================================================== More Guidance for Formulating Content Descriptions ================================================== This page is intended to supplement general guidelines for :ref:`content descriptions `; in some cases, there may also be collection- or material-specific guidelines that already have additional suggestions and examples, including: - :doc:`Correspondence ` - :doc:`Serials ` - :doc:`Oral histories ` - :doc:`Photos ` (See the full list of guides in the left-hand menu.) ******* Purpose ******* The best place to start thinking about how to write a content description is to consider what purpose it serves. Mainly, it is intended to help a user determine if an item will be useful for their purposes, or contains the information they are seeking. In library parlance, we talk about user tasks and how item records assist a user to (1) find materials, (2) identify which items may be useful, (3) select the most appropriate options, and (4) obtain those books/items. Digital libraries collapse some of those steps by providing immediate access, but when a user is researching or looking for something specific, it can still be difficult to look at a list of hundreds of search results and identify the most likely options. One thing to remember is that the purpose for an item may not be the same for every user. For example, multiple people might find the same image of a house useful in different ways such as: - an image of an architectural feature - context for genealogical research into owners - an example of a photographic format or technique - color ideas or images for an artwork - landscaping ideas - handwriting samples (if something is written on the back) There is no expectation that we can guess every possible use-case or incorporate all of them into a content description. But the general idea is to describe the overall content in a neutral way so that most users would be able to tell if the thing they need is likely to be in the text or image of that item. Other general considerations when thinking about what to include: - Content descriptions display in search results and are part of the harvested information shared with DPLA, etc. (sometimes this is the primary text a user is looking at to determine usefulness) - For an image or handwritten materials, only the information in the record is searchable vs. printed text in which the full-text of the item is *also* searchable - A description should mention anything significant or out of the ordinary, but not every single detail; for *most* items, a description should not take more than 5 minutes or so - Generally try not to repeat information from other fields (creator, subject, coverage, etc.) unless it serves a specific purpose or is central to the content - Even though a description should start with the type of item, try to avoid short, choppy sentences The next sections give more specific examples and suggestions based on material types. **** Text **** In some ways, text can be easier than images, because it usually has a coherent topic and published items likely have some kind of description already. The challenge is summarizing in a way that is helpful for users. Book, report, article, paper, book chapter, review, thesis/dissertation ======================================================================== +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- In *some* cases, it could make sense to quote or copy a |Abstract: A review of all work on uranium hydride | | published abstract, introduction, or blurb description |published in the CC, CT, CN and CE reports to January 1, | |- If you copy information from the item, always label and/or |1944, is presented. Some additional information not yet | | cite it to be clear that it is not editor-created text |published has been included, so this report includes all | |- Here are some reasons copying text might *not* be |data known from the above sources and at Ames to the above | | appropriate: |date. This report supersedes all previous report on | | |uranium hydride coming out of the Ames laboratory. | | - The text is very long and won't display well in search +-----------------------------------------------------------+ | results |Partial abstract: "This report presents the results from | | - The abstract/blurb summarizes the *topic* -- like an |the second year of research work investigating issues with | | executive summary -- but not the *kind* of information |flexible base acceptance testing within the Texas | | in the text (e.g., data vs. analysis, personal |Department of Transportation (TxDOT).... Based on the | | narrative vs. objective biographical information, etc.) |findings, this report presents a modified construction | | - There might be value in summarizing or re-phrasing the |specification for flexible base and a draft test procedure | | content to supplement the full-text instead of |for using the [dynamic cone penetrometer (DCP)] for | | duplicating it |compaction acceptance." | +---------------------------------------------------------------+-----------------------------------------------------------+ |- When creating a new description, it is generally helpful to |Report analyzing data from the 1960 census to provide | | look at any front matter (foreword, abstract, introduction, |recommendations about areas in Dallas that are stable and | | table of contents) and any other description (e.g., on a |healthy versus those that showed signs of deterioration and| | book flap or back cover) to get a sense of what is included |might require additional evaluation and improvements to | |- Try to describe both the topic and the kind of information |housing and infrastructure. | | a user would find in the text, for example: +-----------------------------------------------------------+ | |This report provides sources for finding quotes for use in | | - Is it a summary, synthesis, or analysis of data or a |speeches. The resources are divided into three categories: | | longer report/text -- like a brief report or executive |(1) General Quotations, (2) Americana, and (3) Religion. | | summary? +-----------------------------------------------------------+ | - For a technical-type of report/article/thesis: |Research paper written by Danny Roman about a plane crash | | |that happened in 1919 in Marfa that killed Benito Viscaino,| | - Is it describing an experiment/study? |Jr., and Augustin Viscaino. The paper was written for a | | - Does it include actual data or results? |class at Marfa High School in 1978. | | - Is there analysis/discussion or *only* data? +-----------------------------------------------------------+ | - Is it a progress report or part of a series about |Article discussing the near-death experience (NDE) of | | a broader topic? |George de Benneville during the 18th century, regarding his| | - Is it an introductory text providing a survey of |autobiographical account of the religious vision he had | | literature, a bibliography, or general explanation |during his experience. It also compares the account to | | of a topic? |other ancient and modern NDEs. | | +-----------------------------------------------------------+ | - For a non-technical report (e.g., annual report, |Report discussing a set of tools and options for Texas | | financial reports, etc.): |Department of Transportation (TxDOT) personnel regarding | | |timely vegetation establishment to meet Texas Pollutant | | - What unit/level is being described -- a whole agency|Discharge Elimination System (TPDES) regulatory | | (e.g., Department of Agriculture), a specific unit |requirements, minimize project delays, and help reduce | | (e.g., Division of Statistics), a program or |long-term costs in vegetation development and management. | | grant-funded initiative, etc.? +-----------------------------------------------------------+ | - What kind of content is it -- a description of |Revised field guide, organized as an easy reference book to| | activities and accomplishments, data or financial |gas stations in Texas, addressing the history and | | records, analysis of operations (e.g., for a |development of gas stations and oil companies operating in | | sunset review), summary of survey results, a |Texas and discussing registration requirements for gas | | progress report providing updates, etc.? |stations. This version includes a company branding guide, | | - What period is covered? One year, multiple years; |a matrix of gas station evolution over time, and expansions| | fiscal period(s), academic or calendar year(s), etc.|of various other sections. | | - Is there any introductory or background information,+-----------------------------------------------------------+ | e.g., the history or organizational structure of the|Summary version providing highlights from the annual | | agency, organization, unit, etc.? |financial report of the Teacher Retirement System of Texas | | - Does it include multiple parts, e.g., an auditor's |documenting income, expenditures, and other relevant | | report/statement and the original financial report? |financial information for fiscal year 2025. | | - For regularly-occurring reports, also see: +-----------------------------------------------------------+ | :doc:`Serials ` |Personal memoirs of Ann van Wynen Tomas about her time in | | |the U.S. Foreign Service during World War II, serving in | | - For a general book/essay/article/etc.: |South Africa and later at the Dutch Government in Exile, | | |in London. | | - What is the genre or overall content, e.g., +-----------------------------------------------------------+ | autobiography, fiction, compilation of essays, |This volume about Bosque County includes introductory | | general non-fiction about a specific topic, etc.? |material about the history and geography of the area, | | - What topics are covered? (A table of contents may |community histories, and family histories with genealogical| | be helpful for this.) |information. Index starts on page 788. | | - Is there anything specific about the scope or topic +-----------------------------------------------------------+ | that is important to note? |Book outlining the early history of medicine and of medical| | - If it is a review (i.e., an article reviewing a |societies in Texas, along with brief biographical sketches | | book, movie, resource, etc.), what is the item being|of prominent physicians by county. It includes excerpts of| | reviewed and is there anything of significance about|newspaper articles, association meeting minutes, and other | | the item's author/creator or content? Does the |sources documenting practices over time. | | review provide in-depth analysis or commentary? Is +-----------------------------------------------------------+ | there a "rating" or anything specific about the |First part of the Financial Allocation Study for Texas | | review that is helpful to know? |(FAST), a project to study school districts and campuses | | |find better ways of allocating resources. This section | | - Other general information: |contains an executive summary of the project and results. | | +-----------------------------------------------------------+ | - Is it a part/volume of a larger body of text? What |Review of Anita N. Martinez Ballet Folklórico's production | | information/data/etc. is in this specific part? (It|of "A Tale of Two Quinces," including an overview of the | | may be appropriate to describe the topic generally |plot and analysis of the play's themes as well as | | and then the specifics for that volume.) |statements related to the venue. | | - Does it have an index and/or any appendices that | | | seem significant to note? | | +---------------------------------------------------------------+-----------------------------------------------------------+ Yearbooks, newsletters, journals, other serials =============================================== - Note that there are guidelines specifically for :doc:`Serials ` and the description for a serial will generally be essentially the same across item records +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- It may also be helpful to consider/note: |Book documenting the 1944 class of pilots at Cimarron Field| | |in Oklahoma City, Oklahoma. It includes graduating | | - if there is an index |students, instructors, and other information about the | | - if there are advertisements (this may also be handled as|class and the program. | | subjects) +-----------------------------------------------------------+ | - if there is anything unusual for the type, like a |Special issue of a quarterly publication of the Texas | | "yearbook" for a class that does not occur annually |Historical Commission featuring the discovery, history, and| | (e.g., flight schools, police academies, etc.) |recovery of the La Salle shipwreck, including a brief | | - if there is a significant topic or if it is a "special |description of La Salle's 17th-century expedition to Texas,| | issue" and may be different than the usual content |a description of the fate of the ship, a short | | |bibliography, and donation requests. | +---------------------------------------------------------------+-----------------------------------------------------------+ Pamphlets, booklets, flyers, etc. ================================= - For some booklets or pamphlets, it may be appropriate to follow the guidance for book-like items; for our purposes a "pamphlet" is 50 pages or less and a book is >50 pages, but the content may still be a report or description of a specific topic (and may have multiple sections or a table of contents) - If the content is more similar to another type (e.g., newsletter, report, catalog, etc.), review the most appropriate section to describe that particular item +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- More specific types of items: |Program for activities at the Johnson County centennial | | |including a list of people in the royal procession and a | | - For event programs: |summary of the drama about the history of the county, with | | |a list of participants and descriptions of each act. | | - What information is included? Is it just the +-----------------------------------------------------------+ | list of events, or other topics, like: background |Bulletin listing the order of service for Mother's Day at | | information; biographies of cast/performers; |Beth El Congregation in Fort Worth, including prayers and | | synopsis of a play; lists of performers, donors, |hymn numbers. | | organizers, etc.? +-----------------------------------------------------------+ | - Does it contain advertisements? (This may also be |Funeral program for Mrs. Belzora Teague, born August 13, | | handled as subjects) |1926 and died December 18, 1976. The funeral was held | | - Are there multiple dates, locations, etc.? |December 23, 1976 at Antioch Baptist Church, officiated by | | |Rev. J. J. Rector. Funeral arrangements were made through | | |Carter-Taylor Mortuary, and she was buried in Fort Sam | | - For informational pamphlets: |Houston National Cemetery near San Antonio, Texas. | | +-----------------------------------------------------------+ | - What section headers/information are included? |Pamphlet providing an overview of the town of El Paso and | | - Does it include data (e.g., tables or graphs)? |brief descriptions of missions and tourist spots in El Paso| | - Are there important diagrams, maps, etc.? |and its counterpart, Juarez. | | - Is there contact information? +-----------------------------------------------------------+ | |Document answering frequently asked questions about | | |toxicity factors and human health, including air monitoring| | |and other testing methods, cancer rates, and the staff | | |toxicologists. | +---------------------------------------------------------------+-----------------------------------------------------------+ Letters ======= - Note that there is a special guide for general :doc:`correspondence ` including letters and materials with similar content (like e-mails and telegrams) +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- Things to consider: |Letter from Catherine to her husband Joe discussing news | | |from home, including a visit with Joyce who stayed the | | - What is the general content, e.g.: personal news (like |night and went out with her, questions about his missions | | family members catching up), business letters about |based on a previous letter, and missing a visit from Dan J.| | specific orders or arrangements, legal correspondence |who was home briefly but will be back in January. | | about particular actions being planned (but not +-----------------------------------------------------------+ | formal legal documents), announcements or organization |Letter from Policarzo Martinez to the Laredo alcalde, | | news (e.g., sent to all members of a group? |informing him of three female fugitives. | | - Is there anything special or significant? Does the +-----------------------------------------------------------+ | letter focus on something in particular or general |Form letter from a constituent in Houston asking Barbara | | news? |Jordan to support legislation related to FDA regulations | | - Are there any people/places/events that are important |for vitamins and supplements (H.R. 643) along with a reply | | to the substance of the letter? |from Jordan saying that she has been supporting legislation| | - Are there attachments or enclosures? |to review the proposed regulations and suggest less | | |stringent alternatives. | | +-----------------------------------------------------------+ | |Letter from the Congregation Adath Yeshurun president to | | |congregants discussing the annual general congregational | | |meeting, including the meeting agenda, financial report, | | |and a list of the current members of the board of trustees.| +---------------------------------------------------------------+-----------------------------------------------------------+ Clippings ========= - Clippings can generally refer to any piece that has been removed from a larger text, but can vary in scope, e.g., an article cut out of a newspaper and a whole newspaper page (not a full issue) would both be labeled as clippings +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- In most cases, if there is a "primary" content (e.g., the |Newspaper clipping with two images of the "Herff Twins" | | clipping was removed for a specific image/article), the |Juanita (Mrs. Guy Chipman, Jr.) and Carolyn (Mrs. W. G. | | description will be very similar to any other article: |Kennon, Jr.) taken when they were students in Boerne at | | |top, and later as married adults below. The caption text | | - What is the broad topic of the content? Is it covering |explains that the women are deeding family land to Boerne | | a specific person, place, event, etc.? |for educational uses. | | - Does it include background or analysis? +-----------------------------------------------------------+ | - Is there data? Important images (graphs, maps, etc.)? |Photocopy of a newspaper clipping providing an editorial | | |commentary about methods used by law enforcement and the | |- Aside from the primary content, you should also briefly |broader legal system financed by "anti-crime" laws and | | address any other content, such as: |whether those methods actually affect the underlying causes| | |of crime or address the crimes that most directly impact | | - Advertisements (e.g., in magazine pages, on the back |members of a community. | | of a newspaper clipping, etc.) +-----------------------------------------------------------+ | - Portions of other text/articles/images |Article describing an Eta Beta celebration of the | | |completion of James and Virginia Marshall's "Rediscovery of| |- If a clipping is more substantive than an article, describe |the Elements" with photograph from the event. Three other | | the whole content rather than focusing on one part; this |articles appear on the right side of the page as part of | | will likely be a more generic overview unless there is |the "Collegiate and Professional News" section. | | something significant +-----------------------------------------------------------+ | |Front page of the Daily Ardmoreite for June 21, 1972, | | |including stories on the Animal Shelter, retirement of | | |Ancel Graham as Court Clerk, and combination of city | | |departments to form the Public Works Department. The back | | |of the page includes continuations of several front page | | |stories as well as an article about presidential candidate | | |McGovern, upcoming funerals, an obituary, and several ads. | | |There are handwritten notes at the bottom of the second | | |page related to the city department story. | +---------------------------------------------------------------+-----------------------------------------------------------+ Patents ======= - Note that there are special guidelines for :doc:`patents ` that include more specific information +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- It *may* be helpful to quote a portion of the description |Patent for improvements to cotton and cotton-seed presses | | if it is clear and succinct; otherwise, it may be more |that uses a combination of pulleys with a screw "to produce| | appropriate to rephrase/summarize |a very powerful press in which the follower is operated by | |- Generally consider: |four sets of toggle-joints, two of which are operated by a | | |screw and the other two by a rope and tackle, so as to | | - What is the concept of the patent? Is it for a whole |produce twice the amount of power usually exerted in | | machine/device or a component part? |toggle-joint presses" (lines 23-29). | | - Does it fall into a general category of usage, like +-----------------------------------------------------------+ | agricultural implements, railway parts, home appliances,|Design patent for a rosary watch-chain that includes | | etc.? |strings of beads, hearts, an image of the "Virgin Mary," | | - Is it a brand-new invention or a modification of a |and a watch-key in the shape of a crucifix. There is no | | previous design? |accompanying illustration. | | - Do the sections at the very beginning or very end +-----------------------------------------------------------+ | mention specific goals or improvements? For example, |Patent for a new and improved dynamometer for locomotives | | changes to make a device more efficient, easier to |for indicating traction power by using the movement of | | use/store, etc.? |water or other liquid under pressure to feed information to| | |a gauge. | +---------------------------------------------------------------+-----------------------------------------------------------+ Legal and legislative documents =============================== - Legal documents can be any formal, government-issued or attorney-drafted statements, proceedings, etc. - Legislative documents are issued by legislative bodies (e.g., text of bills) or legislative proceedings that do not fall under another category (e.g., reports by a legislative body or committee would be treated as "reports"; compilations of proceedings may be treated as "books") +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- First, what "kind" of thing is it? Note that most |Notarized document to incorporate The Community Artists' | | legal/legislative documents will explicitly state the type |Collective, a nonprofit corporation, including articles | | of item at the head of text or in the first sentences (but |related to the duration, purpose, and management of the | | sometimes it can be tricky to suss out). Some examples: |Collective. | | +-----------------------------------------------------------+ | - Certificate of birth, marriage, divorce, etc. |Documents related to the case of The State of Texas vs. | | - Affidavit, sworn statement, testimony, notarized |William Cockerel, accused of aggravated assault and battery| | statements etc. |on the person of Harriet Box, filed July 11, 1871. | | - Warrant or subpoena (for arrest, to demand a court |Documents are a bill of indictment signed by grand jury | | appearance, etc.)| |foreman W. H. Campbell and an arrest warrant and bond note | | - Deed, grant, contract, etc. transferring ownership of |for William Cockerel. | | land or property, or outlining other legal arrangements +-----------------------------------------------------------+ | - Transcripts of court proceedings (legal) or legislative |Promissory note from Perry Sayles to Farmers and Merchants | | entities (legislative) |National Bank of Abilene, Texas in the amount $68.00 with | | - Statement of indictments or charges |an interest rate of ten percent until the note is paid. | | - Wills, power of attorney, probate documents, etc. |There is a stamp on the front reading "Paid" dated March | | - Articles of incorporation for towns, organizations, etc.|22, 1935. | | - Promissory notes +-----------------------------------------------------------+ | - Contracts |Warrant issued by the mayor's office ordering the marshal | | - Court orders |of Laredo, Texas to arrest Concepción Ortiz for charges of | | - Text of bills or resolutions by a legislature |violating city ordinances. | | (legislative) or other entities, e.g., a municipal +-----------------------------------------------------------+ | government (legal) |A handwritten deed for land in Montgomery County, Texas, | | |sold from William Patton and his wife to R. L. Wooten. | |- Are there specific people being named in the document (e.g.,+-----------------------------------------------------------+ | someone transferring ownership, being asked to appear, etc.)|Original, signed contract certifying the sale of a Ford | | and what roles do they have? |Tudor from Smith Bros. Motor Company to Perry Sayles. It | |- Is there any explicit action or information, such as the |outlines the schedule of installments to cover the sale, to| | goal of a legislative bill, a payment plan for the purchase |be paid to the Universal Credit Company. | | of a property, etc.? +-----------------------------------------------------------+ | |Official diplomatic packet authorizing the transfer of | | |Wendell Tarver's remains from Monterrey, Mexico to Laredo, | | |Texas for burial. The official consul certificate is | | |signed and sealed with a ribbon that connects all of the | | |accompanying paperwork required for the transfer: the | | |official death certificate (in Spanish, documenting | | |Tarver's death at age 40 from a suspected heart attack, | | |"infarto del miocardio"), the affidavit from the embalmer | | |documenting the preparation for transfer, and travel orders| | |signed by the governor and the chief of public health | | |services ("Servicios Coordinados de Servicios Publica") in | | |Nuevo Leon. | | +-----------------------------------------------------------+ | |Affidavit sworn by Jeanetta W. Lyle attesting that she is | | |acquainted with Ruth Kirtley and that she conveyed land in | | |Hemphill County, Texas to Edward Gerald Lyle. | | +-----------------------------------------------------------+ | |Bill introduced by the Texas House of Representatives | | |relating to the powers and duties of the Cy-Champ Public | | |Utility District; providing authority to issue bonds; | | |providing authority to impose a tax. | +---------------------------------------------------------------+-----------------------------------------------------------+ Miscellaneous Text ================== - This category is used for any items that don't fit in a more specific type (pamphlet, correspondence, legal document, etc.) and are primarily or solely text based +---------------------------------------------------------------+-----------------------------------------------------------+ |Notes |Examples | +===============================================================+===========================================================+ |- First, what "kind" of thing is it? For example: |Envelope addressed to "Mrs. J. P. Osterhout," Junia Roberts| | |Osterhout, in Factoryville, Pennsylvania. The envelope is | | - Bill, receipt, invoice, check, or other financial |postmarked for October 30, 1879 from Belton, Texas. | | document +-----------------------------------------------------------+ | - Envelopes with no correspondence or other content |Hotel and bar bill from Brenners Park Hotel listing | | - Agendas, minutes, or organizational notes |itemized charges and the total cost. | | - Resumes, biographical statements, other personal +-----------------------------------------------------------+ | histories (not interviews or articles) |Itinerary for a trip taken by Mr. and Mrs. William A. | | - Inventories, itineraries, lists, etc. |Bonnet, partially accompanied by Dr. Edith Bonnet. This | | - Handwritten or typed notes (personal, class notes, etc.)|itinerary covers the departure/arrival cities as well as | | - Text entries removed from books or sources that do not |the times for both, hotel accommodations, and activities | | qualify as "clippings" (like diaries or ledgers, which |do once they reach their destinations. | | would be "books," if intact) +-----------------------------------------------------------+ | |This document includes journal entries from April 4 to | |- What is the general content? |April 11 in an unidentified year. Moore writes about a | |- Does it have a specific purpose or scope (e.g., itinerary |camping trip that is cut short by a "norther." The cold and| | for a particular group on a trip to {location} for {event})?|snowy weather damaged the wheat and corn crops. He details | |- Is there any (brief) context that would help users, |his trip into McKinney in the snow and the snowball a group| | especially if there is little content (e.g., handwritten |of boys were rolling in town. The next morning, on the 12, | | notes related to class assignments) |the winter weather had cleared up and by noon the snow was | | |nearly all gone. | | +-----------------------------------------------------------+ | |Check made out to James Baker for the amount of $250.00, | | |signed by K. K. Legett. | | +-----------------------------------------------------------+ | |List of foreign coins in a collection, including dates and | | |countries of origin for each. The list is written on a | | |piece of stationery from the Boscobel Shetland Pony Farm in| | |Denton, with the pony farm's proprietors listed along the | | |top, and a photograph of a pony printed at bottom left. The| | |list extends to the back of the paper. | +---------------------------------------------------------------+-----------------------------------------------------------+ {Other resource types to be added soon.}