Records are submitted through the Dashboard of the Submit page. To access the Submit page, registered users need to sign in with their e-mail and password.
Submission of a record consists of the following 4 steps:
This is the core section in the online process to submit your selected record to the Clearing-House. Some fields provide descriptive text to assist you in entering information correctly. The fields can be free text, drop-down lists or multiple choice options. Mandatory fields are indicated with a red asterisk (*). You can also save your record as a draft and share that draft with colleagues. You can also access the offline common format (downloadable Word file that contains the same fields as the online “Submission form”).
In this last step, you will proceed to publish your record. When you click on “Publish”, you will see one of the following two buttons, depending on your user role:
The Publish button appears if you are a BCH National Focal Point (BCH-NFP) or ABS Publishing Authority (ABSCH-PA) and submitting a National Record. BCH-NFPs/ABSCH-PAs are the only users who are authorized to publish National Records.
The Request Publication button appears for all registered users, including BCH-NFPs/ABSCH-PAs (if they are submitting a Reference Record). When you click on Request Publication, a pop-up text box appears in which you may wish to enter any additional text to include with your request.
Once the record has been validated and published, the submitting user will receive an automatic e-mail notification that the record has been made public. In some cases, the user may receive a request for changes prior to validation.
Some records require validation prior to their publication in the Clearing-House.
National Records submitted to the Clearing-House by a National Authorized User or National Focal Point (for CPB or ABS) must be validated and published by the BCH-NFP/ABSCH-PA.
Reference Records submitted by any user (including BCH-NFP/ABSCH-PA) are sent to the Secretariat. It is then the responsibility of the Secretariat to ensure the accuracy and completeness of these records prior to their publication. Thus, Reference Records are published by the Secretariat only.
Contacts (CON) are the only records that can be published by any (national or general) registered users.