use with photosensing apparatus ^s3-Nitroaniline – specifications (first revision), Gr2 ^tEcology and phytochemistry of some medicinal plant
4. Citation – Citation includes five subfields ^t, for title of the Journal ^y.for year of journl ^v. for Volume no. of the Journal ^p, for page numbers of the article e.g. ^tIndian J Chest Dis^y2004^v46(1)^p225-7
5. Patent – The information of patent regarding country and year of publication in Gazette of India is given as subfieldse.g.^cIndia^y2004
6. Standard – It includes standard number and year of publicatione.g. IS:3303 2004
7. Thesis –This field includes information about the name of the guide and full address of institution where research was carried out . Various data elements includes:-
^gguide^ddepartment^iinstitution^pplace^yeare.g.^R K Mittal^dBotany Dep^iUniversity of Jammu^Jammu^2004
8. Keywords – As it repeatable field, maximum of 10 keyords can be entered, each separated by % sign.e.g.Symbiosis%Legume%Pesticide
9. Gen Index – This field refers to generic names of organisms10. Geo Index – This includes place name.9.ClASS No. – Subfield m is used for type of document and subfield t is used for UDC class number. ^mo for journal paper ^mp for patent title ^ms for standard title ^mt for thesis e.g. ^mo^63 for title of the paper from agriclture subject . ^mp^66 for patent of chemical technology
10.Additional Information – Subfield ,^c for case reports, ^i for informative article , ^sfor short communicationse.g. ^ccr ^iia ^ssc11.References Details It includes number of references of the article.12. Data entry operator name
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Second page includes Abstract of the article
Fig1. ISA Data Entry Worksheet Sheet. Page – 1
Author
Affiliation
Title of Paper
Citation
Patent
Standard
Thesis
Keyword
Geo Index
Gen Index
Class No. Add Inf Comp
Ref DEO
ISA Data Entry Worksheet Sheet. Page – 2
Abstract
2. Data entry in CDS/ISIS for ISA CDS/ISIS is a menu-driven system and main menu (Fig 1) is displayed when the program is run. Other menus are displayed by means of one key press
Creation of New records –
From the main menu of CDS/ISIS press E for Data entry services menu (fig2)To create new record, choose N. The blank data entry worksheet for ISA will be displayed on the screen.The bottom line of the screen shows the master file number (MFN) assigned to this record. The various data elements can now be filled in on the worksheet.
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To go to next field on the work sheet press {enter}. You can leave field blnak if you wish,to go to previous field press {Tab}Steps for creation of new record –
Select E option from the Main menu of CDS/ISIS
Select N option from the data entry services
Displays the blank data entry worksheet
Type the corresponding data and terminate the entry with <CR>
Cursor is displayed in next field
Enter the data in the fields
Fig2. CDS/ISIS Main Menu
Micro CDS/ISIS
C – Change data baseL – dialogue language
E – Data entry ServicesS – Information Retrieval ServicesP – Sorting and Printing servicesI – Inverted File ServicesD – Data base Definition ServicesM – Master File ServicesU - Utility ServicesA – Advanced Programming services
X – exit (to dos) ?
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Fig2. CDS/ISIS Main Menu
Steps for Editing of Record –
Select E option from the Main menu of CDS/ISIS
Select again E option from the data entry services
You will be prompted for the MFN or range of MFN for the records to be modified. For example type 10 to edit record or type 10-15 to edit 10-15
Displays the selected record on the ISA worksheet or first record in case of range of records
The following prompt appears at the bottom of the screen:-<CR> C-Cancel R-RestoreT-Terminate D-Delete N-New Record
The meaning of each is explained as follows-<CR> to page forward<B> to page backward
DATA ENTRY SERVICES
L – Change dialogue languageW – Select another worksheetN – Create new recordE – Edit recordR – Edit last research resultsG – Make globle changesD – Define default valuesP – Recall last record modifiedC – Clear default valuesX – End data entry
? -
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<M> to edit the record.By pressing M CDS\ISIS enters the edit mode. Now you can edit the data<D> to delete record<N>to store the modified record and then create a new record<R> to restore the screen<T>to leave the record un changed<X> to store record & return back into the master file
When you select M cursor is positioned on the first field of Worksheet to edit recordType the corresponding modifications in the data and terminate the entry with <CR>3. DATA ELEMENTS FOR A RECORD ;
Data elements for article published in the journal -
These are the mandatory data elements for records pertaining to articles published in journals.
Author, Affiliation, Title of the article/paper, Citation, Keyword ,Gen Index, Geo index , Class No, Aditional Information, Reference Details, Data entry operator
Data elements for Patent - Following are the data elements for Patent -:
Author, Affiliation, Title of the Patent, Patent (country & year),Keyword, Gen Index Optional) Geo index (optional), Class No, Additional Information, Reference Details, Data entry operator
Data elements for Standard- Following are the data elements for Standard -:
Author, Title of the standard, Standard (Number & year), Keyword, Gen Index Optional) Geo index (optional), Class No, Additional Information, Reference Details, Data entry operatorData elements for Thesis - Following are the data elements for Thesis-:
Author, Affiliation, Title of the Thesis, Thesis (guide name. Departement, Institution name, Place, year ),Keyword, Gen Index (Optional), Geo index (optional), Class No, Additional Information, Reference Details, Data entry operator
*****
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