Gente Sin Fronteras = People Without Borders

People Without Borders Database
Community Museum Project (IMLS Grant Project, 2004-2006)

Data Dictionary date: September 28, 2006; Updated:

Project Lead and Metadata Liaison: Theo Gerontakos

Field name used to describe this collection

Dublin Core equivalent

How to fill-in this field

1

Title

Title: searchable, public field

A name given to the resource.

Describe ‘who,’ ‘what,’ ‘where,’ ‘when,’ as applicable.

Generally titles begin with ‘who’ and/or ‘what,’ then describe ‘where’ (by city or town), then end with ‘when’ (a date).

‘Where’ information: use the place name as it was known in the time depicted. If the old name differs from what is entered in the Location Depicted field or from the geographic subdivisions in the Subjects field, create a note explaining the discrepancy.

‘When’ information: enter the month, day and year, when known (e.g., ‘April 25, 2004’). Approximate dates are okay, but approximations should be qualified (with ‘ca.,’ before/after,’ etc.)

Capitalization: use AACR2R, appendix A.

Whenever possible, a note should be created describing the source of the title information.

2

Titulo

Title-Alternative: searchable, public field

If not a straight translation of Title field, formulate using the same principles as written above under Title.

3

Creator / Creador

Creator: searchable, public field

Entity primarily responsible for making the content of the resource.

Whenever possible the form of the name should be taken from the Library of Congress Authority File (at http://authorities.loc.gov/).If the form of the name is taken from another source, that source should be cited in the Notes field (note type 8 below).

All names should appear in one form only. Variant name forms can be entered in the Notes field (note type 7 below).

Whenever possible the source of information (not of the name form but the statement of responsibility) should be entered in the Notes field (note type 8 below).

Invert personal names (Lastname, Firstname).

If the creator is not known, enter ‘Unknown.’

If there is more than one creator, separate the names with a single break (that is, ‘<br>’).

If creator information is very complicated, names and information can be entered in the Notes field (using note type 2).

4

Date / Fecha

Date: Non-searchable, public field

Photographs: year in which the original photograph was taken; artifacts: year in which the artifact was created; sound recordings: date of recording; video: date movie was made.

Form of the date should be specific year only; for example, ‘1925.’ If the date is unknown, assign an approximate date using ca.; for example, ‘ca. 1925.’ Other representations of approximate dates can be expressed in the Title and Notes fields, as appropriate.

Approximate dates should be used in combination with the Dates field to enable searching of multiple dates (see that field description for details).

If a date is not possible to assign, leave the field blank or make your best guess with a note in the Notes field explaining “Date provided by cataloger” or something similar.

5

Dates

Date: searchable, hidden field

Used in conjunction with the Date field. This field is searchable but it is hidden to the public (unlike the Date field, which is not searchable but visible to the public).

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. The date range should be on a single line, with years separated from each other by a space; thus Date = ‘ca. 1925’ means Dates = ‘1920 1921 1922 1923 1924 1925 1926 1927 1928 1929 1930.’

Date ranges can be longer or shorter than five years on each side, if appropriate. Exercise judgment on what the best date range is.

When ‘n.d.’ is entered in the Date field, leave the Dates field empty.

6

Earliest Date

None: non-searchable, hidden field

If the date is a single year, it is the same in both the Date and the Earliest Date fields. If the date in the Date field is a "circa" date (e.g. ca. 1895) or date range (e.g., 1965-1973), the Earliest Date field contains the first date in the date range, in ISO 8601 format (YYYY, or YYYY-MM, or YYYY-MM-DD as needed).

7

Latest Date

None: non-searchable, hidden field

If the date is a single year, it is the same in both the Date and the Latest Date fields. If the date in the Date field is a "circa" date (e.g. ca. 1895) or date range (e.g., 1965-1973), the Latest Date field contains the last date in the date range, in ISO 8601 format (YYYY, or YYYY-MM, or YYYY-MM-DD as needed).

8

Description

Description: non-searchable, public field

Description of the content of the image, such as background, context, biographies, etc., related to the image, comparable to what would appear on a museum label.

Information in the Description field may duplicate information in the Notes field; however the Description field is written primarily to consolidate the information known about a resource and to present it in a well-written, easy-to-read format.

9

Descripción

Description: non-searchable, public field

If not a straight translation of Description field, create using the same principles as written above under Description.

10

Notes

Description: searchable, public field

Include any information of importance that is not represented elsewhere (however it is okay to duplicate caption information). Each note should be written as a paragraph separated from contiguous Note types using a “double break” (that is, <br><br>); if the contiguous note is the same Note type however, it should be separated by a single break (that is, &ltbr>).

Note types and the order in which they should be used:

  1. Notes Describing the Content of the Resource. Miscellaneous information that describes the content of a resource and does not qualify as any of the note types below. It is usually used for information gathered through original research; used less frequently for databases that use a caption field. Sources of information should be cited in square brackets after the note. Citation format can vary, as long as it is consistent for the digital collection.
  2. Statement of Responsibility note. Create a note describing anybody associated with the creation of the resource and not entered in the Creator field.
  3. Related Resources. Describe any related resource, as appropriate.
  4. Transcriptions of Textual Information ‘in’ or ‘on’ the resource. This would be informative ‘recto’ information for photographic prints.
  5. Transcriptions of Verso Information. Transcriptions of informative textual information on the back-side of a resource; primarily for photographic prints and related resources.
  6. Transcriptions of Accompanying Material. Transcriptions of informative textual information that in any way accompanies a resource, whether it’s handwritten on a piece of paper, stamped on a negative sleeve, typed on a label filed with the image, etc.
  7. Name Cross Reference. Alternate forms of names listed elsewhere in the metadata. Whenever possible the source of the variant spelling should be listed (after the note, in square brackets).
  8. Source of Title / Source of Date / Source of Creator information. If another note describes these sources, do not duplicate the information here. If several fields come from the same source, create only one note.
  9. Source of Description Information.
  10. Publication, Distribution, Exhibit History, etc. Describe any pertinent dissemination of a resource.
  11. Nature, Scope, Artistic Form (Genre), or Physical Description note. Enter any pertinent information not entered in either of the [Dublin Core] Type or Format fields. For example, a photograph’s casing or mount may warrant description.
  12. Information concerning the organization’s holdings. These describe any pertinent collection or holdings information. For example, the organization may want to state that the scanned item is held by the organization in multiple formats, etc.
  13. Resource Identifier. List any additional identifiers not listed in the Item Number field. This would include original photographer reference numbers.

    11

    Notas

    Description: searchable, public field

    If not a straight translation of Notes field, create using the same principles as written above under Notes.

    12

    Subjects(LCTGM)

    Subject: searchable, public field

    Subject headings representing the content of the images.

    All headings taken from TGM I at http://www.loc.gov/rr/print/tgm1. Almost always topical headings.

    Geographic subdivisions representing the location depicted should be appended to topical headings as appropriate (that is, generally, in accordance with TGM I facet indicators).

    When entering multiple headings, separate them using a single break (that is, ‘<br>’).

    LCSH headings can be entered in Subjects (LCSH) whenever TGM I headings are inadequate.

    Music recordings: form and genre headings can be used but are not required.

    For a more detailed description of how to construct subject headings, see the CMP full project data dictionary.

    13

    Subjects (LCSH)

    Subject: searchable, public field

    Subject headings representing the content of the images.

    Specifically, headings from Library of Congress Subject Headings (LCSH) at http://authorities.loc.gov; these include topical headings (when TGM I headings are inadequate), headings for event names, structure names and, sometimes, names of corporate bodies. Names of individuals should be entered in Personal Names; names of geographic places should be entered in Location Depicted.

    Geographic subdivisions representing the location depicted should be appended to every topical heading.

    When entering multiple headings, separate them using a single break (that is, ‘<br>’).

    Frequently used LSCH: Hispanic Americans.

    For a more detailed description of how to construct subject headings, see the CMP full project data dictionary.

    14

    Additional Subjects / Materia

    Subject: searchable, public field

    Any names used that are not taken from subject authorities designated for this project. This can be done for organizations, geographic places, events, structures and topical headings.

    All Spanish language headings should be entered here.

    Care should be taken to use only one form of any heading in this field.

    15

    Personal Names / Nombres personales

    Subject: searchable, public field

    Known names of people depicted in the item. Headings should be taken from Library of Congress Authorities at http://authorities.loc.gov when listed.

    List only names of persons in this field; corporate names (organizations) and names of events and structures should be entered in Subjects (LCTGM) or Subjects (LCSH); names of geographic and political places should be entered in Location Depicted.

    If a name is not found in the Library of Congress Authorities, other sources can be consulted, as appropriate. If the name is not found in any source, the most commonly found form can be entered.

    Each name in this field should be entered in one form only. Alternate forms can be listed in Notes (specifically using Note type 7).

    Invert personal names (Lastname, Firstname).

    Multiple headings should be separated using a single break (that is, ‘<br>’).

    Whenever possible list names alphabetically.

    16

    Location Depicted / Locación geográfica

    Coverage: searchable, public field

    Name of the political and physical/spatial settings of the content of the resource, as well as geographic features seen in the image. This includes states, cities, counties; mountains, bodies of water, etc., by specific name. Park names should also be entered here; however built structures like canals should be entered in the Subjects field.

    Form of entry: [Country—State or Province—[Olympic Peninsula]—County—City or other place name]. Name forms should be taken from the Getty TGN at http://www.getty.edu/research/conducting_research/vocabularies/tgn/

    Entries in this field should represent the setting as it is currently designated. Any previously-used names should be entered in Title and/or Notes fields, as appropriate.

    Music recordings:do not enter location information.

    17

    Digital Collection / Colección digitalizada

    None: searchable, public field

    Name of the database containing the digital objects.

    Enter “People Without Borders.”

    18

    Item Number / Identificador del recurso

    Identifier: searchable, public field

    The Image Number assigned by the person or organization claiming ownership. Examples include negative numbers, accession numbers, etc.

    If multiple item numbers are required, the field can be repeated or multiple values can be separated by a single break (that is, “<br>”). In either case, some sort of description of each number would be helpful.

    19

    Ordering Information

    None: non-searchable, public field

    Instructions for ordering; can include information about permissions to use the image.

    Enter “Items cannot be ordered at this time.”

    20

    Informacion sobre pedidos

    None: non-searchable, public field

    Enter Spanish language equivalent to value of Ordering Information.

    21

    Owner / Proprietario

    Source

    The institution where the item is physically located.

    For collections not owned by an institution, the most appropriate value may be “Private collection.”

    22

    Type

    Type: searchable, public field

    Describe the digitized resource using the Dublin Core Type Vocabulary available online at http://dublincore.org/documents/dcmi-terms/

    Examples:

    • SillImage
    • MovingImage
    • Text
    • Sound

    23

    Physical Description

    Format: searchable, public field

    Describes the original resource using Graphic Materials - Rules for Describing Original Items and Historical Collections, chapter 3, available at http://www.itsmarc.com/crs/grph0199.htm.

    Occasionally the original resource is not available and the resource scanned will be described here. For example, sometimes the original negative will not be available, and the print scanned will be described here. Although it is not always possible, try to enter a description of the original resource.

    If information is incomplete or difficult to obtain, enter partial information.

    Examples:

    • 1 photographic print : b&w ; 5 x 8 in.
    • 1 photographic print : b&w ; 5 x 7 5/8 in.

    Partial entries:

    • 1 flier (printed matter)
    • 1 compact disc

    24

    Descripción física

    Format: searchable, public field

    Enter Spanish language equivalent ot value of Physical Description.

    25

    Administrative Notes

    None: non-searchable, hidden field

    Staff-only messages are entered here.

    26

    Restrictions

    Rights: non-searchable, public field

    Any restrictions on the use of an image.

    27

    Digital File Information

    None: non-searchable, public field

    Describe the digital object displayed to the user.

    Try to describe the digital process for groups of digital objects (rather than for each individual object).

    Examples:

    • Sound files were submitted to the Community Museum Project as WAV files on a compact disc; the files were converted to mp3 file format for use on this web site. The text document was submitted to the Community Museum Project as a Microsoft Word document; that file was converted to a PDF file using Adobe Acrobat.
    • JPEG produced using Adobe Photoshop; derived from a higher resolution JPEG produced by a digital camera.
    • JPEG produced using Adobe Photoshop; derived from a TIFF produced with a flatbed scanner set between 300-600 ppi.

    28

    Información sobre las imágenes digitalizadas

    None: non-searchable, public field

    Enter Spanish language equivalent to value of Digital Image Information

    29

    Image File Name

    None: non-searchable, public field

    Enter the entire name of the TIFF file.

    30

    Grant

    None: searchable, hidden field

    Enter "Community Museum Project."

    31

    Translation/Traducción

    None: non-searchable, public field

    Enter translation of textual items.

    Intended for "text" items (poems, essays, etc.), not for images that contain text (incidental text in a photo, for example, like signs).

     

    No Property bands will be used for this collection.