Historical Images Metadata Creation Guidelines


 

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.

 

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.

Example: 

    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

dc.title.alternative

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.

 

dc.contributor.publisher

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.

 

 

Otherwise:

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).

 

 

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.

 

dc.contributor.photographer

Photographer's name

 

 

Only used when describing photographs.

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

 

dc.contributor.author

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

 

dc.subject

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

 

dc.subject.lcsh[en_US]

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

 

All records should have the subject heading

 

All Lovett World Tour records should also have:

 

 

dc.subject.lcsh[eng]

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 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  

 

dc.description

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.

 

 

 

dc.description.abstract

Description of historical context of resource, if known.

 

 

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".

 

dc.date.original

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)

maps

 

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.

 

 

 

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.

 

 

dc.language.iso

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: 

 

Situation 2:

Situation 3:

Situation 4:

 

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. 

 

 

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:

 

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: 

Boilerplate for larger items scanned on the Indus scanner:

 Boilerplate for larger items scanned on the Betterlight: