========================== Reviewing Metadata Records ========================== This page discusses the kinds of things to look for when you review an individual metadata record. It's a good idea to proofread a record after you complete it, to make sure you didn't miss anything. The easiest way to do this is by looking at the item's summary page, which has a compact view of the whole record. It also attempts to flag certain fields that *might* have issues and should be checked. More information about the summary page and the warning flags can be found :doc: `here ` ************ Introduction ************ Generally, when you look at a record, you want to evaluate each field on thee main criteria: +---------------------------------------+---------------------------------------+---------------------------------------------------------------------------+ |Existence of values |Completeness of field content |Content of values | +---------------------------------------+---------------------------------------+---------------------------------------------------------------------------+ |* Is there a value in the field? |* For fields with qualifiers, does |* Does the value match the item? | | | every text value have a qualifier? |* Is it formatted and punctuated correctly? | | * If no, was information left out |* Do the qualifiers match the content?|* Have all placeholder values been | | (e.g., required fields)? |* If there are multiple parts (e.g., | replaced or *completely* removed? :doc: | | * If yes, is it appropriate, or does| publisher name/location), have all | `More about placeholders | | it belong (e.g., information | applicable components been included?| ` | | pasted into the wrong field)? | |* Has any information that does not apply to the item been removed? | | | | (e.g., suggested template values that may apply to other items in the | |* Has all appropriate information been| | collection but not to the specific item) | | included? | | | +---------------------------------------+---------------------------------------+---------------------------------------------------------------------------+ The next section provides in-depth suggestions about the kinds of things that you might want to check for each field. The field name links to the full guidelines if you want to verify any field usage or formatting. Also note that there are a number of collection- and type-specific guidelines in the left-hand menu that have more specific information and examples, when they apply. Remember: even though there is a lot of information on this page, review becomes quicker once you get familiar with the kinds of things you should look for. ***************** Individual Fields ***************** This section lists things to check for every field in the order that they appear on the record. Even though it's a good idea to check every field value, there are some general priorities: * **Required fields.** There must be a value in every required field for the record to be complete * **Filtering fields.** Some fields are tied to search filters and "Browse by..." interfaces, so it can be a good idea to pay more attention to these, or add information when it is missing or very general (e.g., date, subject, coverage places, series/serial titles) +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Title ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Does the record have 1 main title? |* Does every title entry have an |* Does the main title match the item | |* Does the record have any other | appropriate qualifier? | (e.g., text on the title page or | | titles? (Should it?) | | appropriate source)? | | | |* If the item does not have a formal | |.. warning: | | title, is the assigned main title | | | | appropriate and formatted in | | A single main title is REQUIRED for | | [brackets]? | | every record. | |* Do all titles have correct spelling,| | | | spacing, and punctuation? | | | |* Are there any placeholder components| | | | left behind, such as identifiers or | | | | {}? | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Creator ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Are any creator/s listed? |* Does every entry have both |* Are all of the creator names | |* If not, do you know who made the | -- type and role -- qualifiers? | applicable to the item (did they | | item? |* Do the types match (e.g., no | actually have a role making the | |* Have all appropriate creators been | agency/organization marked | item)? | | included? | "personal")? |* Are names formatted correctly? | |* Are any creator names listed twice? |* Are the roles appropriate to the | | | (Names can only be entered once per | item and the creator's | * Personal names should be | | record.) | responsibility? | inverted; applicable suffixes | | | | (e.g., "Jr.") at the end; | | |.. note: | no nicknames or prefixes | | | | except in specific cases | | | When there is a creator name, both | * Organization names are written | | | qualifiers are required. | as they appear; if there is a | | | | hierarchy (e.g., department in | | | | an agency or university), list | | | | them highest to lowest, | | | | separated by periods with a | | | | terminating period | | | | * Review formatting guidelines for| | | | any questions | | | | | | | |* Should any of the names be checked | | | | against an authority? (Sometimes | | | | name authority work may work easier | | | | at the collection level.) | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Contributor ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Are any contributor/s listed? |* Does every entry have both |* Are all of the contributor names | |* If not, are any missing (e.g., | -- type and role -- qualifiers? | applicable to the item (did they | | collection donors)? |* Do the types match (e.g., no | actually have a role in the creation| |* Have all appropriate contributors | agency/organization marked | or provenance of the item)? | | been included? | "personal")? |* Are names formatted correctly? | |* Are any contributor names listed |* Are the roles appropriate to the | | | twice? (Names can only be entered | item and the contributor's | * Personal names should be | | once per record.) | responsibility? | inverted; applicable suffixes | |* Are any contributors *also* listed | | (e.g., "Jr.") at the end; | | in the creator field? (Names cannot|.. note: | no nicknames or prefixes | | be listed in both creator & | | except in specific cases | | contributor.) | When there is a contributor name, | * Organization names are written | | | both qualifiers are required. | as they appear; if there is a | | | | hierarchy (e.g., department in | | | | an agency or university), list | | | | them highest to lowest, | | | | separated by periods with a | | | | terminating period | | | | * Review formatting guidelines for| | | | any questions | | | | | | | |* Should any of the names be checked | | | | against an authority? (Sometimes | | | | name authority work may work easier | | | | at the collection level.) | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Publisher ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is a publisher listed for the item? |* Have all known parts been entered? |* Is the publisher name formatted | |* Should the item have a publisher |* If city is unknown, is there an | correctly? | | listed? | appropriate general location (e.g., | | | | state or country level)? | * Personal names are *NOT* | | | | inverted | | | | * Organization names are written | | | | as they appear; if there is a | | | | hierarchy (e.g., department in | | | | an agency or university), list | | | | them highest to lowest, | | | | separated by periods with a | | | | terminating period | | | | * Review formatting guidelines for| | | | any questions | | | | | | | |* Is the location formatted correctly | | | | (i.e., city, state or city, country | | | | with no abbreviations)? | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Date ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there a creation date entered? |* Is every date value marked with the |* Does every date value conform to | |* Is the creation date (or an | correct qualifier? | EDTF (the system will flag invalid | | approximate date/date range) known? | | dates)? | |* Are any other applicable date types | |* Is the date an appropriate level of | | entered? | | specificity (i.e., more specific is | |* If the date is unknown, is there a | | generally better, but only if it is | | reasonable way to provide a range | | known)? | | (e.g., lifetime of a photographer)? | |* Does the date format and specificity| | | | match the item type e.g.: | | | | | | | | * For photos with known ranges, | | | | we generally prefer "one of | | | | a set" notation for photos, | | | | e.g., "taken between 1970 and | | | | 1973" > [1970..1973] | | | | * For serials that are published | | | | multiple times per year, include| | | | known month or season (to sort | | | | issues by publication date) | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Language ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there at least 1 language value |N/A |* Do any languages chosen match any | | chosen? | | visible written text or audible | |* Should there be multiple languages? | | spoken language? | |* For photos/images, is there text in | |* If there is no language (e.g., an | | or written on the item? | | image with no text, handwritten | | | | mathematical notes with no words, | |.. warning: | | etc.) is "No Language" chosen? | | | | | | A language value is REQUIRED for | | | | every record. | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Content Description ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there 1 content description? |* Is the qualifier marked "content"? |* Does the text describe the content | |* Are there additional *content* | | of the item? | | description entries (only 1 is | |* Does it start with a statement of | | allowed per record)? | | the type of item (e.g., "Photograph | | | | of..." or "Letter from..." or | |.. warning: | | "Article about...", etc.) | | | |* Is the text written in complete | | A single content description is | | sentences of reasonable lengths | | REQUIRED for every record. | | (e.g., not series of extremely | | | | short, choppy sentences)? | | | |* Is the spelling, spacing, and | | | | punctuation all correct? | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Physical Description ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there 1 physical description? |* Is the qualifier marked "physical"? |* Does the description format match | |* Are there additional *physical* | | the material type | | description entries (only 1 is | |* Do the details (such as pagination | | allowed per record)? | | or color) match the item? | |* Are all known details (like size) | |* Is the description punctuated and | | included? | | spaced correctly? | |* If there is no physical description | |* Are there any placeholder values | | can a partial statement be included | | that have not been removed (e.g., | | (For example, even if details or | | h cm. or # p.)? | | dimensions are unknown: just # p. | | | | for text; just kind of item; 1 | | | | photograph : col. or b&w, without | | | | format or size; etc.) | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Subject ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Does the record have at least 2 |* Does every subject entry have a |* Are the subjects applicable to the | | subject entries? | qualifier? | item? Are they useful if someone | |* Does the record have at least 1 |* Do the qualifiers match the | wants to find that specific item? | | UNTL-BS term (unless it is *only* | subject types? |* Does the formatting for each value | | in the Digital Library) | | match the type of subject? | |* If there is significant information | | | | about a person -- e.g., physically | | * Keywords should be lowercase | | visible in a photo, biographical | | and plural (except proper | | text, etc. -- are they listed as | | nouns) | | a named person? | | * Persons names are inverted | |* Does the record have (roughly) | | * Terms from controlled | | the number of subjects or types | | vocabularies must match the | | of subjects expected for the | | source authority | | collection or item type? | | | | | |* Is there a mix of general and | |.. warning: | | specific terms? (This is not | | | | required, but can be helpful for | | Two subject values of any type are | | some collections.) | | REQUIRED for every record. | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Primary Source ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* This is a radio button, so one |N/A |* If the item is *definitely* a | | value is always chosen: N/A, Yes, | | primary source (like a photo) or | | or No | | *definitely* not (like a history | | | | paper), is it marked correctly? | | | |* When it doubt, N/A is fine | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Coverage ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there coverage information in the|* Does every entry have a qualifier? |* Do all of the coverage entries | | field? |* Does every qualifier match the | match the content? | |* Is all of the known coverage | content? |* If there are place name/s are they | | information about the content | | at an appropriate level? | | included? | | | | | | * a photo taken "outside Austin" | | * Place name/s | | Austin" should be set to Travis | | * Date or date range (only 1 | | County | | entry) | | * a photo taken in San Antonio | | * Time period/s (Portal only) | | should list the city not "Texas"| | * Place point or box (usually 1) | | | | | |* If there is a coverage date entry, | |* If there is no place name, can a | | does it conform to EDTF formatting | | general location be added to | | (the system will flag invalid dates?| | support browsing by places | |* Are all the values formatted | | (e.g., a country or state level)? | | appropriately, including spacing, | | | | punctuation, and spelling? | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Source ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there a source value? |* Does every source entry have an |* Does the source apply to the item? | |* Should there be a source value? | appropriate qualifier? |* Is everything spelled correctly? | | | |* Does the value have reasonable | |.. note: | | formatting (spacing, punctuation, | | | | etc.) and all known info? | | Source is infrequently used, only | |* Have any placeholder values been | | for citing a source event or | | left in the record (e.g., for | | document for the item | | clippings)? | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Citation ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Has any citation information been |* Does every citation entry have a |* Does the citation information apply | | added? | qualifier? | to the item? | |* Should citation information be |* Do the qualifiers match the values? |* Are all of the values formatted | | added? | | appropriately (e.g., numbers or | | | | text)? | |.. note: | |* Are values entered with consistent | | | | formatting, especially for values | | Citation is infrequently used; it | | that will be repeated (e.g., titles | | applies to serials (e.g., volume | | or preferred citations) | | and issue numbers for articles) or | |* Is everything spelled correctly? | | to reference archival collections | | | | (preferred citations) in certain | | | | cases | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Relation ` | +---------------------------------------+---------------------------------------|---------------------------------------+ |* Are there any relation value/s in |* Does every relation entry have a |* Does every relation apply to the | | the record? | qualifier? | item? | |* Should additional relationships be |* Is the qualifier appropriate? |* Does every value include a title | | added? |* Does the qualifier have a | and ARK for the related item? | | | reciprocal? (With few exceptions, |* Are values spelled correctly, with | |.. note: | every relationship should be | appropriate spacing & punctuation? | | | reciprocal with record A pointing to| | | Relation is infrequently used and | B and B to A with opposite | | | only applies in specific situations;| qualifiers.) | | | check the guidelines for more info | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Collection ` & :doc: `Institution ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Collection and institution should be|N/A | | | pre-set at upload and generally do | | | | not need to be changed | | | |* Each record can have only 1 | | | | institution but *may* have more | | | | than 1 collection | | | |* Note that changing these fields may | | | | affect your access to edit those | | | | records | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Rights ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there any information in the |* Does every rights entry have a |* Does all of the rights information | | rights field? | qualifier? | (or quoted statements) match the | |* Should there be rights information |* Do all of the qualifiers match the | item? | | (e.g., if there is an explicit | information? |* Some sub-fields are controlled; do | | statement on the item}? | | those values come from the | | | | appropriate lists (these are also | | | | drop-down menus)? | | | |* Are any names or statements | | | | spelled and formatted correctly | | | | (e.g., spacing and punctuation)? | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Resource Type ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there a resource type value? |N/A |* Does the resource type match the | |* If there is no value, choose the | | item? | | most appropriate one from the list | |* Is the type the most appropriate | | | | value from the list? | |.. warning: | | | | | | | | A single resource type is REQUIRED | | | | for every record. | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Format ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Is there a format value? |N/A |* Does the format match the item? | |* If there is no value, choose the | | | | most appropriate one from the list | |* Does the format align with the | | | | resource type? | |.. warning: | | | | | | | | A single format is REQUIRED | | | | for every record. | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Identifier ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Are there identifier/s listed in the|* Does every identifier have a |* Do the identifiers match the item? | | record? | qualifier? |* Are the identifiers formatted | |* Should the item have identifiers? |* Are the qualifiers appropriate? | appropriately (spacing, punctuation,| |* Are all relevant identifiers | | etc.)? | | included? | |* Have any placeholder values been | | | | left in the identifier field (e.g., | | | | #)? | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Degree ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Are there values in the degree |* Does every entry have a qualifier? |* Does the degree information match | | field? |* Are the qualifiers appropriate? | the item? | |* Is all relevant degree information |* Have any qualifiers (except |* Are all values formatted | | included? | department) been repeated? | appropriately (including spelling, | | | | spacing, & punctuation)? | |.. note: | |* Have any placeholder values been | | | | left in the field? | | This is an infrequently-used field | | | | and only applies to items in the | | | | Digital Library related | | | | to degree-seeking materials and | | | | items created at UNT | | | +---------------------------------------+---------------------------------------+---------------------------------------+ |:doc: `Note ` | +---------------------------------------+---------------------------------------+---------------------------------------+ |* Are there any notes in the record? |* Does every note have a qualifier? |* Do the notes match the item? | |* Should any notes be added? |* Are the qualifiers appropriate? |* Is everything spelled correctly, | | | | with appropriate spacing and | | | | punctuation? | | | |* Is there any non-public information | | | | (like e-mail addresses) marked as | | | | display notes? | +---------------------------------------+---------------------------------------+---------------------------------------+ *************** Other Resources *************** * :doc: `Quick-Start Guide ` * :doc: `Input Guidelines ` * :doc: `UNTL System features ` * :doc: `Completing Metadata ` * :doc: `Quality Control in Metadata `