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A Metadata Framework to Support the Digital Resource Management: User Guidelines for UNTL Metadata Creation

Version 1.2
 
(Under continuous review)
 
Last Updated:  2004-04-09  

Introduction

This document is intended to provide assistance to metadata creators in the creation of metadata records. It also promotes consistency, which enhance retrieval accuracy and facilitate interoperability. This guideline encompasses a brief definition of each element, input guidelines, with examples, comments and special requirements (if necessary) for entering data about each element.

This draft guideline document is based upon the UNTL’s General Specifications for Metadata system design. It should be noted that the system is still under continuous review and many decisions, such as: how the record will appear to the user, how the searches will work, etc. are not yet finalized. Hence, information in this document is subject to change in accordance to the specifications of the system that the metadata record is entered into. If you have any comments and suggestions about the metadata elements, please contact us at: Chartman@library.unt.edu or Dalemneh@library.unt.edu.

Common Metadata Entry Guidelines

Standard library ISBD punctuation is not being used here to simplify the data entry process. However, it may be useful to consult the "Anglo-American Cataloging Rules" for more information and details on general rules and guidelines for data entry. Following are a few common data entry guidelines.

·        Use the punctuation that would be appropriate for English writing, (i.e. capitalize the first word in the title and all proper names such as personal and place names). Do not enter content in all caps except for acronyms.

·        Avoid ending punctuation unless it is part of the content of the resource.  Also, have a clear understanding of how the system/database handles non-standard characters and input them so that they display and retrieve effectively.  

·         Leave off all initial articles from titles and alternative titles since using or beginning a title with these words, (a, an, das, der, die, el, la, le, los, the, etc.) will affect sorting and display.  

·        In general, this guideline encourages  that abbreviations not be used since they would make the record entry unclear. But, if one has to or if they are abbreviated on the source, use common or accepted abbreviations (such as "Mrs." for "Mister",  "St." for "Saint", etc.). In case of doubt, do not use the abbreviation.

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 TITLE

Input guidelines:

• The title should be transcribed exactly from the resource as it displays to the user. The source include:
      -IMAGE: title on back of photo or on slide casing; title on container;
      -TEXT: title page, cover;
      -VIDEO: title screen video, label on video tape/disc, container of video ;
      -SOUND: title on disc/cassette label ; title on container ;
      -COMPUTER FILE: title screen, title at top of page, title in HTML header.

·   Do not use the file name, call number or other identification schemes as a resource title.

·  Create a title if none exists (italicized under square bracket […]). This will happen frequently for photographs, slides, and video that were not previously published. Make the title as descriptive as possible.

·   If in doubt about what constitutes the title, use a title found in reference sources and repeat the Title  and include the variants in  Alternative Titles.

·    Create alternative titles for any way in which you think a patron may try to search the item that is different from its primary title. This may include a parallel title in a different language, a shortened form of the title, etc ( Alternative Titles). Follow the same rules as described in Title above.

• If multiple items have been assembled onto the same record, create a title that is as descriptive as possible of the contents. See also Collection element.
• If the title or alternative title has been created then use the punctuation that would be appropriate for English writing, (i.e. capitalize the first word in the title and all proper names such as personal and place names). In general, transcribe titles and subtitles from the source using the same punctuation that appears on the source.
• Exclude initial articles from titles and alternative titles since using or beginning a title with these words, (a, an, das, der, die, el, la, le, los, the, etc.) will affect sorting and display. (Exceptions, if the article is an essential part of the title) .

Examples:

              Title – from Cover title
                 -General Sam Houston's inaugural address after being sworn in as president of the republic of Texas before the first session of Congress at Columbia, Texas

Title – from label on video.
    -Power and Influence: Adolph Hitler in our times [a single 74 minute videorecording]

Title – from Web Page– (UNTL Images Collection)
    -Images from the Dennis Collections

Title – from HTML title tag– (UNTL Images Collection)
    -Images from the Dennis Collections, University of North Texas Library

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DIGITAL OBJECT UPLOAD

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 Description

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 COLLECTION

 Input guidelines:

• Select the correct collection name (in an identical manner on each record) from the Collection drop down box
• The Collection Name element is repeatable so repeat as needed to describe resources that belong to different collections so that records will search and sort correctly.

Creating Collection Names:

You will often need to create a new Collection Name to describe a group of digital resources that are being collected together for inclusion on the Digital collection. In such cases, new collection names will need to be manually added to the Collection Name drop box template.  ..

• Devise a Collection Name that is descriptive for the user.
• Determine how broad or narrow the Collection will be when it is completed and choose a Collection Name that will fit this scope.
• Be consistent in the use of capitalization, punctuation, and special characters.
• Omit all initial articles (a, an, das, der, die, el, la, le, los, the, etc.) from Collection Names since these will affect sorting and display.
• Notify the UNTL System Administrator and metadata management team of new collection names that have been added to metadata records.

Examples:

            -Texas History Collection
            -Texas Annexation Documents

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CREATOR

Input guidelines:

·        Use the resource as it displays to the user as the primary guide to determining the creator. Examples of creators include authors of written documents, photographers of slides and photographs, musician or musical group who performed a musical piece, organizations that generate documents, etc.

·        Personal names should be listed in inverted form surname or family name first, followed by forename or given name (i.e. Last name, First name, Middle name or initial). When in doubt, enter the name as it appears and do not invert.

·        Multiple creators may be recorded in multiple occurrences of this field, in the order in which they appear on the resources, but the most important creator (if there is one) should occur first.

·        Corporate names should be listed according to a hierarchy, listing the parts of the hierarchy from largest to smallest, and separated by full stops. If a hierarchy is unclear, record the name as it appears. If a government department or agency with a generic title, always include the name of the state as appropriate.

·        Names of other organizations (eg non-government or single level bodies) should follow the form used in the resource.

·        If a statement of responsibility cannot be found, but if the resource is a component of an official organizational server, use the name of that organization as the creator. If no statement of responsibility is present on the resource, leave the creator element blank.

·        If the Creator and Publisher are the same, repeat the name in the Publisher field. Also note that in cases of lesser responsibility (other than creation such as secondary authors and editors, etc. may be entered using Contributor element.

·        Check whether the use of Authority File such as LC http://authorities.loc.gov/ or other locally developed utilities for determining the correct form of the name.

·        In the case of a long group or organization name that includes subordinate units, sometimes the name can be shortened by eliminating some of the hierarchical parts not considered necessary for uniquely identifying the body in question. For example, to enter the CIA as an author, use the form of the name as given in LCAF (United States. Central Intelligence Agency) instead of the full hierarchical name (United States. National Security Council. Central Intelligence Agency).
-N.B. Consult AACR2 for established cataloguing rules.

Examples:

·        Organization names:

-University of North Texas. School of Library and Information Sciences

-International Business Machines Corporation (not IBM or I.B.M.)

-Unesco (not U.N.E.S.C.O. or United Nations Education, Science, and Culture Organization)

-The Office of the Texas Secretary of State

-H.W. Wilson Company

-Dallas Museum of Art

·        Personal names:

-Hartman, Cathy
-Moen, William E.
-Hastings, S. K.
-Shakespeare, William

(The recommended practices is that all extra detail about the creator  (such as birth/death dates) to be entered in Creator Information field. Sometimes, they are very important to distinguish identical names).

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Creator Information

Creators' Role