Technical Report Archive and Image Library Metadata Guidelines
Introduction
These guidelines supplement the current UNT Libraries’ standards for creating metadata, focusing on items that belong to the TRAIL Collection. For items that do not belong in this collection, please see the full UNT Libraries Metadata Input Guidelines.
TRAIL Metadata Input Guidelines
Editors can access records by logging in at https://edit.digital.library.unt.edu/
Due to the way that template records are created when items are uploaded, there may be placeholders and/or duplicated values:
Unless specifically noted, duplicate entries should be deleted
Placeholders should be replaced with appropriate values or deleted/removed
When removing entries, use the “x” button in the lower-right corner
Information for TRAIL documents may be found on:
the cover page
the title page
introductory material (abstract, table of contents, etc.)
OCLC or catalog records
microform headers (for microfiche or microcards)
If there is a situation not covered on this page, use the links at the bottom of the individual field guidelines (or the “Help” links in the edit system) to find additional information
Title
General Information
All items must have one “Main Title” and at least one series title; some times may have additional titles
Always choose the appropriate qualifier (main, series, added, etc.) from the controlled vocabulary
Main Titles
The main title should generally match the title on the title page of the report
Change Roman numerals to Arabic numbers and quote the original numerals in a display note
As necessary, add minor punctuation (commas or colons) or clarifications in [square brackets]
Examples
Absorption-Multistage Flash Distillation Process
Safety Rules for the Installation and Maintenance of Electrical Supply and Communication Lines
30 Megawatt Heat Exchanger and Steam Generator for Sodium Cooled Reactor System: Volume 4, Operation and Maintenance Procedures (Display Note: “Volume IV.”)
Aerial Radiological Monitoring System: [Part] 1. Theoretical Analysis, Design, and Operation of a Revised System
Series Titles
Every report should have at least one series title, generally representing the responsible agency
Some reports may also have LC titles <https://id.loc.gov/authorities/names.html> related to the report series, or be part of other series
Series titles should generally be written to be “human readable” unless they are authorized LC titles
List of current series/serial titles
Examples
Argonne National Laboratory Reports
National Bureau of Standards Reports
Babcock & Wilcox Company Reports
United States Bureau of Mines Law Serials
LA (Series) (Los Alamos, N.M.)
AEC research and development report
Contributions to economic geology
Serial Titles
Most serials in this collection are regularly-issued reports (e.g., annual, quarterly, or monthly reports)
The serial title is the part that stays the same
We sometimes add clarifying information to make these titles more useful (e.g., “Argonne National Laboratory Annual Report” vs. “Annual Report”, which could apply to any report)
More information on Series and Serials
List of current series/serial titles
Examples
Quarry Accidents in the United States During the Calendar Year
ANL Reactor Chemistry Division Annual Progress Report
Added Titles
Every report should have an added title that includes the report number appended to the appropriate organization series title
Some items could have other added titles (e.g., variations in titles printed on cover vs. title page)
Examples
Argonne National Laboratory Report ANL-6437
United States Bureau of Mines Bulletin 5258
National Bureau of Standards Monograph 10
Alternate Titles
An alternate title can be included any time there are abbreviations/acronyms in the title to ensure that a written-out or full version is included as a searchable title
Examples
Report 1
Main Title: Estimate of Known Recoverable Reserves and Preparation and Carbonizing Properties of Coking Coal in Campbell County, Tennessee
Alternate Title: Estimate of Known Recoverable Reserves and Preparation and Carbonizing Properties of Coking Coal in Campbell County, Tenn.
Report 2
Main Title: Hydrogeochemical and Stream Sediment Reconnaissance Basic Data for Rice Lake NTMS Quadrangle, Wisconsin
Alternate Title: Hydrogeochemical and Stream Sediment Reconnaissance Basic Data for Rice Lake National Topographic Map Series Quadrangle, Wisconsin
Additional Title Information
If you want to see the full guidelines for titles, see the Title page
For more information about where to find the title on an object, see Where Can the Title Information be Found?
For additional guidelines regarding basic titles, see General Title Rules
For information about other kinds of titles and whether or not they should be used for an item, see Special Titles
To see additional examples, see Other Examples
For a glossary of title types, see the Comments section
For a list of useful links for titles, see the Resources section
Creator/Contributor
General Information
Enter people/organizations responsible for creating the report
If known, use the authorized form of the name from the Library of Congress Authorities
List the creators in order of importance
If creators are equally important, enter them in the order they are listed
Creators will generally include:
author(s) - persons or or an agency/department responsible for writing the report
editor(s)
compilers(s)
Contributors may include:
author(s) - if they are only responsible for a portion/section
originator - usually the agency doing the project (or where the authors work)
sponsor(s) - often the Atomic Energy Commission
funder(s)
For each entry, include the name, type, and role
Agents cannot be duplicated across creator/contributor (e.g., a department cannot be the author/creator and also the originator/contributor)
Individual Names
Invert names (last, first middle)
Use the fullest known version of the name, or initials if full names are not known
Add spaces between initials (unless they are hyphenated)
Put additional middle names after the first name
Keep hyphenated names together when inverting
Consider multiple parts (von, de la, etc.) as part of the last name
If it is unclear which part of the name is the surname, enter the name as it appears on the item
Include suffixes that are part of the name (Jr., Sr. etc.) at the end, after a second comma
Do not include:
nicknames
abbreviations
titles (e.g., Dr.) unless the first name is unknown
job or educational qualifiers (e.g., Ph.D.)
Alternate forms of names (e.g., abbreviations) can go in the information section
Examples
Gillogley, Ernest
Foster, K. W.
Hye-Young Lee
Hartwig, Frederick J., Jr.
Cheadle, Jesse M., III
Thompson, Stanley Gerald, 1912-1976
Organization Names
Use the names as they appear in the item for non-government or single-level bodies
Do not invert personal names that are parts of organizational names
For hierarchical agencies, list each level from highest to lowest
Separate each part of the hierarchy with a period
If the hierarchy is unclear, record the name as it is listed on the item
Examples
Geodata International
Babcock & Wilcox Company
U.S. Atomic Energy Commission
United States. Department of Energy. Technical Information Center.
General Electric Company. Aircraft Nuclear Propulsion Department.
Clearinghouse for Federal Scientific and Technical Information (U.S.)
Roles & Info
The “Role” should describe how a person/organization assisted in an item’s creation
Roles are not the same as a job title (e.g., an agency director is not labeled “Director”)
If the creator/contributor has multiple roles, choose the primary or most encompassing role (or the one listed first) and then add a note in info
The “Info” portion is not required, but may be used to add readily-available notes related to the specific item
Info may include other versions of a name or clarify the role
Always include clarification if the role is listed as “Other”
Info Examples
Compiler and editor
Available from the Clearinghouse for Federal Scientific and Technical Information, National Bureau of Standards, U.S. Dept. of Commerce, Springfield, VA
Data Base Management [clarifying the section authored by contributor]
Additional Creator Information
If you want to see the full guidelines for creators, see the Creator page
For more information about where to find creator(s) on an object, see Where Can the Creator Information be Found?
For additional guidelines regarding creator names, roles, and information, see How Should the Creator be Filled in?
To see additional examples, see Other Examples
For a list of useful links for creators, see the Resources section
For more information about when to use the Creator or Contributor field, see our definition page
Additional Contributor Information
If you want to see the full guidelines for contributors, see the Contributor page
For more information about where to find contributor(s) on an object, see Where Can the Contributor Information be Found?
For additional guidelines regarding contributor names, roles, and information, see How Should the Contributor be Filled in?
To see additional examples, see Other Examples
For a list of useful links for contributors, see the Resources section
For more information about when to use the Creator or Contributor field, see our definition page
Publisher
The publisher is generally listed on the title page or cover
Include the name and location if known
Other versions of the name can be included in the “info”
Examples
Example 1
Name: U.S. Atomic Energy Commission
Location: Washington D.C.
Example 2
Name: Martin Company. Nuclear Division.
Location: Baltimore, Maryland
Example 3
Name: United States. Bureau of Mines.
Location: [Washington D.C.]
Information: U.S. Dept. of the Interior, Bureau of Mines
Additional Publisher Information
If you want to see the full guidelines for publishers, see the Publisher page
For more information about where to find publisher(s) on an object, see Where Can the Publisher Information be Found?
For additional guidelines regarding publisher names, locations, and information, see How Should the Publisher be Filled in?
To see additional examples, see Other Examples
For a list of useful links for publishers, see the Resources section
Date
The date that the report was issued/published
Write dates in the form YYYY-MM-DD
You can use only the year (YYYY) or the year and month (YYYY-MM) if the other parts are unknown
Examples
1963
1988-03
1975-02-15
Additional Date Information
If you want to see the full guidelines for dates, see the Date page
For more information about where to find creation date(s) on an object, see Where Can the Date Information be Found?
For formatting instruction for all types of dates, see General Date Rules
For examples of when various kinds of dates would apply, see Special Dates
To see additional examples, see Other Examples
For a list of useful links for dates, see the Resources section
Language
Double-check that a language (English) is selected
Add other language(s) if appropriate
Additional Language Information
If you want to see the full guidelines for languages, see the Language page
For more information about where to find language(s) on an object, see Where Can the Language Information be Found?
For additional guidelines regarding languages, see How Should the Language be Filled in?
To see additional examples, see Other Examples
For a list of useful links for languages, see the Resources section
Description: Content Description
Describe what the item is about in full sentences, using proper grammar and punctuation (usually 1-3 sentences).
Cite quoted text (if applicable).
You may be able to use the abstract, but make sure that it actually describes the content of the report and label it as an abstract. Extremely long abstracts should be summarized.
For multi-part/volume reports, the description should be about the content of the specific part or volume (so that users know which one is relevant).
Examples
Report discussing the relative thermal conductivities of liquid lithium, sodium, and eutectic NaK, and the specific heat of liquid lithium, as well as the methods and materials used to determine this information.
Report discussing a particular method of converting saline water through vapor compression distillation at plants of different sizes. From Introduction: “This report is divided into three Sections (Books) each with its own index. Books I and II contain process and economic data for a 50,000 gpd pilot plant and a 10,000,000 gpd production plant. Book III contains process and economic data for high and low temperature units of 1,000,000 gpd size.”
Quarterly report discussing progress on the Fast Ceramic Reactor Development Program, “an integrated analytical and experimental program directed toward the development of fast reactors employing ceramic fuels, with particular attention to mixed plutonium-uranium oxide” (p. 1).
Abstract: A re-evaluation of the cost of producing essentially hafnium free zirconium as zirconium oxide at a rate of 150,000-200,000 pounds zirconium per year by solvent extraction of the metal thiocyanates in a permanent plant has been made. Using part of the present temporary facilities, the cost, with five year amortization of the plant, will be $3.15 per pound zirconium. A by-product of the mixed oxides of hafnium and zirconium, having at least fifty percent hafnium and perhaps as high as ninety percent hafnium, can be made available with little additional cost.
First volume of the results of a detail area gamma ray and magnetic field survey providing a general overview including: “1. Flight Operations; 2. Data Acquisition and Processing; 3. Synopsis of Surface Geology; 4. Geologic Data Interpretation; 5. Geochemical Data Interpretation; 6. Geologic-Geochemical Analogy; 7. Summary and Recommendation for Geologic and Geochemical Units; 8. Reconnaissance Data” (p. I-1).
Additional Content Description Information
If you want to see the full guidelines for content description, see this section of the Description page
For more information about where to find content information on an object, see Where Can the Content Description Information be Found?
For additional guidelines regarding content descriptions (including information for specific kinds of items), see How Should the Content Description be Filled in?
To see additional examples, see Other Examples
Description: Physical Description
This field is optional but strongly recommended.
Whenever possible, include a physical description using the format: extent : physical details ; dimensions
“extent” = pagination (either printed numbers or total content pages in [square brackets]) OR type of item (e.g.: 1 map)
Leave out ‘physical details/dimensions’ if they do not apply or are not readily available
Examples
161 pages : illustrations ; 28 cm.
xv, 47 pages : illustrations ; 28 cm.
[430] pages ; 26 cm.
17 pages : illustrations, charts
Additional Physical Description Information
If you want to see the full guidelines for physical description, see this section of the Description page
For more information about where to find physical information on an object, see Where Can the Physical Description Information be Found?
For additional guidelines regarding text materials, see Books, pamphlets, and printed sheets
For additional guidelines regarding maps (including atlases), see Maps and other cartographic materials
For additional guidelines about multiple kinds of items that belong together in the same record (a book with an insert, for example), see Accompanying material
To see additional examples, see Other Examples
Subjects and Keywords
There is no limit on the number of subjects/keywords, but they should describe what the item is ‘about’ and be useful for finding the item
Subjects/keywords answer questions like: who, what, where, and when (without duplicating information in other fields)
Choose as many terms as necessary to capture subject content:
Avoid terms too general to describe a particular item
An average of five subject/keyword entries is recommended
Choose the correct subject type from the drop-down menu for each one
If relevant controlled terms are available, they must follow the formatting/punctuation rules of the controlled vocabulary
E.g., Library of Congress Genre/Form Terms (LCGFT) are searchable in the edit form
Informal keywords may be added as needed to help users locate the resource
Use plural forms of keywords
The singular form of a keyword may be used when there is no reasonable plural
If the keyword’s plural is formed irregularly, the singular and plural forms can be added separately
Break phrases into the smallest useful phrase
Only capitalize proper nouns or acronyms
Examples
Keyword: Liquid Metal Fuel Reactor
Keyword: LMFR
Keyword: EVESR reactor
Keyword: smoke inhalation
Keyword: quarterly reports
LCGFT: Periodicals
LCGFT: Annual reports
LCGFT: Quadrangle maps
Additional Subject Information
If you want to see the full guidelines for subjects, see the Subject page
For more information about where to find subject(s) on an object, see Where Can the Subject Information be Found?
For additional guidelines regarding all subjects and keywords (including instructions by subject type), see How Should the Subject be Filled in?
To see additional examples, see Other Examples
For a list of useful links for subjects, see the Resources section
Coverage
This field is optional.
Most reports will not have coverage information, but if the title/abstract references specific place(s) and/or date(s), they should be added here to make them browseable
Place Name: If the report is about a specific place (e.g., “survey of Lea County, New Mexico” or “the area near Los Angeles, California”), include the location
Place Box: Used to mark an area when a study is confined by specific coordinates (e.g., a quadrangle); coordinates are automatically saved when a box is drawn or map boundary latitude/longitude (decimal format) are entered in the place box model
Coverage Date: If the report content references a specific period (e.g., a quarterly report of a survey/collection period) add a single coverage date for the time or range included – this is not the publication date
Examples
Place Name: United States - California - Los Angeles County
Place Name: United States - Alaska
Coverage Date: 1927
Coverage Date: 1935-08-13/1958-09-03
Coverage Date: 1945/1954
Additional Coverage Information
If you want to see the full guidelines for coverage, see the Coverage page
For more information about where to find coverage information on an object, see Where Can the Coverage Information be Found?
For additional guidelines regarding coverage places, dates, and eras (including a list of exceptions to the place name rules), see How Should the Coverage be Filled in?
To see additional examples, see Other Examples
For a list of useful links for coverage, see the Resources section
Relation
This field is optional – it will only be used when there is a relationship and both items are online
In cases where two items are directly related (e.g., a report that has a separate appendix), link them together using the Relation field
This often happens when appendices/data are on microfiche or an alternate format attached to a printed report
Information will be added to the records for both items:
The title of the related item (if titles are the same, add the item type or clarification in [square brackets]
Permalink (ARK) to the related record
Choose the appropriate relation qualifier from the relation type vocabulary for example:
A report References a separate appendix (printed or fiche), which Is referenced by: the report
A full report Is basis for a separately-published executive summary, which Is based on: the full report
A microfiche/microcard version Is format of a printed/alternate copy of the same report, which Has format: microfiche/microcard version
Examples
Report with separate appendix (printed or alternate format):
Report References: Airborne Gamma-Ray Spectrometer and Magnetometer Survey Mariposa, Fresno, and Bakersfield Quadrangles: Final Report, Volume 1, Appendix C, ark:/67531/metadc1039098
Appendix C Is referenced by: Airborne Gamma-Ray Spectrometer and Magnetometer Survey Mariposa Quadrangle (California, Nevada), Fresno Quadrangle (California), Bakersfield Quadrangle (California): Final Report, Volume 1, ark:/67531/metadc784526
Report with a separately-published summary:
Report Is Basis For: A Method for Estimating Ground-Water Return Flow to the Lower Colorado River in the Yuma Area, Arizona and California–Executive Summary, ark:/67531/metadc968027
Executive Summary Is Based On: A Method for Estimating Ground-Water Return Flow to the Lower Colorado River in the Yuma Area, Arizona and California, ark:/67531/metadc968219
Additional Relation Information
If you want to see the full guidelines for relation, see the Relation page
For more information about where to find relation information on an object, see Where Can the Relation Information be Found?
For additional guidelines regarding relation (including additional kinds of relationships), see How Should the Relation be Filled in?
To see additional examples, see Other Examples
For a list of useful links for relation, see the Resources section
Institution and Collection
This information should be pre-set and not changed
Institution: UNTGD - UNT Libraries GovDocs Department
Collection: TRAIL - Technical Report Archive and Image Library
Some items will have multiple collections
Collection: TRAMC - TRAIL Microcard Collection
Resource Type and Format
Resource type/format are pre-set and should generally not change unless the item is not a report:
Resource Type: text_report - Report
Format: text - Text
Additional Type and Format Information
If you want to see the full guidelines for resource types, see the Resource Type page
To see additional resource type examples, see Other Examples
To see the full list of resource types, see the Comments section
If you want to see the full guidelines for formats, see the Format page
To see additional format examples, see Other Examples
To see the full list of formats, see the Comments section
Identifier
Report number(s), the call number, and other readily-available identifiers should be included
“Contract” numbers are labeled “Grant Number”
For reports about specific quadrangles, include the NTMS number as an “Accession or Local Control Number”
Choose the correct type of identifier from the drop-down menu
Examples
Report Number: Y-1144
Report Number: NBS technical note 343
Report Number: ORNL-2866
Report Number: HW-20847(Pt. 2)
SUDOC Number: Y 3.At 7:22/Y-1144
SUDOC Number: C 13.3/a:524
Grant Number: AT(05-1)-1642
Accession or Local Control Number: NJ 16-10
Additional Identifier Information
If you want to see the full guidelines for identifiers, see the Identifier page
For more information about where to find identifiers on an object, see Where Can the Identifier Information be Found?
For additional guidelines regarding identifiers, see How Should the Identifier be Filled in?
To see additional examples, see Other Examples
To see a glossary of identifier types, see the Comments section
For a list of useful links for identifiers, see the Resources section
Note
This field is optional – only include notes when applicable
Notes are used for information that is important about the item but that does not fit into another field
Display notes are used for information that users might want or need to know
Non-display notes are not visible or searchable, but are used for any information important to internal maintenance of records
Examples
“Date: August 14, 1956. Reissued: August 30, 1957.”
“This report has been reproduced directly from the best available copy.”
“Part II.”
Original document does not include pages 6-15 through 6-18.
Digitized from microfiche (64).
Additional Note Information
If you want to see the full guidelines for notes, see the Note page
For additional guidelines regarding notes, see How Should the Note be Filled in?
To see additional examples, see Other Examples