TPOT Metadata Elements

Element & description
(Dublin Core or UCSD)

Guidelines for use Notes Required/
Optional		 Repeatable/
Not
ACCESS MANAGEMENT
(UCSD)

Use to indicate restrictions to access.

 

Acq will not post restricted documents on TPOT.

MSD will post minutes and other retricted documents and restrict access as required by UCSD Libraries policy.

R N
AUTHOR or CREATOR
(DC)
The person(s) or organization(s) primarily responsible for the intellectual content of the resource.

Use the authorized form of the main author's name. This is the contact person responsible for the work. Use only one name and enter additional authors in "other contributor."

Need to create list of authorized forms of author's names. R N

AUTHORIZING AGENCY
(UCSD)
The entity responsible for causing the creation of the resource and/or responsible for approving the content and form of the resource.

Use authorized form of approval body: Cataloging Committee, Metadata Services Department Unit Heads, etc. Not every document requires approval. Need to create list of authorized names. O N
DATE APPROVED
(UCSD)
The date the resource was approved by the appropriate Authorizing Agency. 		Use only when an Authorizing Agency is used.   O N
DATE POSTED
(UCSD)
The date the resource was made available in its present form. 		Date entered on TPOT.   System-supplied N
DESCRIPTION
(DC)
A textual description of the content of the resource, including abstracts in the case of document-like objects or content description in the case of visual resources.		   This is the brief summary that will appear in the browse hit list of a search engine retrieval screen. O N
FORMAT
(DC)
The data representation of the resource (html, Word, etc.) 		  Do we want to convert our documents to HTML or keep some in Word and Excel, etc,? ? N
LANGUAGE
(DC)
Langauge(s) of the intellectual content of the resource. 		  Currently, all our documents are in English. However, we may link to websites in other languages (CJK) and may want to specify language for links. ? ?
OTHER CONTRIBUTORS
(DC)
Persons or organizations in addition to those specified as Author or Creator who have made significant intellectual contributions to the resource.		 Use the authorized form of the contributor's name (persons, groups, committees, etc.)   O R
RELATION
(DC)
Relationship to other resources.		   Is this the field we will use to show where a document fits into the current TPOT organization scheme? See TPOT organization. ? ?
RESOURCE TYPE
(DC)
The category of the resource. 		Use types from a controlled list.

Need to create a list of approved types:
form
guideline
policy
procedure
link to a web page

 R N
STATUS
(UCSD)
Status of the document as a current resource.

Use to indicate if a document is:
archived
current
pending

  R N
SUBJECT
(DC)
The topic of the resource or words or phrases that describe the subject or content of the resource. 		Use terms from "Metadata Terms for TPOT Documents and Links." A text search will retrieve keywords from the text of a document. We have created a controlled vocabulary for subjects that appear in multiple documents. We will rely on text search for keywords which appear in few documents. R R
TITLE
(DC)
The name given to the resource by the creator or publisher. 		Use concise, distinctive titles. Need to give authors guidelines for creating titles. R N