Collections U of T Metadata Elements

This page provides information about Collections U of T metadata and element details.

The Collections U of T Metadata Spreadsheet Template is currently stored in Google Drive for easiest access (U of T OneDrive all-staff links have an expiry date).

Collections U of T Metadata Profile - Element Details

alma_record

  • Data Type: URL
  • Input Guidelines: Enter the full URL for the Alma MMS ID permalink. When converting from MARC, you will need to manually enter the Alma Record’s Permalink URL.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/location.html#url - with displayLabel=”Alma Record” attribute
  • Controlled Vocabulary: none
  • Obligation: Optional
  • Repeatable?: No

alternate_identifier

  • Data Type: string
  • Input Guidelines: Use for Alternate Identifiers. Currently used by KCHA and USMC. Formerly usmc_pid in spreadsheet column.
  • MODS Input Guidelines: none
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

call_number

coordinates

creator_contributor

  • Data Type: string
  • Input Guidelines: Use to include the name of the creator or contributor to the resource. Do not break up name - include full name in the column. Separate multiple creator(s)/contributor(s) by pipe, including translations of names. If adding translations for names, separate by pipe. Indicate language per name value in Creator_Contributor_lang
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/name.html#namepart
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

creator_contributor_lang

creator_contributor_role

  • Data Type: string

  • Input Guidelines: Default is none. Use from list of controlled values selected from https://id.loc.gov/vocabulary/relators.html

    • If multiple names, enter roles within pipes in the same order that names appear in Creator_Contributor.

    • If multiple roles per name, separate with a comma. Note that all roles will display beside the name except ““none”” (i.e. don’t add too many roles, it will display strangely).

    • Custom terms not on MARC relators list:
      • none
      • autograph (not in MODS role term - ““autographer”” is, but Fisher use ““autograph””)
      • book label (not in MODS role term)
      • bookstamp (not in MODS role term)
      • stenographer (not in MODS role terms)
    • Track additional _role terms in https://git.library.utoronto.ca/utl-its/digital-collections/collections-mods-generator/-/blob/main/src/config/roleCodes.js and https://git.library.utoronto.ca/utl-its/digital-collections/collections-lookup/-/blob/main/src/generated/relators.js”
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/name.html#role
  • Controlled Vocabulary: Selected term values taken from https://www.loc.gov/marc/relators/relaterm.html
  • Obligation: optional
  • Repeatable?: yes

credit

date_facet

  • Data Type: string

  • Input Guidelines: “Date used for facets. For the tag, when converting from MARC, you will likely need to manually enter the dateOther tag. This field is used to record the decade of the date for simple facets by either:

    • a) decade - i.e. 1900s, 1910s, 1950s

    • or b) century - i.e. 15th century, 13th century, 20th century. Use decades unless collection/object spans over 4 decades. For Fisher manuscripts, use Century.

    • For objects that fall within a range of dates, add multiple decades or centuries.”

  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/origininfo.html#dateother
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

date_full

description

  • Data Type: string
  • Input Guidelines: A summary of the content of the resource - i.e. the abstract, description, or scope and content. Use plain text if possible. If necessary, available HTML tags include: < a > ; < em > ; < strong >. If <p> is needed use a pipe symbol as a separator. Do not use <p> or <br /> tags.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/abstract.html
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

edition

extent

fisher_f_number

form_gmd

form_marcform

genre

  • Data Type: string

  • Input Guidelines: “Contains terms that give more specificity for the form of an object than the broad terms used in

    • When converting from MARC, please delete any period that completes the term in this tag.

    • If cartographic, use ““map”” value to be consistent across collections.”

  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/genre.html
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

holding_institution

  • Data Type: string
  • Input Guidelines: “The Holding Institution, or UTL department, that cares for the object. Use consistent naming across collections:
    • Map & Data Library, University of Toronto Libraries
    • Richard Charles Lee Canada-Hong Kong Library
    • Thomas Fisher Rare Book Library
    • University of Toronto Archives
    • University of St. Michael’s College Archives
    • University of St. Michael’s College, John M. Kelly Library, Special Collections
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/location.html#physicallocation
  • Controlled Vocabulary: none
  • Obligation: Required
  • Repeatable?: yes

image

  • Data Type: filepath
  • Input Guidelines: Enter the file path to the image(s) for the digital object. (.tiff; .tif; .jpg extension). Book objects should be a directory (i.e. a folder) of images.
  • MODS Input Guidelines: does not map
  • Controlled Vocabulary: N/A
  • Obligation: required
  • Repeatable?: no

issuance

  • Data Type: string
  • Input Guidelines: Mostly used when converting from MARC records. Do not use if data does not exist - controlled term that designates how the resource is issued.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/origininfo.html#issuance
  • Controlled Vocabulary:
    • monographic
    • single unit
    • multipart monograph
    • continuing
    • serial See MODS Guidelines for explanation of each term.
  • Obligation: optional
  • Repeatable?: no

issue

  • Data Type: string
  • Input Guidelines: Use to indicate the issue number. Suggestion is to enter as numerical value, but just be consistent across collection.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/part.html#number - with detail type=”issue”
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

language_code

pages

language_text

lccn_identifier

  • Data Type: string
  • Input Guidelines: LCCN Identifier - usually present when converting metadata from MARC records
  • MODS Input Guidelines: none
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

member_of

  • Data Type: string
  • Input Guidelines: “Enter the PID of the collection (or book - for page objects) that the object belongs to.
    • An object can only belong to one parent collection.
    • Ingest error will result if collection does not yet exist - you must create the collection/book object before adding items/pages to a collection/book. “
  • MODS Input Guidelines: N/A
  • Controlled Vocabulary: N/A
  • Obligation: required
  • Repeatable?: yes

note

  • Data Type: string
  • Input Guidelines: Separate multiple notes by pipes. Do not use for Description, Table_Of_Contents, Physical_Description_Note, or where text fits in other fields.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/note.html
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

object_model

  • Data Type: string
  • Input Guidelines:
    • Enter the Collections U of T object model for the object:
      • Collection
      • Image
      • Book
      • Page
    • These terms are leftover from Islandora Object Models and represent the different types of objects Collections U of T contains and may be included in a metadata spreadsheet.
      • Collections: can contain books or images
      • Images: single image, can belong to one or more Collections
      • Book: multiple images, can belong to one or more Collections - a ““Book”” is not always an actual digitized book. It is any object with multiple images.
      • Page: single image, can belong to a Book
  • MODS Input Guidelines: N/A
  • Controlled Vocabulary:
    • Collection
    • Image
    • Book
    • Page
  • Obligation: required
  • Repeatable?: no

ocr

  • Data Type: string
  • Input Guidelines: Enter the file path to the OCR .txt file for the digital object.
  • MODS Input Guidelines: does not map
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

digitized?

  • Data Type: string
  • Input Guidelines: Controlled field to indicate if digital object is metadata-only.
  • MODS Input Guidelines: does not map
  • Controlled Vocabulary:
    • Digitized
    • Not yet digitized”
  • Obligation: optional, default should be Digitized
  • Repeatable?: no

part_of

  • Data Type: string
  • Input Guidelines: Used if item is part of bigger archival collection; commonly used for linking to archival collections or fonds in Discover Archives.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/relateditem.html - with type=”host” + displayLabel=”Part Of” attributes and title information for the archival fonds/collection.
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

part_of_constituent

  • Data Type: string
  • Input Guidelines: Often used when converting from MARC. A title of a constituent unit of the resource.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/relateditem.html - with type=”constituent” + attribute and title information for the constituent unit.
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

part_of_constituent_creator

  • Data Type: string
  • Input Guidelines: Often used when converting from MARC. A name related to the constituent unit of the resource.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/relateditem.html - with type=”constituent” + attribute and name information for the constituent unit.
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

part_of_series

  • Data Type: string
  • Input Guidelines: Used for series information if specified by collection owner/archives.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/relateditem.html - with type=”series” + attribute and title information for the archival fonds/collection’s series.
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

physical_description_note

  • Data Type: string
  • Input Guidelines: Use for information relating to the physical description of a resource that does not fit in one of the other available subelements. Documentation on material and technique used for works of art and similar materials may be recorded here.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/physicaldescription.html#note
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

pid

  • Data Type: string
  • Input Guidelines: Enter the Collections U of T identifier for the object. PID will also become the end portion of the URL to the object (it helps to have meaningful PIDs - names or titles in the URL can help with Search Engine Optimization)
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/identifier.html with type=”local”
  • Controlled Vocabulary: No. Where possible, use the call number, accession number, catkey, or meaningful identifier.
  • Obligation: required
  • Repeatable?: no

placeterm_code

  • Data Type: string
  • Input Guidelines:
    • Enter the code that best fits the place associated with the resource. Select most appropriate code from https://www.loc.gov/marc/countries/countries_code.html - DO NOT USE VALUES THAT BEGIN WITH “”-“” - for example ““-cn”” for Canada. These values are deprecated.
    • If multiple place names, enter a corresponding code per place. Separate codes with pipes and order them in the same order that place names appear in PlaceTerm_Text, ideally, but any code will also generate an internal MarkLogic placeTermTextFacet field which will automatically store the https://www.loc.gov/marc/countries/countries_code.html value and display it as a facet
    • Codes are managed in https://git.library.utoronto.ca/utl-its/digital-collections/collections-lookup/-/blob/main/src/generated/countryCodes.js
    • Invalid placeterm_code will result in an ingest validation error.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/origininfo.html#placeterm
  • Controlled Vocabulary: https://www.loc.gov/marc/countries/countries_code.html
  • Obligation: optional
  • Repeatable?: yes

placeterm_text

  • Data Type: string
  • Input Guidelines: “Enter the text value for the place associated with the resource. Any entries are allowed in this text field. Remember that the publicly displayed facet text is automatically generated by Collections U of T based on the placeterm_code, not the placeterm_text.
    • If multiple place name use pipes between values. For cities and countries use the entire value - i.e. Turkey, Istanbul and not Turkey Istanbul or Toronto, Ontario and not Toronto Ontario
    • Note: the placeterm_code value is what will be used as a facet. This field is just for keyword search and display.”
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/origininfo.html#placeterm
  • Controlled Vocabulary: Ideally use values from https://www.loc.gov/marc/countries/countries_code.html but placeterm_code will help with placeterm standardization for faceting purposes.
  • Obligation: optional
  • Repeatable?: yes

projection

provenance

  • Data Type: string
  • Input Guidelines: Used when converting from MARC. Not suggested for use if you are not starting with MARC data.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/note.html - with type=”ownership” attribute
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

publication_note

  • Data Type: string
  • Input Guidelines: Used by UTARMS for “More Information” to indicate publications related to the resource.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/note.html - with type=”publication note” attribute
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

publisher

  • Data Type: string
  • Input Guidelines: Used by UTARMS for “Related Materials” and KCHA:root. Other collections use this as well.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/note.html - with type=”Related Materials” attribute
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

rights_facet

rights_note

scale

statement_of_responsibility

  • Data Type: string
  • Input Guidelines: Mostly used for metadata converted from MARC. Value comes from 245 $c
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/note.html - with type=”statement of responsibility” attribute
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

subject_topic

subject_topic_mesh

  • Data Type: string
  • Input Guidelines: Enter subject terms from MESH. Used for anatomia:root.
  • MODS Input Guidelines: MESH browser
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

table_of_contents

thumbnail

  • Data Type: filepath
  • Input Guidelines: Enter the file path to the image that should be used as the thumbnail of the digital object. If left blank, default is to make the first image the thumbnail.
  • MODS Input Guidelines: does not map
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

title

  • Data Type: string
  • Input Guidelines: “Enter the title of the object. Title will also become the IIIF label. For display purposes try to keep title values limited to under 256 characters.”
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/titleinfo.html
  • Controlled Vocabulary: N/A
  • Obligation: required
  • Repeatable?: no

title_alternative

  • Data Type: string
  • Input Guidelines: Enter the alternative title of the object, if one exists (varying form of the title if it contributes to the further identification of the item).
    • For titles with multiple languages in different character sets, use the Title_Alternative tag for the Romanized titles in the ASCII character set and use Title_Translated for other translations. For an example, see the rclc-hkl:xhrb collection
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/titleinfo.html - with type=”alternative”
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

title_alternative_lang

title_lang

title_translated

  • Data Type: string
  • Input Guidelines: Enter the translated title of the object, if one exists (translation or transcription of the main title).
    • For titles with multiple languages in different character sets, use the Title_Alternative tag for the romanized titles in the ASCII character set and use Title_Translated for other translations. For an example, see the rclc-hkl:xhrb collection
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/titleinfo.html - with type=”translated”
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

title_translated_lang

title_uniform

  • Data Type: string
  • Input Guidelines: This field is used most often when using MARC as the source of the metadata. The uniform title is used as a main entry in a bibliographic record. Used when a work has appeared under varying titles, necessitating that a particular title be chosen to represent the work.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/titleinfo.html - with type=”uniform”
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

title_uniform_lang

type_of_resource

url_catkey

  • Data Type: URL
  • Input Guidelines: Enter the full URL of the old Sirsi Catkey. As of May, 2021 we will keep Sirsi permalinks as is for legacy purposes but always add Alma Record Permalinks going forward.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/location.html#url - with displayLabel=”Catalog Record” attribute
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no
  • Data Type: URL
  • Input Guidelines: Enter the Collections U of T permalink. Take from the PID of the object.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/attributes.html#usage - with usage=”primary display” access=”object in context” attributes
  • Controlled Vocabulary: none
  • Obligation: required
  • Repeatable?: no

utarms_digital_object_id

  • Data Type: string
  • Input Guidelines: Used only by UTARMS for the object’s digital object ID.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/identifier.html with type=”/search/utarms-online_display” displayLabel=”digital item no” attributes
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

utarms_original_item_no

  • Data Type: string
  • Input Guidelines: Used only by UTARMS for the object’s original ID.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/identifier.html with type=”/search/utarms-online” displayLabel=”original identifier” attributes
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

viaf_name_identifier

  • Data Type: URL
  • Input Guidelines: A unique standard URI that distinctively identifies a Creator_Contributor name via VIAF. If multiple names in Creator_Contributor then enter VIAF URIs in order of Creator_Contributor names appear. If no VIAF, leave blank but include pipe.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/name.html#nameidentifier - with type=”viaf”
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: yes

viewing_direction

  • Data Type: string
  • Input Guidelines: Enter either “l2r” or “r2l” for ingests where digital objects have different viewing directions (i.e. fisher:root)
  • MODS Input Guidelines: does not map
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no

volume

  • Data Type: string
  • Input Guidelines: Use to indicate the volume number. Suggestion is to enter as numerical value, but just be consistent across collection.
  • MODS Input Guidelines: https://www.loc.gov/standards/mods/userguide/part.html#number - with detail type=”volume”
  • Controlled Vocabulary: none
  • Obligation: optional
  • Repeatable?: no