Data Management Survey Collection: User's Guide

User Guide for Data Management Survey Collection

1. Term Name: title

Term Label: Title

Term Definition: The nature or genre of the content of the resource.

Mandatory: Yes

Repeatable: Yes

Scheme: None

Namespace: http://purl.org/dc/elements/1.1/title

Maps to: Dublin Core Title

Example: Interview Subject 100 – Audio File

Best Practices:

· The Title should be the name by which the resource is formally known. If there is uncertainty about the title, the element may be repeated so as to include all possible variants.

· Enter multiple titles in the order in which they appear on the resource or in order of their importance. Use separate Title elements to enter multiple titles or clearly separate multiple titles by a semicolon and a space within an element. Use separate elements to enter more than one title if necessary for access i.e., “caption title, former title, spine title, collection title, series title, artist’s title, object name, etc.” or if in doubt about what constitutes the title.

· Transcribe the title, if there is one, from the resource itself, such as a caption from a photograph or a title on a map.

· When no title is found on the resource itself, use a title assigned by the contributing institution or found in reference sources. For more guidance in constructing titles, consult established cataloging rules such as Anglo-American Cataloging Rules (AACR2), Describing Archives: A Content Standard (DAC), or Cataloging Cultural Objects (CCO).

· Make the title as descriptive as possible, avoiding simple generic titles such as “Papers” or “Annual Report.”

· When possible, exclude initial articles from the title. Exceptions might include when the article is an essential part of the title or when local practice requires use of initial articles.

· Capitalize only the first letter of the first word of the title or of any proper names contained within the title.

· In general, transcribe titles and subtitles from the source using the same punctuation that appears on the source. If the holding institution has created the title, then use punctuation that would be appropriate for English language. Some institutions may wish to apply consistent guidelines prescribed by the Modern Language Association (MLA), Chicago Manual of Style, etc.

· Collections: If multiple titles are being described as a collection by one record and no collection title already exists, create a collective title that is as descriptive as possible of the contents.

· If the item is in HTML, make sure that the title indicated in the HTML title header is also included as a title.

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2. Term Name: description

Term Label: Description

Term Definition: An account of the content of the resource.

Mandatory: Yes

Repeatable: Yes

Scheme: None

Namespace: http://purl.org/dc/elements/1.1/description

Maps to: Dublin Core Description

Example: This is the audio recording for the interview with subject 100.

Best Practices

· Description may include but is not limited to: an abstract, a table of contents, a graphical representation, or a free-text account of the resource.

· Enter multiple descriptions in the order of their importance. Use separate Description elements to enter multiple descriptions or clearly separate each entry by a semicolon and a space within an element.

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3. Term Name: subject

Term Label: Subject

Term Definition: The topic of the content of the resource.

Mandatory: No

Repeatable: Yes

Scheme: ULAN, LCSH, LCNAF, TGN, or accumulated local name authority

Namespace: http://purl.org/dc/elements/1.1/subject

Maps to: Dublin Core Subject

Comment: Typically, 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.

Example: Data Management (LCSH); DMP

Best Practices:

· Enter multiple subjects or classification codes in the order of their importance (often based upon how much of the entire content is devoted to a particular subject). Use separate Subject elements to enter multiple subjects or clearly separate each entry by a semicolon and a space within an element.

· Use subject terms from established thesauri and classification schemes when possible.

· Because different thesauri and/or schemes may be used, when using a term from a controlled vocabulary, place the acronym of the source in parentheses after each term.

· To determine the subject, use the title, description, and resource itself.

· It is better to use specific or unique words than more general words.

· Subjects may be personal or organization names, as well as topics, places, genres, forms, and events.

· Subject elements may describe not only what an object is about, but also what it is.

· Have a clear understanding of how the database handles nonstandard characters and diacritics and input them so that they display and retrieve effectively.

· If the subject is a person or organization, use the same form of name as if the person or organization were a Creator.

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4. Term Name: creator

Term Label: Creator

Term Definition: An entity primarily responsible for making the content of the resource.

Mandatory: Yes

Repeatable: Yes

Scheme: ULAN, LCSH, LCNAF, or accumulated name authority file

Namespace: http://purl.org/dc/elements/1.1/creator

Maps to: Dublin Core Creator

Comment: A person or entity primarily responsible for creating the intellectual content of the resource. Examples of creators include authors of written documents, artists, photographers, and organizations that generate archival collections.

Example: Peters, Christie

Best Practices:

· Enter multiple creators in the order in which they appear on the resource or in order of their importance. Use separate Creator elements to enter multiple creators or clearly separate each entry by a semicolon and a space within an element.

· Enter personal names in inverted form in most cases: Last name, First name, Middle name or initial. If it is not obvious how to invert or structure the name, use the name form given in an authority list or enter it as it would be in the country of origin.

· Enter group or organization names in full, direct form. In the case of a hierarchy, list the parts with subordinate unit first, superior unit last.

· Because different thesauri and/or schemes may be used, when using a term from a controlled vocabulary, place the acronym of the source in parentheses after each term.

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5. Term Name: publisher

Term Label: Publisher

Term Definition: The entity responsible for making the resource available

Mandatory: No

Repeatable: Yes

Scheme: ULAN, LCSH, LCNAF, or accumulated local name authority

Namespace: http://purl.org/dc/elements/1.1/publisher

Maps to: Dublin Core Publisher

Comment: For digital objects, Publisher is the entity that created the digital resource. Publishers can be a corporate body, publishing house, museum, historial society, project, repository, etc.

Example: University of Houston. Libraries (LCNAF)

Best Practices:

· Enter multiple publishers in the order in which they appear on the resource or in order of their importance. Use separate Publisher elements to enter multiple publishers or clearly separate each entry by a semicolon and a space within an element.

· When in doubt about whether an entity is a publisher or a creator, enter a corporate entity as Publisher and a personal name as Creator.

· Because different thesauri and/or schemes may be used, when using a term from a controlled vocabulary, place the acronym of the source in parentheses after each term.

· Omit initial articles in Publisher names

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6. Term Name: language

Term Label: Language

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

Mandatory: No

Repeatable: Yes

Scheme: ISO 639.2

Namespace: http://purl.org/dc/elements/1.1/language

Maps to: Dublin Core Language

Comment: Indicates the language(s) of the intellectual content of the resource. This implies the language(s) in which a text is written or the spoken language(s) of an audio or video resource. Visual images do not usually have a language unless there is a significant text in a caption or in the image itself.

Example: eng

Best Practices:

· A resource may include multiple languages. Use separate Language elements to enter multiple languages or clearly separate each entry by a semicolon and a space within an element.

· Indicate language using three-letter language codes defined by ISO 639.2. For a list of these codes, see http://www.loc.gov/standards/iso639-2/englangn.html

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7. Term Name: coverage

Term Label: Coverage

Term Definition: The extent or scope of the content of the resource.

Mandatory: No

Repeatable: Yes

Scheme: TGN, GNIS, LCSH, and/or ISO 8601

Namespace: http://purl.org/dc/elements/1.1/coverage

Maps to: Dublin Core Coverage

Comment: Coverage will typically include spatial location (a place name or geographic coordinates), temporal period (a period label, date, or date range) or jurisdiction (such as a named administrative entity).

Example: University of Houston. Libraries (LCSH); 2010-2011(ISO 8601)

Best Practices:

· Multiple places, physical regions, dates, and time periods may be associated with the intellectual content of the resource. No hierarchy is implied. Use separate Coverage elements to enter multiple spatial and temporal values or clearly separate each entry by a semicolon and a space within an element.

· If using place names, select terms from a controlled vocabulary to identify place names (e.g., Geographic Names Information System (GNIS), Getty Thesaurus of Geographical Names (TGN), Library of Congress Subject Headings (LCSH).

· Because different thesauri and/or schemes may be used, when using a term from a controlled vocabulary, place the acronym of the source in parentheses after each term.

· For a range of dates, enter the dates on the same line, separating them with a space, hyphen, and a space as in “2010 – 2011.”

· Follow dates with a question mark (1997?) to show a date is approximate, or a circa date

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8. Term Name: type

Term Label: Type

Term Definition: An account of the content of the resource.

Mandatory: Yes

Repeatable: Yes

Scheme: DCMI Type Vocabulary

Namespace: http://purl.org/dc/elements/1.1/type

Maps to: Dublin Core Type

Example: Collection; Sound; Text

Best Practices:

· Some digital objects may involve more than one type, e.g., a manuscript collection may have text, image, sound, and interactive components. Use separate Type elements to enter multiple types or clearly separate each entry by a semicolon and a space within an element.

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9. Term Name: format

Term Label: Format

Term Definition: The physical or digital manifestation of the resource

Mandatory: Yes

Repeatable: Yes

Scheme: IMT

Namespace: http://purl.org/dc/elements/1.1/format

Maps to: Dublin Core Format

Comment: Typically, Format may include the media type or the dimensions of the resource. Format may be used to describe the software, hardware, or other equipment needed to display or operate the resource. Use the format to record the Internet Media Type (IMT scheme).

Example: Image/jpeg

Best Practices:

· Some digital objects may involve more than one format. Use separate Format elements to enter multiple formats or clearly separate each entry by a semicolon and a space within an element.

· Enter formats for different purposes as separate Format elements, i.e., separate file size and duration entries.

· Select electronic format terms from the Internet Media Types (IMT) standardized list, also known as MIME types.

· Record the file

· New media types and applications are always emerging. If the resource format being described is not yet part of the MIME type list, follow the MIME convention by selecting a broad category of object format (audio, video, application, etc.) for the first part of the MIME type, then use as a brief identifier for the second half of the MIME type the file name suffix that is usually attached to files of this format, e.g. audio/wav.

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10. Term Name: identification number: interview subject

Term Label: Identification Number: Interview Subject

Term Definition: Coded identifier for the interview subject

Mandatory: Yes

Repeatable: Yes

Scheme: None

Namespace: http://uhproject.com/dcuh/contributor.interviewSubjectNumber

Maps to: Dublin Core Contributor

Comment: Every person interviewed will be assigned a coded identification number.

Example: 101

Best Practices:

· Every person who is interviewed should be assigned a coded identification number.

· Only the PI of the library project should have access to the database that associates the name of the interview subject with their identification number.

· Security measures enforcing the confidentiality of the interview subjects should be undertaken and enforced at all times.

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11. Term Name: project Role: interview subject

Term Label: Project Role: Interview Subject

Term Definition: The role that an interview subject played in the identified project

Mandatory: No

Repeatable: Yes

Scheme: accumulated local name authority (Principle Investigator, co-Principle Investigator,
Graduate Student, Post-Doctoral Student, Research Staff)

Namespace: http://uhproject.com/uh/interviewSubjectRole

Maps to: None

Example: Principle Investigator

Best Practices:

· Each interview subject will have only one Interview Subject Role for the project identified for the interview associated with this resource.

· More than one interview subject may be assigned to the same project in the same role.

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12. Term Name: identification number: project

Term Label: Identification Number: Project

Term Definition: Coded identifier for the project that is the subject of the interview

Mandatory: No

Repeatable: Yes

Scheme: None

Namespace: http://uhproject.com/uh/interviewProjectNumber

Maps to: None

Comment: Every project will be assigned a coded identification number.

Example: 207

Best Practices:

· Assign every project that is the subject of an interview a coded identification number.

· Different individuals may be interviewed in relation to a single project, but each person interviewed will have their own personal identification number.

· Only the PI of the library project should have access to the database that associates the name of the interview subject with their identification number.

· Security measures enforcing the confidentiality of the interview subjects should be undertaken and enforced at all times.

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13. Term Name: interviewer

      Term Label: Interviewer
      Term Definition: An entity primarily responsible for interviewing an interview subject and
      recording the interview notes

Mandatory: Yes

Repeatable: Yes

Scheme: ULAN, LCSH, LCNAF, or use free-text

Namespace: http://uhproject.com/dcuh/contributor.interviewer

Maps to: Dublin Core Contributor

Example: Peters, Christie

Best Practices:

· Because different thesauri and/or schemes may be used, when using a term from a controlled vocabulary, place the acronym of the source in parentheses after each term.

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14. Term Name: relation-is part of

      Term Label: Relation – Is Part Of
      Term Definition: Part/whole relations are those in which one resource is a physical or logical
      part of another.
      Mandatory: No

Repeatable: Yes

Scheme: None

Namespace: http://purl.org/dc/terms/isPartOf

Maps to: Dublin Core Relation

Example: UH Data Management Survey - Phase 1

Best Practices:

· Use separate Relation elements to enter multiple relations or clearly separate each entry by a semicolon and a space within an element.

· A resource may relate to another resource in a variety of ways that can be described by using more than on Relation element. For example, the same resource can be a part of a larger resource while simultaneously containing a smaller resource within itself; it can be a more recent version of one resource and be superseded by another. A resource can be a different version of another resource, or contain the same intellectual content as another resource, but be in a different format.

· Include sufficient information in the Relation element to enable users to identify, cite, and either locate or link to the related resource.

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15. Term Name: dateInterview

Term Label: Date - Interview

Term Definition: The date an interview subject is interviewed

Mandatory: No

Repeatable: Yes

Scheme: ISO 8601

Namespace: http://uhproject.com/dcuh/date.interviewDate

Maps to: Dublin Core Date

Example: 2011-03-29

Best Practices:

· Enter dates in the form of “YYYY-MM-DD” in accordance with the ISO 8601scheme.

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16. Term Name: dateCreated

Term Label: Date - Created

Term Definition: The date the interview materials were uploaded into the system

Mandatory: No

Repeatable: Yes

Scheme: ISO 8601

Namespace: http://uhproject.com/dcuh/date.createdDate

Maps to: Dublin Core Date

Example: 2011-03-29

Best Practices:

· Enter dates in the form of “YYYY-MM-DD” in accordance with the ISO 8601scheme.

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17. Term Name: fileName

Term Label: File name

Term Definition: The file name of the item that has been added to the collection

Mandatory: No

Repeatable: Yes

Scheme: ISO 8601

Namespace: http://uhproject.com/uh/fileName

Maps to: None

Example: 200.100_20130101_audio.mp3

Best Practices:

· Include the file name of the item as it exists elsewhere on the library server.

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References:

· CDP Metadata Working Group (2006). Dublin Core Metadata Best Practices, version 2.1.1. Accessed from http://www.mndigital.org/digitizing/standards/metadata.pdf on March 24, 2013.

o I relied heavily upon this resource for my best practices.

Data Management Survey Collection

User's Guide

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