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STANDARD VIEW MARC VIEW
Digital Library of the Caribbean (dLOC) Metadata Guide
Core Data Elements to Include in a Record When Submitting a Document to dLOC
The title is the name given to the resource. All items should include information in the Title
field. Title information may come from the cover or title page of a book or document or may
come from a description of a map or image. For an existing title or caption, transcribe it as it is:
Ex: Crisis of the West Indian family
Ex: Public policy
The system looks for identifiable leading articles in English, Spanish, and French and removes
them for sorting purposes. In some systems you would need to remove the initial articles (e.g.;
a, an, the). Thus, the initial articles should be included when entering titles.1
Ex: The Arawak girl
For items where there is not a clear title, the most important or unique keywords (who, what,
where, when) should come first.
2. Other Titles
"Other titles" refers to title information after the title proper. Each cataloguer can decide how
many fields should be informed by adding as many lines as necessary. The sub-fields that can be
added are the following:
The subtitle is a word, phrase, character, or group of characters that contains the
remainder of the title information after the title proper
Ex: Politics, analysis and alternatives (as a subtitle to "Public policy")
The abbreviated title is a shorter version of the main title
Ex: in the case of a map with a very long title such as the following map
(http://dloc.com/l/UF00029173), the abbreviated title could be "L'isle St.
Domingue ou Espagnole"
The alternative title is a variation of the main title
Initial articles should be included for display purposes. The main articles in French, Spanish, and English are
programmed into the system, so they are automatically removed for sorting purposes. This allows the 245 to be
built correctly in MARC, including the article but showing the length of the non-sort article.
The series title is the title of a series to which the item belongs
Ex: the individual item has its own title and is also part of a series that contains
various titles. For instance, the All Jamaica Library series includes One Brown
Girl and a Jamaica Story (http://dloc.com/UF00078555), Maguerite: a Story of
the Earthquake (http://dloc.com/UF00078558), Maroon
Medicine(http://dloc.com/UF00078557), and Becka'sBukra Baby: Being an
Episode in the Life of Noel (http://dloc.com/UF00078556).
The translated title is the original or translated title of a foreign language item. It should
be informed only if it mentioned on the document
Ex: the document http://dloc.com/l/UF00073879 mentions the title in German
The uniform title is the title chosen to represent a work that has appeared under varying
Ex: a newspaper that has remained with the same publisher and publication
place, but where the name has varied over time as with the Orlando Morning
Sentinel which was also published as "New Year Sentinel-Star, Orlando Sunday
Sentinel," "Orlando Sunday Sentinel-Star," and "Sunday Sentinel-Star"
The physical description contains information relating to the physical characteristics of the resource
In this field the original nature of the digitalized document must be informed among the pre-
Aerial for large scale overhead photographs, generally taken from an airplane
Archival is selected for materials that may not be individually cataloged. This type can
also be applied to digitally born documents, such as slide show presentations. Individual
archival items, like letters are also archival. Diaries and manuscripts are often listed
under archival or book, with further information provided in the physical description
Artifact refers to three dimensional objects, like ephemera items, such as cigar labels
Audio for a resource which is predominantly a sound recording in nature
Book for single-volume textual materials or any monograph, including bound theses.
Diaries and manuscripts are often listed under archival or book, with further information
provided in the physical description and genre.
Map for cartographic materials or a non-photographic image of a specified area
Newspaper for digitized newspapers
Photograph for any non-aerial photography
Serial for multi-volume, non-newspaper material
Video for a resource which is predominantly a video recording in nature
This field is compulsory. Archival encompasses more variety and is one of the most commonly
In addition to "Type" and "Physical description," "Genre" can be entered. "Genre" contains
terms that give more specificity for the form of an object than the broad terms used in "Type".
The terms may be from a controlled list with a designation of the authoritative list used in the
authority attribute, or it may be an uncontrolled term. If no authority is specified, it is assumed
that the term is uncontrolled.
4. Physical description
The physical description contains information relating to the physical characteristics of the
resource described. For best results, the physical description information should be entered as
[Page Number Information]: [Illustration Information]; [Size or Dimensions Information].
The actual physical description may not be this complete; there is no minimum requirement for
physical description information. If no information is entered in the Physical Description field,
the Resource Type information will display as the Physical Description in the citation
information. Any physical description information that is known can be entered here.
12 p.: ill.; 23 cm.
141 p. : illus.; 19 cm
120 p., 2 leaves of plates : ill. (some col.); 17 cm.
128 p., 16 leaves of plates : col. ill.;
The language field is a designation of the language in which the intellectual content of a
resource is expressed. For language material (i.e., books and continuing resources), the language
code is based on the text of the item. The term "text" refers to the principle works) included
within the publication, excluding the preface, introduction, foreword, appendices, etc. For maps,
the language of names and text associated with the map or globe determines the code used. For
original or historical graphic material, opaque graphic material, and three-dimensional
materials, the language content is that associated with the material (i.e., captions or other text
associated with the item or collection) that are part of the chief source of information. For
mixed materials, the language code is based on the predominant language of an item or
materials in a collection.
The language field is repeatable and represents each of the major languages used in the
resource being described.
Languages should be entered either by the text of the language, the ISO code, or by the term
from the MARC Code List of Languages.
Text of the language ISO code 639 2-B MARC Code list
Creoles and Pidgins, English-based cpe
Creoles and Pidgins, French-based cpf
Creoles and Pidgins, Portuguese-based cpp
Creoles and Pidgins (Other) crp
Dutch dut dut
English eng eng
French fre fre
Haitian French Creole hat hat
Latin lat lat
Portuguese por por
Spanish spa spa
The identifier is an unambiguous reference to the resource within a given context (e.g. LCCN,
ISBN, ISSN). It distinctively identifies a resource. This code is given/decided by the reference
systems) in use. For instance, for museum objects the identifiers are the local accession
numbers. These are given by the individual museums and reference their own internal system.
Similarly, libraries can give their call numbers. If a national or international identifier is available,
like an ISBN or ISSN, then the number is in relation to those systems.
Permanent URLs are also identifiers. All items in dLOC have permanent URLs and these map to
the 856 in MARC. Other permanent URLs in MARC can also be included.
7. Holding location
In this field must be indicated where the original resource is held.
A menu allows the user to enter the holding location's controlled code and (optionally) enter a
description for the holding location. If no description is entered, the default will be used. The
best practice for entering the holding location is to select the institution code from the
There is no need to type the institution's name in the provided field, as the standard form of the
institution's name will be stored when your update is saved. If you wish to use a non-standard
for of the institution's name for any reason, you can type that into the provided field and it will
be used instead.
If the code for an institution is not present, contact a system administrator to add that
institution to the system.
This field indicates the institution or sub-institutional source for the digital instance of the
resource. It may be different from the Holding location, which usually represents the institution
that houses the original item from which this digital resource is derived. For born-digital objects,
both fields will be identical.
In case the source institution and holding location are the same entity, the source institution
usually holds the highest level information about the institution:
Ex: University of Florida
Meanwhile, the holding location may hold more specific information:
Ex: Latin American Collections, University of Florida
The creator is an entity (person, group, corporation, institution) primarily responsible for making
the content of the resource available or associated with the item in some way. For example, it
could be the authors, illustrators, binders, publishers, or conferences. This field is repeatable as
many times as necessary to include all relevant mentions (Use the plus sign to the right of the
field to add any additional authors of this material).
Enter names as "LastName, FirstNameMiddlelnitial."Optionally, add birth year according to the
In entering names, the goal is to be able to locate materials by the same creator easily. The
examples below show a typical standard name format. This may vary, however, because the
reason to enter the names in a particular form is to support the overall goal of findability and
disambiguation. Findability is supported by being consistent in the way the name is entered,
which allows people to find materials by the same creator. Creators with the same or similar
names can be disambiguated with middle initials and birth dates, or other information. The
goals of findability and disambiguation should guide the entry of names.
Example of standard form:
Williams, Eric E., 1911-1981
Examples of possibly non-standard forms:
Williams, Eric Eustace, 1911-1981
Williams, Eric, 1911-1981
Williams, E.E., 1911-1981
Most items should include information about at least one creator. All persons, corporations, or
conferences related to the item should be included in the metadata.
A role can be added between parentheses if necessary. When setting roles, you can use any
appropriate role name. Some standard role names linked to examples appear in the table
Research team head
Research team member
The specified role(s) are listed in a separate subfield so that all of the names can be easily cross-
searched under "Creator". This facilitates searching, especially given that a single "Creator" may
have many roles in different texts.
Bonheur, Raymond (Illustrator)
Levasseur, Victor (Cartographer)
Laguillermie, Frederic (Engraver)
The publisher is the entity responsible for making the original resource available to the public.
11. Place of publication
This field refers to the geographic location of the publisher or the location where the material
was created. The place of publication information is generally found with publisher information
on the title page of physical items.
For large cities, only the city name is necessary; for smaller, less well-known cities, or for cities
that may be mixed up with others, state or country information should be included as well.
Ex: New York
Ex: Gainesville, Fla.
Ex: Kingstown, Jamaica
12. Date of publication
This field is dedicated to the publication date of the resource. The best practice for entering the
publication date for monographs is to enter the full 4-digit year. If the publication date is
uncertain, this can be indicated by using the abbreviation "ca." for circa, or by entering a likely
range of dates; other abbreviations, brackets, or question marks should not be used.
Ex: ca. 1677
For items like newspapers or other frequently published materials, a more specific publication
date may be provided in "Month Date, Year" format.
Ex: May 10, 2011
This field informs the topic(s) of the content of the resource. It can be repeated.
The subject terms or phrases must represent the primary topic(s) on which a work is focused.
Subject will be expressed as keywords, key phrases or classification codes that describe a topic
of the resource. Recommended best practice is to select a value from a controlled vocabulary or
formal classification scheme.A classification scheme is the descriptive information for the
arrangement of objects into groups based on shared characteristics. Formal classification
schemes include the Bibliotheque national de France's RAMEAU and the Library of Congress
Subject Headings (LCSH), which allows items with shared subject matter to be arrange together.
Subject added entries are assigned to a bibliographic record to provide access according to
generally accepted thesaurus-building rules (e.g., Library of Congress Subject Headings (LCSH),
Medical Subject Headings (MeSH)).
Subjects are complex elements and include the following sub-elements:
Topical subject terms which consist of general subject terms, including names of events
Chronological subject terms
Geographic subject terms which consist of jurisdiction names and subject subdivisions
Form/Genre subject terms indicating the genre, form, and/or physical characteristics of
the materials being described. A genre term designates the style or technique of the
intellectual content of textual materials or, for graphic materials, aspects such as
vantage point, intended purpose, characteristics of the creator, publication status, or
method of representation. A form term designates historically and functionally specific
kinds of materials distinguished by their physical character, the subject of their
intellectual content, or the order of information within them. Physical characteristic
terms designate historically and functionally specific kinds of materials as distinguished
by an examination of their physical character, subject of their intellectual content, or
the order of information with them.
Occupational subject terms
Name of the Authority the term comes from. A list of authority sources is maintained
14. Spatial subject
This field refers to the spatial characteristics of the intellectual content of the resource. Spatial
coverage refers to a physical region (e.g., celestial sector) using place names.
Enter as much detailed information about the spatial information as possible, down to the
actual area or address if possible. The area can generally be entered as commonly referenced.
Ex: Caracas, Venezuela
Ex: Miami, Florida
This form element allows the user to enter a spatial subject term, but does not allow the data to
be entered hierarchically, nor is authority accepted.
The most proper way to reference the spatial coverage of an item is to use a geographic name
given in a hierarchical form, which is both readable by humans and passable by machines. This
form can be applied to the degree of specificity that is known or relevant and used to generate
browsable hierarchies even when values are specified to different levels. Explicit inclusion of the
complete hierarchy is of potential benefit for automated consultation of a gazetteer to derive
map coordinates or to support a map-based interface for searching by country or state.
The sub-elements of the hierarchical spatial data are:
State (or the equivalent first-level political divisions under country)
County (or the equivalent second-level political divisions under country)
CitySection (neighborhood, parks, or streets)
Area (Non-jurisdictional geographic region/feature; e.g.; Nile River)
Name of the Authority the term comes from
The Language of the term may also be included
To enter a deeper hierarchy for the spatial subject, you can use two dashes between the
different levels of hierarchy:
Ex: United States -- Florida -- Miami-Dade County -- Miami Beach -- South Beach
-- South Pointe Park
Coordinate points contain the spatial characteristics of the intellectual content of the resource,
referring to a physical region using coordinates.
Multiple coordinates can be entered, but none are required. Adding them will allow the item to
appear on a map. In the near future, a new method for entering them (perhaps by placing a
marker on a map) will be available. Currently, coordinates can be entered as decimal
degrees.They should not be entered in notation with degrees, minutes, and seconds; the degree
symbol should not be entered.
The abstract provides a summary of the content of the resource.
This field should be used for unformatted information that describes the scope and general
contents of the materials. This could be a summary, abstract, annotation, review, or only a
phrase describing the material.
Best practices for the specific case of oral histories: in the abstract should be included: a)
interviewer's name; b) interviewee's name; c) address of the interview; d) date of the interview;
and e) project name or reason for the interview.
Many kinds of information can be included in this field, as for instance (but not limited to):
Edition or expression (translation, abridgement and arrangement information)
Information about the immediate source of acquisition of the described materials (used
primarily with original or historical items, or other archival collections)
Biographical information about an individual or historical information about an
institution or event used as the main entry for the item being cataloged
Information about the current and former issuing bodies of a continuing resource (a
journal, for example)
Unformatted note giving irregularities and peculiarities in numbering or publishing
patterns, report year coverage, revised editions, and/or issuance in parts
Copy-specific field that contains information concerning the ownership and custodial
history of the described materials from the time of their creation to the time of their
accessioning, including the time at which individual items or groups of items were first
brought together in their current arrangement or collation.
General note about the donation of the source documents.
Designation of an academic dissertation or thesis and the institution to which it was
Contract, grant, and project numbers when the material results from a funded project.
Information concerning the sponsor or funding agency also may be included.
18. Further help
For additional information on these or any topics, a long and thorough guide is available online: