ADWG Task Force A Report

AMIA-MIG Archive Directory Working Group

TASK FORCE A: Data Elements

Charge

Write the "Data Elements" section of the Moving Image Gateway Archive Directory Report, the working document MIG developers will use to design the Archive Directory database: create a list of Archive Directory Data Elements based on the "Archive Directory Data Elements" document as revised by "Archive Directory Elements draft" (Murtha and Jane's July 26 revision for seven problematic data elements) and the minutes. For each element, write a scope note and indicate 1) mandatory/non-mandatory, 2) repeatable/non-repeatable, and 3) indexed/not indexed. (For indexing, these are recommendations only; indexing is subject to change as the project proceeds.) Leave placeholders for vocabulary lists with scope notes. Resolve data element definition issues raised at the July 25-26 meeting (as described in minutes and breakout session reports/discussion), documenting the rationale for your decisions. As you work, note any issues that you think should be addressed in guidelines for participant (organization) input and guidelines for end users and submit those with your report.

Build on the work done at the July 25-26 Archive Directory Working Group meeting; do not start from scratch. Utilize resources identified below and consult with outside experts as you see fit. If you encounter an issue that you feel needs broader discussion, submit it to the Archive Directory Working Group listserv.

Roster

Linda Tadic, Chair
Snowden Becker
Sally McCallum

Related documents

"Archive Directory Data Elements" as revised by "Archive Directory Elements draft" (Murtha and Jane's July 26 revision for seven problematic data elements)
Minutes, Moving Image Gateway Archive Directory Working Group Meeting
Cornucopia "Structure" document (http://www.cornucopia.org.uk/tech.html)
Breakout session rosters ("Who discussed what")

August 28, 2002

Moving Image Gateway : Organization Directory Data Elements

I. INSTITUTIONAL DATA

1. archiveID

Required
Not repeatable
Indexed
Populated by: ??

Supply the unique alphanumeric identifier for the organization contributing information to the Gateway.

*** NOTE TO COMMITTEE: This field could not be defined since it hasn't been decided how the archiveID will be created: automatically assigned by the system, or based on other identifying systems such as the NUC.

Directory Information:

2. Organization Name

Required
Not repeatable
Indexed
Free text
Populated by: manually

Enter the full name of the organization or unit that is contributing to the Gateway; do not abbreviate or use an acronym. Organizations that are part of a larger institution should enter the name of their specific division or unit here, and the name of their parent institution in field 12: Parent Organization, as applicable. (Ex: Organization Name = UCLA Film and Television Archive, Parent Organization = University of California, Los Angeles)

3. Homepage URL

Required where present
Not repeatable
Not indexed
Free text
Populated by: manually

If the organization or unit named in 1: Organization Name has a web page of its own, enter the full URL.

Note: This may be a page on the larger site for a parent organization. If the organization or unit named in this directory entry does not have a web presence apart from the Gateway search page, leave this field empty.

4. Subunit URL

Required where present
Repeatable
Not indexed
Free text
Populated by: manually

If regional offices or other subunits of the organization named in 1: Organization Name have separate web pages, enter the full URL(s).

[Note to programmer: We should probably include a "Subunit name" field to describe instances of the Subunit URL field if this is implemented]

5-5(a). Address

Required
Not Repeatable
Indexed
Free text for field 5; Controlled vocabulary list for "Country" field only (5a)
Populated by: manually

Enter address information in the appropriate fields for the organization or unit that is contributing to the Gateway. This should be the primary physical location, mailing address, or administrative office location if the organization has multiple physical locations. Do not use abbreviations for state/province names or cities.

[Note to programmer: The Address area should be formatted with separate fields for the following information: Street Address 1 (required), Street Address 2 (not required), City (required), State/Province (required), Country (required, controlled vocabulary list). Also see how this field relates to field 16(a) Geographic Area.]

Controlled vocabulary list for 5(a) Country:

6. Telephone

Required
Repeatable
Not indexed
Free text
Populated by: manually

Enter the primary phone number, including area code, for the organization or unit. Repeat as necessary for day/evening numbers, informational recordings, or other telephone access numbers.

Note: If there is no main public or switchboard number, use the direct-dial number for the individual(s) listed in 26: Public Service Contact(s).

7. Fax

Required where present
Not repeatable
Not indexed
Free text
Populated by: manually

Enter the primary fax number, including area code, for the organization or unit.

Note: If there is no main fax number, use the direct fax number for the individual(s) listed in 26: Public Service Contact(s).

8. Email address

Required where present
Not repeatable
Not indexed
Free text
Populated by: manually

Enter the primary email address for general public contact with the organization or unit.

Note: If there is no main email address, use the direct email contact for the individual(s) listed in 26: Public Service Contact(s).

9. Contact person (Title)

Required
Not repeatable
Not indexed
Free text
Populated by: manually

Enter the name and/or title of the primary public contact person for the organization or unit. This may be an administrator who can refer inquiries to specific staff members, a reference librarian or archivist, or other staff member; whoever is listed here should be the person prepared to receive the broadest range of inquiries from users of the Gateway. It is acceptable to enter only a title and not a staff member's name in this area.

10. Year of foundation

Required
Not repeatable
Not indexed
Numeric
Populated by: manually

Enter the four-digit year the organization or unit was founded. Use the date that best reflects the age of the collection-i.e., the year in which the organization began collecting materials, rather than the year it was opened to the public, if there is a difference. Use the date most pertinent to the unit, rather than the parent organization, if there is a difference.

11. Other name(s)

Not required
Repeatable
Indexed
Free text
Populated by: manually

Enter any other names by which the organization or unit is or has been known. The Gateway participant may wish to include here names of collections that have been taken over/acquired by the listed organization, former names for the organization or unit, or commonly used acronyms, nicknames, or abbreviations.

12. Parent organization

Not required
Not repeatable
Indexed
Free text
Populated by: manually

Enter the full name of the parent organization of the unit that is contributing to the Gateway. Participants should name the parent organization in this field even if it is included in some form in the unit name entered in Field 2 above.

Ex: University of California, Los Angeles for UCLA Film and Television Archive.

13. Logo

Not required
Not repeatable
Not indexed
Image file
Populated by: manually

Attach an image file with the organization or unit's logo as you would like it to appear on the Gateway site and in associated web pages. This file should have minimum dimensions of ?? x ?? pixels, minimum resolution of ?? ppi, and be in one of the following formats: TIFF, GIF, JPEG, BMP, PSD, or ??

[Need information from programmers about how this will work, minimum resolution, acceptable file formats, etc. My assumption is that this field would work much like an email "attach" button-the user would be able to browse their network or local drive and select the file to include with their data submission.]

14. Organization Type(s)

Required
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

Define the primary function of the organization or unit that is contributing to the Gateway. Choose as many terms as apply.

Note: Do not use the general terms "Archives" or "Library" if those do not define the primary function of your organization. For example, a library in a corporation should select "Corporation," but not "Library." However, a collection based in a university library would select the terms "Educational institution" and "Library."

Controlled vocabulary list:

15. Organization Services

Required
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

Describe services the organization provides to the public. Choose as many terms as apply.

Note: Do not select services that are provided as a function of organizational activity to internal staff only.

Controlled vocabulary list:

16-16(a) Organization Location

*** NOTE TO COMMITTEE: This field's definition depends on how the Directory Address information is defined. Breakout groups tended to prefer populating this field with data from the Directory Address (field 5-5a), which will require having that data in discrete fields. The Geographic Area field (16a) would then be a lookup list.

Required
Not repeatable
Indexed
Controlled vocabulary list for geographic areas
Populated by: system (16. city, state/province, country) and manually (16a. geographic area)

Define the location of the organization. City, State/Province, and Country information will be populated from the Directory Address information. Select the best term to describe the organization's general geographic area.

[Note to programmer: If the Directory Address information is in discrete drop-down fields for city, state/province, and country, populate the Organization Location with that data.]

Controlled vocabulary list for 16(a) Geographic Area:

II. COLLECTIONS DATA

17. Collection Strengths (Forms)

Required
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

Describe the classes of materials included in the collections of the contributing organization, e.g., News, Animation, Sports. Choose as many terms as apply.

Note: This field is not intended to describe genres (e.g., Screwball comedy), subjects (e.g. Medicine, History, Nature), or physical formats (e.g., film, video, audio).

Controlled vocabulary list:

18. Collection Strengths (Subjects)

Required
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

Describe the main topics represented in the collections of the contributing organization (e.g., Medicine, History, Nature). Choose no more than four terms.

Note: Subject strengths can be described in more detail in the Programming, Collections, and Research Support Activities field.

Controlled vocabulary list:

19. Collection Size

Required
Repeatable
Not indexed
Controlled vocabulary list
Populated by: manually

Choose unit(s) of measurement from the lookup list and add numeric value(s). Use broad estimates; the purpose of the field is to provide the user with a sense of the size of the collections. Choose as many terms as apply.

Controlled vocabulary list:

20. Formats Collected

Required
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

Describe the general audiovisual formats represented in the organization's collections. Choose as many terms as apply.

Controlled vocabulary list:

· Film (includes audio recordings on film, e.g., mag tracks, optical tracks)
· Videotape (analog and/or digital)
· Audio recordings (all audio not on film or digital file)
· Optical discs (CD, DVD, laser)
· Digital files (sound or picture; include DLT)

20a. Formats Collected: Archival Portal (Film Base and Uncommon Gauges)

Not required
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

This field will appear only on the archival portal. Describe whether the organization's film collection contains nitrate and/or safety base film, and whether it has any uncommon gauges (e.g., 9.5mm, 28mm, 8mm, Super-8mm). Choose as many terms as apply.

Controlled vocabulary list:

21. Programming, Collections, and Research Support Activities

Not required
Not repeatable
Indexed (keyword)
Free text
Populated by: manually

Expanding on the controlled vocabulary terms in the Services, Collection Strengths, Audiences Served, Conditions for Use/Access Restrictions, and Formats fields, this is a free-text description of the programming, collecting (including rate of growth) and research support activities of the contributing organization. Related collections such as stills, posters, scripts, and other documentation can be mentioned here, as well as detailed information on specific formats and subjects collected. This field will be displayed on the organization's dynamic Web page for introducing the organization or unit to potential users.

22. Published Data About the Collections

Not required
Not repeatable
Not indexed
Free text
Populated by: manually

List bibliographic citations for publications on the collections.

23. Other Internet Links

Not required
Not repeatable
Not indexed
Free text
Populated by: manually

Indicate the URLs for sites on the World Wide Web run by third parties that provide information about the collections. Sites can include footage licensing sites such as footage.net. URLs will be hot-linked to the sites.

III. ACCESS DATA

24. Search page URL

Mandatory where present
Not repeatable
Indexed
Free text
Populated by: manually

If the organization or unit has a web site that offers public access to search the collection, enter the complete URL for the search page.

[Note to programmer: Useful to index this data as present/absent, in order to allow users to restrict searches to repositories that offer any searching through their own sites already?]

25. Hours and days of service

Mandatory
Not repeatable
Not indexed
Controlled vocabulary list for hours of operation on individual days
Populated by: manually

Enter the normal business hours of the organization or unit. Use normal office hours if the organization is not open to the public; use open hours if public access times differ from the administrative schedule.

[Note to programmer: Set up with seven sets of fields for M/T/W/Th/F/S/Sun, as below?]

Open Close
Sunday Closed
Monday 8:30 am 5:00 pm etc.

26. Public service contact(s) [Title(s)]

Mandatory where present
Repeatable
Not indexed
Free text
Populated by: manually

Enter the name and/or title of the public service contact person/s for the organization or unit. This may be the reference librarian, archivist, head of sales and licensing, and/or other staff who deal with the public in various functions. It is acceptable to enter only a title and not a staff member's name in this area.

27. Audiences served

Mandatory
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

Describe audiences served by the organization or unit. Check all that apply.

Controlled vocabulary list:

28. Conditions for use/access restrictions

Mandatory
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

List restrictions to access and conditions for use of the collection. Check all that apply.

Controlled vocabulary list:

29. Viewing facilities

Mandatory
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

List all available viewing facilities and equipment. Check all that apply; if viewing facilities are not available, please check "No viewing facilities."

Controlled vocabulary list:

IV. CATALOGING AND PRESERVATION ACTIVITIES DATA

30. Preservation activities

Mandatory
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

List the preservation activities undertaken by the organization or unit. Check all that apply; if no preservation work is done by or with this collection, please check "No preservation activities."

Controlled vocabulary list:

31. Preservation contact(s) [Title(s)]

Mandatory where present
Repeatable
Not indexed
Free text
Populated by: manually

Enter the name and/or title of the public contact person/s for the organization or unit's preservation activities. It is acceptable to enter only a title and not a staff member's name in this area.

32. Cataloging activities (controlled vocabularies)

Mandatory
Repeatable
Indexed
Controlled vocabulary list
Populated by: manually

Describe cataloging processes and standards used by this organization or unit. Check all that apply currently or were used in records that are still active.

Note: Cataloging processes or standards no longer in use can be described in more detail below, in Cataloging activities (free text).

Controlled vocabulary list:

33. Cataloging activities (free text)

Mandatory
Not repeatable
Not indexed
Free text
Populated by: manually

Briefly describe general cataloging procedures, policies, and standards in use, now or formerly. Where known, summarize information like percentage of holdings cataloged and level of detail used to describe portions of the collection. Please elaborate on information from above regarding content standards, subject heading lists or classification schemas in use, form of catalog, access to catalog information, significant changes in cataloging procedure or policy, and any other pertinent details.

34. Cataloging contact(s) [Title(s)]

Mandatory where present
Repeatable
Not indexed
Free text
Populated by: manually

Enter the name and/or title of the contact person/s for the organization or unit's cataloging activities. It is acceptable to enter only a title and not a staff member's name in this area.

V. DATABASE ADMINISTRATION DATA

35. Database Contact(s)

Required
Repeatable
Not Indexed
Free text
Populated by: manually

Give the title of the position at the organization that is responsible for the administration of the AMIA-MIG database, to schedule dataloads, evaluate data maps, etc.

36. OAI Participation Flag

Required
Not repeatable
Indexed
Yes/No flag
Populated by: manually

The Yes/No flag indicates whether the AMIA-MIG should make records from the organization available for harvesting for OAI initiatives.

37. Z39.50 Database Flag

Required
Not repeatable
Indexed
Yes/No flag
Populated by: manually

The Yes/No flag indicates whether the organization's browser-based database is Z39.50 compatible.

38. Date of Last Database Update

Required
Not repeatable
Indexed
Populated by: system

This field indicates the currency of the record displayed in the search result. The system automatically populates this field as a timestamp.

39. Data History

Required
Not repeatable
Not indexed
Populated by: system

Timestamp history about the creation and updating of the organization's Directory entry itself is stored here. The system can automatically populate this field based on user login.

40. Sources

Not required
Not repeatable
Not indexed
Free text
Populated by: manually

Describe the sources consulted in creating the Directory record.

41. Portal IDs

Not required
Repeatable
Not indexed (linked instead)
Controlled vocabulary list
Populated by: manually

The Portal ID field will link organizations' collections to specific Gateway portals. An organization might consider associating their collections to a particular portal if their services and/or collections would be of special interest to groups of users. Examples of portals include Archival, Education, etc.