Digital Library of the Caribbean (dLOC) : Adding a New Publication as a New Item Record + Excerpt What is a New Item Record + Excerpt ? In order for an item in a digital library to be findable and usable, the item should be described with information ab out the item. For a book in a library, this is often done with a catalog record. For an item in a digital library, the item information is also known as a record or more accurately as metadata. Metadata is data about data or defined information about a p articular thing Library and museum metadata may look something like this: Format: Greek Vase Date: 470 460 BC Height: 35 centimeters Title: [Greek Vase of O dysseus and Eumaiosthe Swineherd] Notes: The record or metadata described and provides information about the item. The item itself is composed of both the metadata and the digital files. Together, these make up the R esou rce O bject that is usable and useful within a digital library. The Digital Library of The Caribbean (dLOC) is almost entirely composed of full R esource O bjects with all of the files housed in dLOC. Record+Excerpt items are also appropriate in some instances. For instance, a librarian at a dLOC Partner institution learns about a new book of poetry that i s published in 2013. The librarian is very interested in making sure the book of poetry is preserved an d accessible in the future. At the current time in 2013, t he author does not yet want the entire book to be available as Open Access, but the author does want to share a chapter or more of the book as Open Access in dLOC. For this, adding a record to dLOC with th e substantive excerpt benefits dLOC users and the worldwide communi ty by providing access to information and an excerpt for the new publication
Page 2 of 5 R ecords + E xcerpts are also important for mak i ng info rmation about new publication s accessible. I t can be difficult even for librarians to find information about books published in various pla ces t hroughout the world depending on where the book was published the publisher, whether or not the book had an ISBN, etc The Record+Excerpt items are useful f or creating access to the information about new publications alone. The excerpts provide an added benefit. Example In dLOC, o ne example of a Record +Excerpt is for a book of poetry : Trees Have Hands ( http://www.dloc.com/ AA00015 948 ) Trees Have Hands includ es a 13 page PDF excerpt of the book with the front and back cover s, table of contents, introduction, and selected poems. In order to best support dLOC Partners, u sers, and the global public, t he record for Trees Have Hands i ncludes a note that this is an excerpt and the records i nclud es information on the full book The record also includes information on how to acquire the full b ook. T he Record+Excerpt b enef its dLOC users because the record metadata includes sufficient information for users to find it when sea rching and browsing within dLOC Thus, the record enables this item to be usable and useful. Also, the record allows readers and book users to find information about the full book, including how to acquire a copy of the b ook. Th e record thus supports access to information now in dLOC and future access in dLOC by supporting current publishing, distribution, and readership models.
Page 3 of 5 Example of a Record +Excerpt : Trees Have Hands ( http://www.dloc.com/ AA00015948 )
Page 4 of 5 How Do I Create a Record + Excerpt Item ? To create a Record + Excerpt follow the s ame process as with submitting a new item 1 by logging in to myDLOC, and clicking on the The New Item form shows the fields for standard, simple metadata Complete as much as possible, and click next. The next screen asks you to upload the digital files. Because this is a record +excerpt, in most cases, you will have the excerpt file to load. Upload those files, and This bring s up the completed item screen. On this screen, s to return to metadata editing Th is is the more e xpanded metadata form For Record + Excerpt items the metadata is e s pecially important, and additional notes to clarify that this is not the full item and notes on how to acquire the full item sho uld be added. Also, if there is a web address for excerpt files or for the publisher, then this should be added in the Related URL field which is under the when editing the metadata. 1 Quick Guide: http://www.dloc.com/AA00013238/00001/pdf
Page 5 of 5 Recommended M etadata for Record + Excerpt Item s After adding the link to the resources, also make sure to r eview the metadata to ensure as much information as possible is included. For all items, the recommended minimum metadata fields to be completed are: 1. Title 2. Other titles (as applicable) 3. Type 4. Physical description 5. Language 6. Identifier (as applicable; e.g ., Library of Congress number, ISBN, etc.) 7. Holding location 8. Source institution 9. Creator 10. Publis her 11. Place of publication 12. Date of publication 13. Subject 14. Spatial subject (as applicable) 15. Coordinates (as applica ble) 16. Abstract 17. Note (as applicable) a. Note that this is an excerpt only, or only a record with a link to the publisher for the excerpt. b. Note on where or how to acquire a copy of the full item. For more on these fields, see the dLOC Metadata Guide : http://www.dloc.com/AA00002864/00001/pdf