Appendix 3: Digital Repository Metadata Profile and Optimal Digital Repository Record
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Digital Repository Metadata Profile
The WVRHC seeks to emphasize interoperable and shareable metadata. As such, the WVRHC adheres to the metadata standard created by the Digital Public Library of America (DPLA) and adapted by Digital Virginias, WVU’s regional DPLA hub when adding metadata describing digital objects to a digital repository. The following metadata application profile outlines the metadata field definitions as well as which fields are required and optional fields for use within the department’s digital content management system for providing access to digital materials. Bolded values indicate that a field is required. Additional information about specific field usage can be found on the Digital Virginias website. These fields may be used at the item, folder, series, or collection level within the digital repository.
| Element Name (DPLAVA) | Field Instructions | Notes and Examples |
|---|---|---|
| Collection | Collection from which the resource originated. Use the name of the collection on the finding aid and preface the name with the four-digit accession number and a colon | A&M 4050: Senator John D. (Jay) Rockefeller IV papers A&M 1887: West Virginia Human Rights Commission Archives |
| Creator | An entity primarily responsible for making the resource. Examples: Author/authors; artists; photographers; institutional authors or producers, such as university or federal agency. If names are not listed in a controlled vocabulary, form local names according to the same format. | Example (LCNAF): Rockefeller, John D., IV (John Davison), 1937- Example (local): Senate Photographic Studio Smith, John |
| Date | A point or period of time associated with an event in the lifecycle of the resource. Date may be used to express temporal information at any level of granularity. | Most commonly used to record the date the resource was created. Form as YYYY-MM-DD, using as much of the known date as possible. Examples: 1985, 1985-01, 1985-01-17, circa 1985. |
| Description | An account of the resource. Description may include but is not limited to: an abstract, a table of contents, a graphical representation, or a free-text account of the resource. Describe aspects of the resource critical to user search and understanding that may not be clear from the title or subject headings. | Provide a concise account of the resource using full sentence(s). Example: The "Veteran's Legacy Memorandum" provides a comprehensive overview of Senator John D. (Jay) Rockefeller's work on veterans' issues, 1985-2014, including his service and leadership on the U.S. Senate. |
| Extent | The size or duration of the resource. Extent text will depend on the format of the item. | Examples: 47 min. 177 pages. 12x20 cm. 2:36 100 MB |
| Institution | Institution from which the collection originates. | Default value: West Virginia & Regional History Center |
| Identifier | An unambiguous reference to the resource within a given context. Recommended best practice is to identify the resource by means of a string conforming to a formal identification system. | The file name for the item, minus the file extension. am4050_card_0001 3470_disc1_track1 For materials being described at the folder level, use an identifier for the folder according to the file naming conventions. |
| Language | Language of the item (if applicable). | Use ISO-639-3 codes: eng spa |
| Usage Rights | Information about rights held in and over the resource. Typically, rights information includes a statement about various property rights associated with the resource, including intellectual property rights. | Select the relevant URI for the copyright status from https://rightsstatements.org/page/1.0/?language=en. The Rights Review: An approach to applying Rights Statements from RightsStatements.org document from the University of Minnesota may be helpful as well as the Copyright section of the Digitization Project Planning Document. Example: http://rightsstatements.org/vocab/InC/1.0/ |
| Subject | The individuals or topics represented in the item. Use Library of Congress Subject Headings or the Library of Congress Name Authority File where possible: https://id.loc.gov/authorities/subjects.html, https://id.loc.gov/authorities/names.html If names or subjects are not present in either controlled vocabulary, form local names according to the same format. For geographic locations, use the Place element. | Example: United States--Congress--Senate. Railroads Rockefeller, John D., IV (John Davison), 1937- Revercomb, William Chapman, 1895-1979 United States. Congress. Senate. Committee on Veterans’ Affairs West Virginia. Governor's Task Force on Mountaintop Mining and Related Practices |
| Title | A name given to the resource, such as the title of a painting, photo, or document. Titles are assigned depending upon the information resource. | “A formal title is one that appears prominently on or in the materials being described…In the absence of a meaningful formal title, a title must be devised.” “A devised title is one provided by the archivist when there is no formal title or the materials being described or when the formal title is misleading or inadequate." Devised titles are created based on the following: The format of the work The people, places, or things that are the subject of the work Examples: Senator John D. (Jay) Rockefeller at the Senate Swearing-In Ceremony West Virginia Folk Music: A Descriptive Guide to Field Recordings in the West Virginia and Regional History Collection Handmade paper valentine Manuscript on the three states of matter |
| Type | The nature or genre of the resource. Use the fixed vocabulary in the “Notes and Examples” column extracted from the DCMI Type vocabulary. | Select from: Collection, Dataset, Event, Image, InteractiveResource, MovingImage, PhysicalObject, Service, Software, Sound, StillImage, Text. |
| Recommended Citation | This field is auto populated based on other metadata. | This field is auto populated based on other metadata. |
| Format (Subtype) | The file format, physical medium, or type of resource. Analog materials use a fixed vocabulary based on the Getty Research Institute’s Art and Architecture Thesaurus—see the list starting on pg. 26: https://drive.google.com/file/d/1fJEWhnYy5Ch7_ef_-V48-FAViA72OieG/view of the DPLA MAP v.5 and the neighboring “notes” column to the right. Born digital materials and working documents use the extended version of the AAT extract from the DPLA MAP v. 5, specifically the terms: digital documents digital images digital moving image formats digital photographs work-flow documents | Full list: advertisements architectural documents books broadsides (notices) business records cartographic materials census records comics (documents) correspondence costume (mode of fashion) cultural artifacts decorative arts digital documents digital images digital moving image formats digital photographs drawings (visual works) furniture genealogies (histories) government records graphic arts interviews motion pictures (visual works) newspapers oral histories (document genre) painting (visual works) pamphlets performances (creative events) periodicals photographs postcards posters prints (visual works) sermons sheet music sound recordings textiles (visual works) work-flow documents |
| Place | Geographic location the item is about, depicts, or describes. Not the place of publication. Use the Library of Congress Name Authority File where possible: https://id.loc.gov/authorities/names.html If names are not present in the controlled vocabulary, form local names according to the same format. | Examples: Morgantown (W. Va.) Monongalia County (W. Va.) Mount Lookout (W. Va.) |
| Publisher | If an item is published, publisher of the item. Unpublished items do not use this field. | Examples: Appalachian Movement Press Simon and Schuster |
Optimal Digital Repository Record
Below is an optimal metadata record for item level description in the digital repository. This is an example item level description, however, the same fields can be applied for description at the folder, box, or series level.
Note: Certain fields, such as publisher, are not included because they are not applicable to this particular example. Recommended citation is also excluded because it is automatically created by the WVU Digital Collections Platform.
Collection: A&M 1887, West Virginia Human Rights Commission Archives
Creator: Thomas W. Gavett
Institution: West Virginia and Regional History Center
Identifier: 1887.01.01.02
Language: English
Usage Rights: http://rightsstatements.org/vocab/InC/1.0/
Subject: Discrimination in employment, Affirmative action programs
Title: Survey of equal employment opportunities in Morgantown, WV
Type: Text
Description: Blank survey sent to employers in Morgantown, WV to gauge available employment opportunities for women and people of color. Conducted as part of the West Virginia Interracial Commission.
Recommended Citation: -automatically generated-
Format: work-flow documents
Date: 1976-07-01
Extent: 8.5x11in
Place: Morgantown, WV