[The content on this page as of Friday, July 8, 2011, was moved to a permanent spot on the MWDL website, http://harvester.lib.utah.edu/mwdl_test/index.php/about/guidelines. If you are referring to the Guidelines from another website, please point to "the General Guidelines for Digital Metadata posted on the Mountain West Digital Library website at http://mwdl.org." Do not point to the exact URL, as this is likely to change. For additional changes to the Guidelines, as the Metadata Task Force approves new changes, the content must be added to the MWDL website manually by Sandra McIntyre.]
Many of the guidelines below apply not only to the Mountain West Digital Library, but also to other OAI-harvesting environments, such as Scientific Commons.
It may happen that information necessary for required fields is not yet known or not yet included when a collection is first uploaded, or even published. In such a case, enter a placeholder to both fulfill the entry requirement and be able to find records for follow-up. The recommended placeholder is the word "Pending". Example:
Local field name vs. DC mapping
Each collection can have its own local field names. The "labels" indicated in the MWDL Dublin Core Application Profile are just indicative, and you are free to name your fields as you wish. However, you have to map the fields correctly. Only the mapping matters when a collection is harvested. If a field is not mapped, it will not appear in the MWDL record. If it is mapped to the wrong “DC map”, the metadata will appear in the wrong MWDL field.
The entity primarily responsible for making the resource has to be mapped to "Creator" (dc:creator). But the local name can be what you want: "Creator", "Artist", "Author", "Photographer", etc. If relevant to your collection, you may create several fields mapped to "Creator".
The value of the required field Identifier is the URI of the resource. This field is automatically created and mapped in CONTENTdm. You do not have to create this field and enter a value.If you create additional Identifier fields in your collection, map them to "None", not to "Identifier". Only the automatically generated "reference URL" from CONTENTdm is allowed to be mapped to "Identifier".
When setting up the fields for your collection and starting to enter values, remember to treat Date fields differently. Here are some tips about configuring field properties and formatting dates.
You can establish several different kinds of dates, if you like. The metadata standard requires you to enter the Date (original date). In CONTENTdm and possibly other systems, the field must not be hidden; in CONTENTdm, hidden fields are not shared via OAI and therefore can not be harvested. Also, we suggest you set the Date field to be searchable.
Unsure how to format dates? You can look at the CONTENTdm Help page on "Entering Dates". However, this is not quite a complete list. Here is a modified list that we think is more accurate for CONTENTdm 4.3 and above:
BCE Date: 48 BCE;
BCE Date: 1000-800 BCE;
Date: 915 CE;
Date: 404-415 AD;
Hebrew Date: 5750;
Islamic Date: Hijri 1350;
Julian Date: 1849 AD;
If a collection consists of both standard dates and non-standard dates, it is recommended to set up two fields both mapped to Dublin Core date. One may be date-formatted while the other remains text to accommodate some of the forms above. Within the local CONTENTdm environment this limits searching within dates, but will allow the display of all forms of date information locally and in OAI-harvested records.
The Rights field in MWDL metadata records may contain information regarding copyright ownership or physical ownership. Physically owning something does not always mean copyright ownership. Making a digital version of a work also does not merit copyright protection because, according to the Bridgeman decision http://www.law.cornell.edu/copyright/cases/36_FSupp2d_191.htm, it lacks sufficient original creativity (one of the tests to meet for copyright protection). For an explanation of the difference between copyright and physical ownership, see the following succinct overview: http://www.library.yale.edu/special_collections/copyright.html.
In formulating copyright statements, refer to your institution’s copyright page. Or, if your institution does not have one, see Marriott Library’s copyright resource page at http://tinyurl.com/5dy84f for more information and a list of tools to determine copyright status, etc.
Do you have rights to the material you are adding to your digital collection?
Copyright protects the creators of original literary, dramatic, musical, artistic, and certain other intellectual works (Title 17, U.S. Code). The protection extends to both published and unpublished material. "Section 106 of the 1976 Copyright Act generally gives the owner of copyright the exclusive right to do and to authorize others to do the following" (Copyright Basics, US Copyright Office):
Are you the original creator/author?
If someone else created the work and did not assign rights to you, you will need to determine who the rights holder is. Determining a work's copyright status requires a bit of investigation, but there are many tools to assist with this.
Step 1: Research
Research U.S. Copyright Office registration records http://cocatalog.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First The catalog contains records from 1978 to the present. For works older than 1978, use Stanford's Copyright Renewal Database http://collections.stanford.edu/copyrightrenewals/bin/page?forward=home Search by author, creator, publisher, or title.
Step 2: Ask (if needed)
If you find a record, it usually means there's a rights holder and that entity (not necessarily the library) should be listed as the copyright holder and you may need to consider getting permission to digitize. See "The Basics of Getting Permission" for more information http://fairuse.stanford.edu/Copyright_and_Fair_Use_Overview/chapter1/1-b.html
Step 3: Use Public Domain Slider
If there's not a record, check the Public Domain slider http://librarycopyright.net/digitalslider/ to determine if it fits the criteria for public domain.
Once you've done some investigation and have an informed idea of the work's copyright status, consider using these sample copyright statements. The sample statements below also include wording in the case of unknown copyright status.
Below are sample wordings of rights statements; replace underlined text with applicable local information.
© Personal/Corporate name, year, email/web address (if available). Transmission or reproduction of materials protected by copyright beyond that allowed by fair use requires the written permission of the copyright owners. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user.
© Personal/Corporate name, year, email/web address (if available) Use of this file is allowed in accordance with the Creative Commons Attribution-Noncommercial-No Derivative Works 3.0 United States License; http://creativecommons.org/licenses/by-nc-nd/3.0/us/
Material in the public domain. No restrictions on use. If you wish to purchase print copies or a high-resolution version of the image, see [local site].
Copyright status unknown. Some material in these collections may be protected by the U.S. Copyright Law (Title 17, U.S.C.). In addition, the reproduction and/or commercial use of some materials may be restricted by gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing agreements, and/or trademark rights. Distribution or reproduction of materials protected by copyright beyond that allowed by fair use requires the written permission of the copyright owners. To the extent that restrictions other than copyright apply, permission for distribution or reproduction from the applicable rights holder is also required. Responsibility for obtaining permissions and for any use rests exclusively with the user.
Let's say a digital collection contains a digital copy of an original photograph taken in 1907. The photograph is likely in the public domain (check the Public Domain slider). In this case the digital reproduction of the original is not eligible for copyright protection because it lacks sufficient creativity/originality. The Rights field indicates that the photograph is in the public domain with a statement like “Material in the public domain. No restrictions on use.” However, the library that digitized the photograph offers prints of it for a fee, so the Rights statement explains that users can order copies of the digital image for a fee and provides a link to an order form and pricing information. The resulting statement looks like this:
Material in the public domain. No restrictions on use. To purchase print copies or a high-resolution version of the image, see [URL for webpage describing how to order].
[To be developed.]
Please notify the UALC Digitization Committee Metadata Task Force or the MWDL Program Director if you have corrections or additions to the above Guidelines.