Metadata

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Defintions from MARC Code List: Relator Codes --Term Sequence  
 
Defintions from MARC Code List: Relator Codes --Term Sequence  
  
* '''Donor''' defined as "use for person or orgainzation who is the donor of a book, manuscript, etc., to its present owner.  Donors to previous owners are designated as Former owner or Inscriber."       
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* '''Donor''' defined as "use for person or organization who is the donor of a book, manuscript, etc., to its present owner.  Donors to previous owners are designated as Former owner or Inscriber."       
 
* '''Funder''' defined as "use for a person or organization that furnished financial support for the production of the work."  
 
* '''Funder''' defined as "use for a person or organization that furnished financial support for the production of the work."  
 
   
 
   
 
Metadata functions are grouped in three broad types by function.  The types may be represented by an element in schema or a schema may be dedicated to the function.
 
Metadata functions are grouped in three broad types by function.  The types may be represented by an element in schema or a schema may be dedicated to the function.
 
    
 
    
* [[Descriptive metadata]] This is the most common type of metadata, the one that most people have used.  It is data that describes and identifies digital objects whether they were orginally physical artifacts or born digitally.  
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* '''Descriptive metadata''' is the most common type of metadata, the one that most people have used.  It is data that describes and identifies digital objects whether they were orginally physical artifacts or born digitally.   After combining the metadata currently in use for all of our collections, we wound up with an 87-field spreadsheet template: ([[Image:DescriptiveMetadata.xls]])We are currently mapping all these fields ([[Image:MASTER_LIST_for_Metadata_Fields_in_CONTENTdm_(instructions).docx‎]]) to MODS, and then will be transforming each item's metadata to a MODS XML file for both online delivery and long-term storage. The current mapping can be found on the following page, with each spreadsheet column name in place of the contents of that column's field for an item:  [[MODS_Mockup]]
* [[Administrative metadata]]  It is used to manage and administer. It is an umbrella term for the following:
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** [[Technical]] metadata provides specifications that describes the generation of the digital object including reformatting historyIt manages digital objects.]]
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** [[Rights]] metadata specifies legal access to our end users.
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*[[Structural]] metadata orders records with their images in a flat or hierarchical relationship that is necessary for viewing the material.
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Our chosen metadata schemes
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[[Instructions]]
(why and for what)
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Dublin Core Metadata Initiative
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==Procedures and Policies==
 
  
===General Guidelines===
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* '''Administrative metadata''' is used to manage and administer. It is an umbrella term for the following:
 +
** '''[[Technical metadata]]''' provides specifications that describes the generation of the digital object including reformatting history.  It is used to manage and migrate digital objects.
 +
** '''Rights metadata''' specifies legal access to our end users (see [[Copyright Guidelines]]), and digital rights for management of the digital files (see [[Digital_Services_Permission_Agreement]]).
 +
* '''Structural metadata''' orders records with their images in a flat or hierarchical relationship that is necessary for viewing the material.  We're working out how to create METS records from content located where it belongs in our archival storage area, named properly.  More on that here:  [[archival_METS]]
  
* If it is a photo collection, and it has been processed by one of Marina’s students, copy the information from the info sheets in his/her binder.  
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<!---Links for descriptive metadata, administrative metadata, technical, rights, and structural have been removed until proper research can be done on these topics.--->
  
* If it is an unprocessed photo collection or some other type of collection, and you are writing metadata
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<!---Our chosen metadata schemes
** Never abbreviate, especially states and months.
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(why and for what)
** Do not use periods at the end of fields (except it is okay in ‘Notes’ field, because that information is administrative metadata only, not to be used in the final metadata
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Dublin Core Metadata Initiative--->
** Be consistent with your terminology in descriptions and titles; for instance, if you start using “railroad track” don’t switch over to “train track”
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** Don’t be afraid to take a second and look up information online, such as hunting down the county appropriate to a city (especially for Alabama counties; this is less important for large cities out of state) or confirming the spelling of a proper noun (like the name of a well-known person or a place name)
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===Guidelines by Collection Type===
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==Procedures and Policies==
  
====Photo Collections====
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[[Metadata_Movement]]  for content being digitized in Digital Services
  
=====Digital Collection Title=====
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[[Uploading MODS|Uploading MODS]]
We are currently using the title of the actual physical collection, which can be found on the box you’re working from and its folders.  Please use the full name, rather than the abbreviated version we use for our file system.  Examples:  <i>Josiah and Amelia Gayle Gorgas Family Papers</i>; <i>Jefferson Jackson Coleman photo collection</i>.
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=====Album Identifier=====
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[[Descriptive metadata|List of Our Standardized Descriptive Metadata Fields]]
Number Hoole has assigned to the album.  If there is only one, it is album number one.  Album numbers are given consecutively and in the following format:  (four-digit year).(three-digit collection number).(three-digit album number).  Example:  2008.001.001.  Note:  The first two sets of numbers will be the same as the first two sets of numbers for the image identifier.
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=====Image Identifier=====
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[[Collection_Information|Creating collection xml file]]
Number Hoole has assigned to the image.  Album numbers are given consecutively and in the following format:  (four-digit year).(three-digit collection number).(six-digit image number).  Example:  2008.004.000098.  If numbering photographs yourself, number them in order, padding the number from the left with enough zeroes to fill it out to six digits. 
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=====[[File naming schemes|File Name]]=====
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[[Linking out from EADS]]
  
=====Title=====
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[[Electronic_Theses_and_Dissertations]]
Title of image. 
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=====Description=====
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[[Undergraduate Research Projects]]
Description of image. 
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=====City/County/State=====
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===General Guidelines===
  
Cities, counties, and states maybe be known for the whole collection, may be given on back of photo, or maybe be inferred because location of photo matches that of another with city/county/state given on back.  In general, fill in if known or possible to determine given what you do know.  If unknown or impossible to determine, leave blank.
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* If it is a photo collection, and it has been processed by one of Marina’s students, copy the information from the info sheets in his/her binder.  
  
* <b>City:</b>  Where photograph was taken. Fill in if known.  If not, leave blank.
+
* If it is an unprocessed photo collection or some other type of collection, and you are writing metadata
 +
** Never abbreviate, especially states and months.
 +
** Do not use periods at the end of fields (except it is okay in ‘Notes’ field, because that information is administrative metadata only, not to be used in the final metadata
 +
** Be consistent with your terminology in descriptions and titles; for instance, if you start using “railroad track” don’t switch over to “train track”
 +
** Don’t be afraid to take a second and look up information online, such as hunting down the county appropriate to a city (especially for Alabama counties; this is less important for large cities out of state) or confirming the spelling of a proper noun (like the name of a well-known person or a place name)
 +
** Metadata files will include the entry, "MU," in the Staff Notes field after Metadata Services have remediated the data.
  
* <b>County:</b>  Where photograph was taken.  Fill in if known.  If city other type of locatable location (such as a state park) given but no county, look up county online.  If no city or other location given, leave blank.  Do not abbreviate name or include the word <i>County</i> or <i>Co</i>.
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===Guidelines by Collection Type===
 
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* <b>State:</b>  Where photograph was taken.  Fill in if known.  If city/county/location given and you don’t know what state it’s in, look it up online.  <b>Do not abbreviate state names</b>.  For example, <i>Alabama</i>, not <i>AL</i> or <i>Ala</i>.
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=====Date or Year=====
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When photograph was taken.  <b>Always give in the format <i>Year Month Day</i></b>.  Always give year in four digits (1976, not ’76).  Never abbreviate month (<i>January</i>, not <i>Jan</i>.).  If specific month or day unknown, simply leave them off.  If given a span of years, list them with a hyphen between; example: 1898-1899. 
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Examples: 
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* 1914 March 12. 
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* 1914 March. 
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* 1914. 
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* 1914-1917.
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=====Creator=====
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The image’s photographer, or sometimes simply the person who collected and/or donated the collection.  Leave blank for Marina to determine later.
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=====Process=====
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The type of processing on the photograph.  Leave blank for Marina to determine later.
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=====Case Present=====
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Whether the photograph is enclosed in a case.  Fill in with <i>yes</i> or <i>no</i>.  Chances are, if you are doing your own metadata as you process a collection, it will be a collection that does not include case photographs, so the whole column will be filled with <i>none</i>.
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=====Case Size=====
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Dimensions of the case, if there is one.  If there are no case photographs (if your whole Case Present field is filled with <i>none</i>), you may delete this column or simple leave the field blank.
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=====Mount=====
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What type of mount is the photograph on, if any.  If it is not a mounted photograph, enter <i>none</i>.  If photograph is included in an album, enter <i>album</i>.  For other types of mounts—carte de visite, cabinet cards, or stereocards (all of which are heavy and stiff, like cardboard—see Marina or one of her photo students to help you determine which. 
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=====Color=====
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Whether the photo is color or black and white.  Fill in with <i>yes</i> or <i>no</i>. 
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=====Polarity=====
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====[[Photo Collections Metadata|Photo Collections]]====
Whether the photo is positive or negative in polarity.  Fill in with <i>positive</i> (for regular photos) or <i>negative</i> (for negatives).  If you enter <i>negative</i>, list the type (see Marina or perhaps Jeremiah to determine this).
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=====Image Size=====
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====[[Manuscripts Metadata|Manuscript Collections]]====
Dimensions of image.  Measure in inches to the 1/16 and give as <i>height x width</i>.  Example:  3 3/4 x 7 1/8.
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=====Mount Size=====
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===Templates===
Dimensions of image.  Measure in inches to the 1/16 and give as <i>height x width</i>.  Example:  3 3/4 x 7 1/8.  If there are no mounted photographs in your collection, you may delete this field.
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=====Notes=====
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Metadata for all collections are entered using the same template in EXCEL.  Not all of the fields will be used for one collection.  Fields (columns) in the EXCEL template may be hidden to facilitate data entry.  By hiding fields, the template specifications can be made for one type of object (manuscripts, photographs, audio recordings, etc.)This is specially helpful when a collection only has one type of object.  For collections that contain a variety of types, it is best to use the template without any hidden fields.
Notes found on the front or back of photo, album, or mountTranscribe this information that anyone working on the metadata might have access to it.
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Revision as of 12:01, 12 September 2012

Contents

What It Is, and Why It's Important

The library community and its allied partners have provided at least one definition for metadata for their respective communities. Here are a couple of examples:

  • "A characterization or description documenting the identification, management, nature, use, or location of information resources (data)." [The Society of American Archivists' A Glossary of Archival and Records Terminology]
  • "Metadata is structured, encoded data that describe characeristics of information-bearing entities to aid in the identification, discovery, assessment, and management of the described entities." [ALA Task Force on Metadata, 1999]

To meet specific needs of a community or collection, a set of metadata elements (tags) known collectively as a schema is created that will neet the requirements.

Common charactertistics of metadata schemas:

  • a limited number of elements
  • the name of the element
  • the definition of the element
  • element's criteria

The University of Alabama Digital Collections are cultural heritage collections. Elements in schemas for cultural heritage materials have broad definitions and criteria so institutions may narrow definitions and set criteria to meet their needs.

Metadata schemas for the cultural heritage items include the CDP Metadata Working Group's [Dublin Core Metadata Best PracticesWestern Best Practices][1]. Mandatory elements include: title, creator (if available), subject, description, date digital, date orginal (if applicable), format, digitization specifications, resource identifier, and rights management.

With a primary metadata schema in place, other elements may be added to meet the needs of the collection. The elements may be added and/or borrowed from another schema.

Fields unique to our collections include "Donor" and "Funder" mapped to dc.Publisher. These terms are from the MARC relator codes, http://www.loc.gov/marc/relators/relaterm.html

Defintions from MARC Code List: Relator Codes --Term Sequence

  • Donor defined as "use for person or organization who is the donor of a book, manuscript, etc., to its present owner. Donors to previous owners are designated as Former owner or Inscriber."
  • Funder defined as "use for a person or organization that furnished financial support for the production of the work."

Metadata functions are grouped in three broad types by function. The types may be represented by an element in schema or a schema may be dedicated to the function.

  • Descriptive metadata is the most common type of metadata, the one that most people have used. It is data that describes and identifies digital objects whether they were orginally physical artifacts or born digitally. After combining the metadata currently in use for all of our collections, we wound up with an 87-field spreadsheet template: (File:DescriptiveMetadata.xls). We are currently mapping all these fields (File:MASTER LIST for Metadata Fields in CONTENTdm (instructions).docx) to MODS, and then will be transforming each item's metadata to a MODS XML file for both online delivery and long-term storage. The current mapping can be found on the following page, with each spreadsheet column name in place of the contents of that column's field for an item: MODS_Mockup


Instructions


  • Administrative metadata is used to manage and administer. It is an umbrella term for the following:
  • Structural metadata orders records with their images in a flat or hierarchical relationship that is necessary for viewing the material. We're working out how to create METS records from content located where it belongs in our archival storage area, named properly. More on that here: archival_METS


Procedures and Policies

Metadata_Movement for content being digitized in Digital Services

Uploading MODS

List of Our Standardized Descriptive Metadata Fields

Creating collection xml file

Linking out from EADS

Electronic_Theses_and_Dissertations

Undergraduate Research Projects

General Guidelines

  • If it is a photo collection, and it has been processed by one of Marina’s students, copy the information from the info sheets in his/her binder.
  • If it is an unprocessed photo collection or some other type of collection, and you are writing metadata
    • Never abbreviate, especially states and months.
    • Do not use periods at the end of fields (except it is okay in ‘Notes’ field, because that information is administrative metadata only, not to be used in the final metadata
    • Be consistent with your terminology in descriptions and titles; for instance, if you start using “railroad track” don’t switch over to “train track”
    • Don’t be afraid to take a second and look up information online, such as hunting down the county appropriate to a city (especially for Alabama counties; this is less important for large cities out of state) or confirming the spelling of a proper noun (like the name of a well-known person or a place name)
    • Metadata files will include the entry, "MU," in the Staff Notes field after Metadata Services have remediated the data.

Guidelines by Collection Type

Photo Collections

Manuscript Collections

Templates

Metadata for all collections are entered using the same template in EXCEL. Not all of the fields will be used for one collection. Fields (columns) in the EXCEL template may be hidden to facilitate data entry. By hiding fields, the template specifications can be made for one type of object (manuscripts, photographs, audio recordings, etc.). This is specially helpful when a collection only has one type of object. For collections that contain a variety of types, it is best to use the template without any hidden fields.

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