Best Practices for Collecting and Describing University Publications

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Contents

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). [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 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 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. [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.
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. [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 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. [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.
  • Select all media that apply.
  • 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 Copyright, American University in Cairo. All rights reserved.
  • Enter copyright information.
  • Text is automatically entered.
Book or Conference Proceedings rft.btitle Enter the title of the book or proceedings.
  • Referent proceedings or book title
Series dc.relation.ispartofseries Enter the the series.
  • Series name and number within that series, if available.
Date Copyrighted dc.date.copyrighted 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 title of the journal.
  • Referent journal title.
Abbreviated Journal Title rft.stitle Enter the abbreviated journal title.
  • Referent journal abbreviated title.
Volume rft.volume Enter the volume number.
  • Referent volume number
Issue rft.issue Enter the issue number.
  • Referent issue number
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.

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. 10.0 10.1 10.2 10.3 Library of Congress Authorities
  11. Dublin Core Metadata Initiative Type Vocabulary
  12. Getty Art and Architecture Thesaurus
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