Metadata Requirements
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History and Archives Metadata Requirements
The following outline for Metadata was created by the History and Archives group at the University of Alberta and was completed in December of 2010. It was tested and annotated in 2012.
Title
- The name our project gives to the document to distinguish it in the archive. The title should, where possible, follow a pattern of
<Author/Publisher>, <Title>, <Type>, <Date>.
- Example: CCH, Ontario Humanities Computing 1.4, newsletter, 1987
Creator Title
- A name given to a resource by its creator. Most likely the nameof the original.
- Example: Ontario Humanities Computing 1.4
- A name given to a resource by its creator. Most likely the nameof the original.
Creator of Original
- The person or organization responsible for the creation of the resource in its original form.
Digital Record Creator
- The person responsible for the creation of the digital form of the resource. This might be the person who digitized the materials.
Record Creator
- The person responsible for the creation of the archive record. This is the person who uploaded the materials and filled in the metadata.
Subject
- The topic of the resource (keywords, phrases). Use keywords from the work and/or in general use. When in doubt use many different keywords. Separate with commas.
Description
- An account of the resource (an abstract, table of contents. Information about the subject matter.
Physical Description
- Physical characteristics technical requirements. Medium condition.
Originals
- Provide details of the originals including physical location,
medium, condition. Narrative field.
- Example: The original document from Ian Lancashire???s personal collection.
- Provide details of the originals including physical location,
medium, condition. Narrative field.
Notes
- General note. This can hold information that doesn't fit elsewhere.
Publication Information
- If resource has been published provide account. Use a standard
format.
- Example: Published by the Centre for Computing in the Humanities (CCH) at the University of Toronto, December 1987.
- If resource has been published provide account. Use a standard
format.
Archived Version History
- To keep track of versions of resource in the archive.
Year
- Year of origination. The year the original was written,
published or circulated.
- Example: 1987
- Year of origination. The year the original was written,
published or circulated.
Date of Origination
- Date of origination of the resource. This could be more
detailed than the Year of origination and should be in the form
given in the original.
- Example: December, 1987
- Date of origination of the resource. This could be more
detailed than the Year of origination and should be in the form
given in the original.
Date of Collection
- Date the resource in question entered the collection.
Date of Digitisation
- Date of Digitisation
Type
- The nature or genre of the resource. Example letter, memo,
meeting. Use with a controlled
vocabulary.
- Example: Newsletter
- The nature or genre of the resource. Example letter, memo,
meeting. Use with a controlled
vocabulary.
Format
- Extent and medium of archived version. Use with a controlled
vocabulary.
- Example: PDF, 8 pages
- Extent and medium of archived version. Use with a controlled
vocabulary.
Provenance
- A related resource or organization from which the described
resource is derived.
- Example: Ontario Consortium for Computers and the Humanities
- A related resource or organization from which the described
resource is derived.
Language
- Use with a controlled
vocabulary. For example the ISO's 'codes for the
representations of names of languages' would be an ideal
controlled vocabulary.
- Example: "English"
- Use with a controlled
vocabulary. For example the ISO's 'codes for the
representations of names of languages' would be an ideal
controlled vocabulary.
Relation
- List of related resources in the archive. Use semicolons to
separate items.
- Example: CCH, Canadian Humanities Computing 2.3-4,Newsletter, 1988; CCH, Canadian Humanities Computing 3.1,Newsletter, 1989; CCH, Canadian Humanities Computing 3.2,Newsletter, 1989; CCH, Canadian Humanities Computing 3.3,Newsletter, 1989; CCH Canadian Humanities Computing 3.4,Newsletter, 1989; CCH, Canadian Humanities Computing 4.1,Newsletter, 1990; CCH, Canadian Humanities Computing 4.2,Newsletter, 1990; CCH, Canadian Humanities Computing 4.3,Newsletter, 1990; CCH, Canadian Humanities Computing 4.4,Newsletter, 1990; CCH, Canadian Humanities Computing 5.1,Newsletter, 1991; CCH, Canadian Humanities Computing 5.2,Newsletter, 1991; CCH, Canadian Humanities Computing 5.3,Newsletter, 1991;
- List of related resources in the archive. Use semicolons to
separate items.
Coverage
- The spatial or temporal topic of the resource.
- Example: Humanities Computing in English Canada, December 1987
- The spatial or temporal topic of the resource.
Identifier
- An unambiguous ARK reference to the resource within a given context (a unique identifier).
Rights
- Information about rights held in and over the resource.
Access
- Use for conditions governing access.
- Example: Public Access
Use
- Use for conditions governing use.
Preferred Citation
- Use if there is a preferred way to cite the work.
The key to a strong metadata record is being internally consistent