Mountain West Digital Library Metadata Application Profile Version 3 2019

Mountain West Digital Library (MWDL) published this revised metadata application profile in December 2019. Version 3 supersedes Version 2 (2011).

Metadata Application Profile Version 3 (2019) 1 Table of Contents Acknowledgements, Versioning, and Licensing ..................................................................... 4 Metadata Application Profile Task Force (2019) ............................................................................... 4 Version History ................................................................................................................................ 5 Namespaces .................................................................................................................................... 6 Licensing .......................................................................................................................................... 6 Acknowledgements ......................................................................................................................... 6 Explanation of Table Components .......................................................................................... 7 Element Tables ....................................................................................................................... 9 Contributor ...................................................................................................................................... 9 Creator .......................................................................................................................................... 10 Date ............................................................................................................................................... 11 Description .................................................................................................................................... 13 Extent ............................................................................................................................................ 14 Format ........................................................................................................................................... 15 Identifier........................................................................................................................................ 16 Language ....................................................................................................................................... 17 Medium ......................................................................................................................................... 18 Publisher ....................................................................................................................................... 19 Relation ......................................................................................................................................... 20 Rights ............................................................................................................................................ 21 Source ........................................................................................................................................... 22 Spatial ........................................................................................................................................... 23 Subject........................................................................................................................................... 24 Temporal ....................................................................................................................................... 25 Title ............................................................................................................................................... 26 Type............................................................................................................................................... 27 Best Practices for Creating Metadata .................................................................................... 28 Introduction .................................................................................................................................. 28 Requirement status ........................................................................................................................ 28 Adding local fields not covered by this profile .............................................................................. 28 Use of the term resource................................................................................................................ 29 Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 2 Notes on format element ............................................................................................................... 29 Notes on URIs in elements ............................................................................................................ 29 Notes on title element ................................................................................................................... 30 Rights ............................................................................................................................................ 30 Geospatial Metadata ...................................................................................................................... 30 General Guidelines............................................................................................................... 32 Introduction .................................................................................................................................. 32 Mapping to Dublin Core ................................................................................................................ 32 Placeholder Data in Required Fields .............................................................................................. 32 Local field name vs. DC Mapping .................................................................................................. 33 Example: ........................................................................................................................................................... 33 Identifier ....................................................................................................................................... 33 No HTML tags within metadata .................................................................................................... 33 Date Fields..................................................................................................................................... 34 Date Fields Setup .............................................................................................................................................. 34 Date Formatting ............................................................................................................................................... 34 Copyright ...................................................................................................................................... 35 Do you have rights to the material you are adding to your digital collection? ............................................. 35 Step 1: Research................................................................................................................................................ 35 Step 2: Ask (if needed) ..................................................................................................................................... 36 Step 3: Use Public Domain Slider .................................................................................................................... 36 Sample Statements............................................................................................................................................ 36 Brief example .................................................................................................................................................... 37 Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 3 The Mountain West Digital Library (MWDL) provides a portal (https://mwdl.org) to digital resources in universities, colleges, public libraries, museums, archives, historical societies, government agencies, and other entities in Utah, Nevada, and other parts of the Western United States. MWDL collection managers and metadata creators use this application profile to guide creation of new metadata records. Acknowledgements, Versioning, and Licensing Metadata Application Profile Task Force (2019) Name Institution Email Emily Boss University of Nevada, Reno [e-mail] Lisa Chaufty University of Utah [e-mail] Marina Georgieva University of Nevada, Las Vegas [e-mail] Teresa Hebron Mountain West Digital Library [e-mail] Becky McKown Brigham Young University [e-mail] Darnelle Melvin University of Nevada, Las Vegas [e-mail] Anna Neatrour University of Utah [e-mail] Char Newbold Utah State Library [e-mail] Cory Nimer Brigham Young University [e-mail] Andrea Payant Utah State University [e-mail] Gina Strack Utah State Archives and Records Service [e-mail] Rachel Jane Wittmann University of Utah [e-mail] Liz Woolcott Utah State University [e-mail] Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 4 Version History Version Date Created/Changed By Changes Made 1 June 1, 2010 Created by Utah Academic Library Consortium Digitization Committee’s Metadata Task Force (2009/10) First release 1.1 June 7, 2010 Cheryl Walters and Sandra McIntyre Minor edits and reformatting 2.0 July 20, 2011 Sandra McIntyre on behalf of Utah Academic Library Consortium Digitization Committee’s Metadata Task Force (2010/11) Addition of genre element; changes to date, subject, masterChecksum; masterCompression; masterCreation; masterExtent; masterFormat; masterMedium; masterOperatingSystem; masterQuality; masterSoftware, type Significant overhaul of application profile. Changes to element table structure: Added "MODS mapping" and "Element Describes" to each element table; Changed definition in element table from "DC Definition" to "Element Definition"; Changed requirement levels to "Required," "Recommended," and "Optional"; 3.0 2019 Teresa Hebron and Liz Woolcott on behalf of the MWDL Metadata Application Profile Taskforce Changes to Elements: Changed name of genre element to be medium; removed abstract, alternativeTitle, conversionSpecifications, coverage, isPartOf, tableOfContents, and transcription; Adjusted definitions, How to Use instructions, and/or schemas for contributor, creator, date, description, extent, format, identifier, language, publisher, relation, rights, source, spatial, subject, temporal, title, and type; Changes to Profile: Removed Section IV: Parsed Preservation Elements about Master Archival Files (Optional) ; updated Best Practices and General Guidelines ; established formal feedback and issue review process. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 5 Namespaces The following namespaces are referenced in this document: • dc: http://purl.org/dc/elements/1.1/ • dcterms: http://purl.org/dc/terms/ • dcmitype: http://purl.org/dc/dcmitype/ • gn: http://www.geonames.org/ontology# • mods: http://www.loc.gov/mods/v3 Licensing © 2019 Mountain West Digital Library. The Mountain West Digital Library is a membership program. This work is licensed under a Creative Commons Attribution 3.0 United States License. Acknowledgements The 2019 MAP Taskforce gratefully acknowledges University of British Columbia for their Github Wiki template, the DLF MWG-AIG Metadata Application Clearinghouse Project, and Allyson Mower (University of Utah) for review of Copyright General Guidelines. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 6 Explanation of Table Components Element Label The unique name given to the element Element Definition Explanation of the nature of the element Element Describes Indicates whether the element describes the original resource or the digital object Indicates the extent to which this field is required in a record: Is Element Required? • • • Required: Field must be included in record. Recommended: Strongly recommend inclusion of this field. Optional: Inclusion of field is up to the discretion of the collection manager. Is Element Repeatable? “No” indicates a field may occur just once in a single record. “Yes” indicates a field may appear multiple times in a single record. How to Use Guidelines for what to put into an element and how to enter the data. Refines provides the larger element refined by the element in question. In other words, the element described by a table containing a Refines statement is a subproperty or child element of a broader, parent element. Example: The element tableOfContents is a specialized form of the description element. The table for tableOfContents would state: Refines Description in its Refines/Refinement section. Refines/Refinement A single metadata record might contain both a description element and a tableOfContents element. If tableOfContents is mapped to dcterms:tableOfContents as recommended here, when the record is harvested as Qualified Dublin Core, these two elements are harvested as two separate fields and kept distinct. If, however, an aggregator can harvest only simple Dublin Core, then the data in these two fields are combined into a single description field. The tableOfContents data loses its specificity and is mixed in with other description data (i.e., is “dumbed down”). When harvesting is limited to Simple Dublin Core, it may be advisable to omit child elements like tableOfContents rather than dump them into the broader parent element field with other data. To “omit” an element from a harvest, simply map the field to “none.” Refinement lists child element(s) that may more finely describe the data contained in the field. Example: The title table lists in its Refines/Refinement section: Refinement: alternative. Another table profiles the element alternative and indicates in its Refines/Refinement section: Refines: title. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 7 Schemes Identifies controlled vocabulary or format convention used to structure the data contained in the element; these are called schemes. For more information about a mentioned scheme, click the scheme name. Section V: Vocabulary Encoding Schemes of this profile provides tables for the most commonly encountered vocabulary encoding schemes while Section VI: Syntax Encoding Schemes provides tables for format conventions for languages and dates. The last row of each table provides a link to a list of controlled vocabulary terms or explanation of a format convention such as how to structure dates or language codes. A few controlled vocabulary schemes do not have tables in this profile; for these, an external link to more information is provided. DC Mapping Lists the Dublin Core element to map to for harvesting purposes. Some element tables provide two different mappings, one for harvesting using Simple Dublin Core (simple DC) and the other for harvesting using Qualified Dublin Core (QDC). DC Mapping Displays the Dublin Core term to which this element applies. This term is linked to the URI namespace for that element. MARC Mapping Tag in the MARC record to which this element is normally mapped. This information is provided to help metadata creators conversant in MARC better understand the contents of this element. MODS Mapping Displays the MODS term to which this element applies. This term is linked to the URI namespace for that element. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 8 Element Tables Contributor Element Label contributor Definition An entity responsible for making secondary contributions to the resource. Describes Original resource Required Optional Repeatable Yes Use for other people or entities who contributed to making the intellectual content of the resource, but who are not covered in the creator field. Examples include illustrators, editors, translators, etc. How to Use Prefer form of name as verified in the Library of Congress Name Authority File (LCNAF), Western Name Authority File (WNAF), Social Networks and Archival Context (SNAC) or Virtual International Authority File (VIAF). If name is not listed there, give name in the following format: Last name, First name, Middle Initial with period, year of birth and/or death if known, separated by a hyphen (e.g. Jones, Janet L., 1952-2019). For further help in formatting names not found in an authority, consult a cataloging resource such as Resource Description and Access (RDA) or Describing Archives: A Content Standard (DACS). Refines/Refinement Schemes None • Library of Congress Name Authority File (LCNAF) • Western Name Authority File (WNAF) • Social Networks and Archival Context (SNAC) • Virtual International Authority File (VIAF) DC Mapping dcterms:contributor MARC Mapping 700, 710, 711, 720 (Added Entry - Personal name, Corporate name, Conference name, Uncontrolled name). MODS Mapping name:namePart Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 9 Creator Element Label creator Definition An entity primarily responsible for making the resource Describes Original resource Required Recommended Repeatable Yes Person or entity responsible for creating the intellectual content of the resource such as a person, organization or service. Prefer a form of name as verified in a published name authority such as Library of Congress Name Authority File (LCNAF), Western Name Authority File (WNAF), Social Networks and Archival Context (SNAC) or Virtual International Authority File (VIAF). How to Use If a name is not listed there, give the name in the following format: Last name, First name, Middle initial and period, year of birth and/or death if known, separated by a hyphen (e.g. Jones, Janet L., 1952-2019). For further help in formatting names not found in an authority, consult a cataloging resource such as Resource Description and Access (RDA) or Describing Archives: A Content Standard (DACS). Refines/Refinement Schemes None • Library of Congress Name Authority File (LCNAF) • Western Name Authority File (WNAF) • Social Networks and Archival Context (SNAC) • Virtual International Authority File (VIAF) DC Mapping dcterms:creator MARC Mapping 100 1#, 100 2#, or 111 1# (Main Entry--Personal name, Corporate name, or Conference name). Could also reside in 700/710/711. MODS Mapping name:namePart Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 10 Date Element Label date (display label: Creation Date) Definition The date, point or period of time when the resource described was first created, published or released Describes Original resource Required Required Repeatable No A resource may have several dates associated with it. The date covered by this table refers to creation of the original resource, that is, when the resource was first created, before undergoing any conversion. • • How to Use • For resources created in a non-digital format and converted to digital format, use the date the non-digital resource was first created -- e.g., for print books, use the publication date of the print book. For resources that have always been in digital format and never converted, use the date the digital resource was created -- e.g., PDF document uploaded as a PDF document. For resources that were first created in one digital format, then converted to another digital format -- e.g., audio file recorded in WAV format, then converted to MP3 format -- use creation date of the first digital format -- e.g., WAV. Additional types of dates (see refinements) are allowed, though only one date (i.e., date of the original) should be mapped to dcterms:date to prevent confusion in harvesting environments that use only simple DC. If the date is unknown, specify an estimated date or date range. See General Guidelines for Digital Metadata for more information about types of dates. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 11 Other specialized Dublin Core elements can refine date but are less frequently used. Optionally, these element may be used in addition to the required date element described above. These include: • Refines/Refinement • • • • available (date, often a range, that the resource became or will become available) dateAccepted (date a thesis or article was accepted for publication) dateCopyrighted (date of copyright dateSubmitted (date of submission) modified (date when the resource was changed) Consult http://dublincore.org/documents/dcmi-terms/ for definitions. Schemes • W3C Date Time Format profile of ISO 8601 (W3CDTP) • Extended Date Time Format (EDTF) DC Mapping dcterms:date MARC Mapping 260 ## subfield c or 264 #1 subfield c (Date of publication, distribution, etc.) MODS Mapping dateIssued Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 12 Description Element Label description Definition A summary of the intellectual content of the resource Describes Original resource Required Recommended Repeatable Yes Free-text. How to Use Use standard punctuation and grammar to describe the item’s history, physical appearance, contents, abstract, etc. Note: Only the first 150 words of description will be harvested and displayed in the MWDL search portal. Refines/Refinement Refinements: abstract and tableOfContents. Schemes None DC Mapping dcterms:description MARC Mapping 500, 520, 545 MODS Mapping abstract, note, or tableOfContents Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 13 Extent Element Label extent Definition The size or duration of the resource Describes Digital object Required Optional Repeatable Yes Describe the file size and, if applicable, duration of the digital object. Examples: How to Use 109,568 bytes 00:16 minutes For help in converting file sizes, see http://en.wikipedia.org/wiki/File_size Refines/Refinement Refines dcterms:format Schemes None DC Mapping dcterms:extent MARC Mapping 347## subfield c or 856 subfield s MODS Mapping physicalDescription:extent Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 14 Format Element Label format Definition The file format of the digital resource Describes Digital object Required Required Repeatable Yes Describe the file format of the resource using the Internet Media Type (MIME) scheme. Some examples: audio/mp4 image/jp2 application/pdf How to Use Some digital objects may involve more than one format. For example, an oral history interview may consist of both an audio file (audio/mp4) and text transcription (application/pdf). In these cases, list both formats (audio/mp4; application/pdf;). Optionally, collection managers may describe file size and/or duration using the more refined dcterms:extent field. Refines/Refinement Refinement: dcterms:extent Schemes Internet Media Type (MIME) A commonly used subset of the entire MIME set of acceptable formats is available for download on the MWDL website. DC Mapping dcterms:format MARC Mapping 856 subfield q MODS Mapping physicalDescription:internetMediaType Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 15 Identifier Element Label identifier Definition A unique reference that supports persistent access to the resource Describes Digital object Required Required Repeatable Yes Multiple identifier fields may be created as needed for local use, such as call number, filename, etc. However, only the identifier that contains the URI leading back to the resource should be mapped to dcterms:identifier because of the possibility of confusion for harvesters. Handle these additional identifiers one of three ways: map the field to “None”; map it to some other field besides dcterms:identifier; or begin the value of the field with something other than a URI scheme. How to Use Digital asset management systems (DAMS) may format identifier differently; these are examples from various systems used in the MWDL community as of this writing: • Islandora: https://libarchive.slcc.edu/islandora/object/admin%3A964 • CONTENTdm: http://images.archives.utah.gov/cdm/ref/collection/540/ id/171 • Knowvation: https://digitallibrary.utah.gov/awweb/guest.jsp?smd=1&cl =all_lib&lb_document_id=74962 • Solphal: https://collections.lib.utah.edu/details?id=408352 Refines/Refin ement None Schemes None DC Mapping dcterms:identifier MARC Mapping 347 subfield 1 or 856 subfield u MODS Mapping identifier Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 16 Language Element Label language Definition A language of the resource Describes Original resource Required Optional Repeatable Yes How to Use Use ISO 639-3 three letter codes. For multiple languages, use separate language fields or list all in a single field, separating each with a semicolon and a space. More detail about the languages may be included in the Description element. Example: In German and English in parallel columns. Refines/Refinement None Schemes ISO 639-3 (ISO 639-3) DC Mapping dcterms:language MARC Mapping 041 0# subfield a (language code); 008/35-37 MODS Mapping language:languageTerm Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 17 Medium Element Label medium Definition The material or physical carrier of the original resource Describes Original resource Required Optional Repeatable Yes How to Use Describe the nature of the original object (what it is, not what it is about) expressed in terms from a controlled vocabulary if possible. An item described with the term “Photographs” is an actual photograph, not a book about photographs. Note that the element label can be determined locally. The medium element is optional and in addition to the required element type which uses the DCMI Type vocabulary. Refines/Refinement Schemes dc:format Strongly recommended using established controlled vocabularies such as: • Art and Architecture Thesaurus (AAT) • Thesaurus for Graphic Materials (TGM) • Library of Congress Genre/Form Terms for Library and Archival Materials (LCGFT) A commonly used subset of AAT and TGM genre terms is available on the MWDL website. DC Mapping dcterms:medium MARC Mapping 655 #7 subfield a (Index Term--Genre/Form) plus subfield 2=local (for DCMI Type); =gmgpc (for Thesaurus for Graphic Materials); =aat (for Art & Architecture Thesaurus); =lcgft (Library of Congress Genre/Form Terms for Library and Archival Materials) MODS Mapping physicalDescription:form, attribute:type Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 18 Publisher Element Label publisher Definition An entity responsible for making the resource available Describes Original resource, Digital object Required Optional Repeatable Yes Name of the entity that created or is providing access to the resource. A publisher may include a person, organization, or a service. How to Use Recommend clarifying the role this entity played in making the resource available by adding a prefix such as Digitized by, Hosted by, or Published by. For example, Published by Utah State Historical Society; digitized by Merrill-Cazier Library, Utah State University; hosted by J. Willard Marriott Library, University of Utah. Refines/Refinement None Schemes None DC Mapping dcterms:publisher MARC Mapping 260 subfield b (if born digital) or 533 subfield c (if reformatted) MODS Mapping originInfo:publisher Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 19 Relation Element Label relation (display label: Related Resources) Definition A related resource Describes Original resource, Digital Object Required Optional Repeatable Yes Free-text. How to Use MWDL harvests this element and displays it with the title "Related Resources" and the label of the refinement if any is used, for example: Related Resources Is part of: Register of Deaths Is format of: Box 1 Refines/Refinement DCMI Terms offers possible refinements including: • hasFormat • hasPart • hasVersion • isFormatOf • isReplacedBy • isReferencedBy • isRequiredBy • isVersionOf • replaces • requires • references Consult DCMI Terms for definitions. Schemes None DC Mapping dcterms:relation MARC Mapping None MODS Mapping relatedItem Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 20 Rights Element Label rights Definition Information about rights held in and over the resource. Rights information includes a statement about various property rights associated with the resource, including intellectual property rights. Describes Original resource Required Required Repeatable Yes Use Rights to describe the copyright status of the access file. Best practices for this field will include an applicable URI from the linked rights schemes. How to Use Additional information such as copyright holder and contact information (if applicable), and physical ownership rights (if applicable) can be displayed in additional local field refinements. If it is not possible to use a Creative Commons or rightsstatement.org statement, a standardized string can also substitute. See General Guidelines for Digital Metadata under “Copyright” for more information applicable to all types of rights. Refines/Refinement Other specialized Dublin Core elements can refine rights but are not frequently used. These include: • accessRights • license • rightsHolder Consult DCMI Terms for definitions Schemes • Rightsstatement.org • Creative Commons DC Mapping dcterms:rights MARC Mapping 540 MODS Mapping accessCondition Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 21 Source Element Label source (display label: Related Resources) Definition A related resource from which the described resource is derived Describes Original resource Required Optional Repeatable Yes How to Use Free-text. Provide sufficient information to identify and find the original resource. MWDL harvests this element and displays it with the label "Related Resources". For other types of related resources, use relation or some refinement of relation. Refines/Refinement None Schemes None DC Mapping dcterms:source MARC Mapping 534 MODS Mapping Possibly: relatedItem with attribute:type=original Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 22 Spatial Element Label spatial (Display label: Location) Definition The spatial topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Describes Original Resource, Digital Object Required Optional Repeatable Yes Use to state the place or area that is described or represented by the resource. May name a place or specify geographic coordinates. A jurisdiction may be a named administrative entity or a geographic place to which the resource applies. For example, Salt Lake City, UT: How to Use • Salt Lake City, Salt Lake County, Utah, United States, http://sws.geonames.org/5780993/ Consult Best Practices for more guidance and examples. Refines/Refinement Refines dcterms:coverage Use of GeoNames.org is strongly preferred. Some additional possibilities: Schemes • • • Library of Congress Subject Headings (LCSH) Thesaurus of Geographic Names (TGN) U.S. Geological Survey (USGS) DC Mapping dcterms:spatial MARC Mapping 651 #0 (for LCSH place names) or #7 with the specific vocabulary source provided in subfield 2 (TGN, for example) MODS Mapping location Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 23 Subject Element Label Subject Definition The topic of the resource Describes Original resource Required Recommended Repeatable Yes How to Use Describe what the resource content is about, expressed in keywords, phrases, names, subject headings, or classification codes. Refines/Refinement None Strongly recommend use of established controlled vocabularies such as: • • Library of Congress Subject Headings (LCSH) Medical Subject Headings (MeSH) Schemes For resources about an individual or entity, recommend using: • • • Library of Congress Name Authorities (LCNAF) Western Name Authority File (WNAF) Social Networks and Archival Context (SNAC) DC Mapping dcterms:subject MARC Mapping 600, 610, 650, 651, 653 MODS Mapping subject Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 24 Temporal Element Label temporal Definition The time period covered by resource Describes Original resource Required Optional Repeatable Yes How to Use Use to describe the time period covered or represented by the resource, not the date when the resource was published. Temporal topic may be a named period, date, or date range. Where appropriate, time periods can be used in preference to numeric identifiers such as date ranges. Refines/Refinement Refines dcterms:coverage Schemes None DC Mapping dcterms:temporal MARC Mapping None MODS Mapping subject:temporal Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 25 Title Element Label title Definition An unambiguous word or phrase to identify the resource, either formal or derived Describes Digital object Required Required Repeatable No Free-text. Use a concise, unique description of item. If titles are not unique, disambiguation by adding additional information is encouraged, ex: How to Use • • • • Woman Figure Skating, 1 Woman Figure Skating, 2 Woman Figure Skating, 1998 Olympics Woman Figure Skating, 2002 Olympics See Best Practices Guidelines for recommendations on assigning titles. Refines/Refinement Refinement: dcterms:alternative Schemes None DC Mapping dcterms:title MARC Mapping 245 subfields a and b MODS Mapping titleInfo:title Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 26 Type Element Label type Definition The nature or genre of the resource Describes Original resource Required Required Repeatable Yes Must have at least one type field containing appropriate type(s) from DCMI Type vocabulary. • • How to Use • If a resource is an image of text (such as a scan of a printed article), use the term Text. Images may be refined with a second term, either StillImage or MovingImage (i.e., use Image;StillImage, Image;MovingImage, Image/StillImage, or Image/MovingImage). Note that these combined terms contain no space after the delimiter and that both words in the second term are capitalized. If the resource consists of more than one type (e.g., an interview with sound and text files), use multiple type terms as needed to describe, separating them with a semicolon and a space (e.g., Sound; Text). To describe the nature or genre of the original object, use the optional element medium. Refines/Refinement None Schemes DCMI Type Vocabulary DC Mapping dcterms:type MARC Mapping 655 #7 subfield a (Index Term--Genre/Form) plus subfield 2=local (for DCMI Type) MODS Mapping typeOfResource Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 27 Best Practices for Creating Metadata Introduction The Best Practices below were developed by the Mountain West Digital Library Metadata Application Profile Task Force in 2018-2019*. The Best Practices coincide with the MWDL Metadata Application Profile Version 3 (2019). The Practices depict the current understanding of the Task Force and are subject to change. The Practices have been upgraded to reflect a more universal approach to various Metadata Schemas, including Dublin Core, MODS, MARC, etc. The Best Practices coexist with the Guidelines to provide examples and descriptions of select elements to enable better interoperability between MWDL Partners and Collections. To reference this document, please point to “Best Practices” posted on the Mountain West Digital Library website at https://mwdl.org. Requirement status Required: Element must be included in record. There are six required elements: • date • format • identifier • rights • title • type Recommended: If the data is known, we strongly encourage it be included in records. There are three recommended elements: • creator • description • subject Optional: Inclusion of element is up to the discretion of the collection manager Adding local fields not covered by this profile Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 28 This profile does not prohibit collection managers/metadata creators from adding other fields to their metadata records as needed to serve local needs. Some examples of fields needed locally may include: • fields for data specific to a particular discipline or user community • tags needed for customized searching • other optional Dublin Core elements such as audience or bibliographicCitation • transcription: this optional field may contain full-text data mapped from MARC:520 or transcribed by the metadata creator. Use of the term resource This profile uses the term resource to refer to the digital resource provided for direct access by users and described by the metadata record. This resource may be a born-digital object, a digital object converted from another digital format, or a digital object converted from a nondigital format such as text, taped recordings, slides, film, etc. Consult element table row “Describes” for more details. Notes on format element New media types and applications are always emerging. If the resource format being described is not yet part of the MIME type list, follow the MIME convention by selecting a broad category of object format (audio, video, application, etc.) for the first part of the MIME type. For the second half of the MIME type, use the file extension that is usually attached to files of this format. Notes on URIs in elements If a Uniform Resource Identifier (URI) is included in an element such as spatial, rights, or creator, please position it last. For example: • Phoenix, Maricopa County, Arizona, United States, http://sws.geonames.org/5308655/ • No Copyright - United States, http://rightsstatements.org/vocab/NoC-US/1.0/ • Savage, C. R. (Charles Roscoe), 18321909, http://id.loc.gov/authorities/names/n84131226 • Jelesnik, Eugene, 1914-1999, http://n2t.net/ark:/99166/w6902z0z Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 29 Notes on title element Take title from digitized item when possible. Metadata creator may supply a title if none exists and does not need to put this supplied title in brackets. For further guidance on devised titles, consult the Describing Archives: A Content Standard (DACS) on title creation. Rights Rights statements are a required field for MWDL and items harvested into DPLA. We strongly recommend the use of standardized rights statements as articulated on https://rightsstatements.org/en/. Usage of rights statements in metadata records should consist of a URL representing the applicable rights statement. Additional licenses such as Creative Commons can be used when applicable. Alternatively, a text-based rights statement can be used. Additional information about rights for the digital object such as copyright date or information about the holder of copyright can be placed in an additional rights field such as RightsHolder (http://purl.org/dc/terms/rightsHolder) or AccessRights (http://purl.org/dc/terms/accessRights). As a best practice, consult your institution’s legal department for assistance in creating the appropriate rights statement. For example: • Rightsstatements.org: http://rightsstatements.org/vocab/NoC-US/1.0/ • Creative Commons: This work is licensed under a Creative Commons AttributionNoncommercial-No Derivative Works 3.0 United States License: http://creativecommons.org/licenses/by-nc-nd/3.0/us/ • Text-based rights statement: Materials may be used for non-profit and educational purposes; please credit University Archives, Stewart Library, Weber State University. Geospatial Metadata It is recommended that the MWDL partners use the GeoNames.org database as the primary recommended controlled vocabulary to create a geospatial metadata. In addition, geospatial metadata should present in a hierarchy from smallest entity to largest, with the hierarchy split by commas. Semi-colons should only be used to indicate separate and distinct places within the same geospatial field. Below is Salt Lake City as an example: • Salt Lake City, Salt Lake County, Utah, United States Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 30 Additionally, MWDL partners are highly encouraged to provide the URI following the name hierarchy in order to begin laying the groundwork for future involvement in linked data initiatives. All place name metadata referring to the same place should be separated by commas only. An example entry for Salt Lake City, Utah would look like this: • Salt Lake City, Salt Lake County, Utah, United States, http://sws.geonames.org/5780993/ If a partner would like to include latitude and longitude data, it should be listed after the country. Or if using URI’s after the URI. • Salt Lake City, Salt Lake County, Utah, United States, 40.76078, -111.89105 • Salt Lake City, Salt Lake County, Utah, United States, http://sws.geonames.org/5780993/, 40.76078, -111.89105 There is extensive supplemental documentation on the best practices for geospatial metadata creation in the Mountain West Digital Library. • Best practices in geospatial metadata creation for MWDL Cultural Heritage Digital Repositories. • Instructions for assigning geospatial metadata using geonames.org Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 31 General Guidelines Introduction The Guidelines below were developed by the Metadata Task Force of the Utah Academic Library Consortium Digitization Committee in 2010-2011 as part of the revision of the MWDL Dublin Core Application Profile and revised in 2019 by the MWDL Metadata Application Profile Revision Taskforce. The Guidelines represent the current understanding of the Task Force and are subject to change. The Guidelines were developed to enhance the interoperability of digital collections within the Mountain West Digital Library. To reference this document, please point to "the MWDL General Guidelines for Digital Metadata" at https://github.com/mountainwestdl/mwdl-map/wiki/General-Guidelines. Please contact Mountain West Digital Library at [e-mail] with the subject "MWDL Metadata Guidelines” if you have corrections or additions to these Guidelines. Mapping to Dublin Core • Fields that are to be shared via OAI for harvesting should be mapped to Qualified Dublin Core (QDC) or simplified Dublin Core (DC). Mountain West Digital Library harvests QDC from servers where QDC is provided, and DC from other servers. Local fields that you do not wish to share for harvesting should be mapped to "None". • Multiple local fields may be mapped to the same QDC or DC field. These fields will be shared via OAI as distinct fields with the same DC/QDC tag. Keep in mind that the harvester may concatenate these distinct fields into one field in the harvested environment. Therefore, to avoid the values of those fields being run together illegibly, place a semicolon at the end of each entry. • You can view exactly what the MWDL harvester and other Open Archives Initiative (OAI) harvesters can retrieve from your digital assets management system by requesting the OAI stream via queries in a Web browser. Instructions for doing this are on the MWDL website page on Open Archives Initiative (OAI) Queries. You can test compliance of your metadata by using the MWDL OAI Metadata Audit Tool. Placeholder Data in Required Fields Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 32 It may happen that information necessary for required fields is not yet known or not yet included when a collection is first uploaded, or even published. In such a case, enter a placeholder to both fulfill the entry requirement and be able to find records for follow-up. The recommended placeholder is the word "Pending". Example: Subject: Pending Local field name vs. DC Mapping Each collection can have its own local field names. The "labels" indicated in the MWDL Metadata Application Profile are just indicative, and you are free to name your fields as you wish. However, you have to map the fields correctly. Only the mapping matters when a collection is harvested. If a field is not mapped, it will not appear in the MWDL record. If it is mapped to the wrong "DC map", the metadata will appear in the wrong MWDL field. Example: The entity primarily responsible for making the resource has to be mapped to "Creator" (dc:creator). But the local name can be what you want: "Creator", "Artist", "Author", "Photographer", etc. If relevant to your collection, you may create several fields mapped to "Creator". Identifier The value of the required field Identifier is the URI of the resource. This field is automatically created by your local system. You do not have to create this field and enter a value. If you create additional Identifier fields in your collection, map them to "None", not to "Identifier". Only the automatically generated "reference URL" should be mapped to "Identifier". No HTML tags within metadata Metadata should be kept free of tags and formatting codes as much as possible since it is shared as text via OAI with MWDL. Because it is not predictable how metadata will be used, crosswalked, or formatted at the harvesting end, it is advisable to keep it "clean" of any tags. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 33 Date Fields When setting up the fields for your collection and starting to enter values, remember to treat Date fields differently. Here are some tips about configuring field properties and formatting dates. Date Fields Setup You can establish several different kinds of dates, if you like. The MAP requires you to enter the Date as the original date of the original object. For a photo taken in 1922 and digitized in 2019, the date would be 1922. Date Formatting Unsure how to format dates? 1. These formats are all compliant with the international standard for dates, ISO 8601. • yyyy • yyyy; yyyy; yyyy; yyyy [date ranges are converted to semicolon-separated list of single years] • yyyy-mm • yyyy-mm-dd 2. Non-standard dates: Label such non-standard dates appropriately. Examples: • BCE Date: 48 BCE; • BCE Date: 1000-800 BCE; • Date: 915 CE; • Date: 404-415 AD; • Hebrew Date: 5750; • Islamic Date: Hijri 1350; • Julian Date: 1849 AD; If a collection consists of both standard dates and non-standard dates, it is recommended to only set up the standardized date field for harvesting. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 34 Copyright The Rights element in MWDL metadata records should contain information regarding copyright ownership not physical ownership. Physically owning a work of authorship does not always mean owning the copyright in the work. Physical ownership means to hold the work as physical property. Copyright means to own the intellectual content contained in the work. Making a digital version of a work also does not merit copyright protection because, according to the Bridgeman decision, it lacks sufficient original creativity (one of the tests to meet for copyright protection). The U.S. Copyright Office addresses this matter in the Compendium of Practices, 3rd edition (pg. 16-17). Do you have rights to the material you are adding to your digital collection? Copyright protects the creators of original literary, dramatic, musical, artistic, and certain other intellectual works (Title 17, U.S. Code). The protection extends to both published and unpublished material. "Section 106 of the 1976 Copyright Act generally gives the owner of copyright the exclusive right to do and to authorize others to do the following" (Copyright Basics, US Copyright Office): • To reproduce the work • To prepare derivative works • To distribute copies of the work • To perform the work publicly • To display the work publicly Use these questions as an initial guide: 1. Are you the original creator/author? • If yes, then you are the rights holder. 2. Did someone else create the work? • If so, then you are most likely not the rights holder. 3. Did someone assign rights to you through a written assignment? • If yes, then you are the rights holder. If someone else created the work and did not assign rights to you, you will need to determine who the rights holder is. Determining a work's copyright status requires a bit of investigation, but there are many tools to assist with this. Step 1: Research Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 35 Research U.S. Copyright Office registration records. The catalog contains records from 1978 to the present. For works older than 1978, use Stanford's Copyright Renewal Database. Search by author, creator, publisher, or title. Step 2: Ask (if needed) If you find a record, it usually means there's a rights holder and that entity (not necessarily the library) should be listed as the copyright holder and you may need to consider getting permission to digitize. See "The Basics of Getting Permission" for more information or consult the Fair Use Evaluator Tool . Step 3: Use Public Domain Slider If there's not a record, check the Public Domain slider, to determine if it fits the criteria for public domain. Sample Statements Once you've done some investigation and have an informed idea of the work's copyright status, consult the standardized statements at rightsstatements.org to find the best match. MWDL strongly recommends using rightsstatements.org's standardized copyright statements. The sample statements below also include wording in the case of unknown copyright status. In the sample wordings below, replace italicized text with applicable local information. For copyrighted works with all rights reserved: © Personal/Corporate name, year, email/web address (if available). 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. For copyrighted works with some permission built-in (Creative Commons): © Personal/Corporate name, year, email/web address (if available). Use of this file is allowed in accordance with the Creative Commons Attribution-Noncommercial-No Derivative Works 3.0 United States License; http://creativecommons.org/licenses/by-nc-nd/3.0/us/ For public domain works: Material in the public domain. No restrictions on use. If you wish to purchase print copies or a high-resolution version of the image, see [local site]. Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 36 For works where copyright status is unknown: Copyright status unknown. Some material in these collections may be protected by the U.S. Copyright Law (Title 17, U.S.C.). In addition, the reproduction and/or commercial use of some materials may be restricted by gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing agreements, and/or trademark rights. Distribution or reproduction of materials protected by copyright beyond that allowed by fair use requires the written permission of the copyright owners. To the extent that restrictions other than copyright apply, permission for distribution or reproduction from the applicable rights holder is also required. Responsibility for obtaining permissions and for any use rests exclusively with the user. Brief example Let's say a digital collection contains a digital copy of an original photograph taken in 1907. The photograph is likely in the public domain (check the Public Domain slider). In this case the digital reproduction of the original is not eligible for copyright protection because it lacks sufficient creativity/originality. The Rights field indicates that the photograph is in the public domain with a statement like "Material in the public domain. No restrictions on use." However, the library that digitized the photograph offers prints of it for a fee, so the Rights statement explains that users can order copies of the digital image for a fee and provides a link to an order form and pricing information. The resulting statement looks like this: Material in the public domain. No restrictions on use. To purchase print copies or a highresolution version of the image, see [URL for webpage describing how to order]. OR Rights: http://rightsstatements.org/vocab/NoC-US/1.0/ accessRights: To purchase print copies or a high-resolution version of the image, see [URL for webpage describing how to order] Mountain West Digital Library (MWDL) Metadata Application Profile v. 3 | 37