Best Practices for Collecting and Describing University Publications

Scope

Best Practices for Collecting and Describing University Publications outlines digital capture specifications and the application of qualified Dublin Core metadata elements to describe American University in Cairo publications for inclusion in the the Digital Archive and Research Repository (DAR Repository).

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.

Accepted File Formats

The DAR Repository accepted file formats and conversion file formats are based on 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. The DAR Repository accepts the following:

• Microsoft Word Docment (.doc or .docx)
• OpenDocument Text (.odt)
• Portable Document Format (.pdf)
• Microsoft PowerPoint (.ppt or .pptx)
• OpenDocument Presentation (.odp)
• Microsoft Excel Spreadsheet (.xls or .xlsx)
• OpenDocument Spreadsheet (.ods)
• Joint Photographic Experts Groups (.jpg)
• Tagged Image File Format (.tif)
• OpenDocument Graphics (.odg)
• 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 university publications 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. 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.

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.		✓
Administrative Office	dc.contributor.office	Indicate the administrative office or academic department responsible for the creation of the document.	Enter the name of sponsoring department at AUC. Refer to the list of approved Departments below.	✓
Abstract	dc.description.abstract	Enter the abstract copied or transcribed directly from this item.	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.
Keyword	dc.subject	Enter keywords or tags that describe this item.	Creator/contributor/donor-supplied keywords. Keywords are verified or edited by the Records Manager to refer to Library of Congress Authorities. 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 on this item 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.	✓	✓	✓
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.	Select all media that apply. Look up terms in the Getty Art and Architecture Thesaurus. 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. Leave this field blank if there is no linguistic content.	✓	✓	✓
Rights	dc.rights.license	Copyright American University in Cairo. All rights reserved.	Enter copyright information. Text is automatically entered.		✓
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. If an authorized name is not found in the Library of Congress Name Authority File, create one based on AACR2 rules.
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

Administrative Office

Displayed Value	Stored Value
Access to Knowledge for Development Center	American University in Cairo. Access to Knowledge for Development Center
Administration and Financial Support	American University in Cairo. Office of Administration and Financial Support
Admissions	American University in Cairo. Office of Admissions
Alumni, Parents, and Trustee Relations	American University in Cairo. Office of Alumni, Parents, and Trustee Relations
Athletics	American University in Cairo. Office of Athletics
AUC Forum	American University in Cairo. AUC Forum
AUC Press	American University in Cairo. AUC Press
Board of Trustees	American University in Cairo. Board of Trustees
Budget and Financial Planning	American University in Cairo. Office of Budget and Financial Planning
Campus Planning and University Architect	American University in Cairo. Office of Campus Planning and University Architect
CAPS	American University in Cairo. Office of CAPS
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
Citadel Capital Financial Services Center	American University in Cairo. Citadel Capital Financial Services Center
Chief Internal Auditor	American University in Cairo. Office of the Chief Internal Auditor
Chief Technology Officer	American University in Cairo. Office of the Chief Technology Officer
Communications and Special Initiatives	American University in Cairo. Office of Communications and Special Initiatives
Construction Services	American University in Cairo. Offices of Construction Services
Counsellor	American University in Cairo. Office of the Counsellor
Cynthia Nelson Institute for Gender and Women's Studies	American University in Cairo. Cynthia Nelson Institute for Gender and Women's Studies
Desert Development Center	American University in Cairo. Desert Development Center
Development	American University in Cairo. Office of Development
Economic and Business History Research Center	American University in Cairo. Economic and Business History Research Center
El Khazindar Business Research and Case Center	American University in Cairo. El Khazindar Business Research and Case Center
Enrollment and Student Service Center	American University in Cairo. Enrollment and Student Service Center
Environmental Services	American University in Cairo. Office of Environmental Services
Facilities and Operations	American University in Cairo. Office of Facilities and Operations
Finance Office	American University in Cairo. Office of Finance
Graduate Student Services	American University in Cairo. Office of Graduate Student Services
Graduate Studies and Research	American University in Cairo. Office of Graduate Studies and Research
Housing	American University in Cairo. Office of Housing
Human Resources	American University in Cairo. Office of Human Resources
Institutional Advancement	American University in Cairo. Office of Institutional Advancement
Institutional Research	American University in Cairo. Office of Institutional Research
International Student Affairs	American University in Cairo. Office of International Student Affairs
John D. Gerhart Center for Philanthropy and Civic Engagement	American University in Cairo. John D. Gerhart Center for Philanthropy and Civic Engagement
LEAD Program	American University in Cairo. Office of LEAD Program
Legal Advisor	American University in Cairo. Office of the Legal Advisor
Libraries and Learning Technologies	American University in Cairo. Libraries and Learning Technologies
Maintenance	American University in Cairo. Office of Maintenance
Middle East Studies Center	American University in Cairo. Middle East Studies Center
NYO and Executive Secretary of the Board of Trustees	American University in Cairo. Office of the NYO and Executive Secretary of the Board of Trustees
On-line Student Services	American University in Cairo. Office of On-line Student Services
Planning and Administration	American University in Cairo. Office of Planning and Administration
Political Science (department)	American University in Cairo. Department of Political Science
President's Office	American University in Cairo. Office of the President
Prince Alwaleed Bin Talal Alsaud Center for American Studies and Research	American University in Cairo. Prince Alwaleed Bin Tala Alsaud Center for American Studies and Research
Property Inventory and Warehouse Control	American University in Cairo. Office of Property Inventory and Warehouse Control
Provost's Office	American University in Cairo. Office of the Provost
Public Safety	American University in Cairo. Office of Public Safety
Rare Books and Special Collections Library	American University in Cairo. Rare Books and Special Collections Library
Residential Life	American University in Cairo. Office of Residential Life
School of Business	American University in Cairo. School of Business
School of Continuing Education	American University in Cairo. School of Continuing Education
School of Humanities and Social Sciences	American University in Cairo. School of Humanities and Social Sciences
School of Global Affairs and Public Policy	American University in Cairo. School of Global Affairs and Public Policy
School of Sciences and Engineering	American University in Cairo. School of Sciences and Engineering
Social Research Center	American University in Cairo. Social Research Center
Student Affairs	American University in Cairo. Office of Student Affairs
Student Development	American University in Cairo. Office of Student Development
Student Financial Affairs	American University in Cairo. Office of Student Financial Affairs
Student Life	American University in Cairo. Office of Student Life
Student Support	American University in Cairo. Office of Student Support
Supply Chain Management and Business Support	American University in Cairo. Office of Supply Chain Management and Business Support
Transportation Services	American University in Cairo. Office of Transportation Services
Travel	American University in Cairo. Office of Travel
University Academic Computing Technologies	American University in Cairo. University Academic Computing Technologies
University Communications	American University in Cairo. Office of University Communications
University Events	American University in Cairo. Office of University Events
University Senate	American University in Cairo. University Senate
U.S. Government Relations	American University in Cairo. Office of U.S. Government Relations
Yousef Jameel Science and Technology Research Center	American University in Cairo. Yousef Jameel Science and Technology Research Center

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
English	en
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

Collection Settings

Copyright

<p>Copyright, American University in Cairo. All rights reserved.</p>

License

I hereby certify that this document is the property of the American University in Cairo.

The American University in Cairo retains all ownership rights to the copyright of this document.