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Separate multiple alternate titles with " | ". This will cause them to be split into separate alternate title values for HOLLIS and LibraryCloud.

Optionally, include a specific title type from the controlled list, in parentheses, at the end of an alternate title (see Vocabularies at right). 

Older controlled title type values will be normalized to the supported values​.

Supported title type values will be mapped into a separate title type subelement for HOLLIS and LibraryCloud​.

Alternative titles without a type will be assigned "alternate" as a title type​.

Unrecognized terms in parentheses at the end of an alternate title will remain part of the title​

Title Type (uncontrolled list):

abbreviated, album title, alternate, alternate transliteration, former, original, original language, series, translated, transliterated, transliterated (Pinyin), transliterated (Wade-Giles)

Use for named entities related to the work that are not creators, subjects, or repositories.

Link to authority records for each name. Create a new name authority record when one does not exist.​

Shared Shelf Names (includes Harvard authorities, which are often LCNAF forms, and ULAN)

Enter only the persistent URL for finding aid; do not include other text. E.g., http://nrs.harvard.edu/urn-3:FHCL:fun00002 or https://id.lib.harvard.edu/ead/hou02307/catalog

Separate multiple entries with " | ".

n/a

Use for place where the described material was created or published. Separate multiple entries with " | ".

Link to an authority record or controlled list term for each entry. Create a new authority record or list term when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used.

Optionally, include the role (creation) or (publication) in parentheses following the place.

Thesaurus of Geographic Names

Harvard: Place Names

Use for persons or entities that played a creative role in the material being described. You may add role terms in parentheses following each name in the display field.

Each creator name must be linked to an authority record. Create a new name authority record when one does not exist.

Controlled terms from linked authority records will be used in searching and facets in Harvard systems. Attribution and role terms will not appear in those contexts.

The Creator text field will be available for additional display in HOLLIS, with any " | " symbols replaced by a semi-colon and a space ("; "). Attribution and role terms, if present, will appear in this context. 

In legacy records, names for patrons and similar roles may appear in the Creator field due to limitations during conversion. They can be moved to Associated Name, with their role in parentheses, if you choose.​

Shared Shelf Names (includes Harvard authorities, which are often LCNAF forms, and ULAN)

Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist.

The text field will not be used by Harvard systems; only the controlled value will be used.

Art & Architecture Thesaurus

Shared Shelf Culture

​A text expression of date information about the creation, publication, modification, etc. of the described content, intended for display.

n/a

Use for place where the described material was discovered or found. Separate multiple entries with " | ".

Link to an authority record or controlled list term for each entry. Create a new authority record or list term when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used.

Thesaurus of Geographic Names

Harvard: Place Names

Use for place where the described material used to be. Separate multiple entries with " | ".

Link to an authority record or controlled list term for each entry. Create a new authority record or list term when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used.

Thesaurus of Geographic Names

Harvard: Place Names

If the work was associated with a "group" work record, this field will contain the title of the group followed by the identifier of the group in parentheses.

Do not edit this field except under specific circumstances. Refer to Relationships Between Forum Records (forthcoming) for further infomation.

n/a

Enter only a permalink URL to an associated HOLLIS record, typically the Alma record for the related archival collection; do not include other text. E.g., http://id.lib.harvard.edu/alma/99153758696603941/catalog

Separate multiple entries with " | ".

n/a

A list of former work records that had a "part of" relationship to this work. Each segment in this field will contain the title of a related work followed by its Ref ID (see below) in parentheses.

Do not edit this field except under specific circumstances. Refer to Relationships Between Forum Records (forthcoming) for further infomation.

n/a

Record identifiers supplied to Forum, not created in Forum itself. Do not edit these.

n/a

Use for the places that are not creation, discovery or former sites or repositories. Current sites Separate multiple entries with " | ".

Link to an authority record or controlled list term for each entry. Create a new authority record or list term when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used.

Thesaurus of Geographic Names

Harvard: Place Names

Link to authority records or controlled list terms for each entry. Create a new authority record or list term when one does not exist.

The text field will not be used by Harvard systems; only the controlled value will be used. 

Optionally, the material type (medium) or (support) may be added to the text value to specify how the material is used. This will not appear in Harvard systems at this time, but could be extracted to provide more detail in the future.

Art & Architecture Thesaurus

Shared Shelf Materials

Separate multiple entries with " | ". This will cause them to be split into separate fields for HOLLIS and LibraryCloud.

Prefix the note with the note type followed by a colon and space, e.g., 

"Locations: Atlanta Hartsfield-Jackson Airport, Atlanta, Fulton, Georgia, United States (installation site)"

Recommended note types are: 

General, Agent, Associated number, Bibliography, Biography/history, Citation/references, Classifications, Credit line, Cultures, Dates, Description, Events, Exhibitions, Formats available, Historical, Icon, Identifying marks, Locations, Process description, Provenance, Related site(s), Series, States/editions: Styles/periods, Subject, Titles

Current systems do not enforce or make use of note types except for display. However, applying them is recommended to add context that might be useful in future applications.

See Guidelines, at left.

Link to authority records or controlled list terms for each entry. Create a new authority record or list term when one does not exist.

Append "(owner)" or "(former owner)" to the name in the text field, as appropriate.

Separate multiple values with " | "

Shared Shelf Names (includes Harvard authorities, which are often LCNAF forms, and ULAN)

Original record identifier, whether supplied to Forum from an earlier system or process or generated by Forum itself.

n/a

For related content that can be accessed via a link.

Enter in the form [Description and/or title]: [link]  E.g., 

 "[Military life in the form of comic strips] - album view: http://nrs.harvard.edu/urn-3:FHCL:37308602"

Separate multiple entries with " | "

The description will become a hyperlink in HOLLIS. 

n/a

Use to reference related works that cannot be accessed by a link.

Enter in the form [Relationship] [Title or Description]

Separate multiple entries with " | "

n/a

Link to an authority record for the repository currently holding the material being described. Create a new authority record or list term when one does not exist.

Former repositories should not be entered in the Repository field but instead be added to the Notes fields as Provenance notes, e.g. Provenance: Defunct Museum (former repository)

The text field will not be used by Harvard systems; only the controlled value will be used.

When the repository is a Harvard unit, it must be linked to specific authority records. See Repository Names and Contacts for details. The appearance of these specific authority records in the Repository field is used to set the "Original at Harvard" facet in HOLLIS Images

Shared Shelf Names (includes Harvard authorities, which are often LCNAF forms, and ULAN)

All work-level repository numbers are entered in this field, with multiple values separated by " | ".

Optionally, add the number type in parentheses following the number. The number types will display as entered. Established number types are:

accession, accession number, accession date, barcode, object number, other, repository number, shelfList, shelfmark, and survey number

n/a

Use to identify copyright holders or to describe restrictions on access ​

Supply the prefix "Copyright: " or "Access Restrictions: " to each entry.

Entries without a prefix will be treated as copyright information​

Separate multiple values with " | ". 

See Guidelines, at left

Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist.

The text field will not be used by Harvard systems; only the controlled value will be used.

Art & Architecture Thesaurus

Shared Shelf Style/Period

Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist.

The text field will not be used by Harvard systems; only the controlled value will be used.

Art & Architecture Thesaurus

Shared Shelf Names (includes Harvard authorities, which are often LCNAF forms, and ULAN)

Thesaurus of Geographic Names

Harvard: Place Names

Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist.

The text field will not be used by Harvard systems; only the controlled value will be used.

Art & Architecture Thesaurus

Shared Shelf Techniques

Use for the primary title for the material being described.

In legacy item records, alternate titles will appear in the Title field due to limitations during conversion. They can be moved to Alternative Title, with their title type in parentheses, if you choose. When they remain in the Title field, separate all title and alternative title instances with " | ". In this case, the first title segment will be treated as the primary title and subsequent segments treated as alternate titles in Harvard systems.

An optional link to a container record.  If an item is linked to a container, the container fields will be used in Harvard systems instead of the parallel fields from the item. Only the image-specific fields from the item will be used.

Work Container

The order of this item in the sequence of other items linked to the same container. 

n/a

Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist.

The text field will not be used by Harvard systems; only the controlled value will be used.

Art & Architecture Thesaurus

Shared Shelf Work Type