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Controlled Vocabulary Usage

Controlled Vocabulary Usage

Apr 11, 2019

Prepared by: DLP Metadata Implementation Working Group

Date: March 2018

Status: Final Draft

 

Overview

This document supplements the metadata specifications produced by the DLP Metadata Implementation Working Group (M-IWG). MIWG documentation stored as spreadsheets includes a column for Value Constraints, which indicates if a field uses a controlled term entry. Sources and/or values for controlled terms are documented in greater detail here. The authorities and local terms documented here are starter recommendations, but may need to be be expanded over time. Note: some sections of this documentation will remain incomplete until implementation occurs.

Original Google Document (restricted)

Descriptive Metadata

Final metadata specification worksheet

Institution (D1) - Controlled Terms - External

Recommended values are from Library of Congress Name Authority File (LCNAF). Usual value would be “Emory University”, in future could have additional participating institutions

Holding Repository (D2) - Controlled Terms - External

Recommended values are from Library of Congress Name Authority File (LCNAF)

Administrative Unit (D3) - Controlled Terms - Local

Local terms for different administrative units within the same library

  • Data type: String?

  • Sample value: Emory University Archives

  • Range of values:

    1. Emory University Archives

    2. Stuart A. Rose Manuscript, Archives, and Rare Book Library

  • Current systems usage: DAMS, KEEP

Content Type (D5) - Controlled Terms - External

Values are from LC Resource Types . For ETD, there is a local list. Supplemental files only. There is a large list of values on Github ( link ), but only 6 available at current release.

  • Data type: URI, String

  • Sample value: Still Image

  • Range of values: LC Resource Types , ETD Local List ( Video; Image; Text; Dataset; Sound; Software)

  • Current systems usage: DAMS, DB, ETD, OE, Keep

Content Genre (D6) - Controlled Terms - Local/External

Values are from a mix of controlled terms (Getty AAT, LCSH, MARC Genre) and some local (for ETDs?)

Primary Language (D10) - Controlled Terms - External

Values are a mix of local lists (DAMS, DV) and controlled terms  ( ISO639-2b and the MARC List for Languages )

  • Data type: URI

  • Sample value: Latvian

  • Range of values: ISO639-2b ; MARC List for Languages

  • Current systems usage: DAMS (currently uses a incomplete local list), DB (Marc List, ETD (local list - English; French; Spanish, plans to expand in future, possibility to ISO list?), OE (MARC List), Keep (no languages), DV (local list, similar to ISO639)

Place of Publication/Production (D28) - Controlled Terms - External

Recommended values from Geonames or other database (such as Getty TGN?)

Subjects - Topics (D30) - Controlled Terms - External

Recommended values are from LCSH, Getty Vocabs, FAST (ETDs currently uses Proquest research topics - up to three, minimum of 1)

Subject - Names (D31) - Controlled Terms - External

Recommended values from LCNAF, VIAF, ULAN

Subject - Geographic Names (D32) - Controlled Terms - External

Recommended values from Geonames or other database (such as Getty TGN?)

Subject - Time Periods (D33) - Controlled Terms - Local/External

Recommended values from database of time periods (LCSH, AAT?)

Thesis/Dissertation Degree (D39) - Controlled Terms - Local

Subtype of sorts for Submission Type

School (D42) - Controlled Terms - Local

Top level unit

Department/Program (D40) -  Controlled Terms - Local

Mid-level unit -

Academic Subfield/Discipline (D41) - Controlled Terms - Local

Lowest level - Certain Department/Programs within Laney and Rollins have subfields

Publisher Version (D44) - Controlled Terms - Local (could investigate external ontology like SPAR)

  • Data type: String or URI depending?

  • Sample value: Final Published Version

  • Range of values:

    1. Preprint: Prior to Peer Review

    2. Post-print: After Peer Review

    3. Final Publisher PDF

  • Current systems usage: OE

Role - Creator (D45) - Controlled Terms - External/Local?

Recommended values are from either locally created ID’s or from external databases from LCNAF, VIAF, etc...

Role - Contributor (D46) - Controlled Terms - External/Local?

Recommended values from locally created ID’s or from external databases from LCNAF, VIAF, etc...

  • Data type: String or URI depending?

  • Sample value: John Doe

  • Range of values: LCNAF ; VIAF , Emory Shared Data, local terms...  

  • Current systems usage: DAMS, DB,  OE, Keep, DV

Role - Thesis/Dissertation Advisor (D47) - Controlled Terms - Local/External?

Free-text currently. Plans to connect to ESD

  • Data type: String

  • Sample value: Witte,John

  • Range of values: N/A

  • Current systems usage: ETD

Role - Committee Member (D48) - Controlled Terms - Local

Free-text currently. Plans to connect to ESD

  • Data type: String

  • Sample value: Smith,Ted A.

  • Range of values: N/A

  • Current systems usage: ETD

Role - Degree Granting Institution (D49) - Controlled Terms - Local

Similar to Institution (D1) regarding values. Is stored (for use with Proquest exports) but not displayed locally.

Role - Sponsor (D50) - Controlled Terms - Local

Locally created IDs or piped from Emory personnel database

  • Data type: String or URI depending?

  • Sample value: Harold K. Simon

  • Range of values: [from Emory Shared Data feed]

  • Current systems usage: OE

Role - Partnering Agencies (D52) - Controlled Terms - Local

Local list - Rollins only. Can select multiple partnering agencies.

  • Data type: String

  • Sample value: Centers for Disease Control and Prevention

  • Range of values: ETD local values

  • Current systems usage: ETD

Role - Grant/Funding Agency (D53) - Controlled Terms - Local

Locally created list of terms; if an appropriate data source can be determined we could use an authority instead.

  • Data type: String?

  • Sample value: National Institute of Environmental Health Sciences : NIEHS

  • Range of values:

  • Current systems usage: OE, DV

Creator/Contributor - Institutional Affiliation (D55) - Controlled Terms - External

Similar to Institution (D1) and Role - Degree Granting Institution (D49)

Rights Statement - Controlled (D57) - Controlled Terms - External

Values will be taken from rightsstatement.org (available by default in Hyrax).

Rights Holder (D58) - Controlled Terms - External/Local

Prefer controlled name entries if available. May need to be locally managed name entries or auto-suggested terms.

Re-use License (D60) - Controlled Terms - External

Values will be taken from Creative Commons, or other vocabularies if applicable (GNU, ODL). Current usage is Creative Commons only. For ETD, might be a future release

Geographic Unit (D66) - Controlled Terms - Local

Currently free-text, but recommend we either implement the below set of local terms, or configure this field to auto-suggest already stored values.