DCMNY_Metadata-Requirements-and-Guidelines_Concise
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Full DCMNY Metadata Requirements and Guidelines document
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DCMNY Label ObligationSource DefinitionRecommended Vocab/EncodingInstructionsMODS
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Collection Requiredn/aUse for the collection to which a resource belongs.<relatedItem type="host" displayLabel="Collection"><titleInfo><title>
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Collection DescriptionOptionaln/aUse for description of the collection to which a resource belongs.<relatedItem type="host" displayLabel="Collection"><abstract>
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IdentifierRequiredContains a unique standard number or code that distinctively identifies a resource.n/aUse for local identifier


Do not include file extension


File names corresponding to individual objects to be ingested into DCMNY will be recorded in separate “file name” column in partner metadata spreadsheet
<identifier>
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TitleRequiredA word, phrase, character, or group of characters that constitutes the chief title of a resource, i.e., the title normally used when citing the resource.n/aCreate title describing resource or transcribe from source.<titleInfo><title>
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Personal NameRecommended if applicableThe name of a person, organization, or event (conference, meeting, etc.) associated in some way with the resource.LCNAFCheck LCNAF for form of name and use if present

If no controlled term exists, enter in form last name, first name, middle name or initial (if known). Include birth and death dates if known.
<name type="personal"><namePart>
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Corporate NameRecommended if applicableThe name of a person, organization, or event (conference, meeting, etc.) associated in some way with the resource.LCNAFCheck LCNAF for form of name and use if present<name type="corporate"><namePart>
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RoleRequired if applicableDesignates the relationship (role) of the entity recorded in name to the resource described in the record.MARC Relator Select term from MARC Relator Term list to indicate relationship between person or entity and described resource.

The first letter of the Role term should be capitalized when entering in metadata spreadsheet

By default, the metadata creation spreadsheet includes columns for personal and corporate name creator and contributor roles. If more specificity is desired, indicate in more specific role from list in role column
<role><roleTerm>
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Subject-TopicRecommendedA term or phrase representing the primary topic(s) on which a work is focused.

Used as the tag for any topical subjects that are not appropriate in the <geographic>, <temporal>, <titleInfo>, <name>, <genre>, <hierarchicalGeographic>, or <occupation> subelements.
FASTTopic represented by the resource

Terms should come from a controlled vocabulary, recommend FAST

When entering terms in spreadsheet, please separate terms using a semi-colon, i.e. Dogs; Cats; Pets; Friends
<subject><topic>
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Subject-Personal NameRecommendedA name used as a subject.FASTUse for personal names used as a subject

Check for controlled form of name and use if present

If no controlled term exists, enter in form last name, first name, middle name or initial (if known). Include birth and death dates if known

Names should come from a controlled vocabulary, recommend FAST
<subject><name type="personal"><namePart>
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Subject-Corporate NameRecommendedA name used as a subject.FASTUse for corporate names used as a subject

Names should come from a controlled vocabulary, recommend FAST
<subject><name type="corporate"><namePart>
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LocationRecommended Used for geographic subject terms that are not appropriate for the <hierarchicalGeographic> element.FASTCaptures aboutness

Do not use for place where the resource is held or was digitized

Terms should come from a controlled vocabulary, recommend FAST

When creating metadata in spreadsheet, please enter multiple terms separated by a semi-colon, i.e. Ohio; Pennsylvania; Kentucky; Michigan.
<subject><geographic>
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Time PeriodRecommendedUsed for chronological subject terms or temporal coverage.FAST, EDTFCaptures aboutness

Recommend use of FAST vocabulary or EDTF encoding scheme
<subject><temporal>
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CoordinatesOptionalContains a statement of coordinates covered by the resource.n/aRecord as a center point in form lat,long <subject><cartographics><coordinates>lat,long
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Date CreatedRequired if applicableThe date of creation of the resource.W3C-DTFUse for born-digital and unpublished or informally published materials.

For reformatted material, use the date of the source resource, not the digital version

Recommend the use of W3C-DTF profile of ISO 8601

Enter in form YYYY-MM-DD

For date ranges, enter in form YYYY-YYYY or YYYY-MM-DD/YYYY-MM-DD.

Dates can be abbreviated to YYYY or YYYY-MM.

For approximate dates, recommend the use "circa," i.e. circa 1920.

For questionable dates, recommend the use of a question mark following the date, i.e. 1985?

For inferred dates, recommend enclosing the date in brackets, i.e. [1991]

Express centuries as a date range, i.e. for "19th century," use 1800-1899.

For decades, i.e. "1860s," express as a date range (1860-1869).
<originInfo><dateCreated>
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Date IssuedRequired if applicableThe date that the resource was published, released, or issued.W3C-DTFUse for formally published material

Recommend the use of W3C-DTF profile of ISO 8601

Enter in form YYYY-MM-DD

For date ranges, enter in form YYYY-YYYY or YYYY-MM-DD/YYYY-MM-DD.

Dates can be abbreviated to YYYY or YYYY-MM.

For approximate dates, recommend the use "circa," i.e. circa 1920.

For questionable dates, recommend the use of a question mark following the date, i.e. 1985?

For inferred dates, recommend enclosing the date in brackets, i.e. [1991]

Recommend expressing centuries as a date range, i.e. for "19th century," use 1800-1899.

For decades, i.e. "1860s," recommend expressing as a date range, i.e. 1860-1869.
<originInfo><dateIssued>
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PublisherOptionalThe name of the entity that published, printed, distributed, released, issued, or produced the resource.n/aThis is not the organization who digitized the resource<originInfo><publisher>
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Place of PublicationOptionalName of a place associated with the issuing, publication, release, distribution, manufacture, production, or origin of a resource.n/aThis is not to be used to record the place of digitization of the resource<originInfo><place><placeTerm type="text">
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DescriptionRecommendedA summary of the content of the resource.
n/aUses of this field include table of context and free-text description of resource<abstract>
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NoteOptionalGeneral textual information relating to a resource.n/a"Catch-all" element for information that does not fit elsewhere in guidelines

Use for digitized by notes.
<note>
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TypeRequiredA term that specifies the characteristics and general type of content of the resource.
MODS Type of Resource valuesUse default MODS Type of Resource values

Values should be entered in lower-case when entered in spreadsheet

When entering in spreadsheet, separate multiple terms by a semi-colon
<typeOfResource>
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GenreRecommendedA term or terms that designate a category characterizing a particular style, form, or content, such as artistic, musical, literary composition, etc.AATUse to describe the form of the object, i.e. what the object is

Prefer use of controlled vocabulary, recommend AAT or TGM

AAT terms should be entered in lowercase

When entering in spreadsheet, separate multiple-terms by a semi-colon
<genre>
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ExtentOptionalA statement of the number and specific material of the units of the resource that express physical extent.n/aGenerally size or duration information

Measurement in centimeters or inches

Format: [number] [type] ; [height] x [width] cm
<physicalDescription><extent>
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FormOptionalA designation of a particular physical presentation of a resource, including the physical form or medium of material for a resource.
Used for material, texture or color
<physicalDescription><form>
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LanguageRecommended if applicableA designation of the language in which the content of a resource is expressed.iso639-2bRequire use of ISO 639-2, three-letter codes.

Strongly recommended for textual material

Do not use for the language of cataloging
<language><languageTerm>
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Related ResourceOptionalInformation that identifies other resources related to the one being described.n/aNot to be used for Collection title, include information about collection to which resource belongs in Collection field <relatedItem><titleInfo><title>
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RightsRequiredInformation about restrictions imposed on access to a resource.
http://rightsstatements.org/, Creative Commons
DCMNY will require use of statements from http://rightsstatements.org/ or Creative Commons.

Partners should include at least the appropriate rights statement in each contributed record so that DCMNY can add appropriate URI as part of metadata ingest process.

If the corresponding URI is included in contributed metadata, please make separate from the text statement.

Partners will also be able include links to policies/copyright information pages on institutional website, where applicable.

While best practices for implementing standardized rights statements alongside local statements continue to be developed, DCMNY staff will be available to consult on how to best apply these statements in your collection
<accessCondition>
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Owning InstitutionRequiredLCNAFThis is the institution or repository that holds the original resource and/or where it is available.

Prefer use of authorized form of name, if available.

If no authorized form available, apply consistently across collection.
<note type="ownership">
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Digital FormatRequiredAn identification of the electronic format type, or the data representation of the resource.IMTAssign Internet Media Type (IMT) here

Enter in the the form media type, followed by the file type.
<physicalDescription><internetMediaType>
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Digital OriginRequiredThe method by which a resource achieved digital form.
MODS digitalOrigin values4 valid MODS values: born digital, reformatted digital, digitized microfilm, digitized other analog<physicalDescription><digitalOrigin>
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