Cataloged records that are cited in publications should be acknowledged in Arctos because such citations add value to the record. Citations can be entered either individually (if there is only one or a few records to be cited) or in bulk. Either way, the first step is to create the publication in Arctos, preferably by using the DOI. Author names should be added by selecting them from the agents table. Here we will give an example for the following publication: https://arctos.database.museum/publication/10012751

Adding Citations Individually: 

  1. Find the publication in Arctos by going to Search —> Publications & Projects.
  2. Click on “Manage Citations” for the publication you’re interested in.
  3. Select Citation Type of “voucher” and enter a page number (if given) for the citation. If the citation is in a supplementary table or in a Dryad repository, enter a remark such as “Cited in Supplemental Table 1” or “Cited in “bird_database_linked_dryad” file (https://datadryad.org/stash/dataset/doi:10.5061/dryad.4f4qrfjjf).”
  4. Enter the GUID to find the cataloged record.
  5. You will have the option of using the existing identification or creating a new identification. In most cases for birds, you will use the existing identification. Select “create citation with this identification.”
  6. Repeat for other citations as needed.

Adding Citations in Bulk:

  1. If you have a table with a number of records to be cited, the first thing you need to do is create a searchable list in Arctos. Copy the records that are listed vertically in the table. Go to Tools Directory in Arctos, then Listerizer under Services. This will bring up a window where you can paste your vertical list. Click “Listerize” to transform that list into a horizontal list of numbers that can be searched.
  2. Go to Arctos Search —> Catalog Records, select the collection (e.g., MVZ:Bird), and paste the horizontal list of numbers into the Catalog Number field.
  3. When you get the results set, go to Tools —> Download for Citation Bulkloader. That will provide the bulkloader template with headers and both the GUID and identifications filled in. This assumes that you are using existing identifications, not creating new identifications as part of the citation.
  4. In the PUBLICATIONID column, enter the full URL of the publication, e.g., https://arctos.database.museum/publication/10012751.
  5. Enter “voucher” in the TYPE_STATUS column.
  6. If page numbers are given, enter those in the OCCURS_PAGE_NUMBER column.
  7. If there are no page numbers, enter the location of the citation in the CITATION_REMARKS column (e.g., same citation remark as given above for individual entries).
  8. Save as a CSV file. Open in a text editor to remove the last row which has no data.
  9. Go to Arctos Tools Directory —> Publications & Projects —> Citation: Bulkload.
  10. Go to the Load CSV page and choose the file to upload. Hit “Upload this file.”
  11. Assuming the file uploads without errors, click on the Review and Load link,  then hit “Review for this user/status.”
  12. Click “Check all and change status to autoload” and then click “Change status for checked records.”
  13. Go back to Review and Load and keep refreshing to make sure that the records all load. If there is a problem, you will get an error (e.g., “publication notfound”) that needs to be fixed.

Here is an example of a bulkloader file that loaded successfully for publication https://arctos.database.museum/publication/10012751. Note that this is an Excel file, which must be saved as a CSV file for uploading to Arctos.