Field name

DC mapping

Authority file

Comments

Title

Title: searchable, public; required

Title of article/text. Transcribe the existing title for text (articles, pamphlets, etc.). Omit initial articles ("the," "a," "an"). If there is no title on the text, construct a title--a brief descriptive phrase based on content of text. If the item is digitized in its entirety, include specifics as the volume numbering and date.

Author

Creator: searchable, public

LCAF

The name of the author of the text or the corporate body responsible for the content. Input lastname, firstname or the corporate body name. Use LC Authority File for form of name, if available. For unknown creators, enter Unknown. Multiple names are okay; separate multiple names with <br>. If the Creator is determined from a resource other than the item, create a Note. If there is no author, leave the field blank.

Original source

Source: searchable, public

Contains the name of the journal, periodical, or larger text in which the scanned text (article, chapter, etc.) was originally published. This may be a chapter of a book or an article from a journal or periodical. Include the volume numbering, date, and/or page numbers of the original where applicable.

Examples
Report on Indian Affairs, by the Acting Commissioner, for the Year 1867, p. 7-8

Pacific Northwest Quarterly, 1988, Vol. 79, No. 3, p. 98-108

Place of publication

Publisher: searchable, public

The place name is derived from the LC Authority File form. Enter Country--State or Province--City. Separate multiple locations by <br>.

Example
United States--Washington (State)—Everett
Place of publication unknown

Publisher

LCAF

The name of the original publisher of a text. May sometimes be the publisher of the periodical/journal.

Example
Western Labor Press Association
Publisher unknown

Printer

LCAF

The name of the printer of a text, if available (especially if publisher unknown). If there is no printer identified, leave the field blank. Use LC authority file for form of name, if available.

Example
Boeing Dept. of Publicity

Date of publication

Date: non-searchable, public/staff field; required field

The year the text or article was originally published. If the date is unknown, an attempt should be made to assign an approximate date, using the form "ca." (circa).

Examples
ca. 1904
Sept. 12, 1919

This field is used in combination with the Dates field to enable searching (see that entry for details).

Dates

Date: searchable, staff-only field; required field

Reflects the Date field. Use format of single year(s). If the date is a single year, it is the same in both the Date and the Dates fields. If the date in the Date field is a "circa" date (e.g., ca. 1895) or a date range (e.g., 1908-1945), the Dates field contains the expanded version listing each year so that searching will find dates covered by the date range. Five years on either side is the preferred form for circa dates.

Examples
Date: ca. 1910
Dates: 1905, 1906, 1907, 1908, 1909, 1910, 1911, 1912, 1913, 1914, 1915

Date: Sept. 12, 1919
Dates: 1919

Earliest date

None: not searchable, staff-only field; required field

Reflects the Date field. Use ISO 8601 format (YYYY, or YYYY-MM, or YYYY-MM-DD as needed). If the date is a single year, it is the same in both the Date and the Earliest Date fields. If the date in the Date field is a "circa" date (e.g., ca. 1895) or a date range (e.g., 1965-1973), the Earliest Date field contains the first date in the date range.

Examples
Date: 1940
Earliest Date: 1940

Date: ca. 1910
Earliest Date: 1905

Date: Sept. 12, 1919
Earliest Date: 1919-09-12

Latest date

None: not searchable, staff-only field; required

Reflects the Date field. Use ISO 8601 format (YYYY, or YYYY-MM, or YYYY-MM-DD as needed). If the date is a single year, it is the same in both the Date and the Latest Date fields. If the date in the Date field is a "circa" date or date range, the Latest Date field contains the last date in the date range.

Examples
Date: 1940
Latest Date: 1940

Date: ca. 1910
Latest Date: 1915

Date: Sept. 12, 1919
Latest Date: 1919-09-12

Notes

Description: searchable, public

Useful access information not included elsewhere. Separate multiple notes with <br><br>(that is, with a double break).

Subjects (TGM)

Subject: searchable, public

LC TGM I

Include here only subjects from LC's Thesaurus for Graphic Materials. Separate each subject by <br>.

Examples
Cities & towns--Alaska

Subjects (LCSH)

Subject: searchable, public

LCSH will be used only when TGM has no appropriate term for a particular object or concept. Terms in this field are taken from the LC Subject Headings list (LCSH). Form and genre terms taken from LCSH are also included in this field. Put all names of people and corporate names used as subjects in this field too. Separate each subject by <br>.

Examples
Markets—Washington (State)—Seattle
McGraw, John Harte, -1911—Statues—Washington (State)—Seattle

Geographic coverage

Coverage. Spatial: searchable, public/staff field

The location depicted discussed in the. (The spatial characteristics of the intellectual content of the resource.) The place name is derived from the LC Authority File form. Enter Country--State or Province--City. Separate multiple locations by <br>.

Examples
United States--Washington (State)—Seattle United States--Alaska—Fort Yukon Canada—Yukon—Dawson

Digital collection

Relation-Is Part Of: non-searchable, public; required

Name of the digital collection, may or may not be the same name as the original repository collection.

Order number

None: searchable, public

Unique accession number for the digital object for identification purposes

Ordering information

None: non-searchable, public; required

Instructions for ordering (if applicable) and contact information.

For UW Spec. Coll: To order a reproduction, inquire about permissions, or for information about prices see: http://www.lib.washington.edu/specialcoll/service/reproduction.html Please cite the Order Number.

Negative number

Identifier: searchable, public/staff field

The Negative number refers to the reproduction number assigned to the image for purposes of duplication. It is the unique number by which Special Collections identifies the image.

Repository

Source: non-searchable, public

The institution where the item is physically located.

Example
University of Washington Libraries, Special Collections Division

Repository collection

Source: searchable, public

This field contains the collection name and its number, represented as a phrase. The number is not a subfield.

Examples:
979.727 Grand Coulee Dam: Special Collections Pamphlet File

Pacific Northwest Collection. F891 U75 1937

Repository collection guide

None: non-searchable, public/staff field

This field contains the URL link to the EAD finding aid.

Grant

None: searchable, staff field

If applicable and different from the Digital Collection, the name of the grant.

Object type

Type; searchable; public

UW Libraries list

Enter resource type or "specific material designation."
Use "Document Type Terms for Unpublished Materials and Printed Ephemera" at http://staffweb.lib.washington.edu/monos/catdocs/Doctype.htm. Enter object type only; additional physical details can go in "Physical Description".

Examples
pamphlet
correspondence

Physical description

Format: non-searchable, public

Other physical details including the size of the item. Format: "pages : illustrations ; [H] x [W] cm"

Examples:
[4] p. : illustrations : 16 x 9 cm

80 p. : portraits, maps, facsimiles ; 31 cm.

Restrictions

Rights: non-searchable, staff-only field

This field lists any restrictions on the use of the material.

Example
Permission to reproduce this image must be requested from the Melville Jacobs Foundation; request through the Special Collections Division, University of Washington Libraries.

UW Spec. Coll: For use and reproduction permissions, contact UW Libraries Special Collections: speccoll@u.washington.edu

Digital reproduction information

Format: non-searchable, staff-only field

Describes the digital conversion process, date scanned, etc.

Example
Scanned from original text at 400 dpi in JPEG format and resized to 600 ppi horizontal. Saved at compression rate 3. 2000.

Contributor

Contributor: non-searchable, staff-only field

A person or organization not specified in the Creator field who has made a significant contribution to the resource, but whose contribution is secondary to any person or organization specified in the Creator field.

Example
University of Washington Libraries, Special Collections Division

Acquisition

None: non-searchable, staff-only field

This field lists the source and date of acquisition of the material.

Example
Purchased from Fairlook Antiques, Seattle, 1989
Gift of Aubrey Watzek, 1953; acc. no. 53-1634

Type limit

Type: Searchable, staff; required

DCMI Types

Examples
StillImage
Text