1. UKOLN is supported by: Using the RSLP schema Ann Chapman Collection Description Focus A centre of expertise in digital information management www.ukoln.ac.uk

2. What is metadata? Structured data about resources Older forms of metadata –Card catalogues, paper inventories, archival finding aids –Directories and yearbooks New forms of metadata –Library OPACs – MARC format –Archival descriptions – EAD format –Collection descriptions – CLD schema

3. The need for structure Ensures that full data is recorded Same data elements for every item described Standard terminology in certain elements Consistency –User can predict information they can get from an entry –Supports machine searching Machine searching –Requires use of defined elements –Standard terminology in searchable element fields

4. What is the RSLP schema? Supporting work in RSLP programme –Used initially by some projects within RSLP programme –Used now by other projects as core schema Data elements defined –Elements which describe a collection –Elements which support machine searching for collection descsriptions Data elements not defined –Elements which specifically support collection management –Elements specific to a project or a particular collection register

5. RSLP schema features Descriptions held in relational databases A formatted description for each collection Descriptions can be linked –Parent / Child relationships –Association relationships Mandatory elements –Defined by applications (e.g. Title) Optional elements –Defined by applications (e.g. Strength) Not applicable elements –Not all elements required for every collection or collection type Repeatable elements –Access points (e.g. Concept, Name, Object, Time, Place)

6. Schema element groups Descriptive elements –Title, Description, Type, Strength, Accumulation date range, Contents date range, Custodial history, Notes Access points –Physical characteristics, Language, Concept, Object, Name, Place, Time Related resources –Sub-collections, Super-collection, Catalogue or description, Described collection, Associated collection, Associated publication Access to the collection –Access control, Location Collection administration –Identifier, Accrual status, Legal status, Creator, Owner

7. Descriptive elements Title Description – free text Type – what sort of collection? use set of terms defined in schema Strength – who will find this collection useful Accumulation date range – when was(is) material collected Contents date range – when was material produced Custodial history – changes in ownership and administration Notes

8. Access points Physical characteristics – texts, audio, images, etc Languages – collection of texts in Esperanto Concepts – topics, subject headings Objects – collection about fashion – dresses, suits, hats Names – collection about Picasso, collected by Sir Henry Tate Places – collection about Stonehenge Times – collection about World War 1

9. Related resources Sub-collections –University of Bath Library has two special collections Super-collection –The Pitman Collection is part of the University of Bath Library Catalogue or description –University of Bath Library OPAC Described collection –The Library OPAC describes the University of Bath Library Associated collection –Another collection on Pitman or shorthand elsewhere Associated publication –A book on the Pitman Collection

10. Access to the collection Access control –Who can use this collection? –Do I need permission to use the collection? –Can I reproduce material in the collection? –Do I need to make an appointment to use the collection? Location –Where can I find this collection –Physical collections Postal address, times of opening, disabled access –Digital collections URL

11. Collection administration Identifier –An external identifier, e.g. Museum registration scheme Accrual status –Still collecting? By purchase or donation Legal status –Collections may be subject to Trust deeds or even Acts of Parliament Creator –Person who originally collected the materials Owner –Not always the same as the Creator or current administrator

12. User views - who sees what? Who is the user? –Schoolchild, student, researcher, collection manager What does this user need? –Minimal data, option to see full data, specified element set Presenting the results –Display Title only –Display Title and Description –Display Title and Description, link to full record –Display Title, Description, Sub and Super Collections, Catalogue –Display omitting collection management elements –Display everything (for collection manager)