IESR: Data Creation Guidelines for IESR Records

dc:title	Data Creation Guidelines for IESR Records
dc:creator	Leigh Morris, University of Manchester, UK. leigh.morris@man.ac.uk
dc:contributor	Ann Apps, University of Manchester, UK.
dc:contributor	Amanda Hill, University of Manchester, UK.
dc:date	2003-09-30
dc:identifier	http://www.mimas.ac.uk/iesr/metadata/guidelines/Data_Creation_Guidelines.html
dc:description	The purpose of the document is to provide guidelines on how to create metadata records for the JISC Information Environment Service Registry, and is intended for use by the initial metadata contributors: AHDS, Edina, MIMAS, RDN, UK Data Archive, UK Mirror Service.
dc:rights	This work is licensed under a Creative Commons Licence: Attribution Required; Non-Commercial; Share-Alike.
Version	1.0
Status	Original version

Help and Advice

Format Conventions

The following format conventions are used in this document.

Computer input that you type is shown in a bold Courier New font

• Voices from the Dust Bowl

Metadata entities and properties are shown in a bold Arial font

• Collection
• Has Service
• Agent: ORG

Contents

IESR Metadata

IESR Entities and their Metadata Properties

The JISC Information Environment Service Registry (IESR) holds information about:

• Collections of information resources, the associated services that provide access to the collections, and the parties (aka agents) that own the collections and/or administer the services.
• Transactional services, i.e. those that provide functionality other than access to a collection and the parties that administer them.

Thus the entities within the IESR are:

• Collections
• Services
• Agents

Each of these has associated administrative metadata (admeta).

IESR Metadata Input

Metadata will be created and submitted for individual entities, not as complete output IESR records. Eventually IESR metadata input and updating will be via a web form that has knowledge of the content of the registry and guides the metadata creator. In the interim before the input web form is available, IESR metadata records will be created using provided templates (XML or Excel).

In cases where a service type requires additional interface information but there is no such XML file available, the input templates provide additional fields to capture this information. The XML interface will be created from this information, and held, by the IESR.

IESR Metadata Definitions, Examples and Templates

Input Templates for initial contributors:

During the initial phase of the IESR project descriptions of collections will be created using templates, either Excel or XML, by the identified initial contributors. Eventually there will be a Web form for input and editing of data. The initial templates are provided at the following URLs:

Metadata Definition

In order to create IESR metadata records using these guidelines you may wish to refer to the:

Examples of complete IESR XML Output Records:

Examples of services with specific access methods:

These examples are partial IESR records showing the service metadata properties only.

Data Creation Guidelines

There are three entities that need completing. Each entity is described separately. Please complete all the mandatory properties for each entity. Mandatory properties are indicated in the guidelines as Required.

Be aware that some properties have the same name in each entity but are separate properties relevant to that entity, for instance title, description, logo.

Each entity has associated administrative metadata (admeta), described in a separate section.

What is a service?

A service is a method of accessing a collection.

Note that the entity is repeatable: every collection must have at least one, and may have more than one, service.

Rights

All metadata records in the IESR will be freely available and licensed under a Creative Commons Licence: Attribution Required; Non-Commercial; Share-Alike. When you submit data to the IESR you are agreeing to this licence on your metadata records.

Identifiers

Identifiers for collections, services and agents will be allocated on registration with IESR. For initial submission of data please construct simple identifiers to enable correlation by the IESR project team between the collection and its associated services (Has Service) and its owners (Owner). A collection identifier is not included for initial data submission.

Indicating language using 'xml:lang'

For some properties the language may be indicated. This should be indicated in the EncodingScheme/Language column of the Excel templates or by using the 'xml:lang' attribute in the XML templates.

Encoding characters in XML

If using the XML templates then please ensure that you encode characters correctly. There are five characters for which there are predefined entity references in XML. They are as follows:

• '   which should be written as ' (short for 'apostrophe')
• "   which should be written as " (short for 'quote')
• <   which should be written as &lt; (short for 'less than')
• >   which should be written as &gt; (short for 'greater than')
• &   which should be written as &amp; (short for 'ampersand')

Using the Data Creation Guidelines

Definition: The definition of the metadata property.

Guidelines: Guidelines for entering the value of the property. Where one or more encoding schemes are specified terms used should be taken from one, or more, of these. Encoding Schemes are described in the guidelines and also detailed in the Application Profile.

Options: These are the options for the property:

• Required. Property must be present in the record. This indicates whether a property is mandatory.
• Repeatable/Not repeatable. Indicates whether more than one value for the property is allowed. When properties are repeated please repeat elements in the XML or lines in the Excel spreadsheet. Where optional properties are not included please delete the elements from the XML or the lines from the Excel spreadsheet. Fixed value properties are not included in the data submission templates.
• Language optional. The language of the property may be indicated using 'xml:lang'.
• Searchable. This attribute indicates whether a property has a searchable index within the IESR.

Encoded as: How the property is encoded in XML.

Example: An example of the property encoded in XML.

Data Creation Guidelines: Collection

Collection Properties are as follows:

• Title
• Alternative Title
• Description
• Type
• Format
• Language
• Rights
• Use Rights
• Access Rights
• Has Service
• Logo
• Subject
• Spatial
• Temporal
• Contents Date Range
• Uses Controlled List
• Education Level
• Owner
• Is Part Of
• Has Association
• Has Publication

Also included are associated administrative metadata (admeta), detailed in a separate section:

• Creator
• Contributor
• Created
• Publisher
• Meta Language
• Source

Title

Definition: The name of the collection.

Guidelines: Enter the name of the collection preserving the original wording, order and spelling. The collection must have a single title.

Alternative titles may be added if required using the Alternative Title property. Subtitles should be entered as an alternative title. Acronyms may be entered as the main title or as an alternative title.

For example:

• COMIC
• Computer Applications
• Labour Force Survey
• LocustWorld
• Ordnance Survey Map Data
• The Wilfred Owen Multimedia Collection
• zetoc

Options: Required. Not repeatable. Language optional. Searchable.

Encoded as: dc:title

Example: <dc:title xml:lang="en">zetoc</dc:title>

Alternative Title

Definition: An alternative name or sub-title of the collection.

Guidelines: Enter the alternative name or sub-title of the collection.

For example:

• Commercial Italian Corpus
• LFS
• WOMDA
• Electronic Table of Contents from the British Library

Where more than one Alternative Title is provided, a separate property should be used for each.

Options: Optional. Repeatable. Language optional. Searchable.

Encoded as: dcterms:alternative xml:lang="en"

Example: <dcterms:alternative xml:lang="en">Electronic Table of Contents from the British Library</dcterms:alternative>

Description

Definition: A free text summary description of the collection.

Guidelines: Although a description might contain detailed subject-specific information, at least part of the description should be understandable by an end-user with no specialist knowledge of the subject area.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.

For example:

• The two Statistical Accounts of Scotland, covering the 1790s and the 1830s, are among the best contemporary reports of life during the agricultural and industrial revolutions in Europe. Learn more about the area in which you or your ancestors have lived, or use this key source to study the emergence of the modern British State and the economic and social impact of the world's first industrial nation.
• A E Halliwell was a design educationist, who taught in higher education from the mid 1930's until the 1960's. The collection includes Halliwell's own work as a student and later at the Royal College of Art, his work as a professional graphic designer in Britain in the 1930's, and the work of students he taught at Camberwell School of Art and the Central School of Arts and Crafts in London. This includes original designs for publicity posters, etc. from around the 1920s to 1940s and material illustrating graphic and industrial design work by students at Camberwell College of Arts and Crafts and Central School of Art and Design, as well as paintings by Halliwell and his wife.

Options: Optional. Not repeatable. Language optional. Searchable.

Encoded as: dc:description

Example: <dc:description xml:lang="en">The zetoc database, the British Library's Electronic Table of Contents (ETOC), contains details of approximately 20,000 current journals and 16,000 conference proceedings published per year. With 20 million journal and conference records, the database covers every imaginable subject in science, technology, medicine, engineering, business, law, finance and the humanities.</dc:description>

Type

Definition: The type of the collection.

Guidelines: Enter a term taken from the defined encoding scheme:

Format

Definition: The physical or digital characteristics of the collection.

Guidelines: A free text statement. For example, Format could include: an indication of the number of items in the collection; the total duration of the items; physical or digital space requirements.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.

For example:

• Landsat data are supplied by EURIMAGE in Ground Receiving Station (GRS) format, which are either Band Interleaved (BIL) or Band Sequential (BSQ). The data supplied through the CHEST deal are BSQ.
• Numerical survey data in a number of formats, including SPSS, STATA and ASCII tab-delimited, and associated documentation in PDF format.
• This collection consists of computer files in various formats available via the Internet at http://www.mirror.ac.uk.

Where more than one Format statement is provided, a separate property should be used for each.

Options: Optional. Repeatable. Language optional. Not searchable.

Encoded as: dc:format

Example: <dc:format xml:lang="en">Numerical survey data in a number of formats, including SPSS, STATA and ASCII tab-delimited, and associated documentation in PDF format.</dc:format>

Language

Definition: The language of items in the collection.

Guidelines: Enter language names in the format defined by:

Rights

Definition: Copyright statement about the collection.

Guidelines: A free text statement, but may include a URL.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.

For example:

• Copyright (c) British Library 1993-2003
• Copyright (c) 1988-200x Beilstein-Institut zur F&Ouml;rderung der Chemischen Wissenschaften licenced to Beilstein Chemiedaten und Software GmbH and MDL Information Systems GmbH.
• (c) Crown Copyright Ordnance Survey

Options: Optional. Not repeatable. Language optional. Not searchable.

Encoded as: dc:rights

Example: <dc:rights xml:lang="en">Copyright (c) British Library 1993-2003</dc:rights>

Use Rights

Definition: A statement about allowed usage of data from the collection, for example terms and conditions.

Guidelines: A free text statement, but may include a URL.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.

For example:

• All Rights Reserved http://zetoc.mimas.ac.uk/terms.html
• Restrictions on the use of the surveys are outlined in the Access Agreement for Individuals that all users agree to when registering for a UK Data Archive account. In particular there is a fundamental restriction on the confidentiality of data. Users should not attempt to use the data to deliberately compromise the confidentiality of individuals or households and are required to abide by the current Data Protection Act. This agreement also covers requirements for citation of publications and safeguarding of data.
• The UK Mirror Service terms of use may be found at http://www.mirror.ac.uk/help/terms.txt.

Options: Optional. Not repeatable. Language optional. Not searchable.

Encoded as: iesr:useRights

Example: <iesr:useRights xml:lang="en">All Rights Reserved http://zetoc.mimas.ac.uk/terms.html</iesr:useRights>

Access Rights

Definition: Licence requirements to access the collection.

Guidelines: Enter a term taken from the list of licence requirements for accessing JISC services:

Has Service

Definition: The global identifier of a service providing access to the collection.

Guidelines: For initial submission of data please construct simple identifiers to enable correlation by the IESR project team between the collection and its associated services (Has Service).

For example:

• mimas-ze-svc01
• ESDS-LFS
• http://www.mirror.ac.uk/help/docs/xml/http5-12.xml

The collection Has Service will correspond to the associated service Identifier.

The identified service must be registered in the IESR with this identifier. Each collection may have one or more associated services. Where more than one Has Service is provided, a separate property should be used for each.

Options: Required. Repeatable. Searchable.

Encoded as: iesr:hasService

Example: <iesr:hasService>mimas-ze-svc01</iesr:hasService>

Logo

Definition: A logo for the collection.

Guidelines: Enter the URL of a logo for the collection.

Options: Optional. Not Repeatable. Not searchable.

Encoded as: iesr:logo xsi:type="dcterms:URI"

Example: <iesr:logo xsi:type="dcterms:URI">http://zetoc.mimas.ac.uk/img/zetoclogo.gif</iesr:logo>

Subject

Definition: A single concept (keyword or subject descriptor) that is the subject of the collection, or of the items in the collection.

Guidelines: The terms used indicate the subject matter of the collection.

Enter the complete subject descriptor, including punctuation and capitalisation, according to the relevant scheme:

Spatial

Definition: The spatial coverage of the items in the collection.

Guidelines: Enter the complete subject descriptor, including punctuation and capitalisation, according to the relevant scheme:

Temporal

Definition: The temporal coverage of the content of the items in the collection.

Guidelines: The temporal coverage of the content of the items in the collection as a date range. Enter a date range - two dates separated by a forward-slash (/).

Each date should be entered according to the W3CDTF scheme:

Contents Date Range

Definition: The range of dates of the individual items in the collection.

Guidelines: Enter the date range of the individual items in the collection - two dates separated by a forward-slash (/).

Each date should be entered according to the W3CDTF scheme:

Uses Controlled List

Definition: A classification scheme or thesaurus used by the collection.

Guidelines: Enter the scheme or thesaurus name according to the Controlled Vocabularies List:

Education Level

Definition: Education level of group for whom the collection is intended or useful.

Guidelines: Enter a term taken from the UK Educational Levels scheme:

Owner

Definition: The global identifier of the agent that legally owns or has possession of the collection.

Guidelines: For initial submission of data please construct simple identifiers to enable correlation by the IESR project team between the collection and its associated owners (Owner).

For example:

• mimas-agt-bl
• UKDA
• http://www.mirror.ac.uk/help/docs/xml/agent35.xml

The collection Owner will correspond to the associated agent Identifier.

The identified agent must be registered in the IESR with this identifier. Each collection may have one or more associated owners. Where more than one Owner is provided, a separate property should be used for each.

Options: Required. Repeatable. Searchable.

Encoded as: rslpcd:owner

Example: <rslpcd:owner>mimas-agt-bl</rslpcd:owner>

Is Part Of

Definition: The global identifier of another collection that contains this collection.

Guidelines: Recorded for information only.

For example:

• The zetoc collection is part of the MIMAS Bibliographic Reference Services portfolio, for the which the URL is
  http://www.mimas.ac.uk/services/biblio.html
• The Labour Force Survey collection is part of the ESDS Government data services, for which the URL is
  http://www.esds.ac.uk/government/
• The Access Excellence Classic Collection is part of the PSIgate Physics Gateway, for which the URL is
  http://www.psigate.ac.uk/newsite/physics-gateway.html

Where more than one Is Part Of statement is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: dcterms:isPartOf xsi:type="URI"

Example: <dcterms:isPartOf xsi:type="URI">http://www.esds.ac.uk/government/</dcterms:isPartOf>

Has Association

Definition: The global identifier of another collection that has association by provenance with this collection.

Guidelines: For example:

• The Labour Force Survey has association with other large-scale government surveys held by the UK Data Archive, for instance the 1970 British Cohort Study, for which the URL is
  http://www.data-archive.ac.uk/findingData/bcsAbstract.asp
• The 1991 UK Census of Population Small Area Statistics have association with the 1981 UK Census of Population Small Area Statistics, for which the URL is
  http://census.ac.uk/cdu/Datasets/1981_Census_datasets/
• The Tucows Linux software collection held by the UK Mirror Service has association with the same software collection provided by Tucows, the software producer, for which the URL is
  http://www.linuxberg.com/

Where more than one Has Association is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: rslpcd:hasAssociation xsi:type="URI"

Example: <rslpcd:hasAssociation xsi:type="URI">http://vads.ahds.ac.uk/collections/JJTP.html</rslpcd:hasAssociation>

Has Publication

Definition: The global identifier of a publication that provides more information about the collection, such as a general information webpage; a help guide for using the collection; a report based on the use, study, or analysis of the collection.

Guidelines: For example:

• The general information webpage for zetoc is
  http://zetoc.mimas.ac.uk
• The web page describing the Labour Force Survey is at
  http://www.data-archive.ac.uk/findingData/lfsAbstract.asp
• MIMAS-XFT (MIMAS CrossFire Training) is self-paced learning material designed to teach new CrossFire users how to get started, and is available at
  http://xft.mimas.ac.uk/site-athens/

Where more than one Has Publication is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: rslpcd:hasPublication xsi:type="URI"

Example: <rslpcd:hasPublication xsi:type="URI">http://zetoc.mimas.ac.uk</rslpcd:hasPublication>

Data Creation Guidelines: Service

Service Properties are as follows:

• Title
• Identifier
• Description (provided for a transactional service only)
• Locator
• Interface (provided for SOAP, Z39.50/SRW and Web-cgi services only)
• Access Type
• Service Type (provided for a transactional service only)
• Output
• Access Rights
• Access Domain
• Supports Standards (provided for OAI-PMH, OpenURL, RSS and Z39.50 Bath Profile services only)
• See Also
• Administrator

Note that not all of these properties are required for all service types.

Also included are associated administrative metadata (admeta), detailed in a separate section:

• Creator
• Contributor
• Created
• Publisher
• Meta Language
• Source

Title

Definition: The name of the service.

Guidelines: Enter the name of the service.

For example:

• arXiv
• Manchester SFX Resolver
• UKOLN News
• Amazon
• L5R
• ISTC
• zetoc
• Economic and Social Data Service - Access and Preservation (hosted by the UK Data Archive)
• ESDS Nesstar Light Catalogue
• HTTP access to: CTI Chemistry 2 - Simon Fraser University

Options: Required. Not repeatable. Language optional. Searchable.

Encoded as: dc:title

Example: <dc:title xml:lang="en">UKOLN News</dc:title>

Identifier

Definition: A formal global identifier of the service.

Guidelines: This identifier will be assigned by the IESR on registration.

For initial submission of data please construct simple identifiers to enable correlation by the IESR project team between the collection and its associated services (Has Service) and its owners (Owner).

This identifier should correspond to the appropriate collection Has Service property.

For example:

• mimas-ze-svc01
• ESDS-LFS
• http://www.mirror.ac.uk/help/docs/xml/http5-12.xml

Options: Required. Not repeatable. Searchable.

Encoded as: dc:identifier

Example: <dc:identifier>mimas-ze-svc01</dc:identifier>

Description

Definition: A free text summary description of the service.

Guidelines: A service description will be provided for a transactional service only. A transactional service is a service not associated with a collection. For collection-based services the description is within the collection properties.

Although a description might contain detailed subject-specific information, at least part of the description should be understandable by an end-user with no specialist knowledge of the subject area.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.

For example:

• An OpenURL resolver for The University of Manchester implemented using Ex Libris SFX

Options: Optional - provided for a transactional service only. Not repeatable. Language optional. Searchable.

Encoded as: dc:description

Example: <dc:description xml:lang="en">An OpenURL resolver for The University of Manchester implemented using Ex Libris SFX</dc:description>

Locator

Definition: The URI of the access point for the service.

Guidelines: For example:

• http://arXiv.org/oai2
• http://sfx.mimas.ac.uk/sfxmanx
• http://www.ukoln.ac.uk/rss/ukoln.xml
• http://soap.amazon.com/onca/soap3
• http://srw.o-r-g.org:8000/l5r/
• http://srw.o-r-g.org:8080/istc/
• http://zetoc.mimas.ac.uk/zetoc/wzgw?db=etoc
• http://zetoc.mimas.ac.uk/zetoc/wzgw

Interface

Definition: The global identifier of a resource that provides interface information about the service, such as available inputs and outputs, in a machine readable format.

Guidelines: This will be provided for SOAP, Z39.50/SRW and Web-cgi services only.

For SOAP services this will be the WSDL/WSIL file. For example:

• http://soap.amazon.com/schemas3/AmazonWebServices.wsdl

For Z39.50/SRW services it will be the Zeerex file. For example:

• http://srw.o-r-g.org:8080/istc/istc_srw.xml

For Web-cgi services it will be according to an IESR-defined XML schema.

Options: Optional - provided for SOAP, Z39.50/SRW and Web-cgi services only. Not Repeatable. Not searchable.

Encoded as: iesr:interface xsi:type="dcterms:URI"

Example: <iesr:interface xsi:type="dcterms:URI">http://srw.o-r-g.org:8080/istc/istc_srw.xml</iesr:interface>

Access Type

Definition: Technical type of interface providing access to service.

Guidelines: Enter a term taken from the list of possible interface methods by which a service may be accessed:

Service Type

Definition: Type of the service.

Guidelines: A service type will be provided for a transactional service only. A transactional service is a service not associated with a collection.

Enter a term taken from the list of service types:

Output

Definition: Output format available from the service.

Guidelines: This will be provided for OpenURL, Web-cgi and Z39.50 services only.

Enter the output format available for the service.

Expected values would be:

• text/html
• text/xml
• application/xhtml+xml

Where more than one Output statement is provided, a separate property should be used for each.

Options: Optional - provided for OpenURL, Web-cgi and Z39.50 services only. Repeatable. Searchable.

Encoded as: iesr:output xsi:type="dcterms:IMT"

Example: <iesr:output xsi:type="dcterms:IMT">text/html</iesr:output>

Access Rights

Definition: Access control for the service

Guidelines: Enter a term from the list of authentication types that could be used for access control on a service:

Access Domain

Definition: Domain from which users can connect to the service.

Guidelines: Many resource providers control access to their content through the use of IP addresses. If applicable enter a DNS domain where the service is available.

Supports Standards

Definition: Indication of standards and profiles supported by the service.

Guidelines: This will be provided for OAI-PMH, OpenURL, RSS and Z39.50 Bath Profile services only.

Enter a term from the list of standards and profiles to which a service may be compliant:

See Also

Definition: The global identifier of a document that provides more information about using the service.

Guidelines: This might be the URL of a general information webpage about the service or a help guide for using the service.

For example:

• Information about the University of Manchester SFX service can be obtained at
  http://rylibweb.man.ac.uk/cgi-bin/feedform.pl
• zetoc Frequently Asked Questions are available at
  http://zetoc.mimas.ac.uk/faq.html
• Information about how to download data via the ESDS Government web pages is available at
  http://www.esds.ac.uk/Government/
• The NESSTAR Light Version 2.0 User Guide is available at
  http://www.nesstar.com/products/light/userguide/index.shtml
• Information on How to access the UK Mirror Service is available at
  http://www.mirror.ac.uk/help/accessing.html

Where more than one See Also is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: rslpcd:seeAlso xsi:type="dcterms:URI"

Example: <rslpcd:seeAlso xsi:type="dcterms:URI">http://zetoc.mimas.ac.uk/faq.html</rslpcd:seeAlso>

Administrator

Definition: The global identifier of the agent that has responsibility for the electronic environment in which the collection is held.

Guidelines: For initial submission of data please construct simple identifiers to enable correlation by the IESR project team between the service and its associated administrators (Administrator).

For example:

• mimas-agt-mimas
• UKDA
• http://www.mirror.ac.uk/help/docs/xml/ukms.xml

The service Administrator will correspond to the associated agent Identifier.

The identified agent must be registered in the IESR with this identifier. Each service may have one or more associated administrators. Where more than one Administrator is provided, a separate property should be used for each.

Options: Required. Repeatable. Searchable.

Encoded as: rslpcd:administrator

Example: <rslpcd:administrator>UKDA</rslpcd:administrator>

Data Creation Guidelines: Agent

Agent Properties are as follows:

• Identifier
• FN
• ORG
• ROLE
• TEL
• EMAIL (required for administrator only)
• URL
• Logo

Also included are associated administrative metadata (admeta), detailed in a separate section:

• Creator
• Contributor
• Created
• Publisher
• Meta Language
• Source

Identifier

Definition: A formal global identifier for Agent.

Guidelines: Data provider's identifier of the metadata record of this agent.

In the future this identifier will be assigned by the IESR on registration. However for initial submission of data please construct simple identifiers to enable correlation by the IESR project team between the collection and its owners (Owner), and the services and their administrators (Administrator).

The agent Identifier will correspond to the appropriate collection Owner or service Administrator.

For example:

• mimas-agt-bl
• mimas-agt-mimas
• http://www.mirror.ac.uk/help/docs/xml/agent35.xml
• http://www.mirror.ac.uk/help/docs/xml/ukms.xml
• UKDA

Options: Required. Not repeatable. Searchable.

Encoded as: dc:identifier

Example: <dc:identifier>mimas-agt-mimas</dc:identifier>

FN

Definition: Full name of contact person for agent.

Guidelines: Names should be: either in direct order; or with family name first followed by a comma and then other elements of the name.

For example:

• Jane Doe
• Morris, Leigh
• Public, John Q

Where more than one FN is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: vcard:FN

Example: <vcard:FN>Jane Doe</vcard:FN>

ORG

Definition: The organisation that is the agent.

Guidelines: Organisation names should be in direct order.

For example:

• MIMAS
• The British Library
• Central Saint Martins College of Art and Design

An agent must have an organisation name.

Options: Required. Not repeatable. Searchable.

Encoded as: vcard:ORG

Example: <vcard:ORG>MIMAS</vcard:ORG>

ROLE

Definition: The role of the agent in relation to the collection or service.

Guidelines: A free text statement.

For example:

• Service provider.
• Host of ESDS Access and Preservation which represents the core of the ESDS and focuses on the central activities of data acquisition, processing, preservation and dissemination.
• The "agent" listed here represents the individual(s) or organisation in physical possession of the files from which the UK Mirror Service creates its own copies of each collection. No rights such as copyright ownership or licensing authority are implied by this attribution.

Where more than one ROLE statement is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: vcard:ROLE

Example: <vcard:ROLE>Service provider.</vcard:ROLE>

TEL

Definition: Telephone number of agent.

Guidelines: Global international telephone number beginning '+' is preferred.

For example:

• +441612756109

Options: Optional. Not Repeatable. Not searchable.

Encoded as: vcard:TEL

Example: <vcard:TEL>+441612756109</vcard:TEL>

EMAIL

Definition: Email contact address for agent.

Guidelines: Required for service administrator only. Not required for collection owner. An agent that is an administrator of a service must have a contact email address.

Options: Conditional - required for service administrator only. Not Repeatable. Not searchable.

Encoded as: vcard:EMAIL

Example: <vcard:EMAIL>info@mimas.ac.uk</vcard:EMAIL>

URL

Definition: URL for agent.

Guidelines: Enter the URL for the agent.

Options: Optional. Not repeatable. Not searchable.

Encoded as: vcard:URL

Example: <vcard:URL>http://www.mimas.ac.uk</vcard:URL>

Logo

Definition: URL of a logo for the agent.

Guidelines: Enter the URL of a logo for the agent.

Options: Optional. Not repeatable. Not searchable.

Encoded as: iesr:logo xsi:type="dcterms:URI"

Example: <iesr:logo xsi:type="dcterms:URI">http://www.mimas.ac.uk/images/mimas_small.gif</iesr:logo>

Data Creation Guidelines: Administrative Metadata

One instance of administrative metadata (admeta) is required for each entity. This comprises the following properties:

• Creator
• Contributor
• Created
• Publisher
• Meta Language
• Source

Creator

Definition: Person or organisation who created the metadata record.

Guidelines: Names should be: either in direct order; or with family name first followed by a comma and then other elements of the name.

For example:

• Jane Doe
• Morris, Leigh
• Public, John Q

Organisation names should be in direct order. For example:

• MIMAS
• The British Library
• Central Saint Martins College of Art and Design

Where more than one Creator is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: dc:creator

Example: <dc:creator>Morris, Leigh</dc:creator>

Contributor

Definition: Person or organisation who modified the metadata record.

Guidelines: Names should be: either in direct order; or with family name first followed by a comma and then other elements of the name.

For example:

• Jane Doe
• Morris, Leigh
• Public, John Q

Organisation names should be in direct order. For example:

• MIMAS
• The British Library
• Central Saint Martins College of Art and Design

Where more than one Contributor is provided, a separate property should be used for each.

Options: Optional. Repeatable. Not searchable.

Encoded as: dc:contributor

Example: <dc:contributor>Morris, Leigh</dc:contributor>

Created

Definition: Date when metadata record was created (or manually updated).

Guidelines: This date will be entered manually by the metadata record creator.

Each date should be entered according to the W3CDTF scheme:

Publisher

Definition: Organisation or project that published this record.

Guidelines: Following discussion prompted by real world input we have decided that the publisher of the metadata records will be the IESR.

Therefore please leave this property blank on entering data into the Excel templates or remove it if using the XML templates.

Encoded as: dc:publisher

Meta Language

Definition: Language of the metadata record.

Guidelines: Enter language names in the format defined by:

Source

Definition: Source record from which this metadata record was derived.

Guidelines: URL of a source record from which this metadata record was derived.

Options: Optional. Not Repeatable. Not searchable.

Encoded as: dc:source xsi:type="URI"

Example: <dc:source xsi:type="URI">http://irwell.mimas.ac.uk/cgi-bin/cgiwrap/zzmetadm/mimascollsrch?title=zetoc</dc:source>

Additional Properties

There are additional properties that do not need to be entered for initial submission. Information about them is provided here for information only.

Collection: Identifier

Definition: A formal global identifier of the collection.

A collection identifier is not included for initial data submission.

admeta: Modified

Definition: Date when metadata record was updated within IESR.

Not required for initial data entry. Will be added/updated by IESR on registration of the record.

admeta: Rights

Definition: Rights or restrictions on the use of the metadata record.

What to do with completed metadata records

Completed metadata records may be emailed to the IESR team or made available for download by ftp. Alternatively they made be made available via a website. The choice is yours.