6.4 - Instructions to Conference Proceedings Editors
This section is intended to be a guideline for editors and
authors wishing to submit conference proceedings for inclusion in
the ADS Abstract and Scanned Literature
Services. Any questions about the procedure should
be directed to firstname.lastname@example.org
The ADS is pleased to include any conference proceedings volume, as well
as individual conference proceedings abstracts. This includes both
electronic and printed conference proceedings. We have a set of naming
conventions detailed below, but are flexible if there is a different
naming scheme which is more appropriate for your particular conference.
If you would like to have your conference proceedings included in our
database before your conference, we request that you submit them to us
one month in advance of the start of your conference.
6.4.1 - Submitting Bibliographic Records for the ADS Abstract Service
You can use the Proceedings Entry Form
to submit the information to make a conference entry in the ADS.
In addition a file containing the following should be sent to the ADS:
Individual Article Entries should include the following tags (*items
* %T Title
* %A Author List
%F Author Affiliation
* %P First Page of Article
%L Last Page of Article
%I Links to online resources See Below.
%B Abstract Text
Please note that there are many more details that you can add but
these are the required minimum tags. A complete list of
ADS tagged fields can be found
Please note that references containing TeX/LaTeX formatting, AASTeX macros
and HTML entities are acceptable.
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. A title, author list and page number are required. Other
information such as author affiliation, links to online full-text,
abstract text and references are strongly recommended as well. The
more information that you can provide for each article, the
better. This additional information will aid in searching and using
advanced features in the ADS.
This information can be submitted via email to
or placed on our anonymous ftp site, under
Please send us an email indicating when you have transferred things to
us, so that we can include it in our database as soon as possible.
6.4.2 - Including Full-text Papers in the ADS
It is possible for us to make the full-text of articles published in
conference proceedings available via the ADS Article Service. This
section describes the requirements and procedures to be followed in
order to do that.
Note: We do not publish original material that is not
published elsewhere, since we are not a publisher.
6.4.3 - Archiving Conference Proceedings in the ADS
- Provide written permission from the copyright holder allowing
the ADS to publish electronically the papers in the conference
proceedings. The relevant letter should state something along the
The <full description of the copyright holder> grants
permission to the NASA Astrophysics Data System at the
Smithsonian Astrophysical Observatory to:
Feel free to modify as you see fit, especially item three, then send a
copy of a signed copy of the permission letter to:
- 1. Convert postscript files to tiff files for <name of conference>
- 2. Add a note at the bottom of each page with the following content:
(©) <name of copyright holder> - Provided by the NASA Astrophysics Data System
- 3. Make the images of the articles electronically available,
free of charge, for all volumes starting 1 year after publication.
NASA Astrophysics Data System
Harvard-Smithsonian Center for Astrophysics
60 Garden Street, M.S. 83
Cambridge, MA 02138
- Send us either a printed copy of the conference proceedings
book or (if available) the set of full-text files used to create
the proceedings. If only a printed book is available, please send
it to Alberto Accomazzi at the address listed above along with the
permission letter. If full-text PostScript or PDF files are
available for all papers, please read on.
- To submit the full-text files with the necessary information
for us to process them, you will need to create a tar or
zip archive and transfer it to our ftp server. This is what
must be included in the archive file:
When in doubt, please contact us for help.
- All the files containing the full-text, including
front-matter (introductory) and back-matter (index) pages if
available. You should make sure that these files are either
in PostScript or PDF format, and that they have been created
using 600dpi or higher resolution fonts. (Note: if you are
using dvips to create the postscript file, you can specify
the options -D600 -Z on the command-line to have 600dpi
- A file named README, containing general information
concerning this publication, the name and email address of
the person submitting the full-text papers to us, and any
additional information we should be aware of.
- A file named PUBLICATION, containing the full name of the
conference or book (you should use the same name given in the
journal field above).
- A file named COPYRIGHT, containing the copyright string
that needs to be displayed at the bottom of each page that
the ADS creates and places online in its article service (please
do not try to include the copyright symboly © since we
already do this for you).
- A file named BIBSTEM, containing the bibliographic
abbreviation for the publication (e.g. ASPC..117
or 2000immm.proc). This should be the same
abbreviation that has been used to create the bibliographic
entries described above.
- Optionally, a PAGEMAP file containing mapping of full-text
file names to page numbers, if these cannot be determined
from the full-text files themselves. Whether or not this is
needed is a function of how the files were originally
created; usually if you used LaTeX and dvips to create the
postscript files then the page numbering displayed on each
page is carried into the postscript files and can be
automatically extracted at least for "regular" pages. Pages
which are part of the front-matter may need to have entries
associated with them.
The format of the PAGEMAP file is the following:
# This is a comment
file1.ps C1-C4 # first file has cover pages 1-4
file2.ps C6 # second file has cover page 6
file3.ps 1-8 8A 9-15 # third file has pages 1-8, insert 8A, 9-15
file4.pdf 16- # fourth file has pages 16 and up
- Create a compressed tar or zip archive containing of all the
full-text files, the README file, and name the file using (if
possible) the standard acronym adopted by the ADS in naming
bibliographic entries for the conference. For example, the
archive file containing papers submitted to the ASP Conference
Proceedings n.117 should be named ASPC117.tar.gz or
ASPC..117.tar.gz. The archive for files containing the
conference 2000immm.proc should be named
- Deposit the tar archive on our anonymous ftp server under the
and notify us. We will contact you with any questions regarding
the full-text processing of the files.
As more conferences are published electronically, editors are turning
to the ADS for long-term archiving of their full text proceedings. We
can agree to this under the following conditions:
- The conference is originally published elswhere (e.g. through a
university or observatory publication, or through another publisher).
- We receive the pdf or postscript files as described above.
- The data have been published at least three years ago.