Best Practices for Product Metadata Guide for North American Data Senders and Receivers June 1, 2015 FEATURES Updated to provide more ONIX 3.0 examples & guidelines Reflects the changing requirements of publishers & booksellers Covers both US & Canadian markets Includes best practices for both senders & receivers Developed in cooperation with BookNet Canada Metadata Best Practices Best Practices for Product Metadata Guide for North American Data Senders and Receivers JUNE 1, 2015 Book Industry Study Group, BookNet Canada — June 1, 2015 2 Metadata Best Practices Best Practices for Product Metadata: Guide for North American Data Senders and Receivers was written and compiled for the Book Industry Study Group, Inc. (BISG) and BookNet Canada by the BISG Metadata Committee, with additional material provided by Renée Register of DataCurate. Copyright © 2013, 2014, 2015 Book Industry Study Group, Inc. All rights reserved. This document is based on Product Metadata Best Practices for Data Senders and Product Metadata Best Practices for Data Recipients, which in turn were partially based on The Canadian Bibliographic Standard published by BookNet Canada. Representatives of BookNet Canada were represented on the BISG Metadata Committee throughout the development of this document. Grateful acknowledgement is made to BookNet Canada for the right to use and adapt their materials. All references to ONIX data elements are taken from: ONIX for Books Product Information Message, Product Record Format, Release 2.1, Revision 02, © 2004; ONIX for Books Product Information Format Specifcation Release 3.0.1, © 2012 and Release 3.0.2, © 2014; ONIX for Books Implementation and Best Practice Guide © 2011-2014; and ONIX Code Lists, Issue 21, © April 2013, and Issue 24, ©. January 2014. Each of these documents is provided by EDItEUR Limited, and we gratefully acknowledge their permission to use eXcerpts from this material. Layout and cover design by Paige Poe, Augment Digital Workshop Copyedited by Patricia Fogarty Book Industry Study Group, BookNet Canada — June 1, 2015 3 Metadata Best Practices Preface 6 General Technical Guidelines and Best Practices 7 Product Record 1. Product Identifer 9 2. Barcode Indicator 14 Product Description (Block 1) 3. Product Form / Format (including Product Form Detail[s]) 17 4. Weight and Dimensions (Measure) 22 5. Country of Manufacture 25 6. Digital Rights Management (DRM)/Usage Constraints /digital product license 27 7. Product Parts / Number of Pieces 32 8. Collections: Series, Sets, and Bundles 36 9. Title 55 10. Contributor 74 11. Contributor Biography 87 12. Contributor Country Code / Region Code 89 13. Edition Information 93 14. Language(s) of Product Content 99 15. Page Count, Running Time, and EXtent 103 16. Subjects 107 17. Intended Audience for Product (Including Age Range) 115 18. Leveling / compleXity 121 Marketing Collateral Detail (Block 2) 19. TeXtual Description of Content 126 Book Industry Study Group, BookNet Canada — June 1, 2015 4 Metadata Best Practices 20. Digital Image of Product 140 21. Prizes 149 Content Detail (Block 3) 22. Content Details 154 Publishing Detail (Block 4) 23. Publisher / Imprint / Brand Name 156 24. Global Publishing Status 163 25. Global Publication Date and Other Publishing Dates 169 26. Strict On Sale Date / Embargo Date 176 27. Global Sales Rights / Territorial Rights 178 Related Material (Block 5) 28. Related Products and works 192 Product Supply (Block 6) 29. Markets 197 30. Distributor / Vendor of Record 199 31. Return Code 206 32. Product Availability Code 209 33. Case Pack / Carton Quantity 215 34. Price 217 35. Publisher’s Proprietary Discount Code 224 Appendix A: General Recommendations for Data Recipients 227 Book Industry Study Group, BookNet Canada — June 1, 2015 5 Metadata Best Practices PREFACE Since the publication of the frst edition of BISG’s Product Metadata Best Practices in 2005, we have seen unprecedented changes in the businesses of publishing and bookselling. Although ebooks had been around for several years at the time of the frst edition, they had still not had a signifcant effect on the trade book publishing business or the trade bookselling business. As we all know, that is no longer the case. Print books still make up the majority of books sold in the world, but in some subject areas (e.g., reference works) they are no longer the primary form in which content is published. Ebook sales grow each year, and as they grow many long-standing business practices change. Although we do not eXpect print books to stop being published any time soon, the day is approaching when referring to a particularly lengthy book as a “doorstop” will seem quaint. These updated best practices take into account the changing landscape of publishing and bookselling. They are designed to be applicable to the hybrid print and digital world in which we do business today. As was the case with the frst edition of these best practice guidelines, much of the guidance we give applies regardless of the format in which a book is published. We have, however, made every effort to refect the current state of digital workfows, and we will update these best practices frequently in order to keep them relevant to the changing business environment. Additionally, with the offcial sunset of the ONIX 2.1 standard on December 31, 2014, there is increased pressure on trading partners in North America to begin accepting and sending ONIX 3.0, for both international and domestic trade. In the most recent revision, new material was added to provide additional guidance for understanding and incorporating the changes introduced with ONIX 3.0. Note on the format of the sections of this document Each of the core data elements detailed in these best practices is described in the following format: 1. Product Block: Because ONIX 3.0 groups information in blocks, all data elements are grouped under the appropriate block heading. Blocks allow updates to be sent without resending a complete record. 2. Defnition and background. 3. The Business case for supplying this data element. 4. Data Requirement: Is this data element mandatory in all product records? Is it Book Industry Study Group, BookNet Canada — June 1, 2015 6 Metadata Best Practices mandatory in product records that meet certain criteria? (Note that the element may be either technically mandatory within an ONIX record, or considered mandatory to meet BISG’s or BNC’s best practices or certifcation requirements.) 5. Schedule: When, in the life cycle of a product, should this data element be supplied? 6. Notes for data recipients on this data element. 7. Notes on the applicability and use of this data element for digital products. 8. Style and usage guide. 9. ONIX 3.0 guidelines for this data element. 10. ONIX 2.1 guidelines for this data element. GENERAL TECHNICAL GUIDELINES AND BEST PRACTICES This document is not a substitute for EDItEUR’s ONIX 2.1 or 3.0 Specifcations, or the ONIX 3.0 Implementation and Best Practice Guide. We do recommend that you refer to those resources for additional ONIX 2.1 or 3.0 guidance. 1. The publishing and bookselling industries have become more international since the frst edition of these best practices guidelines was published. The use of UTF- 8 Unicode is a best practice. Although it is still an acceptable practice, we can no longer describe the use of the ISO-8859-1 character set as a best practice, given that many publishers in the U.S. and Canada publish books in languages that use other character sets and many booksellers sell books in those same languages. 2. The use of deprecated data elements and code list values cannot be considered best practices, no matter how common some such practices might be. 3. It is a common practice (but not a good practice) for data providers to send teXtual data enclosed within a [CDATA] section in an effort to bypass the parsing rules in a data recipient’s ONIX parser. A best practice is to use simple XHTML markup to format teXtual content for display in recipients’ systems. Data providers cannot and should not rely on any formatting found inside a [CDATA] section being preserved in recipients’ systems. 4. It is a best practice for both data providers and data recipients to use schema validation during application development or when implementing new data feeds. Relying merely on DTD validation does not ensure that the code list values in an ONIX fle are valid. Book Industry Study Group, BookNet Canada — June 1, 2015 7 Metadata Best Practices 5. It is a best practice to begin to rely upon standard identifers such as ISTC (International Standard TeXt Code) to identify the work underlying a product and ISNI (International Standard Name Identifer) to identify the party underlying a name. Variants in the spelling or presentation of the titles of works or the names of parties will thus not result in mismatches between products and their underlying works or mismatches between names and their underlying parties. The use of proprietary work and contributor IDs can be an effective interim step in the identifcation of works and parties until the international standard identifers are adopted more widely. 6. This document is aimed at users of ONIX. However, for data providers using proprietary spreadsheets (either EXcel or browser-based portals for entering data), the intention behind and use of each of these data elements is the same as for ONIX, and the same data elements should be supplied and supported, regardless of message format. 7. Finally, the document has been revised to prioritize guidance on supplying data in ONIX 3.0. ONIX 2.1 was offcially sunset on December 31, 2014, at which time EDItEUR removed the online DTD/XSD XML validation tools from their website and began to archive ONIX 2.1 documentation.