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Special Collections Photograph Collections

Metadata application profile (data dictionary) for use with Special Collections photograph collections

Revised

  • 2022-09
  • 2022-06
  • 2015-12
  • 2009-05

Metadata Liaison


Dublin Core

Photograph Collections

Description

DC.Title: searchable, public/staff field; required field

Title

A brief descriptive phrase that includes these elements, generally in this order: who, what, where, when. The Title is a concise sentence which will be used to label the thumbnails; it will also be the first line of the descriptive information. The Title may be the caption assigned by the photographer or the collector, or it may be created by Special Collections staff from the given caption and from additional sources. In the absence of any caption, the Title will be provided by Special Collections staff.

If the caption provided by the photographer is adequate, place it in the Title field. Then, the Notes field should include this phrase: Title taken from photograph. If the caption provided by the photographer is inadequate, a created title should be placed in the Title field; the Notes field should then read: Caption on image: "Image title."

If there is a series caption, it should be added, in the Notes field, in sequence after the title on the image: Caption on image: "Image title"; "Series title." There should also be a separate notation in the Notes field in the form: Part of Hegg series entitled: "Series title."

DC.Creator: searchable, public/staff field

Photographer

The name of the photographer or firm associated with the creation of the image in hand. It should represent as closely as possible the creator’s name or the company’s name at the time of the creation of the image. Can be the same entry as in the Studio Name field. Includes both personal and corporate names. Input Lastname, Firstname for all personal names. Use LC Authority File for form of name, if available.

DC.Creator: searchable, public/staff field

Architect

The name of the architect or firm who created the architectural work depicted in the image. It should represent as closely as possible the creator’s name or the company’s name at the time of the creation of the image. Includes both personal and corporate names. Input Lastname, Firstname for all personal names. Use LC Authority File for form of name, if available.

DC.Created: Non-searchable, hidden field Date-EDTF

Date of creation of the original resource.

Reflects the date in the Date field.

Express all dates, including date ranges, using the Extended Date Time Format (EDTF) Specification. Six formats are recommended for values in Date, each corresponding to a specific EDTF format:

If the value of Date is "YYYY", enter: YYYY
If the value of Date is "YYYY?", enter: YYYY?
If the value of Date is "[month] DD, YYYY", enter: YYYY-MM-DD
If the value of Date is "[month], YYYY", enter: YYYY-MM
If the value of Date is "between YYYY and YYYY", enter: YYYY/YYYY
If the value of Date is "between YYYY and YYYY?", enter: YYYY?/YYYY?

If the value of Date is not any of the above, consult the EDTF specification to determine the appropriate notation.

Date-EDTF value should agree with dates values entered in Date and Dates fields.

Example values:
[Date: 1940] 1940
[Date: 1910?] 1910?
[Date: May 9, 2001] 2001-05-09
[Date: January 2008] 2008-01
[Date: between 1930 and 1939] 1930/1939
[Date: between 1855 and 1999?] 1855?/1999?

UW Libraries staff: For additional information see Date/Dates/Date-EDTF Explained.

DC.Date: Non-searchable, public/staff field; required field

Date

Date of creation of the original resource.

If the resource is a photograph, the date the original photograph was taken. In cases where a painting, engraving, or architectural drawing was photographed, the date the artwork was created.

In CONTENTdm, this field is used for display purposes only and should be user-friendly. Date value should agree with date values entered in Date-EDTF and Dates fields. If the date when the image/resource in hand was produced is known, and is different from that of the original image, so note in the Notes field. If the date is unknown, enter an approximate date using one of the two above formats that express uncertainty, namely YYYY? or between YYYY and YYYY?. If none of the date formats above are adequate, use a custom date format.

Enter the date using one of the following formats:

YYYY
YYYY?
[month spelled out] [day], YYYY
[month spelled out], YYYY
between YYYY and YYYY
between YYYY and YYYY?

In CONTENTdm, this field is used for display purposes only and should be user-friendly.

Date value should agree with date values entered in Date-EDTF and Dates fields.

If the date when the image/resource in hand was produced is known, and is different from that of the original image, so note in the Notes field.

If the date is unknown, enter an approximate date using one of the two above formats that express uncertainty, YYYY? or between YYYY and YYYY?.

If none of the date formats above are adequate, use a custom date format.

Example values:
1940
1940?   [this expresses a probable year, an uncertain year, etc.]
May 9, 2001
May, 2001
between 1946 and 1952
between 1901 and 1960?

UW Libraries staff: For additional information see Date/Dates/Date-EDTF Explained.

None: searchable, staff-only field; required field

Dates

Date of creation of the original resource.

The Dates value should agree with values for the Date-EDTF and Date fields. This field is indexed and enables date searching in CONTENTdm.

Enter a year or years only. Do not use commas or other punctuation to separate years.

If the value of Date is "YYYY", enter: YYYY
If the value of Date is "[month], YYYY", enter the year only in the following format: YYYY
If the value of Date value is “[month] DD, YYYY”, enter the year only in the following format: YYYY
If the value of Date is “between YYYY and YYYY”, enter all years in the date range in the following format: YYYY YYYY YYYY YYYY

For a Date value which is an uncertain year (for example, YYYY?):

  • If research or available information about the resource can be used to produce a probable year or range of years, enter this.
  • If no additional information is available, enter an eleven-year range by adding five years on either side of the uncertain year.

For a Date value which is an uncertain range of years (for example, “between YYYY and YYYY?):

  • If research or available information about the resource can be used to produce a probable range of years, enter this.
  • If no additional information is available, enter all years in the uncertain date range, plus the five years before the range and the five years after the range.

Example values:

[Date: 1932] 1932
[Date: February, 1932] 1932
[Date: February 26, 1932] 1932
[Date: 1932-02-26] 1932
[Date: between 1931 and 1933] 1931 1932 1933
[Date: between January 1931 and July 1933] 1931 1932 1933

[Date: 1944?] 1939 1940 1941 1942 1943 1944 1945 1946 1947 1948 1949
[Date: between 1939 and 1945?] 1934 1935 1936 1937 1938 1939 1940 1941 1942 1943 1944 1945 1946 1947 1948 1949 1950

UW Libraries staff: For additional information see Date/Dates/Date-EDTF Explained.

DC.Description: searchable, public/staff field

Notes

Notes can include any information of importance that is not represented elsewhere. Each separate "note" under this heading should be its own paragraph, separated from one from another by a blank line.

None: non-searchable, public/staff field

Historical Notes

Notes that do not pertain directly to the image, but contain (possibly lengthy) historical background information about related topics.

DC.Subject: searchable, public/staff field

Subjects (LCTGM)

Terms in this field are taken from the LC Thesaurus for Graphic Materials I: Subject Terms (LC TGM I). Subject terms and phrases are displayed as a list in this field, with no blank lines between terms.

Examples
Cities & towns--Alaska

DC.Subject: searchable, public/staff field

Subjects (LCSH)

Terms in this field are taken from the LC Subject Headings list (LCSH). LCSH will be used only when TGM has no appropriate term for a particular object or concept. LCSH and the LC National Authority File will also be used for persons, objects, and places with proper names. Subject terms and phrases are displayed as a list in this field, with no blank lines between terms.

Examples
Markets—Washington (State)—Seattle
McGraw, John Harte, 1911- —Statues—Washington (State)—Seattle
Log buildings—Alaska—Fort Yukon

DC.Spatial: searchable, public/staff field

Location Depicted

The spatial characteristics of the intellectual content of the resource. Spatial coverage refers to a physical region. Places names are derived from the LC Authority File. Enter Country--State or Province--City.

Format
United States--Washington (State)—Seattle
United States--Alaska—Fort Yukon
Canada—Yukon—Dawson
Croatia--Zagreb (Use current form, even though Yugoslavia was the name when the photo was taken)
Russia (Federation)--Leningradskaia oblast--Saint Petersburg (Use current form, even though it was called Leningrad in Soviet Union, when photo was taken)

DC.Relation-Is Part Of; searchable, public/staff field

Digital Collection

Name of the digital collection, may or may not be the same name as the original repository collection

DC.Identifier: searchable, public/staff field

Order number

Number that users can reference to order a copy of the digital image

DC.Description: not searchable, public/staff field

Ordering information

Instructions for ordering

DC.Identifier: searchable, public/staff field

Negative number

The Negative number refers to the reproduction number assigned to the image for purposes of duplication. It is the unique number by which Special Collections identifies the image. It may be identical to another number in the record. If two negatives numbers are associated with an image, these are to be separated by a semicolon.

Examples

UW12456
A. Curtis 2387
La Roche 2056

DC.Source: non-searchable, public/staff field

Repository

The institution where the item is physically located.

Examples

University of Washington Libraries. Special Collections
Eastern Washington State Historical Society/Cheney Cowles
Museum of History and Industry, Seattle

DC.Relation-Is Part of: searchable, public/staff field

Repository Collection

This field contains the collection name and its number, represented as a phrase. The number is not a subfield.

Example

William E. Meed Collection. PH Coll 246

None: non-searchable, public/staff field

Repository Collection guide

This field contains the URL link to the EAD finding aid.

None: searchable, staff only field

Grant

This field contains the name of the grant or project that digitized the object.

DC.Type: searchable, public/staff field; required field

Object Type

Denotes genre or type of material. If more than one term is applicable, list the form of the item scanned first. Terms in this field are taken from the LC Thesaurus for Graphic Materials: Genre and Physical Characteristic Terms (LC TGM II); when describing a single resource, use the singular form of the term; when describing multiple resources, use the plural form of the term..

Examples

Photograph
Lithograph
Typescript<br>Diary [typescript made from manuscript diary]
Negatives [a collection of negatives described as a collection]

DC.Format: non-searchable, public/staff field

Physical Description

Includes additional descriptive information about type of material or medium, color, and dimensions. Terms for visual materials should be taken from Graphic Materials: Rules for Describing Original Items and Historical Collections.

Example

Glass, b/w ; 6 1/2 x 8 1/2 in.

DC.Format: non-searchable, public/staff field

Digital reproduction information

Describes the digital conversion process, date scanned, etc.

Example

Scanned from photographic print using…

None:
not searchable, staff only field

Studio Location

If the city of publication in which the photographer/publisher worked at the time the image was printed is noted on the front of the photograph, or is known to the cataloger, it is provided in Studio Location field. If there is more than one studio location noted, separate them by semi-colons. Input in standard hierarchical form separated by a dash (equivalent to two hyphens).

Examples

United States—Washington (State)—Seattle
CanadaYukon TerritoryDawson

DC.Creator: searchable, staff only field

Original creator

This field to be used only if the entry in the Photographer field does not represent the original creator of the image. The Original creator is the name of the photographer or firm, artist, or architect associated with the creation of the original image. It should represent as closely as possible the creator’s name or the company’s name at the time of the creation of the original image. Includes both personal and corporate names. Input Lastname, Firstname for all personal names. Use LC Authority File for form of name, if available. Additional information about the original creator, and corresponding photographer’s reference number and any other significant references, are placed in the Notes field.

DC.Publisher: not searchable, staff only field

Studio Name

If the studio name/publisher of the photograph on hand is known, it is provided in the Studio Name field. This is often identical to the entry in the Photographer field. Input Lastname, Firstname for all personal names. Use LC Authority File for form of name, if available.

DC.Identifier: searchable, staff only field

Photographer's reference number

The Photographer's reference number along with the name of the photographer provides a unique identification for the image. Input along with photographer's name; usually linked with the entry in the Photographer field.

Examples

Hegg 236
A. Curtis 23876

DC.Contributor: non-searchable, staff only field

Contributor

A person or organization not specified in the Creator field or Photographer field who has made a significant contribution to the resource, but whose contribution is secondary to any person or organization specified in the Creator field.

Example

University of Washington Libraries. Special Collections

DC.Rights: non-searchable, staff-only field

Restrictions

This field lists any restrictions on the use of an image.

For most collections, use the following:

For information on permissions for use and reproductions please visit UW Libraries Special Collections "Reproductions: Order Photographs & Scans" page: <br> http://www.lib.washington.edu/specialcoll/service/reproduction.html

DC.Type: searchable, staff-only field; required field

Type

Describes the nature or genre of the content of the resource. Select a value from the Dublin Core Type Vocabulary at http://dublincore.org/documents/dcmi-terms/

Examples:

StillImage

Text

None: searchable in dev, non-searchable in live; staff-only field

Staff notes

Notes for staff only, notes of an administrative nature.

None: non-searchable, staff-only field

Image file name

File name for the image, tiff file name, etc. Could include information like “CD number: UW__001” for things stored on discs.

Banding Information

IMLS Crossing Organizational Boundaries Collections

Text:

  • CWA Collection: Property of MSCUA, University of Washington Libraries. Photo Coll 267
  • Dearborn-Massar Collection: Property of MSCUA, University of Washington Libraries. Photo Coll 251
  • FERA Collection: Property of MSCUA, University of Washington Libraries. Photo Coll 263
  • Peiser Collection: Property of MSCUA, University of Washington Libraries. Photo Coll 282
  • Todd Collection: Property of MSCUA, University of Washington Libraries. Photo Coll 232
  • UW Campus Collection: Property of MSCUA, University of Washington Libraries. Photo Coll 700
  • Warner Collection: Property of MSCUA, University of Washington Libraries. Photo Coll 273

Specs:

Color [of band]: &hFFFFFF [white] [i.e., FFFFFF]
Height of band in pixels: 30
Font: Verdana
Font style: Regular
Size: 8 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]

Modern Book Arts

Text: Copyrighted image. Contact MSCUA, Univ. of Washington Libraries for information.

Specs:

Color [of band]: &hFFFFFF [white] [i.e., FFFFFF]
Height of band in pixels: 30
Font: Verdana
Font style: Regular
Size: 8 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]

F. H. Nowell

Text: Property of MSCUA, University of Washington Libraries. Photo Coll 316

Specs:

Color [of band]: &hFFFFFF [white] [i.e., FFFFFF]
Height of band in pixels: 30
Font: Verdana
Font style: Regular
Size: 8 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]

Prior Norris

Text: Property of MSCUA, University of Washington Libraries. PH Coll 583

Specs:

Color [of band]: &h9F9F9F [grey]
Height of band in pixels: 30
Font: Verdana
Font style: Regular
Size: 8 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]

Sarvant

Text: Property of MSCUA, University of Washington Libraries. PH Coll 35

Specs:

Color [of band]: &h9F9F9F [grey]
Height of band in pixels: 30
Font: Verdana
Font style: Regular
Size: 14 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]

Van Olinda Photographs

Text: Property of MSCUA, University of Washington Libraries. PH Coll 376

Color [of band]: &h9F9F9F [grey]
Height of band in pixels: 30
Font: Verdana
Font style: Regular
Size: 14 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]

Watson

Text: Property of MSCUA, University of Washington Libraries. PH Coll 165

Specs:

Color [of band]: &h9F9F9F [grey]
Height of band in pixels: 30
Font: Arial
Font style: Regular
Size: 14 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]