Metadata Input Guidelines: Relation

Element Name

Relation

Definition

Information about another resource that is related to the current resource.

Where Can the Relation Information be Found?

  • Relation information provides a reference to a related resource which may be found on:
    • a title page
    • accompanying or supplementary information

How Relation Works in the Metadata Form

Parts:
1. Relation type – drop-down menu
2. Relation – text field
Repeatable?
Yes - to include multiple relationships, click ‘Add’ to repeat all field parts

How Should the Relation Information be Filled in?

  • Enter information about known relationships in the records for both items
  • It is not necessary to do research to find related resources
  • If the relationship is unclear, uncertain, or otherwise questionable, the information may be entered into a display note or non-display note instead
Guideline Example
  • Include the title of the related material
Experiment Station Record Volume 61
  • Include a unique identifier or additional information if it is important to identify the item
    • If one item has multiple identifiers (e.g. a photograph with two images, each with a separate identifier), both can be included together
81-01796a-20_02 and 81-01796b-20_02
  • Include the permalink to the record of the related item
    • Since ARKs are only assigned after items are uploaded, some records may need to be edited at a later time to add permalinks

    • Note: When you paste an ARK into the relation field, the system will automatically make it a link in the record
ark:/67531/metapth38109
  • Choose the appropriate relation qualifier from the controlled vocabulary
  • Generally both halves of the reciprocal relation should be represented so that each record references the other
    • In some cases, if there are a large number of related items on one side (usually has part/is part of), the child items should all reference the parent, but the reciprocal may be eliminated
    • The direction of the relationship should reflect which of the items was created first or is a more original version
    • If you cannot determine which is the more original/first created item, default to the one uploaded first (lower ARK)
  • If more than one qualifier applies (e.g., transcription and translation), choose one and explain as needed in a display note
  • If none of the qualifiers applies to the items, the qualifier can be left blank, but consider whether the information might be more appropriate in another field such as:
Relationship Description Examples
Is based on / Is basis for
  • To show that an item has an intellectual relation to another
  • A creative work (Is based on) that is an adaptation or modernization of another work (Is basis for)
  • An executive summary (Is based on) published separately from a report/document (Is basis for)
Is format of / Has format
  • To show that the item has the same content in a different format
  • A photo negative (Is format of) and a print from the negative (Has format)
  • A print manuscript (Is format of) and a born-digital text file (Has format)
Is part of / Has part
  • To show that the item is part of a larger resource
  • To show that the item is a duplication of partial content from another resource
  • A book or report chapter (Is part of) that is also published as part of a complete volume (Has part)
  • An individual map (Is part of) that is also published in a book or atlas (Has part)
Is version of / Has version
  • To show that an item has a different edition (for text)
  • To show that the item has a near-identical copy (e.g., revisions of technical drawings)
  • A revised technical drawing (Is version of) and an earlier version in the same format (Has version)
  • Identical copies of a postcard or photo print, perhaps with different handwritten notes
References / Is referenced by
  • To show that an item is intellectually interrelated
  • To show that an item is cited or sourced in the content of another resource
  • A letter (References) that cites separate enclosures (Is referenced by)
  • A news script (References) and accompanying video clip (Is referenced by)
  • A report (References) published separately from appendices or figures (Is referenced by)
Replaces / Is replaced by
  • To show that a later version overrides an earlier one
  • A revised policy (Replaces) and a previous version (Is replaced by)
  • Any guidance/policy document (Replaces) and a previous version (Is replaced by)
Requires / Is required by
  • To show that an item needs another component
Has transcription / Is transcription of
  • To show that a handwritten item has a transcription
  • Any handwritten document -- letter, ledger, organizational minutes, etc. -- (Has transcription) and a typed version of the same content (Is transcription of)
  • A printed document written in calligraphy of fancy script, such as German Fraktur (Has transcription) and a simple type version (Is transcription of)
Has translation / Is translation of
  • To show that an item has versions in different languages
  • Any item written in any language -- pamphlet, letter, book, etc. -- (Has translation) that has also been published or made available in another language (Is translation of)
Conforms to**
  • To show that an item is compliant with a set of standards
 

** The “Conforms to” relationship is not currently used within the system. For more information, see the note below in the Comments section.

Other Examples

Detailed volumes with a separate summary

Summary report:

Is based on: Texas House Legislative Budget Estimates: 2016-2017 Biennium, Articles 1-3, ark:/67531/metapth641220

Is based on: Texas House Legislative Budget Estimates: 2016-2017 Biennium, Articles 4-10, ark:/67531/metapth640727

Each complete report:

Is basis for: Summary of Texas House Legislative Budget Board Estimates: 2016-17 Biennium, ark:/67531/metapth839391

Map with copies in multiple formats

Map of North Park Addition to Abilene, Texas [#1]:

Has format: Map of North Park Addition to Abilene, Texas [#2], OKHPB_0470, ark:/67531/metapth77939

Has format: Map of North Park Addition to Abilene, Texas [#3], OKHPB_0491, ark:/67531/metapth77960

Map of North Park Addition to Abilene, Texas [#2]:

Is format of: Map of North Park Addition to Abilene, Texas [#1], OKHPB_0468, ark:/67531/metapth77936

Is format of: Map of North Park Addition to Abilene, Texas [#3], OKHPB_0491, ark:/67531/metapth77960

Map of North Park Addition to Abilene, Texas [#3]:

Is format of: Map of North Park Addition to Abilene, Texas [#1], OKHPB_0468, ark:/67531/metapth77936

Is format of: Map of North Park Addition to Abilene, Texas [#2], OKHPB_0470, ark:/67531/metapth77939

Application materials with photos duplicated as separate items

For complete application document:

Has part: [Alexander Lowe House Photograph #1], ark:/67531/metapth495135

Has part: [Alexander Lowe House Photograph #2], ark:/67531/metapth495293

For each individual photo:

Is part of: [Historic Marker Application: Alexander Lowe House], ark:/67531/metapth477613

City Ordinances repeated in multiple volumes

For Ordinances 1-20 record:

Has version: [City of Clarendon Ledger: Ordinances 1-103], ark:/67531/metapth38109

For Ordinances 1-103 record:

Is version of: [City of Clarendon Ledger: Ordinances 1-20], ark:/67531/metapth38130

A series of volumes with a cumulative index

For General Index record:

References: Experiment Station Record Volume 61, ark:/67531/metadc5095

For Volume 61 record:

Is referenced by: Experiment Station Record General Index to Volumes 61-70, ark:/67531/metadc5055

A handwritten letter with a typed transcription

Original letter:

Has transcription: [Transcript of letter from Josephus Moore to Charles Moore, February 16, 1865], CBM_2079-019-004, ark:/67531/metapth203126

Transcription:

Is transcription of: [Letter from Josephus Moore to Charles Moore, February 16, 1865], CBM_2079-019-004, ark:/67531/metapth203348

A Texas document published in both English and Spanish

For English version:

Has translation: Boletín de Noticias, Primavera 2013, ark:/67531/metapth640173

For Spanish version:

Is translation of: Texas Talking Book News, Spring 2013, ark:/67531/metapth653584

Comments

  • To make observations about related subject matter in the intellectual content of another resource (for example, photographs of the same storm-damaged building taken from different viewpoints), use the Note element.
  • Items may also have other content-based connections that are not represented best by a formal “Relation.” For example, materials may have topical, geographic, or temporal relationships represented in the Date, Coverage, Subject, or other appropriate fields.
  • Relationships are drawn primarily from Dublin Core Metadata Initiative (DCMI) standards (a full list of fields and controlled vocabulary terms can be accessed here).
    • The relationships for transcription and translation are locally added
    • We include “Conforms To” within our controlled vocabulary as a DCMI relationship, but it is not currently used within the system.
  • Local practice is to use the Relation field specifically to have reciprocal references between items in the Digital Collections, rather than describing relationships between an item in the Digital Collections and an external resource.

Resources

More Guidelines:

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