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Image Collections Metadata

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Tyrica Terry Kapral edited this page Jun 25, 2024 · 16 revisions

Metadata for digitized images is typically submitted as a spreadsheet, comma delimited text file (CSV), or tab delimited text file (TSV), with one line per object. Metadata may also be submitted as MODS XML, but please contact us first if you plan to submit you metadata records as XML. An Excel template is available, and should meet the needs of most Historic Pittsburgh digital image collections.

Required Elements

The following elements are required for every image in the Historic Pittsburgh Image Collections. If you are currently using an in-house database that doesn't permit adopting these particular elements, you will need to ensure that the metadata you submit matches these elements. If you are in a position to either start an in-house database or modify an existing one, we recommended that the required elements serve as a guide for creating core fields.

Recommended Elements

Required Elements

Title

CSV Element Name title
Description A name given to the resource.
Mandatory Yes
Repeatable No
MODS Element mods:titleInfo/mods:title
Dublin Core Mapping dc.title
Vocabulary/Encoding Scheme Free text. No limitations.
Notes and Best Practices Typically, a Title will be a name by which the resource is formally known. The title should be concise; longer and more detailed information about the image contents should be entered in the “description” element. Avoid use of explanatory or qualifying symbols (e.g., brackets). Descriptive and informative titles are preferred whenever possible (as opposed to things like "unknown" or an identifier number).
Examples
  • Proposed Layout of the Greater Pittsburgh Airport
  • Man Climbing a Pole

Creator

CSV Element Name creator
Description An entity primarily responsible for making the content of the resource.
Mandatory Required, if applicable
Repeatable Yes
MODS Element mods:name/mods:namePart with mods:role/mods:roleterm="creator"
Dublin Core Element dc.creator
Vocabulary/Encoding Scheme Library of Congress Name Authority File (LCNAF), if possible.
Notes and Best Practices Creator is the person or corporate entity that took the photo or created the image. Use a controlled version of the proper name, if possible, drawing from LCNAF. If LCNAF term does not exist, use a similar syntax (Last Name, First Name, YYYY-YYYY). Multiple creators should be separated using a semicolon. Avoid use of placeholder values (e.g., “Unknown”).
Examples
  • Harris, Teenie, 1908-1998
  • Allegheny Conference on Community Development (Pa.)

Subject

Currently, subjects are limited to compound topical subjects, geographic, and name subjects. While we do permit compound headings, due to the limitations of using spreadsheets for metadata creation, we do not currently allow for mixed-type subject headings (e.g., topic--geographic--geographic, or topic-genre, or name-genre, for example). Please split mixed-type subject headings into the appropriate fields. If any of these limitations affect your ability to properly describe your resources, please get in touch with us with any questions.

Topical Subject

CSV Element subject_topic
Description The topic of the content of the resource.
Mandatory Yes
Repeatable Yes
Vocabulary/Encoding Scheme Library of Congress Subject Headings
MODS Element mods:subject/mods:topic
Dublin Core Element dc.subject
Notes and Best Practices It is strongly recommended that the subject descriptors prioritize what the image is “of” rather than the more subjective sense of what the image is “about”. Referring to the MARC 21 Format for Bibliographic Data Subject Access Fields (6XX) can be helpful in determining the appropriate format for different subject headings. Although the order of subject headings has no effect on online access, some catalogers may find it helpful to follow the order of MARC 21. Images assigned more than one subject heading should be separated using a semicolon (e.g. Mayors; Buildings--Design and construction) to ensure proper online display. Because of limitations presented by collecting subjects in a spreadsheet, non-topical subdivisions should not be used. Geographic and Name headings can be added to those fields specifically, and Genre terms can be added to the Genre field. We do not currently support other subject heading types. If this presents a problem, please contact us with more information.
Examples
  • Rivers; Floods; Bridges--Flood damage
  • Mayors; Buildings--Design and construction
Geographic Subject
CSV Element subject_geographic
Description An account of the geographic location of the resource.
Mandatory Yes, if applicable
Repeatable Yes
Vocabulary/Encoding Scheme Recommend selecting from the ULS Metadata and Discovery Unit's Geographic Headings List which is derived from the Library of Congress Subject Headings and Library of Congress Name Authority File, as appropriate. Many local place names may not have authoritative versions.
MODS Element mods:subject/mods:geographic
Dublin Core Element dc.coverage
Notes and Best Practices If the image documents a physical place, one subject heading should be a geographic heading. If LCNAF term does not exist, use a similar syntax. Images assigned more than one geographic subject heading should be separated using a semicolon (e.g. Oakland (Pittsburgh, Pa.); Shadyside (Pittsburgh, Pa.)) to ensure proper online display. Because of limitations presented by collecting subjects in a spreadsheet, non-geographic subdivisions should not be used. Topic and Name headings can be added to those fields specifically, and Genre terms can be added to the Genre field. We do not currently support other subject heading types. If this presents a problem, please contact us with more information.
Examples
  • Pittsburgh (Pa.)
  • Oakland (Pittsburgh, Pa.); Shadyside (Pittsburgh, Pa.)
  • South Fayette (Pa. : Township)
Name Subject
CSV Element subject_name
Description A name used as a subject.
Mandatory Yes, if applicable
Repeatable Yes
Vocabulary/Encoding Scheme Recommend selecting from the ULS Metadata and Discovery Unit's Name Authorities List which is derived from the Library of Congress Name Authority File, as appropriate. Many local place names may not have authoritative versions. In that case, names should be structured using the standard NAF style.
MODS Element mods:subject/mods:name/mods:namePart
Dublin Core Element dc.subject
Notes and Best Practices If the image documents a person or corporate entity, one subject heading should be a name heading. If LCNAF term does not exist, use a similar syntax. Images assigned more than one name subject heading should be separated using a semicolon (e.g. Carnegie Museum of Art; Carnegie Museum of Natural History) to ensure proper online display. Because of limitations presented by collecting subjects in a spreadsheet, non-name subdivisions should not be used. Geographic and Topical headings can be added to those fields specifically, and Genre terms can be added to the Genre field. We do not currently support other subject heading types. If this presents a problem, please contact us with more information.
Examples
  • Carnegie, Andrew, 1835-1919
  • University of Pittsburgh
  • Carnegie Museum of Art; Carnegie Museum of Natural History
  • McKenna, Bernard

Description

CSV Element description
Description An account of the content of the resource.
Mandatory Yes
Repeatable Yes
Vocabulary/Encoding Scheme Free text. No limitations.
MODS Element mods:abstract
Dublin Core Element dc.description
Notes and Best Practices Description may include but is not limited to: an abstract or a free-text account of the content. It should be noted when descriptions are derived from words written on or part of the image itself. Consider that all of the text in a description is included when a user performs a general search; for this reason background / contextual description that mentions people, places, or things not present in the image itself should be carefully considered.
Examples
  • The Manchester and Point Bridges as seen from Point Building looking toward the confluence of the rivers.
  • The Eichleay Corporation moving the West Pennsylvania Freight Station. Some employees stayed in the building as it was being moved.

Date

CSV Element normalized_date
Description A date associated with the creation of the resource.
Mandatory Yes
Repeatable No
MODS Element mods:originInfo/mods:dateCreated[@encoding="iso8601" @keyDate="yes"]
Dublin Core Element dc.date
Vocabulary/Encoding Scheme ISO8601
Format The date must be entered as a normalized date, roughly following the ISO 8601 standard. In practice, this means:
  • YYYY-MM-DD (if complete date is known)
  • YYYY-MM (if only year and month are known)
  • YYYY (if only year is known)
  • YYYY/YYYY (to express a date range)
    Notes and Best Practices Generally, this is the date that the photograph is known or estimated to have been taken. An estimated date is better than not providing a date at all. For undated material, normalize as an interval (as with approximate dates), perhaps using context clues from the image, the collection dates, or life of creator. A "normalized", formatted date is required. Adherence to this format will allow dates to be manipulated in programmatic ways, such as accurate sorting of images. For display and sorting purposes, the normalized date will be transformed during metadata processing. Dates can be marked with a "ca." designation using the Date Qualifier element, described below. Date ranges will be collapsed to use the earliest date for sorting purposes.
    Examples What follows are some suggestions and strategies for expressing unknown or incomplete dates while still adhering to a "normalized" date format, similar to the ISO standard.
    • Standard Dates
      • Text: January 1952
      • Normalized: 1952-01
    • Date Spans
      • Text: January 1956 - July 1956
      • Normalized: 1956-01/1956-07
    • Approximate date (see Date Qualifier below)
      • Text: ca.1950
      • Normalized: 1945/1955
    • Undated material
      • Text: undated
      • Normalized: 1920/1957

    Date Qualifier

    CSV Element normalized_date_qualifier
    Description Functional element used to designate approximate (e.g. "circa") dates
    Mandatory no
    Repeatable no
    MODS Element n/a
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme yes/[blank]
    Notes and Best Practices Date Qualifier is used to designate "approximate" dates, will be represented by including a "ca." with the displayed date. The default is blank. If a date should be displayed with a "ca." designation, enter "yes" in the field.
    Examples
    • Standard Dates
      • Normalized: 1956-01/1956-07
      • Date Qualifier: [blank]
      • Display: January 1956 - July 1956
    • Approximate Dates
      • Normalized: 1956-01/1956-07
      • Date Qualifier: yes
      • Display: ca. January 1956 - July 1956

    Identifier

    CSV Element identifier
    Description An unambiguous reference to the resource within a given context.
    Mandatory yes
    Repeatable no
    MODS Element mods:identifier[@type="pitt"]
    Dublin Core Element dc.identifier
    Vocabulary/Encoding Scheme Specific formatting is required for this field: The value must be a combination of an eight-digit date, your depositor ID (see "Depositor Metadata" below), and a zero-padded four-digit number. The three data values should be joined with a dash ("-") and no spaces. No other punctuation is permitted.
    Notes and Best Practices The identifier is a unique reference to the digital object that is being created. Using the format described above ensures uniqueness, while limiting the difficulties of creating and tracking identifiers. If a physical object already has an identifier, it should not be stored here. Instead, use the optional "Source Identifier" field (see "Recommended Elements" below). Using a Source Identifier field will allow you to identify and correlate the online images seen by users with the physical object in its existing identification scheme.
    Examples
    • 20170416-hpicasc-0001
    • 20170416-hpicasc-0002
    • 20170416-hpicasc-0003

    Copyright Status

    CSV Element copyright_status
    Description Indicates the basic copyright information for the object.
    Mandatory yes
    Repeatable no
    MODS Element mods:accessCondition/copyrightMD:copyright/@copyright.status
    Dublin Core Element dc.rights
    Vocabulary/Encoding Scheme Copyright metadata is based on the copyrightMD XML schema (user guidelines PDF) from the California Digital Library and rightststatements.org.
    Format Values for copyright status:
    • copyrighted - Under copyright
    • pd - Public domain: No further information
    • pd_usfed - Public domain: US Federal document
    • pd_holder - Public domain: Item dedicated to the public domain by the rights holder
    • pd_expired - Public domain: Public domain: Item in the public domain because of expiration of copyright based on U.S. law
    • unknown - Copyright status of the resource is unknown
    Notes and Best Practices The Copyright Status element is intended to provide user-oriented information about the object, and not intended to serve as a record keeping mechanism for other copyright-related information collected and gathered by institutions for internal management, such as donor agreements, copyright permission request histories, etc. During metadata transformation, the CopyrightMD code will be replaced with a rightstatements.org statement, as demonstrated in the examples below.
    Examples Rights information will be displayed in the online collection using the following right statements. The displayed statement will include the copyright holder, if available.
    • copyrighted -- In Copyright. This Item is protected by copyright and/or related rights. You are free to use this Item in any way that is permitted by the copyright and related rights legislation that applies to your use. For other uses you need to obtain permission from the rights-holder(s).
    • pd, pd_usfed, pd_holder, pd_expired -- No Copyright - United States. The organization that has made the Item available believes that the Item is in the Public Domain under the laws of the United States, but a determination was not made as to its copyright status under the copyright laws of other countries. The Item may not be in the Public Domain under the laws of other countries. Please refer to the organization that has made the Item available for more information.
    • unknown -- Copyright Undetermined. The copyright and related rights status of this Item has been reviewed by the organization that has made the Item available, but the organization was unable to make a conclusive determination as to the copyright status of the Item. Please refer to the organization that has made the Item available for more information. You are free to use this Item in any way that is permitted by the copyright and related rights legislation that applies to your use.

    Publication Status

    CSV Element publication_status
    Description Indicates the basic publication information for the object
    Mandatory yes
    Repeatable no
    MODS Element mods:accessCondition/copyrightMD:copyright/@publication.status
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme Copyright metadata is based on the copyrightMD XML schema (user guidelines PDF) from the California Digital Library and rightststatements.org.
    Format Values for Publication Status:
    • published
    • unpublished
    • unknown

    Copyright Holder

    CSV Element rights_holder
    Description Indicates the copyright holder for the object.
    Mandatory Required if Copyright Status is "copyrighted".
    Repeatable no
    MODS Element mods:accessCondition/copyrightMD:copyright/
    copyrightMD:rights.holder/copyrightMD:name
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme Library of Congress Name Authority File (LCNAF), if possible.
    Notes and Best Practices Required only if Copyright Status is "copyrighted". It should be left blank otherwise. Copyright metadata is based on the copyrightMD XML schema from the California Digital Library (user guidelines PDF).
    Examples
    • University of Pittsburgh
    • Corsini, Harold

    Type of Resource

    CSV Element type_of_resource
    Description A term that specifies the characteristics and general type of content of the resource.
    Mandatory yes
    Repeatable no
    MODS Element mods:typeOfResource
    Dublin Core Element dc.type
    Vocabulary/Encoding Scheme MODS Type of Resource Vocabulary
    Notes and Best Practices The information in Type of Resource is taken for the MODS field of the same name, and describes the original or source object. For example, in the case of a digitized photograph, would apply to the analog original; in born-digital materials, it would apply to the original digital format. The values for Type of Resource are controlled and the available list is below. A majority of Historic Pittsburgh Image Collections will be still images, but if your collection includes maps (cartographic) or images of three dimensional objects, for example. This field maybe used for faceting. If you would like more fine-grained description of the object, you can include the optional genre and format fields (see below).
    Examples Values for Type of Resource:
    • text – Resources that are basically textual in nature.
    • cartographic – Includes maps, atlases, globes, digital maps, and other cartographic items.
    • notated music - Graphic, non-realized representations of musical works, both in printed and digitized manifestations that represent the four components of musical sound: pitch, duration, timbre, and loudness.
    • sound recording - Used when a mixture of musical and nonmusical sound recordings occurs in a resource or when a user does not want to or cannot make a distinction between musical and nonmusical.
    • sound recording-musical - Used when a resource is predominately a musical sound recording.
    • sound recording-nonmusical – Used when the sound recording is nonmusical in nature.
    • still image – Includes two-dimensional images and slides and transparencies.
    • moving image – Includes motion pictures and videorecordings, as well as television programs, digital video, and animated computer graphics—but not slides and transparencies. It does not include moving images that are primarily computer programs, such as computer games or computer-oriented multimedia; these are included in "software, multimedia".
    • three dimensional object – Includes man-made objects such as models, sculptures, clothing, and toys, as well as naturally occurring objects such as specimens mounted for viewing.
    • software, multimedia – Appropriate for any electronic resource without a significant aspect that indicates one of the other categories. It includes: software, numeric data, computer-oriented multimedia, and online systems and services.
    • mixed material – Indicates that there are significant materials in two or more forms that are usually related by virtue of their having been accumulated by or about a person or body. Mixed material includes archival fonds and manuscript collections of mixed forms of materials, such as text, photographs, and sound recordings.

    Filename

    CSV Element filename
    Description The name, including the type extension, of the file.
    Mandatory yes
    Repeatable no
    MODS Element n/a
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme The filename must be unique within your digital collection and should include the 3-character filename extension (most always .tif).
    Notes and Best Practices The filename should contain alphabetic or numeric characters. The filename should not be case-sensitive. A limited set of punctuation is permitted, including dash (-), underscore (_), and period (.). If feasible, we recommend using the same naming scheme as with Identifier above, which ensures uniqueness while limiting difficulties of creating filenames.
    Examples
    • 20170416-hpicasc-001.tif
    • 20170416-hpicasc-002.tif
    • 20170416-hpicasc-003.tif

    Source Collection Title

    CSV Element source_collection
    Description Collection from which the images were selected.
    Mandatory yes
    Repeatable no
    MODS Element mods:relatedItem/mods:titleInfo/mods:title
    Dublin Core Element dc.relation
    Vocabulary/Encoding Scheme Collection title, and dates
    Notes and Best Practices The Source Collection name is generally an abbreviated version, with just the collection name and dates. A more complete collection name can be stored in the Source Collection Citation field.
    Examples
    • Pennsylvania Railroad Glass Plate Negative Collection, 1907-1917
    • Pittsburgh & Lake Erie Railroad Company Photographs, 1886-1972

    Depositor

    CSV Element depositor
    Description Official name of the depositing institution.
    Mandatory yes
    Repeatable no
    MODS Element mods:name/mods:namePart with mods:role/mods:roleterm="depositor"
    Dublin Core Element dc.contributor
    Vocabulary/Encoding Scheme Free text. No limitations.
    Notes and Best Practices The Depositor is the official name of the entity responsible for depositing the objects in Historic Pittsburgh. This metadata will be used in faceting to allow users to limit to materials in your collections.
    Examples
    • University of Pittsburgh
    • Detre Library & Archives, Heinz History Center
    • Northland Public Library

    Recommended Elements

    Genre

    CSV Element genre
    Description A term or terms that designate a category characterizing a particular style, form, or content, such as artistic, musical, literary composition, etc.
    Mandatory no
    Repeatable yes
    MODS Element mods:genre
    Dublin Core Element dc.type
    Vocabulary/Encoding Scheme Genre Terms for Historic Pittsburgh Digital Objects
    Notes and Best Practices Genre allows contributors to give more specificity for the form of an object than the broad terms used in Type of Resource. It is recommended that contributors select terms from the "Genre Terms for Historic Pittsburgh Digital Objects", maintained by the University of Pittsburgh Metadata & Discovery Unit.
    Examples
    • photographs
    • drawings (visual works)
    • collages (visual works)

    Format

    CSV Element format
    Description A designation of a particular physical presentation of a resource, including the physical form or medium of material for a resource.
    Mandatory no
    Repeatable no
    MODS Element mods:physicalDescription/mods:form
    Dublin Core Element dc.format
    Vocabulary/Encoding Scheme Free text. No limitations.
    Notes and Best Practices Format includes information that specifies the physical form or medium of material for a resource.
    Examples
    • gelatin silver prints
    • cellulose nitrate film

    Extent

    CSV Element extent
    Description Size or duration of the object.
    Mandatory Yes, if known
    Repeatable no
    MODS Element mods:physicalDescription/mods:extent
    Dublin Core Element dc.format
    Notes and Best Practices Text representation of the approximate dimensions of the resource.
    Examples
    • 6.5 x 8.5 in.
    • 26.75 x 35 mm.

    Contributor

    CSV Element contributor
    Description An entity responsible for making contributions to the resource.
    Mandatory no
    Repeatable yes
    MODS Element mods:name/mods:namePart with with mods:role/mods:roleterm="contributor"
    Dublin Core Element dc.contributor
    Vocabulary/Encoding Scheme Library of Congress Name Authority File (LCNAF), if possible.
    Notes and Best Practices Contributor is the person or corporate entity that contributed in the creation of the resource. Use a controlled version of the proper name, if possible, drawing from LCNAF. If LCNAF term does not exist, use a similar syntax (Last Name, First Name, YYYY-YYYY). Multiple contributors should be separated using a semicolon. Avoid use of placeholder values (e.g., “Unknown”).
    Examples
    • Richter, Andy, 1966-
    • McMahon, Ed

    Source Identifier

    CSV Element source_identifier
    Description Identifier associated with the physical object, rather than the digital image of the object
    Mandatory no
    Repeatable no
    MODS Element /mods:mods/mods:identifier[@type="source"]
    Dublin Core Element dc.identifier
    Vocabulary/Encoding Scheme Free text. No limitations.
    Notes and Best Practices May be accession number or other number associated with the image. Allows you to connect the physical item with the digital object.
    Examples
    • ASN.45675.b01.f03
    • ASN.27.b44.f02

    Source Collection Identifier

    CSV Element source_collection_id
    Description Identifier associated with the physical collection, rather than the digital collection
    Mandatory no
    Repeatable no
    MODS Element /mods:relatedItem[@type="host"]/mods:identifier
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme Free text. No limitations.
    Notes and Best Practices May be accession number or other number associated with the parent collection. Allows you to connect the physical collection with the digital collection.
    Examples
    • AIS.2015.01
    • UE.23.331

    Source Collection Citation

    CSV Element source_citation
    Description Full citation for physical collection.
    Mandatory no
    Repeatable no
    MODS Element mods:relatedItem/note[@type="prefercite"]
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme Free text. No limitations
    Notes and Best Practices Typically includes the full collection name, dates, identifier, and owning institution.
    Examples
    • Pittsburgh City Photographer Collection, 1901-2002, AIS.1971.05, Archives & Special Collections, University of Pittsburgh Library System

    Address

    CSV Element address
    Description Street address represented in the image
    Mandatory no
    Repeatable no
    MODS Element /mods:note[@type="address"]
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme Free text. No limitation
    Notes and Best Practices Should only be used if an exact street address can be determined. Not recommended for most collections.
    Examples
    • 7500 Thomas Blvd.

    Batch

    CSV Element batch
    Description Internal batch number for a set of submitted objects.
    Mandatory no
    Repeatable no
    MODS Element n/a
    Dublin Core Element n/a
    Vocabulary/Encoding Scheme Free text. No limitations.
    Notes and Best Practices This is typically internal documentation, and is not used for display or sorting in the Islandora system. This is a "legacy" field from our old methods and is not recommended.
    Examples
    • 20170106
    • batch-002
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