Day: 10ago2021 Theme: Introduction to LILACS Methodology to AFRO/WHO team - (AIM) African Index Medicus

1. Introduction to LILACS Methodology
and FI-Admin system
Sueli Mitiko Yano Suga
Referential Information Sources, Supervisor
BIREME/PAHO/WHO
August, 11th 2021

2. Bibliographic
Methodology
Data quality
Content
quality
Technology
LILACS Methodology
It is a set of policies, systems and workflows developed
for the management of bibliographic information in
health at local, national and regional levels.
Arbitraje
por pares
International Clinical
Trials Registry Platform
UNISIST
AACR2
Anglo American
Cataloging Rules 2
OAI-PMH
service
International Standard
Bibliographic
Description (ISBD)
JSON

3. With LILACS Methodology you can (1)
• Manage different types of documents
– Thesis and dissertations, books and monographic
documents, journal articles and grey literature
– Description in two levels (monographic and analytic)

4. With LILACS Methodology you can (2)
• Create and manage an internet based bibliographic database with decentralized
cooperation (data entry)
– Databases: AIM, LILACS, BDENF, MedCarib and others
– Networks: LILACS, Bibliosus (Brasil), MTCI network and others

5. With LILACS Methodology you can (3)
• Allows data quality control
– Abbreviated journal title, country and language codes, DOI, ORCID and others
– Controlled vocabulary (DeCS/MeSH) with four specific areas such as Public
Health, Homeopathy, Science and Health, and Health Surveillance in addition
to the original MeSH terms

6. With LILACS Methodology you can (4)
• Specific data fields that facilitates data analysis and transparency in research
– Author affiliation, research funds, DeCS/MeSH descriptors, registry of clinical
trials and systematic reviews and others
Source: https://wiki.bireme.org/en/index.php/LILACS_Methodology

7. Lets see LILACS Methodology applied in FI-Admin system
1. Access “Bibliographic records”
2. Check if the document has already been registered: search for title words
3. Click “New bibliographic record”

8. Lets see LILACS Methodology applied in FI-Admin system
4. Analyze the document:
• Identify the type of document: Book? Non
conventional (grey literature)?
• Author of the document
• Meaningful words in Title and objective área
• Find out local of the publication
• Date of the publication
5. Select the correct type of document.
Attention: if you make a mistake here, you will have to start the
record from the beginning because it is not possible to change the
type in the Middle of the process bof cataloging.

9. Lets see LILACS Methodology applied in FI-Admin system
6. Select the correct database name: AIM –
African Index Medicus
7. Record type: Language material
8. Item form: Electronic
9. Include the information about series level
Title and issue number in this example.
Metadata tab

10. Lets see LILACS Methodology applied in FI-Admin system
10. Include author (personal or corporate)
11. Title of the document
12. English translated title, if translated by the
documentalist
13. Pages
13. Include descriptive information, if
present in the document: tables, graphics,
illustrations
14. Select the language of the document. If
more than one, select both languages
Metadata tab

11. Lets see LILACS Methodology applied in FI-Admin system
15. World Health Organization. Regional Office for
Africa as Publisher
16. Publication date: free text
17. Publication normalized date: ISO standard
(YYYYMMDD)
18. Include the city of publication
19. Select from the list the country of
publication
20. Include symbol
Metadata tab

12. Lets see LILACS Methodology applied in FI-Admin system
21. If the document presents author’s keywords,
include all, in all languages
22. Copy and paste the abstract in a notepad
to exclude all hidden characters.
After cleaning the codes, if the abstract is
structured, include it with AIM:, METHODS:,
etc.
https://www.soscisurvey.de/tools/view-chars.php
Metadata tab

13. Lets see LILACS Methodology applied in FI-Admin system
23. Return to the document and revise the Title
and the Objective of the study. These two places
will help you to identify the primary descriptors.
The secondary descriptors usually are the design
of the study, relevant methods and techniques,
complementary subject discussions, and others
24. Access the Descriptors suggestions service
to help identify possible descriptor.
Attention: confirm if they meaning of the
descriptors match the content of the document.
If necessary, edit the descriptor to include
subheadings.
Indexing tab
MEDLINE Indexing Online Training
Course: https://www.nlm.nih.gov/bsd/indexing/training/
USE_010.html

14. Lets see LILACS Methodology applied in FI-Admin system
25. Select the publication type from the list. It is
possible to select more than if necessary
26. Check tags: describe the characteristics of the
subjects of the research by clicking on the type of
subject, sex and age related descriptors. There are
historical descriptors algo, used when you have
historical or biographical documents.
27. Time limits: used for historical or documents that
comprises a range of time, ex. Strategic plan for 2020-
2025
27. Person and Institution as subject for biographies
and historical documents
28. Non-DeCS region: for States and cities to locate
the study if discussed in the content
29. Number of references: for review studies
Indexing tab

15. Lets see LILACS Methodology applied in FI-Admin system
29. Include the link to the full text of the document
Attention: do not include links to the abstracts
29. Upload the full text of the document when TI
infrastructure usually are unstable in the country or
institution
Fulltext tab

16. Lets see LILACS Methodology applied in FI-Admin system
30. Used to create collections inside the database
defined in “Indexed in” data field
31. Include terms that do not exist in DeCS/MeSH
Prefer to adopt terms from a glossary
Library tab

17. Lets see LILACS Methodology applied in FI-Admin system
32. Fill the data fields with the previous
presentation of the study in a scientific event
33.Projects and research funds information present in
the document must be included in these data fields
Event /Project tab

18. Tips: status of the records
Status of the
records
Used for Visualized in user
interface
Visualized in statistics
of contribution
Draft Records under creation. No Yes
Migration Records migrated to FI-Admin system (includes harvesting
from FTP or OAI-PMH, and databases)
Yes Yes
Inprocess (also
known as
LILACS-Express)
Incomplete records that requires revision of the cataloguing
and indexing (data entry by editorial team or harvesting)
Yes Yes
Published Records created or updated by documentalists Yes Yes
Refused Records revised that do not accomplish with database
criteria of selection or LILACS methodology
No Yes
Deleted Records revised that accomplish with database criteria of
selection or LILACS methodology but are outdate or without
access to full text
No Yes
Submission Records sent via LILACS Submission (discontinued system) Yes Yes

19. Tips: source x analytic
Level of description Used for How to identy inside FI-Admin system
Source Documents described as a
whole
The issue or volume of the
journal
The thesis or dissertation,
monographic or non-
conventional document
Analytic Parts of the document:
articles or chapters.
Always the analytic can be
read and understood
independently, as a whole,
i.e., proper title, authorship,
bibliographic references and
the content with begining
and ending.

20. Tips: searches inside FI-Admin system
• Search by abbreviated title of the jornal. Search for:
• The journal: Arch. Head Neck Surg;
• The volume: J. pediatr. (Rio J.); 97
• Search for the issue: Arch. Head Neck Surg; (), 2021
• To know the abbreviated title, access: http://portal.revistas.bvs.br/?lang=en

21. Tips: Access a specific record identified
in the user interface
• Identify
– The type of document: source or
analytic record
– Name of the database (LILACS)
– Code of the ID is biblio
• If yes, copy the ID number
• Access any record from FI-Admin
system
• Edit the URL according to the type of
the document and the ID
• Press Enter
• You will find the record you are looking
for!

22. Thanks!
Doubts:
• bir.lilacs@paho.org
• sugasuel@paho.org