• If you are citizen of an European Union member nation, you may not use this service unless you are at least 16 years old.

  • Finally, you can manage your Google Docs, uploads, and email attachments (plus Dropbox and Slack files) in one convenient place. Claim a free account, and in less than 2 minutes, Dokkio (from the makers of PBworks) can automatically organize your content for you.


Historical Images Metadata Creation Guidelines

Page history last edited by Amanda Focke 3 years ago
  • Do not use square brackets or any other markup normally used in AACR2 to indicate missing or incorrect information.
  • Do not add any ending punctuation at the end of fields, unless stated otherwise.
  • Do not use abbreviations. Please spell out words completely.
  • Do not use a semi-colon to separate entries. Please put each entry in a new additional field.
  • The preferred citation format (system generated) in the IR is: "dc.title," dc.date.issued. dc.publisher, dc.identifier.uri.


Beginning 2013 August 19, newly applied subject headings will not be separated by space-dash-dash-space (topic -- topic), but will instead be separated by two dashes with no surrounding spaces (topic--topic). This is the format used by most online subject heading sources. Following the format used by the majority of our sources will make reuse less error prone and will also allow for simpler quality control steps. We plan to normalize LCSH subject heading formation across the entire IR in the near future.



dc.title (required)

The constructed title of the resource, used for search results displays and prominent headings. For this project it is not a repeatable field. Enter any additional titles in dc.title.alternate.

  • Examples:
    • "How to build a stadium in nine months" newsclipping
    • Rice Institute football team of 1912, photograph


Construct dc.title as appropriate for the item (using Describing Archives: A Content Standard DACS as a guide):

DACS 2.3.3. "When supplying title information, compose a brief title that uniquely identifies the material, normally consisting of a name segment, a term indicating the nature of the item being described..."


As suggested above,  is helpful to include the format of the item in the title (which helps describe the "nature" of the item), which most of the time will be "photograph" but sometimes other types.


    Print of Rice Institute hand drawn campus map - more details are then given in the dc.description field
    Rice Institute football team of 1912, photograph


Any additional title information, as needed. Optional.


If you think that the title constructed in dc.title or given on the resource itself is not descriptive enough, you can add additional dc.title.alternative fields, as many as you think the resource needs.

If there is a title given on the resource itself, transcribe it exactly.

If the title contains a subtitle, separate them with space-colon-space (see examples).

If the title begins with a direct or indirect article (the, a, an) include it. Do not drop it off.

Do not use any square brackets or other AACR2 markup/punctuation.



Publisher of the original resource.


For any resource published at Rice Institute or Rice University, or published specifically for a Rice-related function (seem to be routine photo-documentation of Rice people, places, things, events which would count as Rice produced / work for hire - this will be most cases), use Rice University.


  • Rice University



Use LCNAF (Library of Congress Name Authority File) format (last name, first name, initial, dates). Do not include relator terms (editor, illustrator, etc.).

If copying and pasting from Connexion or other such source, remember to remove any subfield encoding (delimiters).


  • University of Houston
  • Lovett, Edgar Odell, 1871-1957


You may delete or edit the metadata in dc.contributor.publisher if needed. For example, photocopies of newspaper clippings will have multiple publishers, and are not likely to be Rice University. In this case, clear the dc.contributor.publisher information entirely. If it seems important, you may include the names of known newspaper publishers in dc.description, but it is not necessary.



Photographer's name


  • Woodside, William Bryan, 1822-1900


Only used when describing photographs.

Follow the formatting instructions given under dc.contributor.publisher.



Author's name


Only used when a resource has an actual named or known author. For example, an item which is a matriculation address given by a named person.

Follow the formatting instructions given under dc.contributor.publisher



Required. Used for navigation and classification purposes, to indicate the item's community/collection in DSpace

  • Events
  • Key Documents
  • People
  • Places
  • Sports
  • Various



Library of Congress Subject Headings. Separated from the other LCSH terms for quality control purposes.


All records should have the subject heading

  • Rice University--History


All Lovett World Tour records should also have:

  • Lovett, Edgar Odell, 1871-1957--Travel||William M. Rice Institute--Travel||Lovett World Tour (1908-1909)




Library of Congress Subject Headings (Topics, Names used as subjects, etc.)


Separate subject term elements with two dashes (no spaces), as in the example below. 

  • Rice University--Faculty


Rice faculty members receive the following kinds of headings, in order to facilitate searching for "faculty" in general and/ or by a specific academic subject, department or school at Rice.  
a) person's name 
b) person's name--Faculty 
c) Rice University--Faculty or William M. Rice Institute--Faculty 
d) the 'valid' name for the department (e.g. Rice University--Dept. of English - see list on project server) 
e) a further LCSH indicating the specific type of discipline: (e.g Anthropologists--Texas--Houston ; Physicists--Texas--Houston ;  Historians--Texas--Houston  



The description of the physical resource. 

Do not use abbreviations (“pages” not “p.”).

Spell out any numbers.

Use 4-digit years for date ranges ("1946-1947" not "1946-47")

You may use ending punctuation in dc.description.

  • Example: "8x10 black and white photograph"





Description of historical context of resource, if known.

  • Example: "The S.S. Rice Victory, a 10,500 ton Victory ship, was named for the Rice Institute and was built by the California Shipbuilding Corporation. It was christened June 16, 1945 by Mrs. Walt Disney. Shown left to right: Diane Disney, Mrs. Spencer Tracy (matron of honor), Mr. Walt Disney, Sharon Disney (flower girl), Mrs. Walt Disney, Rev. Oscar F. Green (Rector of All Saints Episcopal Church, Palo Alto, representing Rice Institute)and Mr. John A. McCone (President, California Shipbuilding Corporation). "



dc.date.issued (required)

The date of the creation of the original resource, as best can be determined.

This is necessary for date sorting function in our system.

Use Date and Time Formats (W3C-DTF) http://www.w3.org/TR/NOTE-datetime/

( e.g. YYYY or  YYYY-MM or YYYY-MM-DD)

You may NOT say "circa" here or use other such words. Enter a year here and then also use dc.date.original to express ranges of dates such as "1960s" or "Circa 1935".



OPTIONAL. Textual field for providing explanation of approximate dates or when wish to express date in a human readable terms for display purposes. 

You may use "circa" and other such words here to express ranges of dates such as "1960s" or "Circa 1935".

Our system does NOT use this date to sort by, it uses dc.date.issued, which requires a YYYY-MM-DD format.


dc.type.genre (required)

Terms for the description of the physical nature of the resource.

Use these terms from the AAT list for this project.   Remember: AAT terms are not capitalized.

photographs  (if using Shared Shelf, create linked data by clicking the book icon and entering this number - 300046300 - and clicking to link and append)



Easy-Reference Glossary : Other Terms you might use


Be sure and look in the actual Art and Architecture Thesaurus if you think these terms do not work for your item.


  • booklets -- Small books consisting of a few sheets that are glued, stitched or stapled together between thin card or paper covers.
  • books -- Items comprising a collection of leaves of paper, parchment, wood, stiffened textile, ivory, metal tablets, or other flat material, that are blank, written on, or printed, and are strung or bound together in a volume.
  • broadsides (notices) -- Sizable single-sheet notices or advertisements printed on one or both sides, often chiefly textual rather than pictorial, and printed to be read unfolded. For the format in which the sheet is not folded, use "broadsheet (format)." For folded sheets having printed matter that generally does not cross the folds, use "folders (printed matter)".
  • cards (information artifacts) -- Rectangular pieces of stiff paper or plastic, usually of standard dimensions, used as a support on which information is typed, written, or transcribed. This term is not the same as "invitations".
  • clippings (information artifacts) -- Illustrations, pages, articles, or columns of text removed from books, newspapers, journals, or other printed sources and kept for their informational content.
  • documents  -- Physical or digital representations of a body of information designed with the capacity to communicate. In its broadest sense, "documents" include any item amenable to cataloging and indexing, that is, including non-print media.
  • drafts -- Preliminary or tentative versions of documents.
  • ephemera  -- Items manufactured for a specific, limited use, and usually intended to be discarded thereafter, such as printed material of interest for its appearance, association, design, or documentation produced in connection with art exhibitions, etc.
  • invitations -- Engraved, printed, or written expressions requesting a person's company at a certain event at a given time and place
  • leaflets (printed works) -- Small printed works consisting of one small-sized leaf of paper folded and not stitched or bound, containing printed matter, chiefly for gratuitous distribution.
  • lists (document genres) --  Transcribed collections of numbers, names, or other text indicating tallies of concepts collocated for any particular purpose.
  • pamphlets -- Independent publications consisting of a few leaves of printed matter folded or fastened together but not bound, often with no cover or a paper cover. For smaller printed works, of one sheet folded and not stitched or bound, use "leaflets."
  • pictures (two-dimensional representations) -- Two-dimensional representations of persons, animals, objects, places or phenomena, typically such representations in the media of painting, drawing, photography, film, or in digital formats. Use this at all? Maybe the drawing of the owl.
  • printouts -- The printed output of a computer.
  • photocopies -- General term for copies produced by photocopying, that is, in a machine employing a light-sensitive process, and usually at a one-to-one scale. In the early to mid-20th century, used regarding copies made by various specific processes; since the mid-20th century, most often refers to xerographic copies.
  • programs (documents) -- Brief outlines or explanations of the order to be pursued, criteria for participation, or the subjects embraced in a given event or endeavor. Includes lists of the features composing a dramatic or other performance, with the names of participants
  • speeches -- Documents containing the text of any public address or talk.
  • transcripts --  Use both for copies transcribed from an original text or document and also for written records of words originally spoken, such as of court proceedings, broadcasts, or oral histories.



dc.type.dcmi (required)

The general type of content of the digitized resource. Remember: DCMI terms are capitalized and use singular form.


     Choose Text or Image.


For the majority of the resources choose Text. If the resource is a photograph, use Image.




The 3 character language code for text-based resources. Do not use for resources which are solely images.


Auto-inserted: eng


If a resource is in a language other than English, you can look up the 3-character code


dc.rights (required)

Copyright statement.
See WRC copyright resources for help in determining copyright.


Situation 1: 

  • Rights to this material belong to Rice University. This digital version is licensed under a Creative Commons Attribution 3.0 Unported license. || Permission to examine physical and digital collection items does not imply permission for publication. Fondren Library’s Woodson Research Center / Special Collections has made these materials available for use in research, teaching, and private study.  Any uses beyond the spirit of Fair Use require permission from owners of rights, heir(s) or assigns. See http://library.rice.edu/guides/publishing-wrc-materials
  • dcterms.accessRights = “Rice owned” 


Situation 2:

  • The copyright holder for this material is either unknown or unable to be found. This material is being made available by Rice University for non-profit educational use under the Fair Use Section of US Copyright Law. || Permission to examine physical and digital collection items does not imply permission for publication. Fondren Library’s Woodson Research Center / Special Collections has made these materials available for use in research, teaching, and private study.  Any uses beyond the spirit of Fair Use require permission from owners of rights, heir(s) or assigns. Seehttp://library.rice.edu/guides/publishing-wrc-materials
  • dcterms.accessRights = “orphan work” 

Situation 3:

  • The copyright holder for this material has granted Rice University permission to share this material online. || Permission to examine physical and digital collection items does not imply permission for publication. Fondren Library’s Woodson Research Center / Special Collections has made these materials available for use in research, teaching, and private study.  Any uses beyond the spirit of Fair Use require permission from owners of rights, heir(s) or assigns. See http://library.rice.edu/guides/publishing-wrc-materials
  • dcterms.accessRights = “restricted” 

Situation 4:

  • This material is in the public domain and may be freely used.
  • dcterms.accessRights = “public domain” 


dc.rights.uri (required)

The URL to the appropriate Creative Commons license for:

Situation 1: http://creativecommons.org/licenses/by/3.0/


dcterms.accessRights (required)

The local term used to very succinctly identify the category of rights an item is in. 

  • dcterms.accessRights = “Rice owned” = Situation 1 
  • dcterms.accessRights = “orphan work” = Situation 2
  • dcterms.accessRights = “restricted”  = Situation 3 
  • dcterms.accessRights = “public domain”  = Situation 4



dc.source.collection (required)


Where the item came from in the Woodson Research Center. 

Example: Rice University Archives general photo files, "Captain James A Baker", Woodson Research Center, Fondren Library, Rice University


dc.publisher (required)

The publisher of the digital version of the resource.


Rice University


dc.identifier.digital (required)

The digital identifier of the resource.


Copy and paste from the Digital ID (WRC#) column of the spreadsheet  example:

  • wrc00485

dc.date.digital (required)

The 4-digit year of the creation of the digital resource.


For this project starting out with legacy image files, you will need to look at the Properties for each file to get the Date Created.

If an undigitized item is being digitized for this project, enter the 4-digit year of creation, for example, 2011.


dc.digitization.specifications (required)

Boilerplate for most items 11x17" or smaller: 
  • Images were captured using the Epson Perfection 1670 PHOTO or Epson Expression 10000XL flatbed scanner and Epson Scan software.  Master Tiff images were scanned at 24-bit color, 400 ppi. Derivative files are PDF for text and JPG & JPEG2000 for images.

Boilerplate for larger items scanned on the Indus scanner:

  • Images were captured using the Indus PlanScan XL7000 scanner and PROView software.  Master Tiff images were scanned at 24-bit color, adobeRGB1998 color profile, at 400 ppi. Derivative files are PDF for text and JPG & JPEG2000 for images.

 Boilerplate for larger items scanned on the Betterlight:

  • Images were captured using the TTI Better Light Super 8K2 digital scan-back system. Master Tiff images were scanned at 24-bit color, adobeRGB1998 color profile, at 600 dpi for graphically intense images and 400 dpi for text.



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