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ACIR-MetadataInputRules08142006

Page history last edited by Starrlett 2 yrs ago

ACIR Metadata Input Rules

8.14.2006 (edited 11.06.06)

ACIR metadata is currently created by Ross & Starr

 

To Start

 

  1. Go to P:\ACIR\MoveToDLS\4.OCR\ and pick a folder (ACIR document) to work on.
    1. For instance, P:\ACIR\MoveToDLS\4.OCR\a-2summ\
  2. Then look at the .tif for the first page. Determine the document's title.
  3. Open a browser window with the library catalog, and perform a title search for the title on the first page of the ACIR document.
    1. For instance, for the example document a-2summ, search for Modification of federal grants-in-aid for public health services.
  4. Open the catalog record so that you can view the title, author, and publication data.
  5. Open the ACIR Metadata Template and begin entering data.

 

Title

  • Copy the title from catalog record and paste into the metadata template. Do not copy any slashes or text after slashes; for instance:
    • If the catalog record title is: Modification of federal grants-in-aid for public health services / a Commission report.
    • Then create a metadata title as: Modification of federal grants-in-aid for public health services
    • Then select officialtitle – Main Title from the dropdown box.
  • In cases where there is a shared title for multiple documents, each of which also has an individual title, enter the shared title as seriestitle - Series Title, and the individual title as officialtitle – Main Title. (If there is also a volume number, see the "Notes" section below.) If the document is an annual report, format it like the following example.
    • For the official title, enter 19th Annual Report (use this format even when the title is in word format instead of numeric, for instance "Nineteenth Annual Report" would become "19th Annual Report" in the metadata record)
    • For the series title, enter ACIR: The Year in Review (use this series title for annual reports, even when this title does not appear in the document itself)
    • If an additional title appears on the title page, cover and/or the catalog record, enter this as an alternate title. For instance, if the catalog record title reads: Annual report. Federal state local federalism in 1970, then enter Federal state local federalism in 1970 as the alternate title.
    • For more information on annual reports, see the "Notes" section below.
  • For documents marked "In brief" on the cover, format the officialtitle – Main Title as In brief : title here.
    • For example, a document marked "In brief" on the cover with a title of "the intergovernmental grant system : an assessment & proposed policies" should have an offical title of: In brief : the intergovernmental grant system : an assessment & proposed policies
    • For briefs which have a different title in the library catalog, for instance, State mandating of local expenditures : "In brief", include this catalog title as alternatetitle - Alternate Title.
    • For more information on briefs, see the "Notes" section below.
  • For documents titled 19-- State legislative program of the Advisory Commission on Intergovernmental Relations:
    • official title = (use what appears on the cover and/or title page)
      • for the 1963 - 1968, format them like: 1963 State legislative program of the Advisory Commission on Intergovernmental Relations.
      • for the latter titles, the standard ones will appear as: New Proposals For 1969 : ACIR state legislative program. (simply change each year)
      • here are the exceptions I found:
        • New Proposals For 1972 : ACIR state legislative program. (cover title is missing "state," but this word is present on the title page, so go ahead and use it)
        • there are two 1970 reports; format the cumulative one this way: 1970 Cumulative : ACIR state legislative program.
        • the 1975 report came in 10 separate parts; here are two examples of how to format those titles:
          • (for Part 1 of 10) ACIR state legislative program : 1. State government structure and processes.
          • (for Part 2 of 10) ACIR state legislative program : 2. Local government modernization. (format all 10 parts of 1975 in this way; the year does not appear on any of the covers)
    • series title = State legislative program of the Advisory Commission on Intergovernmental Relations. (do this for all years)
    • series title (add) = ACIR state legislative program. (do this for all years)
  • If the document includes "commission report" on the cover and title page, include it in the official title, even if it does not appear in the library catalog. Then include the library catalog title as the alternate title.

 

Identifier

  • Copy the OCLC number from the catalog record, paste it into the textbox, and select OCLC - OCLC from the dropdown box.
  • Then click “Add a row” at the right of the dropdown box. In the new, empty textbox, copy/paste the Govt. doc# from the catalog record, and select GOVNO - Government documents no. from the dropdown box.
    • In cases where the Govt. doc# (SuDoc) includes a volume number, include that volume number in the identifier field. For instance, if the catalog record reads: Y 3.Ad 9/8:2 R 26/ V.2, then enter: Y 3.Ad 9/8:2 R 26/ V.2 into the metadata record. (The Govt. doc# for State legislative program documents may also include a year; include this in the metadata.)
    • If there is a report number (often this is the folder number on the P:\ and sometimes found in the catalog record in the notes field), then insert this into an additional identifier field, and select OTHER - other from the dropdown box. (Include this for the State legislative program documents, as well.)
    • In the cases of annual reports, do not place the P:\ folder number in the identification field as OTHER - other. Because the annual report number is already included in the title name (i.e. "36th Annual Report"), there is no need to repeat this information here.
    • Issues:
      • Previously, the Govt. doc# was entered without the volume number. These will be edited to include that number after all ACIR documents have had metadata records created.
      • The bibliographic ID (or "bib ID;" also called "record #" in the library catalog) will also be included as a separate identifier (select UNTCAT - UNT Catalog); however, these will not be entered until after all ACIR documents have had metadata records created (may or may not be an automated process). To view these numbers from a catalog record, you must click "save record," then "view record," and enter the record again. The bib ID will appear in the text box at the top, labeled "record #." For metadata entry, we will likely go to III and print a list containing titles, call numbers, and bib IDs for each ACIR document.

 

Notes

  • If you have a volume number associated with a document, enter it as Series Title, Volume #, for instance:
    • Fake Document Title, Volume 6
  • If you have an annual report, enter the information formatted similar to a series volume, ACIR: The Year in Review, Volume # and then add a second line This document reviews events of the year (year), for instance:
    • ACIR: The Year in Review, Volume 24
    • This document reviews events of the year 1982.
    • The volume # is taken from the title (i.e., "24th Annual Review" = Volume 24)
    • The year is not the year indicated by the call number, but the year earlier. This is because the call number indicates the year the review was published, but the document itself reviews the previous year .
    • If the annual report includes an alternate title in the title page, cover, and/or catalog record, enter Alternate title is from library catalog record.
  • If you have a brief that has a non-standard title in the library catalog (see "title" section above), enter Alternate title is from library catalog record.
  • For State legislative program documents:
    • For the volume number, enter it as: ACIR state legislative program, 1968
    • For the 10-part 1975 issues, enter this as: ACIR state legislative program, 1975, Part 1
    • For the 1970 Cumulative issue: ACIR state legislative program, 1968, Cumulative

 

Institution

  • Should be pre-filled as UNT - University of North Texas.

 

Collection

  • Should be pre-filled as ACIR - Advisory Commission on Intergovernmental Relations.
  • Click “Add a row” at the right of the dropdown box and select UNTGD - University of North Texas Government Documents Department.

 

Subject/Keyword

  • Copy any subject(s) from the catalog record in the subject field, including all punctuation, and select LCSH - Library of Congress Subject Headings from the dropdown box.
  • Add as many additional rows as needed for the number of subjects in the catalog record.
  • If the catalog record is for a document with multiple volumes and you are describing only one volume in the metadata record, apply all subjects to each volume as a general rule of thumb. However, if one subject is quite obviously irrelevant to a particular volume, you may omit it (for that volume only).
    • For instance, if a multi-volume document has the subjects Agriculture - Organic farming and Animals - Livestock, then in the metadata record you might enter:
    • __only__ Agriculture - Organic farming for the volume titled Organic farming in the midwest
    • but both Agriculture - Organic farming and Animals - Livestock for the volume titled General agricultural concerns in the midwest
  • For "In brief" documents, use the subject from the full-length document.

 

Creator

  • Copy the name in the author field from the catalog record, as-is. In most cases, this will be:

Revision: to keep the ACIR name standard for each entry, enter it as seen below for every metadata record, regardless of how it is formatted/written in the catalog record or how it appears on the report itself.

    • United States. Advisory Commission on Intergovernmental Relations.
  • For creator type, select organization from the dropdown box.
  • For creator role, select aut - Author from the dropdown box.
  • If any alternate authors appear in the catalog record, enter them as additional creators (use the Add a row link at the bottom right of the creator section).
    • If the alternate author is a single person (i.e., Jane Doe), then for creator type, select personal from the dropdown box.
    • For creator role, select aut - Author from the dropdown box.
    • Note: It doesn't matter which order you place the creator and alternate creator in these records. Unlike the library catalog, where there is a distinction between author and alternate author, these records list all creators as creator, regardless of the order in which they are entered or their creator type and role.

 

Content Description

  • Copy the text below, and insert the descriptive portion of the title where directed:
    • The ACIR Library is composed of publications that study the interactions between different levels of government. This document addresses (insert blurb from title) .
  • Exception: In the case of annual reports, insert this text:
    • The ACIR Library is composed of publications that study the interactions between different levels of government. This document is an annual report.
  • For State legislative program documents:
    • standard: The ACIR Library is composed of publications that study the interactions between different levels of government. This document addresses the ACIR state legislative program.
    • 1970 Cumulative issue: The ACIR Library is composed of publications that study the interactions between different levels of government. This document addresses the ACIR state legislative program. This edition is cumulative, and contains draft bills from previous editions, as well as ten new proposals.

 

Physical Description

  • Copy the Descript field from the catalog record, for instance: (46) p. ; 27 cm.
  • If there are multiple volumes of the document, slightly alter the physical description to reflect the volume number of that particular document.
    • If the catalog record for volume 3 reads 6 v. 27 cm
    • Then enter 3 of 6 v. 27 cm
  • If the document is an annual report, enter the annual report number and the total number of annual reports (ended with the 36th report in 1995).
    • If the document is titled 3rd Annual Report
    • And the catalog record for the series reads v. ; 27 cm
    • Then enter 3 of 36 v. 27 cm
  • For State legislative program documents:
    • For documents for the years 1963 - 1968: v. ; 26-28 cm.
    • For documents 1969 and later: v. ; 24 cm.
    • (copy each of these exactly; don't include different volume numbers, as these volumes have no numbers, and we can't be certain of the first and final years of these volumes.)

 

Original Resource Creation Date

  • Format date with the four-digit year, a dash, and the two-digit month, for instance: 1961-01 for January 1961.
  • The date may appear in the catalog record, either in the imprint field or the notes field, or you may find it on the front page of the report (open the .tif).
  • Only enter brackets around a date when it is formatted that way in the catalog record and/or the document itself.
  • In the cases of annual reports, the creation date is usually in the call number, and is indicated in this list, as well. These reports were usually issued in January; double-check each document. If there is no month listed, enter 01 for January (do not use brackets).

 

Publisher

  • For the publisher's name, enter the exact same information as entered for the creator field, usually United States. Advisory Commission on Intergovernmental Relations.
  • For publisher's location, enter Washington, D.C.

 

Language

  • Should be pre-filled as eng - English.

 

Resource Type

  • Should be pre-filled as text_book - Text-Book.

 

Format

  • Should be pre-filled as text - Text.

 

Creation Software

  • Select Adobe Photoshop 7 for each record.

 

Creation Hardware

  • Select Fujitsu Image Scanner fi 4340C for each record.

 

Final

  1. Click the Submit button.
  2. Follow the instructions to save target/link as template.xml in the same P:\ folder as the .tifs for that document.
  3. Go one folder level up (so that you are viewing the contents of P:\ACIR\MoveToDLS\4.OCR\) and move the folder you worked on to the subfolder P:\ACIR\MoveToDLS\4.OCR\1CompletedMetadata\.
  4. Lather, rinse, repeat.

 

Note: tasks once all ACIR records have been created...

stuff to batch-edit:

  • language = english
  • collection (second) = UNTGD

 

stuff to manually edit:

  • add bib ID to identifier (unless can automate?)
  • be sure each call number includes a volume number (if it's part of a series)
  • be sure formatting is the same in each "physical description" (not pressing)

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