¶ Metadata Template for Spreadsheet Work
Use this metadata template if you are filling out rows in the metadata spreadsheet.
Descriptions and directions for fields are given here as a list and as a table at the very bottom.
Table of Contents
Column A Progress
Column B Claimed by
Column C Title
Column D Identifier
Column E Subject Headings
Column F Original Subject Headings
Column G Creator
Column H Date
Column I Language
Column J Source URL
Column K Host Institution
Column L Host Location
Column M Comments
Column N Original Description
Column O Description
Column P Website Down?
Metadata Fields Reference Table
¶ Column A Progress
¶ Is it required and how many values?
- Required
- Only one value allowed
¶ What is it?
Indicates the status of a row. The following options are possible:
- "in progress" (someone's working on it)
- "ready for review" (you want someone else to review your work)
- "low priority" (moving on to other row because image is low priority)
- "translation" (needs translation channel help)
- "needs help" (there's an issue, see comment column)
- "SH under review" (Subject heading choice being reviewed)
- "Remove from IA" (archived object isn't appropriate format for IA collection. See Step 2 of IA metadata instructions
- "done" (metadata completed for the item)
¶ How to fill it in
Choose options for the dropdown menu as seen below:
¶ Column B Claimed by
¶ Is it required and how many values?
- Required
- Only one value allowed
¶ What is it?
Indicates who is working on a given row so that others know someone has that item covered.
¶ How to fill it in
Type your name.
¶ Column C Title
¶ Is it required and how many values?
- Required
- Only one value allowed
¶ What is it?
Title/name of the item.
¶ How to fill it in
Find the title/name of the item and enter it in the language and/or script in which it appears. Title pages, captions, and headings are all common places to look.
If there's no available title (e.g., a photo without any title or caption given), devise a short descriptive title in English and place in brackets.
¶ Column D Identifier
¶ Is it required and how many values?
- Required
- Only one value allowed
¶ What is it?
URL of item in SUCHO Internet Archive collection
¶ How to fill it in
DO NOT EDIT! The value for this field is already generated and should not be changed.
¶ Column E Subject Headings
¶ Is it required and how many values?
- Required
- Multiple values allowed
¶ What is it?
Subject headings assigned by SUCHO from select set of Library of Congress Subject Headings.
¶ How to fill it in
In addition to the subject heading "SUCHO" which all items should have, add up to 9 additional subject headings separated by semi-colons [;]. The list of subject headings you can choose from is found in Column A of the "Approved Subject Heading List" tab of the metadata spreadsheet.
¶ Column F Original Subject Headings
¶ Is it required and how many values?
- Required if present
- Multiple values allowed
¶ What is it?
Some items may have already been described/cataloged by the institution (e.g., a PDF of a rare book in a digital library). If that original description by the institution includes subject headings, we preserve them in this field. Not all items may have subject headings assigned to them by the institution, so this field is optional.
¶ How to fill it in
Add all subject headings used by the original institution to describe the item, maintaining the language/script they are written in, and separate them with semi-colons [;].
¶ Column G Creator
¶ Is it required and how many values?
- Required if present
- Multiple values allowed
¶ What is it?
The author or creator of the object. Note that this is the person or organization that created the original object not necessarily the electronic object (e.g., who wrote the book, not who digitized it).
¶ How to fill it in
Determine who created the original object. Leave field blank if no creator can be definitively determined. Be careful to get the nominative form when copying Ukrainian, Russian, Slavic names and consult the translation channel if necessary.
Names should follow the format LastName(s), FirstName(s) Patronymic
See here for information about patronymics
Separate the names of multiple creators with the semi-colon and do not transliterate names in Cyrillic script.
¶ Column H Date
¶ Is it required and how many values?
- Required if present
- Only one value allowed
¶ What is it?
Date of creation/publication for the item. For physical objects, this is not the date it was published online or date of digitization. For all objects, this is also not the date you accessed the resource. So a book published in 1696 would have the date of 1696, not 2011 (date of digitization or online publication) nor 2023-09-1 (date of access).
¶ How to fill it in
Enter the date in one of the following formats depending on how much date information is available:
YYYY (1995)
YYYY-MM (1995-01)
YYYY-MM-DD (1995-01-31)
¶ Column I Language
¶ Is it required and how many values?
- Yes if applicable
- Multiple values allowed
¶ What is it?
The language the resource/item is written in. Note that this field is unnecessary for images (even if they have text on them) and other non-textual items.
¶ How to fill it in
Give the name of the language in English (i.e., don't use ISO language codes like "eng"). If an item has multiple languages, separate them with a semi-colon.
¶ Column J Source URL
¶ Is it required and how many values?
- Required
- Only one value allowed
¶ What is it?
This is the URL of the website where the item you are linking to is so we can see the item in context. It is NOT the URL of the actual image/pdf. So if you are describing an image on a webpage, we want the URL of the webpage, not the URL of the image itself.
¶ How to fill it in
Copy and past the URL of the website.
Look to see if Column O "Description" contains the source URL. If not, consult the "Done" tab of the large SUCHO spreadsheet. If the site is down, check to see if it is in the IA Wayback Machine. If it is, use the Wayback Machine URL as the source URL.
See here for more help on source URLs
¶ Column K Host Institution
¶ Is it required and how many values?
- Required
- Only one value allowed
¶ What is it?
This is the organization/institution hosting the item (e.g., the name of the library whose website the image appears on)
¶ How to fill it in
Provide the name of the organization in the original language and in the nominative form for case-based languages (e.g. Ukrainian, Russian). Note that we do transliterate the names of institutions. Use this tool to transliterate from Cyrillic to Latin script.
¶ Column L Host Location
¶ Is it required and how many values?
- Required
- Only one value allowed
¶ What is it?
This is the city or town where the host institution in Column K is located.
¶ How to fill it in
Find the city in Wikidata. Make sure you have the right oblast because there are multiple cities with the same name, but different oblasts. Copy the city name and Q-code from the top of the page and paste into the cell.
Make sure to copy the city name and Q-code directly as written from Wikidata.
¶ Column M Comments
¶ Is it required and how many values?
- Optional
- Only one value allowed (free text field)
¶ What is it?
This is a place for those of us on the project to describe to each other internally any issues with a row. This won't be uploaded to Internet Archive.
If you have marked Column A for an item as "Needs Help" or "Translation" here is where you explain what the problem is or what needs translation help.
¶ How to fill it in
Write a comment clearly describing the problem.
¶ Column N Original Description
¶ Is it required and how many values?
- Required if present
- Only one value allowed (free text field)
¶ What is it?
As with Column F for Original Subject Headings, original description is a place to capture/preserve the host institution's description of an item if there is any.
This is any additional contextual information/description taken from the original website/record where the item occurs. For example, if an image has a caption, copy/paste the caption here; if a digitized book has descriptive note(s) in the catalog record, copy/paste the note(s)
Remember though that original subject headings belong in Column F.
¶ How to fill it in
Copy and paste description from the original website. Do not change or edit what was there.
¶ Column O Description
¶ Is it required and how many values?
- Required
- Only one value allowed (free text field)
¶ What is it?
This is a place where SUCHO volunteers create a short description of an item. It is likely that there is some information already there from the web crawling stage. This information can be deleted, revised, or kept as appropriate.
¶ How to fill it in
Provide a short description in English (A phrase/sentence or two is sufficient) of the item you've just described. You may also quote information in other languages.
¶ If there is already description content in the cell
If the description there already makes sense, it can be left as-is or added to with additional information you find useful. If what is there is wrong (e.g., the description seems to belong to a different collection) or gibberish (e.g., random letter and symbols), delete it and add a short sentence in English about the item.
¶ Column P Website Down?
¶ Is it required and how many values?
- Optional
- Only one value allowed
¶ What is it?
This is to indicate whether the website/source URL for the item is down/inaccessible.
¶ How to fill it in
If the website is down type "Yes".
Otherwise leave blank.
¶ Metadata Fields Reference Table
| Column | Field Name | Required? | Multiple values allowed? | Description | Directions | Formatting | Example |
|---|---|---|---|---|---|---|---|
| A | In Progress | Yes | No | Indicates the status of a row. Options are "in progress" (someone's working on it), "low priority" (moving on to other row because image is low priority), "translation" (needs translation channel help), "needs help" (there's an issue, see comment column), or "done" (metadata completed for the item) | Choose option from drop down | Not applicable, automatic from dropdown | Done |
| B | claimed by | Yes | No | Indicates who is working on a row | Type your name | Not applicable, but generally FirstName LastName | Alex Wingate |
| C | Title | Yes | No | Title of the item | Enter the title in the language it which it appears. If there's no available title, devise a short descriptive title in English and place in brackets. | Original language/script where possible. Devised English titles should be in square brakcets. Indicate thumbnails and logos with [thumbnail] and [logo] | Нові книжкові надходження. Відділ мистецтв. ХОУНБ ім. Олеся Гончара [Craft by Svetlana Kandala] Не кажи «Ні». 1990. Полотно, олія. 195 × 145 см [thumbnail] |
| D | Identifier | Yes | No | URL of item in SUCHO Internet Archive collection | DO NOT EDIT | Not applicable | https://archive.org/details/sucho-id-2020-2-n-36-03 |
| E | Subject | Yes | Yes | Subject headings assigned by SUCHO from select set of Library of Congress Subject Headings | In addition to "SUCHO", add up to 9 subject headings from Column A of the Approved Subject Headings tab to describe what the object is/is about | keep capitalization from Approved Subject Headings tab. Separate subjects with semi-colon [;] | SUCHO; libraries; books; Japan |
| F | Original Subject Heading | Yes, if present | Yes | Subject headings provided by the host institution for the object | Copy & paste from the host institution's site exactly as written. | Separate values with semi-colon [;]. Do NOT transliterate | Історія; Україна; археографія |
| G | Creator | Yes, if present | Yes | Author (person or organization that created the original object not necessarily the electronic object (e.g., who wrote the book, not who digitized it) | Determine who created the original object. It is okay if it is not possible to determine the creator (e.g., the photographer of a library event is anonymous). Leave field blank if no creator can be definitively determined. Be careful to get the nominative form when copying Ukrainian, Russian, Slavic names. Consult translation channel if necessary. | LastName(s), FirstName(s) Patronymic (if present). Separate the names of multiple creators with semi-colon [;]. Do not transliterate names in Cyrillic | Hogarth, David George; Трубіна, Валерія |
| H | Date | Yes, if present | No | Creation/Publication date, not date accessed (not today!), nor the date published online (so a book published in 1696 would need 1696 in the Date field) | Enter the creation/publication date in ISO format. Give month and day if available | YYYY or YYYY-MM or YYYY-MM-DD | 1696 2020-05 1801-03-14 |
| I | Language | Yes, if applicable | Yes | Language(s) of the textual resource/item. | Give language of the item in English. | Write out language name in English (i.e., don't use ISO language codes), separate languages for multi-lingual items with semi-colon [;] | Ukrainian; English |
| J | Source URL | Yes | No | URL of the website where the item you are linking to is so we can see the item in context. It is NOT the URL of the actual image/pdf. | Copy and paste the URL of the website. Look to see if Column O "Description" contains the source URL. If not, consult the "Done" tab of the large SUCHO spreadsheet. If the site is down, check to see if it is in the IA Wayback Machine. If it is, use the Wayback Machine URL as the source URL | Not applicable | https://knmau.com.ua/nauka/konferentsiyi/ (website (context) where a conference program PDF (the item) is downloadable); same URL in the Wayback Machine https://web.archive.org/web/20220417132723/https://knmau.com.ua/nauka/konferentsiyi/ |
| K | Host Institution | Yes | No | Organization hosting the item (e.g., the name of the library whose website the image appears on) | Provide the name of the organization in the original language and in the nominative form for case-based languages (e.g. Ukrainian, Russian). | Transliterate organization names in Cyrillic to Latin script using this tool | Khersons′ka oblasna universal′na naukova biblioteka imeni Olesi͡a Honchara |
| L | Host Location | Yes | No | City/town where the host institution is located | Find the city in Wikidata. Make sure you have the right oblast because there are multiple cities with the same name, but different oblasts. Copy the city name and Q-code from the top of the page and paste into the cell. | Copy directly as written from Wikidata | Kyiv (Q1899) Lviv (Q36036) Lviv (Q4270987) |
| M | Comments | No | No | Place to describe issues with a row, particularly if Column A Status is marked as "Needs Help" or "Translation" | Write a comment clearly and succintly describing the problem. | Not applicable | According to the descripiption, this is a video. Hovewer, there is no video file available; only an image. |
| N | Original Description | Yes, if applicable | No | Additional contextual information/description taken from the original website/record where the item occurs. For example, if an image has a caption, copy/paste the caption here; if a digitized book has descriptive note(s) in the catalog record, copy/paste the note(s) (NB: remember that original subject headings go in Column F). | Copy and paste description from the original website. Do not change or edit what was there. | Use the original formatting of the website | Поет Владимир Высоцкий [Ноты]: песни для голоса в сопровождении гитары / Сост. В. Рыжиков. – М.: Музыка, 1987. – 63 с. Вашему вниманию - песня из сборника. Песня о земле = Пісня про землю. Музыка и слова В. Высоцкого. |
| O | Description | Yes | No | A short description of the item created by SUCHO volunteers. Any description already there is from the original web-crawling by SUCHO. | If the description there already makes sense, it can be left as-is or added to with additional information you find useful. If what is there is wrong (e.g., the description seems to belong to a different collection) or gibberish (e.g., random letter and symbols), delete it and add a short sentence in English about the item. You can also quote information in other languages. | Follow normal rules of capitalization/punctuation. | Musical notation of a song from Плаксєєв, Валентин Григорович.Кришталева любов [Ноты] : Лiричнi пiснi / муз В. Г. Плаксєєва, вірші В. П. Кулика ; ил. Т. Чумаченко. - Херсон : Херсон. міськ. друк., 1998. - 32 c. From: Khersonskaia oblastnaia universal'naia nauchnaia biblioteka im. Olesia Gonchara Full access to electronic documents, including rare materials Data rescue copy of http://art.lib.kherson.ua/files/art/plakseev/meni-vse-snitsja.jpg scraped from https://lib.kherson.ua/ru-e-lib.htm Image linked from http://art.lib.kherson.ua/ru-meni-vse-snitsya-ridna-hata.htm (Here, information from the website holding the item was added to the description generated by the webcrawlers) |
| P | Is source website down/offline? | No | No | Indicates if the website for the item/source URL is down | Type "Yes" if the site is down. Otherwise leave blank | Yes or [blank] | Yes |