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How to fill out the web submission form for collections
Page history last edited by Anonymous 2 yrs ago
Here are some simple instructions how the form should be filled out:
This form can be filled out using both Cyrilic and Latin characters. All values in Cyrillic must be transliterated according to the Library of Congress system. The fields Creator, Subject focus, Geographical focus and Location of original items should be coordinated with The LC Name Authority File of The Library of Congress. If the information about those fields appears in the LC files, it should be listed in this particular way. This is especially important when the data is in Cyrilic and has to be transliterated. For the Language of items field, please refer to LC Codes for representation of languages.
The web submission form for collections is Step 4 in the web submission process for projects. When the Step 3 of the project submission is completed, the form for collections will be displayed authomatically with the name of the project on it. However, if you decide to describe and submit the information for this collection later, you can close the form and simply use the URLprovided at the top of this page later. In this case, once the project has been entered in Microsoft Access and it's time to describe its collection(s), open the web-submission form and enter the name of the project to which this collection belongs. You can do this in two ways: by checking the name directly in Microsoft Access or by going to the actual web-site in the project. In any case, the name in the database should match the name listed in the web-site. The search interface of the web-submission form for collections also gives you the option of entering the fist letter(s) of the project. When you click on Search, the system will display a pull-down menu. Choose the project that you need and its name will appear automatically on the form.
Note: Some projects don't have separate collections. In those cases the project has to be described as a collection as well.
| Project name | displays automatically; follow the instructions provided above | | Title | Use the name that the web site of the project provides for this particular collection. There are cases when the project has no collections and in those situations the name of the project coincides with the name of the collection. | | URL | http:// | | Creator | This information is usually listed on the project or collection web page. If not, leave the field blank | | Description | Free text, describing briefly the digital collection, its purposes and content. If the collection is the project itself, the description used for this field should be different from the description of the project | | Subject focus | Slavic and Eastern European library at the University of Illinois uses few primary and several secondary categories for this field. These categories are listed in our Browse collection by subject web page. If none of these categories can be used to describe the subject focus of the new collection, please refer to the LC Headings before creating a new category. | | Geographical focus | For more information on the geographical categories used, refer to our Browse collections by Geographical focus Inventory web page. All the headings in this field should match the LC Headings or the headings provided by Getty Thesaurus of Geographical Names | | Chronological focus | For this field use the system to describe historical abstracts which is explained in our Browse Collections by Chronological focus web page. Example: if the chronological period that this collection covers is 1789-1867, the information should be entered as follows 1700H-1800H/1780D-1860D/1789-1867. | | Language of items | Always refer to the abreviations in the LC Codes for representation of languages. Use only the abreviations given under code ISO 639-2. Example: Russian should be listed as rus, not ru, Polish as pol, not pl, etc. | | Size of collection | Free text. This information is usually provided in the web site: byte size, number of files, or number of cataloged items. If not, leave the field blank. | | Format of original items | This field uses controlled vocabulary. The categories are listed in the Browse Collections by Original format page. | | Source type | The options here are only three: primary, secondary and bibliographic (tertiary). | | Identifier for original items | This is a form generated according to AACR2r2002r for the works, or OCLC numbers for the items being digitized. Most of the projects/collections don't give this information and in such cases cases this field is left blank. | | Location of original items | In most cases this is a name of library, university or other institution. Please, refer to the LC Headings | | Format of surrogate items | This field gives information about the file formats for the digitized or encoded items. Example: pictures and images can be displayed in PDF, JPEG, TIFF or GIF file format; texts can be encoded in HTML, SGML or XML, etc. Usually this information can be found in the web site of the project/collection. If not, one should email the contact person for the project and ask for file format information. This has been done before, with a response rate of more than 50%. | | Metadata/encoding scheme | Controlled vocabulary: Dublin Core, TEI, TEI headers, EAD, RDF, Topic Maps. If none of those is listed in the web-page, leave blank. | | Medium of collection | There are only 2 options: CD-ROM or no medium. | | Web services | Controlled vocabulary: OAI, RSS, SRU, Z39.50. If no information can be found in the project web site, write "none" | | Access conditions, rights asserted | A statement of any access restrictions placed on the digital collection; information about rights (copyrights, etc) held in and over the digital collection. Usually the information appears at the bottom of the web-page. Example: Copyright 1999-2003, The Trustees of Indiana University or © 2003 The New York Public Library. The site also has a link to Photographic Services and Permissions, a division of the New York Public Library, from reproductions may be licensed. | | Made available | Date the collection was made publically available; yyyy/mm/dd. If the information is not provided, leave blank | | Frequency of additions | Frequency of additions to the digital collection (such as closed, irregular, daily, weekly, monthly, yearly). Free text | | Future plans | Plans to include new materials in collections. Free text. If the information is not specified, leave blank. |
When the form is submitted to the database, you can proceed with further classification of the new collection in Microsoft Access. To learn how to do that, click here.
How to fill out the web submission form for collections
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