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Network Working Group                                          R. LasherRequest For Comments: 1807                                      StanfordObsoletes:1357                                                 D. CohenCategory: Informational                                          Myricom                                                               June 1995A Format for Bibliographic RecordsStatus of this Memo   This memo provides information for the Internet community.  This memo   does not specify an Internet standard of any kind.  Distribution of   this memo is unlimited.Abstract   This RFC defines a format for bibliographic records describing   technical reports.  This format is used by the Cornell University   Dienst protocol and the Stanford University SIFT system.  The   original RFC (RFC 1357) was written by D. Cohen, ISI, July 1992.   This is a revision ofRFC 1357.  New fields include handle,   other_access, keyword, and withdraw.Introduction   Many universities and other R&D organizations routinely announce new   technical reports by mailing (via the postal services) the   bibliographic records of these reports.   These mailings have non-trivial cost and delay.  In addition, their   recipients cannot conveniently file them, electronically, for later   retrieval and searches.   Publishing organizations that wish to use e-mail or file transfer to   obtain these announcements can do so by using the following format.   Organizations may automate to any degree (or not at all) both the   creation of these records (about their own publications) and the   handling of the records received from other organizations.   This format is designed to be simple, for people and for machines, to   be easy to read ("human readable") and create without any special   programs.   This RFC defines the format of bibliographic records, not how to   process them.Lasher & Cohen               Informational                      [Page 1]

RFC 1807           A Format for Bibliographic Records          June 1995   This format is a "tagged" format with self-explaining alphabetic   tags. It should be possible to prepare and to read bibliographic   records using any text editor, without any special programs.   This RFC includes the CR-CATEGORY, a field useful for Computer   Science publications.  It is expected that similar fields will be   added for other domains.   This format, as described inRFC 1357, was implemented as part of the   Dienst system and has been in use by the five ARPA-funded computer   science institutions to exchange bibliographic records (Cornell, SU,   UC, MIT, and CMU).  Programs have been written to map between this   RFC and structured USMARC (format developed at the Library of   Congress) cataloging records, also from USMARC to the RFC.   The focus of this ARPA-funded research has been into many aspects of   digital libraries including searching and accessing techniques that   do not necessarily use bibliographic records (for example, natural   language processing, automatic and full-text indexing).  However, the   continued use of bibliographic records is expected to remain an   important part of the library system environment of the future and   its use is an important link between the physical world of scientific   works and the on-line world of digital objects. The format described   in this paper allows a link between these two worlds to be created.   This format was developed with considerable help and involvement of   Computer Science and Library personnel from several organizations,   including Carnegie Mellon University, Corporation for National   Research Initiatives (CNRI), Cornell University, University of   Southern California/Information Sciences Institute (ISI), Meridian   (now called DynCorp), Massachusetts Institute of Technology, Stanford   University, and the University of California.  Key contributions were   provided by Jerry Saltzer of MIT, and Larry Lannom of DynCorp.  The   initial draft was prepared by Danny Cohen and Larry Miller of ISI.   The revision was done by Rebecca Lasher from Stanford with assistance   from the CS-TR participants.   This RFC does not place any limitations on the dissemination of the   bibliographic records.  If there are limitations on the dissemination   of the publication, it should be protected by some means such as   passwords.  This RFC does not address this protection.   The use of this format is encouraged.  There are no limitations on   its use.Lasher & Cohen               Informational                      [Page 2]

RFC 1807           A Format for Bibliographic Records          June 1995The Information Fields   The various fields should follow the format described below.   <M> means Mandatory; a record without it is invalid.   <O> means Optional.   The tags (aka Field-IDs) are shown in upper case.           <M>  BIB-VERSION of this bibliographic records format           <M>  ID           <M>  ENTRY date           <O>  ORGANIZATION           <O>  TITLE           <O>  TYPE           <O>  REVISION           <O>  WITHDRAW           <O>  AUTHOR           <O>  CORP-AUTHOR           <O>  CONTACT for the author(s)           <O>  DATE of publication           <O>  PAGES count           <O>  COPYRIGHT, permissions and disclaimers           <O>  HANDLE           <O>  OTHER_ACCESS           <O>  RETRIEVAL           <O>  KEYWORD           <O>  CR-CATEGORY           <O>  PERIOD           <O>  SERIES           <O>  MONITORING organization(s)           <O>  FUNDING organization(s)           <O>  CONTRACT number(s)           <O>  GRANT number(s)           <O>  LANGUAGE name           <O>  NOTES           <O>  ABSTRACT           <M>  ENDLasher & Cohen               Informational                      [Page 3]

RFC 1807           A Format for Bibliographic Records          June 1995Meta Format    * Keep It Simple.    * One bibliographic record for each publication, where a      "publication" is whatever the publishing institution      defines as such.   * A record contains several fields.   * Each field starts with its tag (aka the field-ID) which is a     reserved identifier (containing no separators) at the     beginning of a new line with or without spaces before it),     followed by two colons ("::"), followed by the field data.   * Continuation lines:  Lines are limited to 79 characters.     When needed, fields may continue over several lines, with an     implied space in between.  In order to simplify the use no     special marking is used to indicate continuation line.     Hence, fields are terminated by a line that starts (apart     from white space) with a word followed by two colons.  Except     for the "END::" that is terminated by the end of line.)  For     improved human readability it is suggested to start     continuation lines with some spaces.   * Several fields are mandatory and must appear in the record.     All fields (unless specifically not permitted to) may be in     any order and may be repeated as needed (e.g., the AUTHOR     field).  The order of the repeated fields is always     preserved.   * Only printable ASCII characters are to be used.  The permissible     characters are ASCII codes 040 (Space) through 176(~)     and line breaks which are \012 (LF) or \012\015 (CRLF).     Empty lines indicate paragraph break.  \009 (tab) must be     replaced by spaces.  This specifically forbids tabs, null     characters, DEL, backspaces, etc.  (i.e., if used, the record is     invalid.)     However full 8 bit ASCII may be used.  WARNING: some     electronic mailers cannot handle 8 bit ASCII and these     records may need to be transported via other mechanisms.     Throughout this document the word "publisher" means the     publishing organization of a report (e.g., a university or a     department thereof), not necessarily an organization authorized     to issue ISBN numbers.Lasher & Cohen               Informational                      [Page 4]

RFC 1807           A Format for Bibliographic Records          June 1995                                EXAMPLE------------------------------------------------------------- BIB-VERSION:: CS-TR-v2.1          ID:: OUKS//CS-TR-91-123       ENTRY:: January 15, 1992ORGANIZATION:: Oceanview University, Kansas, Computer Science        TYPE:: Technical Report    REVISION:: January 5, 1995; FTP access information added       TITLE:: Scientific Communication must be timely      AUTHOR:: Finnegan, James A.     CONTACT:: Prof. J. A. Finnegan, CS Dept, Oceanview Univ,               Oceanview, KS 54321  Tel: 913-456-7890               <Finnegan@cs.ouks.edu>      AUTHOR:: Pooh, Winnie The     CONTACT:: 100 Aker Wood        DATE:: December 1991       PAGES:: 48   COPYRIGHT:: Copyright for the report (c) 1991, by J. A.               Finnegan.  All rights reserved.  Permission is granted               for any academic use of the report.      HANDLE:: hdl:oceanview.electr/CS-TR-91-123OTHER_ACCESS:: url:http://electr.oceanview.edu/CS-TR-91-123OTHER_ACCESS:: url:ftp://electr.oceanview.edu/CS-TR-91-123   RETRIEVAL:: send email to Finnegan@cs.ouks.edu with fax number     KEYWORD:: Scientific Communication CR-CATEGORY:: D.0 CR-CATEGORY:: C.2.2 Computer Sys Org, Communication nets, Net               Protocols      SERIES:: Communication     FUNDING:: FAS    CONTRACT:: FAS-91-C-1234  MONITORING:: FNBO    LANGUAGE:: English       NOTES:: This report is the full version of the paper with               the same title in IEEE Trans ASSP Dec 1976ABSTRACT::Many alchemists in the country work on important fusion problems.All of them cooperate and interact with each other through thescientific literature.  This scientific communication methodologyhas many advantages.  Timeliness is not one of them.END:: OUKS//CS-TR-91-123---------------------------- End of Example -------------------   For reference, the above example has about 1,689 characters (184   words) including about 249 characters (36 words) in the abstract.Lasher & Cohen               Informational                      [Page 5]

RFC 1807           A Format for Bibliographic Records          June 1995The Actual Format   The term "Open Ended Format" in the following means arbitrary text.   In the following double-quotes indicate complete strings.  They are   included only for grouping and are not expected to be used in the   actual records.   The BIB-VERSION, ID, ENTRY, and END field must appear as the first,   second, third, and last fields, and may not be repeated in the   record.  All other fields may be repeated as needed.BIB-VERSION (M) -- This is the first field of any record.  It is a        mandatory field.  It identifies the version of the format        used to create this bibliographic record.  This RFC defines        BIB-Version TR-v2.1        BIB-VERSIONs that start with the letter X (case        independent) are considered experimental.  Bib-records        sent with such a BIB-VERSION should NOT be incorporated        in the permanent database of the recipient.        Using this version of this format, this field is always:        Format:   BIB-VERSION:: CS-TR-v2.1ID (M) -- This is the second field of any record.  It is also a        mandatory field.   The ID field identifies the bibliographic        record and is used in management of these records.        Its format is "ID:: XXX//YYY", where XXX is the        publisher-ID (the controlled symbol of the publisher)        and YYY is the ID (e.g., report number) of the        publication as assigned by the publisher.  This ID is        typically printed on the cover, and may contain slashes.        The organization symbols "DUMMY" and "TEST" (case        independent) are reserved for test records that should NOT        be incorporated in the permanent database of the        recipients.        Format:   ID:: <publisher-ID>//<free-text>                Example:  ID:: OUKS//CS-TR-91-123            **** See the note at the end regarding the ****            **** controlled symbols of the publishers *****Lasher & Cohen               Informational                      [Page 6]

RFC 1807           A Format for Bibliographic Records          June 1995ENTRY (M) -- This is a mandatory field.  It is the date of        creating this bibliographic record.        The format for ENTRY date is "Month Day, Year".  The        month must be alphabetic (spelled out).  The "Day" is a        1- or 2-digit number.  The "Year" is a 4-digit number.        Format:   ENTRY:: <date>        Example:  ENTRY:: January 15, 1992ORGANIZATION (O) --  It is the full name spelled out (no acronyms,        please) of the publishing organization.  The use of this        name is controlled together with the controlled symbol of        the publisher (as discussed above for the ID field).        Avoid acronyms because there are many common acronyms,        such as ISI and USC.  Please provide it in ascending        order, such as "X University, Y Department" (not "Y        Department, X University").        Format:   ORGANIZATION:: <free-text>        Example:  ORGANIZATION:: Stanford University, Department of                                 Computer ScienceTITLE (O) -- This is the title of the work as assigned by the        author. This field should include the complete title with        all the subtitles, if any.        Format:   TITLE:: <free-text>        Example:  TITLE:: The Computerization of Oceanview with                        High Speed Fiber Optics CommunicationTYPE (O) -- Indicates the type of publication (summary, final        project report, etc.) as assigned by the issuing        organization.        Format:   TYPE:: <free-text>        Example:  TYPE:: Technical ReportREVISION (O) -- Indicates that the current bibliographic record is        a revision of a previously issued record and is intendedLasher & Cohen               Informational                      [Page 7]

RFC 1807           A Format for Bibliographic Records          June 1995        to replace it.  Revision information consists of a date        and/or followed by a semicolon and by text in an open        ended format. The revised bibliographic record should        contain a complete record for the publication, not just a        list of changes to the old record.  If revision is        omitted, the record is assumed to be a new record and not        a revision.  If the revision date is specified as 0, this        is assumed to be January 1, 1900 (the previous RFC, used        revision data of 0, 1, 2, 3, etc. this specification is for        programs that might process records fromRFC1357).        The text before the semicolon in this field is a date of        the form month day, year.  Any record with a more recent        revision date replaces completely any record with an        earlier revision date (supplied either explicitly or by        default).  Use the text to describe the revision.        Reasons to send out a revised record include an error in        the original, or change in the access information.        Format:  REVISION:: January 1, 1995; <free-text>        Example: REVISION:: January 1, 1995; FTP information                        addedWITHDRAW (O) Withdraw means the document is no longer        available.  Some Institutions choose to delete the record        others remove some of the fields.  It is up to each        institution to decide how to process withdraw records.        A withdraw record has all of the mandatory fields plus the        withdraw field and a mandatory revision field.        The Withdraw field should indicate the reason for the        withdraw in free text.        Example for withdrawing a bibliographic record::            BIB-VERSION::  CS-TR-v2.1            ID::           OUKS//CS-TR-91-123            ENTRY::        January 21, 1995            ORGANIZATION:: Oceanview University, Kansas, Computer                           Science            TITLE::        The Computerization of Oceanview with                           High Speed Fiber Optics Communication            REVISION::     January 21, 1995            WITHDRAW::     Withdrawn, found to be irrelevant            END::          OUKS//CS-TR-91-123Lasher & Cohen               Informational                      [Page 8]

RFC 1807           A Format for Bibliographic Records          June 1995AUTHOR (O) -- Personal names only.  Normal last name first        inversion.  Editors should be listed here as well,        identified with the usual "(ed.)" as shown below in the last        example.        If the report was not authored by a person (e.g., it was        authored by a committee or a panel) use CORP-AUTHOR (see        below) instead of AUTHOR.        Multiple authors are entered by using multiple lines, each        in the form of "AUTHOR:: <free-text>".        The system preserves the order of the authors.        Format:   AUTHOR:: <free-text>        Example:  AUTHOR:: Finnegan, James A.                  AUTHOR:: Pooh, Winnie The                  AUTHOR:: Lastname, Firstname (ed.)CORP-AUTHOR (O) -- The corporate author (e.g., a committee or a        panel) that authored the report, which may be different        from the ORGANIZATION issuing the report.        In entering the corporate name please omit initial "the"        or "a".  If it is really part of the name, please invert it.        Format:   CORP-AUTHOR:: <free-text>        Example:  CORP-AUTHOR:: Committee on long-range computingCONTACT (O) -- The contact for the author(s).        Open-ended, most likely E-mail and postal addresses.        A CONTACT field for each author should be provided,        separately, or for all the AUTHOR fields.        E-mail addresses should always be in "pointy brackets"        (as in the example below).        Format:   CONTACT:: <free-text>        Example:  CONTACT:: Prof. J. A. Finnegan, CS Dept,                           Oceanview Univ., Oceanview, Kansas, 54321                           Tel: 913-456-7890 <Finnegan@cs.ouks.edu>Lasher & Cohen               Informational                      [Page 9]

RFC 1807           A Format for Bibliographic Records          June 1995DATE (O) -- The publication date.  The formats are "Month Year"        and "Month Day, Year".  The month must be alphabetic        (spelled out).  The "Day" is a 1- or 2-digit number.  The        "Year" is a 4- digit number.        Format:   DATE:: <date>        Example:  DATE:: January 1992        Example:  DATE:: January 15, 1992PAGES (O) -- Total number of pages, without being too picky about        it.  Final numbered page is actually preferred, if it is a        reasonable approximation to the total number of pages.        Format:   PAGES:: <number>        Example:  PAGES:: 48COPYRIGHT (O) -- Copyright information.  Open ended format.  The        COPYRIGHT field applies to the cited report, rather than        to the current bibliographic record.        Format:  COPYRIGHT:: <free-text>        Example: COPYRIGHT:: Copyright for the report (c) 1991,                            by J. A. Finnegan.  All rights                            reserved.                            Permission is granted for any academic                            use of the report.HANDLE (O) -- Handles are unique permanent identifiers that are        used in the Handle Management System to retrieve location        data.  A handle is a printable string which when given to        a handle server returns the location of the data.        Handles are used to identify digital objects stored within        a digital library.  If the technical report is available in        electronic form, the Handle MUST be supplied in the        bibliographic record.        Format is "HANDLE:: hdl:<naming authority>/string        of characters".  The string of characters can be the        report number of the technical report as assigned by the        publisher.  For more information on handles and handle        servers see the CNRI WEB page atLasher & Cohen               Informational                     [Page 10]

RFC 1807           A Format for Bibliographic Records          June 1995http://www.cnri.reston.va.us.  **** NOTE:  White space in HANDLE due to line wrap is ignored.        Format:  HANDLE:: hdl:<naming authority>/string of                          characters        Example: HANDLE:: hdl:oceanview.electr/CS-TR-91-123OTHER_ACCESS (O) -- For URLs, URNs, and other yet to be invented       formatted retrieval systems.        Only one URL or URN per occurrence of the field.        URL and URN information is available in the internet        drafts from the IETF (Internet Engineering Task Force).        The most recent drafts can be found on the CNRI WEB page        athttp://www.cnri.reston.va.us.**** NOTE: White space in a URL or URN due to line wrap is ignored.        Format:  OTHER_ACCESS:: URL:<URL>                 OTHER_ACCESS:: URN:<URN>        Example: OTHER_ACCESS:: URL:http://elib.stanford.edu/Docume        nt/STANFORD.CS:CS-TN-94-1        Example: OTHER_ACCESS:: URL:ftp://JUPITER.CS.OUKS.EDU/PUBS/        computerization.txt.        When the URN standard is finalized naming authorities will        be registered and URNs will be viable unique identifiers.        Until then this is a place holder.  For the latest URN        drafts see CNRI WEB page athttp://www.cnri.reston.va.us.RETRIEVAL (O) -- Open-ended format describing how to get        a copy of the full text.  This is an optional, repeatable        field.        No limitations are placed on the dissemination of the        bibliographic records.  If there are limitations on the        dissemination of the publication, it should be protected        by some means such as passwords.  This format does not        address this protection.        Format:  RETRIEVAL:: <free-text>Lasher & Cohen               Informational                     [Page 11]

RFC 1807           A Format for Bibliographic Records          June 1995                 RETRIEVAL:: for full text with color pictures                           send a self-addressed stamped envelope to                           Prof. J.A.  Finnegan, CS Dept,                           Oceanview University, Oceanview, KS 54321KEYWORD (O) -- Specify any keywords, controlled or uncontrolled.        This is an optional, repeatable field.  Multiple keywords        are entered using multiple lines in the form of        "KEYWORD::  <free-text>.        Format:   KEYWORD:: <free-text>        Example:  KEYWORD:: Scientific Communication                  KEYWORD:: Communication TheoryCR-CATEGORY (O) -- Specify the CR-category.  The CR-category (the        Computer Reviews Category) index (e.g., "B.3") should        always be included, optionally followed by the name of that        category.  If the name is specified it should be fully        specified with parent levels as needed to clarify it, as in        the second example below.  Use multiple lines for multiple        categories.        Every year, the January issue of CR has the full list        of these categories, with a detailed discussion of the        CR Classification System, and a full index.  Typically the        full index appears in every January issue, and the top two        levels in every issue.        Format:   CR-CATEGORY:: <free-text>        Example:  CR-CATEGORY:: D.1        Example:  CR-CATEGORY:: B.3 Hardware, Memory StructuresPERIOD (O) -- Time period covered (date range).  Applicable        primarily to progress reports, etc.  Any format is        acceptable, as long as the two dates are separated with        " to " (the word "to" surrounded by spaces) and each date        is in the format allowed for dates, as described above for        the date field.        Format:   PERIOD:: <date> to <date>        Example:  PERIOD:: January 1990 to March 1990Lasher & Cohen               Informational                     [Page 12]

RFC 1807           A Format for Bibliographic Records          June 1995SERIES (O) -- Series title, including volume number within series.        Open-ended format, with producing institution strongly        encouraged to be internally consistent.        Format:   SERIES:: <free-text>        Example:  SERIES:: CommunicationFUNDING (O) -- The name(s) of the funding organization(s).        Format:   FUNDING:: <free-text>        Example:  FUNDING:: ARPAMONITORING (O) -- The name(s) of the monitoring organization(s).        Format:   MONITORING:: <free-text>        Example:  MONITORING:: ONRCONTRACT (O) -- The contract number(s).        Format:   CONTRACT:: <free-text>        Example:  CONTRACT:: MMA-90-23-456GRANT (O) -- The grant number(s).        Format:   GRANT:: <free-text>        Example:  GRANT:: NASA-91-2345LANGUAGE (O) -- The language in which the report is written.        Please use the full English name of that language.        Please include the Abstract in English, if possible.        If the language is not specified, English is assumed.        Format:   LANGUAGE:: <free-text>        Example:  LANGUAGE:: English        Example:  LANGUAGE:: FrenchLasher & Cohen               Informational                     [Page 13]

RFC 1807           A Format for Bibliographic Records          June 1995NOTES (O) -- Miscellaneous free text.        Format:   NOTES:: <free-text>        Example:  NOTES:: This report is the full version of the                        paper with the same title in IEEE Trans ASSP                        Dec 1976ABSTRACT (O) -- Highly recommended, but not mandatory.  Even        though no limit is defined for its length, it is suggested        not to expect applications to be able to handle more than        10,000 characters.        The ABSTRACT is expected to be used for subject searching        since titles are not enough.  Even if the report is not in        English, an English ABSTRACT is preferable.  If no formal        abstract appears on document, the producers of the        bibliographic records are encouraged to use pieces of the        introduction, first paragraph, etc.        Format:  ABSTRACT:: xxxx ..............xxxxxxxx                            xxxx ..............xxxxxxxx                            xxxx ..............xxxxxxxx                            xxxx ..............xxxxxxxxEND (M) -- This is a mandatory field.  It must be the last entry        of a record, identifying the record that it ends, by stating        the same ID that was used at the beginning of the records,        in its "ID::".        Format:   END:: XXX//YYY        Example:  END:: OUKS//CS-TR-91-123             >>>>>>>   [END OF FORMAT DEFINITION]   <<<<<<<A Note Regarding the Controlled Symbols of the Publishers   In order to avoid conflicts among the symbols of the publishing   organizations (the XXX part of the "ID:: XXX//YYY") it is suggested   that the various organizations that publish reports (such as   universities, departments, and laboratories) register their   <publisher-ID> symbols and names, in a way similar to the   registration of other key parameters and names in the Internet.Lasher & Cohen               Informational                     [Page 14]

RFC 1807           A Format for Bibliographic Records          June 1995   Rebecca Lasher (RLASHER@Forsythe.stanford.edu), of Stanford working   with CNRI has agreed to coordinate this registration with the IANA   for the publishers of Computer Science technical reports.  It is   suggested that before using this format the publishing organizations   would coordinate with her (by e-mail) their symbols and the names of   their organizations.   In order to help automated handling of the received bibliographic   records, it is expected that the producers of bibliographic records   will always use the same name, exactly, in the ORGANIZATION field.Security Considerations   Security issues are not discussed in this memo.Acknowledgements   This work was supported by the Advanced Research Projects Agency   under Grant No. MDA-972-92-J-1029 with the Corporation for National   Research Initiatives (CNRI).   Its content does not necessarily   reflect the position or the policy of the Government or CNRI, and no   official endorsement should be inferred.Authors' Addresses   Rebecca Lasher   Mathematical and Computer Sciences Library   M.S. 2125   Stanford University   Stanford, CA, USA 94305   Phone: +1 415 723 0864   EMail: rlasher@forsythe.stanford.edu   Danny Cohen   Myricom   325 N. Santa Anita Ave.   Arcadia, CA 91006   USA   Phone: +1 818 821 5555   EMail: Cohen@myri.comLasher & Cohen               Informational                     [Page 15]