Best Practices (General Documents)

Instructions for General Digital Documents (Not Oral Histories)

This document provides instructions for creating and adding metadata for manuscripts, documents, photographs, and related materials using CONTENTdm. This document does not address oral histories. Best practices for metadata related to oral histories are given in a separate document.

Metadata records for Southern Miss University Libraries Digital Collections are based on the Dublin Core Metadata Initiative (DC) data element set. DC uses 15 base elements, all of which are optional and repeatable. Metadata fields are mapped to the appropriate DC elements in CONTENTdm. Other guidelines used for instructions in creation and enhancement of metadata records include:

  • Archives, Personal Papers, and Manuscripts
  • DACS: Describing Archives, a Content Standard
  • Anglo-American Cataloging Rules

These guidelines are interpreted in a collaborative process that includes Bibliographic Services and Digital Collections at the University of Southern Mississippi. Guidelines for the creation of metadata records are subject to change when it is deemed necessary.

Metadata records function from specific information and minute details are important, especially punctuation and capitalization. Three steps make up the work process.

  • Examine the document (either the scan or the original).
  • Access the finding aid for the collection to which the document belongs and/or the catalog record, if it exists.
  • Following Best Practices below, create the metadata record.

Local and National Resources

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Metadata Fields, Responsibility and Type

The order of these elements should be consistent across all collections.

Field Name
Responsibility 1
Responsibility 2
Metadata Type
1
DigColl
Administrative
2
DigColl
Administrative
3
DigColl
Administrative
4
DigColl
BibSvcs
Descriptive
5
BibSvcs
Descriptive
6
DigColl
BibSvcs
Descriptive
7
DigColl
BibSvcs
Descriptive
8
DigColl
Descriptive
9
DigColl
Descriptive
10
DigColl
BibSvcs
Descriptive
11
DigColl
Descriptive
12
BibSvcs
Descriptive
13
DigColl
BibSvcs
Descriptive
14
DigColl
BibSvcs
Descriptive
15
DigColl
Technical
16
DigColl
Technical
17
DigColl
Technical
18
DigColl
Descriptive
19
DigColl
Descriptive
20
DigColl
Descriptive
21
DigColl
BibSvcs
Descriptive
22
DigColl
Administrative
23
DigColl
Administrative
24
DigColl
Administrative
25
DigColl
Administrative
26
DigColl
Administrative
27
DigColl
Administrative
28
System
Technical
29
System
Technical
30
System
Technical
31
System
Technical
32
System
Technical
33
DigColl
Technical
34
DigColl
Technical
35
DigColl
Technical
36
DigColl
Technical
37
DigColl
Technical
38
System
BibSvcs
Technical
39
DigColl
BibSvcs
Administrative
40
DigColl
Administrative
41
DigColl
Administrative
42
DigColl
Descriptive
43
System
Administrative

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Field Descriptions

1 Object Name

The Object Name field is used specifically for importing compound objects into CONTENTdm using tab-delimited text files. It identifies the directory that houses the images that make up the compound object that is being imported into CONTENTdm, and it must be listed first. This field is not visible in the public web interface.

The Southern Miss Digital Collections staff will assign an Object Name as necessary for all Southern Miss materials added to CONTENTdm.

2 Identifier

The unique identifier is assigned to each document. It contains an institutional identifier as well as the file name identifying the collection and item. The unique identifier for USM is the OCLC code mus. Consult the file naming document for additional information on creating file names.

Example of a manuscript from the Theodore Bilbo Papers at USM:
      mus.m002.0001

Example of a book from the DeGrummond collection:
      mus.dgb00056

Finding aids for manuscript collections should be named: institution code.fa.collection #.
      mus.fa.m017

The Identifier is assigned to the digital object, whether it is a single object, such as a photograph, or a compound object, such as a letter with multiple pages. In compound objects, the individual pages do not have an Identifier, but each page is assigned a file name. For example, a 2-page letter may have the identifier mus.m002.001, with the file names mus.m002.001.01 for page 1 and mus. m002.001.02 for page 2. For more information on this, see File Name below.

The Southern Miss Digital Collections staff will assign an Identifier for all Southern Miss materials added to CONTENTdm.

3 Alternate ID

The Alternate ID is used when a document receives a new file name or identifier. The new file name is entered into the Identifier field, and the old file name is entered into the Alternate ID field.

      Old file name (Alternate ID)          006157
      New file name (Identifier)            mus.m246.001p

The Southern Miss Digital Collections staff will assign an Alternate ID as necessary for all Southern Miss materials added to CONTENTdm.

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4 Title

The Title should be taken from the document, omitting initial articles. In the absence of a title on the item, use the item title as found in the Finding Aid. If there is no title on the finding aid, create a title that is descriptive and concise. Supplied titles should be enclosed in square brackets. Capitalize only the initial letter of the first word and proper nouns.

When catalogers edit previously created records, evaluate the title based on the instructions below. Retitle if necessary.

Letters, Memos, and Other Correspondence – Letters should be named in the following basic format. Use this format also for Memos and other forms of correspondence.
      Letter, ______________ to ______________; Date
      Memo, ______________ to ______________; Date
      Letter, Zoya Zeman to Erwin D. Zeman; March 5, 1964
      Memo, Victoria Gray (Adams) to friends and supporters of MFDP; February 10, 1966
      FBI teletype, Director to New Orleans; July 10, 1964

Note attributed authors and/or recipients with question marks in brackets.
      Memo, A. [Alex?] Rosen to Mr. [Alan H.?] Belmont; July 21, 1964

If there is no date on the document and it is not possible to confer a date, record [n.d.].
      Letter, Zoya Zeman to Erwin D. Zeman; [n.d.]
      Memo, MFDP to teachers; [n.d.]

If it is known that the document was produced in a certain year but it is not dated, use square brackets around the date in the Title and Coverage fields.
      Letter, Zoya Zeman to Erwin D. Zeman; [1964]
      Memo, MFDP to teachers; [1965]

If there is no recipient listed on the document, record:
      Letter from ______________; Date
Note the change in punctuation and phrasing, from: [Letter, _____ to _____ ] to [Letter from _____ ]
      Letter from [author]; [date]

If there is no author listed on the document, record:
      Letter to ______________; Date
      Letter to [recipient]; [date]

Brochures, Flyers, Illustrations, etc. – Brochures and flyers that are untitled should be named according to the publishing organization or the subject of the work.
      Mississippi Freedom Democratic Party, brochure
      Mississippi Workshop, flyer
      Curious George Eats an Apple, pencil illustration

Photographs – Photographs without a name written on them should be named according to the image. There is no need to include “Photograph of” at the beginning of the title
      Tomato Canning Club
      President William D. McCain

Newspapers or items in a series – The title of the series, followed by the volume and issue numbers (example from the Zwerling collection):
      Student voice, Vol. 5, no. 17

Source for the above formats:  Archives, Personal Papers, and Manuscripts
P. 9, 1.0B1. Chief source of information
P. 11, 1.0F. Inaccuracies and extrapolations
P. 13, 1.1B2. Supplied titles

Finding Aids – Accept the title as applied by the home institution. A date is not needed for a finding aid.
      Finding aid for the Thomas G. Abernethy Collection (MUM00001)
      Inventory of the Florence Sillers Ogden Papers

Source for finding aids: Describing Archives: A Content Standard (DACS).

5 Alternate Title

Cataloger's discretion. Use this field for one or more alternate titles if needed with a separator. Capitalize only the initial letter of the first word and proper nouns. Separate multiple entries with a semi-colon.

Finding Aids: When a finding aid is titled "Inventory of..." or "[Name] collection" or "Interview of..." etc., do not add an Alt Title "Finding aid for....:

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6 Description

This is a brief summary beginning with a standardized phrase. Individual documents begin with the name of the collection. Finding aids begin with a phrase using those words.
      From the Botnick (A.I. & Fay) Civil Rights Collection.
      From the Ben-Ami (Rabbi David Z.) Papers.
      Finding aid for [collection name].

Follow the standardized phrase with a short abstract in full sentences with correct grammar and punctuation. Avoid editorial comments. If the document is a transcribed copy, note this at the beginning of the abstract information.
      Transcribed copy of a letter...

This field is a good place to record important people whose names appear in a document but who are not really the subject of the document. Avoid long lists of names in this field.

7 Creator

The creator is the author of a document, the person who took a photograph, the person being interviewed for an oral history, etc. Information about the creator should be taken from the original document, the Finding Aid, or the catalog record. Record the name as:
      Last name, First name, dates.

If the author has a Library of Congress name authority record, use the name as it appears there. If not, use the name on the document. Catalog librarians will verify names.
      Adams, Victoria Gray, 1926-
      Bilbo, Theodore Gilmore, 1877-1947.

Finding aids will have the name of the home institution in the creator field, and this should be the authorized name of the institution.
      University of Southern Mississippi.

If the author/creator is unknown, enter [Unknown]. When the last name of the author/creator is unknown, enter the author's first name and [last name unknown].
      Unknown.
      Thomas [last name unknown].

If an item has more than one creator, list each name in alphabetical order. Separate multiple entries with a semi-colon. List added authors in this manner. An item written by Zoya Zeman and Buster Brown would be recorded:
      Brown, Buster, 1937-1975.
      Zeman, Zoya, 1943-

The creator field is a controlled vocabulary in CONTENTdm. Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry. Creators should be followed with a period, unless the term ends with a hyphen. Follow the directions under Subject for adding new terms to the controlled vocabulary.

      Brown, Buster, 1937-1975.
      Zeman, Zoya, 1943-

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8 Date Searchable

The Date Searchable field indicates the date the item was originally produced. Take the date from the original or finding aid (if a date is present). If an item is undated, leave this field blank.

The Date Searchable field is used for searching on dates in CONTENTdm. It is formatted as a date field in CONTENTdm and has specific formatting requirements. This field is not visible in the public web interface. CONTENTdm accepts the date formats listed below. Text is not allowed in a date-formatted field.

  • yyyy
  • yyyy-mm
  • yyyy-mm-dd
  • mm/yyyy
  • mm/dd/yyyy
  • mm-yyyy
  • mm-dd-yyyy
  • dd-month yyyy
  • yyyy-yyyy

Dates are converted into yyyy-mm-dd when going from the media editor into the spreadsheet view in the Project Client. Dates are converted into dd month yyyy (example: 14 May 1997) for display on the web. Other formatting rules and examples include:

  • Dates must be valid for the given month and year. A date in February cannot be greater than 28 except in a leap year (29). A date in March cannot be greater than 31.
  • The year must be shown with four digits. If you enter two digits, the Project Client adds two zeros before the entered numbers. For instance, if you enter 94 for the date, Project Client changes the year to 0094.
  • If a document has no date but it is known that the document was produced in a certain year, use square brackets around the date in the Title and Date fields. Enter the date WITHOUT brackets in the Date Searchable field. Refer to Date for more information on dates with brackets.
  • If the document was produced on a specific date: enter 1998-05-15 in the Date Searchable field and 15 May 1998 in the Date field.
  • If the document is undated but the date is known: enter 1997-06-15 in the Date Searchable field and [15 June 1997] in the Date field.
  • If the document is undated but a probable date is known: enter 1996-07 in the Date Searchable field and [June 1996?] in the Date field.

Date Ranges

Date ranges can only be entered as yyyy-yyyy in Project Client. No months or days can be entered as date ranges in this field. Date ranges with months and days should be added in the Date Field.

  • If the document was produced over more than one day in the same month: enter 1998-05 in the Date Searchable field and enter 12-15 May 1998 in the Date field.
  • If the document was produced over more than one month in the same year: enter 1998 in the Date Searchable field and enter May-June 1998 in the Date field.
  • If the document was produced over more than one year: enter 1998-1999 in both the Date Searchable and the Date fields.

Circa Dates

Circa dates should be entered as date ranges.

  • If the document is dated circa 1995, enter 1993-1997 in the Date Searchable field and circa 1995 in the Date field (a five year date range)
  • If the document is dated circa 1990s, enter 1990-1999 in the Date Searchable field and circa 1990s in the Date field.
  • If the document is dated circa May 1995, enter 1995-05 in the Date Searchable field and circa May 1995 in the Date field.

The Southern Miss Digital Collections staff will complete the Date Searchable field for all Southern Miss materials added to CONTENTdm.

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9 Date

The Date field indicates the date the item was originally produced. Take the date from the original or finding aid (if a date is present). The Date field should be used in conjunction with the Date Searchable field, and it should be completed for every item.

The Date is visible in the public interface. It is formatted as a text field in CONTENTdm, so it does NOT have the same formatting requirements as the Date Searchable field. The date must be spelled out in the Date field as DD Month YYYY.

If the date is known but it is not on the item (e.g., a photo of an event known to have happened during Freedom Summer), record the date or year in square brackets.
      [Certain date from another source]
      [1964]

If the date is probable (from correspondence, etc., related to Freedom Summer, and probably from 1964, but we cannot be 100% sure of it), record the year with a question mark in square brackets.
      [Probable date from another source]
      [1964?]

If the date is unknown but can be narrowed to a decade or part of a decade, use circa to indicate an approximate date.
      circa 1960s

If the date is simply unknown, record undated.
      Undated

Refer to Searchable Date for information on date ranges and circa dates.

The Southern Miss Digital Collections staff will complete the Date field for all Southern Miss materials added to CONTENTdm.

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10 Coverage (Time Period)

The Coverage (Time Period) field identifies the time period covered in each document and can be derived from the document itself. It is usually not one specific date.

If the time period is a particular month in a specific year: [Month Year]
      August 1964    (no comma)

If the time period covers several months in one year: [Year]
      1964

If the time period is several years in the same decade: [circa Decade]
      circa 1960s

If the time period is broad and spans decades: [circa Decade-Decade]
      circa 1930-1960s

If examination of a document provides that coverage is firmly fixed within/across specific years, record the years: [Year-Year]
      1969-1971

If you are not sure about the year but think the time period covered is one year: [circa Year]
      circa 1964

If the time period covered is in one year, but particularly a specific month: [Year (primarily Month)]
      1964 (primarily August)

If it is known that the document was produced in a certain year but it is not dated, use square brackets around the date in the Title and Coverage fields.

Finding aids have coverage from the earliest document to the latest. Record this:
      1921-1973

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11 Time Period

The Time Period field is related to the Coverage Field. It is not visible in the public interface and is used primarily to build custom searches in CONTENTdm.

The Time Period is a controlled vocabulary field in CONTENTdm. Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry.

Use the date/dates in the Coverage field to determine the appropriate decade/decades to select from the controlled vocabulary in the Time Period field. More than one decade can be selected from the controlled vocabulary.

If the coverage is May 1965:
      1960s (1960-1965).

If the coverage is 1955-1961:
      1950s (1950-1959); 1960s (1960-1965).

If the coverage is not known:
      Undated.

If the coverage of the item is prior to the Civil War:
      XXXX.

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12 Subject

The Civil Rights in Mississippi Thesaurus (CRT) was used to standardize Name and Subject Headings used in metadata records for the Civil Rights in Mississippi Digital Archive (CRMDA) grant project. Subject headings and Name Authority Records in the CRT are taken from the Library of Congress Subject Headings and National Authority File (NAF). Local authority records are created for names used in the Mississippi Digital Library but for which Name Authority Records are not submitted to NACO.

All other Name and Subject Headings used in the Southern Miss Digital Collections are taken from the Library of Congress Subject Headings and National Authority File (NAF).

Record four to eight subject headings in general, but enter more headings if the collection warrants. For example, the AAEC Editorial Cartoons may require 15-20 headings to adequately represent the people, groups, topics, and visual content. Enter pre-coordinated headings to provide full coverage.

Enter headings in groups, and in alphabetical order within groups, in this order:

  • Personal name
  • Corporate/Conference name
  • Topical
  • Geographic
  • Genre

The Subject field is a controlled vocabulary in CONTENTdm. Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry. Subject headings should be followed with a period, unless the term ends with a hyphen (ex: Evers, Charles, 1922- ).

During the approval process, subject terms/phrases must be approved before item records can be approved and indexed. When approving items in the Administration site, the page includes a list of subject terms that must be added to the controlled vocabulary. Terms can also be edited here. After the terms have been added to the controlled vocabulary, approve items as normal.

If a large group of people are shown in a photograph, prefer Description for their names. Concentrate subject headings on what is visible in the photograph or on the purpose of the scene of the photograph. Note capitalization and presence or lack of hyphens.

Corporate name subject headings for institutions should be consistent with the name as it is in the document.
      Mississippi Southern College.

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13 Mississippi County

The Mississippi County field indicates the county in Mississippi that the item is about. Use this field only if the content of the item is about Mississippi. If the item is not about Mississippi, leave it blank.

The county should be taken from the Library of Congress Subject Headings and National Authority File (NAF).
      Lamar County (Miss.)
      Hinds County (Miss.)

The Mississippi County field is a controlled vocabulary field in CONTENTdm. Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry.

14 Geographic Location

The Geographic Location field indicates the location that the item is about, other than the Mississippi county. It can be used to enter a city, region, state, county for a state other than Mississippi, or a country.

If only the Mississippi county is known, use the Mississippi County field. If the geographic location is not known, leave the field blank. An item can have both the Mississippi county and a geographic location, if the information is known.

The geographic location should be taken from the Library of Congress Subject Headings and National Authority File (NAF).
      Hattiesburg (Miss.)
      Atlanta (Ga.)
      Mobile County (Ala.)
      Georgia
      Brazil

The Geographic Location field is a controlled vocabulary field in CONTENTdm. Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry.

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15 Resource Type

The Resource Type field indicates the format of the original item. Use more than one term if needed, listing them in alphabetical order.

Image refers to photographs or illustrations, not the digital image of a text document. Use both Text and Image for items that contain text and photograph(s) (or illustrative content).

The resource type field is a controlled vocabulary field in CONTENTdm. Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry.

      Image
      Interactive Resource       [web pages]
      Moving Image
      Physical Object
      Sound
      Still Image
      Text

The Southern Miss Digital Collections staff will complete the Resource Type field for all Southern Miss materials added to CONTENTdm.

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16 Format

Format provides information about the format, dimensions, and length of the document. Fill in [x] based on the height and width of the item, and if applicable, the number of pages of the original item in its physical form.

Documents should include height, width, and number of pages.
      Digital reproduction of a [x]" x [x]" [x]-page document.
      Digital reproduction of an 8" x 10" 6-page document.

Photographs should include height and width, and should be designated as "black-and-white" or "color."
      Digital reproduction of a 5" x 7" black and white photograph.
      Digital reproduction of a 5" x 7" color photograph.

For illustrations and other materials, specify the format of the original.
      Digital reproduction of a 5" x 7" black and white pencil sketch.
      Digital reproduction of a 5" x 7" watercolor.

If the image is a part of a book or manuscript, document accordingly.
      Digital reproduction of a 5" x 7" book cover.
      Digital reproduction of a 5" x 7" color image from a magazine.

For finding aids or other documents in HTML that do not have a pagination extent, do not record file size.
      Digital reproduction of a collection guide.

The Southern Miss Digital Collections staff will complete the Format field for all Southern Miss materials added to CONTENTdm.

 

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17 Media Format

Media Format provides the format of the original item. It is more specific than the Resource Type field. This field is not visible in the public web interface and is used to build searches in CONTENTdm

Image refers to photographs or illustrations, not the digital image of a text document. Use both Text and Image for items that contain text and photograph(s).

The Media Format field is a controlled vocabulary field in CONTENTdm. Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry.

      Audio
      Cartoon
      Document
      Film
      Illustration
      Image
      Map
      Newspaper
      Object
      Oral history
      Page from publication
      Publication
      Scrapbook
      Text
      Video
      Website

The Southern Miss Digital Collections staff will complete the Media Format field for all Southern Miss materials added to CONTENTdm.

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18 Language

Enter the Language for all documents, including those in English. Leave this field blank for documents for which Language does not apply, such as a photograph. For documents in a language other than English, enter the language.

The Southern Miss Digital Collections staff will complete the Language field as necessary for all Southern Miss materials added to CONTENTdm.

19 Publisher

The Publisher field indicates the party responsible for publication of the physical item (if applicable) and the party responsible for the electronic publication of each item.

The publisher of the physical item applies primarily to books and other published items. It should be listed first and followed by a period.
      Houghton Mifflin.

Every item will have a publisher of the electronic version. The Mississippi Digital Library is listed first, followed by the home repository. Both terms should have the (electronic version) designation.
      Mississippi Digital Library. (electronic version)
      University of Southern Mississippi Libraries. (electronic version)

Use the home repository name without the (electronic version) designation for finding aids and other materials published by the repository.
      University of Southern Mississippi Libraries.

The Publisher field is a controlled vocabulary field in CONTENTdm (standardized text, but not associated with an authority record). Separate multiple entries with a semicolon. Remove the semicolon that follows the last entry.

The Southern Miss Digital Collections staff will complete the Publisher field for all Southern Miss materials added to CONTENTdm.

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20 Contributors

The information in this field gives credit to other parties that contributed to the publication of the item. Separate multiple entries with a semicolon.

The Institute for Museum and Library Services (IMLS) provided funding for the Mississippi Digital Library through a National Leadership Grant. This field will read the same for all of the items included in the project.
      Electronic version made available through a National Leadership Grant for Libraries from the Institute for Museum and Library Services to the University of Southern Mississippi.

For books and other published items, illustrators and other contributors can be listed here.
      Illustrated by James Rice.

The Southern Miss Digital Collections staff will complete the Contributors field for all Southern Miss materials added to CONTENTdm.

21 Notes

The Notes field is visible in the public web interface, so only include notes that are suitable for public viewing. There is also a hidden notes field for technical or administrative notes. The Notes field is not a controlled vocabulary.

The Notes field has been used to identify items as part of the Southern Miss Civil Rights in Mississippi Digital Archive.
       This item is part of the Civil Rights in Mississippi Digital Archive

The Notes field is also used to link to the finding aid for the collection to which the item belongs.
      A finding aid for this collection is available online at: http://www.lib.usm.edu/legacy/archives/m002.htm

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22 Rights

This field provides copyright information. A standard statement follows:
      Copyright protected. Use of materials from this collection beyond the exceptions provided for in the Fair Use and Educational Use clauses of the U.S. Copyright Law may violate federal law. Permission to publish or reproduce is required.

The Southern Miss Digital Collections staff will complete the Rights field for all Southern Miss materials added to CONTENTdm.

23 Contributing Institution

This field identifies the repository where the item is owned and housed. The contributing institution field is a controlled vocabulary in CONTENTdm.
      Special Collections, McCain Library and Archives, University of Southern Mississippi

The Southern Miss Digital Collections staff will complete the Contributing Institution field for all Southern Miss materials added to CONTENTdm.

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24 Collection

This field identifies the collection of which the item is a part. In the example below, xxx equals the manuscript number of the collection and yyy is the Collection Title. Use the Collection Title as it appears on the main page of the collection. There is a period at the end of this statement, and no comma between the collection number and the title. The Collection field is a controlled vocabulary in CONTENTdm.
      xxx yyy.
      M320 Zeman (Zoya) Freedom Summer Collection.

The Southern Miss Digital Collections staff will complete the Collection field for all Southern Miss materials added to CONTENTdm.

25 Source

The Source field gives the physical location of the item within the collection of which it is a part.
      Box 5, Folder 7

If a photo identification number is assigned to photographs in the collection, include the number in the Source information.
      Box 1, Folder 3 M351-25a

For books and other cataloged items, copy the call number from the catalog.
      PS3613.C85 O93 2004

The Southern Miss Digital Collections staff will complete the Source field for all Southern Miss materials added to CONTENTdm.

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26 Digital Repository

This field identifies the digital repository to which the item belongs. All items should include the Digital Repository. The Digital Repository field is a controlled vocabulary in CONTENTdm.

All items from Southern Miss are in the Southern Miss Digital Collections, and items from other institutions are a part of the Mississippi Digital Library.
      Mississippi Digital Library.
      University of Southern Mississippi Digital Collections.

The Southern Miss Digital Collections staff will complete the Digital Repository field for all Southern Miss materials added to CONTENTdm.

27 Digital Collection

This field identifies the digital collection in CONTENTdm to which an item belongs. All items should include the Digital Collection. The Digital Collection field is a controlled vocabulary in CONTENTdm.
      Jackson State University.
      USM-Historical Manuscripts.

The Southern Miss Digital Collections staff will complete the Digital Collection field for all Southern Miss materials added to CONTENTdm.

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28 File Size

This field identifies the file size of the item. The file size is automatically generated when the item is uploaded into CONTENTdm.

29 File Extension

The File Extension indicates the file type of the item (such as JPG or PDF). It is automatically generated when the item is uploaded into CONTENTdm.

30 Width

The width of the item (in pixels) is automatically generated when the item is uploaded into CONTENTdm.

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31 Height

The height of the item (in pixels) is automatically generated when the item is uploaded into CONTENTdm.

32 Color Space

The Color Space field indicates the color profile of the item, such as RGB or Grayscale. The Color Space is automatically generated when the item is uploaded into CONTENTdm.

33 Bit Depth

The Bit Depth field indicates the bit depth of the master image, such as 24 bit color or 8 bit. This field is a controlled vocabulary.

The Southern Miss Digital Collections staff will complete the Bit Depth field for all Southern Miss materials added to CONTENTdm.

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34 Date Digital

The Date Digital field indicates the date that the item was digitized. This field is formatted as a date type field in CONTENTdm and has the same formatting requirements as the Date Searchable field. This field is not visible in the public web interface.

The Southern Miss Digital Collections staff at USM will complete the Date Digital field for all materials added to CONTENTdm.

35 Capture Method

The Capture Method field indicates the method of digitization. If known, the scanner or camera used for digitization should be selected from the controlled vocabulary. For Southern Miss collections, the controlled vocabulary includes hardware in the Southern Miss Digital Collections Lab. This field is not visible in the public web interface.

The Southern Miss Digital Collections staff will complete the Capture Method field for all Southern Miss materials added to CONTENTdm.

36 Master Image

The Master Image field indicates the file extension and resolution of the master image. This field should be used only if the information about the master image is known. This field is a controlled vocabulary. This field is not visible in the public web interface.
      600 dpi TIFF

The Southern Miss Digital Collections staff will complete the Master Image field for all Southern Miss materials added to CONTENTdm.

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37 Processing Software

The Processing Software field indicates the software used to process images, such as Adobe Photoshop CS3. This field is a controlled vocabulary. This field is not visible in the public web interface.

The Southern Miss Digital Collections staff will complete the Processing Software field for all Southern Miss materials added to CONTENTdm.

38 Record Created By

The Record Created By field indicates which CONTENTdm user uploaded the item. This field is automatically generated when the item is uploaded into CONTENTdm. This field is not visible in the public web interface.

When metadata enhancement is done by a cataloger, the initials and date are added following a semicolon.

39 Hidden Notes

The Hidden Notes field is a searchable field that is not visible in the public web interface, and it includes any notes not intended for public view.

The term Needs cataloging is used in this field at Southern Miss to indicate which items need to be reviewed and enhanced by catalogers in Bibliographic Services. This field has also been used to indicate items that were scanned at Southern Miss but that belong to another institution. The Hidden Notes field is searchable.

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40 Custom Searches

The Custom Searches field is used strictly for building custom searches in CONTENTdm. The field has a controlled vocabulary and is not visible from the public web interface.

The Southern Miss Digital Collections staff will complete the Custom Searches field for all Southern Miss materials added to CONTENTdm.

41 IP Resolution

The IP Resolution field (intellectual property resolution) is used to manage permissions and copyright. The field has a controlled vocabulary and is not visible from the public web interface. Based on the contents of this field, the permissions may be set to restrict the item from public view.

The Southern Miss Digital Collections staff will complete the IP Resolution field as necessary for all Southern Miss materials added to CONTENTdm.

42 Transcript

The Transcript field is used to upload full-text transcripts of select documents.

The Southern Miss Digital Collections staff at USM will complete the Transcript field as necessary for all Southern Miss materials added to CONTENTdm.

43 File Name

A file name is automatically generated for every digital image upon uploaded into CONTENTdm. Each single object and every page of a compound object will have a file name that is usually similar to the Identifier. This field facilitates searching for individual pages of a compound object.
      mus.m246.001p.jpg

 

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Bib Services AcquisitionsCatalogingAuthority Control Serials