[Project Name] Project Profile: Specifications for Metadata Creation

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1 [Project Name] Project Profile: Specifications for Metadata Creation This document provides specifications relating to metadata creation for a specific digital project. Contextual information pertaining to the collection(s) being described will be provided in the Contextual Information section, and pathway links to the digital assets, metadata worksheet, and instructions will be posted under the Project Files section. The Metadata Guidelines section should be revised based on the project s metadata needs. For example, superfluous fields should be removed, whether a field is required or recommended should be updated, and, if possible, values should be changed to reflect project information. This is especially useful for students who are creating metadata but have not had extensive training in doing so. Contextual Information Collection finding aid, if any Catalog record(s), if any Collection folder, if any Other pertinent reference information Project Files Digital image files Metadata worksheet Metadata mapping worksheet Controlled vocabulary for project Standards used for project Level of quality control [Provide link here.] [Provide link(s) here.] [Provide pathway link here, if digital.] [Provide link(s) here. This can include links, for example, to webpages with historical or biographical information.] [Provide pathway link here.] [Provide pathway link here.] [Provide pathway link here.] [Provide pathway link here.] [Provide the standards used for the project and for which fields they will be used.] [High, medium, or low level of quality control. See the Metadata Quality Control Guidelines for guidance.] MODS Metadata Guidelines Field name (contributing repository) Required Definition Name of the repository contributing the digital asset(s) for publication. However, this may also be the name of partner repositories, who are contributing to a collaborative digital project. Value Name of the contributing repository s UCLA Library Special Collections Braun Research Library and Archives, Autry National Center Field relateditem (finding aid or catalog record url) Required Definition Permalink of the finding aid for the collection to which the item belongs or the permalink of the item s catalog record 1 P age

2 Value s Finding aid or catalog record permalink Field relateditem (collection name) Required, if any Definition Name of the collection to which the item belongs, if any. Value Collection name Dorothy Green papers Friends of the Los Angeles River records Field identifier Required Definition Every digitized page will be assigned a unique file name, utilizing the following file naming convention: Uclalsc_coll_b000n_f000x_00y_00z. coll = collection number 000n = box number 000x = folder number 00y = item number 00z = page number, if the item has multiple pages Value Multi-page items are typically combined into a single PDF. The PDF receives the file name Uclalsc_coll_b000n_f000x_00y. For multi-page items, the PDF file name should be recorded in the identifier field. Uclalsc_coll_b000n_f000x_00y Collection 2215, box 3, folder 10, first 3 single-page items: Uclalsc_2215_b0003_f0010_001 Uclalsc_2215_b0003_f0010_002 Uclalsc_2215_b0003_f0010_003 Each of these items would receive their corresponding file name. Collection 2215, box 106, folder 1, first multi-page item: Uclalsc_2215_b0106_f0001_001_001 Uclalsc_2215_b0106_f0001_001_002 Uclalsc_2215_b0106_f0001_001_003 Uclalsc_2215_b0106_f0001_001_004 Each of the pages will receive their corresponding file name. However, what will be recorded in the identifier field is Uclalsc_2215_b0106_f0001_001, which is the file name of the aggregate group. This is also the file name that would be given to the PDF of the aggregated pages. Field titleinfo Required Definition A word, phrase, character, or group of characters that names the resource being described. Guidelines Titles may appear on the resource (existing title). If the title does not appear on the 2 P age

3 resource, they may be supplied by the metadata creator (supplied title). The Land of Little Rain [existing title] Letter from John Randolph Haynes to William Mulholland [supplied title] Owens Valley River Gorge [supplied title] Field name (personal) Required, if any Definition The name of the individual or family who created the resource. Guidelines Names should be taken from a standard naming authority file. These authority files include the LCNAF (Library of Congress Name Authority File), VIAF (Virtual International Authority File), and ULAN (Union List of Artist Names). There are many more naming authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCNAF unless directed otherwise; some collections will be better served using other authority files. For example, for creators in the Sheet Music collection, utilize ULAN. To find a name in LCNAF, use the following steps: 1. Go to 2. Click Search Authorities. 3. In the search box, type the name of the creator. 4. Just below the search box, ensure that Name Authority Holdings is selected. 5. Click Begin Search. 6. Typically, the search results will show multiple records for the creator you ve searched for. This is because there are records that make reference to the creator you ve searched for or, in most cases, there are a number of people with the same name. To confirm that you have the correct individual, check the birth and death dates sometimes given alongside the name against the birth and death dates of the creator you ve searched for. For example, the John Randolph Haynes that I ve searched for was born in 1853 and died in A cursory glance of the search results confirms that the first record is the one I m looking for. 3 P age

4 7. To make doubly sure that you have the correct person, or if birth and death dates are not available (like with John Robert Haynes above), then click on the red button with the text Authorized Heading. (Authorized names of creators are designated with the term authorized on the red buttons.) 8. Then select the link to view the authority record. The following page provides additional information about the creator, including the names of books they published. This should provide you with the confirmation needed to ascertain if the creator in the record is the one you are searching for. 9. If the authority record does not provide you with the confirmation you need, enter in a supplied name for the creator, utilizing the following format: Surname, First Name, Date Born-Date Died Surname, First Name, Relationship (as in Jr. or Sr.) 4 P age

5 Surname family (if the creator is a family) Names may include dates, but dates are not required. If you have questions about how to format supplied names, refer to Describing Archives: A Content Standard (DACS), chapter 10, section 1. DACS also refers to AACR2, RDA, and ISAAR (CPF) as providing standardized formats for creating supplied names. Haynes, John Randolph, [from LCNAF] Kennedy, John F., Jr., [from LCNAF] Peregrine family [supplied name, locally created] Field name authority (personal) Required, if any Definition The authority file where you found the name. lcnaf [for authorized names that come from the LC Name Authority File] viaf [for authorized names that come from the Virtual International Authority File] ulan [for authorized names that come from the Union List of Artist Names] local [for locally supplied names] lcnaf [for the name, Haynes, John Randolph, 1853-] local [for the name, Peregrine family] Field name (corporate) Required, if any Definition The name of the corporation or organization who created the resource. Guidelines Names should be taken from a standard naming authority file. Please follow the guidelines for name (personal). If the authority record does not provide you with the authorized name of the organization you are looking for, refer to AACR2, RDA, and ISAAR (CPF) as providing standardized formats for creating supplied corporate names. Friends of the Los Angeles River [supplied name, locally created] Los Angeles (Calif.). Department of Public Works [from LCNAF] Field name authority (corporate) Required, if any Definition The authority file where you found the name. lcnaf [for authorized names that come from the LC Name Authority File] viaf [for authorized names that come from the Virtual International Authority File] local [for locally supplied names] local [for the organization name, Friends of the Los Angeles River] lcnaf [for the organization name, Los Angeles (Calif.). Department of Public Works] 5 P age

6 Field origininfo (date created) Required, if any Definition The date that the resource was created. This field is used for resources that are unpublished. Guidelines To format dates, use the following guidelines: Year YYYY Single date range MMMM DD, YYYY Date range Between MMMM DD, YYYY and MMMM DD, YYYY Circa Circa YYYY Approximate dates XX century YYYYs Year 1985 Single date range April 02, 2002 Date range Between September 19, 1964 and October 1, 1972 Circa Circa 1670 Approximate dates 17th century 1920s Field origininfo (date published) Required, if any Definition The date that the resource was published. This field is used for resources that are published. Guidelines Follow the guidelines above. Refer to the examples above. Field origininfo (publisher) Recommended, if any Definition The publisher of the resource. This field is more typical to published resources, such as newspaper articles, reports, books, etc. Guidelines Follow the guidelines for finding authorized names above. Los Angeles Times (firm) [from LCNAF] Field origininfo (place) Recommended, if any Definition The location in which the resource was published. This field is more typical to published resources, such as newspaper articles, reports, books, etc. Guidelines Place names should be taken from a standard authority file and/or thesaurus. These authority files and thesauri include the LCNAF (Library of Congress Name Authority File) and TGN (Thesaurus for Geographic Names). There are many more authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCNAF unless otherwise directed; some collections will be better served using other authority files. To find a place name in LCNAF, use the steps that are outlined for finding personal or corporate names. Search tips are provided on the LCNAF search page. Los Angeles (Calif.) Boston (Mass.) Buffalo (N.Y.) 6 P age

7 Field genre Required Definition The format of a resource. Guidelines Genre terms should be taken from a standardized thesaurus. These thesauri include the AAT (Art and Architecture Thesaurus) and TGM (Thesaurus for Graphic Materials). There are many more thesauri, but these are the most commonly used ones. For LSC digital projects, stick with AAT unless otherwise directed; some collections would be better served using other thesauri. To find a term in AAT, use the following steps: 1. Go to 2. In the search box, type the genre term you would like to use. 3. Click search. 4. Unless you ve searched for a very narrow term, a number of search results may come up. Search through the results for the term that most closely reflects the format of the material. 5. Choose a term that is not enclosed by brackets (<>), which signify a hierarchical position, through which your search can be narrowed. 7 P age

8 bulletins interviews newsletters Field genre authority Required Definition The authority file where the genre term was found. aat [for authorized terms that come from the Art and Architecture Thesaurus] lctgm [for authorized terms that come from the Thesaurus for Graphic Materials] aat [for the term agreements] lctgm [for the term contact sheets] Field language Recommended Definition The language in which the content of the resource is expressed. Guidelines Use the name sequence (the bolded, full language name) as listed in the MARC Code List for Languages: English Mongolian, Middle (13 th -16 th centuries) Sango (Ubangi Creole) Field physicaldescription (extent) Recommended Definition Number of pages, duration, or dimensions of the resource. Guidelines Use standards, like DACS, to format the physical description field. 52 pages 13 x 46 inches 29 minutes 4 megabytes 8 P age

9 Field physicaldescription (digital origin) Recommended Definition A designation of the source of the digital file important to its creation, use, and management. born digital [a resource that was digitally created] reformatted digital [an original non-digital resource created by digitization] digitized microfilm [a microfilm resource created by digitization] digitized other analog [a resource created by digitization another form not covered above, such as transparencies, slides, etc.] born digital [for an ] reformatted digital [for a digitized pamphlet] Field abstract Recommended Definition A concise summary of the resource. It should be about one to two sentences long. Guidelines N/A Television journalist tells story of Los Angeles conquering Owens Valley, as well as of a history of violence and sabotage of the aqueduct. Field subject (topic) Recommended Definition Describes what the resource is about. Guidelines Subject terms should be taken from a standard authority file and/or thesaurus. These authority files and thesauri include the LCSH (Library of Congress Subject Headings), AAT (Art and Architecture Thesaurus), TGM (Thesaurus for Graphic Materials), and MeSH (Medical Subject Headings). There are many more naming authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCSH or AAT unless otherwise directed; some collections will be better served using other resources. For example, for collections from Biomed Special Collections, utilize MeSH. To find subject terms in AAT, use the guidelines above for finding genre terms. To use LCSH, follow internal guidelines for creating LC subject headings. Water-supply--California--Los Angeles Aqueduct Environmental impact analysis Field subject authority (topic) Recommended Definition The authority file where the subject term was found. lcsh [for authorized terms that come from Library of Congress Subject Headings] aat [for authorized terms that come from Art and Architecture Thesuarus] lctgm [for authorized terms that come from the Thesaurus for Graphic Materials] mesh [for authorized terms that come from the NIH Medical Subject Headings] local [for terms that are locally created and supplied] lcsh [for the term Art and social action--history] MeSH [for the term Smallpox--drug therapy] 9 P age

10 Field subject (geographic) Recommended Definition The significant names of geographic locations that are the subject of, or that are represented it, on or by the resource. Guidelines Subject terms (geographic) should be taken from a standard authority file and/or thesaurus. These authority files and thesauri include the LCNAF (Library of Congress Name Authority File) and TGN (Thesaurus for Geographic Names). There are many more authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCNAF unless otherwise directed; some collections will be better served using other authority files. To find a place name in LCNAF, use the steps that are outlined for finding personal or corporate names. Search tips are provided on the LCNAF search page. Los Angeles Aqueduct (Calif.) Los Angeles River (Calif.) Field subject authority (geographic) Recommended Definition The authority file where the subject term was found. lcnaf [for authorized terms that come from LC Name Authority File] tgn [for authorized terms that come from the Getty Thesaurus of Geographic Names] local [for terms that are locally created and supplied] tgn [for the term Gorod Moskva (metropolitan area)] local [for the term Colorado River Aqueduct (Calif.)] Field subject (name) Recommended Definition The significant names (personal, corporate, family, event) that are the subject of, or that are represented in, on or by the resource. Guidelines Follow the guidelines for finding authorized names above. Médecins sans frontières (Association) [from LCNAF] United States. President ( : Coolidge) [from LCNAF] Field subject authority (name) Recommended Definition The authority file where you found the name. lcnaf [for authorized names that come from the LC Name Authority File] viaf [for authorized names that come from the Virtual International Authority File] local [for locally supplied names] local [for the name Eaton, Frederick] viaf or lcnaf [for the name Darwin, Charles, ] 10 P age

11 Field subject (geographic coordinates) Recommended Definition Latitude and longitude for either where the resource was produced or the geographic area that is represented in, on or by the resource. The project team should determine what to record in this field. Guidelines Two resources may be used to find geographic coordinates: Wikipedia and Geonames. For Wikipedia, use the following directions: 1. Go to 2. Type in the place name in the search box. Click search. 3. In most cases, the Wikipedia entry will have the coordinates for the place in question. The coordinates are either at the top right of entry or in the infobox. 4. Click on the coordinate, which will take you to a GeoHack page for the place entry. Use the coordinates that are represented as decimal degrees, rather than degrees, minutes, seconds. To find coordinates using GeoNames, follow these guidelines: 1. Go to 11 P age

12 2. Enter the place name in the search box. Try to be as specific as possible. Click search. 3. Find the entry that best represents the place you are searching for. It will typically be the first entry. 4. Make a note of the number of the entry that you are interested in. Click on the entry name. This will take you to a map of the place. There will be, most times, many pins pinpointed on the map. 5. Find the number associated with your entry and click it. A box with information about the place, including the coordinates represented as decimal degrees, will pop up. 12 P age

13 , [for Hollywood (Calif.)] Field note (preferred citation) Required Definition Preferred format for citing the resource being used or referred to by users. Value [Identification of Item], [Collection name] ([Collection number]). UCLA Library Special Collections, Charles E. Young Research Library. The Los Angeles River Field Study Handbook, Friends of the Los Angeles River records (Collection 2215). UCLA Library Special Collections, Charles E. Young Research Library. Field accessioncondition Required Definition Information about the intellectual property rights associated with the resource. Guidelines Refer to the donor agreement to ascertain the rights associated with a collection. For items that are in the public domain, use the following values: public domain public domain - dedicated [rights holder has dedicated the item in the public domain] public domain US federal government [produced by the US Federal Government 1 ] For items that are copyrighted, enter the following statement: Protected by the U.S. Copyright Law (Title 17, U.S.C.). Distribution or reproduction beyond that allowed by fair use requires the written permission of the copyright owners. Responsibility for obtaining permissions, and for any use rests exclusively with the user. For items in which the UC Regents hold the rights, the statement used depends on current policy. Some items for which the UC Regents hold rights receive a Creative Commons License. Others receive the statement above. For each digital project, check with your supervisor in order to ensure that rights are correctly represented. 1 Not all resources produced by the US Federal Government are in the public domain. There are exceptions, which are outlined in the Risk Analysis Guidelines. 13 P age

14 public domain - US federal government [for notes created by WPA Federal Writers project worker] Protected by the U.S. Copyright Law (Title 17, U.S.C.). Distribution or reproduction beyond that allowed by fair use requires the written permission of the copyright owners. Responsibility for obtaining permissions, and for any use rests exclusively with the user. [for publication produced by the US Postal Service] Field accessioncondition (copyright.status attribute Required copyrightmd schema) Definition Indicates the copyright status for the resource. copyrighted [under copyright] pd [under the public domain] pd_usfed [produced by US Federal Government] pd_holder [rights holder has dedicated the item in the public domain] pd_expired [expiration of copyright based on US law] unknown [copyright status is unknown] unknown [for orphan work] Field accessioncondition (publication.status attribute Required copyrightmd schema) Definition Indicates the publication status for the resource. published [resource is published] unpublished [resource is unpublished] unknown [publication status is unknown] unpublished [for letter from Mary Austin to Carey McWilliams] NOTE: Some fields like subjects, genres, and names will have multiple entries recorded. For example, a report may have multiple creators, or a letter may have attachments, which include a photograph, agreement, etc. In these cases, record the multiple entries in the same field, but separate them with semicolons. There should not be a space on either side of the semicolon. For example, for a resource that refers to multiple geographic areas, the geographic subject entry looks like this: Owens Valley (Calif.);Los Angeles (Calif.);Los Angeles Aqueduct (Calif.). 14 P age