Main Content

San Fernando Valley History Digital Library Content Rules

Guidelines below applied to the original project, which ran 2002-2004.  Metadata management may have been updated to conform to current standard.

Presentation Cataloging Processes
Element Source of Information Data Entry Responsibility Content Management
Title Label or accompanying material with piece. May be devised by Metadata Catalogers Metadata Catalogers 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 Supplied by Archivists based on information available, research; Metadata Catalogers Archivists, Metadata Catalogers

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 Image as a whole Metadata Catalogers 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

Image as a whole; context of collection

Metadata Catalogers 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 Keywords to focus on parts of image Archivists, Metadata Catalogers Use words taken from the description which do not duplicate other indexed terms. Use commas between terms and phrases.
Neighborhood (Coverage-Spatial) Supplied by Archivists based on information available, research. Curator, Technical Specialist, data entry assistant, Metadata Catalogers 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.  

Example: Woodland Hills (Los Angeles, Calif.)

Date Supplied by Archivists based on information available, research. Metadata Catalogers 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)

Metadata Catalogers

Metadata Catalogers

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) Piece itself or accompanying material, Archivists Metadata Catalogers Prefer LC NAF file; if not available, use information at hand. When creator is unknown, use: Unknown
Donor & Others (Contributors) Piece itself or accompanying material, Archivists Metadata Catalogers

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) Archivists, Metadata Catalogers Metadata Catalogers 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) Archivists, Technical Specialist Metadata Catalogers

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

Metadata catalogers

Metadata catalogers

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

Metadata Catalogers

Template

Format of the digital surrogate. Use Internet Media Types:
http://www.iana.org/assignments/media-types/

Examples:

  • text/html
  • image/jpeg
Identifier 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 Archivists, Metadata Catalogers 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

Piece in hand

Metadata Catalogers

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) Lending Institution, Technical Advisor, Metadata Catalogers Metadata Catalogers Use the formal Name of Organization who owns material.
Collection (Relation-IsPartOf) Lending Institutition Metadata Catalogers Reflects the official Collection Name if there is one. Check list below for Collection names - differs from Repository Name
Repository Number (Source) Lending Institution Metadata Catalogers 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) Library OPAC - MARC record or Special Collections List Metadata Catalogers (Template optional if doing a large set)

LCC; Only applicable for CSUN material

Finding Aid (Relation-IsPartOf) Urban Archives Center or University Archives Special Collections List Metadata Catalogers (Template optional if doing a large set)

LCC; Only applicable for CSUN material

Rights Template Template URL: http://digital-library.csun.edu/SFV/copyright.html
Project Name (Contributors) Curator Template Template values:
  • San Fernando Valley History Digital Library.
  • San Fernando Valley Issues Digital Library.
Date Digitized (Date-Issued)

Technical Specialist

Metadata Catalogers

YYYY-MM-DD

Date scanned or entered into CONTENTDM

Publisher

Template value: California State University, Northridge. Oviatt Library.

Template provided

N/A
Detailed View (Relation-Has Part) Metadata Cataloger Metadata Cataloger 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)

Metadata Cataloger

Metadata Cataloger

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.