Main Content

Content Rules for Data entry in the IGRA Discography

Guidelines below applied to the original project, which ran 2005-2007.  Metadata management may have been updated to conform to current standard.

Note: Use information from the chief source specified for each element. If the chief source of information does not contain the data you need, use secondary sources. If the information from these sources differs, use the information found in the chief source. Use terms from controlled vocabularies whenever possible. When in doubt, ask for assistance!

Presentation Cataloging Processes
Label DC Map Chief Source of Information Secondary Sources of Information Data Entry Responsibility Content Management
Album Title Title

Cover. May be devised by Metadata Catalogers.

Label on piece or accompanying material.

 Metadata Catalogers Transcribe title as found. Invert initial articles. Include any perceived misspellings or grammatical errors. Example: Transcribe "The Great Gatsby" as "Great Gatsby, The."
Subtitle Title-Alternative Cover

Label on piece or accompanying material.

Metadata Catalogers

 Transcribe any and all subtitles as found, including any listed artists, on chief source of information. Avoid initial articles. Include any perceived misspellings or grammatical errors.
Subject Subject

Item as a whole.

External reference sources.

Metadata Catalogers

 Search WorldCat for album and transcribe the Library of Congress Subject Headings found in the "Descriptor" field. If no record exists, contact subject cataloger.
Notes Description

Item as a whole, supplemented by external research.

N/A

 Metadata Catalogers, Area Specialists

Transcribe any description included with piece as found. If no description is included, cataloger should devise one based on the chief source of information above. Include in this field any miscelleneous relevant descriptive information that does not fit into any other fields.
Performer Creator Cover

Accompanying material, external research.

Metadata Catalogers

 Use terms obtained from LC National Authority File; if not available, use form found in Oxford Music Online. If no entry exists, use information at hand and invert names, including dates if known.
Composer Creator Cover

Accompanying material, external research.

Metadata Catalogers

Use terms obtained from LC National Authority File; if not available, use form found in Oxford Music Online. If no entry exists, use information at hand and invert names, including dates if known. When composer is unknown, use "Anonymous."
Album back/Liner notes Description IGRA project database. N/A Metadata Catalogers Provide the permanent URLs of digitized images of the album cover verso and of liner notes here. Label the URLs appropriately.
Track

Description-Table of Contents

Label or album cover verso.

Accompanying material, external research.

Metadata catalogers.

 Provide separate "Track" fields for each track on disc (e.g. "Track 1:" "Track 3:"). This field is composed of several elements, all of which must be included, if known. Separate all elements with a colon between two spaces. If track numbers exceed 26, create separate records for Side A and Side B, linking records to one another in "Other Parts" field.
  • Element 1 - Location: Provide the location of the track in the format "Side (a or b)-(track number)" Example: Side b-2
  • Element 2 - Title of track: Transcribe as found. Include any perceived misspellings or grammatical errors. (DO WE WANT TO DEAL WITH UNIFORM TITLES?)
  • Element 3 - Composer: Add name of composer of track, followed by (composer). Transcribe as found. When composer is unknown, use "Anonymous."
  • Element 4 - Performer: Add name of composer of track, followed by (performer). Transcribe as found. When performer is unknown, use "Anonymous." Element 5 - Instrumentation: Describe instrumentation employed in track using list of preferred terms. (CREATE LIST OF PREFERRED TERMS)

Example:

Track 5: Side b-1 : Six Preludes : Francisco Tárrega (composer) : José Luis Gonzalez (performer) : Solo Guitar
​Record Company Publisher

Album cover or verso.

Accompanying material or album label.

Metadata catalogers.

Add name of record company, using form found in Controlled Vocabulary. If no entry exists, use form found in LC National Authority File or Oxford Music Online. If record company is not found in these sources, transcribe as found.
Release Date Date

Disc label.

 Album cover verso, accompanying material.

Metadata catalogers.

 Use format YYYY-MM-DD. If exact date is unknown, use YYYY.
Music Genre Type

Album as a whole.

N/A

 Subject specialists

Use controlled forms found in List of Preferred Terms. If more than one genre is found in album, include all present, and separate by a semicolon, space.

Example:  Classical; Flamenco
Type/Format Type IGRA record. N/A Metadata catalogers.

Content Management:

Include data as indicated in table, depending on the content of the record. Separate type and its associated format by a comma. Separate each data element by space, colon, space. If more than one type and format appear, list all present.

Type Format
Sound Digital format - .MP3, .WAV, etc.
Image Digital format - .JPG, .TIF, etc.

Example: Sound, .MP3 : Image, .JPG
Media Format

Album as a whole.

 N.A Metadata catalogers. Select the appropriate entry from the List of Preferred Terms.
Language Language Album cover or accompanying material. N/A Metadata catalogers List all languages used in the creation of the album, with the predominant language first. Use NISO standard 3-digit language codes. Separate by commas. Include languages used on cover/accompanying material, and languages employed by performers.
Repository Contributors

See controlled vocabulary.

 N/A Metadata catalogers. Use "University Library. Special Collections"
Project Name Contributors Template information. N/A Metadata catalogers. Use "International Guitar Research Archive"
Collection

Relation-Is Part Of

Devised by project.

 N/A

Metadata catalogers.

 Add official collection name if one exists. Use list of collections provided by IGRA project managers. (CONTROLLED)
Other Parts Relation-Requires OR Relation-Is Required By IGRA record. N/A Metadata catalogers. Do not use this field unless album includes more than 26 tracks. If album exceeds 26 tracks, create separate records for each side and include URL of other record in this field. Side A maps to Relation-Requires, and Side B maps to Relation-Is Required By.
Serial Number None

Devised by Special Collections.

 N/A

Metadata catalogers.

 Add archival accession number as provided by Special Collections.
Box Number Source

Container in which disc is stored.

 N/A

Metadata catalogers.

Insert box number as found.
Disc Number None

Container in which disc is stored.

 N/A

Metadata catalogers.

Insert disc number as found.
Identifier Identifier Box number and disc number. N/A Metadata catalogers.

Construct identifier based on box and disc numbers.

Example: Box 18, Disc 6 - Identifier = B18D6
Rights Rights University Library personnel N/A Metadata catalogers. Static text "Items in this collection are made available for educational purposes only. Commercial use is strictly prohibited by law without prior written consent from the copyright holders. The responsibility for the use of these materials rests exclusively with the user."
Record Label Catalog Number Identifier Cover

Reverse side of album, accompanying material.

Metadata catalogers.

 Insert catalog number as found, if available.
​Matrix No. A Identifier Disc label (side A) N/A Metadata catalogers. Insert matrix number of Side A as found, if available
Matrix No. B Identifier Disc label (side B). N/A Metadata catalogers. Insert matrix number of Side B as found, if available.