#######
Subject
#######
.. _subject-definition:
**********
Definition
**********
The subjects or topics that succinctly describe the content of the resource.
.. _subject-sources:
*******************************************
Where Can the Subject Information be Found?
*******************************************
In some cases, subjects may come from accompanying or supplementary information; generally the item must be read/examined to assign subjects and keywords, such as:
+---------------------------------------+-------------------------------------------------------+
|**Item Types** |**Information Sources** |
+=======================================+=======================================================+
|For text |- titles |
| |- abstracts |
| |- tables of contents |
| |- section/chapter headings |
| |- introduction/scope statements/text content |
+---------------------------------------+-------------------------------------------------------+
|For images |- notes on bottom or back of a photograph |
| |- visible items (people, surroundings, objects, etc.) |
| |- illustrations |
+---------------------------------------+-------------------------------------------------------+
|For maps |- statement in a caption |
| |- notes around the outside of the map |
| |- geographic area and time period of the map (content) |
+---------------------------------------+-------------------------------------------------------+
|For music scores |- title page or header |
| |- table of contents |
| |- lyrics |
+---------------------------------------+-------------------------------------------------------+
|For videos |- label on disc |
| |- container cover |
| |- title screens or content |
+---------------------------------------+-------------------------------------------------------+
|For sound files |- information on disc/cassette |
| |- container information |
| |- content of audio |
+---------------------------------------+-------------------------------------------------------+
|For computer files |- title page/screen |
| |- text of document (content) |
+---------------------------------------+-------------------------------------------------------+
.. _subject-form:
**************************************
How Subject Works in the Metadata Form
**************************************
.. image:: ../_static/images/edit-subject.png
:alt: Screenshot of subject element in metadata editing system.
Parts:
#. Subject qualifier -- drop-down menu
#. Subject -- text field
Repeatable?
Yes - to include multiple subjects, click 'Add' to repeat all field parts
Required?
Yes - two subject terms are required (:doc:`more information `)
.. _subject-fill:
************************************
How Should the Subject be Filled in?
************************************
.. _subject-general:
General Subject/Keyword Rules
=============================
- Information in the subject field should describe what the content is "about" answering questions like: who, what, where, and when
- Add as many terms as necessary to capture subject content:
- Two subjects (any type) are required, but an average of five subject/keyword entries is recommended (number varies depending on content)
- Avoid terms that are too general to describe a particular item
- Only include geographic subjects when the particular place is significant to the content
- Generally do not repeat information that is represented in other fields (e.g., material/resource type, geographic names that are identical to coverage locations)
- The use of controlled vocabularies is not required (except UNTL-BS terms for items in the Portal)
- Proper names can be subjects (persons, places, titles, etc.)
- Follow the general formatting rules for consistency:
- Use appropriate capitalization, punctuation, etc. depending on the type of subject
- Terms from controlled vocabularies must use the exact formatting prescribed by the source
- Choose the appropriate subject type from the `controlled vocabulary `_
.. _subject-keywords:
Keywords and Phrases (KWD)
==========================
.. _subject-kwdformat:
Formatting Keywords
-------------------
+-----------------------------------------------------------+---------------------------------------+
| **Guideline** | **Examples** |
+===========================================================+=======================================+
|- Add informal keywords as needed to help users locate the|puppies |
| resource | |
|- Do not repeat terms from controlled vocabularies as | |
| keywords | |
+-----------------------------------------------------------+---------------------------------------+
|- Keywords should be lowercase |costumes |
+-----------------------------------------------------------+---------------------------------------+
|- Only capitalize proper nouns |Cretaceous geologic period |
+-----------------------------------------------------------+---------------------------------------+
|- Use punctuation when applicable |long-range planning |
+-----------------------------------------------------------+---------------------------------------+
|- If needed, including multiple versions with different | | man-made lakes |
| spacing/punctuation | | manmade lakes |
+-----------------------------------------------------------+---------------------------------------+
|- Do not add quotation marks to titles |Romeo and Juliet |
+-----------------------------------------------------------+---------------------------------------+
|- Use plural forms of keywords |clothespins |
+-----------------------------------------------------------+---------------------------------------+
|- The singular form may be used when there is no |quilting |
| reasonable plural | |
+-----------------------------------------------------------+---------------------------------------+
|When referring to a company, organization, school, military| | *Description:* Postcard of buildings|
|installation, etc., the abbreviated version of the name can| at Ft. McIntosh. |
|be used, but the full name must appear at least once in the| | *Keyword:* Fort McIntosh |
|record (e.g., the content description or subject) | |
| | | UNT |
+-----------------------------------------------------------+---------------------------------------+
|Prefer applicable controlled terms when they are readily- | | *LCGFT:* Portraits |
|available (e.g., for more specific material information) | |
| | | *Keyword:* quarterly reports |
| | |
| | | *TGM:* Cabinet photographs |
+-----------------------------------------------------------+---------------------------------------+
.. _subject-kwdassign:
Assigning Keywords
------------------
- When assigning keywords, keep in mind that they should help users find the item you're describing and also help the item be found with other, similar items
- Follow all formatting guidelines (e.g., generally lowercase and plural)
- Here are some suggestions:
+-----------------------------------------------------------+------------------------------------------+--------------------------------+
| **Guideline** | **Instead of:** | **Consider:** |
+===========================================================+==========================================+================================+
|Keep keywords short -- break up long, complex phrases |ACI service awards for Austin and Dallas | | Airport Council International|
| |airports | | ACI |
| | | | service awards |
| | | | airports |
| +------------------------------------------+--------------------------------+
| |crude oil and petroleum products markets | | crude oil |
| | | | oil products |
| | | | petroleum products |
| | | | fuel markets |
+-----------------------------------------------------------+------------------------------------------+--------------------------------+
|Split up proper names and abbreviations/acronyms |National Environmental Policy Act (NEPA) | | National Environmental Policy|
| | | Act |
| | | | NEPA |
+-----------------------------------------------------------+------------------------------------------+--------------------------------+
|Remove unnecessary articles |the DREAM Act |DREAM Act |
+-----------------------------------------------------------+------------------------------------------+--------------------------------+
|Reorder words to create shorter phrases, when appropriate |disposal of waste |waste disposal |
| +------------------------------------------+--------------------------------+
| |books in astronomy |astronomy books |
+-----------------------------------------------------------+------------------------------------------+--------------------------------+
|Every keyword should have a noun |horseback | | horseback riding |
| | | | horseback riders |
+-----------------------------------------------------------+------------------------------------------+--------------------------------+
|Add descriptors if the term is extremely vague |processing | | data processing |
| | | | grain processing |
| | | | water processing |
| | | | financial processing |
| | | | agricultural processing |
+-----------------------------------------------------------+------------------------------------------+--------------------------------+
.. _subject-animal:
Named Animals (namedAnimal)
===========================
- If an identified pet or other animal is visible in a photo or a
primary subject of a text, the name can be added as a "Named Animal"
+-----------------------------------------------------------+---------------------------------------+
| **Guideline** | **Examples** |
+===========================================================+=======================================+
|Include the name exactly as written/punctuated | | Rolph |
| | |
| | | Dox Happy Rx |
| | |
| | | Bit O'Man |
+-----------------------------------------------------------+---------------------------------------+
.. _subject-person:
Named Persons (named_person)
============================
- 'Named persons' refers to people who are significant in some way to
the content of the item (see below for clarification)
- Only include names as 'named persons' if a surname is known
- If only a first name, first and middle names, or nickname is known:
- Use the name in the content description (if relevant)
- Use the name in the title (if relevant)
- All names should have the same format:
+-----------------------------------------------------------+-------------------------------------------+
| **Guideline** | **Examples** |
+===========================================================+===========================================+
|Invert the name (Last, First Middle) |Lott, Leanna Ivory |
+-----------------------------------------------------------+-------------------------------------------+
|Use any known part of the name, including initials) if the |Thompson, J. D. |
|full name is unknown | |
+-----------------------------------------------------------+-------------------------------------------+
|Include additional names as middle names |Williams, Mary Deline Xenia Buchanan |
+-----------------------------------------------------------+-------------------------------------------+
|Names that are hyphenated or have multiple parts are all | | Smith-Jones, John |
|considered "last names" | |
| | | van Tyen, Jan |
+-----------------------------------------------------------+-------------------------------------------+
|- Include known titles before the first name (optional | | Steever, Col. Edgar Z. |
| when not necessary to identify the specific person, as | |
| these may change over time) | | Stolte, Hugo C., Jr. |
|- Include known suffixes at the end of the name after a | |
| second comma | | Petersen, Mrs. P. J. |
+-----------------------------------------------------------+-------------------------------------------+
|Nicknames can be included in parentheses at the end of the |Wind, Ellis (Pee Wee) |
|name | |
+-----------------------------------------------------------+-------------------------------------------+
|If a person has an alternate name or alias, include their | | *Named Person:* Cody, William Frederick |
|real name under "named person" and aliases as keywords | | *Keyword:* Buffalo Bill |
+-----------------------------------------------------------+-------------------------------------------+
|- If an authorized name (from the `Library of Congress |*Named Person:* Austin, Stephen F. |
| `_ ) is known, it may be used in |(Stephen Fuller), 1793-1836 |
| the named person entry +-------------------------------------------+
|- Alternately, if the authorized version does not include | | *LCSH:* Johnson, Lady Bird, 1912-2007 |
| information (such as "Jr.") that could be helpful, it | | *Named Person:* Johnson, Claudia Alta |
| may be included as an LCSH term, with fuller version | Taylor (Lady Bird) |
| in named person | |
+-----------------------------------------------------------+-------------------------------------------+
|If a person is identified with both a married name and a | | Buchanan, Menvil Mae |
|prior name, a separate named person entry for each surname | | Seastrunk, Menvil Mae |
|may be entered, or the maiden name may be incorporated | |
| | | Quinby, Georgianna G. Richardson |
+-----------------------------------------------------------+-------------------------------------------+
Should someone be a 'named person'?
-----------------------------------
- For images, the person must physically be part of the content
- For text, part of the content must be "about" the person
- Here are some general guidelines:
+-----------------------------------------------------------+-----------------------------------------------------------+---------------------------------------+
| **Named Person** | **Not a Named Person** | **Instead:** |
+===========================================================+===========================================================+=======================================+
|Person definitely identified in a photograph |Person hesitantly identified (S. M. Garvin?) |Add name as a keyword |
| +-----------------------------------------------------------+ |
| |Person is not physically visible in a photograph | |
| +-----------------------------------------------------------+ |
| |Statue or likeness of a person | |
+-----------------------------------------------------------+-----------------------------------------------------------+---------------------------------------+
|Plaintiff or defendant in a court case |Person mentioned once in court transcript |(Not included) |
+-----------------------------------------------------------+-----------------------------------------------------------+---------------------------------------+
|Person who is the subject of an entire or significant |Person mentioned in a paragraph or two of a book |(Not included) |
|portion of a book | | |
+-----------------------------------------------------------+-----------------------------------------------------------+---------------------------------------+
|Author of an autobiography |Author of texts not about themselves |Add author as creator (or contributor) |
+-----------------------------------------------------------+-----------------------------------------------------------+---------------------------------------+
|Personal author and addressee of a letter |Person mentioned in passing in a letter |(Not included) |
+-----------------------------------------------------------+-----------------------------------------------------------+---------------------------------------+
.. _subject-untlbs:
UNT Libraries Browse Subjects (UNTL-BS)
=======================================
- UNTL-BS terms are used for records in The Portal to Texas History
- For records about Portal objects, include at least one subject
(preferably more) from the UNT Libraries Browse Structure
- Choose as many appropriate terms as necessary from the `UNTL-BS
list `_
+-----------------------------------------------------------+---------------------------------------+
| **Guideline** | **Examples** |
+===========================================================+=======================================+
|Terms in the UNTL browse subjects are separated by a single|Sports and Recreation - Riding - Bulls |
|dash and spaces (Term - Term) | |
+-----------------------------------------------------------+---------------------------------------+
|- For subject strings that have several levels, do not |Social Life and Customs - Customs - |
| include each part separately -- only use the most |Weddings |
| specific or relevant string(s) | |
| | |
|- For example, not: | |
| | |
| - Social Life and Customs *and* | |
| - Social Life and Customs - Customs *and* | |
| - Social Life and Customs - Customs - Weddings | |
+-----------------------------------------------------------+---------------------------------------+
|- Only use UNTL-BS terms starting with "Places" when: | | Places - United States - Midwestern |
| | Region |
| - The place itself is important to the content of the | |
| item -- i.e., it is "about" the place" -- such as a | | Places - Republic of Texas |
| map or travel book | |
| - The place is not duplicated in the coverage place | |
| field -- such as U.S. regions or historic locations | |
| that are in the UNTL-BS but cannot be coverage | |
| places | |
| - And/or there are not other, more relevant terms | |
+-----------------------------------------------------------+---------------------------------------+
Note: Additional subjects are added to the UNTL-BS when there are
enough items to warrant it, so the number of subjects is consistently
growing. If you would like to suggest a new subject, please notify
Hannah Tarver (hannah.tarver@unt.edu).
.. _subject-other:
Subjects from Other Established Thesauri or Controlled Vocabularies
===================================================================
- The UNT Libraries schema supports a number of controlled
vocabularies and encourages the use of any readily-available
subjects (e.g., from established thesauri or discipline-related word
lists) that would be helpful for users
- Editors are never required to include terms from external controlled
vocabularies
- When included, the vocabulary used should be identified for each
term
- Do not use terms that duplicate resource types, e.g., "Photographs"
- If the name of the controlled vocabulary is not in the list, choose
"other" and notify the `metadata administrators `_
.. _subject-lcsh:
Library of Congress Subject Headings (LCSH)
-------------------------------------------
+-----------------------------------------------------------+-----------------------------------------+
| **Guideline** | **Examples** |
+===========================================================+=========================================+
|- Subject strings must be formulated according to Library | | Bee culture \-- Equipment and supplies|
| of Congress rules | |
|- Terms are separated by a double dash (Term -- Term) | | Capote, Truman, 1924- |
| | |
| | | Fort Wolters (Tex.) |
+-----------------------------------------------------------+-----------------------------------------+
|- If the item has been previously described in a library |Costume \-- China \-- History \-- |
| catalog record, that may be a good source of relevant |Ming-Qing dynasties, 1368-1912 |
| subjects | |
|- You may need to tweak the formatting depending on how | |
| the subjects are displayed | |
+-----------------------------------------------------------+-----------------------------------------+
|- Generally prefer terms that don't duplicate other | | *LCSH:* Texas. Department of |
| information, e.g.: | Transportation \-- Evaluation |
| | | *LCGFT:* Periodicals |
| - Consider leaving out geographic subdivisions that | | *LCGFT:* Annual reports |
| overlap with coverage place(s) | |
| - Use separate LCGFT terms rather than form | |
| subdivisions | |
+-----------------------------------------------------------+-----------------------------------------+
.. _subject-lcgft:
Library of Congress Genre/Form Terms (LCGFT)
--------------------------------------------
- If there are relevant genre/form terms (e.g., taken from an LCSH subject string), they may be added as subjects
- Note that unlike other subjects, these terms describe the *physical* item or *type* of content rather than what
the item is about
+-----------------------------------------------------------+---------------------------------------+
| **Guideline** | **Examples** |
+===========================================================+=======================================+
|- Subject terms must come from the LCGFT thesaurus |Blank forms |
|- Add one (or more) terms if they add more information +---------------------------------------+
|- Do not add LCGFT terms that only duplicate the resource |Greeting cards |
| type (e.g., Photographs or Postcards) +---------------------------------------+
|- Terms that provide *more specific* information may be |Cadastral maps |
| included (e.g., *type* of map, book, photo) +---------------------------------------+
| |Handbooks and manuals |
| +---------------------------------------+
| |Statistics |
+-----------------------------------------------------------+---------------------------------------+
.. _subject-examples:
***************
Other Examples:
***************
Navy pamphlet: The Texas Navy.
- *UNTL-BS:* Military and Wars - Wars - Texas Revolution
- *UNTL-BS:* Military and War - Transportation - Ships
- *LCSH:* Texas \-- History, Naval
- *LCSH:* Texas \-- History \-- Republic, 1836-1846
- *KWD:* independence
- *KWD:* battleships
- *KWD:* schooners
- *KWD:* naval vessels
- *KWD:* Nimitz
Photograph: [Look-out Tower at Fort Davis]
- *LCSH:* New Deal, 1933-1939
- *LCSH:* Davis Mountain State Park (Tex.)
- *UNTL-BS:* Architecture - Civil Works
- *UNTL-BS:* Landscape and Nature - State and National Parks
- *KWD:* Civilian Conservation Corps
- *KWD:* overlooks
- *KWD:* scenery
- *KWD:* mountains
- *KWD:* deserts
Photograph: Jim Goin and Mr. [Fred] Cummings. Ice delivery in Aubrey
- *UNTL-BS:* People - Individuals
- *UNTL-BS:* Business, Economics and Finance - Transportation - Automobiles
- *KWD:* cars
- *KWD:* wagons
- *named_person:* Goin, Jim
- *named_person:* Cummings, Mr. Fred
Letter to Cromwell Anson Jones, 19 May 1869
- *UNTL-BS:* People - Individuals - Mary Jones
- *UNTL-BS:* Social Life and Customs - Correspondence
- *LCGFT:* Personal correspondence
- *LCSH:* Jones, Mary Smith McCrory, 1819-1907
- *named_person:* Jones, Cromwell Anson
Map of the Missouri, Kansas and Texas Railway
- *UNTL-BS:* Landscape and Nature - Geography and Maps
- *UNTL-BS:* Business, Economics and Finance - Transportation - Railroads
- *LCSH:* Missouri, Kansas and Texas Railway
Texian Campaigne plate
- *UNTL-BS:* Military and War - Wars - Mexican War
- *UNTL-BS:* Social Life and Customs - Furnishings - Dishes
- *NMC (Chenhall's):* Food T&E
- *NMC (Chenhall's):* Tools & Equipment for Materials
- *KWD:* ceramics
- *KWD:* plates
- *KWD:* Texian Campaigne
Surgical Scalpel, 19th Century
- *UNTL-BS:* Science and Technology
- *OTH:* Devices, Medical
- *KWD:* surgical knife
- *KWD:* surgical knives
Thesis: An 8-step program: Shaping and fixed-time food delivery effects on several approximations and undesired responses in goats
- *LCSH:* Clicker training (Animal training)
- *LCSH:* Goats \-- Training
- *LCSH:* Operant conditioning
- *KWD:* shaping
Music score: Daisy: Opera in Two Acts
- *LCSH:* Low, Juliette Gordon, 1860-1927 \-- Drama
- *LCSH:* Girl Scouts
- *LCSH:* Operas
- *LCGFT:* Scores
- *KWD:* Girl Scouts of America
- *KWD:* music
- *KWD:* conductors
- *KWD:* voices
- *KWD:* instruments
Photograph: [Portrait of Jessie Bogle Hubbard]
- *LCSH:* Bogle family
- *UNTL-BS:* People - Individuals
- *UNTL-BS:* Social Life and Customs - Customs - Weddings
- *KWD:* wedding dresses
- *LCGFT:* Portraits
- *named_person:* Bogle, Jessie
- *named_person:* Hubbard, Jessie Bogle
Architectural Drawing: Elementary School Building, Fort Stockton, Texas: Ceiling Plans
- *LCSH:* Public schools -- Designs and plans
- *UNTL-BS:* Architecture - Buildings
- *UNTL-BS:* Education - Schools - Buildings
- *AAT:* elementary schools (buildings)
- *KWD:* Fort Stockton Independent School District
.. _subject-comments:
********
Comments
********
- Since the "subject and keywords" element may describe both what the
object is about and the format in some cases, subject-related
information may be repeated in other elements:
- An image with a :doc:`Resource Type ` "Photograph" could have a more
specific subject term such as "cabinet card," (keyword), "Panoramic photographs" (TGM),
or "group portraits" (AAT)
- To describe a resource, such as an autobiography, that is about
its creator, place the creator's name in both the
subject/keyword element and the :doc:`Creator ` element.
- Although geographic terms are normally handled by the
:doc: `Coverage ` (Place Name) element, subject fields could include
geographic terms as well if the location is significant to the
content, or if there are variant names.
- When using an established controlled vocabulary, follow all rules
related to scope and formatting
- E.g., the scope for the LCGFT includes the following
disciplines: moving images (films, television programs, and
video recordings), spoken-word recorded sounds, legal materials,
and cartographic materials
.. _subject-resources:
*********
Resources
*********
- UNT Subject Qualifier `Controlled Vocabulary `_
Resources for Selected Vocabularies:
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|Controlled Vocabulary |UNTL Code |Links to Resources |
+===================================+===============+=======================================================================================+
|University of North Texas Libraries|UNTL-BS |`University of North Texas Libraries Browse Subjects |
|Browse Subjects | |`_ |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|Art and Architecture Thesaurus |AAT |`Art and Architecture Thesaurus |
|(Getty) | |`_ |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|Library of Congress (LC) | | | `Thesauri and Controlled Vocabularies `_ |
| | | |
| | | | `Classification Web |
| | | `_ |
| | | (Accessible to UNT staff/students) |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|- Legislative Subject Terms |LST |`Legislative Subject Terms |
| | |`_ |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|- Library of Congress Subject |LCSH | | `Library of Congress Authorities `_ |
| Headings | | |
| | | | `Library of Congress Subject Headings |
| | | `_ |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|- LC Genre/Form Terms |LCGFT |`Library of Congress Genre/Form Terms |
| | |`_ |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|- LC Medium of Performance |LCMPT |`Library of Congress Medium of Performance Thesaurus |
| Thesaurus | |`_ |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
|- LC Thesaurus for Graphic |TGM | | `Thesaurus for Graphic Materials I: Subject Terms |
| Materials | | `_ |
| | | |
| | | | `Thesaurus for Graphic Materials |
| | | `_ |
+-----------------------------------+---------------+---------------------------------------------------------------------------------------+
**More Guidelines:**
- :doc:`Quick-Start Metadata Guide `
- `Metadata Home `_