Updated May 2019 by Dave Van Kleeck
The SobekCM Metadata Help page has general information and provides guidelines for entering metadata in UFDC. It covers the basics of entering descriptive metadata. Each project will have variations and additional metadata regarding the collection, intellectual property, etc. See collection-specific guidelines immediately below. General guidelines on metadata creation follow the specific project information.
Guidelines for Specific Projects
If the object has a title, use it.
If the object does not have a title, devise one, including as known:
For music, additionally note (as appropriate and known):
For maps, additionally note (as appropriate and known):
RELATING ARCHIVAL MATERIALS TO THEIR COLLECTION
For archival materials, include the parent series or subseries title in the "Other Title" field, with type "Series Title."
Record physical description according to the format:
[count] [type] : [illustration details] ; [what is measured] [dimensions]
Dimensions should be measured in cm or mm, rounded up to the nearest whole number.
You may document a time period associated with the creation and use of the object. Examples include:
You may specify start and end years (format: YYYY) in separate fields.
You may also specify a period name.
Select period names from:
You may document geographic areas associated with the creation and use of an object.
You may specify:
Always note the authority (fast, tgn, etc.)
Enter latitude and longitude in separate fields.
Use the format: 51° 28' 38" N
Style / Period
You may document a style to indicate visual appearance, configuration of artistic elements, method of creation, geographic reference, and time frame of creation. This is particularly helpful for art and artifacts.
Select style and period terms from:
Materials & Techniques
You may document materials and techniques used to create the object (use separate fields for materials, techniques).
Select materials and techniques terms from:
If FAST or AAT are not sufficient for your project, consult with the Metadata Librarian to select an alternate thesaurus.
Select creator names from:
If you need to construct a local name (LOCAL), use the format:
Choose a role for each creator (in order of preference) from:
Select genre terms from:
If FAST is not sufficient for your project, consult with the Metadata Librarian to select an alternate thesaurus.
Always note the authority (fast, lcgft, rbgenr, etc.)
Resource type is selected from a drop-down menu. Choose one:
Abstracts may have the following types. Please select one:
Abstracts are an opportunity to give the user an overview of the object, its place in history, and its use in research contexts.
Notes can be of a variety of types, and fulfill multiple purposes. Please consult the Metadata Librarian if you would like help constructing notes.
Publisher & Manufacturer
Include place(s) and name of publisher and/or manufacturer. This information is transcribed from the resource and/or supplied by the cataloger.
The publication date field may be used to record the publication date (transcribed as given on the object), the broadcast date, the date of creation (e.g., for art and artifacts), or the date of record-keeping (e.g., for archival records).
If constructing a date, use the format:
[designation] [YYYY] [month] [DD] (as known)
Record the year of copyright.