New York Heritage Metadata Workshop. October 23, pm

Transcription

1 New York Heritage Metadata Workshop October 23, pm

2 Today s Goals Familiarize yourself with the new NY Heritage Metadata Standards Develop a better understanding of how each metadata field applies to your digital items Learn how to update/edit your metadata template in the CONTENTdm Administration

3 Today s Agenda Discuss metadata types and their value Discuss metadata fields for NYH Create metadata for fields with sample items in small groups Discuss as a large group Learn how to edit your metadata template

4 Types of Metadata Descriptive: describes the resource Structural: specifies how compound objects are arranged Administrative: provides information to manage a resource Rights management Preservation/technical

5 NYH Metadata Template: Why? Consistency that will provide increased Discoverability/Interoperability NY Heritage WorldCat Digital Collection Gateway Context/meaning Organization Users/participants For Digital Preservation System

6 General Guidelines Be consistent Don t use a field for anything other than its intended information If you need another field, contact RRLC. Separate multiple values with a space, semicolon, space (buildings ; automobiles) Don t use carriage returns (enter), tabs, HTML tags Leave fields blank if there is no metadata to enter Exceptions: Creator, Date of Original Create metadata with your users in mind

7 Controlled Vocabularies Subject NY Heritage Topic Physical Format Collection ID Digital Collection Library Council Type Location Contributors Publisher of Original Language Format of Digital Creator

8 Controlled Vocabularies Some fields require controlled vocabularies (CVs) Best practice: select terms from CV within CDM:

9 Title DC Map: Title Required for upload Often must be supplied by person uploading Must be unique Sorted for display alphanumerically Dates need to be in YYYY-MM-DD format if included

10 Title DOs and DON Ts Postcard001 with sun damage and coffee stains not easily identifiable/telling portion of title should be in Description Field RRLC Pizza Night Promotional Postcard specific enough to be identifiable, brief RRLC Postcard August 2012 & RRLC Postcard February 2012 will be sorted incorrectly RRLC Postcard & RRLC Postcard specific enough to be identifiable, brief, will be sorted correctly

11 Description DC Map: Description Include abstracts, ToC, captions, inscriptions, or facts about the item itself Good opportunity to include colloquial keywords Not the field for background information about digitization specs, etc.

12 Creator DC Map: Creator CVs: Not on in CDM LCNAF first, then ULAN Last, First, Middle, Birth-Death Dates for people Nicknames/titles/honorifics used in Description Field unless needed Hierarchy: larger components first May put unknown or leave blank

13 Creator DOs and DON Ts Miss Clara Angel of the Battlefield Barton Title not needed Nicknames used in Description Field only Barton, Clara, Correct order of name, birth/death dates, from LCNAF Clara Barton ; American Red Cross Name displayed incorrectly, hierarchical organization incorrect American Red Cross ; Barton, Clara, Organization is first as it is larger component, correct order of name and birth/death dates for personal name from LCNAF

14 Subject DC Map: Subject CVs: AAT, LCNAF, LCSH, MeSH, TGM Describes what the item is and is about Always try to use CV first Include colloquialisms in Description/Title Fields Want to use multiple CVs for subject? Add a field to your template!

15 NY Heritage Topic DC Map: Subject CV: NY Heritage List Replaces FLAG Topic Field May use up to 3 terms: Architecture, Agriculture, Arts & Entertainment, Business & Industry, Community & Events, Daily Life, Education, Environment & Nature, Geography & Maps, Military, People, Politics & Government, Race & Ethnicity, Recreation, Religion, Science & Technology, Transportation, Work & Labor

16 Location DC Map: Subject CVs: Not on in CDM LCSH, TGN Represents location in/regarding the work, not from where work was derived Town County State or City Country (Non-US) Fairport Monroe County New York Tokyo Japan If unknown, leave blank

17 Contributors DC Map: Contributors CVs: Not on in CDM LCNAF first, then ULAN Secondary entity other than the creator responsible for content (editor, illustrator, translator) Role included in parentheses after name Last, First, Middle, Birth-Death Dates for people (role) Jones, David Lee (Editor) If unknown, leave blank

18 Publisher of Original DC Map: Publisher CV: Not on in CDM LCNAF Person that made original available (not digitizer) Can be a person, organization, or service May be same person as creator If unknown, leave blank

19 Date of Original DC Map: Date Use for date of creation or availability of original item (not digitized item) Include actual date, date range, or unknown (do not leave blank) If you have to guess, note in Description Field ISO 8601 format for dates (YYYY-MM-DD)

20 Date of Original Format Examples ? (approximation) (date range- note in Description field) 1756?-1760?

21 Time Period DC Map: Coverage-Temporal Era of the item s content/period Civil War ; If unknown, leave blank

22 Physical Format CV: NYH List in CDM Subset of Type Field Select Type first, then use Physical Format CV in CDM Appendices in NYH Metadata Dictionary Example

23 Physical Description DC Map: Source Description of physical characteristics may be drawn from Title/Description Fields Include physical measurements (size, height, length) in inches and centimeters Stereopticon Card ; 3 x 5 in. (7.7 x 12.7 cm) For born-digital items, note file size and pixels

24 Local Location Resource from which the item is derived Can be just a collection, a specific physical location in which the item is housed, or both RRLC Photograph Collection Box 3

25 Type DC Map: Type CV: DCMI General category describing the genre of content May use more than one term if needed Video/Movie= Moving Image ; Sound Physical Object is only for 3D objects

26 Practice Metadata Creation Groups of Digital Objects Practice assigning discussed metadata in Project Client

27 Language DC Map: Language CV: Not on in CDM ISO May have multiple terms eng ; ger ; hin If unknown/not applicable, leave blank

28 Format of Digital DC Map: Format CV: Not on in CDM MIME Media type followed by file type Image/tiff Audio/mp4 Video/wav

29 Identifier DC Map: Identifier Unambiguous reference to help you identify your item within your collection Less meaning for the user Alphanumeric string of 8 or fewer characters recommended

30 Identifier DOs and DON Ts Sampleidentifier01 More than 8 characters Leading 0 only allows for up to 99 items in the collection Samp_001 CDM truncates terms with hyphens/underscores Samp 001 Spaces not recommended for consistency RTCP001 Identifiable (RRLC Test Collection Photos) No hyphens, spaces, or underscores 8 or fewer alphanumeric characters Allows for large number of items in collection (up to 999)

31 Collection ID Required for upload OCLC Symbol +order added to NYH Hidden to user CV: RRLC_CollectionIDs (assigned by RRLC) Helps distinguish collections in NYH Given to you by RRLC when you create a new collection

32 Holding Institution Should be entered in consistently to ensure discoverability Rochester Regional Library Council for all items, not RRLC for one item and Rochester Regional Library Council for another

33 Contact Information Include contact information such as: institutional address phone number for contact person Website address Avoid carriage returns, tabs, HTML tags except: <br> tag in between types of contact information to create a new line of text RRLC <br>rrlc@rrlc.org = RRLC rrlc@rrlc.org

34 Publisher of Digital DC Map: Publisher May/may not be the same as Holding Institution May be a person, organization, or service If needed, add Digitized by for disambiguation

35 Date of Digital Hidden to user ISO 8601 format for dates (YYYY-MM-DD) (preferred)

36 Digital Collection DC Map: Relation- Is Part of CV: RRLCCollections_New (assigned by RRLC) May be different than physical collection title Each collection has a Collection ID Given to you by RRLC when you create a new collection

37 Library Council CV: NYH3Rs RRLC is used for participants in Livingston, Monroe, Ontario, Wayne, & Wyoming Counties

38 Notes May include notes about the item, digitization process, or any other information not appropriate for other fields

39 Rights DC Map: Rights May contain a rights management statement Intellectual Property Rights Copyright Property Rights May contain link to website with rights statement Important to include, but users can t make assumptions if blank

40 Technical Data Important for long-term maintenance If unknown, leave blank (not recommended) May be used in multiple fields Include information regarding software, hardware, and general process of digitization of item Also important for born-digital items (equipment-camera type, etc. )

41 Transcript Full-text search /large field available If uploading a transcript into CDM, must be a.txt file OCR License for Council available Not needed if brief text is on item

42 File Name Required for upload May automatically generate in CDM with template Uniqueness Leading zeros (001, 002) Avoid uppercase letters, blanks, and more than one _ or Limit to 8 characters and extension (.jpg,.txt) Alphanumeric characters VRRpc001.tif Descriptive or non-descriptive

43 Practice Metadata Creation Groups of digital objects Practice assigning metadata for remaining fields 1 person from each group- upload to CDM Administration for approval

44 Updating/Editing Your Template Easily update to new NYH Metadata Standards Add new fields to tailor collections (additional CV for subject, etc.) Add CVs for your institutional use RRLC has some RRLC-specific CVs

45 Demonstration/Practice Launch CONTENTdm Online Administration via Project Client Add a field Index/close project for changes

46 Controlled Vocabularies Subject NY Heritage Topic Physical Format Collection ID Digital Collection Library Council Type Location Contributors Publisher of Original Language Format of Digital Creator

47 Controlled Vocabularies Adding values/terms in Project Client Check CV URL in NYH Dictionary and add any needed terms if not available Creating your own CVs in CDM Administration Contact Information, Rights, etc. Edit field with added term (s) and use existing contents of field for CV/ Administer Vocabulary Never share your CV/create CVs for fields with CVs already established Always index your changes and close out of project for changes to take effect

48 Additional Resources Kourtney Blackburn, Librarian Metadata Template Metadata Dictionary Metadata entering techniques