Metadata Guidelines
Metadata Guidelines
1. All metadata elements are recommended. If unknown, leave blank. Do not use “unknown” or “n/a”.
2. Elements are created following Dublin Core Extended standards (https://omeka.org/classic/docs/Plugins/DublinCoreExtended/). Any new elements added in the future should follow Dublin Core as well. The list of metadata elements and controlled subject tags are located on the "Metadata Elements and Vocabularies" and the "Controlled Subject Tags" pages. This list defines which elements and vocabularies are required for this digital collection. Elements are crosswalked with Dublin Core Extended.
3. If an item is made of multiple specific materials under the same umbrella, use umbrella terms and all applicable specific terms. For example, if a paper item contains both cardstock and newsprint, use “cardstock,” “newsprint,” and “paper” terms. If a paper item is only cardstock, use only the “cardstock” term.
4. In subject tags, if both a broad and narrower term apply to an object, use a narrower term. For example, a vinyl item should use the “vinyl” tag instead of the “plastic” tag. If the specific material is not a tag in the controlled vocabulary, consider updating the vocabulary OR use a broader tag in the material field and add a more specific term to the description.
Example:
Tag | Fabric
Description | Polyester
5. One record should be created for each file. Multiple records may then refer to the same item. Records referring to the same item should be linked in some way, or have it made clear that they refer to the same item. Records containing different angles, for example the front and back of a photograph that contain the file names RHS_0001A and RHS_0001B, may be uploaded as one item.
6. In the case that a new image or file is created for an item, rename old files related to that item for consistency. See "Element Name: Filename" on the "Metadata Elements and Vocabularies" page for the naming scheme.
7. These guidelines as well as the elements and controlled vocabulary terms should be evaluated and updated as needed, such as when large amounts of new items are added to the collection or when a need becomes clear.
8. New controlled vocabulary terms and definitions should come from wikidata.org or merriam-webster.com, if possible.
9. Use provided templates when adding new elements or controlled vocabulary terms.
10. Subject tags should be pulled from the list at the end of the "Metadata Elements and Vocabularies" page.
Last Update: April 12, 2022