LHDRP Handbk: Appendix D CONTENTdm Field Requirements: Data Entry Guidelines General Infrmatin The infrmatin beginning n page 3 f this dcument is keyed t particular fields in yur CONTENTdm Client (and Metadata Wrksheet). It prvides the fllwing types f specificatins fr particular types f data that shuld be entered in thse fields: A descriptin f the field, and recmmendatins fr data entry. The fllwing abbreviatins are used when referring t cntent standards: AACR2: Angl-American Catalging Rules, 2nd ed. revised DACS: Describing Archives: A Cntent Standard GM: Graphic Materials: Rules fr Describing Original Items and Histrical Cllectins CCO: Catalging Cultural Objects: A Guide t Describing Cultural Wrks and Their Images Status: Indicates whether the data must be prvided, r des nt need t be prvided in sme cases. The fllwing nmenclature is used: Required: Always prvide this data. D nt leave this field blank. Mandatry if applicable: Always prvide this data if it is relevant; e.g., if an item is cpyrighted, indicate the cpyright hlder and cpyright hlder cntact inf. (and cpyright date and cpyright ntice, if this can be determined). Otherwise leave the field blank. Preferred: It is ptinal t prvide this data, but we recmmend that yu prvide it in rder t facilitate access t yur bjects. Optinal: It is ptinal t prvide this data. Repeatable?: Indicates whether r nt yu may prvide multiple, additinal data values in the same field r nt. Use semiclns t separate multiple data values in fields designated as "Repeatable". Data entry examples. The minimum required elements are based n CDL s specificatins fr digital bjects cntributed t Calisphere/OAC -- these specificatins are dcumented in the CDL Guidelines fr Digital Objects, Sectin 3.2. Mre bradly, these recmmendatins reflect Dublin Cre usage recmmendatins (see Dublin Cre Metadata Initiative) and als sme key principles fr creating shareable metadata (see OCLC s Best Practices fr CONTENTdm and ther OAI-PMH Cmpliant Repsitries). Additinal Ntes n Metadata Creatin Describing Yur Objects Metadata can be used t describe different expressins f a given resurce. In the case f analg bjects that have been digitized, the descriptive metadata may apply t the surce analg bject r the digital surrgate. Fr example, the creatr f a resurce may apply t an illustratr f a graphic bk r the name f the technician respnsible fr scanning an image frm that bk. Likewise, the date f creatin f a resurce may apply t the date f printing fr a graphic bk r the date f scanning an image frm that bk. In the case f brn-digital bjects, the descriptive metadata pertains t the brn-digital bject itself. Sme metadata schemas -- such as Dublin Cre -- d nt allw encders t clearly disambiguate between uses f a given element t apply t surce analg bjects versus digital surrgates. 1
Therefre, when creating metadata fr an analg bject that has been digitized, we suggest that yu cnsider the fllwing tw pints: Be cnsistent in yur descriptin: emphasize the descriptin f either the surce analg bject r the digital surrgate. Prvide metadata that ultimately supprts user access t and discvery f the digital bject. Infrmatin abut the surce analg bject may be mre relevant t users. Headings, Labels, and Frmatting D nt include line breaks, list frmatting, text frmatting (bld, underline, italics, subscripts, etc.) r ther any frmatting cntrls within yur metadata. Additinally, headings and labels shuld nt appear within the bdy f elements. There are tw reasns: 1) Dublin Cre des nt easily accmmdate these encdings, and 2) yur metadata will be re-used in different cntexts (e.g., yur lcal digital asset management system and/r CONTENTdm, OAC and Calisphere). Different display systems may frmat yur metadata differently, and may utilize different headings and labels fr particular field; by having frmat-neutral metadata, yu can leverage the use f display systems stylesheets t handle frmatting issues. Special Characters Replace the fllwing characters with simple text equivalents: Smart qutes (i.e., hked qutes), super- and subscripts, and small fractin signs Special symbls, graphics, characters with diacritics, and nn-latin characters Alternatively, use UTF-8 r UTF-16 standard character sets r encdings, t represent special characters. These will be cnverted by mst brwsers int the applicable special character, fr HTML display. The CDL recmmends using standardized frms f names fr character sets, as dcumented by the Internet Assigned Numbers Authrity (e.g., use UTF-8 and nt UTF8 ). If using the UTF-8 character set in particular, encde directly in Unicde r use Unicde decimal r hexadecimal character references. All decimal character references shuld begin with an ampersand and pund sign, and end with a semicln (use the syntax &#D; where D is a decimal number). All hexadecimal character references shuld begin with an ampersand, pund sign, and lwer- r uppercase x, and end with a semicln (use the syntax &#xh; r &#XH; where H is a hexadecimal number); see the Unicde Cde Charts fr hexadecimal character reference cdes. Fr mre detailed infrmatin abut UTF-8 Unicde, see the W3C/Unicde Cnsrtium dcument Unicde in XML and ther Markup Languages. Example using UTF-8 Unicde hexadecimal character references t encde the letter é in the term émigrés :... The papers als dcument trends in high schl and university educatin amng Russian émigrés... 2
Identifier The fllwing three elements cmprise the unique rt identifier fr the digital bject: Institutin cde: Beaumnt Library District = CBEA Black Gld Cperative Library System = CVTB Califrnia State University Channel Islands, Jhn Spr Brme Library = CACAMCUC Califrnia State University East Bay, University Libraries = CSUEB Califrnia State University Fullertn, Pllak Library = CFLS Citrus Cllege, Hayden Memrial Library = CAZC Glendale Public Library = CGL Japanese American Natinal Museum = JANM Santa Cruz Public Libraries = CSTCRCL Fresn Cunty Public Library = CFCPL Underscre A sequential, unique number fr each bject frm 1 thrugh 200, represented in the frm f three digits: use "0"s t facilitate rdering in a list frmat, fr example, "001", "011", "111", etc. CBAN_001 CBAN _002 CBAN _003 CBAN _010 CBAN _011 CBAN _111 Title A succinct identifying name fr the resurce. Transcribe the frmal title f the resurce r supply a title, if necessary. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 1.1 DACS, Chapter 2.3 GM, Chapter 1.0 <http://www.itsmarc.cm/crs/grph0011.htm> CCO, Chapter 1.2.2 <http://www.vraweb.rg/ccoweb/b-chap1-object%20naming- 28Feb05.pdf> If yur institutin des nt currently utilize a cntent standard, then cnsider the fllwing recmmendatins: If the resurce has a frmal title, transcribe it exactly as it appears. If yu need t supply a title: Fr a simple digital bject, we recmmend including the fllwing tw elements: a name (e.g., name f the individual r the rganizatin primarily respnsible fr the creatin f the riginal resurce); and a characterizatin f the nature f the resurce (e.g., a frm/genre term such as "phtgraph", "diary", etc.). Optinally, include as a third element a characterizatin f the primary tpic represented in r by the resurce. Fr cmpund digital bjects where yu are describing cmpnents at mre than ne level, fr example, a scrapbk and individual phtgraphs within that scrapbk: the supplied title fr the cmpund bject as a whle (the 3
scrapbk) shuld fllw the rules fr a simple digital bject. Fr example, "Mary Jane Smith high schl scrapbk". Fr individual cmpnents (the phtgraphs) within the cmpund bject, supply a succinct label nly t facilitate viewing/navigatin f the bject (fr example, "page 1", "page 2", etc.; r "pht 1", "pht 2", etc.). Frmal titles Tw dancers n a stage / Frasher Ft [Nte: transcribed accrding t AACR2] The Rcky Muntains, emigrants crssing the plains [graphic] / F.F. Palmer, del. [Nte: transcribed accrding t AACR2] Supplied titles [Phenix] / Ben Shahn [Nte: supplied accrding t AACR2] Jane De phtgraph f Orange Theater [Nte: supplied accrding t DACS] Creatr The name(s) f the persn, institutin, agent, r grup primarily respnsible fr creating the riginal resurce represented by the digital bject. D nt use the name f the wning institutin, dnr, r the creatr f the digital versin f an analg item. Use the frm f the name established in the Library f Cngress Name Authrity File (LCNAF) r CDL's MELVYL catalg, r establish a frm f the name, if necessary. The LCNAF can be searched frm <http://authrities.lc.gv/> (limit yur search t "Name Authrity Headings"). If yu cannt lcate the name in the LCNAF, search fr the name in MELVYL at <http://melvyl.cdlib.rg/> (limit yur search t "Authr (keywrds in name)"). If yu cannt lcate the heading in an authrity file, establish ne using the fullest frm f the name as pssible (Last name, First name, Middle name r initial). Add birth and/r death dates, if knwn. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 22 DACS, Chapter 12, 13, and 14 CCO, Chapter 2.2.1 < http://www.vraweb.rg/ccoweb/c-chap2-creatr- 28Feb05.pdf> If yur institutin des nt currently utilize a cntent standard, then cnsider the fllwing recmmendatins: Enter persnal names in inverted frm: Last name, First name, Middle name r initial. Add birth and/r death dates, if knwn. Enter crprate/rganizatinal names in direct frm as they appear. If in dubt as t hw t frmulate a name, enter it as it appears and d nt invert. If the creatr is unknwn, use "Unknwn". Repeatable?: Yes Persnal name entry Yamada, Mitsuye [Nte: determined frm lcal catalging authrity r LCNAF, death date nt applicable] 4
Chase, Alexander W. (Alexander Wells), 1843-1888 [Nte: derived accrding t DACS, with birth and death dates] Bnnet, Sctch C., d. 1980 [Nte: derived accrding t DACS, with death date nly] Rbinsn family [Nte: derived accrding t DACS, Chapter 12.29] Crprate name entry American Philsphical Sciety [Nte: determined frm lcal catalging authrity r LCNAF] Frasher Ft (Firm) [Nte: derived accrding t AACR2] Date Created / Date Published A single date r inclusive dates indicating when the riginal resurce represented by the digital bject was created r published. Use the Date Created field fr unpublished materials. Use the Date Published field fr published materials (reprduced fr distributin). Fr published materials, transcribe the publicatin date frm the resurce, generally a single year (fr single items) r a range f years (fr serial r multipart items). Fr unpublished materials, enter a human-readable frm f the date, preferably in yearmnth-day rder and withut abbreviatins, fr example, "1901 January". If in dubt n hw t enter a date, refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 1.4F DACS, Chapter 2.4 GM, Chapter 3.0 <http://www.itsmarc.cm/crs/grph0092.htm> and Appendix A <http://www.itsmarc.cm/crs/grph0170.htm> CCO, Chapter 4.2.3 <http://www.vraweb.rg/ccoweb/e-chap4- StylisticChrnlgical-28Feb2005.pdf> D nt use "Unknwn"; always try t supply a date.. Use either the Date Created r Date Published field. Single dates 1901 1901 January 1901 January 3 Date spans 1900-1950 1956 January-July 1980s 19th century Brken date spans 1924, 1956-1975 [Nte: separate by a cmma] Open date spans 1911- -1911 Apprximate dates circa 1950 Uncertain dates 5
1950? [Nte: use a questin mark] Undated material undated: circa mid-20th century [Nte: if a resurce is undated this can be stated but prvide an estimate if pssible] Type A high-level type data value that generally characterizes the riginal resurce held by yur institutin, and represented by the digital bject. Fr example, use "text" t characterize a digital bject cmprising images f scanned text, nt "image"; use "PhysicalObject" t characterize a digital bject cmprising images f a sculpture, nt "image". Nte that mre specific Frm/Genre data must als be prvided. Select a heading frm the CONTENTdm-supplied subset f the Dublin Cre Type Vcabulary (fr the full list, see <http://www.dublincre.rg/dcuments/dcmi-type-vcabulary/>): image text physicalobject [Nte: use fr three-dimensinal bjects] Physical Descriptin Physical descriptin r statement indicating the extent, size, r duratin f the riginal resurce represented by the digital bject. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 1.5 DACS, Chapter 2.5 GM, Chapter 3.0 <http://www.itsmarc.cm/crs/grph0131.htm> CCO, Chapter 3.2 <http://www.vraweb.rg/ccoweb/d-chap3-physicalcha- 28Feb05.pdf> Otherwise, prvide a nte with a brief physical characterizatin f the resurce. 1 phtgraphic print ; 9 x 14 cm. [Nte: derived accrding t AACR2] 14 letters [Nte: derived accrding t DACS] 1 leaflet : ill. ; 21.5 x 38.5 cm., flded t 21.5 x 10 cm. [Nte: derived accrding t GM] Institutin Enter the frmal name f the institutin that wns/maintains the riginal resurce represented by the digital bject. 6
Cllectin Guide Use the fllwing "placehlder" unique identifiers -- cmprising a URL -- fr the nline cllectin guide that will be assciated with yur digital bjects: Beaumnt Library District = http://www.ac.cdlib.rg/findaid/ark:/13030/kt9g5041jf Black Gld Cperative Library System = http://www.ac.cdlib.rg/findaid/ark:/13030/c8wd3z0f Califrnia State University Channel Islands, Jhn Spr Brme Library = http://www.ac.cdlib.rg/findaid/ark:/13030/kt9w10413b Califrnia State University East Bay, University Libraries = Instructin Media Center: http://www.ac.cdlib.rg/findaid/ark:/13030/c84q7sdj University Advancment: http://www.ac.cdlib.rg/findaid/ark:/13030/c80z71p6 Student Affairs: http://www.ac.cdlib.rg/findaid/ark:/13030/c8rj4gwt Administratin and Finance: http://www.ac.cdlib.rg/findaid/ark:/13030/kt5j49s2p9 University Libraries: http://www.ac.cdlib.rg/findaid/ark:/13030/c8p26wk2 Califrnia State University Fullertn, Pllak Library = http://www.ac.cdlib.rg/findaid/ark:/13030/kt3199s113 Citrus Cllege, Hayden Memrial Library = http://www.ac.cdlib.rg/findaid/ark:/13030/kt6h4nf632 Glendale Public Library = http://www.ac.cdlib.rg/findaid/ark:/13030/kt2h4nf32v Japanese American Natinal Museum = http://www.ac.cdlib.rg/findaid/ark:/13030/kt538nf1bb/ Santa Cruz Public Libraries= http://www.ac.cdlib.rg/findaid/ark:/13030/kt196nd957 Fresn Cunty Public Library = http://www.ac.cdlib.rg/findaid/ark:/13030/kt0c6033s4 If yu already have a cllectin guide published in the OAC that will be assciated with yur digital bjects, then use the existing URL fr the cllectin guide -- and disregard the URL cited abve. If yu anticipate creating multiple cllectin guides, then please cntact the CDL -- they can prvide yu with additinal URLs. 7
Prject Nte Cde indicating that the digital bject was created thrugh LSTA funding as part f the LHDRP, used by Califa fr CONTENTdm tracking and management purpses. Nte that this data will nt be displayed with yur bjects in the Calisphere/OAC websites. Select cde supplied as part f CONTENTdm: LHDRP Cuntry f Creatin Cde indicating the cuntry f publicatin r creatin f a resurce. Nte that this data will nt be displayed with yur bjects in the Calisphere/OAC websites. Select a tw-letter cde frm the Internatinal Organizatin fr Standardizatin (ISO) 3166-1 Cuntry Cdes list at <http://www.is.rg/is/en/prds-services/is3166ma/02is-3166-cdelists/list-en1.html>. If the cuntry f publicatin r creatin is unknwn, use "Unknwn". US [Nte: use fr United States] Cpyright Status Select frm the CONTENTdm-supplied list: Cpyrighted Public dmain Cpyright status unknwn Cpyright Statement Based n the infrmatin entered in Cpyright Status, we recmmend the fllwing bilerplate statements: When the cpyright status is "Cpyrighted": Transmissin r reprductin f materials prtected by cpyright beynd that allwed by fair use requires the written permissin f the cpyright wners. In additin, the reprductin f sme materials may be restricted by terms f gift r purchase agreements, dnr restrictins, privacy and publicity rights, licensing and trademarks. Wrks nt in the public dmain cannt be cmmercially explited withut permissin f the cpyright wner. Respnsibility fr any use rests exclusively with the user. When the cpyright status is "Public dmain" : Material in the public dmain. N restrictins n use. 8
When the cpyright status is "Cpyright status unknwn": Cpyright status unknwn. Sme materials in these cllectins may be prtected by the U.S. Cpyright Law (Title 17, U.S.C.). In additin, the reprductin f sme materials may be restricted by terms f gift r purchase agreements, dnr restrictins, privacy and publicity rights, licensing and trademarks. Transmissin r reprductin f materials prtected by cpyright beynd that allwed by fair use requires the written permissin f the cpyright wners. Wrks nt in the public dmain cannt be cmmercially explited withut permissin f the cpyright wner. Respnsibility fr any use rests exclusively with the user. Cpyright Hlder The names f the persn, institutin, agent, r grup that hlds cpyright t the riginal resurce represented by the digital bject. Use this field nly fr materials where the Cpyright Status field is "Cpyrighted". Use the frm f the name established in the Library f Cngress Name Authrity File (LCNAF) r CDL's MELVYL catalg, r establish a frm f the name, if necessary. The LCNAF can be searched frm <http://authrities.lc.gv/> (limit yur search t "Name Authrity Headings"). If yu cannt lcate the name in the LCNAF, search fr the name in MELVYL at <http://melvyl.cdlib.rg/> (limit yur search t "Authr (keywrds in name)"). If yu cannt lcate the heading in an authrity file, establish ne using the fullest frm f the name as pssible (Last name, First name, Middle name r initial). Add birth and/r death dates, if knwn. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 22 DACS, Chapter 12, 13, and 14 CCO, Chapter 2.2.1 < http://www.vraweb.rg/ccoweb/c-chap2-creatr- 28Feb05.pdf> If yur institutin des nt currently utilize a cntent standard, then cnsider the fllwing recmmendatins: Enter persnal names in inverted frm: Last name, First name, Middle name r initial. Add birth and/r death dates, if knwn. Enter crprate/rganizatinal names in direct frm as they appear. If in dubt as t hw t frmulate a name, enter it as it appears and d nt invert. If the cpyright hlder is unknwn, use "Unknwn". Status: Mandatry if applicable. Use this field nly fr materials where the Cpyright Status field is "Cpyrighted". Repeatable?: Yes Persnal name entry Yamada, Mitsuye [Nte: determined frm lcal catalging authrity r LCNAF, death date nt applicable] Chase, Alexander W. (Alexander Wells), 1843-1888 [Nte: derived accrding t DACS, with birth and death dates] Bnnet, Sctch C., d. 1980 [Nte: derived accrding t DACS, with death date nly] Rbinsn family [Nte: derived accrding t DACS, Chapter 12.29] Crprate name entry American Philsphical Sciety [Nte: determined frm lcal catalging authrity r LCNAF] 9
Frasher Ft (Firm) [Nte: derived accrding t AACR2] Cpyright Hlder Inf Cntact infrmatin fr the cpyright wners that may be displayed t the public; cntact infrmatin fr cpyright hlders shuld nly be supplied here if their express permissin has been btained. Use this field nly fr materials where the Cpyright Status field is "Cpyrighted". Prvide relevant cntact infrmatin, such as address, phne, and e-mail. If the Cpyright Hlder field is "Unknwn", if yu d nt have cntact infrmatin fr the cpyright wner, r if yu dn t have permissin t publicize cntact infrmatin), then indicate "Cnsult wning institutin fr cpyright hlder cntact infrmatin" r similar. Status: Mandatry if applicable. Use this field nly fr materials where the Cpyright Status field is "cpyrighted". Repeatable?: Yes Jane Smith Estate, 1123 New Street, Irvine, CA 92090 (Jane@Smith.cm) Jhn De: jhn@de.cm, (123) 456-7891; Janet De: janet@de.cm, (987) 543-2101 Cnsult wning institutin Cpyright Date A single date r inclusive dates indicating when the riginal resurce represented by the digital bject was cpyrighted. Use this field nly fr materials where the Cpyright Status field is "Cpyrighted". Recrd the cpyright date frm the resurce, generally a single year (fr single items) r a range f years (fr serial r multipart items). Use the mst recent r renewal date f cpyright, in cases where there are multiple cpyright dates. If in dubt n hw t enter a date, refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 1.4F DACS, Chapter 2.4 GM, Chapter 3.0 <http://www.itsmarc.cm/crs/grph0092.htm> and Appendix A <http://www.itsmarc.cm/crs/grph0170.htm> CCO, Chapter 4.2.3 <http://www.vraweb.rg/ccoweb/e-chap4- StylisticChrnlgical-28Feb2005.pdf> If the cpyright date is unknwn, use "Cpyright date unknwn". Status: Mandatry if applicable. Use this field nly fr materials where the Cpyright Status field is "cpyrighted". Single dates 1901 Date spans 1900-1950 Brken date spans 10
1924, 1956-1975 [Nte: separate by a cmma] Cpyright Ntice A frmal cpyright ntice r statement n the riginal resurce represented by the digital bject. Use this field nly fr materials where the Cpyright Status field is "Cpyrighted". Transcribe any cpyright ntice r statement exactly as it appears n the resurce. Status: Mandatry if applicable. Use this field nly fr materials where the Cpyright Status field is "Cpyrighted". Cpyright 1998, American Library Assciatin Text and exercises cpyright 1988 by Anise Spitz Revised 2002 by Gentz Bentz Music cpyright 2002 by Anise Spitz Descriptin A brief free-text nte, abstract, table f cntents listing, r descriptive statement that characterizes mre fully the scpe r cntent f the resurce. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 1.7 DACS, Chapter 3.1 GM, Chapter 5.0 <http://www.itsmarc.cm/crs/grph0267.htm> CCO, Chapter 8.2.1 <http://www.vraweb.rg/ccoweb/i-chap8-descriptin- 28Feb05.pdf> Otherwise, prvide a succinct narrative descriptin. Back f pht stamped 596 ; manuscript nte indicates car wned by "N.E.R." [Nte: derived accrding t AACR2] View f the Alaskan King Ice Cream Parlr, with hrse-drawn delivery wagn in fregrund and City Hall in backgrund. [Nte: derived accrding t DACS] Language Cdes indicating the mst significant languages that are an integral part f the resurce, such as in a captin that is part f a phtgraph, r a title that is part f a painting. Prvide data nly if this is the case. Select a three-letter cde frm the Internatinal Organizatin fr Standardizatin (ISO) 639-2 Cdes fr the Representatin f Names f Languages list at <http://www.lc.gv/standards/is639-2/englangn.html>. 11
Repeatable?: Yes eng [Nte: use fr English] spa [Nte: use fr Spanish] fre [Nte: use fr French] vie [Nte: use fr Vietnamese] ger [Nte: use fr German] Subject (Name) Significant names (persnal, crprate, family, meeting, etc.) represented as tpics in r by the resurce. Use the frm f the name established in the Library f Cngress Name Authrity File (LCNAF). The LCNAF can be searched frm <http://authrities.lc.gv/> (limit yur search t "Name Authrity Headings"). If yu cannt lcate the name in the LCNAF, search fr the name in MELVYL at <http://melvyl.cdlib.rg/> (limit yur search t "Authr (keywrds in name)"). Add the heading t the CONTENTdm cntrlled vcabulary list. If yu cannt lcate the heading in an authrity file, establish ne using the fullest frm f the name as pssible (Last name, First name, Middle name r initial). Add birth and/r death dates, if knwn. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 22 DACS, Chapter 12, 13, and 14 CCO, Chapter 2.2.1 < http://www.vraweb.rg/ccoweb/c-chap2-creatr- 28Feb05.pdf> Add the heading t the CONTENTdm cntrlled vcabulary list. If yur institutin pts nt t use the authrity files nted abve, then cnsider the fllwing recmmendatins: Enter persnal names in inverted frm: Last name, First name, Middle name r initial. Add birth and/r death dates, if knwn. Enter crprate/rganizatinal names in direct frm as they appear. If in dubt as t hw t frmulate a name, enter it as it appears and d nt invert. Add the heading t the CONTENTdm cntrlled vcabulary list. Repeatable?: Yes Persnal name entry Yamada, Mitsuye [Nte: determined frm lcal catalging authrity r LCNAF, death date nt applicable] Chase, Alexander W. (Alexander Wells), 1843-1888 [Nte: derived accrding t DACS, with birth and death dates] Bnnet, Sctch C., d. 1980 [Nte: derived accrding t DACS, with death date nly] Rbinsn family [Nte: derived accrding t DACS, Chapter 12.29] Crprate name entry American Philsphical Sciety [Nte: determined frm lcal catalging authrity r LCNAF] Frasher Ft (Firm) [Nte: derived accrding t AACR2] Subject (Place) The name f a gegraphic lcatin represented in r by the resurce. 12
Use the frm f the name established in the Library f Cngress Subject Headings (LCSH). LCSH can be searched frm <http://authrities.lc.gv/> (limit yur search t "Subject Authrity Headings"). Add the heading t the CONTENTdm cntrlled vcabulary list. If yu cannt lcate the heading in an authrity file, establish ne. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 23 and Appendix B.14 (fr abbreviatins) DACS, Chapter 13 Add the heading t the CONTENTdm cntrlled vcabulary list. If yur institutin pts nt t use the authrity files nted abve, then cnsider the fllwing recmmendatins: Enter the gegraphical name in direct frm. Qualify Califrnia-state lcatins by appending "(Calif.)" t the gegraphical name. Add the heading t the CONTENTdm cntrlled vcabulary list. Repeatable?: Yes Anaheim (Calif.) Chic (Calif.) Chavez Ravine (Ls Angeles, Calif.) Central Avenue (Ls Angeles, Calif.) Presidi (San Francisc, Calif.) Subject (Tpic) Significant tpics r subjects (including cncepts, events, etc.), functins, r ccupatins represented in r by the resurce. Select headings frm the Thesaurus f Graphic Materials I: Subject Terms (TGM I) cntrlled vcabulary list supplied as part f CONTENTdm. If yu cannt lcate the heading in the cntrlled vcabulary list, search fr it in the Library f Cngress Subject Headings at <http://authrities.lc.gv/> (limit yur search t "Subject Authrity Headings"). Add it t the CONTENTdm cntrlled vcabulary list. If yu still cannt lcate the heading in a thesaurus, establish ne and add it t the CONTENTdm cntrlled vcabulary list. If yur institutin pts nt t use the authrity files nted abve, then frmulate a tpic term and add it t the CONTENTdm cntrlled vcabulary list. Repeatable?: Yes Barbershps--Califrnia--Eureka Wine industry--califrnia--healdsburg City & twn halls--califrnia--orange Agricultural labrers--italian Americans--Califrnia--Salinas Streets--Califrnia--San Dieg Frm/Genre Significant frms f material and/r genres represented in r by the resurce. Select headings frm the Art and Architecture Thesaurus (AAT) cntrlled vcabulary list subset, supplied as part f CONTENTdm: 13
Architectural drawings Atlases Bks Brchures Clippings [Nte: use fr newspaper r magazine clippings] Letters (crrespndence) [Nte: use fr manuscript r typescript letters] Manuscripts [Nte: use fr general handwritten dcuments r unpublished typescripts; fr manuscript letters, maps, architectural drawings, pstcards, etc. use thse mre specific terms] Maps [Nte: use fr manuscript r printed maps] Pamphlets [Nte: used fr bklets] Phtgraph albums Phtgraphs [Nte: use fr phtgraphic prints and specific prcesses such as tintypes, ambrtypes, etc.; use als fr negatives, slides, etc.] Pstcards [Nte: use fr phtgraphic and printed pstcards] Prgrams [Nte: use fr dance, theater, r ther perfrmance prgrams] Scrapbks Sheet music Tls If yu cannt lcate the heading in the CONTENTdm-supplied subset -- r if yu wuld like t add an additinal, mre specific frm/genre term (e.g., "tintypes" in additin t "phtgraphs", "manuscript maps" in additin t "maps", etc.) -- search fr it in the full AAT at <http://www.getty.edu/research/cnducting_research/vcabularies/aat/>. Add the heading t the CONTENTdm cntrlled vcabulary list. If yur institutin pts nt t use the terms nted abve, then frmulate a tpic term and add it t the CONTENTdm cntrlled vcabulary list. Repeatable?: Yes Architectural drawings Phtgraphs Tintypes [Nte: additinal heading lcated in AAT] Screen prints [Nte: additinal heading lcated in AAT] Title (Alternative) A succinct identifying alternative r additinal name fr the resurce. Prvide alternate titles nly in cases where a resurce cntains additinal frmal titles, r is knwn by ther frmal titles. Transcribe the alternative frmal title f the resurce r supply a title, if necessary. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 1.1 DACS, Chapter 2.3 GM, Chapter 1.0 <http://www.itsmarc.cm/crs/grph0011.htm> CCO, Chapter 1.2.2 <http://www.vraweb.rg/ccoweb/b-chap1-object%20naming- 28Feb05.pdf> If yur institutin des nt currently utilize a cntent standard, then cnsider the fllwing recmmendatins: If the resurce has a frmal alternative title, transcribe it exactly as it appears. If yu need t supply a title: Fr a simple digital bject, all titles shuld typically cntain at least the fllwing tw elements: a name (e.g., name f the creatr r the individual/rganizatin primarily represented in r by the resurce); and a characterizatin f the nature f the resurce (e.g., a frm/genre term such 14
as "phtgraph", "diary", etc.). Optinally, include as a third element a characterizatin f the primary tpic represented in r by the resurce. Fr cmpund digital bjects where yu are describing cmpnents at mre than ne level, fr example, a scrapbk and individual phtgraphs within that scrapbk: The supplied title fr the cmpund bject as a whle (the scrapbk) shuld fllw the rules fr a simple digital bject. Fr example, "Mary Jane Smith high schl scrapbk". Fr individual cmpnents (the phtgraphs) within the cmpund bject, supply a succinct label nly t facilitate viewing/navigatin f the bject (fr example, "page 1", "page 2", etc.; r "pht 1", "pht 2", etc.). L'art du mime [Nte: transcribed accrding t AACR2] Metacllectin Enter the URL fr a primary digital/nline cllectin r prject that the resurce is a part f. http://www.sachistrynline.cm http://www.califrniapineers.rg/exhibit.html Item/Call Number An item r call number fr the resurce, e.g., a lcal call number, Library f Cngress call number, etc. Neg B2095 P6075 MS-R01 042 Surce Item A brief nte r title describing the immediate parent-level surce item f which the resurce is a part r cmpnent. 15
Selected phtgraph frm page 12 f the Lawrence & Husewrth Phtgraphy Album (Item Number #MS R01 042). Cntributr The name f the persn, institutin, agent, r grup respnsible fr cntributing t the resurce in sme significant manner, such as a illustratr, designer, autgrapher, etc. D nt use the name f the wning institutin r the creatr f the digital versin f an analg item. Use the frm f the name established in the Library f Cngress Name Authrity File (LCNAF) r CDL's MELVYL catalg, r establish a frm f the name, if necessary. The LCNAF can be searched frm <http://authrities.lc.gv/> (limit yur search t "Name Authrity Headings"). If yu cannt lcate the name in the LCNAF, search fr the name in MELVYL at <http://melvyl.cdlib.rg/> (limit yur search t "Authr (keywrds in name)"). If yu cannt lcate the heading in an authrity file, establish ne using the fullest frm f the name as pssible (Last name, First name, Middle name r initial). Add birth and/r death dates, if knwn. Refer t ne f the fllwing cntent standards fr guidance n data entry: AACR2, Chapter 22 DACS, Chapter 12, 13, and 14 CCO, Chapter 2.2.1 < http://www.vraweb.rg/ccoweb/c-chap2-creatr- 28Feb05.pdf> If yur institutin des nt currently utilize a cntent standard, then cnsider the fllwing recmmendatins: Enter persnal names in inverted frm: Last name, First name, Middle name r initial. Add birth and/r death dates, if knwn. Enter crprate/rganizatinal names in direct frm as they appear. If in dubt as t hw t frmulate a name, enter it as it appears and d nt invert. Repeatable?: Yes Persnal name entry Yamada, Mitsuye [Nte: determined frm lcal catalging authrity r LCNAF, death date nt applicable] Chase, Alexander W. (Alexander Wells), 1843-1888 [Nte: derived accrding t DACS, with birth and death dates] Bnnet, Sctch C., d. 1980 [Nte: derived accrding t DACS, with death date nly] Rbinsn family [Nte: derived accrding t DACS, Chapter 12.29] Crprate name entry American Philsphical Sciety [Nte: determined frm lcal catalging authrity r LCNAF] Frasher Ft (Firm) [Nte: derived accrding t AACR2] Publisher The names f the publisher f the resurce. Use this field nly fr materials that have been published (reprduced fr distributin), and nly if there is a publisher name present. Transcribe the publisher name frm the resurce.. Use this field nly fr materials that have been published (reprduced fr distributin), and nly if there is a publisher name present. 16
Repeatable?: Yes Simn & Schuster GreenThumb Press Internal Nte Use ptinally fr internal prcessing r catalging ntes, etc. Nte that this data will nt be displayed with yur bjects in the Calisphere/OAC websites. Status: Optinal Transcriptin Use ptinally fr recrding full-text transcriptins f dcuments, letters, bks, r ther items that cntain large amunts f textual infrmatin. Status: Optinal 17