METADATA GUIDELINES

SOUTHERN OREGON DIGITAL ARCHIVES PROJECT

 

11/5/02

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


ABSTRACT

 

Label:  Abstract

 

Definition:  An account of the content of the resource in summary form.

 

Mandatory:  Yes.

 

Repeatable:  No.

 

Scheme:  Use free text. 

 

Input Guidelines:

1.      If an abstract is present in the resource, enter as much of the abstract as possible in this field.  

2.      If an abstract is not present, create one based on information in the preface, introduction, or other appropriate source.

 

Maximum Characters:  1300

 

Examples:

 

“This document examines: a) the historical and current conditions of the watershed and water- related resources within the Bear Creek Sub-basin; b) the nature of changing conditions in these resources; and c) the opportunities available to create a more viable, healthy, and productive watershed. The document also suggests actions to overcome current obstacles in water resources management by establishing a process to develop broadly accepted ‘desirable new conditions’ and actions which will permit movement toward these conditions”—Pref.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


COLLECTION

 

SODA Label:  Collection

 

Definition:  Name assigned to a group of resources.

 

Mandatory: Yes.

 

Repeatable:  Yes.

 

Scheme:  N/A

 

Input Guidelines: 

1.  Enter SODA collection name.

2.  Input multiple collection names as separate entries.  

 

Maximum characters:  40

 

Examples:

 

Bioregion

Tribal

Bioregion ; Tribal

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


CONTRIBUTOR

 

SODA Label:  Contributor

 

Definition:  An entity responsible for making contributions to the content of the resource.  Examples of a Contributor include a person, an organization, or a service. 

 

Mandatory:  No.

 

Repeatable:  Yes.

 

Scheme:  N/A

 

Input Guidelines:  Do not use this field yet.

 

Examples:  N/A

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


COVERAGE (SPATIAL)

 

Label:  Coverage (Spatial)

 

Definition:  The extent or scope of the content of the resource.  Coverage (Spatial) includes place names or geographic coordinates.

 

Mandatory:  No.

 

Repeatable:  Yes.

 

Scheme:  N/A

 

Input Guidelines:  Do not use this field yet.  

 

Maximum Characters:  100

 

Examples:  N/A

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


COVERAGE (TEMPORAL)

 

Label:  Coverage (Temporal)

 

Definition:  The extent or scope of the content of the resource.  Coverage (Temporal) includes a period label, date, or date range.

 

Mandatory: No.

 

Repeatable:  Yes.

 

Scheme:  N/A

 

Input Guidelines:  Do not use this field yet.  

 

Maximum Characters:  20

 

Examples:  N/A

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


CREATOR

 

Label:  Author

 

Definition:  An entity or entities primarily responsible for creating the intellectual content of the resource.  Examples of a Creator include a person, an organization, or a service.

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Follow rules in AACR2, Chapter 22, Headings for Persons for personal names, and Chapter 24, Headings for Corporate Bodies for corporate names.  

 

Input Guidelines: 

1.      Use the form of name in the Library of Congress Name Authority file when it can be found.   Choose this form over the name found on the item, if different.

2.      If name is not found in LC Name Authority file, check SOU library catalog and Orbis for the form of name to use.

3.      Enter personal author names in inverted order:  Surname(s), first name(s), suffix, prefix.

4.   Input multiple authors as separate entries.  

 

Maximum Characters:  350

 

Examples:

 

[Personal Names]:

LaLande, Jeffrey M.

Colville, Frederick V. (Frederick Vernon), 1867-1937

Atwood, Kay

Voth, Hazel Hunt ; Benton, John C.

 

[Corporate Names]:

Geological Survey (U.S.)

United States. Forest Service. Pacific Northwest Region

Bear Creek Watershed Council

Cooperative Park Studies Unit (Corvallis, Or.)

 

 

 

 

 


DATE:DIGITAL:CREATED

 

Label:  Date File Created

 

Definition:  Date associated with the creation of the resource in its digital form in the Southern Oregon Digital Archives database. 

 

Mandatory:  Yes.

 

Repeatable:  No.

 

Scheme:  N/A

 

Input Guidelines:  Automatically generated.

 

Maximum Characters:  10

 

Examples:

 

May 1, 2002

May 15, 2002

June 19, 2002

July 7, 2002

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

DATE:DIGITAL:MODIFIED

 

Label:  Date File Modified

 

Definition:  Date associated with the last modification of the resource in its digital form in the SODA database. 

 

Mandatory:  Yes.

 

Repeatable:  No.

 

Scheme:  N/A

 

Input Guidelines:  Automatically generated.

 

Maximum Characters:  10

 

Examples:

 

May 29, 2002

Jun 23, 2002

July 10, 2002

July 22, 2002

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

DATE:ORIGINAL:CREATED

 

Label:  Year(s)

 

Definition:  A date associated with the creation or availability of the resource in its original form. 

 

Mandatory:  Yes.

 

Repeatable:  No.

 

Scheme:  N/A

 

Input Guidelines:

1.      Enter year only (not month or day). 

2.      If date is a range of years, enter with a hyphen to separate dates.

3.      Input other multiple dates in separate fields.

4.      Use a “u” for unknown digits.

 

Maximum Characters:  10

 

Examples:

 

1907 - 1910

1973

1982 ; 1984

192u

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

DATE:ORIGINAL:MODIFIED

 

Label:  Year(s) (Original/Modified)

 

Definition:  Last date associated with the modification of the resource in its original form. 

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:   N/A

 

Input Guidelines: 

1.      Enter year only (not month or day).    

2.      If date is a range of years, enter with a hyphen to separate dates.

3.      Input other multiple dates as separate entries.

4.      Use a “u” for unknown digits.

 

Maximum Characters:  10

 

Examples:

 

1946

1979 - 1980

195u

1923 ; 1925

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


DESCRIPTION

 

Label:  Note. 

 

Definition:  Descriptive comments about the item.  

 

Mandatory:  No.

 

Repeatable:  Yes.

 

Scheme:  Follow AACR2 rules when applicable.    

 

Input Guidelines:

1.      Enter notes about the item here. Information may be taken from the item or from other sources.

2.      Enter any specialized information not included in other fields, e.g., measurements, description, provenance, technique, distinguishing features, inscriptions, condition, history of the work. 

3.      When describing illustrations and maps, use the standard terms “ill.” and “maps” so that all items having illustrations and maps can be retrieved together using a keyword search on these terms.  

 

Maximum Characters:  200

 

Examples:

 

Cover title ; Includes bibliographical references.

“August 1994”—P. 3.  

Text in English and Klamath.

Includes two folded maps in pocket.  

Includes ill. and maps (some col.).  

 

 

 

 

 

 

 

 

 

 

 

 

 

 


FORMAT

 

Label:  Format

 

Definition:  The physical or digital manifestation of the resource.    

 

Mandatory:  Yes

 

Repeatable:  Yes

 

Scheme:  N/A

 

Input Guidelines:  Do not use yet. 

 

Maximum Characters:  50

 

Examples:  N/A

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


IDENTIFIER (URI)

 

Label:  Identifier (URI)

 

Definition:  An unambiguous reference to the resource within a given context.  Recommended best practice is to identify the resource by means of a string or number conforming to a formal identification system.  

 

Mandatory:  Yes.

 

Repeatable:  No.

 

Scheme: N/A

 

Input Guidelines:  Automatically generated.

 

Maximum Characters:  60

 

Examples: 

 

http://soda.sou.edu/awdata\020509a1.pdf

http://soda.sou.edu/awdata\020617h1.pdf

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

LANGUAGE

 

Label:  Language

 

Definition:  A language of the intellectual content of the resource.

 

Mandatory:  Yes.                  

 

Repeatable:  Yes.

Scheme:  Use ISO 639-2 (2-letter) codes, available at http://lcweb.loc.gov/standards/iso639-2/langcodes.html.

 

Input Guidelines:

1.      Use the appropriate 2-letter code (e.g. en for English).

2.      If a language has not been assigned a code yet, use the full name (e.g. Klamath).

3.      Input multiple languages as multiple entries.

 

Maximum Characters:  10

 

Examples:

 

en

klamath ; en

es

at

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


PAGE

 

Label:  Page

 

Definition:  Number of pages in PDF file.

 

Mandatory:  Yes.

 

Repeatable:  No.

 

Scheme:  N/A

 

Input Guidelines:  Automatically generated.

 

Maximum Characters:  20

 

Examples:

25

67

248

3

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


PUBLISHER: DIGITAL

 

Label:  Publisher (Digital)

 

Definition:  The entity responsible for making the digital version of the resource available.  Examples of a Publisher include a person, an organization, or a service.

 

Mandatory:  Yes.

 

Repeatable:  Yes. 

 

Scheme:  Follow rules in AACR2, Chapter 24, Headings for Corporate Bodies. 

 

Input Guidelines:  Automatically generated.  

 

Maximum Characters:  40

 

Examples:

 

Southern Oregon University.  Library

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


PUBLISHER:ORIGINAL

 

Label: Publisher.

 

Definition:  The entity responsible for making the resource available.  Examples of a Publisher include a person, an organization, or a service. 

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Follow the rules in AACR2, Ch. 24, Headings for Corporate Bodies.

 

Input Guidelines:

1.      If the publisher’s name appears in the Library of Congress Name Authority File, enter the form found there.  (Choose this form over the form found on the item when different.)   

2.      Input multiple publishers as separate entries.

 

Maximum Characters:  250

 

Examples:

 

Daily Tidings Press

United States. National Park Service. Denver Service Center

Rogue Valley Council of Governments

United States. Government Printing Office

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

RELATION

 

Label:  Relation

 

Definition:  A reference to a related resource.  Recommended best practice is to reference the resource by means of a string or number conforming to a formal identification system.

 

Mandatory:  No.

 

Repeatable:  Yes.

 

Scheme:  N/A

 

Input Guidelines:

1.      Enter a standard phrase expressing the relationship to a related resource, followed by a bibliographic citation and/or SODA URI number for the related resource.  Standard phrases that may be used are:  Is Part Of, Has Part, or Is Related To.

 

 

Maximum Characters:  400

 

Examples:

 

Is Part Of:  Handbook of American Indians north of Mexico (Washington, DC: U.S. G.P.O., 1907-1910), pt. 2, p. 28-35.  

 

Is Part Of:  American Anthropologist (Washington, D.C.: American Anthropological Assoc.), v. 22, no. 8, Oct. 1993, p. 13-16. 

 

Is Related To: http://soda.sou.edu/awdata\020606c1.pdf ; http://soda.sou.edu/awdata\020605a1.pdf ; http://soda.sou.edu/awdata\020606g1.pdf

 

 

 

 

 

 

 

 

 

 

 


 

RIGHTS

 

Label:  Copyright

 

Definition:  Information about rights held in and over the resource.  Typically a Rights element will contain a rights management statement for the resource, or reference a service providing such information.  Rights information often encompasses Intellectual Property Rights (IPR), Copyright, and various Property Rights.  If the rights element is absent, no assumptions can be made about the status of these and other rights with respect to the resource.

 

Mandatory:  Yes.

 

Repeatable:  No.  

 

Scheme:  N/A

 

Input Guidelines:  Automatically generated.

 

Maximum Characters:  50

 

Examples:

http://www.soda.edu/copyright.html

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


SOURCE

 

Label:  Source.

 

Definition:  A reference to a resource from which the present resource is derived.  The present resource may be derived from the Source resource in whole or part.  Recommended best practice is to reference the resource by means of a string or number conforming to a formal identification system.

 

Mandatory:  Yes.

 

Repeatable:  No.

 

Scheme:  N/A

 

Input Guidelines:

1.      If the resource has been cataloged in OCLC, record the OCLC number here.

2.      If the resource has not been cataloged in OCLC, enter “None”.

 

 

Maximum Characters: 50

 

Examples:

 

OCLC no.: 45065714

OCLC no.: 36029307

OCLC no.: None

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


SUBJECT

 

Label:  Subject

 

Definition:  The topic of the content of the resource.  Typically a Subject will be expressed as keywords, key phrases, or classification codes that describe a topic of the resource.  Recommended best practice is to select a value from a controlled vocabulary or formal classification scheme. 

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Library of Congress Subject Headings

 

Input Guidelines:

  1. Use the Library of Congress Subject Authority File heading when possible (with the modifications specified below).  
  2. Input each part of the subject heading (including subdivisions) as separate entries.
  3. Omit duplicate terms.   

 

 

Maximum Characters: 370

 

Examples:

 

Birds -- Oregon

Birds -- Oregon -- Crater Lake National Park

Crater Lake National Park (Or.)

 

Will be entered as:

 

Birds ; Oregon ; Crater Lake National Park (Or.)

 

 

 

 

 

 

 

 

 

 

 

 


SUBJECT (LCC)

 

Label:  Subject

 

Definition:  The topic of the content of the resource.  Typically a Subject will be expressed as keywords, key phrases, or classification codes that describe a topic of the resource. 

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Library of Congress Classification System.

 

Input Guidelines:

                 1.  Omit local information such as copy numbers.

 

Maximum Characters: 50

 

Examples:

 

F882.R6 L34x 2001

RA427.3 .V35 1986                                         

E83.87 A52x, 1999

F882.J14 M6x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


SUBJECT (OregonDoc)

 

Label:  Subject

 

Definition:  The topic of the content of the resource.  Typically a Subject will be expressed as keywords, key phrases, or classification codes that describe a topic of the resource. 

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Follow Oregon Documents call number system.

 

Input Guidelines:

1.  Omit local information such as copy numbers.

 

Maximum Characters: 50

 

Examples:

 

OR HEO/F76 .2C85x

OR X/B42 .2W28

OR Z/ME/W37 .2B43

OR Ene  .2G29

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SUBJECT (SuDoc)

 

Label:  Subject

 

Definition:  The topic of the content of the resource.  Typically a Subject will be expressed as keywords, key phrases, or classification codes that describe a topic of the resource. 

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Use Superintendent of Documents classification number.

 

Input Guidelines:

1.  Omit local information such as copy numbers.

 

Maximum Characters: 50 

 

Examples:

 

I 19.76:96-663

A13.2:Si 8/978x

FEM 1.209:410096

D 103.62:Ap 5/3x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TITLE

 

Label:  Title

 

Definition:  The name given to the resource by the creator or publisher.  Typically, a Title will be a name by which the resource is formally known.

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Follow AACR2 rules.

 

Input Guidelines:

1.      Enter title and any alternative titles in this field (including caption titles, cover titles, series titles, and other significant additional titles).

2.      Input each title as a separate entry.

 

Maximum Characters:  300

 

Examples:

 

The mythology of the Shasta-Achomawi

The Little Butte Creek Watershed : an overview of its environmental history

Crater Lake National Park : a bibliography

Where nature lavished her bounties : Jackson County, Oregon

Historical and ecological perspectives on fire activity in the Klamath geological province of the Rogue River and Siskiyou National Forests

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


TYPE

 

Label:

 

Definition:  The nature or genre of the content of the resource.  Type includes terms describing general categories, functions, genres, or aggregation levels for content. Recommended best practice is to select a value from a controlled vocabulary.

 

Mandatory:  Yes.

 

Repeatable:  Yes.

 

Scheme:  Internet Media Types.

 

Input Guidelines:

1.      Use a type from the DCMI Internet Media Types Vocabulary at    http://dublincore.org/documents/dcmi-type-vocabulary/

2.      Enter “Text” for an item that is primarily text with some illustrations/maps.

(All items added to the Bioregion and Tribal Collections so far fall into the “Text” category.)

 

Maximum Characters: 50

 

Examples: 

 

Text

Image

Physical Object

Sound