Cataloging and Metadata Services

Indicates whether or not a value must be included

Mandatory – A value is required

Mandatory if available – A value is required if it is available

Optional – A value is not required; can be included on a case-by-case basis

Repeatable – The named element can be repeated to record more than one value.

Non-Repeatable – The named element cannot be repeated.

Record only when author, creator, etc. is known (usually textual materials). 

For authority control purposes, begin by checking if there are other records by the author. If found, use the same form of the name found even when it varies from how the name appears on the resource.

Transcribe title information from the resource itself. If no title is available, create a brief title bringing out specific information about the content of the resource. For example: an image of a group of students attending the commencement ceremony in 1934 would have a TITLE Group of students attending the commencement ceremony, 1934 and not a simplistic title like Group portrait 1934

Use sentence case and only capitalize the first letter of the first word in a title, except for proper nouns.

• From metadata creation to metadata quality control: continuing education needs among cataloging and metadata professionals
• A study of a longitudinal first-grade reading readiness program

Rarely used. Transcribe an alternative title when it appears in a place other than the source of the title information recorded in the Title element above.

Month: January, February, etc.

Date: 2-digit number (01, 11, etc.)

Enter available date fields only.

Date format on public display: 29-Jul-2011

If the exact date is not known, record an approximate year if possible. If the approximate year cannot be identified, make the best effort to estimate the year range based on available information (e.g., finding aid notes, visual cues such as car makes) and record the first year of the estimated date range (e.g., 1930 for the date range 1930-1945). In these cases, always provide a note in the Description element, such as "Issue date estimated." (when a single year is estimated) or "Issue date estimated: 1930-1945." (when a date range is estimated).

For archival materials, an approximate year should not be recorded for undated resources. Instead, enter any year as a placeholder when creating the record and then change the value to 0000 in post-processing (see below)

Rarely used for digitized materials from TCNJ Library Archives.

A value should be always included for a published material. Add a DOI link for articles. If no DOI information is available for an article, or for other types of published materials, include a link to the online version of the resource that is publicly accessible on the external Web site. See this guide on finding DOI information if not available on the resource.

For books, use an OCLC WorldCat link unless DOI information is available.

http://dx.doi.org/10.1016/j.tetlet.2009.03.217

Select the general type applicable to the resource from the following values in the menu.

• Collection: An aggregation of resources (its parts may also be separately described.)
• Dataset: Data encoded in a defined structure
• Event: A non-persistent, time-based occurrence (e.g., exhibition, webcast, conference, performance)
• Image: A visual representation other than text (e.g., photographs, paintings, prints, drawings, diagrams, maps, musical notation; may include both electronic and physical representations)
• Image, 3-D
• Interactive Resource: A resource requiring interaction from the user to be understood, executed, or experienced (e.g., multimedia learning objects, chat services, virtual reality environments)
• Moving Image: A series of visual representations imparting an impression of motion when shown in succession (e.g., animations, movies, television programs, videos)
• Software: A computer program in source or compiled form.
• Sound: A resource primarily intended to be heard
• Text: A resource consisting primarily of words for reading (includes images of texts)

Also select the most specific type(s), if any, applicable to the resource from the following values in the menu.

• Animation
• Article
• Book
• Book Chapter
• Conference Publication
• Learning Object
• Map
• Musical Score
• Plan or Blueprint
• Poster
• Preprint
• Postprint
• Presentation
• Recording, acoustical
• Recording, musical
• Recording, oral
• Review
• Technical Report
• Thesis
• Video
• Working Paper
• Other

Use FAST (Faceted Application of Subject Terminology) headings as a source of controlled subject vocabulary to describe archival materials. Consult Cataloging/Metadata Librarian for guidance if appropriate terms cannot be found in FAST.

For subject keywords relating to space and time, record them in the dc.coverage.spatial and dc.coverage.temporal elements during the post-processing process (see below).

Historic buildings

Women college students

Aerial photographs

Rarely used for archival materials.

Transcribe an abstract or summary usually found on the first page of an article, conference presentation, etc.

Rarely used for archival materials.

Record if sponsor information is found on the resource. Begin by checking if there are other records including the same sponsor information. If found, use the same form of the name found even when it varies from how the name appears on the resource, etc.

When there are multiple descriptions to be recorded, first record only one description. See "post-processing steps" below for the procedure to handle additional descriptions.

This element is used to record information that is relevant to the resource but not recorded in other elements (e.g., descriptive notes, remarks, and details about the resource, table of contents, any distinguishing features). 

This element is particularly important in allowing non-textual resources to be discovered by users. Where possible, supply enough information highlighting any significant aspects of the resource. There is no need to record this element if adequate information is supplied in other elements, such as title, creator, and subject keywords.

• For non-textual resources, always record information found on the resource (e.g., handwritten notes on the back of photographs) and indicate the source of the information at the beginning of the statement (e.g., Handwritten note on the back of photograph: ----------).
• For all digitized resources, record their physical dimensions or extent. Record the size of a photograph (height x width) in centimeters, preceded by "Dimensions:" label.
• Always provide an additional note when an issue date is estimated, such as "Issue date estimated" (when a single year is estimated) or "Issue date estimated: 1930-1945" (when a date range is estimated).

Green Hall with a group of female students in the foreground dating from 1941 to 1949

Handwritten note on the back of photograph: Portrait of female students posing on the steps of Green Hall.

Dimensions: 10 x 15 cm

Issue date estimated (when a single year is estimated)

Issue date estimated: 1930-1945 (when a date range is estimated)