Best Practices for Collecting and Describing Scholarly Communications

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Contents

Scope

Best Practices for Collecting and Describing Scholarly Communications outlines digital capture specifications and the application of qualified Dublin Core metadata elements to describe published and unpublished research for inclusion in the the Digital Archive and Research Repository (DAR Repository). [1]

The DAR Repository, established in 2009, serves as AUC’s open access institutional repository. The archive’s primary goal is to preserve and provide access to scholarly communications, including graduate theses, faculty publications, student projects, and research center data. As a secondary function, the repository promotes the management of records produced by AUC’s administrative offices, ensuring that documents required for administrative, legal, financial, or historical purposes are retained according to schedules set by Records Management. DAR features contributions from the AUC scholarly community and administrative offices. The archive’s collection policies and content are managed by the Rare Books and Special Collections Library and technical support is supplied by University Academic Computing Technologies. DAR is powered by DSpace open source software, a turnkey institutional repository application. [2]

Accepted File Formats

The DAR Repository accepted file formats and conversion file formats are based on the following the Technical Guidelines for Digitizing Cultural Heritage Materials published by the Federal Agencies Digitization Guidelines Initiative Still Image Working Group and the UVa Library Internal Production Digitization Standards [3] [4]

The DAR Repository accepts the following:

  • Microsoft Word Docment (.doc or .docx) [5]
  • OpenDocument Text (.odt) [5]
  • Portable Document Format (.pdf)
  • Microsoft PowerPoint (.ppt or .pptx) [5]
  • OpenDocument Presentation (.odp) [5]
  • Microsoft Excel Spreadsheet (.xls or .xlsx) [6]
  • OpenDocument Spreadsheet (.ods) [6]
  • Joint Photographic Experts Groups (.jpg)
  • Tagged Image File Format (.tif)
  • OpenDocument Graphics (.odg) [5]
  • Broadcast Wave Format (.wav)
  • MPEG-1 or MPEG-2 Audio Layer III (.mp3)
  • Audio Video Interleave (.avi)
  • MPEG-4 Part 14 (.mp4)

Metadata

The descriptive metadata scheme used for describing scholarly communications is derived from the fifteen terms of the Dublin Core Metadata Element Set, Version 1.1 and their refining properties defined in DCMI Metadata Terms. [7] [8] Bibliographic data is recorded following the DCMI Guidelines for Encoding Bibliographic Citation Information in Dublin Core Metadata Best Practices for CONTENTdm and other OAI-PMH compliant Repositories: Creating Shareable Metadata, authored by the CONTENTdm Metadata Working Group was also consulted. [8] [9]

Label Element Hint Scope Note Controlled Vocabulary Required Repeatable
Title dc.title Enter the title. Capitalize the first word of the title, and enter in lowercase all other words expect proper nouns.
  • Transcribe the title from the document.
  • Capitalize the first word of the title, and enter in lowercase all other words except proper nouns.
  • Do not include initial articles, unless an integral part of the title and/or provided by the creator as the true title. This allows the system to index by title alphabetically.
Author dc.contributor.author Enter your name.
  • Enter a name from the Library of Congress Name Authority File. [10]
  • If an authorized name is not found in the Library of Congress Name Authority File, create one based on AACR2 rules. [10]
  • List multiple entries on separate lines in order of appearance on the item.
Advisor dc.contributor.advisor If applicable, enter the names of all advisors and professors associated with your work.
  • Enter a name from the Library of Congress Name Authority File. [10]
  • If an authorized name is not found in the Library of Congress Name Authority File, create one based on AACR2 rules. [10]
  • List multiple entries on separate lines in order of appearance on the item.
Committee Member dc.contributor.committeeMember Enter the names of all thesis committee members.
  • Enter a name from the Library of Congress Name Authority File. [10]
  • If an authorized name is not found in the Library of Congress Name Authority File, create one based on AACR2 rules. [10]
  • List multiple entries on separate lines in order of appearance on the item.
Editor dc.contributor.editor If applicable, enter the names of all editors associated with your work.
  • Enter a name from the Library of Congress Name Authority File. [10]
  • If an authorized name is not found in the Library of Congress Name Authority File, create one based on AACR2 rules. [10]
Contributor dc.contributor Enter the name(s) of other contributors.
  • Enter a name from the Library of Congress Name Authority File. [10]
  • If an authorized name is not found in the Library of Congress Name Authority File, create one based on AACR2 rules. [10]
  • List multiple entries on separate lines in order of appearance on the item.
Abstract dc.description.abstract Enter the abstract copied or transcribed directly from your work.
  • Enter the abstract or similar information (introduction, overview, scope, etc.) as transcribed directly from the resource.
Description dc.description Enter additional descriptive information about the document not included in the abstract.
  • Enter supplemental descriptive information such as a free text summary.
  • End field with a period.
  • Avoid simply restating the title.
Department dc.contributor.department Select your department or center from the dropdown menu.
  • Enter the name of sponsoring department at AUC.
  • Refer to the list of approved Departments below.
Discipline dc.subject.discipline Select a discipline from the dropdown menu.
  • Enter the name of discipline studied at AUC.
  • Refer to the list of approved Disciplines below.
Course dc.subject.course If your work was created in fulfillment of the requirements of a course, enter the course prefix and number.
  • Enter the course prefix and number.
Keyword dc.subject Enter keywords or tags that describe your work.
  • Creator/contributor/donor-supplied keywords.
  • Keywords are verified or edited by the Digital Collections Archivist to refer to Library of Congress Subject Headings and Name Authority File. [10]
  • List multiple entries on separate lines in alphabetical order.
Date dc.date.created Enter the date on which work was completed.
  • Enter the date on which work was completed.
Type dc.type Indicate the general content type your work. Select all that apply.
  • Enter the characteristic and general type of content of the resource.
  • Look up terms using the Dublin Core Metadata Initiative Type Vocabulary. [11]
Extent dc.format.extent Enter the number of pages when applicable, in ### p. format. End p with a period. For audio and video, enter the run time in HH:MM:SS format, using leading zeros when necessary.
  • Include moving image and sound recording run times in HH:MM:SS format, using leading zeros when necessary.
  • Include the number of pages when applicable, in ### p. format. End p with a period.
Medium dc.format.medium Select the medium.
  • Enter original format or medium information in this field.
  • Look up terms in the Getty Art and Architecture Thesaurus. [12]
  • Refer to the list of approved Media below.
Language dc.language.iso Select all languages that apply.
  • Enter the ISO 639-1 Language Code for items with linguistic content. [10]
  • Leave this field blank if there is no linguistic content.
Rights dc.rights.license Author retains all rights with regard to copyright.
  • Enter copyright information.
  • Text is automatically entered.
Access Rights dc.rights.access Select your preferred level of access from dropdown menu.
  • Refer to the the list of approved Access Rights below.
Acknowledgements dc.description.sponsorship Enter sponsorship, funding, or other acknowledgement information.
  • Include granting and funding agencies, donors, etc.
Manuscript Classification Code dc.subject.classification Select the appropriate manuscript classification from the dropdown menu.
  • Refer to the the list of approved Manuscript Classification Codes below.
Book or Conference Proceedings rft.btitle For book chapters and papers published in conference proceedings, enter the title of the book or proceedings.
  • Referent proceedings or book title
Series dc.relation.ispartofseries For series name and number within that series, if available.
  • Series name and number within that series, if available.
Date Copyrighted dc.date.copyrighted If applicable, enter the copyright date.
  • Date of copyright.
Publisher dc.publisher Enter the name of the publisher.
  • Enter a name from the Library of Congress Name Authority File. [10]
  • If an authorized name is not found in the Library of Congress Name Authority File, create one based on AACR2 rules. [10]
Place of Publication rft.place Enter the place of publication.
  • Referent place of publication
Journal rft.jtitle Enter the journal title.
  • Referent journal title.
Abbreviated Journal Title rft.stitle Enter the abbreviated journal title.
  • Referent journal abbreviated title.
Volume rft.volume If applicable, enter the volume number.
  • Referent volume number
Issue rft.issue If applicable, enter the issue number.
  • Referent issue number
Start Page rft.spage Enter the first page number of a journal article, book chapter, or paper published in conference proceedings.
  • Referent start page.
End Page rft.epage Enter the last page number of a journal article, book chapter, or paper published in conference proceedings.
  • Referent end page.
Citation dc.identifier.citation Enter sufficient bibliographic detail to identify the resource as unambiguously as possible.
  • A bibliographic reference for the resource.
  • Under development to automatically populate from rft elements.
ISBN dc.identifier.ISBN If applicable, enter the ISBN.
  • International Standard Book Number
ISSN dc.identifier.ISSN If applicable, enter the ISSN.
  • International Standard Serial Number

Controlled Vocabularies

Department

Displayed Value Stored Value
Access to Knowledge for Development Center American University in Cairo. Access to Knowledge for Development Center
Accounting American University in Cairo. Dept. of Accounting
Arab and Islamic Civilizations American University in Cairo. Dept. of Arab and Islamic Civilizations
Arabic Language Institute American University in Cairo. Arabic Language Institute
AUC Forum American University in Cairo. AUC Forum
Biology American University in Cairo. Dept. of Biology
Center for Learning and Teaching American University in Cairo. Center for Learning and Teaching
Center for Migration and Refugee Studies American University in Cairo. Center for Migration and Refugee Studies
Center for Translation Studies American University in Cairo. Center for Translation Studies
Cynthia Nelson Center for Gender and Women's Studies American University in Cairo. Cynthia Nelson Center for Gender and Women's Studies
Chemistry American University in Cairo. Dept. of Chemistry
Computer Science and Engineering American University in Cairo. Dept. of Computer Science and Engineering
Construction and Architectural Engineering American University in Cairo. Dept. of Construction and Architectural Engineering
Desert Development Center American University in Cairo. Desert Development Center
Economic and Business History Research Center American University in Cairo. Economic and Business History Research Center
Economics American University in Cairo. Dept. of Economics
Electronics Engineering American University in Cairo. Dept. of Electronics Engineering
El Khazindar Business Research and Case Center American University in Cairo. El Khazindar Business Research and Case Center
English and Comparative Literature American University in Cairo. Dept. of English and Comparative Literature
English Language Institute American University in Cairo. English Language Institute
History American University in Cairo. Dept. of History
John D. Gerhart Center for Philanthropy and Civic Engagement American University in Cairo. John D. Gerhart Center for Philanthropy and Civic Engagement
Journalism and Mass Communication American University in Cairo. Dept. of Journalism and Mass Communication
Law American University in Cairo. Dept. of Law
Libraries and Learning Technologies American University in Cairo. Libraries and Learning Technologies
Management American University in Cairo. Dept. of Management
Mathematics and Actuarial Science American University in Cairo. Dept. of Mathematics and Actuarial Science
Mechanical Engineering American University in Cairo. Dept. of Mechanical Engineering
Middle East Institute of Higher Education American University in Cairo. Middle East Institute of Higher Education
Middle East Studies Center American University in Cairo. Middle East Studies Center
Performing and Visual Arts American University in Cairo. Dept. of Performing and Visual Arts
Petroleum and Energy Engineering American University in Cairo. Dept. of Petroleum and Energy Engineering
Philosophy American University in Cairo. Dept. of Philosophy
Physics American University in Cairo. Dept. of Physics
Political Science American University in Cairo. Dept. of Political Science
Prince Alwaleed Bin Talal Alsaud Center for American Studies and Research American University in Cairo. Prince Alwaleed Bin Talal Alsaud Center for American Studies and Research
Public Policy and Administration American University in Cairo. Dept. of Public Policy and Administration
Rhetoric and Composition American University in Cairo. Dept. of Rhetoric and Composition
School of Engineering Interdisciplinary Program American University in Cairo. School of Engineering Interdisciplinary Program
Sociology, Anthropology, Psychology, and Egyptology American University in Cairo. Dept. of Sociology, Anthropology, Psychology, and Egyptology
University Academic Computing Technologies American University in Cairo. University Academic Computing Technologies
Yousef Jameel Science and Technology Research Center American University in Cairo. Yousef Jameel Science and Technology Research Center

Discipline

  • Accounting
  • Actuarial Science
  • American Studies
  • Anthropology
  • Applied Probability and Statistics
  • Applied Sciences
  • Arabic and Islamic Civilizations
  • Arabic Literature
  • Arabic Studies
  • Archaeological Chemistry
  • Architectural Design
  • Architectural Engineering
  • Art
  • Biology
  • Biotechnology
  • Business Administration
  • Chemistry
  • Classical/Medieval Islamic History
  • Communication and Media Arts
  • Community Development and Organizing
  • Community Psychology
  • Comparative Literary Studies
  • Comparative Religion
  • Computer Engineering
  • Computer Science
  • Construction Engineering
  • Coptic Studies
  • Development Practice
  • Development Studies
  • Economics
  • Economics in International Development
  • Education
  • Egyptology
  • Egyptology and Coptology
  • Electronics
  • Electronics Engineering
  • Electronics Engineering with Concentration in Management of Technology
  • Engineering
  • English and Comparative Literature
  • Environmental Engineering
  • Environmental Systems
  • European Studies
  • Family and Child Counseling
  • Family and Couples Counseling
  • Family Counseling
  • Film
  • Finance
  • Forced Migration and Refugee Studies
  • Gender and Women's Studies in the Middle East/North Africa
  • Global Affairs
  • Graphic Arts and Design
  • History
  • Integrated Marketing Communication
  • International and Comparative Education
  • International and Comparative Law
  • International Human Rights Law
  • International Relations
  • Islamic Art and Architecture
  • Islamic Studies
  • Journalism and Mass Communication
  • Linguistics
  • Management
  • Management of Information and Communication Technology
  • Mathematics
  • Mechanical Engineering
  • Mechatronics
  • Middle East Politics
  • Middle East Studies
  • Migration and Refugee Studies
  • Multimedia Journalism
  • Music
  • Music Technology
  • Nanotechnology
  • Petroleum Engineering
  • Performance
  • Philosophy
  • Physics
  • Political Economy
  • Political Science
  • Product Development and Systems Management
  • Psychology
  • Psychosocial Interventions for Forced Migrants and Refugees
  • Public Administration
  • Public Policy
  • Public Policy and Administration
  • Rhetoric Composition
  • Rhetoric and Writing
  • Robotics, Control and Smart Systems
  • Sociology
  • Sociology and Anthropology
  • Teaching Arabic as a Foreign Language
  • Teaching English as a Foreign Language
  • Television and Digital Journalism
  • Theatre
  • Traditional Egyptian Arts

Type

Displayed Value Stored Value
Dataset Dataset
Moving Image Moving Image
Physical Object Physical Object
Sound Sound
Still Image Still Image
Text Text

Medium

Displayed Value Stored Value
Administrative records administrative records
Agenda agendas (administrative records)
Audits audits
Bibliographies bibliographies
Books or book chapters monographs
Brochures brochures
Budgets budgets
Datasets datasets
Documentaries documentaries
Exhibit scripts exhibit scripts
Exhibition catalogs exhibition catalogs
Exhibition records exhibition records
Flyers fliers (printed matter)
Forms forms (documents)
Grant proposals grant proposals
Handbooks handbooks
Interviews interviews
Instructional materials instructional materials
Journals or journal articles journals (periodicals)
Lectures lectures
Magazines or magazine articles magazines (periodicals)
Manuals manuals (instructional materials)
Minutes minutes
Motion pictures motion pictures (visual work)
Newsletter or newsletter article newsletters
Papers papers (document genres)
Planning documents plans (reports)
Presentations presentations (communicative events)
Questionnaires questionnaires
Reports reports
Structural models models (representations)
Surveys surveys (documents)
Templates templates (documents)
Translations translations
Theses theses
Websites Web sites

Language

Displayed Value Stored Value
English en
Arabic ar
Spanish es
German de
French fr
Italian it
Japanese ja
Chinese zh
Other other

Access Rights

Displayed Value Stored Value
Make my work available. This item is available
Restrict my work for 3 months. This item is restricted for 3 months from the date issued
Restrict my work for 6 months. This item is restricted for 6 months from the date issued
Restrict my work for 1 year. This item is restricted for 1 year from the date issued
Restrict my work for 2 years. This item is restricted for 2 years from the date issued
Restrict my work for forever. This item is restricted forever

Manuscript Classification Code

Displayed Value Stored Value
CW: Creative work or exhibit Creative work or exhibit
BK: Book. Book
EB: Edited book Edited book
BC: Book chapter Book chapter
BR: Book review Book review
RJ: Article in refereed journal Article in refereed journal
CP: Article in conference proceedings Article in conference proceedings
CD: Article published on a CD or online Article published on a CD or online
EN: Encyclopedia article Encyclopedia article
NM: Article in newspaper/magazine Article in newspaper/magazine
TR: Unpublished article or technical report Unpublished article or technical report
OP: Other publications Other publications
PT: Patent Patent
TL: Translation Translation

References

  1. Digital Archive and Research Repository
  2. DSpace
  3. Technical Guidelines for Digitizing Cultural Heritage Materials
  4. UVa Library Internal Production Digitization Standards
  5. 5.0 5.1 5.2 5.3 5.4 Converted to Portable Document Format (.pdf) upon submission.
  6. 6.0 6.1 Converted to Text (.txt) upon submission.
  7. Dublin Core Metadata Element Set, Version 1.1
  8. 8.0 8.1 DCMI Metadata Terms
  9. Best Practices for CONTENTdm and other OAI-PMH compliant Repositories: Creating Shareable Metadata
  10. 10.00 10.01 10.02 10.03 10.04 10.05 10.06 10.07 10.08 10.09 10.10 10.11 10.12 10.13 Library of Congress Authorities
  11. Dublin Core Metadata Initiative Type Vocabulary
  12. Getty Art and Architecture Thesaurus
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