CONTENTdm Data Dictionary

[Required]

Word or phrase that names the resource.

Input Type: Manual.

Input Rules: AACR2, chap. 1.1/RDA
Transcribe directly from the resource or devise one. Drop initial articles (such as: the, a, an, le, la, los, el, der, die, das, etc.).

If the title uses abbreviations, reenter the title in the Expanded Title (h) element and expand the abbreviations. Do not use quotation marks or square brackets around the title for any reason. Sentence-style capitalization is recommended where you capitalize only the first word and proper nouns. Capitalize the first word of a title and all proper names. Also, for consistency, do not include a period at the end of the last word in a title. If you need to create a title because there is no obvious title to use, create a concise title that describes the content, but do not use phrases such as "Photograph of" or "Postcard of." If you are constructing a descriptive title for the Title field, enter such into the Title field, and in the Title Type field select "descriptive title."

Examples:

• Shaker buildings of Cant., NH (Expanded Title (h): "Shaker buildings of Canterbury, New Hampshire")
• Shaker barn in Mt. Lebanon, New York
• Mona Lisa

[Required / Hidden]

Specifies the type of title that was supplied in the Title field.

Input Type: Select from the pick list provided.
Cataloging Rules: CCO 1.2.2.3

Pick List:

• original title (= as it appears on the original object)
• added title (= stamped or handwritten onto the original object at any time after its original appearance)
• descriptive title (= supplied by cataloger)
• provisional title (= no title has been assigned yet)

[Optional / Hidden]

This is often the same as the main Title, but includes any initial article and all abbreviations are expanded and all proper nouns given in their full form and any misspellings corrected. (Purpose is to improve discovery.)

Input Type: Manual. Do not enclose cataloger supplied ("devised") titles in brackets.
Cataloging Rules: CCO 1.2.2 - 1.2.2.2.6

Examples:
- Landscape showing buildings and streets in Shaker Village, Canterbury, New Hampshire (where Title = "Buildings, Cant., NH")

Note: I tried to make this element a <dc:title> element, but CONTENTdm did not handle two elements mapped to <dc:title> very consistently. So, unfortunately, this element is not searched during a strictly "title" search in CONTENTdm. However, it is included in global keyword searches.

[Recommended when available]

Provide alternative titles only in cases where a resource contains additional formal titles, or is known by other formal titles, such as a translated version of the title.

Local practice allows descriptive titles in this field, not just formal titles, if they give more information than the one in the Title field. For example, you may use the second part of a title as an Alternative Title if it is more or at least equally distinctive as the first part (as in "House of David -- Girls Band" --> "Girls Band") or you can expand the title to include an important term that might help describe the resource (as in "House of David" --> "House of David Band" if the picture is of a band from the House of David). This approach encourages normalizing titles along the lines of a uniform title in cataloging terms.

Input Type: Manual. Input rules: AACR2, chap. 1.1/RDA
Transcribe directly from the resource or from authoritative sources.

Examples of formal Alternative Title:
[where Title = "Mona Lisa"]
Alternative Title =
- My Lisa (translated title)
- La Gioconda (alternative title)
- The joyous lady (translated title)

Examples of descriptive Alternative Title:
[where Title = "Emily Meyers"]
Alternative Title = "Photograph of Shaker Eldress Emily Meyers of Canterbury, New Hampshire"

[Required when available]

The main person or corporate entity responsible for creating the content of the resource (e.g., author, photographer, painter, architect, speaker. . .). Add dates flourished if known. [Names of authors of markings or messages added to the object may be noted in the Contributor Note element, not in the Creator element.

For published photos and for postcards, the name of the photographer might better be placed into the Contributor field.]

• A Creator may also be traced again in the Personal Names field if s/he is the Subject of the content or is well-known. The exact role of the creator may be specified in the Contributor Note field (author, speaker, directory, script writer, photographer, etc.).
• Letter writers are Creators unless they are just authors of messages written on postcards, in which case they are considered just Contributor. Their name and role should be specified in the Contributor Note field. Their name may also be traced in the Personal Names field if the person is well-known.
• Letter addressees should be keyed into the Contributor field (map: dc:contributor) and the name and role should be specified in the Contributor Note field. Their name may also be repeated in the Personal Names field if the person is well-known.
• The Creator element of a photograph may be put into the Creator field (Creator Role: photographer), but the photographer of a photo reproduced on a picture postcard is usually left empty. The photographer in this case is just a contributor to the resource and his role as "photographer" should be mentioned in the Contributor Note field.

Input Type: Manual.

Input rules: AACR2, chap. 22/RDA.
Use the vocabulary provided. If not listed, select it from the <LCNAF> vocabulary if possible. If not found, create one using the following pattern.
Pattern: Last-name, First-name Middle-name, dates. You may add the name in normal order as well. Do not include the persons role. Instead, put it in the Contributor Note. If the name is not found in LCNAF, do not add dates at all.
Do not include any titles, honorifics, or generation terms such as "Mr.," "Sr.," "Jr.," or "General" unless they are part of the name as given in a standard controlled vocabulary or if you have no first name for the person, or if it is Mrs. when preceding her husbands name, as in Mrs. John Smith.

Examples of Creator:
- Kirkland, Samuel, 1741-1808;
- Jones, Mrs.; Jones, John, Mrs.; Butler, General; [if no first name]
- 117th New York State Volunteer Association
- John, Smith (It would be wrong to use "Smith, John, Jr." unless in LCNAF as "Adams, Ansel, Jr. 1902-1984.")

Vocabularies:

LCNAF
ULAN

NOTE: The "Best Practices for CONTENTdm..." allows qualifying names with roles, as in "Adams, Ansel, 1902-1984, photographer", but we do not follow this practice.

[Recommended when available]

Names of anyone who contributed to the production of the original resource, but who cannot be designated as the sole creator of the resource. Contributors may be an illustrator, translator, director, screenwriter, videographer, producer, sound technician, and so on. In some collections, one may decide to create a specific element with a label specifying a particular role that all objects in the collection will need, such as Director, Screen Writer, or Translator, in order to enable searching with a limit to entries with that particular label, but in most cases just entering their name in the Contributors field and adding their role name in the Contributors Note will suffice. If the person is well-known or a subject of the content be traced in the Personal Names field as well.

Input Type: Manual and free-text.

Examples:
Smith, John

Contributors Note = Illustrator: John Smith

Vocabularies:
LCNAF
ULAN

[Optional]

A free-text statement naming those who had any role in the creation of the resource and clarifying the role they played (e.g., photographer, illustrator, translator, arranger, transcriber, director, advisor. . .) (For the publisher, use Publisher element instead. For the donor, use the Donor element instead.) May include the name of the person who added writing onto an object such as a postcard after the postcard was printed. But if the object is primarily a letter, put the author/writer's name in the "Creator" element instead. Add dates flourished if known.

• A Creator may be traced again in the Personal Names field if s/he is the Subject of the content or is well-known. The exact role of the creator may be specified in the Contributors Note field (author, speaker, directory, script writer, photographer, etc.).
• Letter writers are Creators unless they are just authors of messages written on postcards, in which case they are considered just Contributors. Their name and role should be specified in the Contributors Note field. Their name may also be traced in the Personal Names field if the person is well-known.
• Letter addressees should be keyed into the Contributors field (map: dc:contributor) and the name and role should be specified in the Contributors Note field. Their name may also be repeated in the Personal Names field if the person is well-known.
• The Creator element of a picture postcard is usually left empty. The photographer is just a Contributor and his role as "Photographer" should be mentioned in the Contributors Note field.

Input Type: Manual and free-text.

Recommended role terms:

For more roles, see the Vocabulary cited below.

Examples:
Letter
- Letter writer: Pvt. George W. Pearl; Letter recipient: Mrs. John Pearl;
- Letter writer: unknown Civil War solder;

Book with illustrations
- Creator: Bernard Cohen, Hamilton College Class of 1846, Sigma Epsilon; Illustrator: John Q. Smith;

Photograph
- Photographer: Charles Brown Jr.; (if photographer is identified)
- Photographer: Charles Brown, Jr.; Architect: Johannes Sur DePonte; Printer: Bahn Verlag (Germany); (if photographer is identified, if architect of building is identified, if printer is identified).
- Photographer: Brown & Smith, Co.; Sender: J.B. Jones; Recipient: Mrs. J.B. Jones; Vendor: Scott de Wolfe (if vendor is identified);

Postcard
- Sender: John; Recipient: Jane Baker

Finding Aid
- Creator of finding aid: Jeremy P. Schmidt; EAD encoder: Peter J. MacDonald;

Vocabulary:

Note:
For list of role/relator terms see: <http://www.loc.gov/loc.terms/relators> (accessed October 4, 2013)
For DCMI guidelines on MARC Relator terms see: <http://dublincore.org/usage/documents/relators/> (accessed October 4, 2013)

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[Recommended when there is a Creator]

The role of the stated Creator of the resource.

Input Type: Manual. Input rules: Select from the provided vocabulary.

Examples:
- author
- photographer
- engraver
- painter

[Required when available]

Machine-readable version of the the earliest date (normally the year) associated with the creation of the physical "target" item from which the online resource was derived or created. (The date when a photograph was taken, a postcard was printed (a second date for the photograph may be added if known), a thesis was submitted, an original recording was recorded, a movie was released on DVD (a second date for original release date may be added if known, etc.). If your resource was actually published, enter the publication date. In addition, identify the date and what that date represents into the free-text element "Date Note."

If there is no date, leave it blank, although when no date of creation, publication, issue, etc. can be found, it should be possible to give a probable date or date range based on the photographic process or format, the photographer (if identified), and visual clues in the image (clothing, hairstyles, vehicles, buildings, etc.). Such approximations should be expressed by using ranges or simply by making a statement in the Date Note field.

Input Type: Manual.
Use <W3C DTF> pattern: yyyy-mm-dd. When uploading metadata from a CSV file, the format for a full date must be "mm/dd/yyyy." May NOT contain non-numeric characters. Do not use "n.d." (no date) in the Date field.

If entering a year range, enter yyyy-yyyy. CONTENTdm expands the entry so that all years within the range are displayed and stored in the Date data type field

Examples:
2006-02-28
1872-03
1862
1996-1999 (for range of years; will expand to 1996; 1997; 1998; 1999;)

- Use a three year date range for a probable date, but not more than a 20 year range:
Date: 1851-1853;
Date Note: Published: 1852?

- Use a five year date range for an approximate, or circa, date:
Date: 1850-1854;
Date Note: Published: circa 1852

- Use a ten year range for a probable decade (or when the decade is certain):
Date: 1850-1859
Date Note: Published: 185-? (or 185-) or 1850s

- Date: 1840-1859
Date Note: between 1840 and 1860

Date formats not supported by the W3CDTF standard can be put in the Date Note field, such as these:
before 1867
after 1867

Notes:
- This element should always be used for the earliest date of the resource. For example, if it is a streaming version of a video created in 2010 of a DVD published in 2002, use "2002" as the Date. Put the date of the conversion in the Date Note field (Date: 2002; Date Note: DVD published in 2002. Streaming video created in 2010").
-BP is to map only one element to dc:date(.created) if the record is to be OAI harvested.

[Required when available]

The earliest date (use just the year) associated with the creation of the physical "target" item from which the online resource was derived or created. (The date when a photograph was taken, a postcard was printed (a second date for the photograph may be added if known), a thesis was submitted, an original recording was recorded, a movie was released on DVD (a second date for original release date may be added if known, etc.). If your resource was actually published, enter the publication date. In addition, identify the date and what that date represents into the free-text element "Date Note."

If there is no date, leave it blank, although when no date of creation, publication, issue, etc. can be found, it should be possible to give a probable date or date range based on the photographic process or format, the photographer (if identified), and visual clues in the image (clothing, hairstyles, vehicles, buildings, etc.). Such approximations should be expressed by using ranges or simply by making a statement in the Date Note field.

Input Type: Manual.
Since this just a text version of the Date field and is not searchable, there are no strict rules for data entry, but do not use "n.d." (no date) when there is no known date. Just leave the field blank.

Examples:

July 18, 1862
1862
1872-1873 (for range of years)

Notes:
- This element should always be used for the earliest date of the resource. For example, if it is a streaming version of a video created in 2010 of a DVD published in 2002, use "2002" as the Date. Put the date of the conversion in the Date Note field (Date: 2002; Date Note: DVD published in 2002. Streaming video created in 2010").
-BP is to map only one element to dc:date (or dc:created, dc:issued, etc.) if the record is to be OAI harvested.

[Optional]

A free-text statement of the dates associated with the original production of this resource.

Input Type: Manual and free-text.
Recommended practice: Use standard Dublin core dc:date qualifier terminology for identifying dates whenever possible. May contain non-numeric characters.

Examples:
- Date postcard created: 1904
- Date photograph taken: October 16, 1870
- Date photograph taken: circa 1880
- Date of performance: July 18, 2007
- Date building created: 1789
- Date in inscription: June 6, 1947
- Date postmarked: June 6, 1947

Notes:
- Mapped to <dc:description> because <dc:date> is reserved for machine-readable dates and so <dc:date> is used for the Date-Original (h) field only.

[Optional]

If the work was never actually published or if the publication or distribution history is complex or uncertain, a free-text statement may be used to clarify the agent, place and date of production of the original resource. Production processes used to create the additional data streams such as transcriptions, translations, and encodings may also be included. If the work was published, use the Original Publisher field instead.

Input Type: Manual and free text.
Use full sentences.

Examples:
- Probably photographed in Canterbury, New Hampshire.
- Probably published in Boston by Franswell and Burnham around 1776.
- Perhaps published in New York between 1774 and 1777.
- First self published by Benjamin Franklin in 1774. Reprinted in1780.
- Done for Shakertown at Pleasant Hill, Ky. By Charles H. Overly
- Printed in Germany; For the Morris Book Store, Lebanon, Ohio
- Made by Dexter Press; West Nyack, New York
- Printer: Ye Chipman Printery, Poland, Maine
- Living color by Le France Color Fotos; Box 50 Westerville, Ohio; Ex. Distributor Otterbein Home

Examples of additional data streams:
- Translated and transcribed by John A. Gallucci (professor of French at Colgate University) and students in French 292, New York/New France, Spring Semester 2005 at Hamilton College; Encoded in TEI by Peter MacDonald;

[Optional]

Table of contents

Input Type: Manual.
Abbreviate the printed table of contents if necessary.

Examples:
- Preface -- Introduction -- The centenary of Hamilton College / Elihu Root -- Documents illustrating the history of Hamilton College, 1766-1862 -- Address of Horatio Seymour at the dedication of the monument to Samuel Kirkland -- Address of Elihu Root at the unveiling of the statue of Alexander Hamilton.
- Preface -- Introduction -- Chapter 1. History of the Maori -- Chapter 2. Culture of the Maori, . .

[Recommended]

A formal or informal summary or synopsis of the content of a resource -- usually taken directly from the source item, but it may be a free form description of the content of the resource. Include anything about the content that will make it more understandable when removed from its collection context, such as, adding a geographic location and date.

Input Type: Manual.
Transcribe directly from resource . Free-form synopsis should go into the plain Description element.

Examples:
- This study critically examines the visual and aesthetic elements in Direct-to- Consumer broadcast television advertisements. In this paper, I will argue that visual and aesthetic elements are more persuasive than the spoken message in prescription drug advertisements. [From the "Introduction"]
- House of David baseball team, Benton Harbor, Michigan, 1939 (For picture of a baseball team you know is the "House of David" team.)
- Shaker Village, Canterbury, New Hampshire from the north, with the Post Office and Trustees house in the foreground.
- Depicts unknown shaker woman in the souvenir shop in Shaker Village, Canterbury, New Hampshire.

Note: The data type may be set to "Full Text" if there is no other field already set to this.

[Optional]

Free-form text with editorial comments on the content, context, edition, version or condition of the resource. You can put any comments here about the resource that do not fit better in another element. Public comments about the project, crediting people, institutions, and funding agencies who participated in the reproduction or publishing of this online resource. People and places depicted may be described here in more detail. Put summaries of the content in the Abstract field and put measurements or data about the physical description in the Physical Description field.

Input Type: Manual and free text. Use full sentences.
Cataloging Rules: CCO Chapter 8

Examples:
- Sign in photo reads "Willow Woods." (The put "Willow Woods" in Alternative Title field.)
- Older man standing on bridge. Possibly north of Kunming, Yunnan Sheng province.
- Photo has handwritten inscription on the back.
- One of Hamilton's earliest photographic class portraits.
- Written in Lyon, France. Published in Paris. Painter lived in Austria.
- This flyer was part of a group of flyers commemorating the 100th anniversary of Hamilton College.

[Required when available]

A free-text statement of the edition or version of the resource.

Input Type: Manual and free-text.

Examples:
3rd abridged edition
Paperback edition

[Required when available]

The name of the series of which a publication is a part. Do not include sub components such as volume, issue or part number -- these may be recorded in the Description or Text fields.

Input Type: Manual and free-text.

Examples:
- American Civil War Monographic Series
- Canterbury Shaker Scenes

[Recommended]

A term that describes the material used to hold the original resource. This field is used most for works of art and any other objects that are made of materials other than plain paper. You don't need to indicate "paper" if it seems obvious, but "cardboard" stock and the like should be specified if known. Do not use if born digital; use Medium - Digital (MIME) instead.

Try to use terms that are more specific than ones already used in the Object Class (AAT), Physical Description, and Concepts (AAT) elements

Input Type: Select from the pick list provided. Not a free-text field.

Examples:
cardboard; (for postcards)
mounting board;
film;
marble;
wood;
magnetic disk; (for floppy/hard disks)
optical disk; (for CDs/DVDs)

[Optional]

This field is for free-form text describing the physical characteristics such as medium and dimensions of the original physical object. For the dimensions of a photograph always give height x width. In general, give dimensions in centimeters rounded up to the next whole centimeter or next quarter inch, except when an item is a standard trade size given in inches, such as 4 x 5 in, 4 x 6 in, 5 x 7 in, 8 x 10 in, and typescripts as 8 1/2 x 11 in.

Do not use if born digital; use Extent - Digital instead.

Input Type: Manual and free text. Dimensions Pattern: H x W x D.

Examples:
- 8.25 x 14 cm (3 1/4 x 5 1/2 in) (use for a standard postcard)
- 35 mm slide
- 22 cm x 25.5 cm (8 1/2 x 11 in) (use for a standard letter-size document)
- Pen and ink drawing on cardboard mount, 8.25 x 14 cm (3 1/4 x 5 1/2 in) (use for a postcard)
- Photographic print on cardboard mount, 11 x 17 cm (4 1/4 x 6 3/4 in) (use for a cabinet card photograph with optional the mention of materials used.)
- Halftone print, on sheet, 26 x 35.5 cm (use for newspaper photograph)

[Note: Some early records were created with W x H order and should be fixed. pm]

[Required when available.]

Language in which a work is expressed in writing or sound.

Input Type: Select from the pick list provided. If the resource has no text or spoken words (such as an unpublished photograph), then use "zxx."

Examples:
- eng
- fre
- spa
- zxx (= no text)

Vocabulary: Names of Languages (Library of Congress)

[Required when available]

Name of the person, organization or service responsible for first reproducing a resource for purpose of distributing it (i.e. publishing it). If not a published work, then you can enter anything known about how it was produced in the Production Note field.

Input Type: Manual.
Transcribe directly from the resource -- though any abbreviations may be expanded and place of publication if specified in the resource.

Examples:
- U. S. Government, Washington, District of Columbia
- Shaker Village Council, Canterbury, New Hampshire
- H. W. Gillett Photography Company, Boston, Massachusetts

Notes:
The Dublin Core Metadata Initiative guidelines reserves the dc:publisher element for the digital publisher rather than the publisher of an original analog source item, but we map both the original Publisher and the Digital Publisher to dc:publisher and distinguish the two by preceding the "Digital Publisher" with the phrase "Digital resource provided by the Hamilton College Library, Clinton, New York"

[Recommended]

The Object Class (AAT) field contains terms that specify the kind of physical object the resource is. There may be more than one term and they may form a hierarchy of terms taken from the AAT vocabulary. The function of the resource and the kind of content contained in the resource should be placed in the Concepts (AAT) field rather than in the Object Class (AAT) field.

Input Type: Object Class (AAT) terms should be taken from the AAT, but you do not need to grab the entire hierarchy of terms. Find the basic Object Class in AAT and then add higher and lower level term if they would facilitate classification or discovery. Object Classs are usually listed under the "Object Facet" heading in the AAT. Do not include the terms that the AAT displays within angle brackets "<>" -- called "Guide terms."

Search AAT : <http://www.getty.edu/research/tools/vocabularies/aat/index.html>

Browse AAT: <http://www.getty.edu/vow/AATHierarchy?find=&logic=AND&note=&english=N&subjectid=300000000>

Example for an obituary appearing in a newspaper:

Object Class (AAT) = clipping;
Concepts (AAT) = obituaries

Note:
- Getty crosswalk equates Object Classs with dc:type, RDA equates Object/Carrier/Media Types with dc:format.
- Terms indicating the materials and production processes used in making the resource should be listed under Medium - Original (AAT) or Techniques (AAT).

[Recommended]

Terms that describe the techniques or processes used to produce the original resource. This field is of most use for visual materials or works of art.

Try to use terms that are more specific than ones already used in Object Class (AAT) and Concepts (AAT). If you cannot specify the exact technique or processes, you may use more generic terms such as photography, paint, pencil drawing, and so on.

Input Type: Select from the pick list provided. Not a free-text field.

Examples of general technique terms:
photography;
paintings;
drawings;
prints;
sculpture;
montage;

Examples of high-specificity terms:
- albumen process
- gelatin silver process
- cyanotype
- daguerreotype
- photomechanical processes
- sepia prints

[Recommended when applicable]

Names of geographic places, features, and geo-political entities that are mentioned in, depicted by, or implicitly covered by the content. Do not include the name of the place where an item was published or printed unless that place has something to do with the content or is important in its own right. Be sure not to include place of publication in this field unless it really does pertain to the content of the resource.

Input Type: Manual.
Select from the <LCSH> vocabulary if possible.
Enter at least a country.

Examples:

"Clinton, New York" breaks down into three parts:Clinton (N.Y.); Oneida County (N.Y.); New York;
"Paris, France" breaks down into:Paris (France); France;

[Recommended when applicable]

Machine readable geographic coordinates or ID of locations specified in the Locations field.

Input Type: Manual.
Enter coordinates of at least a country.

Examples:
Locations: Clinton, New York; - geo:43.048469,-75.395815 (to generate KML for Google Earth)
Locations: Clinton, New York; sangerfield+new+york&country=US (to generate a URL for geonames.org)
Locations: Clinton, New York; gps: 43 4'84.69" N 75 39'58.15" W

Resources:
Geocoder.us - <http://geocoder.us/>
Basic Geo (WGS84 lat/long) Vocabulary (W3C Semantic Web Interest Group) - <http://www.w3.org/2003/01/geo/>
GeoNames - <http://geonames.org/>

Notes:
A "geo URI" identifies a physical location in a two- or three-dimensional coordinate reference system in a compact, simple, human-readable, and protocol-independent way. The default coordinate reference system (CRS) used is the World Geodetic System 1984 (WGS-84)[1]

It has not yet been determined what kind of georeferencing encoding to use. Our recommended values might be sent to a script that creates KML, as in

Geo Name: New York City; -74.006393,40.714172,0

<?xml version="1.0" encoding="UTF-8"?>

<kml xmlns="http://www.opengis.net/kml/2.2">
	<Document>
        <Placemark>
            <name>New York City</name>
	            <description>New York City</description>

            <Point>
	            <coordinates>-74.006393,40.714172,0</coordinates>
            </Point>
        </Placemark>
    </Document>

</kml>

Temporal data also may eventually figure into the geospatial referencing and the Temporal Coverage fields may need to be standardized to the format needed by geospatil services.

The date or date range covered by the content of the resource. It is recommended that this field be used for an article about an historical event or a postcard containing a photograph that was taken long before the postcard itself was published. You may include this date in the Date Note field verify the meaning of this date

Input Type: Manual. Include year only, not month or day.

Examples:
Years Covered
- 1812-1932
- 1922

Date Note: (optional)
- Content covers the years: 1812-1932
- Content focuses on the class of: 1922

[Recommended]

This field contains terms that identify the classes of objects found in the content of the resource. It is most commonly used with pictorial objects such as photographs, postcards, and works of art, but may also be used for terms characterizing the content of the object. There may be more than one term and they may form a hierarchy of terms taken from the AAT vocabulary. The terms used may be artistic, historical, geographic, or functional terms depending on the kind of object being described. Concepts are similar to Tags, but Tags values are not based on a controlled vocabulary.

Input Type: Concepts (AAT) terms should be taken from the AAT vocabulary, but you do not need to grab the entire hierarchy of terms. Find the object term in AAT and then add higher and lower level term if they would facilitate classification and discovery. Do not include any terms between angle brackets "<>" -- these are just "Guide terms." Use capitalization from used in the AAT. Put the exact AAT term(s) in the Concepts (AAT) field and for extra credit you can put some of the "Terms" AAT lists (which are taken from other vocabularies) for the end term you choose into the Keywords field to further enhance findability.

Concept (AAT): industrial buildings; factories; sawmills;
Tags: saw mills

Concept (AAT): agricultural buildings; dairies;
Tags: dairy

Search AAT : <http://www.getty.edu/research/tools/vocabularies/aat/index.html>

Browse AAT: <http://www.getty.edu/vow/AATHierarchy?find=&logic=AND&note=&english=N&subjectid=300000000>

Examples:
WORK BUILDINGS
grain barn/hay barn/shed/warehouses - agricultural buildings; storage facilities; barns; (plus any valid object name: corn bins; etc.)
horse barn - agricultural buildings; barns; horse barns; animal housing; stables;
cow barn/cow houses - animal housing; cow houses;
cowshed - agricultural buildings; animal housing; cowsheds;
ice house/dairy barns - agricultural buildings; storage facilities; (plus object name: icehouses; dairy barns;)
- dairy processing (use: dairies; and Keyword: creamery;)
seed house - agricultural buildings; storage facilities; plant material; seed; grain
lumber shed - storage facilities; sheds; (plus object name: lumber sheds; etc.)

DOMESTIC BUILDINGS
dwelling house/dormitory/several houses -
In the Shaker context use: housing; communal housing; dwellings; (plus object term: houses; dormitories; boarding houses)
----Keywords: living quarters; dwelling units; family quarters;
carriage house - storage facilities; carriage houses; (keyword: carriage barns; carriage sheds; coach barns coach houses;)
fire house - public buildings; public safety buildings; fire stations;
meeting house - ceremonial structures; religious buildings; meeting houses; churches;
ministry house/trustees' office - office buildings; administration buildings;
school/school house/school rooms - education; schools; schoolhouses; classrooms;
infirmary - health facilities; infirmaries;
creamery - factories; food processing plants; dairy plants; dairies;
laundries - workshop buildings; workshops; laundries;
clothing mill - workshop buildings; workshops; clothing;
saw mill - industrial buildings; sawmills; workshop buildings; workshops;
power house - industrial buildings; powerhouses;
pumping station - industrial plants; pumping stations; pumping machinery; pumps;
girls' shop/boy's shop/- dwelling; dormitories;
blacksmith shop/carpenters shop/woodworking shop/Sisters' Shop/sewing shop/spinning - workshop buildings; workshops; (plus valid object name: smithies; carpentry; woodworking; sewing;)
Shaker Store/gift shop - business enterprises; stores;

CULTURAL OBJECTS
water tower - hydraulic structures; water distribution structures; reservoirs; water towers;
bridges - bridges;
garden - gardens;
advertisement - advertisements; advertising;

INTERIORS
room photos - interior views;
dining room/laundry room/library/kitchen/bakery/sewing room/bedroom/classrooms/study room/study/chapel
- (just use object name and perhaps activity performed there if found in AAT: sewing; laundries; kitchens; etc.)
dining hall/mess hall - dining halls;
meeting room/chapel - chapels;
piano/table/chairs/desk - furniture; (plus object name: pianos; tables; chairs; desks;)
cabinets - case furniture; cabinets;
organ/piano - music; musical instruments; (plus object name: organs; pianos)
clock - measuring devices; timepieces; wall clocks; furnishings; (plus object name: clocks;)
cupboards -
oven - cooking equipment; (plus object name: bake ovens:)
birdhouses - animal housing; birdhouses;
medicine bottles - containers; vessels; bottles; medicine bottles;
basket/boxes/bucket/pail/barrel - containers; (plus valid object term: baskets; pails; boxes; barrels;)
loom/spinning wheels - equipment; (plus object name: looms; spinning wheels;)

VEHICLES
car/automobile/motored passenger vehicle- transportation; vehicles; passenger vehicles; (plus object name: automobiles; buses;)
truck - transportation; vehicles; trucks;
horse-drawn carriage/sleigh/cart/hay wagon - transportation; vehicles; horse-drawn carriages; (plus object name: sleighs; carriages; carts;)
handcart/wheelbarrow - vehicles; handcarts; wheelbarrows;
cemetery -

EVENTS
commencement ceremonies - ceremonies; commencements;
games/croquet/swings - recreation; games;
merchandising/selling - business; selling; (related: advertising;)
worship - religious activities; worship;

ACTIVITIES/OCCUPATIONS (not covered well by AAT, put in Tags if necessary)

agriculture
basketry
commercial activities
cooking
education
farming
husbandry
knitting
leisure
lumbering
sewing
spinning
merchandising
religious activities
weaving
work

LIVING CREATURES:
groups of men/women/children - portraits; group portraits; (if posed/formal photograph)
portrait - portraits; people; (plus object term: men; women; children;) [portraits are posed photos, otherwise use just "people;" instead]
horses/cows/sheep - farming; animal husbandry; domestic animals; animal housing; livestock; (plus object name: horses; cows; sheep)
oxen/cattle - farming; animal husbandry; domestic animals; livestock; cattle; oxen;
poultry/chicken/turkeys/geese/bees/ - farming; animal husbandry; domestic animals; (plus object name if found in AAT)
dogs/cats/ - farming; animal husbandry; domestic animals; pets; (plus object name: for dogs use Canis; for cats use Felis; Felis domesticus;)

LANDSCAPES/VIEWS
(natural landscapes) natural scenery/scenic views/mountain landscape/hills/valleys/lakes/ponds/islands
- natural landscapes; (plus object name: mountains; hills; valleys; etc.)

(cultural landscapes) (include human objects other than villages, may include an isolated building or two)
- cultural landscapes; (plus significant object term; bridges; culverts;)

(agricultural land) farmland/crop fields/pastures; fallow fields
- agricultural land; (plus object terms: farmland; cropland; pastures; arable land)

village scenes (all or most of the village is viewable) - townscapes;
village scenes (general view of a few buildings) - townscapes; partial views;
village scenes (of one or two identifiable buildings) -[identify the building]

aerial view - townscapes; aerial views;

DOCUMENTS
sewing pattern - instructional materials
map - cartographic materials; maps;

faculty/professors/teachers - educators; teachers; professors;
students - students;
curriculum - records; school records; curricula;
board of trustees/trustees - administrators; trustees;
presidents - administrators; executives; presidents;

advertisements
artifacts
books
building interiors
clothing
foods
interiors
machinery
medicines
music
technology
unidentified buildings
unidentified people
unidentified places

Event
picnic - recreation; picnics;

Note:
- Terms indicating the materials and production processes use in making the resource should be listed under Medium - Original (AAT) or Techniques (AAT).
-Concepts (AAT) as used in this metadata scheme is quite similar to the "Concepts Labels" of SKOS (see <http://www.w3.org/TR/2009/NOTE-skos-primer-20090818/#seclabel>).

[Recommended]

Usually multi-faceted phrases describing the dominant topics, themes, concepts, objects, cultures, or events found in the content. Single terms are better chosen from AAT and put in elements designated for specific kinds of information such as Medium - Original (AAT), Techniques (AAT), Object Class (AAT), Locations, and so on.

Input Type: Select subjects from the <LCSH> database online. If your subject has a geographic subdivision, put that also in the Locations element.

Cataloging Rules: CCO Chapter 6.
1. Recommend using six to nine subject terms using subject headings available in the LC Authorities database available at http://authorities.loc.gov/. Be certain to use a heading that is authorized, as indicated by the "Authorized Heading" icon or the "Authorized & References" icon . Do not use a term if there is no icon in the far left column or if it only has the icon labeled "References."
2. Use the contents of the item to determine the appropriate subjects, which can include geographic terms. If the subheading has any names, put them in the appropriate fields: Personal Names, Corporate Names, or Locations.
3. Enter the terms in alphabetical order and separate each subject term with a semicolon ( ; ). The last term should also be followed by a semicolon ( ; ).

Examples:
- Photographs: Shakers--United States; Shakers--Maine--Sabbathday; Sabbathday Lake (Me.)--Photographs;
- Stereoviews: Shakers--United States; Shakers--New York (State)--Mount Lebanon; Stereoscopic views--New York (State)--Mount Lebanon;
- Labels: Shakers--United States; Shakers--New Hampshire--Canterbury; Labels--New Hampshire--Canterbury;
- Cartes-de-visite - Shakers--United States; Shakers--New Hampshire--Canterbury; Cartes de visite--Shakers;

Notes:
Eventually, we hope CONTENTdm allows linking to Open Subject headings as in:
Subject: <http://id.loc.gov/authorities/sh95000541#concept>

[Recommended when applicable]

Personal Names should be names of humans who are significant topics in the content of the resource. Does not typically include people who were involved in the production of the object, its contents, or it distribution, unless they are well-known.

• A Creator may be traced again in the Personal Names field if s/he is the Subject of the content or is well-known. The exact role of the creator may be specified in the Contributor Note field (author, speaker, directory, script writer, photographer, etc.).
• Letter writers are Creators unless they are just authors of messages written on postcards, in which case they are considered just Contributor. Their name and role should be specified in the Contributor Note field. Their name may also be traced in the Personal Names field if the person is well-known.
• Letter addressees should be keyed into the Contributor field (map: dc:contributor) and the name and role should be specified in the Contributor Note field. Their name may also be repeated in the Personal Names field if the person is well-known.
• The Creator element of a picture postcard is usually left empty. The photographer is just a Contributor and his role as "Photographer" should be mentioned in the Contributor Note field.

Input Type: Manual. Use provided vocabulary. If not found, select from the <LCNAF> vocabulary if possible. If not found, create one using standard pattern.
Pattern: Last-name, First-name Middle-name, dates flourished.
You may put the person's role in the Contributor Note: "Illustrator: John Q. Smith;"

Examples:
- Smith, John Q., 1899-1951
- Barnhouse, General
- Barnhouse, John, Mrs.
- Alice

Notes:
We may move to a system using IDs linking to an entry in a linked open data system such as VIAF. An example, for Benjamin Purnell, such a data value might look like this:
Personal Names: VIAF ID:77952624

Resources:
VIAF - <http://viaf.org/>

[Recommended when applicable]

Names of corporate bodies, organizations, groups of people (families), or any groups that act, or may act, as a unit that are significant topics in the content of the resource. Names of publishers and other Contributor to the production of the resource should be entered in other elements and not as Corporate Names unless they are well-known or topics of the content.

Input Type: Manual. Use provided vocabulary. If not found, select from the <LCSH/NAF> vocabulary if possible. If not found, create one using standard patterns.

Examples:
- Hamilton Academy Association
- The Oneida Community
- Kennedy Family

These are miscellaneous keywords that describe objects depicted in a photograph or mentioned in a text that do not appear elsewhere in the metadata and could facilitate classification and discovery. Avoid duplication especially with terms in the Object Class (AAT), Techniques (AAT), Concepts (AAT), and Subject fields. Duplication is a waste of your time. Although, it is a good idea to include in the Tags field synonymns and variant spellings (say of words with irregular plurals) of terms in the fields just mentioned.

Input Type: Free text. Each one separated by a semicolon and space. Probably no controlled vocabulary.

church - religious buildings; churches; parish churches;
barn - agricultural buildings; barns;
fences
tractors
corn fields
stockyards
presidents
farmers
teachers
travel
students
faculty
courses
academic calendar
graduation
academics
food
supplies
expenses
horses
labor costs
transportation expenses

[Required when available / Hidden if long]

Transcript of the text of the resource. This may include original printed or original handwritten text. This may includes the full text of an article, captions on a postcard, lettering on a building, or just the first line of text, etc. Text that was added subsequent to production/publication should go into the Inscriptions element.

Input Type: Manual.
Transcribe directly from the resource or let CONTENTdm extract text automatically from raster images or PDF files. May include Unicode characters, but do not include any markup: HTML, XML, etc.

WARNING: If your collection will contain compound objects, but the page-level metadata will not have content in the Full Text field, change the data type from "Full Text" to just "Text" because a known behavior of CONTENTdm 6.2, at least, causes display problems if there is not content in the field set to "Full Text." The setting "Full Text" is really only needed when every page-level metatdata record will have content, which usually happens only when you have OCR'd the object.

Examples:
First line: Dear Mary, I was happy to received your recent letter...

[Optional / Hidden]

Named entities extracted from the text of the resource and semantically encoded in a way that enabled machine search and retrieval.

Input Type: Manual.

Examples:

Enlistee: Smith, John H.; City: Sangerfield; State: New York;

[Recommended when available / Hidden if long]

Transcript of all marks or written words added to the original resource at the time of production or in its subsequent history, including signatures, dates, dedications, texts, and colophons, as well as marks, such as the stamps of silversmiths, publishers, printers or vendors.

Input Type: Manual.
Transcribe directly from the resource. May include Unicode characters, but do not include any markup: HTML, XML, etc.

Example:
- Handwritten on back of photo: Probably Eldress Mildred Jones, about 1893.
- Postcard addressed to: John Barth, 1033 Main St., Philadelphia, PA.

[Required when available]

A URL pointing to a version of the full text of the resource in an encoded format, such as a TEI-encoded file.

Input Type: Manual.

Example:
- TEI format: http://dlib.hamilton.edu/dl/dlget.php?tei=arc-ste-17890414

[Required when available.]

Refers to the resource from which the present resource was derived, excerted, extracted, etc. This field is used when the digital object (or the original object it reproduces) was part of a larger object and only partially reproduces that larger object. Use a number or code to identify the source if available. Clarify the nature of the relationship between the two resources by using an initial phrase such as "Reproduction of:,” “Accession number of original:,” “Original location:,” etc. If copied from a book, identify the book.

[Use the Shelf Locator element to record the inventory number or call number of the original object of a digital resource.]

Input Type: Manual. Always specify the type of deriving process is invovled: extracted, excerpted, etc.

Examples:

- Diagram scanned from page 5 of ISBN: 5555121212.
- Image scanned from p. 113 of the Journal of esoteric studies, vol. 1, issue 3 (Fall 1890).
- Excerpt from a 30-minute audio cassette recording of Joan Hinde Stewart's Commencement Speech, at Hamilton College, May 31, 2007, located in the Hamilton College Audio Visual Department (accessed June 20, 2008).

[Required when available]

This identifier should somehow identify the original object that was digitized. It may be a call number or accession number that could help a user find the physical location of the original resource. May include any terms, official or not, that may help the user find the original item if ever necessary. This field may also be used to contain the original file name of the capture file, which may have been renamed when the master file was created.

Always clarify the kind of identifier supplied. For example, "Call number," "Accession number," "Location," and so on.

Input Type: Manual and free-text.

Examples:

ID label applied during digitization:
- Identifier of original: Communal Societies, Shakers, Postcards, sky-012
- Identifier of original: Communal Societies, Shakers, Cartes de visite, cv102 (local identifier in an unofficial collection of materials)

Accession Number
- Accession number of original: 0008.08.33 (known accession number)

Call Number
- Call number of original: PM 1493.A22 1951 (known call number)

Local Filing Number
- Location of original: Kirkland Correspondence, folder 12, 5 (for unofficial set of folders)
- Location of original: Hamilton College Biology Department, slide no. 10333 (for informal collection of slides)

Digital FIle Name
- Identifier of original digital file: Brown,Morris_1864_8_21 (which may have been renamed to something like "yhm-arc-civ-bro003")

Note: Make this element useful to someone who wants to find the original resource which the online resource reproduces.

[Required when available, but is often hidden from public view in collections where it is redundant with values in the Shelf Locator element]]

Name of a collection, if any, as established by the holding institution of which this work is a part. See their catalog or finding aids for official names. If there is no established name, do not use this element.

Be sure to use the "Digital Collection" element to hold the CONTENTdm collection name and optionally use the "Virtual Collections" element for arbitrary collection membership.

[Definition of a Collection: A mode used to control materials that are unrelated bibliographically but can be gathered together because of some other unifying factor, such as personal author, issuing body, subject, language, or genre. (LC)]

Input Type: Manual. Take values from the "locations" table in ALEX, the online catalog.
Enter the name exactly as it is worded in the original repository catalog, inventory or filing system.

Examples:
- Beinecke
- Book Arts
- Communal Societies
- Archives Alumni
- Archives Hamilton Collection
- Archives Kirkland Collection
- Archives Kirkland Alumni
- Media Library Slides
- Rare Book Room Folio
- Incunabula
- Oneida Lake Watershed

[Not required if resource was born digital.]

Name of the person, organization or service responsible for publishing this resource in its digital format.

Input Type: Use the following patterns:

- Digital resource provided by the Hamilton College Library, Clinton, New York
- Digitized, transcribed, and encoded in TEI by Backstage Library Works, Orem, Utah. Digital resource provided by the Hamilton College Library, Clinton, New York

Note: The phrase "Digital resource provided by" is prefixed to the value in order to clarify that the Hamilton College may not be the original publisher of this material. This is especially important for OAI harvesters of our metadata.

Vocabulary: Digital Publisher

[Required]

A code assigned to this digital resource that is unique or as close to unique as possible. This code should be usable for entering into public search engines to retrieve information about this resource. It does not necessarily need to be an actionable URI (that is, an http reference to an online resource).

Input Type: Manual.
Modify pattern: yhm-[dep]-[col]-[docxxxxxx]
yhm = Hamilton College Library's OCLC code
dep = abbreviation of the department or unit
col = abbreviation of the containing collection
docxxxxxx = abbreviated form of some document term and a sequence of numbers

Examples:
- yhm-spe-sha-ste00102
- yhm-com-the-julia_smith_thesis_2006
- yhm-com-the-2009-02-12_smith_2006

[Required]

Name of the repository that serves as the home for this digital resource.

Input Type: Fixed text.

Options:
Hamilton College Library Digital Collections

[Required] - Hidden but it can be set to "Hide: No" if OAI-PMH harvesters (OCLCDC) require it.

Name and/or hyperlink/URI to home page of Web site or repository where the online resource can be accessed.

Input Type: Fixed text.

Repository: "http://elib.hamilton.edu/"

[Required]

Name(s) of the collections of which this resource is a member in CONTENTdm. This name is sometimes just a variant form of the official names found in the "Original Collection" element.

Input Type: Manual. Enter the name exactly as it appears in the CONTENTdm Browse drop-down window.

Examples:
- 117th NYSV Infantry Regiment Collection
- Archival Finding Aids
- Baron von Steuben Collection
- Civil War Letters and Diaries
- Communication Senior Theses Archive
- Elia Yovtcheff Collection
- Hamilton College Archives - General Collection
- Hamilton College Archives - Early Correspondence
- Hamilton College Publications
- Hospital Release Forms
- Judson-Dean Family Papers
- Samuel Kirkland Collection
- Shaker Cartes de Visite
- Shaker Labels
- Shaker Photographs
- Shaker Postcards
- Shaker Stereoviews
- Suzy Clemens Correspondence
- Jazz Archive

[Note: There needs to be a vocabulary so the entry is searchable as a string.]

[Required]

Link pointing to an online resource providing information about the collection of which this resource is a member or about the context in which this object plays a role. May be a Web page or a collection-level record in the repository or library online catalog.

Input Type: Staff input. Manual.
Include sufficient information to enable users to identify, cite, and either locate or link to the related information.

Examples:
- Collection: http://elib.hamilton.edu:/u?/sha-pho,10 (points to a CONTENTdm collection record)

[Optional]

The name of an arbitrarily defined groups of resources designed to gather together related resources that may come from a variety of CONTENTdm collections and that are not adequately linked together by any other field (such as the Object Class (AAT), Concepts (AAT), Subject, and Digital Collection fields, etc.). Another reason for creating a Virtual Collection would be when there are resources in the database that you want linked by a more familiar term or phrase than offered by any other field. These could also be called Sub-Groups or Cross-Collection Groups.

Input Type: Select from the vocabulary provided, if any. New virtual collections may be added to the list freely by the Administrator of the Controlled Vocabularies at the request of any submitter.

Examples:
CROSS-COLLECTION USAGE (gathers together related items from across all CONTENTdm collections)
- Hamilton College (Clinton, N.Y.). Class of 1877. (= gathers together items on the Class of 1877 from all collections)
- Campus--General, c. 1995 (= gathers together items relevant to the Hamilton College campus around 1995 from all collections, whether they are from the Special Collections Department, The Archives, The Departments, etc.)
- Portraits (= Gathers together all portraits whether they are in the Shaker Photographs, Shaker Postcards, or Shaker Stereoviews collections.)

SUB-COLLECTION USAGE (gathers together related items from within a larger specific collection)
- Elia Stephens Yovtcheff collection (= a subcollection of "Hamilton College Archives - General Collection")
- Hamilton College Maps (= a subcollection of "Hamilton College Archives - General Collection")
- Hamilton College Catalogues (= a subcollection of "Hamilton College Publications")
- Hamilton College Student Publications (= a subcollection of "Hamilton College Publications")
- American Civil War Enlistment Forms (= a subcollection of "117th NYSV Infantry Regiment Collection")
- Rush P. Cady Collection (= a subcollection of "Civil War Letters and Diaries")

[Required] - Hidden because it is used primarily for internal purposes.

Status of copyright for this resource. (Take into consideration the status of the original material if the online resource is a surrogate of an analog original.)

Input Type: Select from pick list provided.

Complete list of options :

- copyright status under review
- copyright status unknown (= if the copyright status of the work cannot be determined. Some unknown restrictions may still apply.)
- public domain (= if copyright for the work has expired or the resource has been gifted to the public domain)
- under copyright (= if the work is still in copyright to any agent)

[Required]

Prose statement of the copyright status of the resource. Include name of copyright holder, date of copyright, and implications of this status. None is needed if the Rights element is set to "public domain."

Input Type: Manual. Free-text

Short Examples

- This material is under copyright.
- This material is in the public domain.
- This material has been placed in the public domain by Hamilton College.
- The copyright status of this material is under review.
- The copyright status of this material is unknown.

Long Examples:

- This material is owned, held or licensed by The Trustees of Hamilton College. It is being provided solely for the purpose of teaching or individual research. Any other use, including commercial reuse, mounting on other systems, or other forms of redistribution requires permission of the appropriate office of Hamilton College.
- This item is in the public domain and may be copied and reused without restrictions.
- Requests for a high-quality digital version of this item should be addressed to <fill in name of department>, Hamilton College, 198 College Hill Road, Clinton, NY 13346.
- This object may be viewed only by holders of valid Hamilton College ID cards.
- This object may be viewed only by computers on the campus of Hamilton College.
- These images and texts are made available for non-profit, educational, scholarly purposes, such as research, teaching and private study. For these purposes you may reproduce (print, download or make copies) these materials without prior permission, on the condition of proper attribution of the source on all copies: Courtesy of Hamilton College, Clinton, NY 13323. Please contact Hamilton College to request permission to use these materials for other purposes, including but not limited to, any form of advertising or commercial reproductions, transactions, redistributions or transmissions, whether by digital means or otherwise.
- This item is owned by Hamilton College and may be freely used for educational purposes, so long as it is not altered in any way. Commercial use of distribution of the image is not permitted without prior permission of <fill in name of department>, Hamilton College, 198 College Hill Road, Clinton, NY 13346.
- This image is posted publicly for non-profit educational uses only. For details, please see: http://dlib.hamilton.edu/dl/policies/use.html.

[Required when available]

A copyright notice or statement on the resource. (Use only if the value in the Rights is "Copyrighted.")

Input Type: Manual.
Transcribe directly from the resource or devise one from available information.

Examples:
- @ 2007 by The University of Michigan, All Rights Reserved
- Revised 1978 by Richard M. Nixon.
- Photography by James Archambeault; Shakertown at Pleasant Hill; 3500 Lexington Road; Harrodsburg, Kentucky 40330;
- Pub. By Walter H. Miller and Co., Inc., Williamsburg, Virginia; Color Photo by Walter H. Miller; 125700;

[Required when available] - Hidden because it is used primarily for internal purposes.

Name of a person or organization holding rights over the resource, especially the source object. Include an address or URL if not Hamilton related. (Use only if the value in the Rights is "under copyright.")

Input Type: Manual.
Transcribe directly from the resource if possible.

Examples:
- Hancock Shaker Village, http://www.hancockshakervillage.org/
- Hamilton College Library, http://www.hamilton.edu/library

[Required when available] - Hidden because it is used primarily for internal purposes.

Year associated with a claim of protection under copyright or a similar regime. (Use only if the value in the Rights is "under copyright.")

Input Type: Manual.
Transcribe directly from the resource.

Examples:
- 2007
- 2000-2006

[Required only for embargoed resources.]

The year in which this resource may be released for public access.

Input Type: Manual. Free-text format.

[Required]

Records information about any restrictions imposed on access to and use of the resource. Details of the restriction may be specified. Additional information may be recorded regarding physical access provisions, authorized users, etc. May include instructions on how to access the original material or related non-digitized materials as well.

Input Type: Manual and free-text.

Examples:
- There is no restriction on access to this material.
- Viewing this material online is restricted to computers in Burke Library, Hamilton College, Clinton, New York.

Verbose Examples:
- For use by seniors in the communication program, or by representatives of accrediting agencies
- This item is copyrighted and is provided here for educational purposes only. It may not be downloaded, reproduced, or distributed in any format without written permission of the copyright holder. Any attempt to circumvent the access controls placed on this file is a violation of United States and international copyright laws, and is subject to criminal prosecution.
- Some materials in these collections may be protected by the U.S. Copyright Law (Title 17, U.S.C.). In addition, the reproduction of some materials may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. Transmission or reproduction of materials protected by copyright beyond that allowed by fair use requires the written permission of the copyright owners. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user.

[Required]

Rights and terms of use of this digital resource designed to assure the protection of privacy or intellectual property rights, and any special restrictions or limitations or warnings concerning use of the resource.

Input Type: Static content in all collections.

Examples:
- Use Policy: http://dlib.hamilton.edu/dl/dlget.php?doc=use

[Required]

The type of license under which this resource is released. A Creative Commons license allows the creator of a digital resource to communicate which rights they reserve, and which rights they wauve for the benefit of recipients or other creators.

Input Type: Manual. Free-text format.

Examples of Creative Commons license values:

- cc by
- cc by-sa
- cc by-nd
- cc by-nc
- cc by-nc-sa
- cc by-nc-nd

Find full descriptions of these licenses at <http://creativecommons.org/about/licenses/>

Resources:
Creative Commons - <http://creativecommons.org/>
Creative Commons license (Wikipedia) - <http://en.wikipedia.org/wiki/Creative_Commons_licenses>

[Required]

Address, phone number, e-mail address of the repository, online publisher, or copyright holder of a resource.

Input Type: Manual. Fixed text.

Valid entries:
- Hamilton College Jazz Archive, 198 College Hill Rd, Clinton, NY 13323, 315-859-4071, mrowe@hamilton.edu (Contact information)
- Hamilton College, Burke Library, 198 College Hill Rd, Clinton, NY 13323, 315-859-4479, askref@hamilton.edu (Contact Information)
- The Society for the Preservation of New England Antiquities, 141 Cambridge Street, Boston, MA 02114 (Contact Information)

[Required] - Hidden because it is used primarily for internal administrative purposes.

Provide terms that most narrowly describe the intended (or easily implied) ultimate beneficiary for the resource being described. Avoid assigning broad classes such as "students" or "trainees" unless the intention of the creator is that the resource is useful for such broad classes. Where available, assign terms from a controlled vocabulary.

Input Type: We currently use one static value for this field.

Options:
- all audiences
- unspecified

[Required] - Hidden because it is used primarily for internal purposes.

[Definition pending, pjm]

Input Type: Select from the pick list provided.

Complete list of options:
- born digital (= This digital resource was born-digital. Applies to digital photographs, word processing files, original digital audio or video.)
- reformatted digital (= This digital resource was created from an analog resource.)

Note: This is the same as "Digital Origin" used in the "Library of Congress Metadata for Digital Content -- Master Data Element List" Version 4 (November 2, 2009)
http://www.loc.gov/standards/mdc/elements/MasterDataElementList-20091102.doc

[Not required if resource was born digital.] - Hidden because it is used primarily for internal administrative purposes.

Machine-readable version of the year the resource was made digital.

Input Type: Manual. Use just the year -- not the full date.

Examples:
2009
2010

Notes:
- BP is to map only one element to dc:date if to be OAI harvested so we do not map this field to any Dublin Core element. This prevents it from being harvested.
- CONTENTdm automatically tracks "Date Submitted" and "Date Modified."

[Optional / Hidden] - Hidden because it is used primarily for internal purposes.

Notes on the digitization process that created this resource.

Input Type: Manual. Section tables followed by free text. (Put specifics about the digital characteristics of the resource into the "Digitization Specifications" element.) Each Actions/date/agent procedure is separated by a colon.

Examples:
- Action: Scanned paper photograph to a TIFF file using an Epson model 39822x flatbed scanner. Sharpened slightly in Photoshop CS3 to improve online appearance, date: 2007, agent: Hamilton College Library; Metadata created, date: Fall 2008, agent: Alysha Banerji; Action: Metadata enhanced, date: December 2009, agent: Peter MacDonald;
- Action: Reformatted to PDF from Microsoft Word by Adobe Acrobat version 7, date: 2003; Action: Encoded in TEI, Agent: Peter J. MacDonald, Date: July 2009.- Translated and transcribed by John A. Gallucci (professor of French at Colgate University) and students in French 292, New York/New France, Spring Semester 2005 at Hamilton College; Encoded in TEI by Peter MacDonald;

[Optional / Hidden] - Hidden because it is used primarily for internal purposes.

Name of the file submitted. If multiple files, include only one. If multiple file types, include one of each type. [This is used for management purposes only -- not for display.]

Input Type: Manual or automatic using a CONTENTdm template (select "File name").
If the resource consists of more than one file, enter the name of the first or most important file in the resource or leave it blank.

Examples:
- vesuvius-1955-03.jpg
- xyz-2007.wav; xyz-2007.pdf; xyz-2007.doc

Note: This element is not mapped to any DC element. CONTENTdm renames files when ingested and keeps track of that name in its "CONTENTdm file name" element, but it is not mapped to DC either.

[Required, but is created automatically by CONTENTdm]

A URI (URL) pointing to the online resource.

Input Type: The URL is created by CONTENTdm, which it calls a Reference URL.

Example:

http://elib.hamilton.edu/u?/archives,266

[Required]

The fundamental form of communication in which the content is expressed. How the content is delivered or presented.

Input Type: Select from the pick list provided.

Complete list of options:
- Collection
- Dataset
- Event
- Image (use for photographs, paintings; prints, drawings, etc.; postcard with a photograph on it.]
- Interactive Resource
- Moving Image (use for videos, 16mm film, etc.)
- Physical Object (for 3-dimensional objects such as statues, trophies, etc.; Use "Still Image" if it is a photograph of a 3-dimensional object.)
- Service
- Software
- Sound (use for audio recordings from cassettes -- both musical and spoken)
- Still Image (use for photographs)
- Text (use when content is expressed by written text, books, text-based PDF files, Word docs, including images or image-based PDFs of text, etc.; postcard with just text on it.)

[Required. Hidden from public view, but is sometimes harvestable through OAI-PMH. Hidden fields are not harvested by OCLC's Digital Gateway.]

The schema, standard, etc., used to encode the digital content of a resource. (Usually indicated by the file name extension)

Input Type: Select from the pick list provided. Check the full <IMT> vocabulary for more values if necessary.

Vocabulary:
MIME Types (and file extensions) - <http://www.iana.org/assignments/media-types>
MIME Type (alternative list) - <http://www.feedforall.com/mime-types.htm>

[Optional. Hidden from public view, but is sometimes harvestable through OAI-PMH. Hidden fields are not harvested by OCLC's Digital Gateway.]

The number of images, the encoding format, and size of the digital image files comprising this resource.

Input Type: Manual. Avoid abbreviations.

Examples:

Images:
- Image files: 1 JPEG2000 file
- Image files: 2 JPEG2000 files

Notes:
The <dc:format> element is supposed to be machine readable, but the quantity of values to be included and the lack of standard field names makes that an impractical requirement.. Ideally, each attribute would need to be in its own element to facilitate parsing by a computer.

Resources:
File size conversion table- http://wikipedia.org/wiki/file_size

Note: Extent is not exposed to OAI-PMH harvesters like OCLC's Digital Gateway.

[Optional. Hidden from public view, but is sometimes harvestable through OAI-PMH. Hidden fields are not harvested by OCLC's Digital Gateway.]

The number of files, the encoding format, duration, and size of the digital audio files comprising this resource.

Input Type: Manual Avoid abbreviations.

Examples:

- Audio files: 1 MP3 file, sampling rate: 48 kHz, transmission speed: 32 kbps

Notes:
The <dc:format> element is supposed to be machine readable, but the quantity of values to be included and the lack of standard field names makes that an impractical requirement.. Ideally, each attribute would need to be in its own element to facilitate parsing by a computer.

 

[Optional. Hidden from public view, but is sometimes harvestable through OAI-PMH. Hidden fields are not harvested by OCLC's Digital Gateway.]

The number of files, the encoding format, duration, and size of the digital video files comprising this resource.

Input Type: Manual. Avoid abbreviations.

Examples:

- Video viles: MPEG4 file, frame rate: 30, frame size: 720 x 480, 00:08 minutes running time, 244,000,000 bytes

Text:
- Text files: 1 PDF/a file (68 pages), UTF-8, font: Georgia, 23,002,232 bytes;
- Text files: 1 EAD/XML file

Notes:
The <dc:format> element is supposed to be machine readable, but the quantity of values to be included and the lack of standard field names makes that an impractical requirement.. Ideally, each attribute would need to be in its own element to facilitate parsing by a computer.

Resources:
File size conversion table- http://wikipedia.org/wiki/file_size

Note: Extent is not exposed to OAI-PMH harvesters like OCLC's Digital Gateway.

[Optional. Hidden from public view, but is sometimes harvestable through OAI-PMH. Hidden fields are not harvested by OCLC's Digital Gateway.]

The number of files, the encoding format, and size of the digital text files comprising this resource.

Input Type: Manual. Avoid abbreviations.

Examples:

- 1 PDF/a file (68 pages), UTF-8, font: Georgia, 23,002,232 bytes;
- 1 EAD/XML file

Notes:
The <dc:format> element is supposed to be machine readable, but the quantity of values to be included and the lack of standard field names makes that an impractical requirement.. Ideally, each attribute would need to be in its own element to facilitate parsing by a computer.

Resources:
File size conversion table- http://wikipedia.org/wiki/file_size

Note: Extent is not exposed to OAI-PMH harvesters like OCLC's Digital Gateway.

[Optional]

Description of the chain of possession or means of acquisition of this item. This element should be used for any changes of ownership or custody that may be significant for its authenticity, integrity or interpretation.

Input Type: Manual.

Examples:
- Owned by the Hamilton College Library since before 1911
- Gift of the Root family.
- Purchased from Scott De Wolfe, 2005.
- Transferred from [Name of collection, department, or repository], [year].

[Optional]

Name of the donor of the original object to the holding institution.

Input Type: Manual. Fixed text.

Examples:
- Root family
- De Wolf, Scott
- Nelson, Gus

[Required] - Hidden because it is used primarily for internal purposes.

A metadata record is considered to be describing a primary source if the resource was created or written during the time of the depicted or described content. The resource in hand must be the first formal appearance of the resource in physical, print or electronic format. Examples:

• Original documents such as diaries, journals, memoirs, speeches, papers of, archival materials, manuscripts, letters, autobiographies
• Official records (e.g. death certificates), government reports, commencement programs 
• Scientific journal articles reporting experimental research results, proceedings of Meetings, Conferences and Symposia, technical reports, patents, sets of data (such as census statistics)
• Interviews, news film footage
• Photographs, works of art
• Newspaper or magazine articles are primary sources so long as they are written soon after the fact and not as historical accounts
• Works of art: architecture, literature (poetry, drama, novels), music, sculptures, paintings, photographs
• Relics or artifacts are primary sources: pottery, furniture, clothing, buildings, coins
• Original audio and video recordings

A secondary source was written after the fact and with the benefit of hindsight may offer interpretations, analysis or reformatting of the primary sources. These sources are one or more steps removed from the event. Secondary sources may have pictures, quotes or graphics of primary sources in them. The definition of a secondary source may vary depending upon the discipline or context. Some types of secondary sources include:

• course catalogs, alumni registries, textbooks, magazine articles, histories, biographies, criticisms, commentaries, almanacs, directories, encyclopedias, indexes, manuals
• translations and reprinting or publication of an original photography are considered secondary.

Input Type: Select from the pick list provided.

Options:
- Primary source material
- Not primary source material

[Required / Hidden] - Hidden because it is used primarily for internal purposes.

The level of focus for a metadata record.

Input Type: Select from the pick list provided.

Examples:

- collection level cataloging
A collection comprises multiple items that are conceptually or physically arranged together for the purpose of cataloging or retrieval. A collection differs from an archival group because the items in a collection are bound informally for convenience and do not necessarily share a common provenance or otherwise meet the criteria for an archival group. Individual items may or may not actually be fully cataloging at all in the repository.

- finding aid
Guides, inventories, indexes, registers, lists, or other systems for retrieving archival materials that form an 'archival group." Finding aids usually provide detailed listings of individual items described collectively in a "collection-level" or "series-level" record. Typically used in archival collections, particularly text-based collections, for primary source materials, where full cataloging at the item level is cost-prohibitive.

- group level cataloging
Miscellaneous collection of resources with no formal collection status or established collection name in any other catalog or repository. Typically used for groups of photographs uploaded as a single unit because they were all taken at the same event or at the same location or of the same subject matter. A strip of connect postcards. (Some repositories include archival finding aids in the category, but have a specified a separate category for finding aids.)

- item level cataloging
Refers to a metadata record that focuses on a single resource. That resource may consist of several part or components (pages, sides, video frames, sound sequences). Typically used for photographs, postcards, letters, etc.

- volume level cataloging
A volume is comprised of sheets of paper, vellum, papyrus, or another material that are bound together. Typically applies to printed books, bound manuscripts, sketchbooks, scrap books, or albums.

Other commonly identified Cataloging Level terms are subgroup, series, set, multiples, and component, but these are not currently in use in our repository.

[Optional / Hidden] - Hidden because it is used primarily for internal purposes.

Miscellaneous notes, comments, and reminders of any kind. Could include a code used for internal purposes (dept code, fund code, donor code).

Input Type: Manual. Free text

Examples:
- Metadata checked by J. Doe, Jan. 20, 2009.
- Name authorities not yet checked.

[Mandatory / Hidden] - Hidden because it is used primarily for internal purposes.

Name of person responsible for contributing this digital resource.

Input Type: Pattern: First Name + Last Name

Examples:
- Peter MacDonald
- Lisa McFall
- Katherine Collett