JSTOR Forum Metadata Field Reference
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Cataloging Approaches
Staff working in Forum will use either or both of the cataloging models introduced in 2024, depending on the needs and workflows of each Forum project:
A standalone item record describing the object being cataloged--the work--plus information about a single image
Item records for individual images linked to a "work container" where the object being cataloged is described
Work containers are useful when the sequence of images is important, and provide a single point of maintenance for metadata shared by many items.
Item records have the same set of fields as work containers, with the same data types, rules, and conventions, plus additional sets of fields for a) image-specific metadata and b) image source metadata. The bulk of description should be put in the general fields, using the image-specific fields only where the information differs. The one exception is that all item records must include the image repository in order to appear as a repository limit value in Harvard systems.
In addition,
depending on the Forum project, item records may have two additional fields that can be used to associate them with a work container: the work container link and the sequence of the item among other items linked to the same work container.
Work containers may have a Primary DRS Image field to support future image uploads.
Field Types and Their Uses in Harvard systems
Most fields in Forum are of one of two types: Linked Authority or Text. These fields types are processed differently into Harvard systems, and the differences are important.
Linked Authority Fields
Terms in Linked Authority fields must be linked to an authority record or a term from a list that is controlled within Forum. When a linked authority field is processed, only the term from the linked authority will be used. The concatenated text is not used, except for the Creator and Private Owner fields. In addition to the controlled values used for searching and in facets, the text of those fields will be available for display as notes in Harvard systems to communicate the named entity's role.
Linked Authority fields have a book icon, which will list the vocabulary sources available for that field and bring up a search interface for the terms in each vocabulary.
Once terms are linked and appended to a field, both a concatenated text string for all the terms and a link for each term will display. Terms in the text string may be separated by a vertical bar (aka pipe) symbol (" | ") or with semi-colons. Creator and Private Owner are also repurposed for display, and for that use Harvard systems will convert any "|" symbols will be converted to "; ".
Text Fields
For text fields, the text string in Forum is processed and, in the rare cases where a qualifier term is linked, the linked authority is not.
Because fields in Forum records are not repeatable, for most text fields, the text within the field can represent one or more instances of the concept-- multiple alternative titles or multiple notes, for example. For greater usability and legibility in public systems, a vertical bar (aka pipe) symbol must be used between segments to indicate where the text should be separated multiple instances of a field. If the " | " symbol is not used, the text will be processed as one value.
Work-Level Fields for Items and Work Containers
Certain cataloging practices need to be followed for Forum fields to be accurately displayed and used in Harvard systems. Please follow the guidelines below for best results. Fields are listed here in alphabetical order because the field order in the cataloging forms staff see can differ from project to project.
Field Name | Type | Guidelines | Vocabularies / Lists |
Alternative Title | Text | 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) |
Artstor Classification | List | Not mapped into Harvard systems. | Artstor Classification |
Artstor Country | List | Not mapped into Harvard systems. | Artstor Country |
Associated Name | Linked Authority | 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) |
Collection Finding Aid | URL | 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 |
Creation Site | Linked Authority | 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 |
Creator | Linked Authority | 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) |
Culture | Linked Authority | 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
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Date Description | Text | A text expression of date information about the creation, publication, modification, etc. of the described content, intended for display. | n/a |
Description | Text | Separate multiple entries with " | ". This will cause them to be split into separate field for HOLLIS and LibraryCloud. | n/a |
Discovery Site | Linked Authority | 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
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Earliest Date | Number | A numeric value used by systems to limit search results. Not intended for display. Precede BCE dates with a minus sign. | n/a |
Former Site | Linked Authority | 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
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Has Larger Context | Text | 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 |
HOLLIS | URL | 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 |
In House Notes |
| Local notes about a work for staff use only. Notes about a particular image of a described work can be entered in the Image In House Notes field. Both fields are only for internal use and will not appear in public systems. | n/a |
Inscription | Text | Separate multiple entries with " | ". This will cause them to be split into separate field for HOLLIS and LibraryCloud. | n/a |
Latest Date | Number | A numeric value used by systems to limit search results. Not intended for display. Precede BCE dates with a minus sign. | n/a |
Larger Context For | Text | 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 |
Legacy ID | Text | Record identifiers supplied to Forum, not created in Forum itself. Do not edit these. | n/a |
License | List | Controlled list of values from Creative Commons. Creative Commons licenses are a standardized way for a copyright holder to grant the public permission to use their creative work under copyright law. In Forum records, this should only be used if the copyright holder has assigned such a license or if Harvard owns the copyright and has determined the appropriate license with guidance from counsel. | License |
Location | Linked Authority | 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
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Materials | Linked Authority | 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 |
Materials Techniques Note | Text | Free text field | n/a |
Measurements | Text | Free text field | n/a |
Notes | Text | 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. |
Private Owner | Linked Authority | 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) |
Ref ID | Text | Original record identifier, whether supplied to Forum from an earlier system or process or generated by Forum itself. | n/a |
Related Information | Text | 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 |
Related Works | Text | 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 |
Repository | Linked Authority | 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) |
Repository Number | Text | 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 |
Rights/Access Information | Text | 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 |
Standardized Rights | List | Controlled list of values from rightsstatements.org. Use in Harvard systems is planned but not yet designed. Standardized rights statements are intended to communicate the copyright and re-use status of digital objects to the public in a consistent way. There are twelve statements expressing variations of three categories: known to be in copyright, known to be out of copyright, and other. | Rights (controlled list) |
State/Edition | Text | Free text field | n/a |
Style/Period | Linked Authority | 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 |
Subject | Linked Authority | 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 |
Techniques | Linked Authority | 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 |
Title | Text | 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. |
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Work Container | Link | 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 |
Work Container Sequence | Number | The order of this item in the sequence of other items linked to the same container. | n/a |
Work Type | Linked Authority | 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 |
Item-Level Descriptive Fields in Item Records
Field Name | Type | Guidelines |
Image View Description | Text | An optional title or phrase characterizing the image relative to the Work. It may be values like "Recto", "Verso", "Full view", "Side panel", "Exterior", etc. or something more descriptive, e.g., "View of Firostefani, village adjacent to Phira." For standalone items, this will typically be blank. |
Photographer | Linked Authority |
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Image Type | Linked Authority |
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Image Date | Text | A text expression of date information about the creation, publication, modification, etc. of the image, intended for display. |
Image Start Year | Number | A numeric value used by systems to limit search results. Not intended for display. Precede BCE dates with a minus sign. |
Image End Year | Number | A numeric value used by systems to limit search results. Not intended for display. Precede BCE dates with a minus sign. |
Image Measurements | Text |
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Image Associated Name | Linked Authority |
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Image Materials | Linked Authority |
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Image Support | Linked Authority |
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Image Technique | Linked Authority |
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Image Subject | Linked Authority |
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Image Notes | Text |
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Image In House Notes | Text |
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Image Credit | Text |
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Image Rights | Text |
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Image Repository | Linked Authority | Link to an authority record for the Harvard repository holding the image. Harvard repositories must be linked to specific authority records. See Repository Names and Contacts for details. Harvard repositories in this field underlie the Repository dropdown and Repository facet values in HOLLIS Images. If the Image Repository is missing, the item will not be retrievable using those search limits. |
Image Collection | Text | Image Collection does not currently map to Harvard systems because no guidelines for its use or specifications for how it should display have been developed. |
Image Classification Number | Text |
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Image Accession Number | Text |
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Image Accession Date |