October 7, 2013 Kourtney Blackburn

Transcription

1 October 7, 2013 Kourtney Blackburn

2 Today s Goals Develop a better understanding of how each metadata field applies to your digital items and how you can use them to enhance discovery for users Become comfortable creating metadata for your NY Heritage items based on the NY Heritage Metadata Standards Familiarize yourself with updating existing metadata as standards change

3 Today s Agenda Review different metadata types and their value Learn about metadata fields for NY Heritage Create metadata for fields with sample items in small groups Discuss as large group

4 Types of Metadata Descriptive: describes the resource Structural: specifies how objects are arranged Administrative: provides information to manage a resource Rights management Preservation Technical

5 NY Heritage Metadata Template Generated for you by your RRLC NY Heritage representative Contains all of the metadata fields and their properties (Upload requirements, controlled vocabularies, DC map, hidden fields, etc.) Housed in CONTENTdm Online Administration, but populates in CONTENTdm Project Client Contains 29 fields

6 Why use the NY Heritage Metadata Template? Consistency! It provides Better discoverability/interoperability within NY Heritage and the WorldCat Digital Collection Gateway Better context and increased meaning for users Increased organization for users/participants and for Digital Preservation System

7 General Guidelines Be consistent Use Project Client tools to help you! Don t use a field for anything other than its intended info Leave fields blank if there is no metadata to enter Exceptions: Creator, Date of Original Separate multiple entries in a field with a ; and a space E.g. Buildings; animals CONTENTdm should automatically do this for you Don t use carriage returns (enter), tabs, or HTML tags

8 Most importantly Create metadata with your users in mind Some fields aren t required, but why leave them blank if you have information for them? Metadata is not a one-and-done activity Standards evolve and change to best-serve users and preserve information New dictionary coming soon Sometimes we have to update our metadata Metadata Cleanup Month

9 Controlled Vocabularies What are they? Lists of standardized terms for metadata fields that help ensure consistency and improves quality of users search results When used, they create hyperlinked metadata so people can search the term across NYH: vs. Show up within CONTENTdm s Item Editing Tab if you click on a metadata field that has a Controlled vocabulary assigned

10 Controlled Vocabularies Open up item editing tab in CONTENTdm, select the field, and double-click a term on the right to add it from a CV:

11 Field 1: Title Brief descriptive phrase Required for upload Must be unique Often must be supplied by person uploading Sorted on NY Heritage alphanumerically Dates need to be in YYY-MM-DD format if included Do not include brackets

12 Title: The Good and the Bad Postcard001 with rips and coffee stains not easily identifiable/telling portion of title should be in Description Field RRLC Pizza Night Promotional Postcard identifiable, brief RRLC Postcard August 2012 & February 2012 will be sorted incorrectly RRLC Postcard & identifiable, brief, will be sorted correctly

13 Field 2: Description Account of the content of the item May include abstracts, ToC, captions, inscriptions, or facts about the item itself Good opportunity to include colloquial keywords What might people enter in the search box to find the item? Not the field for background about digitization specs or physical size specs

14 Field 3: Creator Entity primarily responsible for making content of original item Enter as: Last, First, Middle, Birth-Death years if possible Select from LCNAF first, then ULAN Nicknames/titles/honorifics go in Description field May put unknown or leave blank Hierarchy: larger components come first if more than one creator equally responsible

15 Creator: The Good and the Bad Miss Clara Angel of the Battlefield Barton Title not needed Nicknames used in Description Field only Barton, Clara, Correct order of name, birth/death dates American Red Cross ; Barton, Clara, Organization is first as it is larger component, correct order of name and birth/death dates for personal name Clara Barton ; American Red Cross Name displayed incorrectly, hierarchical organization incorrect

16 Field 4: Subject Describes what the item is and is about (a topic of the content of the item) NY Heritage doesn t adhere to one controlled vocabulary, but asks you select terms from one: AAT, LCNAF, LCSH, MeSH, TGM For multiple subjects, separate with a semicolon and space: New York State; National Parks Colloquialisms may go in Description field

17 Field 5: NY Heritage Topic Broad topical categories that help general users find items on areas of interest ( May select up to 3 terms per item from NYH Topic CV Dictionary contains examples of what could go under each NY Heritage term Replaces FLAG topics

18 Field 6: Location Geographic location as a subject of the work Represents location in/regarding the work, not from where work was derived Use LCSH or TGN for terms Town County State or City Country (Non-US) Fairport Monroe County New York Tokyo Japan If unknown, leave blank

19 Field 7: Contributors Secondary entity other than the creator responsible for content E.g. editor, illustrator, translator Select term from LCNAF first, then ULAN Role included in parentheses after name Last, First, Middle, Birth-Death Dates for people (role) Jones, David Lee (Editor) If unknown, leave blank

20 Person that made the original item available (not digitizer) Select terms from LCNAF Can be a person, organization, or service May be same person as creator If unknown, leave blank Field 8: Publisher of Original

21 Field 9: Date of Original Date of creation or availability of original item Not of digitized item Include actual date, date range, or unknown Don t leave blank If you have to guess, note in Description field YYYY-MM-DD (ISO 8601 format)

22 Date of Original Format Examples ? (approximation of circa date) (date range- note in Description field)

23 Field 10: Time Period Era of the item s content/period Helps users find items of a certain date ( Usually a time period (period, date, or range) or jurisdiction (named administrative entity) If unknown, leave blank

24 Field 11: Physical Format Subset of Type field CV in Appendices in NYH Metadata Dictionary Helpful to select this field before Type, as Type field term is then selected by default Example

25 Field 12: Physical Description Physical manifestation of the original item Description of physical characteristics may be drawn from Title/Description Fields Include physical measurements (size, height, length) in inches and centimeters Stereopticon Card ; 3 x 5 in. (7.7 x 12.7 cm) For born-digital items, note file size and pixels

26 Field 13: Local Location Location from which the uploaded item derived Can be just a collection, a specific physical location in which the item is housed, or both RRLC Photograph Collection Box 3

27 Field 14: Type General category describing the genre of content CV in Appendices in NYH Metadata Dictionary May use more than one term if needed Video/Movie= Moving Image; Sound Physical Object is only for 3D objects May be helpful to select Physical Format term first

28 Practice Metadata 2 digital objects: Creation One of yours One supplied on next slide Practice assigning metadata to fields discussed so far

29 Former employee from the Rochester Regional Library Council Janet Welch is standing next to a colleague at an RRLC Annual Event from Rochester, NY. This image could range from The physical photo is held at the Rochester Regional Library Council, and anyone interested in seeing it can contact rrlc@rrlc.org. This file, name being rrvet002.tif, should not be used for anything other than educational purposes. Kourtney Blackburn scanned this image using a Flip Pal Scanner for the RRLC Test Collection. Collection ID=VRR001

30 Field 15: Language Language of the intellectual content of an item May be printed or audio Select terms from ISO May have multiple terms Eng; ger; hin If unknown/not applicable, leave blank

31 Field 16: Format of Digital Digital format of the object/ format of the file you are uploading Terms selected from MIME Media type followed by file type Image/tiff Audio/mp4 Video/wav

32 Field 17: Identifier Unambiguous reference to help you identify your item within your collection (and all others) Less meaning for the user Alphanumeric string of 8 or fewer characters recommended

33 Identifier: The Good and the Bad Sampleidentifier01 More than 8 characters Leading 0 only allows for up to 99 items in the collection Samp_001 CDM truncates terms with hyphens/underscores Samp 001 Spaces not recommended for consistency RTCP001 Identifiable (RRLC Test Collection Photos) No hyphens, spaces, or underscores 8 or fewer alphanumeric characters Allows for large number of items in collection (up to 999)

34 Field 18: Collection ID ID based on your OCLC symbol and the number of the collection being added to NY Heritage Required for upload Hidden to the user Helps distinguish collections in NY Heritage Given to you by RRLC when you create a new collection

35 Field 19: Holding Institution Institution where item is physically located, or private donor name Should be entered in consistently to ensure discoverability Rochester Regional Library Council for all items, not RRLC for one and Rochester Regional Library Council for another

36 Field 20: Contact Information Contact information for the holding institution Include contact information such as: institutional address phone number for contact person website address Avoid carriage returns, tabs, HTML tags except: <br> tag in between types of contact info to create a new line of text RRLC <br>rrlc@rrlc.org = RRLC rrlc@rrlc.org

37 Field 21: Publisher of Digital Entity responsible for making the digital item available May/may not be the same as Holding Institution May be a person, organization, or service If needed, add Digitized by for disambiguation

38 Field 22: Date of Digital Date digitized into a digital file Hidden to the user ISO 8601 format for dates (YYYY-MM-DD) (preferred)

39 Field 23: Digital Collection Name of digital collection contributed to NY Heritage Not the name of the participating institution May be different than physical collection title Each collection has a collection ID Agree upon consistent digital collection title when discussing new collection with RRLC Found on thumbnail on

40 Field 24: Library Council Rochester Regional Library Council is used for participants in Livingston, Monroe, Ontario, Wayne, and Wyoming Counties

41 Field 25: Notes Field for any notes about any item, digitization process, or any other information not appropriate for other fields

42 Field 26: Rights Information about rights held in and over the item May contain a rights management statement Intellectual Property Rights Copyright Property Rights May contain link to website with rights statement Important to include, but users can t make assumptions if blank

43 Field 27: Technical Data Information about the digitization process of an item Important for long-term maintenance If unknown, leave blank (not recommended) May be used in multiple fields Include information regarding software, hardware, and general process of digitization of item Also important for born-digital items (equipment-camera type, etc. )

44 Field 28: Transcript Full-text search /large field available If uploading a transcript into CDM, must be a.txt file OCR License for Council available Not needed if brief text is on item

45 Field 29: File Name File name for the item you are uploading Required for upload May automatically generate in CDM with template Uniqueness Leading zeros (001, 002) Avoid uppercase letters, blanks, and more than one _ or Limit to 8 characters and extension (.jpg,.txt) Alphanumeric characters VRRpc001.tif Descriptive or non-descriptive

46 Practice Metadata Creation 2 digital objects: One of yours One supplied on next slide Practice assigning metadata to remaining fields Upload to CDM Administration for Approval

47 Former employee from the Rochester Regional Library Council Janet Welch is standing next to a colleague at an RRLC Annual Event from Rochester, NY. This image could range from The physical photo is held at the Rochester Regional Library Council, and anyone interested in seeing it can contact rrlc@rrlc.org. This file, name being rrvet002.tif, should not be used for anything other than educational purposes. Kourtney Blackburn scanned this image using a Flip Pal Scanner for the RRLC Test Collection. Collection ID=VRR001

48 Review of Metadata

49 Questions? Kourtney Blackburn, Librarian Metadata Template Metadata Dictionary Metadata entering techniques