DELETE McLaughlin digital maps metadata remediation guidelines

McLaughlin digital maps metadata remediation guidelines


All transcribed data in the record (e.g. title, publication statement), including data in notes, need to be verified against the map image. If discrepancies are found (e.g. missing diacritical marks), they should be corrected. 

Identifier section

Julie said:

Numbers that mean something for the identifier fields:

·       Original book numbers (from 1995) for maps go from 1-249.

·       Original book numbers (from 1995) for celestial charts go from 1-6 and will be labeled CC1 (I think) or C1.

·       Original book numbers (from 1995) for title pages go from 1-17 and will be labeled TP1, etc.

·        Any other numbering scheme you find (5xx, 1xxx, Uxx, etc.) are not original book numbers and should receive the label of "Post production map number."

Related item section

This section is not used. “Issued in” information should be put in a note field, with note type "Publication". 

Title information section

Title type should usually be set to Main.

Remove the line break character "|" from the title.

Leave capitalization "as is". For example, the words that are in capital letters in the following title should remain capitalized:

Noua Delineatio Geographica generalis Apostolicarum peregrinationum S FRANCISCI XAUERII  Indiarum & Iaponiæ Apostoli  in EVROPA, AFRICA, ASIA &  in Mari AMERICÆ [:] Nieuwe generaele Verbeeldinghe  van de Apostelÿcke pelgrimagien vanden  H FRANCISCVS XAVERIVS  Apostel van Indien ende Iaponien  in EVROPA, AFRICA, ASIA, ende  ter Zee in AMERICA.

If a title has words in it that are split up (with hyphens, line breaks, etc.), consult with MDU (Robert or Joanna).

Pre-modern forms of letters (I vs. J, U vs. V, etc.) in titles, particularly Latin -- do not attempt to change, leave such letters as found. Keep track of the record ID of records that have such letters for possible further work in the future.

Name section

If “statement of responsibility” appears here as a name heading, move it to a note field. Note type should be “statement of responsibility”. If the statement of responsibility is in square brackets, keep the square brackets when entering it into the note field. Apply same rule when entering other elements that are in square brakets in the Word record (e.g. title, place of publication).

Look for the name heading in the drop-down list. If found, use it. If the name heading is not found in the drop-down list, then keep the supplied version.  The name authority code should always be “local”, regardless of whether the heading is in the drop-down list or not.

The name heading that is the main entry should always get role “creator” unless it has something specific explicitly stated. Other roles can be given to added entries. Any term in the drop-down list can be used.

There are two “name type” fields, one at the beginning of the name entry. This is like the MARC tag and it identifies whether the name is a personal name or a corporate name. The second “name type” appears after the heading. Its choices are: Given, Family, Date, Term of address. These are like subfields, for  the component parts of a name. We are not going to use these (i.e. we are not going to tag the component parts of a name heading). So, we should always leave this one with no value (i.e. leave “Select One” in the box.

 If the same heading appears twice in two name fields, delete one.

 If a blank name field appears in the record, delete it.

 If the name in one of the name fields in a Metadata Toolkit record is "Anonymous", delete it. 

Resource type section

Resource type should always be “cartographic”. 

Origin information section

Key date “yes” or “no” refers to whether the date in the field can be used for sorting. A key date must be a specific year in four digits (like Date1 in a MARC record). If the publication date is not specific or questionable, you would enter it with an appropriate “qualifier”, but not code it as the key date. Instead, add another date field with the year that you pick as the key date, and enter it with qualifier “Exact”. If the publication date is in square brackets, enter it with qualifier “inferred (firm date in square bracket)”, key date = No. Then input another date field with qualifier “exact” to make it the key date.

If “place of publication” is in square bracket in the Word record (e.g. [London]), retain the brackets.

If publisher statement is missing, add it. 

Coordinates section

Do not edit this section. 

Subject section

Check subject headings in If found, use authorized form and input “Authority URI”. If it is unclear whether heading found in is the same as heading in our record, send to Robert for checking.

Remove chronological subdivisions that appear in subject headings (i.e. subdivision that represents a period of time). If after removing chronological subdivisions, the record ends up with two subject headings that are the same, delete one of them.

Genre section

There are three genre terms that should always be assigned. They are:

  • Maps
  • Digital maps
  • Early maps

If there are other genre terms that are appropriate, they can be used also (e.g. “separate map” for maps that are issued in a book). 

Language section

Ignore this section. We will not be assigning language codes. 

Physical description section

“Extent” should be the same as what appears in the Word record. 

Location section

No need to input any information in this section. 

Note section

All notes are labeled as “FileMaker Note Field” with something like note type underneath (e.g. location_code, state_note, general_state_note). Leave those in, but assign an appropriate “Current Note Type” from drop-down list.

Sometimes separate notes are concatenated and put into the same note field. In such cases, break them up and put them in separate fields.

Notes that provide information about the book in which the map was originally published (usually start with "Issued in") should be assigned note type Publication.

Notes that are statement of responsibility should be assinged note type Statement of responsibility.

Notes that are labelled as "References" in the Word document should be assinged note type References.

If the Word version of the record has this note: References: None found and it is not in the record in the Metadata Toolkit, add it. Note type should be References.

Vitus Tang, Metadata Dept, Stanford University Libraries
Date created: 2 August, 2011
Last revised: 13 October, 2011