We welcome the submission of Bibliographic Records from librarians and researchers willing to provide this information to the ADS. To facilitate the insertion of this data into our databases, we request that the records be submitted in electronic form and adhere to the following format:
%R Bibliographic Code (required)
%A Author List (required)
%F Author Affiliation
%J Journal Name
%D Publication Date
%L Last Page of Article
%T Title (required)
%C Abstract Copyright
%O Object Name
%E Electronic Data Table
%U URL for Electronic Document
%W Database (if submitting for more than one)
%B Abstract Text
A long entry should continue on the next line(s) with no repetition of the percent sign and keying letter. All entries should be in ascii and there should be no tabs or control characters. Blank lines can delimit paragraphs in the abstract, but should not otherwise be present within a record. The bibliographic code is the only field which is required for all records, but author list, journal name, publication date, and title are strongly recommended as well. Additional records should be separated by a blank line. Some example records are linked here.
Detailed descriptions of each field follow:
where YYYY is the year, JJJJJ is the abbreviation for the journal (e.g. ApJ, AJ, MNRAS, Sci, PASP, etc.), VVVV is the volume number, M is used when needed to indicate "special" issues (such as "L" for Letters, "P" for pink pages), PPPP is the page number, and A is the first letter of the first author's surname. The fields are padded with periods (.) so that the code is always 19 characters long. The journal is left-justified within its 5 characters, and the volume and page are right-justified. New journal abbreviations should be unique, and follow existing naming conventions. A list of journal abbreviations already in use is at http://ads.nao.ac.jp/abs_doc/journal_abbr.html
PhD Theses should be named YYYYPhDT..........A where YYYY is the year and A is the author initial. When the abstract is merged into the system, a counter will be added, if necessary, in the PPPP field to determine uniqueness.
This list should be checked for the abbreviations of journals or conference proceedings or symposia. If you need to compose your own abbreviation, please try to use the first letter of each important word for JJJJJ, capitalizing the letter for a journal. For a conference proceeding or symposia, we use "conf" for conference abstracts or "proc" or for proceedings abstracts in place of VVVV. Bibliographic codes will be verified before they are entered into the system.
Once a bibcode has been built, there is a verification utility available that allows the user to determine whether a given bibcode exists in the ADS.
Authors whose names contain "Jr" or "III" should be entered as "Roberts, L. C., Jr."
Neubauer, F. J.; Burwell, C. G.; Miller, W. C.
AA(first author's institution) AB(second author's institution) ...
Email addresses can be specified in the author affiliations. Please mark them as follows:
MM/YYYY(i.e. 02/1995). If no publication month is known, please use a month of 00.
Please note that references containing TeX/LaTeX formatting and AASTeX macros are acceptable.%Z Bechtold,~J., \etal 1994, \aj, 108, 374 Massa, D. L., & Savage, B. D. 1984, ApJ, 279, 310 Savage, B. D., & Mathis, J. S. 1979, ARA&A, 17, 73
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