1	Iowa Heritage Digital Project Metadata fields: Standards and Applications
2	Field: Title The title given to the image, often found on the sleeve of the negative. If no title is supplied, create a brief, descriptive title and enclose in brackets Exclude dates unless they are part of the title If the image is a portrait, use the LC format of last name, first name and include a subject heading (this is a change from the Upper Mississippi Valley project) Do not use abbreviations except for common terms, i.e. Mr. or Mrs.
3	Field: Title Title: Typical Kindergarten in New School (taken from the photo caption)
4	Field: photographer Photographer refers to the name of the photographer or studio that created the image Use the LC format of Last Name, First Name for individuals For a studio, enter the name in direct order If the photographer is not known, leave this field blank.
5	Field: Date Original This field refers to the date the original image was taken. Don’t use the date that the image in your hand was created – it may be a later print of an earlier negative. Use appropriate modifications of the general format: YYYY-MM-DD Examples: 1997 (YYYY) 1889-02 (YYYY-MM for Feb 1889) For a date range use 1910-1920 (YYYY-YYYY) For estimate use 1890?
6	Field: Date Digital Date the image was scanned Follow examples in Date Original – except that you should know the exact the image was scanned.
7	Description A brief description of the image to provide context – who, what, where. Provide context or any background information you can. Describing the image in detail will help you re-link the image to the metadata if they are ever separated. If the image has text, such as signs or advertisements, include a transcription if it is difficult to read If you use sources such as city directories to confirm any of the description, etc. make a reference to these sources in the Notes field.
8	Description - example
9	Description - example
10	Description – example
11	Notes Administrative notes about the image, such as condition, other formats available, signatures. Include references to sources use for researching the image – use MLA format or other standard format (be consistent!)
12	Notes - example
13	Subject Subject headings assigned to the image. Separate each heading with a “;” so that each heading will appear on a separate line within ContentDM. Add subject headings both for what the image is “of” and what it is “about”. This also about general and specific headings – a photo with Mississippi River as a subject heading. should also have the general subject heading of Rivers
14	Subjects - example
15	Subjects - example
16	Subjects – example
17	Subjects - example
18	Subject headings - names Use LC formatting for any headings that you create, such as names of local businesses. For personal names, use LC format of Last Name, First Name Corporate names, businesses and organizations in the photo or which the photo is about – a company picnic for example. Geographic names and the location of the scene Significant items in the photograph that are easily visible and distinguishable without zooming. Genre, or what type of photo. For example a group portrait or a progress photograph. Type of photograph, i.e. glass negative, film negative, photographic print.
19	Subjects - example
20	Subjects - example
21	Subjects - example
22	Location Depicted Address of the location depicted in the image. Format: Street address, City, County, State. Enter as much information as is known If you use resources such as a city directory to confirm an address, make a note in the Notes field. Regional heading should go in Subject headings if applicable.
23	Ordering Information This field is for contact information for requesting reproductions. Example: “Please contact Davenport Public Library at (563)328-6850 or scdpl@rbls.lib.il.us.”
24	Image Number A unique image number relating back to the original image. Use to locate both the original image and the master/archival scan again. Each scan will have to have a unique identifier so if you don’t already assign unique identifiers to original images you will want to consider some type of system prior to beginning your project.
25	Repository and Repository Collection Repository refers to the name of the institution holding the original image. Repository refers to the name of the collection that includes the original image within the institution. Example: Repository: Davenport Public Library Repository collection: Davenport Chamber of Commerce Photograph Collection You may also want to use the accession number to identify the repository collection
26	Physical Location Use to indicate where the original iamge is located within the institution. We have not used this at DPL as we don’t want to have to update the records if we move things. This is a hidden field so that users can not use it to locate and remove items from your collection.
27	Object Description Description of the original image, including dimensions and format. Use AACR2 or APPM formats (preferred) If you don’t use these formats please be consistent in the terms you apply and the format you use. Example: 1 negative : glass, b&w ; 8 x 10 in. Example: 1 postcard : col. ; 4 x 6 in.
28	Digital Reproduction Information Tell how the image was digitally reproduced including the scanner used, resolution, format of the file etc. If the file is modified at all to improve the image that is shown, tell how this was done. Example: Digital image captured using a Microtek ScanMaker 9600XL with transparent medi adapter. TIFF file created from a print photograph scanned at 24-bit RGB color 1200ppi. The master scan is untouched, but this display image was enhanced by adjusting the input level of the shadows 0 to 63 using Adobe PhotoShop 78.0.
29	Studio Name, Location Name of the studio and the location if known. Example: Hostetler Studio, Davenport, Iowa Be consistent – always identify the studio name in the same way.
30	Acquisition Statement describing how the original image was acquired, such as by purchase or donation. This is a hidden field – it will not show to the public.
31	Restrictions This is where you put the “Fair Use” statement for use of copies and/or files downloaded from the internet.
32	Date Range Enter a range of dates to assist searching The range of dates should be 5 years to either side of the date of the original image. If you are using an estimated decade, enter a range of dates 5 years before and after the start of the decade. Example: For a date original of 1910, the date range appears: 1905; 1906; 1907; 1908; 1909; 1910; 1911; 1912; 1913; 1914; 1915
33	File Name Name of the digital image file We recommend that you base the file name on the institution’s image number to make it easier to connect the two. We use our organization assigned image number and add a three letter prefix based on the institution. i.e. mus for Musser Public Library; dpl for Davenport Public Library, etc. Example: dpl2003-14b3f51d Example: dplX1189
34	Coverage, temporal This refers to significant time periods such as the Great Depression or the Civil War. Can be used to facilitate searching or these terms could be used as subject headings. If you apply them, be consistent!
35	Type Use the template name: photographs, documents, artifacts, art works. This is a mandatory field.
36	Record creation/modification fields These include date/time record created, date/time record modified; record created by and record modified by. We strongly recommend that these fields be used so that you can keep track of who is doing what with the records.