Content Guidelines for the San Fernando Valley History Digital Library

List of Elements

Title

Source of Information: Label or accompanying material with piece. May be devised by Metadata Catalogers
Data Entry Responsibility: Metadata Catalogers
Content Management: Use the title "as is" from label, with the exception of spelling or grammatical errors. When devising a title be succinct, keep it under 10 words when possible. Avoid initial articles. Do not start the title with page enumerations.

Description

Source of Information: Supplied by Archivists based on information available, research; Metadata Catalogers
Data Entry Responsibility: Archivists, Metadata Catalogers
Content Management: Use Description with piece if available (correct spelling, grammar). Otherwise, Curator writes description. Record information that is available in the following order:; Photographer: Natural Word Order. Numbers assigned by Photographer. Donor: Natural Word Order. [if the same, Photographer, Donor: Name]. Format of object, measurement [e.g., Black and white photograph, 7 x 5 in.] Measurements are given height x width (AACR rules), height and width are determined by the view (portrait or landscape)

Subject

Source of Information: Image as a whole
Data Entry Responsibility: Metadata Catalogers
Content Management: Use LCSH terms which are strings that are constructed in a specific order. LCSH strings will be added to the controlled vocabulary. If an appropriate string is not present in the controlled vocabulary, contact subject cataloger. Use spaces and dashes between the main heading and its subdivisions. A semi-colon will automatically be added when using the controlled vocabulary. Use the semi-colon between strings so they will display as separate lines. Remove the final semi-colon.

Topic

Source of Information: Image as a whole; context of collection
Data Entry Responsibility: Metadata Catalogers
Content Management: A limited controlled vocabulary of supertopics and subtopics has been established by metadata librarian in consultation with metadata catalogers and archivists. Always use appropriate supertopic in conjunction with subtopic. A semi-colon will automatically be added when using the controlled vocabulary. Use the semi-colon between strings so they will display as separate lines. Remove the final semi-colon.

Keywords

Source of Information: Keywords to focus on parts of image
Data Entry Responsibility: Archivists, Metadata Catalogers
Content Management: Use words taken from the description which do not duplicate other indexed terms. Use commas between terms and phrases.

Neighborhood (Coverage-Spatial)

Source of Information
Data Entry Responsibility: Curator, Technical Specialist, data entry assistant, Metadata Catalogers
Content Management: Temporal characteristics of the intellectual content of the resource. Use LCSH format. Add new terms based on entries in Getty Geographical Thesaurus (http://www.getty.edu/research/tools/vocabulary/tgn/). Include older names if applicable to content.
Examples:: Woodland Hills (Los Angeles, Calif.)

Date

Source of Information: Supplied by Archivists based on information available, research.
Data Entry Responsibility: Metadata Catalogers
Content Management: Date for the intellectual content. Typically, Date will be associated with the creation or availability of the original resource. Recommended best practice for encoding the date value is defined in a profile of ISO 8601 [W3CDTF] and follows the YYYY-MM-DD format, e.g., YYYY-MM-DD; YYYY; Local decisions: unknown dates, use ????

Alternative Dates (Coverage-Temporal)

Source of Information: Metadata Catalogers
Data Entry Responsibility: Metadata Catalogers
Content Management: Only add when differs from the value in the "DATE" field. Temporal characteristics of the intellectual content of the resource. Is a descriptive term, date: use LCSH for time periods.
Examples:: Depressions -- 1929. (Used for Great Depression); Gold Rush

Photographer/Author/ Interviewee (Creator)

Source of Information: Piece itself or accompanying material, Archivists
Data Entry Responsibility: Metadata Catalogers
Content Management: Prefer LC NAF file; if not available, use information at hand. When creator is unknown, use: Unknown

Donor & Others (Contributors)

Source of Information: Piece itself or accompanying material, Archivists
Data Entry Responsibility: Metadata Catalogers
Content Management: Definition: An entity responsible for making contributions to the content of the resource. Comment: Examples of a Contributor include a person, an organization, or a service. Typically, the name of a Contributor should be used to indicate the entity.

Media (Format-Medium)

Source of Information: Archivists, Metadata Catalogers
Data Entry Responsibility: Metadata Catalogers
Content Management: Check controlled vocabulary first. For new terms, prefer AAT, may use terms from other resources (e.g., TGM or LCSH) when necessary. http://www.getty.edu/research/tools/vocabulary/aat/

Media Measurement (Format-Extent)

Source of Information: Archivists, Technical Specialist
Data Entry Responsibility
Metadata Catalogers
Content Management: Measurements are given height x width (AACR rules), height and width are determined by the view (portrait or landscape). Use centimeters only (round up to the closed half centimeter):; 3 x 5 in. = 7.5 x 13 cm.; 5 x 3 in. = 13 x 7.5 cm.; 5 x 7 in. = 13 x 18 cm.; 7 x 5 in. = 18 x 13 cm.; 8 x 10 in = 20 x 25.5 cm.; 10 x 8 in. = 25.5 x 20 cm.; 8.5 x 11 in. = 21.5 x 28 cm.; 11 x 8.5 in. =28 x 21.5 cm.

Type

Source of Information: Metadata catalogers
Data Entry Responsibility: Metadata catalogers
Content Management: The nature or genre of the content of the resource. Type includes terms describing general categories, functions, genres, or aggregation levels for content. Use Dublin Core Types for content. http://dublincore.org/documents/dcmi-type-vocabulary
Examples:: image
Definition: An image is a primarily symbolic visual representation other than text. For example--images and photographs of physical objects, paintings, prints, drawings, other images and graphics, animations and moving pictures, film, diagrams, maps, musical notation. Note that image may include both electronic and physical representations.; text
Definition: A text is a resource whose content is primarily words for reading. For example--books, letters, dissertations, poems, newspapers, brochures, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre text.

Format

Source of Information: Metadata Catalogers
Data Entry Responsibility: Template
Content Management: Format of the digital surrogate. Use Internet Media Types:
http://www.iana.org/assignments/media-types/
Examples:: text/html; image/jpeg

Identifier

Source of Information: JPG name for image, based on the accession number within collection or devised by Curator, when no accession number exists. See naming conventions for abbreviations of collection names
Data Entry Responsibility: Archivists, Metadata Catalogers
Content Management: 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. Example formal identification systems include the Uniform Resource Identifier (URI) (including the Uniform Resource Locator (URL)), the Digital Object Identifier (DOI) and the International Standard Book Number (ISBN).

Language

Source of Information: Piece in hand
Data Entry Responsibility: Metadata Catalogers
Content Management: Designates the language of the intellectual content of the resource. Recommended best practice for the values of the Language element is defined by RFC 3066. Codes
Examples:: eng for English; spa for Spanish

Repository Name (Source)

Source of Information: Lending Institution, Technical Advisor, Metadata Catalogers
Data Entry Responsibility: Metadata Catalogers
Content Management: Use the formal Name of Organization who owns material.

Collection (Relation-IsPartOf)

Source of Information: Lending Institutition
Data Entry Responsibility: Metadata Catalogers
Content Management: Reflects the official Collection Name if there is one. Check list below for Collection names - differs from Repository Name

Repository Number (Source)

Source of Information: Lending Institution
Data Entry Responsibility: Metadata Catalogers
Content Management: Reflects the organizational scheme of repository. For CSUN collections, the format is accession date, collection abbreviation, then box and folder number. Examples:
For manscript items: 89-02 Box TCC 12, Folder 3
For photos: 78-01 VICA 57 VICA Photo Box

Call Number (Identifier)

Source of Information: Library OPAC - MARC record or Special Collections List
Data Entry Responsibility: Metadata Catalogers
Template: Optional to add if doing a large set
Content Management: LCC; Only applicable for CSUN material

Finding Aid (Relation-IsPartOf)

Source of Information: Urban Archives Center or University Archives Special Collections List
Data Entry Responsibility: Cataloger
Template: Optional to add if doing a large set
Content Management: LCC; Only applicable for CSUN material

Rights

Source of Information: Template
Data Entry Responsibility: Template
Content Management: URL: http://digital-library.csun.edu/copyright.html

Project Name (Contributors)

Source of Information: Curator
Data Entry Responsibility: Template
Content Management: Template values:
San Fernando Valley History Digital Library.
San Fernando Valley Issues Digital Library.

Date Digitized (Date-Issued)

Source of Information: Technical Specialist
Data Entry Responsibility: Metadata Catalogers
Content Management: YYYY-MM-DD; Date scanned or entered into CONTENT

Publisher

Source of Information: Template value: California State University, Northridge. Oviatt Library.
Data Entry Responsibility: Template provided
Content Management: N/A

Detailed View (Relation-Has Part)

Source of Information: Metadata Cataloger
Data Entry Responsibility: Metadata Cataloger
Content Management: Create optimized GIF details of large detailed image (e.g. a map) if necessary. Place GIFs on the server, and add URL link here.

Larger View (Relation-IsVersionOf)

Source of Information: Metadata Cataloger
Data Entry Responsibility: Metadata Cataloger
Content Management: If a balance cannot be struck between user-friendly file size and necessary detail, you can create a more detailed optimized GIF image if necessary. Place GIFs on the server, and add URL link here. Here's the procedure.