ASEP - Automated registration system

Access to the database

ASEP is a database of publications by the CAS staff.

It contains bibliographic records of the results of scientific research in the CAS institutions since 1985, in full, since 1993.

ASEP is located on the server of Comstron, the company that also manages the database together with the CAS Library. The database is created in the ARL (Advanced Rapid Library) information system.

More information

How to make ASEP entries

The entries of publication activities of the IAP staff are made by the library based on the documents provided by the authors. The library makes the entries throughout the year as soon new publication activity is reported.

ASEP can include entries of any printed or electronic publication – see Types of publications. ASEP also contains records of university theses and applied outputs, such as patents, prototypes, functional samples, maps, certified methods, software, and technologies. ASEP also includes unpublished results, such as conference arrangements.

Once a year, the information in the ASEP database is passed to the Government’s evaluation database, RIV, by the fund providers. Each type of results has a slightly different (more stringent) definition in the RIV. Publications that do not meet the strict RIV conditions are entered as “other’ and not scored in the RIV.

What should be in ASEP

Types of results (with definitions) according to the RIV

Sources for the library

The most important source for the library is the publication full text or a link to it. In most cases, such a source is sufficient to make the entry.

The library also needs the following information.

For publications in English:

  • Basic source – link to the FULL TEXT OF THE PUBLISHED PAPER or its printed or electronic copy;
  • Abstract in English (up to 2,000 characters), if not listed in the work;
  • For anthology texts, a copy of the cover if it is not traceable on the Internet;
  • Keywords in English unless stated in the paper, and if the result is not an abstract (short description of a conference);
  • For conference papers, details whether it was a lecture or just an appearance at the poster;
  • If the grant is not mentioned in the paper, you can specify its number

For publications in Czech:

  • Basic source – link to the FULL TEXT OF THE PUBLISHED TEXT or its printed or electronic copy;
  • Name of the publication in English if not listed in the text – please send it in Word format;
  • Abstract in Czech (up to 2,000 characters), if not listed in the work;
  • Name of the publication in English if not listed in the text – please send it in Word format;
  • For anthology texts, a copy of the cover if it is not traceable on the Internet;
  • Keywords in English unless stated in the paper, and if the result is not an abstract (short description of a conference);
  • For conference papers, details whether it was a lecture or just an appearance at the poster;
  • If the grant is not mentioned in the paper, you can specify its number.

Please indicate your mail to the library with the word ASEP in the subject line. 

When to register

It is a good idea to register the publication as soon as it comes out. If it is first published in electronic form, the entry will be made after it is online and gets the DOI. When the publication is printed, the entry should be edited accordingly. Ideally, the author monitors the publishing activity and informs the library.

Who should be informed

If you work for more affiliations, please inform all the institutions. In case of the IAP, contact fia@ufa.cas.cz.

The referee of the results

For the RIV, each result needs a “reference”. The referee is one of the authors responsible for providing the same data about the same result into the RIV – i.e. the same type of research, way of publication and the reference.

In the ARL system, the referee is always the first author from the Czech Academy of Sciences (CAS). 

Research area code for the RIV

In the ASEP, each result also includes the research area it falls into. It can be selected from the list of research areas for the RIV. It is usually possible to classify the result by the grant listed in the publication (grants are allocated to research areas).