Process Title:  Instructions for Archiving Coweeta LTER Publications
Printable Version

Project Description/Abstract:  All publications that are related to research completed at Coweeta are archived in PDF format for public viewing on the web. 

Process Summary:  This process takes a document from a hardcopy publication to a searchable Adobe PDF® document viewable on the Coweeta LTER website.  Microsoft FrontPage®, Microsoft Access® and ABBYY FineReader® are all employed in the process: the citation is created in Access®, the Abstract Page is created using FrontPage® and the scanned document is optically read and converted to a PDF using ABBYY FineReader®.  The text file, which is exported from Access®, and the Adobe PDF® are loaded into a database for viewing on the web.

1.0. Instructions:  Creating a Citation
A citation must be created before the PDF of the publication can be accessed via the website.
1.1. In Microsoft Access®, open the "Publications38" database which is located in C:\Barrie\abstracts on cwt31.
1.2. Insert a new record and complete the following fields:

2.0. Instructions: Creating an Abstract Page
Since only the abridged version of the abstract is initially shown in the publications catalogue, a new page must be created using Microsoft FrontPage® to display the entire abstract. The following steps describe the method for this process.
2.1. In Microsoft Access®, open the "Publications38" database.
2.2. Select one or two sentences that best describe the project from the Entire Abstract field and paste it into the Abstract_abbr filed if this has not already been done.  
2.3  Open Microsoft FrontPage® and then open an existing abstract from “C:\Barrie\abstracts” to use as a template for creating the new FrontPage® document.
2.4  Change the Publication ID, Authors, Date, Title, Citation and then insert the entire abstract, all of which can be cut from the Access database.
2.5  Select “Save As” and save the new file as the publication ID number.
2.6  Add the new FrontPage file to the directory: C:\Program Files\Apache Group\Apache\htdocs\publications\Abstracts.
2.7  In the Access database, under the Abstract_Abbr field, after the text of the abridged abstract, the following link must be added: "<br><A HREF="javascript:popUp('http://coweeta.ecology.uga.edu/publications/ abstracts/####.html')">Read Entire Abstract.</a>"   The #### should be replaced by the ID number of the publication. For example: We established how levels of relatedness – the maternal family, population, and provenance – affect variation in the CO2 response of a species.<br><A HREF="javascript:popUp('http://coweeta.ecology.uga.edu/publications/abstracts/2222.html')">Read Entire Abstract.</a>

3.0. Instructions: Scanning the Publication to Create a PDF
Publications are generally sent as a hardcopy document from the Coweeta Hydrologic Lab to the Information Management team in Athens, Georgia.  There they are scanned and made into digital PDf format for viewing on the website.
3.1. Make sure that a citation has already been created and note the ID number, as this will be used to name the PDF.
3.2. See Scanning Publications Tutorial for complete instructions on working with the scanner and ABBYY FineReader® software.
3.3  Ultimately, a searchable PDF of the publication is created and added to the publications directory on the Coweeta LTER internet server:
C:\Program Files\Apache Group\Apache\htdocs\publications

4.0. Instructions: Creating a Hyperlinked Title
This step is taken after a document has been scanned and is ready to be viewed on the website.  It allows the user to click on the title of a publication and view the document in PDF format.
4.1  In Microsoft Access®, open the "Publications38" database which is located in C:\Barrie\abstracts on cwt31.
4.2  In the recently added publication record, in the title field, insert <a href=http://cwt33.ecology.uga.edu/publications/####.pdf> before the title and </a> after the title, replacing the #### with the correct publication ID number.

5.0. Instructions:  Exporting a Text Document
After the Access® database has been updated to the appropriate stage, the document is ready to be exported into a text file so that it can be loaded into the MYSQL publications database and therefore updated on the website.
5.1. In the updated Access® file, under File select Export.
5.2  In the dialogue box, within the “Save in” box, select “cheryl_publications”
5.3  Within the “Save as type” box, arrow down and select “Text Files”
5.4  Determine the last saved publications file (for example: Publications51) and create the new file with the name “Publications##", with ## representing the next consecutive number.
5.5  Click on the button “Export All”
5.6  In the next box make sure that “Delimited” is selected and click “Next”
5.7  Under “Choose the delimiter that separates your fields;” select “Other” and type in “$” as the delimiter; select “Next”
5.8  Finally, double check the location and name of the file in the “Export to File” box and select the “Finish” button. Your text file is created and saved in the C:\Barrie\cheryl_publications folder.


Process Number: 2.1001.pub
Author: Cheryl Brown, Coweeta LTER Information Management
Date:  January 25, 2005
Organization:  Coweeta Long Term Ecological Research
Website:  http://coweeta.ecology.uga.edu