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Digital Archive support Documentation

Digital Archive Metadata Elements

Digital Archive Metadata Elements

Application (digital archive metadata)

Description

Describes the software required to access the digital object. Some digital objects (such as HTML documents) may not require this field.

Notes

Can describe up to three environments.

Element

Mandatory	Repeatable	Supplied by	Display
No	Yes	User	Yes/edit

Element components

Each encoding scheme requires its own Application element.

Up to three encoding schemes allowed.

Each encoding scheme can have any one qualifier scheme.

Each qualifer scheme has two attributes.

Encoding scheme	Qualifier scheme	Attribute
Environment1 Environment2 Environment3	Minimum	Name Version
	Recommended	Name Version
	Current	Name Version

Attribute	Mandatory	Repeatable
Name	Yes	No
Version	Yes	No

Combining schemes and attributes

Each time you add an encoding scheme, the full range of options for qualifer schemes and attributes are available. For example, you could have three encoding schemes each with the same qualifer scheme, but different data for each attribute of the qualifier scheme (see examples below).

Examples

Element	Encoding scheme	Qualifier scheme	Attribute	Data
Application	Environment1		Name	Windows NT
Application	Environment1		Version	4.0

Element	Encoding scheme	Qualifier scheme	Attribute	Data
Application	Environment2		Name	Windows 2000
Application	Environment2		Version	2.53

Element	Encoding scheme	Qualifier scheme	Attribute	Data
Application	Environment3		Name	Redhat Linux
Application	Environment3		Version	7.3 Professional

Note: Blank cell = not applicable

Content description (digital archive metadata)

Description

Describes the content of the digital object.

Notes

Dublin Core.

Element

Mandatory	Repeatable	Supplied by	Display
No	No	User	Yes/Edit

Element components

This element has no attributes.

Qualifier scheme	Mandatory	Repeatable
Summary	No	No
Version	No	Yes
Time period	No	No

Note: Blank cell = not applicable

Example

This is the Web site for the Community Health Status Indicators Project. In response to requests for health assessment information at the local level, HRSA has funded collaboration among the Association of State and Territorial Health Officials (ASTHO), the National Association of County and City Health Officials (NACCHO), and the Public Health Foundation (PHF) to publish reports for all 3,082 U.S. counties.

Created (digital archive metadata)

Description

Contains the OCLC symbol of the institution which created the digital archive record, followed by the date of creation. The OCLC symbol is a unique identifier assigned by OCLC to member institutions.

Notes

The Create date is the day the workform is created and saved. It does not change if the record is ingested later.

Example

OCL 2002-06-18

Creator (digital archive metadata)

Description

An entity primarily responsible for making the content of the resource, such as an author, editor, or compiler.

Notes

Dublin

Element components

This element has no attributes.

Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
[unqualified]	No	Yes	User	Yes/Edit
Personal	No	Yes	User	Yes/Edit
Corporate	No	Yes	User	Yes/Edit
Conference	No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

Personal: Adelaide R. Hasse
Personal: Hasse, Adelaide R.
Corporate: United States Department of Agriculture, National Agricultural Library
Conference: 2nd Web Document Digital Archive Pilot Project Participants Meeting, December, 2001

Digital Archive record identifier (digital archive metadata)

Description

The digital archive record identifier. The system assigns a unique number to each record after ingest. You cannot change this number.

Notes

On new records, the word NEW is in the digital archive record identifier position.

Example

200000001

Digital Archive record language (digital archive metadata)

Description

Language of the digital archive record.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
ISO639-2		Yes	No	User	Yes/Edit

Note: Blank cell = not applicable

Example

eng

Date (digital archive metadata)

Description

A date associated with an event in the life cycle of the resource. Typically, Date is associated with the creation or availability of the resource.

Qualifier	Description
Created	Date of creation of the resource
Valid	Date of validity of a resource
Issued	Date of formal issuance (e.g., publication) of the resource
Modified	Date on which the resource was changed
Available	Date that the resource will become or did become available
[unqualified]	None of the above qualifiers is applicable

Notes

Dublin Core.

Element

Mandatory	Repeatable	Supplied by	Display
No	Yes	User	Yes/edit

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable
W3C-DTF	Created	No	No
	Valid	No	No
	Issued	No	No
	Modified	No	No
	Available	No	No
	[unqualified]	No	No

Note: Blank cell = not applicable

Example

Created: 1997-04-05 (Web Site Created)
Issued: 2001-06-06 (Date Issued or Published)
[Blank]: 2002-03-05 (Date that the resource was found on the Web and selected for the archive-no official dates on the publication)

Encoding standard (digital archive metadata)

Description

A high level description of how the content object is encoded.

Notes

Displays on the Query Results page.

Element components

This element has no attributes.

Data	Mandatory	Repeatable	Supplied by	Display
[unqualified]	No	No	User	Yes/Edit
HTML	No	No	User	Yes/Edit
XHTML	No	No	User	Yes/Edit

Note: Blank cell = not applicable

Event (digital archive metadata)

Description

Describes an event in the object's lifecycle.

Qualifier

This element has no qualifiers.

Element

Mandatory	Repeatable	Supplied by	Display
No	Yes	User	Yes/Edit

Element components

Each DA record can contain up to three Event elements.

Each Event element can contain one encoding scheme.

Each encoding scheme can only be used once

Each encoding scheme must contain the Name attribute. All other attributes are optional.

Each event element can have up to nine attributes.

Encoding scheme	Attribute	Attribute description
Event 1 Event 2 Event 3	Agency	Agency responsible for the event
	DateTime	Date and time of the process (must be in W3C-DTF format)
	Name	Name of the event
	Note	A note about the process.
	Outcome	Whether the process was successful
	Procedure	How the process was carried out
	Rationale	Reason the process was carried out
	Reporter	Entity reporting the event
	Specifications	Citation to guidelines, rules, etc. governing the process

Attribute	Mandatory	Repeatable
Agency	No	No
DateTime	No	No
Name	Yes	No
Note	No	No
Outcome	No	No
Procedure	No	No
Rationale	No	No
Reporter	No	No
Specifications	No	No

Example

Element	Encoding scheme	Attribute	Example
Event	Event 1	Agency	State Library of Ohio
		DateTime	2003-03-21
		Name	Object created by web harvest
		Rationale	To fulfill state mandate

Expires in (digital archive metadata)

Description

The number of days the record has been in the Save file. Records remain in the Save file 180 days. When you recall and resave the record, the age returns to 180.

Notes

Updated daily.

Example

135 days

Functionality changes (digital archive metadata)

Description

Records loss of functionality or changes in the look and feel of the archived object as a result of preservation processes carried out by the Digital Archive.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
		No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

Object converted from proprietary format to ASCII.

Functionality in archive (digital archive metadata)

Description

Records loss of original functionality when the content object is ingested into the Digital Archive.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
		No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

The first page contains a single image of the College Green in fall.

Harvested on (digital archive metadata)

Description

Date the content object described by this record was harvested.

Notes

A harvested object that has not been ingested into the Digital Archive can be reharvested. The Harvested On date changes to the most recent harvest Date. Once an object is ingested into the Digital Archive, the Harvested On date cannot change.

Example

2002-08-23

Ingested on (digital archive metadata)

Description

Date the content object described by this record was ingested into the Digital Archive.

Notes

You cannot change the Ingested On date

Example

2002-03-20

Language (digital archive metadata)

Description

Describes the language of the content object.

Notes

Dublin Core

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
ISO639-2		No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

A Web Document of several HTML pages is harvested for preservation. The language of the intellectual content in some of these pages is English while some other pages are Spanish. The Language element is repeated (once for each language) to indicate that the content object is in two languages:
- eng
- spa
A book in French is being digitized for preservation. The Language element contains the following language code:
- fre

Local note (digital archive metadata)

Description

A note about the content object that does not fit other note fields.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
		No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

No custody history available per Registrar's office (7/23/02).

Logical object size (digital archive metadata)

Description

The approximate uncompressed size of the logical object.

Notes

You cannot change the size of the logical object.

Example

5000 K (kilobytes)

Modified (digital archive metadata)

Description

The last date the digital archive record was modified.

Notes

You cannot change Modified. Modified is the same as the Entered date until the record is modified.

Example

2002-07-28

Object composition (digital archive metadata)

Description

This metadata element records:

The file types that make up the content object
The number of files, according to type

Example

For a harvested web document that has 5 links to HTML pages, 2 links to PDFs and contains 5 JPGs, the ingest process provides the following information:

HTML, 5
PDF, 2
JPG, 5

Object locator (digital archive metadata)

Description

The location of the content object:

Before ingestion into the Digital Archive
After ingestion into the Digital Archive

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
[URI]	[Original]	Yes	No	User	Yes/Edit
	OCLC Archive	No	No	User	Yes/Edit
	Local Archive	No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

Qualifier	Example
Local archive	http://purl.access.gpo.gov/GPO/LPS717
OCLC archive	http://digitalarchive.oclc.org/Request?id=oclcnum:44465156

Object type (digital archive metadata)

Description

Classifies the content object as being one of the following: Multi-type object, Image only, Text only

Notes

Used in query results display

Element components

This element has no attributes.

Data	Mandatory	Repeatable	Supplied by	Display
[Multi-type object]	No	No	User	Yes/Edit
Image only	No	No	User	Yes/Edit
Unqualified	No	No	User	Yes/Edit
Text only	No	No	User	Yes/Edit

Note: Blank cell = not applicable

Example

A web document containing PDFs, JPEGs and GIFs is harvested; this content object is a multi-type object.
A 1931 photograph of city hall is digitized in TIFF format. This content object is Image only.

OCLC identifier (digital archive metadata)

Description

The OCLC control number of the bibliographic record that describes the content object.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
None	OCLC number	No	Yes	User	Yes/Edit
None	RC Save file number	No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

5648792

Operating system (digital archive metadata)

Description

Describes operating system necessary to access the content object.

Element

Mandatory	Repeatable	Supplied by	Display
No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Element components

Each encoding scheme requires its own Operating System element.

Up to three encoding schemes allowed.

Each encoding scheme can have any one qualifier scheme.

Each qualifer scheme has three attributes.

Encoding scheme	Qualifier scheme	Attribute
Environment1 Environment2 Environment3	Minimum	Name Version Location
	Recommended	Name Version Location
	Current	Name Version Location

Note: Blank cell = not applicable

Attribute	Mandatory	Repeatable
Name	Yes	No
Version	Yes	No
Location	No	No

Combining schemes and attributes

Original functionality (digital archive metadata)

Description

Describes functional or look-and-feel attributes of the object, in regard to its original manifestation.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
		No	No	User	Yes/Edit

Note: Blank cell = not applicable

Example

First HTML page contains a slide show of four images, one each of the College Green in spring, summer, fall and winter.

Other metadata identifier (digital archive metadata)

Description

Records various identifiers that point to additional content object metadata that exists outside the Digital Archive. The metadata could either be purely descriptive or preservation-related metadata.

Element

Mandatory	Repeatable	Supplied by	Display
No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Element components

This element contains no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
Identifier1 Identifier2 Identifier3	InstitutionID	Yes	No	User	Yes/Edit
	System	No	No	User	Yes/Edit
	Metadata Identifier	Yes	No	User	Yes/Edit

Note: Blank cell = not applicable

Examples

Element	Encoding scheme	Qualifier scheme	Data
Other metadata identifier	Identifier1	InstitutionID	GPO

Element	Encoding scheme	Qualifier scheme	Data
Other metadata identifier	Identifier1	System

Element	Encoding scheme	Qualifier scheme	Data
Other metadata identifier	Identifier1	Metadata Identifier

Peripherals (digital archive metadata)

Description

Records peripherals necessary to access the content object.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
		No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

Speakers.

Publisher (digital archive metadata)

Description

An entity responsible for making the resource available.

Notes

Dublin Core.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
	[unqualified]	No	Yes	User	Yes/Edit

Note: Blank cell = not applicable

Example

Smith R. Peter
University of Virginia Press

Relation (digital archive metadata)

Description

A reference to a related resource. The reference is an identifier or pointer to the related resource. The pointer may be a URI, a local identifier, or an OCLC Archive identifier.

Note: The OCLC Archive identifier is not a hotlink to the object. For more information on the Relation field, visit this web page:
< http://www.dublincore.org/documents/dces/ >.

Attribute

This element has no attributes.

Element components

Each Relation element can contain one encoding scheme.

Each encoding scheme can contain only one qualifier.

All qualifiers are optional.

Encoding scheme	Qualifier	Mandatory	Repeatable	Supplied by	Display
URI LocalID OCLCArchiveID	[Unqualified]	No	Yes	User	Yes/Edit
	IsVersionOf	No	Yes	User	Yes/Edit
	HasVersion	No	Yes	User	Yes/Edit
	IsReplacedBy	No	Yes	User	Yes/Edit
	Replaces	No	Yes	User	Yes/Edit
	IsRequiredBy	No	Yes	User	Yes/Edit
	Requires	No	Yes	User	Yes/Edit
	IsPartOf	No	Yes	User	Yes/Edit
	HasPart	No	Yes	User	Yes/Edit
	IsReferencedBy	No	Yes	User	Yes/Edit
	References	No	Yes	User	Yes/Edit
	IsFormatOf	No	Yes	User	Yes/Edit
	HasFormat	No	Yes	User	Yes/Edit

Example

Element	Encoding scheme	Qualifier	Example
Relation	LocalID	IsReplacedBy	234869

Resources (digital archive metadata)

Description

Records computational resources necessary to access the content object.

Element

Mandatory	Repeatable	Supplied by	Display
No	Yes	User	Yes/edit

Element components

Each encoding scheme requires its own Resources element.

Up to three encoding schemes allowed.

Each encoding scheme can have any one qualifier scheme.

Each qualifer scheme has two attributes.

Encoding scheme	Qualifier scheme	Attribute
Environment1 Environment2 Environment3	Minimum	Memory Microprocessor
	Recommended	Memory Microprocessor
	Current	Memory Microprocessor

Note: Blank cell = not applicable

Attribute	Mandatory	Repeatable
Memory	Yes	No
Microprocessor	Yes	No

Combining schemes and attributes

Examples

Element	Encoding scheme	Qualifier scheme	Attribute	Data
Resources	Environment1		Memory	128 megabytes
Resources	Environment1		Microprocessor	Intel Pentium III 500 MHz

Element	Encoding scheme	Qualifier scheme	Attribute	Data
Resources	Environment2		Memory	512 megabytes
Resources	Environment2		Microprocessor	Motorola PowePC G4 500 MHz

Element	Encoding scheme	Qualifier scheme	Attribute	Data
Resources	Environment3		Memory	512 megabytes
Resources	Environment3		Microprocessor	Intel Pentium III 500 MHz

Note: Blank cell = not applicable

Digital Archive save file number (digital archive metadata)

Description

The digital archive record save file identifier. You cannot change this control number.

Notes

The save file is a storage area for records you are working on or plan to work on. The save file can store:

Unedited working copies of records
Edited working copies of records
New records (records created with the Create command or from a bibliographic record)

The system assigns save file numbers sequentially from 1 to 9,999 (each institution has 9,999 of these save file "slots," each representing a space for a saved record). The system numbers each saved record consecutively and starts renumbering at 1 after 9,999 records have been saved.

Note: The original save file number does not change when you resave the record.

Example

4321

Standard identifier (digital archive metadata)

Description

Identifiers that identify and locate the object outside the Digital Archive.

Example

0-201-30981-5

Element components

Each encoding scheme can have one qualifier scheme.

This element has no attributes.

Encoding scheme	Mandatory	Repeatable	Supplied by	Display
[ISBN]	No	Yes	User	Yes/edit
ISSN	No	Yes	User	Yes/edit
LCCN	No	Yes	User	Yes/edit
Sici	No	Yes	User	Yes/edit
EAN	No	Yes	User	Yes/edit

Encoding scheme	Qualifier scheme
[ISBN] ISSN LCCN Sici EAN	Cancelled
	Incorrect
	Unqualified

Note: Blank cell = not applicable

Status (digital archive metadata)

Description

Record statuses assist you in managing and processing digital archive records. Some are set by you; others are set by the system. Only one status exists at a time.

Notes

Record statuses are stored with the working copy of the record in the Digital Archive save file. They are not retained after ingest.

Note: A system-supplied status will overwrite a user-supplied status so that you always know the harvest or ingest status of your records.

Statuses for digital archive records: overview

Important: Status values stored in save file records only.

Values for all types of record status are stored with the working copy of a record in the Digital Archive save file. They are not retained in the master record.

User statuses

User statuses are assigned by users based on local practice.

Status
Complete
Harvest-Reviewed
In-process
In-review
New
Ready-for-OCLC/SF#
Ready-to-Harvest
Ready-to-Ingest
Review-Harvest

System statuses

System statuses are assigned by the system to indicate the current condition of the record.

Status
Harvest-Cancelled
Harvest-Complete
Harvest-In-Process
Harvest-Incomplete
Harvest-Failed
Ingest-Failed
OCLC-record-number-added

Title (digital archive metadata)

Description

Records the name of the content object. The unqualified title is a name or label by which the document is formally known. A variation or commonly used substitute is an alternative title.

Notes

Dublin Core.

Element components

This element has no attributes.

Encoding scheme	Qualifier scheme	Mandatory	Repeatable	Supplied by	Display
	[unqualified]	Yes	No	User	Yes/edit
	Alternative	No	Yes	User	Yes/edit

Note: Blank cell = not applicable

Example

Anglo American Cataloguing Rules
AACR2

Administrative elements (digital archive metadata)

About

Administrative elements are set by the user when an object is ingested into the Digital Archive. They do not display as part of the Digital Archive record. They can only be viewed and modified in the Administration Module. They also appear on ingest reports. The default values display on the ingest screen. Defaults can be changed through the Administration Module.

Authorization group

Description

At the time of ingest, you assign an authorization group to the content object. The authorization group determines who has access to the object.
Public authorization group. If a content object is put in this group, anyone with access to the object's digital archive URL has access to the object. An object can only have one authorization group.
Master authorization group. This group is predefined for each institution. It contains all of an institution's cataloging and FirstSearch authorizations and is not editable.

Note

You determine the names of any additional authorization groups and which of your institution's cataloging and FirstSearch authorizations are included in the group. An authorization may belong to more than one authorization group. You can only assign your own authorization groups to your own objects. The authorization group assigned to an object can be changed in the Administration Module.

Content group

Description	All objects are ingested into a predefined Master content group and remain there. At the time of ingest you may assign an additional content group to the content object. Any Content groups (other than the Master group) are arbitrary groups named by you and created by you in the Administration Module. An object can belong to more than one content group.
Note	You determine the names of the content groups and which objects belong to which content groups. You can only assign your own content groups to your own objects. The content group assigned to an object can be changed in the Administration Module.

Rights statement

Description	At the time of ingest, you assign a rights statement to the content object. Rights statements are created by you. An object can only have one rights statement. If you have not created any statements in the Administration Module, the Default Copyright Statement (which you cannot edit) is assigned to objects at ingest.
Note	You determine the names and text of the rights statements. You can only assign your own rights statement to your own objects. The rights statement assigned to an object can be changed in the Administration Module.

Service level

Description	At the time of ingest, you choose one of two service levels for the object. Local means the content object will not stay in the OCLC Digital Archive. It will be disseminated to a local archive in a timely fashion and deleted from the Digital Archive. Bit Preservation means the content object remains in the OCLC Digital Archive and is stored according to the OCLC backup and security plan.
Note	Only one service level can be assigned to a content object. The service level assigned to an object can be changed in the Administration Module.

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