Sample Data Dictionary

Sample Data Dictionary

Sample Data Dictionary

Crossing Organizational Boundaries

October 29, 2002

Field Labels / Dublin Core / Description
Title / Title: searchable, public field; required field / Two types: (1) transcribed (from captions, marginalia, etc.), and (2) formulated.
(1)Transcribed. Type as-is in Title field. Create a Note (Note field), “Title taken from photograph.”
(2)Formulated. Represent the image’s most prominent aspects. When possible, use the order who, what, where, when.
Always include a date when known, even for transcribed titles. For transcribed titles, enter as-is; For formulated titles, uUse the form “April 25, 1925.” appended to the end of the title.
Brackets or quotation marks should not be used.
Photographer / Creator: searchable, public field; required field / Photographer and/or firm associated with the creation of the image in hand.
Use local Authority File created from the Library of Congress Authority
Invert personal names (Lastname, Firstname).
Date / Date: Non-searchable, public field; required field / Date original photograph was taken.
Form of date: specific year only; for example, “1925.” If the date is unknown, assign an approximate using ca.; for example, “ca. 1925.”
Approximate dates should be used in combination with the Dates field to enable searching (see that field description for details).
Specific dates (for example, September 12, 1933) are to be noted in the Notes field, and should also be incorporated in the Title field (see those field descriptions for more details). Repeat year in Dates field.Care should be taken to distinguish an inaccurate sleeve date, which represents the date an image was filed at MOHAI. In most cases however the year on the sleeve is accurate.
Dates / Date: searchable, hidden field; required field / Used in conjunction with the Date field. This field is the searchable, staff-only component.
When the Date is a single year, enter the same year in Dates.
When the Date is approximate (for example, “ca. 1925”), Dates should list a range of dates five years on either side of the approximate date. Separate the dates listed by a comma and a space or space.
Notes / Description: searchable, public field / Notes can include any information of importance that is not represented elsewhere. Each note should be written as a paragraph separated from contiguous Notes using a “double break” (<br<br>).
Examples:
  1. Contents, summary, history: “Original University buildings visible in background,” “Sign in image reads…” “Camp for workers building the Cascade Tunnel…”
  2. Additional information written on or accompanying image: “Handwritten on back of photograph:…”
  3. Name cross references: “George Smith also known as….””Reproduction Note – form not yet discussed.

Subjects / Subject: searchable, public field / Subject headings and corporate names representing the content and genre of the images. Content terms are should be taken from a controlled vocabulary, usually the LC Thesaurus for Graphic Materials I: Subject Terms (LC TGM I); form terms should be taken from LC Thesaurus for Graphic Materials II: Genre and Physical Characteristics Terms (LC TGM II). UCataloger may insteadshould use Local Authority File based on the LC Authority File for correct forms of corporate names.
Personal Names / Subject: searchable, public field / Names of people depicted in the image, taken from the Local Authority File based on the LC Authority File.
Invert personal names (Lastname, Firstname).
Places / Coverage: searchable, public field; required field / Name of the political and physical/spatial settings of the content of the resource. Features seen outside the image setting should not be listed.
Use Local Authority File for correct forms of place names. This should be based first on Place names should be taken first from the LC Authority File and. Another secondsource of place names ison the Washington Localities database of the Tacoma Public Library (
Place names not listed in either authority file should not be used in Location Depicted; instead a subject heading or Note should be created.may warrant the creation of a local heading. Consequently our ultimate authority will be a local authority file. Also, a SACO proposal should be drafted for any significant place names not found in LCSH.
Form of entry for cities and states: [Country—State or Province—City].
Neighborhoods and physical locales can be entered directly as they appear in the local authority file.[Note from TG: I believe neighborhoods are entered differently. Let’s look this up and include the divergence in the examples immediately below.]
Format
United States—Washington (State)—Seattle
Ballard (Seattle, Wash.)
Digital Collection / None: searchable, public field; required field / Name of the database containing the digital objects. designate the record as being part of MOHAI’s database.
Image Number / NoneIdentifier: searchable, public field; required field / The Image Nnumber uniquely identifies the image. It may be a number previously assigned, such as Negative Number, Accession Number, etc.
Examples [Note from TG: how about an example that begins with PI, or something similarly exceptional]
83.10.1234
86.5G.423PI-21247
Ordering Information / None: not searchable, public field / Instructions for ordering and information about permissions to use the image.
Credit Line / Rights: non-searchable, public field / Explains what credit(s) must be given by anybody publicly using the image, if applicable.
Example
PEMCO Webster & Stevens Collection, Museum of History & Industry
Repository / Source: non-searchable, public field; required field / The institution where the item is physically located.
Repository Collection / Source: searchable, public field; required field / This field contains the collection name within the repository (when applicable).
Examples
Seattle Post-Intelligencer Collection
PEMCO Webster & Stevens Collection
Object Type / Type: searchable, hidden field; required field / Enables cross-searching with UW collections. This field will always contain the term UW would use to describe the object: for example, “photograph” or “negative.”
Physical Description / Type: searchable, public field; required field / Describes physical manifestation of the original resource; specifically, describes the artifact of record. If an item was scanned that was not the artifact of record, describe it in Digital Reproduction Information.
Examples
1 photographic print mounted on cardboard: gelatin, b&w ; 8 x 10 in ; scratched.
1 negative : safety film, b&w ; 4 x 5 in.
Digital Reproduction Information / Format: non-searchable, public field / Describes the digital conversion process and the scanned resource along with information about the original resource.

The second part of the field will describe Other information can be appended to the description. ______

26 questions concerning the MOHAI data dictionary:

Is the order of the data fields accurate?

Photographer field: do we want to invert names?

We have listed “Photographer” as a required field. This means we will enter “Unknown” when we do not know a firm or photographer name. Is this what we want?

Did we discuss date-recording procedure? We are currently going to record the date of the original photograph, with a note for any copies.

Do we want to have a caption credit note? In Notes field? In caption field?

Will the Subjects field include obsolete place names, or should these go in the Places field?

I forget what we decided: subject field will or will not duplicate Places (and Names) information?

Subjects field: form and genre terms okay?

Will the Personal Names field include people associated with the image in addition to those depicted?

If “Personal Names” is only people depicted, can we rename the field to something more transparent, like “People Depicted?”

Should we invert names in Personal Names?

Places field: are we going to depend ultimately on a Local Authority File (as the data dictionary recommends)? We are going to use the LC AF first, then Tacoma Public Library, right? If the place is not found in either Authority File, we aren’t going to create a subject heading in Subjects, are we (the data dictionary does not require this at present)? Two questions asked above are pertinent here too: (1) what do we do with obsolete place names; (2) are we going to enter a Places term and a subject term? Please note we will be diverging from UW practice in several ways if we leave the data dictionary as is.

Note: it is UW practice to precede all strings with “United States” and “Canada,” even though this is not required by AACR2R.

What will be the content of the Digital Collection field (including: what is the name of the digital?

What should be the content of the Ordering Information field?

Is the wording in Repository correct?

What specific information will be appropriate to Physical Description while other similar information about the original resource will be put in Digital Reproduction Information?

Where can we see the MOHAI authority list for object types? If a term is not on the list, what should we do? Should we make any effort to use TGM II (or should we restrict the use of those terms to the Subjects field)? If we use TGM II terms in the Subjects field, where should we draw-the-line (considering all form terms should be found in either Physical Description or Digital Reproduction Information)?

Do we want to include size in Physical Description? Do we want to include condition? Anything else? (In the other image database, MOHAI followed AACR2R rules – at least for puntuation -- and treated the field like a MARC 300 field, it appears – should we do that again?)

Should Digital Reproduction Information contain duplicated information? Maybe the same information in a different form?

Does the Digital Reproduction Information contain an acceptable description of the scanning process? Should we establish any other specific instructions for this field?

Where can we find information for Acquisition and for Required Credit Line?

We would like an example for Required Credit Line.

Can we get the location codes for the various collections?

The Administrative Notes may present a possible problem as a searchable/hidden field. We don’t want records to be retrieved based on terms found in this field. We may like to tag it with xyz to easily retrieve any records that contain any values before the site goes-live. Once the site goes live, we should probably make this field non-searchable. The field can easily be converted back to a searchable field temporarily by an Administration Station user.

We do want a white band, black type, verdana font, with 30 pixels for the band itself and 8 pixels for the font? This is exactly the same as UW bands.

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