Metadata for Realia, Draft from 2004
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STANDARD VIEW MARC VIEW
Permanent Link: http://ufdc.ufl.edu/UF00082622/00004
 Material Information
Title: Metadata for Realia, Draft from 2004
Series Title: Ephemeral Cities imaging specifications
Physical Description: Book
Language: English
Creator: Kesse, Erich J., 1959-
Funded in part by the Institute for Museum and Library Services (IMLS), Ephemeral Cities Project. ( Donor, Donor )
Affiliation: University of Florida -- University Libraries -- Digital Library Center
Publisher: University of Florida, Digital Library Center
Place of Publication: Gainesville, Fla.
 Subjects
Subjects / Keywords: History -- Florida   ( lcsh )
Temporal Coverage: Common Era ( 1200 - 3000 )
Spatial Coverage: North America -- United States of America -- Florida
Florida
 Record Information
Source Institution: University of Florida
Holding Location: Department of Special and Area Studies Collections, George A. Smathers Libraries
Rights Management: Board of Trustees of the University of Florida
System ID: UF00082622:00004

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Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04



This document is based on the PALMM "Editing Guide to Map & Photo Metadata"
(http://palmm.fcla.edu/strucmeta/MXF Metadata Photo.pdf) and is intended only for institutions
using the PALMM XPAT Image Class technology for their Ephemeral Cities project images.

This metadata is for use with artifacts, maps, photographs, postcards, and other realia.

Programming assumes that there is one and only one digital item per record, even though
there may be multiple images of that one item.



HOW IT WORKS

The project programmer will supply you with data-entry software. This software will be capable of
producing MXF which will be processed to MARC records by FCLA.


Presets

Project
MXF name ...........Project code(s)
Valid values............fhp, epc
Data type .............hidden constant data, pre-selected, cannot be unselected
MARC mapping ......852: : lb fhp lb epc
VC mapping .........Project(s)

Primary partner institution
MXF name ...........Source institution
Valid values..........FlU, UF, USF (i.e., the primary local partner)
Data type .............radio button or pull-down
MARC mapping ......see 533 note below
VC mapping .........none

Local Institution
MXF name ...........(part of) Version statement
Valid values..........N.B. Only used by institutions sending their data into PALMM Visual
Collections
CODE ...DEFINITION (ASSOCIATED VALUES)
FlU ......... Florida International University..... Miami ............ Miami-Dade...... FI
HPM ...... Henry Plant Museum ...................... Tampa ........... Hillsborough .... HP
MHM .....Matheson Historical Museum .......Gainesville....Alachua.............MH
MCPL ... Monroe County Public Library ...... Key West....... Monroe.............. MM
UF .......... University of Florida ................... Gainesville....Alachua.............UF
USF ....... University of South Florida.............Tampa...........Hillsborough.....SF
Data type .............radio button or pull-down
MARC mapping ......see 533 note below
VC mapping .........none








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04



Version Statement
MXF name ...........Version Statement
Valid values..........Default statement is: Electronic version created 2004, State University
System of Florida.
............................. This can be overridden, with any appropriate text.
Data type ............. hidden constant data, pre-selected.
The pre-selected statement can be overridden with any appropriate text.
MARC mapping ......533: : In,
..............................e.g., 533: : In Electronic version created 2004, State University System of
Florida.
VC mapping .........Rights information


Rights
MXF name ...........Rights
Valid values..........Internet distribution rights are extended by the owner of the original to
PALMM for use in the Ephemeral Cities project. This image may not be
commercially reproduced without permission.
Data type .............hidden constant data, pre-selected, cannot be unselected
programming assumes that all item owners have signed the permissions
agreement
MARC mapping ......none
e.g., 540: : la Internet distribution rights are extended by the owner of
the original to PALMM for use in the Ephemeral Cities project. This
image may not be commercially reproduced without permission.
VC mapping .........Rights information


Identifier Rese rve Start
MXF name ...........none
Valid values......... [8-digit numbers smaller than Identifier Reserve Encd
Data type ...............8-digit number
MARC mapping ......none
VC mapping .........none
Note..................... Will be used in conjunction with Identifier Reserve End value to
automatically supply (Entity) Identifiers.


Identifier Reserve End
MXF name ...........none
Valid values......... [8-digit numbers greater than Identifier Reserve Start]
Data type .............8-digit number
MARC mapping ......none
VC mapping .........none
Note.....................Will be used in conjunction with Identifier Reserve Start value to
automatically supply (Entity) Identifiers.








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04



Identifier
MXF name ...........Identifier
Valid Values ........ [any appropriately formed PALMM "Entity identifier"; cf,
http://palmm. fcla. edu/strucmeta/controlnumb ers.html; see also, file-
naming in 3D guidelines at:
http://www.uflib.ufl.edu/diaital/collections/EphemeralCities/Spec3dlMAGES.pdf|
Data type .............supplied by programming, using information from Identifier Reserve Start
and Identifier Reserve End.
MARC mapping ......035: : |a (lID) [identifier]
e.g., 035: : |a (lID) UF12345628
VC mapping .........Notes [with label "Institutional identifier:"]


Link
MXF name ...........none
Valid values..........(see MARC mapping)
MARC mapping ......856:0 : Ix inzprocess Iz NOT YET AVAILABLE; in process for electronic
access.
Note.....................Used only for the generation of the MARC record

Variable information

Digital Object
MXF name ...........File
Repeatable...........Yes (related images only)
Required ..............Yes
Valid values..........file name
Data type .............navigate to directory containing the file
MARC mapping ......none
VC mapping .........none
Note.....................programming will read the file header for technical and scanner
information just as the MXF client does

Entity type
MXF name ...........Entity type
Repeatable............No
Required ..............Yes
Valid values..........aerial, artifact, map, photo, postcard
Data type .............radio button or pull-down
MARC mapping ......Used to establish appropriate 006, 007 and 008 coding
Used to generate 300: :|a if no Genre/Type supplied
VC mapping .........none

Additional Identifier
MXF name ...........Identifier
Repeatable.............No
Required ................No
Valid values......... [An identifier for the non-digital source item, such as inventory number,
accession number, or other control number]
Data type ............. free-text
MARC mapping ......035: : |a (snx) [identifier]
.............................. e.g., 035: : |a (snx) C6T4M
VC mapping .........Notes [ with label "Institutional Identifier:" 1








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04



Note.....................This can be used for any item from a museum, library, or other private
collection that already has an identifier. Additionally, this will be used for
the items digitized during Community Day Events.

Digital version date
Note: ....................Do not use; this information may be extracted from the image file header
or from EXIF information generated by the digital camera at time of
imaging.
MXF name ...........Digital version date
Repeatable............No
Required ..............Yes
Valid values......... [date in the format yyyy]
Data type .............numeric; do not supply
MARC mapping ......533: : |d
VC mapping .........Note(s) [with label "Creation date of digital version:"]



Contributor Information

Contributor
MXF name ...........Contributor
Repeatable............No
Required .............. If available
Valid values......... [the name of the person or organization providing the item for digitization]
Note.....................programming will suggest names already entered as new input occurs.
........................ If the contributor has requested privacy, this data will not be placed in the
MXF, although it will be maintained in a local database.
Data type ............. free-text
MARC mapping ......700: :|a or 710: :|a, depending on the value of Contributor Type
VC mapping .........Contributor(s)

Contributor Email
MXF name ...........none
Repeatable............No
Required .............. If available
Valid values......... [email address of the contributor]
Data type .............free-text
MARC mapping ......none
VC mapping .........none
Note.....................will be used to send the contributor the PURL of the mounted item(s)

Contributor Address
MXF name ...........none
Repeatable............No
Required .............. If available
Valid values......... [surface mail address of the contributor]
Data type .............free-text
MARC mapping ......none
VC mapping .........none
Note.....................may be used to contact the contributor; n.b., the grant does not have a
postal mail budget.








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04



Contributor Privacy
MXF name ...........none
Repeatable.............No
Required .............. If available
Valid values.......... yes, no
Data type .............check box indicates if this contributor wished to protect their privacy and
not have their name published in association with their contribution.
MARC mapping none
VC mapping .........none
Note..................... The data will be retained in a local database and is used to determine
whether the contributor's name should be published in connection with
their contribution.

Contributor Type
MXF name ...........Contributor Type
Repeatable............No
Required .............. If available
Valid values......... personal, corporate
Data type .............check box indicates if this is a corporate contributor, or an individual
MARC mapping ......Determines if contributor is placed in the 700 or 710 field.
VC mapping .........Contributor(s)




Creator Information
The following data-elements are associated:
Creator
Creator dates
Creator role
This group can be repeatedly used, but no one data-element in any single grouping may be used
more than once.

Creator
MXF name ...........Creator
Repeatable.............No
Required .............. Yes, if available.
Valid values.........[... The name of the person or corporate entity responsible for the creation
and/or design of the object. If it is a manufactured item, use the name of
the manufacturer.]
For personal names, use the format: Last, First Middle
For corporate names, use the format: Company. Division. Unit.
Data type ............. free-text
MARC mapping ......720: : |a [creator]
e.g., 720: : |a Clayton, Richard J.
e.g., 720: : |a Sarasota Furniture Company
VC mapping .........Creator
Note: .................... Programming will not assess authority status. The responsible agency
may do this subsequently, at which time, they will move this 720
information to the appropriate 1XX field with appropriate delimitation.








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04



Creator dates
MXF name ...........Creator dates
Repeatable.............No
Required ................No
Valid values......... [when creator type = personal,supply the creator's birth and death dates
if known]
use one of these formats: yyyy- or yyyy-yyyy
Data type .............alpha-numeric
MARC mapping ......720: : |a [creator], [creator dates]
.............................. e.g., 720: : |a Clayton, Richard J., 1860-1930
VC mapping .........none
Note: ...................Corporate bodies do not usually have creator dates.
Note:....................Creator dates may later help either to establish name authority or to link
to an established name authority. N.B. Programming will not assess
authority status. The responsible agency may do this subsequently, at
which time, they will move this 720 information to the appropriate 1XX
field with appropriate delimitation.

Creator role
MXF name ...........Creator role
Repeatable............No
Required ...............No
Valid values..........cartographer, manufacturer, photographer, printer
Note.....................N.B. "manufacturer" will convert to "conceptor" for use in MARC and VC.
Data type .............pull-down
MARC mapping ......720: : |le [creator role]
VC mapping .........Creator role


Title Information (Artifact Identification)

Title
MXF name ...........Title
Repeatable.............No
Required .............. Yes
Valid values......... [unrestricted; all titles are assumed to be informal and will be placed in
square brackets.]
Spell names/words out. Do not include abbreviations.
Data type ............. free-text
MARC mapping ......245: : |a
e.g., 245: : |a ["Spot" outdoors and chained to a wall.]
e.g., 245: : |a [Photograph of Gainesville High School football team.]
VC mapping .........Title








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04




Origin Information

Date
MXF name ...........Date
Repeatable.............No
Required .............. Yes
Valid values......... [approximate year of origination]
Use the format yyyy or yyyy? Do not use date ranges.
Data type .............alpha-numeric, where the first 4 places must be numbers and the 5th
place may only be a question mark
MARC mapping ......008 Datel
260: : |c
e.g., 260: : |c 1884
e.g., 260: : Ic 1910?
VC mapping .........Date
Query note: ..........Ephemeral Cities queries will buffer date searches by one decade on
each side of the search year.


Physical Information

Type of entity
MXF name ...........Genre/Type
Repeatable.............No
Required .............. Yes
Valid values......... [the kind of item, e.g., mug, pencil, puppet, toy bank, potato masher,
map, photograph, etc.]
Note..................... programming assumes that there is one and only one digital item per
record, even though there may be multiple images of that one item.
Data type ............. free-text
MARC mapping ......300: : |a
e.g., 300: : |a 1 cup
e.g., 300: : |a 1 teapot
VC mapping .........Genre or form

Height
MXF name ...........(included in) Extent
Repeatable.............No
Required .............. If available
Valid values......... [the size (decimal without fractions) of the original artifact, map,
photograph, postcard, etc.]
e.g., 12, 12.25, 12.5, 12.75
Note.....................if given in inches, programming will convert to metric/cm
Data type ............. decimal without fractions
MARC mapping ......300: : Ic [height/conversion] [x [width/conversion]] cm
e.g., 300: : Ic 34 cm
e.g., 300: : Ic 34 x 36 cm
VC mapping .........Size








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04




Width
MXF name ...........(included in) Extent
Repeatable.............No
Required .............. If available
Valid values......... [the size (decimal without fractions) of the original artifact, map,
photograph, postcard, etc.]
e.g., 12, 12.25, 12.5, 12.75
Note.....................if given in inches, programming will convert to metric/cm
Data type .............decimal without fractions
MARC mapping ......300: : I|c [height/conversion] [x [width/conversion]] cm
e.g., 300: : Ic 34 cm
VC mapping .........Size

Depth
MXF name ...........(included in) Extent
Repeatable.............No
Required .............. If available
Valid values......... [the size (decimal without fractions) of the original artifact, map,
photograph, postcard, etc.]
e.g., 12, 12.25, 12.5, 12.75
Note.....................if given in inches, programming will convert to metric/cm
Data type .............decimal without fractions
MARC mapping ......300: : Ic [height/conversion] [x [width/conversion]] cm
e.g., 300: : Ic 34 cm
VC mapping .........Size


Geographic Information

Location
MXF name ...........Place name & Place name scheme
CODE.......SCHEME
fips..........Federal Information Processing System
(http://palmm.fcla.edu/Ifnh/sfiles/FLfips.htm)
Repeatable...........Yes
Required .............. Yes
Note..................... Programming will supply list of place names from which to select. This
list associates any given place with County, County FIP code, and City
FIPS code
Valid values......... [the name of the place where the artifact was used or discovered.]
Data type ............. drop-down list of Florida cities
MARC mapping ......651: 4: |a [county name] Iz [county FIPS code] 12 ceeus
651: 4: |a [city name] Iz [city FIPS code] 12 ceeus
035: : (snx)FIPS[county FIPS code]
752: |a [country name] lb [state name] Ic [county name] Id [city name]
VC mapping .........County








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04



Additional Location Information
MXF name ...........None
Repeatable.............No
Required ................No
Note..................... This data will not appear in the MXF, but will be retained in the local
database and used to tag this item to particular streets, buildings, or
addresses.
Valid values......... [any detailed description associating this item's use or discovery to a
particular street or building in a city.]
Data type ............. free-text
MARC mapping ......None
VC mapping .........None

Holding Location
MXF name ...........Holding Location
Repeatable.............No
Required ................No
Valid values......... [Description of the location which holds the non-digital source of the
digital image]
Data type ............. free-text
MARC mapping ......535: : |a
e.g., 535: : |a History Dept., May Hill Russell Library; 700 Fleming St,
Key West, FL 33040
VC mapping .........Location

Other Descriptive Information

Distinguishing Features or Markings
MXF name ...........Description
Repeatable.............No
Required ................No
Valid values......... [Description of any notable features, markings, or inscriptions on the
object including design elements and patterns, e.g., signature, maker's
marks, logos, etc.]
Data type ............. free-text
MARC mapping ......520: : |a
e.g., 520: : |a Pattern: background is green with a small repeating
pattern of palm trees and flamingos.
VC mapping .........Description

Object history
MXF name ...........Resource notes
Repeatable.............No
Required ................No
Valid values......... [any information about the ownership or other history of the artifact, map,
photograph, postcard, etc.]
Data type ............. free-text
MARC mapping ......500: : |a
e.g., 500: : |a Photograph was taken by Anne Clayton's father, Richard
J. Clayton at the state championship.
e.g., 500: : |a Elephant foot umbrella stand was purchased by David
Livingston in 1865 and given to his great aunt Lucille Livingston in 1867.
VC mapping .........Note(s)








Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04




Subject & Classification Information

Museum Classification (Chenhall)
MXF name ...........Subject & Subject scheme
Uses the Subject scheme code "nmc" (Nomenclature for Museum
Cataloguing)
Repeatable........... Yes
Required .............. Yes
Valid values......... [terms listed at:
http://www.uflib.ufl.edu/diqital/collections/EphemeralCities/Chenhall.htm]
Data type ............. pull-down
MARC mapping ......655: 7: |a [nmc term] 12 nmc
e.g., 655: 7: |a Print, Photographic 12 nmc
VC mapping .........Subject

Topical Thesuarus (LCTGM I)
MXF name ...........Subject & Subject scheme
Uses the Subject scheme code "Ictgm" (Thesaurus for Graphic Materials,
Part I, Subject Terms)
Repeatable........... Yes
Required ................No
Valid values......... [terms listed at: http://www.loc.qov/rr/print/tqml/1
Data type ............. pull-down
MARC mapping ......650: 7: |a [Ictgm term] 12 Ictgm
VC mapping .........Subject

Art & Architecture Thesuarus (AAT)
MXF name ...........Subject & Subject scheme
Uses the Subject scheme code "aat" (Art & Architecture Thesaurus)
Repeatable........... Yes
Required ................No
Valid values......... [terms listed at: http://www.qetty.edu/research/tools/vocabulary/aat/1
Data type .............free-text, ve rifled against authorized terms via web query
MARC mapping ......650: 7: |a [aat term] 12 aat
VC mapping .........Subject

LC Subject (LCSH)
MXF name ...........Subject & Subject scheme
Uses the Subject scheme code "Icsh" (Library of Congress Subject
Headings)
Repeatable........... Yes
Required ................No
Valid values......... [terms listed at: http://authorities.loc.qov/1
Data type .............free-text, verified against authorized terms via web query
MARC mapping ......650: 0: |a
VC mapping .........Subject







Ephemeral Cities

Metadata Specification for Realia, etc. Draft 5/5/04


Subject (Other or Uncontrolled Terms)
MXF name ...........Subject (with empty Subject scheme)
Repeatable...........Yes
Required ...............No
Valid values......... [uncontrolled free-text]
Data type .............free-text
MARC mapping ......653: : |a [subject]
VC mapping .........Subject




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