1. 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

2. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

3. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk Collection Description Focus Part of UKOLN Policy & Advice team Supports implementers and those considering implementation –Documentation –Using the metadata schema –What content goes in each field? –Indexing

4. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk Collection of physical objects Collection of metadata records Collection of books Collection of digital items Database of CLDs CLDs provide high- level “map” of landscape for user, researcher, visitor….

5. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

6. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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.

7. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

8. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

9. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

10. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

11. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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.

12. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

13. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk Collection Description databases Tap into Bath & Southern Cross Revealweb Cornucopia & MICHAEL EnrichUK Backstage Cecilia PADDI – Planning Architecture Design Database Ireland MASC25 SCONE RASCAL

14. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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)

15. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

16. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

17. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk Tap into Bath Collections Varying sizes Wide range of resource formats Some have item level catalogues –Some of which are online Publicly funded & commercial

18. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

19. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk Issues – data content Text length in –Advised 1 short paragraph Range of data in –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

20. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

21. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

22. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

23. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk 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

24. A centre of expertise in digital information management www.ukoln.ac.uk www.bath.ac.uk Collection Description Focus Visit our website at: http://www.ukoln.ac.uk/cd-focus/ Ann Chapman A.D.Chapman@ukoln.ac.uk