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Touchstone
Collection Level Description Guidelines

These guidelines are primarily intended to be used with the Touchstone Collection Level Description template and are based closely on the RSLP Collection Description Tool and Data Entry Guidelines.  

Introduction

The data entry guidelines are split into several sections. Note that the agent attributes in the appendix are listed once in these guidelines. They appear three times in the template - for the collector(s) and owner(s) of the collection and the administrator(s) of the location.

Unused attributes should be left blank.

Collection Record

Identity Statement Area
Reference code:
A unique code that identifies the collection.
The project officer will assign number sequence.
Local CLD codes: 
The code for any local codes assigned to the collection.
Title: 
The name of the collection. 

For collections with a given name, enter the name of the collection preserving the original wording, order and spelling. Subtitles should be separated from the title by a colon, for example: Voices from the Dust Bowl: The Charles L. Todd and Robert Sonkin Migrant Worker Collection

Where a collection has a well known acronym it should be provided in parentheses after the name, for example:  The Wilfred Owen Multimedia Digital Archive (WOMDA)
Contents date/s of creation: 
The range of the creation dates of the individual items within the collection. 
Same format as Accumulation Date Range in Parent Record.

Context Area
Archival/Custodial history:
Free text statement of any changes in ownership and custody of the collection that are significant for its authenticity, integrity and interpretation. 
Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text. 
Scope and content/description of collection :
A free text summary of the collection.

Although a description might contain detailed subject-specific information, at least part of the description should be understandable by an end-user with no specialist knowledge of the subject area.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text. 
Accrual status:
A free text statement of accrual policy, accrual method and accrual periodicity of the collection.
Where possible cover the following areas using terms taken from the bracketed lists: 
  • accrual policy (closed, passive, active, partial/selective)
  • accrual method (purchase, deposit)
  • accrual periodicity (closed, irregular, periodic).

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text. 

Dates of accumulation:
The range of dates over which the collection was accumulated. 
Same format as Accumulation Date Range in Parent Record.
Temporal coverage:
The temporal coverage of items in the collection.  The terms should indicate the subject matter of the collection.  Leave blank if the same as Contents date/s of creation. 

Same format as Accumulation Date Range in Parent Record.

Conditions of Access and Use Area
Conditions governing access: 
A free text statement of any access restrictions that are placed on the collection.

The statement may cover issues such as allowed users, charges, etc. and may give reasons for any restrictions that are in place (for example the physical status of the collection).

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.
Access conditions URL:
A URL specific to accessing the collection described.
Legal status:
A statement of the legal status of the collection.

Choose from the following:

  • Permanent Loan              (does not transfer ownership)

  • Temporary Loan              (does not transfer ownership)

  • Deposit                         (does not transfer ownership)

  • Gift                               (transfers ownership)

  • Purchase                        (transfers ownership)

  • Bequest                         (transfers ownership)

If none of the above suffice use a free-text statement in a single paragraph of text.
Copyright status:
The copyright status of the collection.
Conditions governing reproduction:
The reproduction rights of the collection.
Language(s) [prose]:
The language(s) of the items in the collection.

Enter one of the following descriptions.  If a collection contains substantial foreign language material add language code at the end of the text statement using the format defined by AACR2.

  • Primarily English
  • English with selected foreign language material
  • Wide selection in foreign language
  • Primarily in one foreign language

Eg. English with selected foreign language material (French, German).
Language(s) [code]:
Include language(s) relating to the contents of the collection.
Physical characteristics and technical requirements:
A free text statement of the physical or digital characteristics of the collection.

The statement may include an indication of the number of items in the collection, the total duration of items and physical or digital space requirements.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.
Format(s) +: 
The format associated with the items in the collection.

Select terms from the following list:

  • Computer media, ie. machine-readable data

  • Facsimile

  • Manuscripts

  • Microforms

  • Music (sheet music)

  • Newspapers

  • Pictures, designs, and other two-dimensional representations

  • Photographs

  • Printed books

  • Audio-visual media (motion pictures, videorecordings, dvd, filmstrips, slides, transparencies)

  • Sound recordings (cassette, cd-rom, reel-to-reel, disc)

  • Unpublished material (typescript, correspondence, minutes, etc., research notes)

Where more than one object name is provided, a repeated numbered attribute should be used for each. 
Finding aids +:
A collection that describes the current collection (for example, the catalogue for the current collection). 

Enter the name of the collection referred to. The data entry guidelines for collection names should be followed. 
Described collection +:
A collection that is described by the current collection. 

Enter the name of the collection referred to. The data entry guidelines for collection names should be followed. 
Sub-collection(s) +:
A collection contained within the current collection. 

Enter the name of the collection referred to. If a name is entered, the data entry guidelines for collection names should be followed. 
Super-collection(s) +:
A collection that contains the current collection. 

Enter the name of the collection referred to.  If a name is entered, the data entry guidelines for collection names should be followed.
Locator:
The online locator (URL) of a digital location. 

Enter the URL of the location. URLs must be fully specified, for example: http://www.sosig.ac.uk/

Do not use this attribute as part of the description of a physical collection. If you want to provide the URL of a Web page that describes the location, use the 'See also'.
Type:
The type of the collection.

Enter a term taken from the list at <http://www.ukoln.ac.uk/metadata/rslp/types/>.
Strength [prose]: 
A structured text statement of the strength(s) of the collection.

Select a description from the following list:

  • Out of scope: the Library does not collect in this area.

  • Minimum Level: few selections are made beyond very basic works.
  • Basic Information Level: a collection of up-to-date general materials that serve to introduce and define a subject.
  • Study Level: a collection adequate to support undergraduate courses.
  • Advanced study/Local Research Level: a collection adequate to support doctoral and post-doctoral research needs.
  • National Research Level: an extensive collection of research material.
  • Comprehensive level: a collection including, so far as is reasonably possible, all significant works of recorded knowledge.

Strength [code]:
A structured code of the strength(s) of the collection.

Select a code from the following list:

  • 0    Out of scope: the Library does not collect in this area.
  • 1    Minimum Level: few selections are made beyond very basic works.
  • 2    Basic Information Level: a collection of up-to-date general materials that serve to introduce and define a subject.
  • 3    Study Level: a collection adequate to support undergraduate courses.
  • 3.5  Advanced study/Local Research Level: a collection adequate to support doctoral and post-doctoral research needs.
  • 4    National Research Level: an extensive collection of research material.
  • 5    Comprehensive level: a collection including, so far as is reasonably possible, all significant works of recorded knowledge.

Allied Materials Area
Associated units of description +:
The name of a second collection that is associated by provenance with the current collection but not held in the same repository.

Enter the name of the associated collection referred to. The data entry guidelines for collection names should be followed.
Related collection +:
The name of a second collection in the same repository that is related to the current collection.

This should not duplicate the Sub-collection or Super-collection attributes.  The data entry guidelines for collection names should be followed.
Publication note/Associated publication +:
The details of a publication(s) that is based on the use, study, or analysis of the collection.

Enter the name of the publication referred to. If a name is entered, preserve the original wording, order and spelling.

Note Area
Note +:
Any general information about the collection.

Only enter information here that is not covered by other attributes in the collection description schema.

Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.

Editing information

Date/s of Collection Level Description:
Format yyyy/dd/mm  (W3C standard:  http://www.w3.org/TR/NOTE-datetime.html):

  • Year:                           YYYY (eg 1997)

  • Year and month:            YYYY-MM (eg 1997-07)

  • Complete date:              YYYY-MM-DD (eg 1997-07-16)
Copy or copies of description: 
Details of databases which include the same record, eg. Backstage
Created by:
Initials of the person creating the record
Updated date:
Date of any updates.  See above for format
Updated by:
Initials of the person updating the record

Keywords
Personal Name(s) +:
Personal name(s) associated with the items in the collection. 

Recommended best practice is to select terms from Library of Congress authority  or Hamnet, the online library catalogue of the Folger Shakespeare Library.  For the latter, search for a subject-related item and call up the MARC record which contain LCSHs.  Cut-and-paste the appropriate heading.

Where a scheme is used, provide the shortened version of the scheme name.  Enter the complete name, including punctuation and capitalisation, according to the relevant scheme, eg. Shakespeare, William, 1564-1616 (Scheme = LCSH).  For precise rules see AACR2 chapters 20-24.

Where more than one name is provided, a repeated numbered attribute should be used for each.
Family names: Do Not Use
Corporate Name(s) +:
Corporate name(s) associated with the items in the collection.

Recommended best practice is to select terms from Library of Congress authority  or Hamnet, the online library catalogue of the Folger Shakespeare Library.  For the latter, search for a subject-related item and call up the MARC record which contain LCSHs.  Cut-and-paste the appropriate heading.

Where a scheme is used, provide the shortened version of the scheme name.  Enter the complete name, including punctuation and capitalisation, according to the relevant scheme

Where more than one name is provided, a repeated numbered attribute should be used for each.
Place names +:
The spatial coverage of items in the collection: the terms used indicate the subject matter of the collection.

Where more than one place name is provided, a repeated numbered attribute should be used for each
Subjects/Concept(s) +:
Keywords or subject descriptors associated with items in the collection.

Recommended best practice is to select terms from Library of Congress authority  or Hamnet, the online library catalogue of the Folger Shakespeare Library.  For the latter, search for a subject-related item and call up the MARC record which contain LCSHs.  Cut-and-paste the appropriate headi

Where LCSH is used, provide a shortened version of the scheme name.  Enter the complete subject descriptor, including punctuation and capitalisation, according to LCSH, for example:

World War, 1939-1945 - Germany (Scheme=LCSH)
Germany - History - 1933-1945 (Scheme=LCSH

Add any concepts which do not appear in the LCSH scheme as a free text attribute.  Where more than one keyword or descriptor is provided, a repeated numbered attribute should be used for each. Eg.
Concept 1   Shakespeare, William, 1564-1616 – Biography (Scheme = LCSH)
Concept 2   Life

Agents/Organisations

Location : Administrator/s : Owner/s : Collector/s
Agent ID:
A unique code that identifies the Agent.
This is a unique code that identifies the Agent .  Historical Manuscript Commission repository codes will be used for institutions if available: see http://www.hmc.gov.uk/archon/lists.htm.  If unavailable, the project officer will assign this number, taking into account any previous local numbering system or reference code.
Name:
The corporate of personal name of the agent.

Personal names should either be entered in direct order or surname first followed by a comma followed by the elements of the name that usually precede the surname.
Postal address:
The postal address of the physical location of the collection. Enter the postal address on one or more lines. Separate address components using a comma(,): Shakespeare Centre Library, Henley Street, Stratford-upon-Avon
Postcode:
The post code of the physical location of the collection. 
Country:
The country in which the collection is physically located. Enter a two-letter country code (taken from the ISO 3166 standard), eg. uk
Telephone number: 
The telephone number of the agent.  Telephone numbers should be entered using the international format, for example:  +44 1225 323933
Fax number: 
The fax number of the agent. Facsimilie telephone numbers should be entered in international format, for example: +44 1225 826838
Email address:
The electronic mail address of the agent.  Email addresses should be given in full RFC-822 format, for example: j.a.shaw@bham.ac.uk 
Access conditions:
A free text statement of any access conditions associated with the location. The statement may include hours of access, classes of permitted user, etc. 
Note that the text cannot be explicitly formatted in any way (by using HTML mark-up for example) - it should be treated as a single paragraph of text.
Biography/history:
The biographical details on, the Collector.

This attribute should only be used for the Collector(s) of the collection. 

Additional information for Location
Location URL:
The URL of the repository or library.
OPAC or other general catalogues:  
Free-text description of catalogues which contain bibliographical information of Shakespeare collections.  URL for OPAC may be included here.
Overall holdings: 
general free-text description of the library collections
Acquisition date range/s: 
Date range for acquisition of Shakespeare collections.
Enter a date range - two dates separated by a forward-slash (/). Each date should be entered according to the W3C note on 'Date and Time Formats', <http://www.w3.org/TR/NOTE-datetime>. Null dates may be used to indicate open-ended date ranges. 
All the following are examples of valid date ranges: 
1888/1894
1960/
2000-02/2000-06 
indicating, '1888 to 1894 inclusive', '1960 onwards' and 'February 2000 to June 2000 inclusive' respectively.
Acquisition information:
Free-text description of acquisition policies.
Collection policy:
Indicate if a collection policy exists and where it can be consulted if available.
Retention policy:
Any relevant details if a separate retention policy exists.
 
Maintained by:
touchstone@bham.ac.uk 		Last updated: November 02, 2010
Designed by: DoubleK Design