AEG Foundation

Geoscience Library of Applied Technology

Submit An Item

Basic guidelines for the submission of all documents to
be considered for inclusion in the GeoScience Library:

1)  Contact the Curator FIRST: Should you feel that you have a paper or other archival media item that would be a fine addition to our library please make note of the specific collection that it would logically be cataloged within.  Click that catalog link in the “Content Areas” list in the left margin of this web page.  When the catalog page opens note the name of the curator in charge of that collection.  If the curator has provided an active “Contact Me” or “Contact Curator” link please use that method to offer your document for inclusion.  If no  link has been provided please click on the “Contact Us” link at the bottom of main “Content Areas” list at right and ask to have your letter forwarded to the named curator.

2)  Document Formats: All non-photographic documents must be submitted in PDF format.  These documents may have embedded photos, graphs and diagrams, etc., even audio files, but the final saved file must be in the PDF format.  That means even stand alone Spreadsheets, Graphs, Datatables and PowerPoint presentations must also be converted to PDF format.  Please DON’T submit any business tool files in their native file format:  no ”DOC“, “XLS“, “PPT“, etc. files or their newer equivalents.  Most business suite software today offer the ability to export their native files in PDF format,  ex: DOC-to-PDF (MS Word) or a  WPD-to-PDF (WordPerfect), etc.  Even a PowerPoint presentation file can be converted to PDF.  Consult the documentation for help.   Most full-featured scanners now include an automatic PDF output option that will even group all pages into a single file.

Make sure to name your PDF file using the following basic naming protocol:
author-article namecollection level numberpage level name.pdf

HathewayJohn Barna Ivey 1927-20031Memorials.pdf“.
This example links to an actual file.  Click link to see an example of a typical PDF article.

3)  Photographic Formats: All photos should be submitted in JPG, PNG or GIF format.  Diagrams and data graphs should be converted to PDF format (see above).  Keep in mind that for most general on-screen viewing a photo that is  1024 x 768  in size will be sufficient and will download quickly.  On the other hand a photo of a map that requires high detail or that most visitors will want to zoom in close to view, will need to be uploaded at a higher resolution.  Please consider the needs of your expected viewers and the finite size of our archival storage system as you select that resolution.  At the very least please make sure that you have cropped your high-res images down so only the critical portions will be visible.  Here is a simple example of a poorly cropped photo (2,960 kb) and here is an example of a correctly cropped photo (138 kb).  If the purpose of the photo had been to study a single tepee then there would have been no point in wasting download time and media storage space by also including all of the people on the hill around the tepee… so crop them out !
Tools:  New to photo editing?  Here’s a free Windows tool that might help… “FastStone Photo Resizer“.  This program can crop, rename, rotate, convert formats, change color, add watermarks, borders, text and, of course… resize your photos.
Have a favorite MAC tool?  Send us the link and we’ll add it here.

4)  Key Word List:
In  addition to your donated PDF file please include a single paragraph that consists of the set of KEY WORDS that you feel a visitor to the GeoSci Library would be most likely to type into a SEARCH window as he/she tries to find your paper.   You know the content of your publication better than anyone… so you would be the one best able to list out the most important, topic-relevant words in your paper.  If you are not an official curator for this Library please submit this word list as a separate file or within the email that carries your contributed PDF file.  It does not have to be in PDF format since the curator is going to have to copy and paste your Search List onto a text-based web page anyway.  Be sure to include a “Key Words:” heading so the curator will be aware of your intentions.

The following search terms MUST be included in this section:
(“blue items below.  Quotes not needed)

– The full name of the author.  ex: “Allen W. Hatheway
– The year the article was originally published or written.  ex: “1988
– The full name of the article.  ex: “Montana’s Quake Lake Disaster
– The Content Area you feel this article might go well under.  ex: “5 Hazards

5)  Audio Formats:
We are also able to host audio recordings, perhaps a recorded lecture or historic speech.  Please convert your recorded audio file to the MP3 format to maximize the chance that more of our Library patrons will be able to play the file after downloading it.  The MP3 format can also be loaded onto almost every portable audio player on the market.  There are numerous free utilities available on the Web that will allow you to record from audio tape or convert from one audio file format to another.  Search the web for “
free audio file converter.  Should you find a favorite, please submit it’s name (PC or MAC?) and we will post it here.

6) New Curator “Getting Started” Tutorial: Click HERE to view our “Getting Started” tutorial.

Geoscience Library of Applied Technology