Special Collections Moving Image Collection

Special Collections Moving Image Collection Data Dictionary (Film Clips only)

(Based on "Moving Image Collections (Full Films and Film Clips), UW Libraries, Special Collections Division" data dictionary)

Date of first version: March 9, 2009
Second Revision: April 10, 2009
Third Revision: April 30, 2009
Fourth Revision: May 6, 2009
Fifth [minor] Revision: February 18, 2011
Submitted by Nicolette Bromberg and Hannah Palin

Clip Title

dc:title

searchable=yes

hidden=no

required field

Devise a title for the clip. The title should describe the content of just the clip, not the complete film/video. Include basic who, what, where, and when information. Use the date when the clip was shot. Also add the following to the Notes field: Title of clip supplied by cataloger.

Examples of devised clip title:

University of Washington commencement address, Seattle, 1929

Logan neighborhood, Spokane, aerial view, October, 1963

Construction workers completing a roof, Tacoma, June 22, 1972

Clip File Name

No dc

searchable=yes

hidden=yes

required field

Enter the file name of the clip.

Example:

Traveling in Alaska_1342_L.mov

uw_spec_truman_high.mov

Clip Summary

dc:description

searchable=yes

hidden=no

A description of the content of the clip (not the film/video as a whole). Usually stated in the present tense, the clip summary sequentially describes the views, actions, or scenes comprising the clip. The description should be fairly general and brief; it�s not necessary to describe every detail.

Examples:

Aerial views of the University of Washington campus, 1934, beginning with the Montlake Cut and moving north to Suzzallo Library.

Loggers climb and trim trees.

Duration

dc:format

searchable=no

hidden=no

Enter the length of the clip in the following format: 5 min., 21 sec.

Examples:

4 min., 10 sec.

3 min., 37 sec.

Digital Format

dc:format

searchable=no

hidden=no

Enter MIME type from http://www.iana.org/assignments/media-types/ by entering the appropriate value ("video") from the Directory of Content Types and Subtypes, then enter a space, then the appropriate format from the list that results after following the link at the word "video" at the same Directory of Content Types and Subtypes (on the IANA page).

Examples:

video mpeg

video mp4

video quicktime

video x-ms-wmv

Original Source Title

dc:source

searchable=no

hidden=no

required field

Title of the complete film or video from which the clip was taken. ������

If the work has a formal title, transcribe it. Take the title from the title screen if possible; otherwise, take the title from the end credits on the film/video, or the film leader or video label, or the container; if the title is not given in those sources, take it from secondary sources, such as accompanying documentation or reference sources.

If there is no formal title, devise one. Include basic who, what, where, and when information. Use the date when the film or video was shot. Also add the following to the Notes field: �Original Source Title supplied by cataloger.�

Example, transcribed title:

Evergreen Empire

Examples, devised titles:

University of Washington commencement ceremony and address, Seattle, 1929

Downtown Spokane aerial views, 1963

Construction workers, Tacoma, June 22, 1954

Original Source Summary

No dc

searchable=no

hidden=no

required field

Briefly describe the content of the film/video as a whole.

Examples:

Shows how logging was done in the 1920s in the Pacific Northwest. Also shows the properties and equipment of the Pacific Spruce Corporation and its subsidiaries, the C.D. Johnson Lumber Company, and the Manary Logging Company, located in Lincoln County, Oregon.

Agnes Haaga and Geraldine Siks relate memories of building a children's theater program, learning from drama pioneers Glenn Hughes and Winifred Ward, and instructing students such as playwright Megan Terry. They also discuss their work with the Arena Group, and offer advice for students of drama.

Participants /

Performers

dc:contributor

searchable=yes

hidden=no

Enter in this field the name(s) of persons who play a significant role in the clip. Participants/performers include narrators, hosts, speakers, teachers, moderators, interviewers and interviewees, actors (including voices), musicians, dancers, commentators, and so forth. Use <br> to separate one name from another.

Use the Notes field to state the function of each person, if known (see the Notes field for additional guidance on formatting this note).

Format of personal name: Lastname, Firstname

Use LC Authority File for form of name when available.

http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Examples:

Butler, Marian<br>Brown, Ethan<br>Tamano, Koichi

Thomas, Lowell, 1892-1981

Notes

dc:description

searchable=yes

hidden=no

Notes can include any information of importance that is not represented elsewhere. Each separate "note" should form its own paragraph. Paragraphs are separated from one from another by <br>

Because clip titles are devised by the cataloger, enter the following statement:
Clip title supplied by cataloger.

Notes on the condition of the film or video held by UW (and from which the clip was taken) may be given here.

State the function and name, if known, of each person listed in the �Participants/Performers� field for the clip. The format of the note is as follows, including punctuation:
Function term(s): name [in direct word order, eg, firstname, lastname]; function term(s): name; [etc.].

Examples:

Dancers: Marian Butler and Ethan Brown.

Narrator: Lowell Thomas.

Explanations of how information provided elsewhere in the record was determined may also be given here.

Example:

Credits and date of creation from telephone call to filmmaker, March 2004.

Any other useful notes can be added according to the cataloger�s judgment.

Examples:

The airplane shown in the clip may be a Boeing 247 transport plane.

Subjects (TGM)

dc:subject

searchable=yes

hidden=no

A TGM (Thesaurus for Graphic Materials) subject term should be used only when LCSH provides no appropriate term for a particular subject.

Example:

Lumber industry

Subjects

(LCSH)

dc:subject

searchable=yes

hidden=no

CdmControlVocab=yes

Major subjects (people, organizations, topics, activities, events) and themes (or concepts) that represent the intellectual content of the clip. Terms in this field are taken from the LC Subject Headings list (LCSH). Separate each term in a multiple-term heading with a dash (two hyphens). Separate each heading or heading string with ; [that is, semicolon+space]. If an appropriate term cannot be found in LCSH, check the LC Thesaurus for Graphic Materials (TGM), as instructed in the Subjects (TGM) field.

LCSH examples:

Markets--Washington (State)--Seattle

Penguins; Log buildings--Alaska--Fort Yukon

Location Depicted

dc:coverage

searchable=yes

hidden=no

Refers to the geographic location(s) depicted or shown in the clip. Places names are taken from the LC Subject Headings list (LCSH) or another controlled list.

Enter Country--State or Province--City.

Input in hierarchical form, with each location in the heading separated by a dash (equivalent to two hyphens). If the work is about more than one place, separate each heading with <br>.

Examples:

United States--Washington (State)--Seattle

United States--Alaska--Fort Yukon<br>Canada--Yukon--Dawson

Genres (LCSH)

dc:type

searchable=yes

hidden=no

CdmControlVocab=yes

If possible, assign at least one genre term that describes the clip, not the film/video as a whole. If more than one may be assigned, separate each heading or heading string with ; [that is, semicolon+space]. Whenever possible, take terms from the LC Subject Headings list (LCSH); a helpful listing of these terms is at https://staffweb.lib.washington.edu/units/monographs/cat/CatList/videogenres-list

Examples:

Animal films; Nature films

Industrial films

Amateur films [Note: Use this term to describe amateur works that are not limited to the filmmakers' immediate circle of family members, friends, and personal activities. �Amateur films� refers to artistic and documentary works created by amateur filmmakers.]

Educational television programs

Outtakes

Documentary films

Promotional films

Date Created

dc:date

searchable=no

hidden=no

required if information is known or may be estimated

State the year when the clip was shot.

If the date is unknown, an attempt should be made to assign an approximate date, using the form "ca." (circa).

Specific dates (e.g., September 12, 1933; June 1912) are to be noted in the Notes field, and should also be incorporated into a cataloger-devised title in the Title field. (Do not incorporate a date into a formal, transcribed title.)

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

Examples:

1953

ca. 1953

Dates Created

dc:date

searchable=yes

hidden=yes

required field

Reflects the Date Created field.

If the date of creation is a single year, it is the same in both the Date Created and the Dates Created fields (1973)

If the date of creation is a "circa" date (e.g. ca. 1895), the Dates Created field contains the expanded version so that searching will find all dates covered by the concept of a "circa" date. Five years on either side of the "ca." date is the preferred form.


For example, if the Date Created field reads ca. 1910, enter the following in the Dates Created field:

1905, 1906, 1907, 1908, 1909, 1910, 1911, 1912, 1913, 1914, 1915

Earliest Date Created

no dc

searchable=no

hidden=yes

required if information is known or may be estimated

This field reflects the contents of the Date Created field (but in a standardized, numerical date format that may be stated not just to the year but to the month and/or day if applicable). Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed.

If the creation date is a single year, it is the same in both the Date Created and the Earliest Date Created fields.

If the earliest date of creation is known to be a specific day, as in the date of an interview that was conducted over one or more days, state the full date (either the single date or the first date in the date range as applicable).

If the date in the Date Created field is a "circa" date (e.g. ca. 1895), we expand the date to five years on either side in order to cover the concept of a "circa" date. Therefore, for a �circa� date, the Earliest Date Created field would contain the first date in the expanded date range (see example below).

Example, creation year is known:

1953

Example, creation year, month, day is known:

1953-01-24

Example, earliest date in an interview conducted over three days:

1980-05-14

Example, date in Date Created field is �ca. 1938�:

1933

Latest Date Created

no dc

searchable=no

hidden=yes

required if information is known or may be estimated

Like the Earliest Date Created field, this field reflects the contents of the Date Created field (in a standardized, numerical date format that may be stated not just to the year but to the month and/or day if applicable). Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed.

If the creation date is a single year, it is the same in both the Date Created and the Latest Date Created fields.

If the latest date of creation is known to be a specific day, as in the date of an interview that was conducted over one or more days, state the full date (either the single date or the latest date in the date range as applicable).

If the date in the Date Created field is a "circa" date (e.g. ca. 1895), we expand the date to five years on either side in order to cover the concept of a "circa" date. Therefore, for a �circa� date, the Latest Date Created field would contain the latest date in the expanded date range (see example below).

Example, creation year is known:

1953

Example, creation year, month, day is known:

1953-01-24

Example, latest date in an interview conducted over three days:

1980-05-16

Example, date in Date Created field is �ca. 1938�:

1943

Timecode Begin

no dc

searchable=no

hidden=yes

Timecode number that begins the digital clip; taken from the video viewing copy. Use the format:

hh:mm:ss

00:00:00�

Example:

00:04:16

Timecode End

no dc

searchable=no

hidden=yes

Timecode number that ends the digital clip; taken from the video viewing copy. Use the format:

hh:mm:ss

00:00:00�

Example:

00:10:08

Language

dc:language

searchable=yes

hidden=no

State the language(s) included in the clip. Use the complete word for each language (rather than language codes). If more than one language is spoken in the moving image work, separate each by a semicolon.

Examples:

English

English; Japanese

Digital Collection

dc: relation.isPartOf

searchable=no

hidden=no

Name of the digital collection of which the film or video is part; same content in every record:

Special Collections Moving Image Collection

Order Number

dc:identifier

searchable=yes, hidden=no

Enter here the number that users can reference to order a copy of the clip.

Example:

MV0012

Ordering Info

dc: description

searchable=no

hidden=no

Instructions for ordering. Same content in every record:

To order a reproduction, inquire about permissions, or for information about prices see: http://www.lib.washington.edu/specialcoll/service/reproduction.html

Repository

dc:source

searchable=no

hidden=no

The institution where the item is physically located. Same content in every record:

University of Washington Libraries, Special Collections Division

Repository Collection

dc: relation.isPartOf.

searchable=yes

hidden=no

This field contains the analog moving image collection name and number.

Example:

Seattle Urban League Film Collection, Acc 607-5, VHS 45

Repository Collection Guide

no dc

searchable=no

hidden=no

This field contains some standard text (usually �To view the finding aid for this collection:�) plus the URI to the EAD-encoded finding aid that describes the analog collection the film/video is part of.

Note: as of this edition of the data dicitonary (May 6, 2009), the moving image collection finding aid is not yet available.

Example:

To view the finding aid for this collection, see: [uri]

Digital Reproduction Information

dc: format

searchable=no

hidden=no

Describes the digital conversion process.

This should be a textual description that can include the following, in any order and as available: (1) the digital video clip, (2) the original format, (3) the person/organization that created the digital video clip, (4) digitization date, (5) name/type of equipment used (usually software, possibly hardware).

Example:

Digital streaming QuickTime video file made from DVCAM master copy by the University of Washington Dept. of Health Services on April 22, 2004, using Final Cut Pro, version 2.1.

Contributor

dc: contributor

searchable=no

hidden=yes

Always use the following text:

University of Washington Libraries, Special Collections Division

Rights

dc: rights

searchable=no

hidden=no

This field lists any information pertaining to use of the moving image work. Include copyright information, such as the name of the copyright holder and year of copyright if known. If restrictions are too complex to describe here, include the phrase:

Restrictions may exist on reproduction, quotation, or publication. Contact the repository for details.

Type

dc: type

searchable=yes

hidden=yes

Describes the nature of the content of the resource. The term "MovingImage" is taken from the DCMI Type Vocabulary and is the same for every film clip: MovingImage

Administrative Notes

No dc

searchable=no

hidden=yes

Notes for staff only, notes of an administrative nature.