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Hands-On with Digital Collections Worksheet

Arden Kirkland
Arden Kirkland

A set of worksheets to accompany Arden Kirkland's workshop at the 2017 symposium for the Costume Society of America.

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Hands-On with Digital Collections Worksheet - Contact Info 1 Contact Info First Name Last Name email address Institution Name
Hands-On with Digital Collections Worksheet - Jargon 2 Term Definition Use it in a sentence as it relates to your collection! portal / union catalog / aggregation item / work / object / artifact record image / surrogate / asset / media / file research data management (RDM) Data Management Plan (DMP) server XML permalink collection/content management system/software (CMS) local machine comma separated values (CSV) Application Programming Interface (API) metadata schema / application profile / data dictionary element / field / label / property / attribute VRA Core Dublin Core controlled vocabulary Art and Architecture Thesaurus (AAT) vocabulary term uniform resource identifier (URI) uniform resource locator (URL) linked open data (LOD) digital curation crowdsourcing
Hands-On with Digital Collections Worksheet - RDM 3 Data Management Planning Are you at an institution that provides any help with data management? Who can you ask for help? What kinds of digital data do you collect (different media types, etc.)? What different formats will your data be saved or shared in? What different ways will you process or edit your data (applications and worklfows)? What filenaming conventions will you use for your data? What data would you like to share with the public? How soon would you like to make your data available to the public after it is recorded and processed? How will you disseminate your data to the public? Are any of your data under 3rd party copyrights? How will you address rights management? Who will have access to your data, and how? How and where will your data be stored?
Hands-On with Digital Collections Worksheet - RDM 4 Data Management Planning How and how often will it be backed up? Which data can be preserved indefinitely? Which are in formats that are likely to become obsolete?
Hands-On with Digital Collections Worksheet - CMSs 5 Content Management System Features What CMS do you use (if any)? Is it web-based, or only on a single computer (or a few)? Which of these is it: spreadsheet, general database software, proprietary software, open-source software Does it have any of these features: (mark yes, no, or don't know) import from CSV or XML export to CSV or XML "pick lists" with controlled vocabulary elements / fields map to recognized standards (DC or VRA) create custom elements/fields change order of fields for data entry different permission levels for different users multiple images for a single work metadata for image separate from work identify relationships between items custom public display What other features does it have? Which features are your favorites? What challenges do you have with your CMS - what features do you wish it had?
Hands-On with Digital Collections Worksheet - Metadata Schemas 1 Element in Your System Common field names DC Mapping VRA mapping Authority File Notes Holding Institution, Repository location (with type="repository") /name ULAN, LCNA The name of the repository that currently houses the work and the geographic place where the work is located, including the location of the repository. Accession number, ID number Identifier location (with type="repository") /refid Any unique number or alphanumeric code assigned to a work by a repository. Title Title title Titles, identifying phrases, or names given to a work. Description Description description A narrative text or prose description and discussion of the work or group of works. Designer, Maker Creator agent/name (or display) ULAN, LCNA The identity of any one individual or corporate body that played a role in the creation of a work of art or architecture. Date Date dateSet/display A concise description of the date or range of dates associated with the creation, design, production, presentation, performance, construction, or alteration of the work or its components, presented in a syntax suitable for display to the end-user and including any necessary indications of uncertainty, ambiguity, and nuance. Medium Medium materialSet/display AAT The substance(s) of which a work or an image is composed, presented in a syntax suitable for display to the end-user and including any necessary indications of uncertainty, ambiguity, and nuance. Technique technique AAT All production or manufacturing processes, techniques, or methods incorporated in the fabrication or alteration of the work. Measurements, Dimensions Extent measurementSet/d isplay Information about the dimensions, size, or scale of the object, presented in a syntax suitable for display to the end-user and including any necessary indications of uncertainty, ambiguity, and nuance.
Hands-On with Digital Collections Worksheet - Metadata Schemas 2 Example Your Example Vassar College Costume Collection, Poughkeepsie, NY, US VC2004023 Black and White Striped Dress Black, white, and grey striped two piece dress in a fit and flare silhouette. Cotton sateen, black cotton, black felt, metal, and elastic; fitted cotton sateen bodice (a) is strapless, w This piece came to us in two pieces, as a skirt and a top, but the finishing on the waists of both pieces indicates that it may once have bee one dress. While the donor told us th The dates are still uncertain. The label in its entirety reads Schiap-Sport -21 Place Vendome Paris 46, indicating a date of 1946. While we have been unable to find a match fo Elsa Schiaparelli was born in Rome, began her career in America, opened her first atelier in Paris, moved back to New York in 1941, and returned to Paris in 1945. She worked Schiap-Sport 1946-1954 cotton|silk|metal|elastic machine sewing Top (a): 25.5 inches (waist), 32.75 inches (bust); Skirt (b): 27 inches (waist), 49 inches (hips)
Hands-On with Digital Collections Worksheet - Metadata Schemas 3 Element in Your System Common field names DC Mapping VRA mapping Authority File Notes Label, Inscription Inscriptions Display inscriptionSet/displ ay All marks or written words added to the object at the time of production or in its subsequent history, including signatures, dates, dedications, texts, and colophons, as well as marks, such as the stamps of silversmiths, publishers, or printers. Donor, Credit Line agent/role (role=donor) The person, group, or institution who donated the object. Provenance Provenance A statement of any changes in ownership and custody of the resource since its creation that are significant for its authenticity, integrity, and interpretation. The statement may include a description of any changes successive custodians made to the resource. Work Type, Classification Type worktype The nature or genre of the resource. Recommended best practice is to use a controlled vocabulary such as the DCMI Type Vocabulary [DCMITYPE]. To describe the file format, physical medium, or dimensions of the resource, use the Format element. Type Type DCMITYP E The nature or genre of the resource. Recommended best practice is to use a controlled vocabulary such as the DCMI Type Vocabulary [DCMITYPE]. To describe the file format, physical medium, or dimensions of the resource, use the Format element. Record Type work, collection, or image A choice of one of three elements, WORK, COLLECTION, or IMAGE, defines a VRA 4.0 record as describing a WORK (a built or created object), a COLLECTION (an aggregate of such objects), or an IMAGE (a visual surrogate of such objects.) Cataloger Name Full name of each cataloger Catalog Entry Date Date of creation or modification of the record Period Temporal Coverage stylePeriod A defined style, historical period, group, school, dynasty, movement, etc. whose characteristics are represented in the Work or Image.
Hands-On with Digital Collections Worksheet - Metadata Schemas 4 Example Your Example "Schiap-Sport -21 Place Vendome Paris '46 Nancy Brandon Allen Dress Physical Object work Julia Fields 2011 1940s|1950s
Hands-On with Digital Collections Worksheet - Metadata Schemas 5 Element in Your System Common field names DC Mapping VRA mapping Authority File Notes Region / Location Spatial Coverage location (with type="creation") /name TGN The location where the creation, design, or production of the work or its components took place, or the original location of the work. Culture culturalContext LCSH, AAT The name of the culture, people, or nationality from which the work originated or was used. Reference textref/name Citations to sources of textual information related to the work of art or architecture being described, including published bibliographic materials, Web sites, archival documents, unpublished manuscripts, and references to verbal opinions expressed by scholars or subject experts. Relation, Related Item Relation relation Terms or phrases describing the identity of the related work and the relationship between the work being cataloged and the related work or image. Subject Subject subject/term LCSH, AAT The subject matter of an object (sometimes referred to as its content) is the narrative, iconographic, or non-objective meaning conveyed by an abstract or a figurative composition. It is what is depicted in and by a work. It also includes the function of an object that otherwise has no narrative content. Rights, Rights Statement Rights rights rightsstate ments.org Rights information with any restrictions on use.
Hands-On with Digital Collections Worksheet - Metadata Schemas 6 Example Your Example France French 1. http://collections.vam.ac.uk/item/O144254/day- ensemble/ 2. http://www.metmuseum.org/Collections/search- the-collections/80032964 3. http://www.metmuseum.org/collections/search- the-collections/80095658?img=2 4. http://www.metmuseum.org/search-results? ft=schiap-sport&x=0&y=0 5. http://www.metmuseum. org/toah/hd/elsa/hd_elsa.htm Clothing and dress
Hands-On with Digital Collections Worksheet - Authority Lists 12 Title Notes Link Getty Art and Architecture Thesaurus (AAT) for terms for work types, techniques, materials, styles, etc. http://www.getty. edu/research/tools/vocabularies/aat/ Europeana Fashion Thesaurus (EFT) uses terms from the Getty AAT, but adds more terms for fashion items http://cordis.europa. eu/docs/projects/cnect/7/297167/080/deli verables/002- EuropeanaFashionDeliverable23Europe anaFashionThesaurusv1.pdf Getty Thesaurus of Geographic Names (TGN) for names of regions, cities, etc. http://www.getty. edu/research/tools/vocabularies/tgn/inde x.html Getty Union List of Artist Names (ULAN) for names of artists, designers, etc. http://www.getty. edu/research/tools/vocabularies/ulan/ind ex.html Library of Congress Subject Headings (LCSH) for subjects, themes, concepts, etc. also can be checked for regions, cities, place names also can be checked for styles, materials, techniques http://id.loc.gov/authorities/subjects.html Library of Congress Name Authority File (LCNAF) for proper names of designers, manufacturers, etc. http://id.loc.gov/authorities/names.html Thesaurus for Graphic Materials (TGM) subject, genre, and format terms for visual materials http://www.loc. gov/pictures/collection/tgm/ Dublin Core Metadata Initiative Type Vocabulary (DCMItype) for record types http://dublincore.org/documents/dcmi- type-vocabulary/ RightsStatements.org for rights statements http://rightsstatements.org/page/1.0/? language=en
Hands-On with Digital Collections Worksheet - Priorities 13 Priorities what fields are most important for your collection? what fields are important for your collection but are missing here so far?

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Hands-On with Digital Collections Worksheet

  • 1. Hands-On with Digital Collections Worksheet - Contact Info 1 Contact Info First Name Last Name email address Institution Name
  • 2. Hands-On with Digital Collections Worksheet - Jargon 2 Term Definition Use it in a sentence as it relates to your collection! portal / union catalog / aggregation item / work / object / artifact record image / surrogate / asset / media / file research data management (RDM) Data Management Plan (DMP) server XML permalink collection/content management system/software (CMS) local machine comma separated values (CSV) Application Programming Interface (API) metadata schema / application profile / data dictionary element / field / label / property / attribute VRA Core Dublin Core controlled vocabulary Art and Architecture Thesaurus (AAT) vocabulary term uniform resource identifier (URI) uniform resource locator (URL) linked open data (LOD) digital curation crowdsourcing
  • 3. Hands-On with Digital Collections Worksheet - RDM 3 Data Management Planning Are you at an institution that provides any help with data management? Who can you ask for help? What kinds of digital data do you collect (different media types, etc.)? What different formats will your data be saved or shared in? What different ways will you process or edit your data (applications and worklfows)? What filenaming conventions will you use for your data? What data would you like to share with the public? How soon would you like to make your data available to the public after it is recorded and processed? How will you disseminate your data to the public? Are any of your data under 3rd party copyrights? How will you address rights management? Who will have access to your data, and how? How and where will your data be stored?
  • 4. Hands-On with Digital Collections Worksheet - RDM 4 Data Management Planning How and how often will it be backed up? Which data can be preserved indefinitely? Which are in formats that are likely to become obsolete?
  • 5. Hands-On with Digital Collections Worksheet - CMSs 5 Content Management System Features What CMS do you use (if any)? Is it web-based, or only on a single computer (or a few)? Which of these is it: spreadsheet, general database software, proprietary software, open-source software Does it have any of these features: (mark yes, no, or don't know) import from CSV or XML export to CSV or XML "pick lists" with controlled vocabulary elements / fields map to recognized standards (DC or VRA) create custom elements/fields change order of fields for data entry different permission levels for different users multiple images for a single work metadata for image separate from work identify relationships between items custom public display What other features does it have? Which features are your favorites? What challenges do you have with your CMS - what features do you wish it had?
  • 6. Hands-On with Digital Collections Worksheet - Metadata Schemas 1 Element in Your System Common field names DC Mapping VRA mapping Authority File Notes Holding Institution, Repository location (with type="repository") /name ULAN, LCNA The name of the repository that currently houses the work and the geographic place where the work is located, including the location of the repository. Accession number, ID number Identifier location (with type="repository") /refid Any unique number or alphanumeric code assigned to a work by a repository. Title Title title Titles, identifying phrases, or names given to a work. Description Description description A narrative text or prose description and discussion of the work or group of works. Designer, Maker Creator agent/name (or display) ULAN, LCNA The identity of any one individual or corporate body that played a role in the creation of a work of art or architecture. Date Date dateSet/display A concise description of the date or range of dates associated with the creation, design, production, presentation, performance, construction, or alteration of the work or its components, presented in a syntax suitable for display to the end-user and including any necessary indications of uncertainty, ambiguity, and nuance. Medium Medium materialSet/display AAT The substance(s) of which a work or an image is composed, presented in a syntax suitable for display to the end-user and including any necessary indications of uncertainty, ambiguity, and nuance. Technique technique AAT All production or manufacturing processes, techniques, or methods incorporated in the fabrication or alteration of the work. Measurements, Dimensions Extent measurementSet/d isplay Information about the dimensions, size, or scale of the object, presented in a syntax suitable for display to the end-user and including any necessary indications of uncertainty, ambiguity, and nuance.
  • 7. Hands-On with Digital Collections Worksheet - Metadata Schemas 2 Example Your Example Vassar College Costume Collection, Poughkeepsie, NY, US VC2004023 Black and White Striped Dress Black, white, and grey striped two piece dress in a fit and flare silhouette. Cotton sateen, black cotton, black felt, metal, and elastic; fitted cotton sateen bodice (a) is strapless, w This piece came to us in two pieces, as a skirt and a top, but the finishing on the waists of both pieces indicates that it may once have bee one dress. While the donor told us th The dates are still uncertain. The label in its entirety reads Schiap-Sport -21 Place Vendome Paris 46, indicating a date of 1946. While we have been unable to find a match fo Elsa Schiaparelli was born in Rome, began her career in America, opened her first atelier in Paris, moved back to New York in 1941, and returned to Paris in 1945. She worked Schiap-Sport 1946-1954 cotton|silk|metal|elastic machine sewing Top (a): 25.5 inches (waist), 32.75 inches (bust); Skirt (b): 27 inches (waist), 49 inches (hips)
  • 8. Hands-On with Digital Collections Worksheet - Metadata Schemas 3 Element in Your System Common field names DC Mapping VRA mapping Authority File Notes Label, Inscription Inscriptions Display inscriptionSet/displ ay All marks or written words added to the object at the time of production or in its subsequent history, including signatures, dates, dedications, texts, and colophons, as well as marks, such as the stamps of silversmiths, publishers, or printers. Donor, Credit Line agent/role (role=donor) The person, group, or institution who donated the object. Provenance Provenance A statement of any changes in ownership and custody of the resource since its creation that are significant for its authenticity, integrity, and interpretation. The statement may include a description of any changes successive custodians made to the resource. Work Type, Classification Type worktype The nature or genre of the resource. Recommended best practice is to use a controlled vocabulary such as the DCMI Type Vocabulary [DCMITYPE]. To describe the file format, physical medium, or dimensions of the resource, use the Format element. Type Type DCMITYP E The nature or genre of the resource. Recommended best practice is to use a controlled vocabulary such as the DCMI Type Vocabulary [DCMITYPE]. To describe the file format, physical medium, or dimensions of the resource, use the Format element. Record Type work, collection, or image A choice of one of three elements, WORK, COLLECTION, or IMAGE, defines a VRA 4.0 record as describing a WORK (a built or created object), a COLLECTION (an aggregate of such objects), or an IMAGE (a visual surrogate of such objects.) Cataloger Name Full name of each cataloger Catalog Entry Date Date of creation or modification of the record Period Temporal Coverage stylePeriod A defined style, historical period, group, school, dynasty, movement, etc. whose characteristics are represented in the Work or Image.
  • 9. Hands-On with Digital Collections Worksheet - Metadata Schemas 4 Example Your Example "Schiap-Sport -21 Place Vendome Paris '46 Nancy Brandon Allen Dress Physical Object work Julia Fields 2011 1940s|1950s
  • 10. Hands-On with Digital Collections Worksheet - Metadata Schemas 5 Element in Your System Common field names DC Mapping VRA mapping Authority File Notes Region / Location Spatial Coverage location (with type="creation") /name TGN The location where the creation, design, or production of the work or its components took place, or the original location of the work. Culture culturalContext LCSH, AAT The name of the culture, people, or nationality from which the work originated or was used. Reference textref/name Citations to sources of textual information related to the work of art or architecture being described, including published bibliographic materials, Web sites, archival documents, unpublished manuscripts, and references to verbal opinions expressed by scholars or subject experts. Relation, Related Item Relation relation Terms or phrases describing the identity of the related work and the relationship between the work being cataloged and the related work or image. Subject Subject subject/term LCSH, AAT The subject matter of an object (sometimes referred to as its content) is the narrative, iconographic, or non-objective meaning conveyed by an abstract or a figurative composition. It is what is depicted in and by a work. It also includes the function of an object that otherwise has no narrative content. Rights, Rights Statement Rights rights rightsstate ments.org Rights information with any restrictions on use.
  • 11. Hands-On with Digital Collections Worksheet - Metadata Schemas 6 Example Your Example France French 1. http://collections.vam.ac.uk/item/O144254/day- ensemble/ 2. http://www.metmuseum.org/Collections/search- the-collections/80032964 3. http://www.metmuseum.org/collections/search- the-collections/80095658?img=2 4. http://www.metmuseum.org/search-results? ft=schiap-sport&x=0&y=0 5. http://www.metmuseum. org/toah/hd/elsa/hd_elsa.htm Clothing and dress
  • 12. Hands-On with Digital Collections Worksheet - Authority Lists 12 Title Notes Link Getty Art and Architecture Thesaurus (AAT) for terms for work types, techniques, materials, styles, etc. http://www.getty. edu/research/tools/vocabularies/aat/ Europeana Fashion Thesaurus (EFT) uses terms from the Getty AAT, but adds more terms for fashion items http://cordis.europa. eu/docs/projects/cnect/7/297167/080/deli verables/002- EuropeanaFashionDeliverable23Europe anaFashionThesaurusv1.pdf Getty Thesaurus of Geographic Names (TGN) for names of regions, cities, etc. http://www.getty. edu/research/tools/vocabularies/tgn/inde x.html Getty Union List of Artist Names (ULAN) for names of artists, designers, etc. http://www.getty. edu/research/tools/vocabularies/ulan/ind ex.html Library of Congress Subject Headings (LCSH) for subjects, themes, concepts, etc. also can be checked for regions, cities, place names also can be checked for styles, materials, techniques http://id.loc.gov/authorities/subjects.html Library of Congress Name Authority File (LCNAF) for proper names of designers, manufacturers, etc. http://id.loc.gov/authorities/names.html Thesaurus for Graphic Materials (TGM) subject, genre, and format terms for visual materials http://www.loc. gov/pictures/collection/tgm/ Dublin Core Metadata Initiative Type Vocabulary (DCMItype) for record types http://dublincore.org/documents/dcmi- type-vocabulary/ RightsStatements.org for rights statements http://rightsstatements.org/page/1.0/? language=en
  • 13. Hands-On with Digital Collections Worksheet - Priorities 13 Priorities what fields are most important for your collection? what fields are important for your collection but are missing here so far?