Thank you for your interest in submitting your item(s) to dLOC! Please use our Metadata Template below. Before you view the template, please refer to the appropriate quick guide for submitting materials. Once you complete the template, please email our Technology Director, Laura Perry, at lauraperry@ufl.edu.
Overview of metadata fields
| Field Name | Definition & Instructions | Required? | Repeatable? | Example |
|---|---|---|---|---|
| TITLE | Usually assigned by the creator. If the object does not have a title, devise a concise one with no more than 300 characters, including as known: material type, creator, subject(s) and/or what is depicted, place and date of provenance. The function of the title is to tell end users what the item is and also to distinguish it from other known similar items. If other types of titles are needed, like a series title, please reach out to the dLOC Technical Director (lauraperry@ufl.edu). | ✓ | ✗ | Lithograph showing exterior view of the market hall in Budapest, 1931 |
| CREATOR 1 | An entity primarily responsible for making the resource. Examples of a Creator include a person or an organization. Enter as: Last Name, First Name. | ✗ | ✓ | John Doe |
| CREATOR ROLE 1 | Option to specify the role of the person or organization listed in “Creator” field. Recommended best practice is to use a controlled vocabulary such as RBMS Relationship Designators or the Getty Art and Architecture Thesaurus. If no corresponding term can be found at the above sites, feel free to assign a term. | ✗ | ✓ | printmakers |
| DONOR | An entity responsible for donating the resource. Examples of a Donor include a person or an organization. Enter as: Last Name, First Name. | ✗ | ✗ | Jane Doe |
| FORMAT | The file format, physical medium, or dimensions of the resource. | ✓ | ✗ | 79 Minutes 48KHZ, 16 Bit, 1 Channel (monural) MP3 |
| LANGUAGE | The language of the resource. | ✗ | ✗ | |
| SUBJECT KEYWORD | The topic of the resource. Typically, the subject will be represented using keywords or key phrases. Recommended best practice is to use a controlled vocabulary, such as FAST, Wikidata, or Library of Congress Subject Headings (LCSH). * You can use this field to store project or collection names. The subject terms are hyperlinked and can group related resources together. | ✓ | ✓ | FBK January 2020 batch |
| SUBJECT AUTHORITY | Specify the controlled vocabulary you referenced to choose your keywords. Enter the name of the controlled vocabulary in lowercase. If you choose original keywords, use the word “local.” | ✓ | ✓ | local |
| PUBLICATION PLACE | Recommended, repeatable, displays as “Publication Location” on dLOC. It captures the location info that lists where the objects were created or discovered etc. It does NOT refer to “aboutness” of the objects that is captured by SUBJECT KEYWORD & SUBJECT AUTHORITY set. For instance, an artwork made in Paris could be about London. That is, the creation location of the artwork is Paris and the SUBJECT KEYWORD is London. As the label “Publication Location” cannot be changed, please specify the location type in brackets appending the place name, for instance, Paris (creation location) | ✗ | ✓ | |
| YEAR | Required, not repeatable, used as the Date field. Follow ISO-8601 format YYYY-MM-DD to hold the year, the month and day information about the creation of the item. If there isn’t a specific date, use year range, for instance, “1934-1940” or terms like “ca. (circa), after, before” to qualify the date, for instance: “after 1611 or ca. 830 BC”. Dates may also be recorded by century,for example, “12th century”.(CCO: p.158) | ✓ | ✗ | YYYY-MM-DD |
| RIGHTS | Information about rights held in and over the resource. Typically, rights information includes a statement about various property rights associated with the resource, including intellectual property rights. | ✓ | ✗ | |
| NOTES | Option to add links to related resources or to a larger project or collection. | ✗ | ✓ | |
| ABSTRACT | Good place to add an abstract, links related to the specific items or the whole project/collection. | ✗ | ✓ | |
| DIGITAL FOLDER NAME | Folder name where digital images are held. This is only required when submitting images meant to be displayed together. | ✗ | ✓ | Is only required when sharing images |
Quick guide for submitting materials (English)
- Make a copy of the dLOC Metadata Template.
- Fill-in metadata on the second tab at the bottom of the Template labeled “Metadata to Complete.”
- For singular items (e.g. a book, a photograph, a letter), the metadata should be item-level, so one item per row.
- For serials (e.g. magazines, journals) the metadata should be title-level, so one title per row.
- If you are submitting a series (e.g. magazines, journals) then you should also fill-in metadata on the third tab at the bottom of the Template labeled “Serial Inventory.”
- If you would like to link items together in dLOC, remember to include a project name, collection name, or series title in the Subject Keyword metadata field. When clicked, the Subject Keyword will aggregate all items in your project, collection, or series.
- Feel free to get in touch with the dLOC Team if you need assistance selecting a rights statement appropriate for your collection: DLOC@uflib.ufl.edu.
- Send your digital files and metadata spreadsheet to Laura Perry, dLOC Technical Director at the UF Libraries, lauraperry@ufl.edu. You may use Google Drive, Drop Box, We Transfer, or another file transfer method suitable for you.
- The dLOC Technical Team will process and upload your items to dLOC within 1-2 weeks.
Guide rapide pour la soumission de matériel (Français)
- Faites une copie du modèle de métadonnées dLOC.
- Remplissez les métadonnées sur le deuxième onglet en bas du modèle intitulé “Metadata to Complete.”
- Pour les éléments uniques (par exemple un livre, une photographie, une lettre), les métadonnées doivent être au niveau de l’élément, donc un élément par ligne.
- Pour les publications en série (par exemple, les magazines, les revues), les métadonnées doivent être au niveau du titre, donc un titre par ligne.
- Si vous soumettez une série (par exemple, des magazines, des revues), vous devez également remplir des métadonnées sur le troisième onglet en bas du modèle intitulé “Serial Inventory.”
- Si vous souhaitez relier des éléments entre eux dans dLOC, n’oubliez pas d’inclure un nom de projet, le nom de la collection ou le titre de la série dans le champ de métadonnées “Subject Keyword.” Lorsque vous cliquez dessus, le mot-clé sujet
regroupera tous les éléments de votre projet, collection ou série. - N’hésitez pas à contacter l’équipe dLOC si vous avez besoin d’aide pour sélectionner une déclaration de droits appropriée pour votre collection : DLOC@uflib.ufl.edu.
- Envoyez vos fichiers numériques et votre fichier de métadonnées à Laura Perry, directrice technique de dLOC aux bibliothèques de l’UF, lauraperry@ufl.edu. Vous pouvez utiliser Google Drive, Drop Box, WeTransfer ou une autre méthode de transfert de fichiers à votre convenance.
- L’équipe technique de dLOC traitera et téléchargera vos éléments dans dLOC dans un délai de 1 à 2 semaines.
Guía rápida para enviar materiales (Español)
- Haga una copia de la plantilla de metadatos de dLOC.
- Rellene los metadatos en la segunda pestaña de la parte inferior de la plantilla, denominada “Metadata to Complete” (en español, “Metadatos a completar”).
- En el caso de artículos singulares (por ejemplo, un libro, una fotografía, una carta), los metadatos deben ser a nivel de artículo, es decir un artículo por fila.
- En el caso de publicaciones seriadas (por ejemplo, revistas, periódicos) los metadatos deben ser a nivel de título, es decir un título por fila.
- Si desea enviar una serie (por ejemplo, revistas o publicaciones periódicas), entonces también debe rellenar los metadatos en la tercera pestaña de la parte inferior de la Plantilla denominada “Serial Inventory” (en español, “Inventario de series”).
- Si desea vincular artículos a la vez en dLOC, recuerde incluir el nombre del proyecto, el nombre de la colección o el título de la serie en el campo de metadatos “Subject Keyword” (en español, “Palabra clave del tema”). Al hacer clic, el campo “Subject Keyword” agregará todos los artículos de su proyecto, colección o serie.
- No dude en ponerse en contacto con el equipo dLOC si necesita ayuda para seleccionar una declaración de derechos apropiada para su colección: DLOC@uflib.ufl.edu.
- Envíe sus archivos digitales y la hoja de cálculo de metadatos a Laura Perry, directora técnica de dLOC de la biblioteca de UF al correo electrónico lauraperry@ufl.edu. Puede utilizar Google Drive, Drop Box, We Transfer u otro método de transferencia de archivos que considere conveniente.
- El equipo técnico de dLOC procesará y subirá sus documentos en dLOC en un plazo de 1 a 2 semanas.
