Metadata for Digital Collections in Tools of History

1
Metadata for Digital CollectionsinTools of
History

• South Central Regional Library Council
• October 30, 2008

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Workshop Topics

• Definitions of Metadata
• Types of Metadata
• Purposes of Metadata
• Metadata Schemes
• Dublin Core
• Standardization of content
• Controlled vocabularies/thesauri, authority files
• Content standards
• Metadata for Tools of History
• Quality Control

3
What is Metadata?

• Simple definition data about data or
  information about information
• Many more definitions exist

4
Metadata Definitions

• Metadata is structured information that
  describes, explains, locates, or otherwise makes
  it easier to retrieve, use, or manage an
  information resource. (NISO, Understanding
  Metadata, 2004)
• The sum total of what one can say about any
  information object at any level of aggregation.
  (Murtha Baca, Introduction to Metadata, Getty
  Research Institute)
• Structured information used to find, access, use
  and manage information resources primarily in a
  digital environment. (International Encyclopedia
  of Information and Library Science, 2003)

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One more definition

• Structured data that describes a resource,
  identifies relationships among resources,
  supports the discovery, management and effective
  use of Web resources, exists in many
  environments.
• (Sherry Vellucci, UCSD Metadata Services Talk,
  2006 http//tpot.ucsd.edu/Cataloging/VellucciPres
  entation.ppt295,18,What Is Metadata?)

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Metadata serves many purposes

• Search, browse, discover, access, describe,
  identify, use, manage, share (interoperability)
• Metadata allows you to
• describe, locate, manage, and preserve your
  digital items
• Metadata allows users to
• discover, access, identify, understand, and use
  your digital items
• Metadata allows machines to
• process, share, and manipulate your digital
  items

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Types of Metadata

• Descriptive
• Factual information who, what, when, where
• Analytical information what is it about
  (subject analysis)
• Increases access by providing searchable terms
• Structural
• Information that identifies the structure of
  complex objects (e.g. books)
• File formats
• Administrative
• Rights, permissions, restrictions
• Identifiers
• Provenance information
• Preservation/Technical information about the
  digital file itself, including how it was created

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Metadata Schemes

• The alphabet soup of metadata
• AACR2/MARC
• TEI
• EAD
• LOM
• VRA Core
• CDWA
• METS
• MODS
• PREMIS
• MIX
• DC (Dublin Core HRVH Metadata Style Guide based
  on DC)
• There are many more, but you get the idea!

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Dublin Core
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Dublin Core Background

• Developed in 1995
• International, cross-disciplinary collaboration
• Primarily descriptive metadata
• Simple and flexible
• 15 Core elements
• All elements are optional (none are mandatory),
  all are repeatable

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Simple Dublin Core Elements
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Simple Dublin Core Elements

• Title A name given to the resource.
• Creator An entity primarily responsible for
  making the resource.
• Subject The topic of the resource.
• Description An account of the resource.
• Publisher An entity responsible for making the
  resource available.

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Simple Dublin Core Elements

• Contributor An entity responsible for making
  contributions to the resource.
• Date A point or period of time associated with
  an event in the lifecycle of the resource.
• Type The nature or genre of the resource.
• Format The file format, physical medium, or
  dimensions of the resource.
• Identifier An unambiguous reference to the
  resource within a given context.

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Simple Dublin Core Elements

• Source The resource from which the described
  resource is derived.
• Language A language of the resource.
• Relation A related resource.
• Coverage The spatial or temporal topic of the
  resource, the spatial applicability of the
  resource, or the jurisdiction under which the
  resource is relevant.
• Rights Information about rights held in and
  over the resource.

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Qualified Dublin Core

• DCMI developed qualifiers to refine the
  use/meaning of the simple DC fields make terms
  more specific
• CONTENTdm allows for Qualified Dublin Core
• Examples
• Qualifiers for Date
• Date-Created, Date-Issued
• Qualifiers for Relation (sometimes used in
  pairs)
• Relation-References, Relation-Is Referenced By
• Relation-Is Part Of, Relation-Has Part

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Controlling the data

• No rules for formatting content within the fields
  inherent to Dublin Core.
• Data should be formatted within the fields so
  that records are interoperable with records from
  other collections.
• The who, what, when, and where should be
  standardized
• Controlled vocabularies, thesauri
• Authority Files
• Encoding standards (e.g. for languages and dates)
• Data content standards
• AACR2, DACS, CCO

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Controlling Names

• Personal, Corporate, Geographic Names
• Examples
• Library of Congress Name Authority File
• Union List of Artist Names (The Getty)
• Thesaurus of Geographic Names (The Getty)
• Provide preferred format of name
• Typically have cross-references

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Controlled Vocabularies/Thesauri

• Used for subject indexing
• List of authorized terms, cross-references, and
  scope notes
• Cross-references
• Synonym control see references
• Related terms see also references
• Narrower and Broader terms
• Examples
• Thesaurus for Graphic Materials
• Library of Congress Subject Headings
• Sears Subject Headings
• Chenhalls Nomenclature
• Art Architecture Thesaurus

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Metadata is not a perfect science

• Subjectivity, biases, different views, different
  content, different formats, different purposes,
  different audiences different results
• The simplicity of and lack of rules associated
  with the Dublin Core is both a blessing and a
  curse!
• The nature of the Dublin Core allows it to be
  applied in a variety of ways
• DC implementers develop style guides that impose
  rules on the creation of the data within the
  fields (specify use of certain vocabularies and
  standards)

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Lets examine some records
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Creating Shareable Metadata

• Concept of sharable metadata comes from OAI-PMH
  community.
• Shareable metadata uses standards and rules
  similar to those used by others therefore making
  records more interoperable.
• Think outside of your local box (organization)
• Include information that is assumed in local
  context
• Exclude information that only has meaning in
  local context
• Record should be understandable on its own (when
  separated from the resource).
• http//webservices.itcs.umich.edu/mediawiki/oaibp/
  ?PublicTOC

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Principles of Good Metadata

• Good metadata should be appropriate to the
  materials in the collection, users of the
  collection, and intended, current and likely
  future use of the digital object.
• Good metadata supports interoperability.
• Good metadata uses authority control and content
  standards such as controlled vocabularies that
  are in line with user expectations to describe
  the content of objects and collocate related
  objects.
• A Framework of Guidance for Building Good Digital
  Collections, NISO
• http//www.niso.org/framework/framework2.html

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Principles of Good Metadata, cont

• Good metadata includes a clear statement on the
  conditions and terms of use for the digital
  object.
• Good metadata records are objects themselves and
  therefore should have the qualities of good
  objects, including archivability, persistence,
  unique identification, etc. Good metadata should
  be authoritative and verifiable.
• Good metadata supports the long-term management
  of objects in collections.
• A Framework of Guidance for Building Good Digital
  Collections, NISO
• http//www.niso.org/framework/framework2.html

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Metadata as Communication

• H.P. Grices maxims governing communication
• Make your contribution as informative as possible
• Do not make your contribution more informative
  than is required
• Do not say what you believe to be false
• Do not say that for which you lack adequate
  evidence
• Be relevant
• Avoid obscurity of expression
• Avoid ambiguity
• Be brief
• Be orderly
• Structures, standards, and the people who make
  them meaningful by David Bade
• http//www.loc.gov/bibliographic-future/meetings/d
  ocs/bade-may9-2007.pdf

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Tips for Metadata Success
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Tips for Metadata Success

• What are the mission, goals, and objectives of
  your project?
• Who is your audience? How much information will
  they need/want?
• Think about other potential uses/users.
• How much information do you already have? Do you
  have legacy data or are you starting from
  scratch?

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More Tips

• Helpful to have an understanding of entire
  digital collection before you begin.
• Ideally physical items should already be
  inventoried, cataloged, accessioned, etc.
• Do some research.
• If you dont know, dont guess.

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Still More Tips

• Take your time.
• Analyze the who, what, when, and where.
• What is the significance of the item?
• How will users find the item?
• How will you manage the item?
• What do users need to know to understand and use
  the item?
• How will you bring similar resources together?
• And one more tip.

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HAVE FUN!!
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Metadata for Tools of History
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Title

• The first thing users see when searching or
  browsing are the image thumbnail and the title.
• How much information do you include in the title?
  Dates, locations?
• If an existing label or caption is not
  descriptive, consider creating your own title.
• Remember that the title is searchable. Are there
  keywords you should use?

32
Creator

• Recommended that you consult name authority files
  before creating your own heading.
• Union List of Artist Names
• Library of Congress Name Authority File
• If you find a heading for the person in an
  authority file, enter it exactly how you found
  it.
• Names should be inverted when creating your own
  heading. Include birth/death dates if known
• Palmentiero, Jennifer B., 1971-

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Dates

• Dates have always been problematic
• 3/4/07 - March 4, 2007 vs. April 3, 2007
• 1920 June 30 vs. June 30, 1920
• Best practice is to use the ISO 8601 standard as
  defined in a profile by the W3C (W3CDTF)
  YYYY-MM-DD
• Uncertain dates (circa, approximate, date ranges,
  unknown dates)
• Original Date and Digital Date

34
Contributors

• Someone who contributes to the intellectual
  content of the resource
• Illustrators
• Photographers of photographs in books, articles,
  etc.
• Filled-in forms (e.g. government forms)
• Reproductions
• Photographs, postcards of works of art
  (paintings, sculpture, etc)
• Photographs of architecture
• Know your audience

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Publisher

• Original Publisher and Digital Publisher
• HRVH uses Publisher.Original if the original item
  was published and if publisher is known
• Newspapers and Clippings
• Books
• Postcards
• Brochures
• Digital Publisher is the organization responsible
  for making the digital item available (thats
  you!).

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Description

• What terms need to be included to help users find
  the resource? Think about synonyms for subject
  terms.
• What information do they need to understand the
  resource?
• Identify, interpret, both?
• Dont guess or make assumptions.
• How much is too much?

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Subject

• Some general words about subject headings
• Subjects can be topics or names (personal,
  corporate, geographic).
• Concentrate on item in hand.
• Assign terms from controlled vocabularies and
  thesauri -important for bringing similar items
  together.
• Include form/genre term(s)
• Best practice is to identify source of term
  (LCSH, TGM, ATT, etc.)

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Subject Headings -Thesaurus of Graphic Materials

• The TGM comes bundled with CONTENTdm.
• The TGM is also available free online.
• Use the list of TGM terms in CONTENTdm in
  conjunction with TGM online.
• Lets explore the TGM

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Other sources for subject headings

• TGM is not exhaustive. You may find that you need
  to use other vocabularies
• Library of Congress Subject Headings
• SEARS Subject Headings
• Art and Architecture Thesaurus (The Getty)
• Chenhalls Nomenclature
• Recommended that you use vocabulary that you are
  familiar with, have access to, and is appropriate
  for your collection.

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Local subject headings

• Non-standard terms used locally by your
  organization should be avoided if concepts can be
  expressed using established, standard headings.
• Use locally created subject headings sparingly
  and consistently.
• Examples
• GOOD Black dirt farming
• relevant and important concept in our region, not
  represented in thesauri and controlled
  vocabularies
• NOT SO GOOD Slavery/Bondage/Indentures (for an
  image of an ankle iron)
• these are three related, but different concepts.
  Better to use Slavery and Shackles as two
  separate terms - from the TGM

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Subject - Personal Names

• Enter a personal name when a person is the
  SUBJECT of the resource.
• Consult authority files before creating your own
  heading.
• When you have to create your own heading invert
  the name and use fullest form
• Palmentiero, Jennifer B., 1971-

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Personal Names cont

• Choosing among different names (nicknames,
  married vs. maiden names, multiple marriages,
  name changes)
• What about a person who has had multiple names
  throughout her life and who is not listed in the
  LOC name authority?
• For example     Born Elnora Stephanie Fothe
  1925.     School changed given name to Eleanor,
  with which she continue throughout her life.
      First marriage to a Mr. Otto.     Second
  marriage to Willard Haynes Patrick.     Third
  marriage to Reed Dean.     Nicknames "Crisco
  Kid", "Ellie", "Ed."     Died 1997.

43
DACS for construction of name headings

• Determine the name by which a person is commonly
  known from the following sources and in the order
  of preference given
• the name that appears most frequently in the
  persons published works (if any)
• the name that appears most frequently in the
  archival materials being described
• the name that appears in reference sources
• the latest name
• DACS, Chapter 12

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More from DACS

• If a persons name shows a nickname in quotation
  marks or within parentheses as part of other
  forename(s), omit the nickname in formulating the
  heading
• Name used Martin (Bud) Schulman
• Heading Schulman, Martin
• If a married womans name shows her own forenames
  in parentheses as part of her married name, omit
  the parenthesized elements in formulating the
  heading
• Name used Mrs. John A. (Edna I.) Spies
• Heading Spies, John A., Mrs.
• DACS, Chapter 12

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Subject - Corporate Names

• Enter a corporate name when a corporate entity is
  the SUBJECT of the resource
• Consult LCNAF
• What is considered a corporate entity? List
  available here http//www.itsmarc.com/crs/auth132
  0.htm

46
Subject - Geographic Names

• Enter a geographic name when a geographic
  location is a SUBJECT of the resource
• Avoid using when the location is not explicitly
  represented
• Thesaurus of Geographic Names or LC?

47
SCRLC Topics

• Broad Topic categories for browsing
• Not intended to replace more specific subject
  headings
• Assign 1-3 as appropriate

48
Language

• Language of the content of the resource (not the
  metadata record)
• Use a language code for text resources
• Assign three-letter code from ISO 639.2
• Full word for the language may be used in the
  Description field

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Coverage

• Spatial location or temporal (time) period of the
  content of the resource.
• Coverage.Spatial used mainly with maps to
  record geographic coordinates.
• Coverage.Temporal - may be used if creation date
  of resource is different than date/time period
  represented in the content of the resource.
• Example Painting created in 1850 depicting a
  scene from the American Revolution
• Date.Original 1850
• Coverage.Temporal 18th Century OR 1775-1783

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Format

• Original Format
• Format.Original in HRVH provides users with
  physical details of original resource
• Very difficult to standardize in a shared
  metadata environment
• Local practices vary
• Use of different vocabularies and standards
• Digital Format
• Format.Digital in HRVH provides users with format
  of digital resource
• image/jpeg
• image/jp2
• application/pdf
• video/mpeg
• audio/mp3

51
Type

• DCMI Type Vocabulary used in HRVH
• Examples from DCMI Type Vocabulary
• Image
• Still Image
• Moving Image
• Text
• Physical Object

52
Relation

• Use qualifiers when appropriate to specify the
  nature of the relationship between two resources
• An item references another (letter referencing a
  photograph)
• An item is part of a larger resource (page of a
  book, newspaper clipping)
• The Relation element should not be used to bring
  together items with similar subjects/content.
  Subject headings and keywords are used for this
  purpose.

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Source

• Use the Source field to record information about
  the source collection
• Name of physical collection the original item is
  part of
• Information that will help you locate the
  original item (box/folder numbers, accession
  numbers, call numbers)

54
Resource Identifier

• Most of your items will not have a standard
  number associated with them (ISBN, ISSN, etc.)
• File names are typically used in HRVH

55
Digital Collection

• Map to Dublin Core Relation-Is Part Of
• Important field if your collection will have
  sub-collections
• Topic/Theme-based
• Format-based (map collections, photograph
  collections)
• Institution based (for consortia groups)
• Allows users to find all items in that collection
• Consistency in data entry is important
• Should be unique People Railroads
  Buildings too broad (Smallville Buildings is
  better)

56
Holding Institution

• Map to Dublin Core Source
• Enter the name of your organization consistently
  (used template in CONTENTdm)

57
Contact Information

• Include information that will easily allow users
  to contact your organization
• Avoid email addresses
• May include link to your organizations Web site

58
Rights

• Identifies rights holders
• Lets users know what they can do (or not do) with
  a resource
• May be a statement or a link to a statement on
  your Web site

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Technical Data

• Information about the digital file (Master file)
• File size
• File dimension
• File format
• Compression
• Information about the digital conversion process
• Capture device (scanner, camera) make and model
• Software used
• Resolution
• Bit-depth
• Was image altered/enhanced for the web? Consider
  including this information

60
Transcripts

• Map to Dublin Core Description
• Must have this field if you want your multi-page
  text resources to be full-text searchable in
  CONTENTdm.

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Quality Control
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Quality Control

• Check for accurate, complete, and consistent
  information.
• Watch for typos. They do happen and users will
  find them.
• Were standards and best practices adhered to?
• Will users be able to find and understand the
  resources using the metadata you created?

63
Quality Control

• Review your own records.
• Ideally have someone else review them. Reviewer
  should know what is being described without
  having to look at the item.

64
Metadata as Communication

• H.P. Grices maxims governing communication
• Make your contribution as informative as
  possible.
• Do not make your contribution more informative
  than is required.
• Do not say what you believe to be false.
• Do not say that for which you lack adequate
  evidence.
• Be relevant.
• Avoid obscurity of expression.
• Avoid ambiguity.
• Be brief.
• Be orderly.
• Structures, standards, and the people who make
  them meaningful by David Bade
• http//www.loc.gov/bibliographic-future/meetings/d
  ocs/bade-may9-2007.pdf

65
Final Thoughts

• Metadata is time consuming
• Metadata is important
• Metadata is fun
• Contact me at any time with questions
• jennifer_at_senylrc.org
• 845.883.9065 x16
• Thank You!!