Correspondence Guidelines
Guidelines to create metadata for letters and other correspondence.
Reminders:
These instructions are a sub-set of the full metadata guidelines but may not cover all options; be sure to look at help guides for individual fields to see additional examples and formatting guidelines
Occasionally, items may have project-specific exceptions to these rules
Institution and collection values will always be determined by administrators
Placeholder information is denoted by {{{3 brackets}}} which should be removed; other punctuation is intentional (examples show final formatting)
Title
Every letter should have one main title that describes known recipient(s)/sender(s) and date
Only include information that is known (e.g., some letters may not have a date, or may not use proper names)
Main Title
Guideline |
Examples |
---|---|
Personal letter: [Letter from {{{{name}}} to {{{name}}} - {{{date}}}] |
|
|
[Letter from McCarty Moore to John E. Surratt - December 31,
1925]
[Letter from Samuel B. Foster - December 18, 1865]
[Letter from Paul Ossterhout to his Grandmother - October 24,
1874]
[Letter from Sterling Houston to San Antonio Light Editor -
August 15, 1990]
[Letter fom T. L. James to D. W. Kempner - August 30, 1949]
|
|
[Letter from Raymond Cheung Regarding Internship]
[Letter to Jesse Grimes About Personal Topics]
[Letter Regarding Personal Updates, 1940s]
|
Business letters to a group: [Letter from {{{organization}}}, {{{date}}}] |
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|
[Letter from Galveston Artillery Club - May 24, 1955] |
Multiple letters: [Correspondence Between {{{name}}} and {{{name}}}, {{{date-date}}}] (or title adjusted to “Letters”) |
|
|
[Letters from Meyer Bodansky to J. Leont’ev, March
1936-September 1938]
[Correspondence Between Alex Bradford & Kent Cooper - May 1944]
[80 Letters in Support of Cannon Air Force Base]
|
Typed versions of handwritten letters: [Transcript of Letter from {{{{name}}} to {{{name}}} - {{{date}}}] |
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|
[Transcript of letter from Paul Osterhout to his Grandmother - October 24, 1874] |
Other types of correspondence |
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|
[Telegram from Fred Chandler, Jr., to R. I . Mehan, December 8,
1956]
[Air Force E-mails Regarding BRAC Analysis]
[Postcard of Davis Home Sent to James Chambers]
[Invitation to Groundbreaking Ceremony, 1987]
|
|
[Telecord Advertisement]
[Flyer Advertising the Institute of International Relations -
June 1946]
|
Added Title
Guideline |
Examples |
---|---|
Most letters will not have added titles; here are some specific times when they might: |
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|
[Letter from Alex Bradford to Kent Cooper - May 24, 1944]
[Letter from Kent Cooper to Alex Bradford - May 25, 1944]
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|
B-1 Bottling Company of Houston, Inc. |
Other Titles
When in doubt, do not include additional titles (see other title documentation for more information)
For certain collections, records for letters may include appropriate series titles, e.g.:
archival series titles
fiscal year titles
legislative session titles
If names include organizational acronyms, it may be appropriate to include an alternate title (though generally the name should just be written out elsewhere in the record)
Creator/Contributor
For original letters: creator = letter writer; contributor = letter recipient
Entries may only include a single name; for multiple names (e.g., two senders), you will need a separate entry for each name
Remember that a name can only be a creator or contributor (not both) so for multiple letters, all parties may be listed only as authors/creators
Guideline |
Examples |
---|---|
Individual names (type = personal) |
|
|
Bouldin, H. M. |
Foster, Samuel B. |
|
Bodansky, Meyer, 1896-1941 |
|
Carmean, E. A., Jr. |
|
Hunt, Mrs. Andrew |
|
Name: James, Thomas Leroy Info: Thos. L. James |
|
Agency/organization names (type = organization) |
|
|
United States. Army. |
Galveston Artillery Club |
|
Committee for a National Trade Policy (U.S.) |
|
Evangelical Lutheran Synod of Missouri, Ohio, and Other States |
|
Colombia. Ministerio de Relaciones Exteriores. |
Creator/Contributor Roles
Note that any creator/contributor entry must have a name, type (person/organization), and role
Choose roles based on who made the specific item:
Creator is: |
Creator role: |
Contributor is: |
Contributor role: |
|
Original letter (may be handwritten or typed) |
Person/organization that wrote the letter |
author |
Recipient of letter (person or organization) |
correspondent |
Transcribed letter |
Person/organization that created the transcription |
transcriber |
Writer of original/source letter |
author |
Optionally, include recipient |
correspondent |
|||
Telegram / card / invitation / etc. |
Sender (person/organization) |
author |
Recipient, if named |
correspondent |
Postcards (with correspondence) |
Person/organization that wrote the message |
author |
Recipient, if named |
correspondent |
Person/organization responsible for the image, if named |
photographer, illustrator, or artist |
|||
Postcard printer, if named |
printer |
Creation Date
Check the date guidelines if you need more formatting options or examples
Guideline |
Examples |
---|---|
Use the date written on letter in the form YYYY-MM-DD |
1944-03-12 |
For multiple dates/letters, you can use a range (date/ date) |
1936-03-01/1938-09-21 |
If there is no date on the item, leave this out, or add a date based on other known information (when relevant): |
|
|
1913-12~ |
|
1868? |
|
1833-04
1945
|
If part of the date is illegible, a missing digit may be replaced with “X” |
184X-10-10 |
For transcriptions/translation, the creation date is when the transcript or translation was written
|
2012-11-12 |
Language
Choose the appropriate language from the list that matches the text
Add multiple languages if needed
Content Description
Start the content description with “Letter … “ or other relevant descriptor (“E-mail …” / “Telegram … “ / etc.)
When important, other descriptive elements can be included at the start, e.g., “Photocopy of a letter …” or “Transcript of a letter …”
Most descriptions will be around 1-2 sentences
Adjust the description based on known information and type of content
Always mention/describe enclosures (when applicable)
Guideline |
Examples |
---|---|
Personal letters |
|
|
Letter to Dr. Knickerbocker from Dr. Meyer Bodansky offering the position of chairman of the Texas Committee for Medical Refugees to Dr. Knickerbocker. |
Letter from the Congressional Delegation of California to Commissioner Sue Ellen Turner regarding Marine Corps Air Station (MCAS) Miramar and Marine Corps Recruit Depot (MCRD) San Diego. |
|
Letter from J. Bouldin to her sister, Bettie Wade, discussing her health, an upcoming Sunday school celebration, and other news. She says that she has still been sick with the chills and Pa has a toothache. The recent rain made the rivers rise so high that the stages could not come in for about a week. |
|
Letter from Dr. Felix P. Miller to Dr. Chauncey D. Leake discussing the exhibition of an X-ray machine at a conference and the purchase of an electron microscope for University of Texas. A newspaper clipping from the El Paso Times is enclosed, featuring a piece on Dr. Miller and his work developing X-ray technology. |
|
Business letters to a group |
|
|
Letter from the Committee for a National Trade Policy’s executive director referencing the political platform statements, which the Committee is sending to members, describing Republican and Democratic candidates’ positions in relation to trade. |
Physical Description
Guideline |
Examples |
---|---|
General format: # p. ; h cm. |
|
|
[1] p. ; 28 cm. |
For odd page sizes or folded pages: … ; h x w cm. OR … ; h x w cm., folded to h x w cm. |
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[2] p. ; 5 x 20 cm.
6 p. : ill. ; 40 x 22 cm., folded to 26 x 22 cm.
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If there are illustrations (e.g., letterhead or doodles): # p. : ill. ; h cm. |
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[1] p. : col. ill. ; 29 x 20 cm.
5 p. : ill. ; 18 x 11 cm.
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If the letter includes an envelope or an enclosure: … + {{{# item type}}} (ill., h x w cm.) |
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2 p. ; 28 cm. + 1 envelope (11 x 24 cm.)
[1] p. ; 28 cm. + 1 clipping (ill. ; 31 x 16 cm.)
12 p. ; 20 x 13 cm. + 1 envelope (9 x 14 cm.)
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For cards: 1 {{{item}}} : {{{b&w or col.}}} ; h x w cm. |
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1 postcard : col. ; 9 x 14 cm.
1 card : col. ill. ; 12 x 17 cm., folded to 12 x 9 cm.
1 card ; 8 x 11 cm.
|
Subject
2 subject values (any type) are required for every record
1 UNTL-BS term is required for all Portal records
Ideally, at least one subject should be added that is “more specific” to the individual item content
Guideline |
Examples |
---|---|
University of North Texas Libraries Browse Subjects (UNTL-BS) |
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Social Life and Customs - Correspondence |
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Education - Colleges and Universities
Agriculture - Farming
Social Life and Customs - Customs - Holidays - Christmas
Business, Economics and Finance - Advertising
|
Keywords (KWD) |
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|
medical research
anecdotes
Kiwanis Club
|
Library of Congress Genre/Form Terms (LCGFT) |
|
|
Business correspondence
Personal correspondence
Greeting cards
|
Named Person (named_person) |
|
|
Spies, John W.
Turner, Susan Ellen
Phillips
Coker, Mrs.
|
Library of Congress Subject Headings (LCSH) |
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|
King, Martin Luther, Jr., 1929-1968
Imperial Sugar Company
|
Primary Source
Original letters are considered primary sources
When in doubt, mark “N/A” (not applicable)
Coverage
Add information about the places/dates that the content is about
This may or may not match creation information
Guideline |
Examples |
---|---|
Place Name |
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United States - Texas
India
United States - Illinois - Cook County - Chicago
|
Coverage Date |
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1937/1970-01
2000-08-24
1866-12
1907-07~
|
Time Period |
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mod-tim (Modern Times (1939-Present)
new-sou (New South, Populism, Progressivism, and the Great
Depression, 1877-1939)
|
Relation
Relationships only apply when we have multiple items in the Digital Collections that should be connected
If you are unsure whether this applies, look at the relation field guidelines for a description of the types of appropriate relations
For each entry, choose the appropriate relation type and add {{{title, ARK}}} for the related item
Relationships are reciprocal, so A >> B and B >> A
Here are examples of relations that may be applicable to correspondence:
Handwritten letter & typed transcript
Original letter |
Has Transcription |
(points to typed version) |
[Transcript of Letter from Josephus Moore to Charles Moore - February 16, 1865], ark:/67531/metapth203126 |
Typed version |
Is Transcription of |
(points to original letter) |
[Letter from Josephus Moore to Charles Moore - February 16, 1865], ark:/67531/metapth203348 |
Letter with separate enclosures (these are sometimes together and sometimes separate)
Letter |
References |
(points to enclosure/s) |
[Photograph of Kathleen Marie Bleu as a Baby], ark:/67531/metapth1329515 |
Enclosure item |
Is Referenced By |
(points to letter) |
[Letter from Charlotte to Jeane and D. W. Kempner - February 5, 1948], ark:/67531/metapth1339795 |
“References/Is Referenced By” relationships can also be used when letters refer to one another, or refer to other non-enclosure items (e.g., content in a report that both people have read)
This may not always be appropriate, depending on the collection scope, e.g., if there are many letters that all reference one another back-and-forth, it may not be as helpful to include every reference and users can still sort them chronologically
A letter & a translated version
Original letter |
Has Translation |
(points to English version) |
[Translation of Letter from H. Fehr, September 19, 1928], ark:/67531/metapth624275 |
English version |
Is Translation of |
(points to original letter) |
[Letter from H. Fehr, September 19, 1928], ark:/67531/metapth606680 |
Resource Type
Original letters and transcripts should be labeled as “Letter” (text_letter)
For other correspondence that is primarily text/solely communication (e.g., telegrams), also use “Letter”
For postcards (with or without correspondence) use “Postcard” (image_postcard)
For other types of materials that have been mailed, the type may vary depending on the primary content, e.g.:
flyers/advertising mailers: Pamphlet (text_pamphlet)
greeting cards that are primarily correspondence: Letter (text_letter)
greeting cards that are largely blank: Artwork (image_artwork)
Format
Generally “text” but will match type prefix (e.g., “image” for postcards)
Identifier
Correspondence may have partner-assigned identifiers (to match physical and digital items)
These are added (or left in records) as Local Control Numbers (LOCAL-CONT-NO), e.g.:
DSMA_91-004-00008
UTSA_MS218-01-02-027