What are metadata?

Meta data can be defined as:

    Data describing one or more ressources

    Data connected to one object and describing that object

Basically, meta data are a description of documents, objects or services and contain information about their content, structure or form. More abstractly, meta data are descriptions of data (data about data). Bibliographic data sets and catalogue entries in libraries can be seen as a kind of meta data.

Basis for meta data is the Dublin Core Metadata Element Set (short: Dublin Core (DC)) consisting of fifteen basic elements. Dublin Core is the result of international efforts to establish a collective consensus in describing electronic objects. The Library of Congress (LoC), The Online Cataloging Library Center (OCLC) and a row of (several) national libraries deal with Dublin Core in many projects and are close to introduce the system respectively. So does the Library Service Center of Baden Württember (BSZ) which runs the collective data set of the south-western library network.

Single elements of the application form

1.  Title

Title of the document or the object.

Definition: The name of the ressource given by the author, the publisher or the creator.

Application reference: obligatory meta-element.

Dissertations need to be specified with a German and an English title. If the dissertation is written in another language, the title has to be specified in all three languages.

2.1 Creator

Name of the author

Definition: The person(s) who are/(is) responsible for the intellectual content. For instance authors (text documents), artists, photographers or illustrators (graphical documents).

For persons, the normed diction "family name, first name"is obligatory, in order to improve searchability of the document. Please do not mention academic titles.

Application reference: When possible (e.g. for diploma thesis or thesis) this is an obligatory element.

2.2 Creator (Urheber)

Name of the organisation

Definition: Organisation(s) which are responsible for the intellectual content of the document. As a rule organisation(s) (in librarian terms: corporate bodies) are responsible for the intellectual content, if there is an author collective or no persons are mentioned as creators in the document (e.g. in examination regulations). The field "Creator" therefore is not necessarily to be filled automatically with the own institute or facuIty. There are seperate fields for this purpose (university, faculty).

Application reference: If possible, this is an obligatory meta element

3.1 Contributor

Name of a person or an organisation.

Definition: Additional persons or organisations to the ones specified in the field creator. They should have contributed a meaningful intellectual feature to the ressource, which is secondary in relation to publisher and creator (e.g. co-author, translator, illustrators...)

For persons´ names the normed diction "family name, first name" is obligatory in order to increase searchability.

3.2 Advisor

The main tutor has to be specified concerning dissertations. Academic titles may be added optionally. (e.g. Muster, Hans Prof.Dr.)

Application reference: No obligatory but desirable meta element in the case that more persons participated in different functions in creating the document. (Exceptions: Specifying the main tutor concerning dissertations is obligatory)

4.1 Controlled keywords (german)

The keywords for controlled description of the document´s content can be automatically taken to the form sheet from the german (SWD) keyword vocabulary.

Application reference: Obligatory meta-element

4.2 Free keywords (german and english)

Additionally there is the possibility to give free keywords when there are no useful keywords in the controlled vocabulary. For better international searchability there is the possibility to give English keywords too.

For dissertations it is necessary to give German and English keywords.

4.3 Classification

As in some cases a verbal description of the content is not adequate, the possibility of classificatory description is offered, when corresponding systems are availabe.

List of available classifications

Application reference: fakultative meta element

5. Short summary

Abstract or free description of the ressource.

Definition: A textual description of the ressource´s content inclusive a short abstract for document ressources. For graphical ressources : Short description of the content. The description need not be longer then 2000 signs. It can be imported from the document through "copy and paste". In the case, that no abstract has been written, the Introduction or the table of content can be used.

For Dissertations it is necessary to give a summary in German and English (independent from the actual language of the dissertation)

Application reference: Obligatory meta element.

6. University - Faculty (Publisher)

Definition: The institution which is responsible that the ressource is at hand. At first, members of the university should bring documents to the library network, which is why the university is entered standardly. Within the university there is arrangement according to faculties.

Application reference: obligatory meta element, which has to be taken from a list.

7.  Year

The year of the document. For dissertation, the date of the oral examination has to be entered as well. For state doctorates, the day of the first public scientific presentation has to be specified. Standard ISO-8601 is used internally.

Publishing date and the last update of meta data is processed automatically by the system.

Application reference: obligatory meta element

8. Resource Type

Definition: Type of publication (e.g. dissertation, diploma-thesis, degree-dissertation, poem, homepage). Controlled vocabulary from a list of accredited terms based on the Dublin Core Standard Object Types is used.

Application reference: obligatory meta element, which has to be taken from a list.

9. Format

Definition: Data technical format of the ressource. Standard entry is application/pdf .

The following formats are availabe at the moment:PDF, PostScript, HTML furthermore the following graphic formats are available: GIF, JPEG etc. .

Dissertationen have to specified in PDF and in original format (e.g. Word, DVI etc.) of the used application (with all used objects like images, graphics, tables etc..).

The entries for this elements provides the necessary informations in order to decide over processing possibilities of the coded data (Hard-and Software to open the ressources (e.g. Acrobat Reader)).

Application reference: obligatory meta-element.

10.  Language

Definition: Language of the intellectual content of the ressource. Internally the NISO Z39.53 standard is used.

Application reference: obligatory meta element which has to be taken from a list.

11. Source

Definition: Printed or electronic source of other publications of the document. For html-coded Shakespeare sonnet this would be the printed version from which the particular electronic sonnet is taken. For a newspaper essay this means (for a conventional publication): Title, Year, Edition, Number and Page numbers and the URL of another electronic version respectively.

Application reference: If it is not the first publication, this is a very desirable meta element.

12. E-mail address

The person delivering the document has to give a contact possibility in order to avoid abuse of unauthorized usage. As a rule, an e-mail address should be specified. To this address the confimration of the entry is sent automatically. As the data is controlled manually, entering a telephone number and a post/institute address is possible respectively.

Application reference: obligatory meta element. Stored temporarily.

13.  Number of files to be uploaded

This is not a Dublin Core Element. In this field the complete number of files to be transmitted on the full text server hast to be specified. At the moment the formats PDF, Post Script, HTML and various graphic formats like GIF, JPEG etc are available.

For example: A HTML file with three images has to be specified as four files.

On the file upload form corresponding fields are offered to enter paths and names of the files on the local computer in order to transfer them to the full text server correctly. At this point, further fields can be use, if the number entered was not correct. For the case that less data is to be transferred then entry fields were specified this is possible without any problems.

Because file names are to be kept, all files should be named relevantly. (e.g. chap01.pdf, chap02.pdf..etc). If the files are numbered, please do this by using two digits.

File names should not contain Umlauts and no space. Instead of space, lines (_) can be used (e.g. chapter_01_introduction.pdf). Ideally, please orientate on ISO 9660-name convention (file names with max. 8 signs, all file names are only allowed to use the letter A to Z (without accents) and the number 0 to 9)

Dissertation have to be transferred as PDF and in original format of the used application (Word, DVI etc). In this case, please do only specify the number of files with one format and not the sum of files in both formats.

Application reference: obligatory element

14.  Period of validity

This is not a Dublin Core Element. Here, limited validity of a document can be entered. After the entered period the document is deleted. As documents are offered over a long term and quotable, this is an exception.

Application reference: obligatory element

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