Description

Description Definition

Description of the content attributes of the resource (content description) or physical attributes of the resource (physical description).

How Content Description Works in the Metadata Form

Screenshot of description element in metadata editing system.

Parts:

Description type – drop-down menu
Description – text field

Repeatable?

Yes - clicking ‘Add’ repeats all field parts; there should only be two description fields (one for content and one for physical description)

Required?

Yes - a content description is required; a physical description is highly recommended. Also see more information about required fields

Note: Given the significant differences for entering description information, guidance sections are repeated separately for content descriptions and physical descriptions below.

Element Name: Content Description

Where Can the Content Description Information be Found?

In some cases a content description may come from accompanying or supplementary information; however, generally, the item must be read/examined to describe the content, such as:

Item Type	Information Sources
For text	titles abstracts tables of contents section/chapter headings text (e.g., introduction, scope, etc.)
For images	bottom or back of a photograph visible elements (people, surroundings, objects, etc.) illustration title/captions
For maps	statement in a caption notes around the outside of the map geographic area and time period of the map
For music scores	title page table of contents lyrics usage notes/instructions
For videos	label on disc container cover title screens introduction/content
For sound files	information on disc/cassette container information introduction/content
For computer files	title page/screen text of document readme file or file metadata

How Should the Content Description be Filled in?

Describe the subject matter of the item
Use complete sentences with proper grammar and punctuation
Avoid any commentary on or interpretation of the item being described (e.g., unless quoting directly, a description should never include “I” or “we” statements)

Guidelines	Examples
The description should start with a statement of the item type	Photograph of … Yearbook for Central University …
Be descriptive, include details that would be helpful to users, and focus on what the item is about, rather than context:
For photographs, artwork, and other images
Provide a description of any important elements that are visible in the image (e.g., people, buildings, foreground/background, etc.)	Photograph of a cowboy riding a brown bull in an arena. A rodeo clown is standing on the right side of the image, and behind him, spectators are watching from the other side of a red fence.
For general text
Give a brief overview of the topic and what information is included	Biography of Alexander Gregg, including background information about his family sa well as a sketch of his life and involvement in the church throughout his career until his death in 1893.
For letters
Be sure to state who the letter is to and from, giving a brief overview of the content	Letter from James E. Sutherlin to his family describing his plans for saving money to buy a new car once he gets home.
For postcards
Describe them as photographs/images if there is nothing written on the back on the back	Postcard depicting tents of the New Hampshire camp at Ft. McIntosh in Laredo, Texas.
If the postcard has a message on the back, describe the image and the correspondence	Postcard of the Custom House building in Nuevo Laredo, Mexico. A handwritten thank-you note on the back is addressed to Capt. Elmer C. Croom from L. R. de la Peña.
For serials (newsletters, journals, annual reports, yearbooks, etc.)
A generic description of the kind of content can be used in every record, but may include themes for specific volumes, references to indexes, special issue topics, etc.	Quarterly publication containing genealogical information about families in East Texas including fifth generation charts, family histories, and lists of records (births, deaths, etc.)
	Journal […]. This issue focuses on “Dallas Goes to War: Life on the Homefront.”
For maps
State the region depicted as well as: important features noted on the map, shading or color that has significance, insets, relief or elevations, and other relevant details	Map of the western hemisphere including North and South America with the surrounding areas. Bodies of water and geographic features are marked pictorially. There are illustrations of ships in various places around the map.
When applicable, the scale of the map can be included at the end of the of the description (as a proportion of inches). If the scale is known but not stated on the map, it can be included in [brackets]; approximate scale can be included as “Scale ca. 1:#”	Map of […]. Scale 1:24,000.
	Map showing parts of North America including most of New Britain (Canada), the United States, and the northern portion of Mexico. U.S. states and territories are shaded in various colors and labeled. Some major cities, bodies of water, and geographic features are marked (with relief shown by hachures). Scale [ca. 1:19,008,000].

Other suggestions:

Guidelines	Examples
Cite any statements taken directly from the item(s) to use in the description	“Official publication of the Parks and Wildlife Department, dedicated to protecting and conserving natural resources; to providing and maintaining an excellent park system; and to improving hunting and fishing in Texas” (p. 2).
If the text has an index, include a statement at the end of the description	Index starts on page 254. Index starts after page 18.
When referring to a company, organization, school, military installation, etc., the abbreviated version of the name can be used, but the full name must appear at least once in the record (preferably the content description or as a keyword	Photograph of the central stairs inside the North Texas State University A. M. Willis, Jr. Library. The photograph was taken on the first floor looking up at the second.
	Description: Postcard of buildings at Ft. McIntosh. […] Keyword: Fort McIntosh
Regarding contextual information (e.g., about a person or place in an image): Brief amounts of information may be incorporated into the description, particularly if it si relevant to the specific image/item and if the description is not already lengthy Generally, add contextual statements(e.g., biographies, history of building ownership, name or location changes, event details, etc.) in a [display note][] instead of the description	Description: Portrait of Elwin L, Skiles, who was president of Hardin-Simmons University from 1966 to 1977. He is visible from from the shoulders up and is wearing a dark-colored suit with a tie that has diagonal stripes.
	Display Note: Additional biographical description from accompanying information: Ida Loving Turner was a chosen delegate from Texas to represent the Board of Lady Managers at the 1893 World’s Columbian Exposition in Chicago. She served as Postmistress in Fort Worth; one of the founders of of Fort Worth Children’s Hospital (now [2018] Cook County Children’s Hospital); and thoroughly involved in many other civic endeavors in Fort Worth. The Alma Turner Building in Fort Worth is named after Ida’s daughter, Alma.
	Display Note: Additional context: Coca Cola was one of 19 industrial and private exhibitors that participated in HemisFair, held in San Antonio, Texas, from April to October 1968.
It is not necessary to research the item unless outside information is required to understand or locate the item Put information from research in a display note instead of the description if it is important to understand the item Cite any source that you reference	Display Note: The chautauqua movement was a “popular U.S. movement in adult education that flourished during the late 19th and early 20th centuries…At first entirely religious in nature, the program was gradually broadened to include general education, recreation, and popular entertainment” - from Encyclopedia Britannica

Element Name: Physical Description

Where Can the Physical Description Information be Found?

Physical description comes from physically examining the item including:
- physical dimensions
- pagination
- printing methods or process (tintype, daguerrotype, woodcut, etc.)

How Should the Physical Description be Filled in?

Enter physical descriptions including: dimensions, extent, pagination, and related physical and process details
When dimensions are given, specify the units, e.g., “cm.” for centimeters or “in.” for inches
When possible, follow AACR2 rules including exact punctuation (extent : physical details ; dimensions + accompanying materials)
“Extent” should always be included but “Physical details” may be shortened or left out if not apparent and “Dimensions” can be omitted if not available
Physical description rules are explained by item type:

Books, pamphlets, and printed sheets

Guidelines	Examples
extent = number of pages of content
total numbered pages different kinds of pagination (e.g., Roman numbers, numbers, etc.) can be separated by commas in the order that they appear if the item does not have page numbers, the total pages of content can be included in [brackets] also see citation when this applies to serials with continuous pagination folded pamphlets may be described as “1 pamphlet” with an option to include the number of pages in parentheses (e.g., if there are numbered panels or pages rather than a single folded sheet)	30 p. iv, 320 p. A-M p. [41] p. 182-536 p. 1 pamphlet (12 p.)
physical details = illustrations within the text, including photographs
black-and-white illustrations (e.g., drawings, clip art, photos, etc.) colored illustrations (noted as col.) significant illustrations can be listed alphabetically by type as they apply, separated by commas: coats of arms, facsims. (facsimilies), forms, genealogical tables, maps, music, plans, ports. (portraits) – note that LC Genre/Form Terms may also be helpful for searching if the item is entirely or mostly illustrations: “all [ill. or type]” or “chiefly [ill. or type]”	: col. ill. : ill. (some col.) : maps, ports. : ill., col. maps : all ill. : chiefly ports. : ill.
dimensions = height, or height x width in cm.
height, rounded up to the next whole centimeter (cm.) if the width is much less than the height, give: h x w cm. if the text is folded (e.g., a pamphlet), include total dimensions and folded dimensions	; 23 cm. ; 28 x 10 cm. ; 22 x 28 cm., folded to 22 x 10 cm.

Examples:

[41] p. : ill. ; 18 cm.
680 p. ; 28 cm.
xi, 83 p. : col. ill., maps ; 36 cm.
1 pamphlet : ill. ; 22 x 28 cm., folded to 22 x 14 cm.
[3] p.
6, [32] p. : ill. ; 28 cm.
5 sheets, 3 p. : ill. ; 23 cm.

(If the text is not illustrated and the dimensions are unknown, only the number of pages will be in the description.)

Also see Other Examples.

Photographs and other “graphic” materials

Guidelines	Examples
extent = number and kind(s) of items
choose from this list of item types: activity card, art original, art print, art reproduction, chart, filmslip, filmstrip, flash card, lip chart, photograph, picture, postcard, poster, radiograph, stereograph, study print, technical drawing, transparency, wall chart Note: for slides, we treat the digital image as a “photograph” since the physical slide is not scanned	1 photograph 2 art prints 1 postcard
physical details = medium & color usage
include appropriate details, separated by commas for photographs, include medium (when not a print), e.g.: negative, tintype, positive, glass photonegative, ambrotype, digital (when born-digital, only), etc. add notes about colors (col., b&w, sepia, tinted) for all items except art originals, radio graphs and technical drawings – list up to two specific colors (for items using 1-2 colors), or use “col.” for more colors for original artworks include [1] medium and base: chalk/oil/pastel on board/canvas/fabric, etc., [2] process of production/reproduction for prints and technical drawings: engraving, lithograph, photogravure, collotype, blueprint, photocopy, etc.	: sepia : positive, b&w : col. : blue and white : negative, col. : blueline : engraving, tinted
dimensions = height x width
give height x width rounded up to the next whole cm. if the image is mounted or framed, include the image size, followed by the size of the entire item, sing the words “on sheet,” “in frame,” “on mat,” etc. Exceptions: for standard photograph sizes (as defined in the Comments section), use “in.” or “mm.” as the units if the standard size includes fractions, include the decimals, but do not use “.0” for numbers that are not fractions, or decimals for any other sizes for born-digital images only, provide the size in pixels (px.) when known Note: For photos/images on individual scrapbook pages, use # scrapbook page(s) ; h x w of whole page in cm.	; 10 x 14 cm. ; 35 mm. ; 10 x 8 in. ; 1648 x 2464 px. ; 13 x 21 cm., on mat 22 x 27 cm. ; 17 x 22 cm., in frame 21 x 26 cm.

Examples:

1 postcard : b&w ; 8 x 13 cm.
1 photograph : positive, col. ; 35 mm.
1 art print : lithograph, b&w ; 21 x 26 cm.
1 photograph : b&w ; 13 x 21 cm., on mat 22 x 27 cm.
1 photograph : hand col. ; 25 x 20 cm.
1 photograph : col.
1 photograph : b&w ; 8 x 6 cm., in folder 10 x 14 cm., folded to 10 x 7 cm.

(In some cases, particularly with born-digital photographs, the dimensions may not be known.)

Also see Other Examples.

Maps and other cartographic materials

Guidelines	Examples
extent = number and kind(s) of items
when possible, choose from this list of terms: atlas, diagram, globe, map, model, profile, remote-sensing image, section, view specify multiple maps or parts for an atlas, include pagination and plates in parenthesis (same format as books)	1 globe 5 maps on 1 sheet 1 atlas (57 p.)
physical details = layout, production, color, etc.
Add relevant details in the following order, separated by commas: layout: both sides production method: photocopy, blueline, computer printout, blueprint, white print number of maps, etc. in an atlas: give an exact or approximate (using “ca.”) number of maps, views, etc. in the atlas color: refers only to the color of the map (not outside it); can be “col.”, “some col.”, “hand col.”, etc. medium: pencil or ink used to draw or color a map; for printed works, hand-coloring material: what the map is printed on, if not paper mounting: if the map is mounted, indicate how	: both sides : blueprint 1 atlas (23 p.) : 14 maps : hand col. 1 atlas (25 p.) : 20 col. maps, ink : col., wood 1 globe : col., wood, on brass stand
dimensions = height x width in centimeters
for two-dimensional maps, add h x w cm., rounded up to the next whole cm. if the size of the map is significantly different than the page it is printed on (especially if there is text, illustrations, etc. outside the map), include the map size, followed by the size of the entire page for atlases, give the height in cm.	; 22 x 41 cm. ; 16 x 22 cm., on sheet 28 x 22 cm. ; 45 cm.

Examples:

1 map : hand col. ; 44 x 60 cm.
3 maps on 1 sheet ; 47 x 77 cm.
1 atlas (30 p.) : some col. ; 52 cm.

Also see Other Examples.

Manuscripts (maps, musical scores, and other documents that are handwritten)

Formatting is essentially the same as for books and other texts:

Guidelines	Examples
extent = number of pages of content
list the number of leaves or pages using brackets when necessary include number of lines or columns in parentheses when applicable	vi, 25 p. [24] leaves, bound 19 leaves (2 columns, 32-56 lines)
physical details = illustrations within the text, materials
include notes about illustrations in the same way as they are used for text include the material, if it is not printed on paper	: col. ill., maps : vellum, ill. : parchment, ill., maps
dimensions = height, or height x width in cm.
height, rounded up to the next whole centimeter (cm.) if the width is much less than the height, give: h x w cm. if it is kept folded, include total dimensions and folded dimensions	; 36 cm. ; 31 x 15 cm. ; 42 x 71 cm., folded to 11 x 16 cm.

Examples:

60 p. ; 26 cm.
[3] p. : parchment ; 29 cm., folded to 12 x 22 cm.

Also see Other Examples.

Music

Guidelines	Examples
extent = number of scores or parts
list the number of scores or parts, using the terms: score, condensed score, close score, miniature score, piano [violin, etc.], conductor part, vocal score, piano score, chorus score, part include page numbers when applicable	1 score 1 cello part (5 p.)
physical details = illustrations within the text, materials
include notes about illustrations in the same way as they are used for text include the material, if it is not printed on paper	: parchment, col. ill.
dimensions = height, or height x width in cm.
height, rounded up to the next whole centimeter (cm.) if the width is much less than the height, give: h x w cm.	; 36 cm.

Examples:

1 score ; 31 cm.
1 vocal part (3 p.) ; 28 cm.
1 score : ill. ; 41 cm.

Also see Other Examples.

Sound recordings

Guidelines	Examples
extent = number and kind(s) of items, duration
list the number and kind(s) of items from this list: sound cartridge, sound cassette, sound disc, sound tape reel, sound track film for born-digital or unknown physical types, “recording” or “sound recording” can be used as a generic type give playing time in hours (hrs.), minutes (min.), and seconds (sec.) in parentheses after the type do not zero-pad numbers or include any “0” value prefer hours over total minutes (e.g., 1 hr., 20 min. vs. 80 min.) use “ca.” if the runtime is approximate	1 sound disc (20 min.) 2 sound reels (1 hr., 4 min.) 1 recording (1 hr., 25 sec.)
physical details = medium & physical characteristics
include relevant details in the following order, separated by commas: type of recording; playing speed, groove characteristic (analog discs); track configuration (sound track films); number of tracks (tapes); number of sound channels; recording and reproduction characteristics	: digital : analog, 33 1/3 rpm
dimensions = physical size
give diameter of discs in inches (in.) give the gauge (width) of film in millimeters (mm.) give dimensions of cartridges as height x width in inches (in.) born-digital recordings will not have a physical size	; 12 in. ; 4 3/4 in. ; 16 mm.

Examples:

1 sound disc (56 min.) : digital ; 4 3/4 in.
1 recording (1 hr., 3 min., 50 sec.) : digital

Also see Other Examples.

Motion pictures and videorecordings

Guidelines	Examples
extent = number and kind(s) of items, duration
list the number and kind(s) of items from this list: film cartridge, film cassette, film loop, film reel, videocartridge, videocassette, videodisc, videoreel for born-digital or unknown physical types, “recording” or “video recording” can be used as a generic type give playing time in hours (hrs.), minutes (min.), and seconds (sec.) in parentheses after the type do not zero-pad numbers or include any “0” value prefer hours over total minutes (e.g., 1 hr., 20 min. vs. 80 min.) use “ca.” if the runtime is approximate	1 videodisc (1 hr., 45 min.) 1 cassette (VHS) (1 hr., 20 min., 10 sec.) 1 film (2 hr., 58 sec.) 1 video recording (57 min., 24 sec.)
physical details = color & sound
include audio details: sd. (sound) or si. (silent) include color details: col. (color) or b&w (black-and-white) if projection speed is important and non-standard, it can be added using frames per second (fps)	: sd., col. : si., b&w : sd., b&w, 25 fps
dimensions = physical size
for videodiscs: give diameter of discs in inches (in.) for motion pictures: give the gauge (width) of film in millimeters (mm.), and for 8 mm. state: single, standard, super, or Maurer for born-digital recordings use “digital” and, optionally, other information in parentheses	; standard 8 mm. ; 1/2 in. ; 8 in. ; digital

Examples:

1 film (28 min.) : sd., b&w ; 16 mm.
1 recording (30 min., 9 sec.) : sd., col. ; digital

Also see Other Examples.

Three-dimensional objects

Guidelines	Examples
extent = number and kind(s) of items
list the number and kind(s) of items when appropriate, use the terms: art original, art reproduction, braille cassette, diorama, exhibit, game, microscope slide, mock-up, model if none of those terms fits, state the kind of object as concisely as possible include the number of parts or pieces in parentheses when applicable (use “various pieces” when it would be difficult to count them)	1 jug 2 shoes 1 game (1 board, 80 cards, 2 dice) 14 beads
physical details = materials & colors
include known details, separated by commas: material information about color, when important – list up to two specific colors (for items using 1-2 colors) or use “col.” for more colors	: clay : balsa wood and paper : glass, col. : porcelain, green and white
dimensions = physical size
give height x width x depth rounded up to the next whole centimeter (cm.) if clarification is necessary, include a word to indicate which dimension is given include dimensions of a container, if applicable	; 20 cm. long ; 18 cm. in diam. ; 26 x 30 x 6 cm. ; 16 x 32 x 3 cm., in case 17 x 34 x 6 cm.

Examples:

1 magnifying glass : gold, glass, and mother-of-pearl ; 6 x 11 cm.
1 plate : blue and white ; 25 cm.
1 figurine : wood
1 pair glasses : glass and metal ; 12 x 3 cm.
2 candlesticks : brass
1 set of blocks ; in case (3 x 15 x 28 cm.)
1 petticoat : silk
ca. 64 marbles : ceramic

Also see Other Examples.

Accompanying material

Accompanying material only refers to multiple pieces included within the same digital object
Any time that an item has an additional piece (e.g., a book with an audio CD, a score with separate parts, a globe with a teacher’s guide, etc.) the information for the supplementary item can be included at the end of the description for the main item
Describe the main item, add each supplementary item with a “+”
For supplemental information, use the rules for the type of item that it is and state the extent followed by physical details and/or dimensions in parentheses

Examples:

1 score (35 p.) ; 33 cm. + 4 parts (12 p. ; 30 cm.)
1 globe : col., wood, on metal stand ; 37 cm. in diam. + 1 teacher’s guide (14 p. : ill. ; 20 cm.)
1 score (47 p.) : ill. ; 32 cm. + 2 parts (30 p. each ; 32 cm.)
[1] p. ; 28 cm. + 1 envelope (10 x 17 cm.)

Other Physical Description Examples

Directory of the City of Fort Worth 1905-06.

Physical Description: 550, vi, 5-38 p. : ill. ; 24 cm.

The Texas Spring Palace

Physical Description: [128] p. : ill. ; 23 cm.

Digital photograph: [Bull Riding at Cowtown Coliseum]

Physical Description: 1 photograph : digital, col. ; 1648 x 2464 px.

Quilt pieces

Physical Description: 1 quilt block : cotton ; 21 x 23 cm.

The Bronco, Yearbook of Hardin-Simmons University, 2007

Physical Description: 160 p. : ill. ; 29 cm.

Legacies: A History Journal for Dallas and North Central Texas, Volume 1, Number 1, Spring, 1989

Physical Description: 40 p. ; 26 cm.

Print photograph: Cattle

Physical Description: 1 photograph : b&w ; 11 x 7 cm.

[Map showing the geographical location of Fort Worth, Tex. and Rail Roads]

Physical Description: 1 map : col. ; 26 x 36 cm.

Recueil d’opera

Physical Description: 1 ms. vocal score ([318] p.) : ill. ; 38 cm.

Forget Not These Children

Physical Description: 1 film (18 min.) : col. ; 16 mm.

World War II poster: making America strong: competitive companies co-operate to produce important instruments for military aircraft.

Physical Description: 1 poster : b&w ; 28 x 36 cm.

Color slide: [Sydney Harbour and Opera House]

Physical Description: 1 photograph : positive, col. ; 35 mm.

Scrapbook pages (depending on content)

Physical Description: 1 scrapbook page ; 33 x 26 cm.
Physical Description: 4 photographs : b&w ; 14 x 8 cm., or smaller, on page 35 x 24 cm.
Physical Description: 1 clipping : ill. ; 19 x 10 cm., on sheet 28 x 22 cm.

Newsletter with continuous pagination

Physical Description: 137-181, iii p. ; 28 cm.

[Funeral Program for Wilbert Charles Sheffield, February 11, 2014]

Physical Description: 1 pamphlet (12 p.) : col. ill. ; 28 cm. + 1 card (col. ill. ; 22 x 14 cm.)

Digital video

Physical Description: 1 recording (4 min., 16 sec.) : sd., col. ; digital (Apple iPhone 6 Plus)

Brochure: Coleto Creek Park and Reservoir

Physical Description: 1 pamphlet : col. ill. ; 23 x 41 cm., folded to 23 x 10 cm.

Comments

For format (text, image, etc.), use the Format element.
Since the physical description element corresponds to the [300] field in the MARC records used by many library catalogs, it is recommended to follow AACR2 rules, when possible/applicable.
For our purposes, standard photograph sizes refer to the following:

Prints

Negatives

4 x 6 in.

5 x 7 in.

8 x 10 in.

11 x 14 in.

16 x 20 in.

20 x 24 in.

24 x 36 in.

35 mm.

1.375 x 1.265 (“sixteenth plate”)

6 x 4.5 cm.

2 x 2.5 in. (“ninth plate”)

6 x 6 cm.

6 x 7 cm.

2.75 x 3.25 in. (“sixth plate”)

6 x 9 cm.

3.25 x 4.25 in. (“quarter plate”)

4 x 5 in.

4.25 x 6.5 in. (“half plate”)

5 x 7 in.

6.5 x 8.5 in. (“whole plate” or “full plate”)

8 x 10 in.

(Back to photograph physical description rules.)

Resources

More Guidelines:

Description

Description Definition

How Content Description Works in the Metadata Form

Element Name: Content Description

Where Can the Content Description Information be Found?

How Should the Content Description be Filled in?

Other Content Description Examples

Element Name: Physical Description

Where Can the Physical Description Information be Found?

How Should the Physical Description be Filled in?

Books, pamphlets, and printed sheets

Photographs and other “graphic” materials

Maps and other cartographic materials

Manuscripts (maps, musical scores, and other documents that are handwritten)

Music

Sound recordings

Motion pictures and videorecordings

Three-dimensional objects

Accompanying material

Other Physical Description Examples

Comments

Resources