A centre of expertise in digital information management UKOLN is supported by: Tapping into Collections Ann Chapman Collection

A centre of expertise in digital information management

www.ukoln.ac.uk www.bath.ac.uk

UKOLN is supported by:

Tapping into Collections

Ann Chapman

Collection Description Focus



Overview

• Collection description– Collection Description Focus

– What is collection description?

– The RSLP metadata schema

– Collection description databases

• Tap into Bath– Aims and objectives

– Partners

– Collections

– Issues




• Part of UKOLN Policy & Advice team

• Supports implementers and those considering implementation– Documentation– Using the metadata schema– What content goes in each field?– Indexing



Collection of physicalobjects

Collection ofmetadata records

Collection of books

Collection of digitalitems

Database of CLDsCLDs provide high-

level “map” of landscape for user, researcher, visitor….



What is a collection?

• A group of resources with a common factor– On the same topic– In the same format– Belong(ed) to a person or organisation– For a specific group of people



Which can be:

• Fossils, shells, mineral samples, plant specimens, coins, medals, sculpture, carvings, paintings, drawings, bottles, kitchen utensils, manuscripts, printed and digital books, journals and documents, photographs, press clippings, maps, plans, clothing and dress accessories, silverware, ceramics, glassware, china dogs, quilts, clocks, furniture, tools, etc.



Size doesn’t matter

• Bath University Library – 440,000 volumes• Harborow Collection – 5 left-hand gloves• Victoria Art Gallery – 150 china dogs• Bath Chronicle – 100 linear feet of stored

photographs• No.1 Royal Crescent – a house• Public Record Office – 69 royal charters,

commissions and mandates

• Royal United Hospital – 1,000 e-journals



Why collection description?

• Enable collection provider to– disclose information about collections to users

• Enable user to– discover/locate collections– select collections to explore/search on basis of summary

description– compare collections as broadly similar objects (even

where items are heterogeneous)– understand conditions of access and use– interpret collections



What is collection-level description?

• CLD schema = sets of data elements about:– The collection– Agents connected with the collection– Location of the collection– Associated resources– Relationships of the above entities

• Implementations– Usually hold descriptions in a relational database– Have a specific focus– May extend or limit the metadata elements used



RSLP CD Schema - 1

General collection attributes• Title Pitman Collection• Identifier• Description Brief prose description• Strength Shorthand – international significance• Phys.Characteristics (Formats) Books,

manuscripts, journals, photographs• Language English• Type Library



RSLP CD Schema - 2

General collection attributes (continued)• Access control Restricted access• Accrual status Occasional donation & purchase• Legal status Owned by University of Bath• Custodial history Donated by Pitman & Sons• Note A significant proportion of the collection is in

shorthand.



RSLP CD Schema - 3

• Subject attributes– Topic Shorthand, spelling, alphabets, phonetics– Object Death mask of Sir Isaac Pitman– Time, Place, Name

• Date attributes– Accumulation 1970s - 2004– Contents 1901 – 1985

• Associated agents– Creator Sir Isaac Pitman, Sir James Pitman– Owner University of Bath



Collection Description databases

• Tap into Bath & Southern Cross• Revealweb• Cornucopia & MICHAEL• EnrichUK• Backstage• Cecilia• PADDI – Planning Architecture Design Database Ireland• MASC25• SCONE• RASCAL



Tap into Bath

• Cross-domain, cross-sectoral collaboration• Staff development• Opportunities to network• Practical experience of:

– Creating the database– Collecting (& entering) data– Differences in domain approaches– Open source software for re-use (Southern

Cross)



Aims and objectives

• Introduce concept of collection description to information professionals in Bath

• Produce a comprehensive resource for Bath

• Pilot project for local collection description databases using open source software

• Support re-use through documentation



Tap into Bath Partners

• Libraries: 2 university, 1 college, 1 school, 1 hospital trust, 1 utility company, 1 newspaper

• Archives: Bath Abbey, public Record Office, 1 university, 1 charities archive

• Museums: 13 – various, including a house

• Art gallery: 1 public gallery



Tap into Bath Collections

• Varying sizes

• Wide range of resource formats

• Some have item level catalogues– Some of which are online

• Publicly funded & commercial



Issues – data collection

• Partners new to this and had little time• Team created a draft entry for each

collection• Partners corrected and added content,

proposed indexing terms• Team edited entries for consistency• Team entered data



Issues – data content

• Text length in <Description>– Advised 1 short paragraph

• Range of data in <Access Conditions>– Opening hours– Admission charges or free entry (omitted actual charges)– Accessibility– Other features – guided tours, packs for schools

• Creator / Owner / Administrator– Partners sometimes unclear on distinction



Issues – element labels

• Making field labels user friendly, e.g.• Object = Star item• Physical characteristics = Materials held• Accumulation date range = When collected• Contents date range = Age of materials• Sub-collection = Contains• Super-collection = Part of• Accrual status = Collecting policy• Access control = Who can use it?• Access conditions = Access information



Issues – technical & maintenance

• Finding a server– Charges? Willing to host long-term? Server configured in

a standard way?

• Launch December 2004 – now need to review and update– Now: team contacts partners and then does update– Future: potential to develop password protected interface

for partners



Issues - granularity

• Schema supports hierarchical records

• Establishing which collections needed separate records– Public library – 29 collections– Roman Baths Museum – 5 collections

• Items can be in 1+ collections– Maps – local history, map, reference



Issues - indexing

• Which terminology to use?

• None ideal – LCSH best fit

• Possible move to UKAT

• Partners suggested terms

• Team identified LCSH form of term

• Time periods - problematic




Visit our website at:

http://www.ukoln.ac.uk/cd-focus/

Ann Chapman

[email protected]

Documents

A centre of expertise in digital information management UKOLN is supported by: Tapping into Collections Ann Chapman Collection