1. Open the spreadsheet: dLOC_Items.xls in: \\SmathersNT12\DLCdocs\CatMet\dLOC. Copy the URL (for use in step 3 below), then click to view the image.
2. From the main menu: Action -> Open -> UFDC. A box labeled “Open from Web” will come up with two fields. (If you forgot to copy the URL during Step 1, do so from above the image.) Paste it into the first field in the box, “Download by URL.” Click on the matching “Download” button and the template will reappear, ready for the rest of the workflow until steps 6 and 8.
4. In tag “General Information”, fill in the following information (The box is repeatable if there is a + after the box. Click + to add a new box):
Don’t edit this section.
- Language: Language of the contents. Repeatable.
- Resource Type: Type of material. Record serials as Serial not Text.
- Physical Description: Add in ISBD format..
- Identifier and Type: Enter identifiers and choose relevant type. Repeatable.
- Source Institution: Refer to the Institution list at: http://www.dloc.com/documents/CA_Codes.xls.
- Holding Location: Same as Source Institution.
The screenshot is an example for tag “General Information”.
5. In tag “Source Document”, fill in the following information (The box is repeatable if there is a + after the box. Click + to add a new box):
- Title: Usually exists already. Normalize to ISBD format.
- Add Alternate Title: Click to add varying form of title and language. Repeatable.
- Add Series Title: Click to add series/serial title. (dLOC treats each serial issue as an item. The serial title is the same as the item title but without issue number. Each issue has the same BibID and its own VID.)
- Add Uniform title: Click to add uniform titles.
- Creator: Use LC authorities if possible (check the OCLC authority file or LC's Web authority file). If no LC authority exists, keep all the names for one entity in a consistent format. Repeatable.
- Name: personal name or corporate body. Include diacritics (copy/paste from authority record).
- Role: leave blank unless the creator is the illustrator, engraver or translator, etc., rather than author.
- Years: Leave blank.
- Location: Leave blank.
- Contributor: Any added entries for persons or corporate bodies. Same as Creator. Repeatable.
- Years: Active years of the publisher.
- Publication Date: Date when the item was published.
The screenshot is an example for tag “Source document”.
6. In tag “Subjects and Keywords”, fill in the following information (The box is repeatable if there is a + after the box. Click + to add a new box):
- Subject Keyword and Scheme: Keep any existing subject headings there and add new boxes for new headings and relevant thesaurus. Repeatable. Schemes are to be used are FAST, LCTGM and AAT if necessary. If there are two more terms within a heading, use format as "term1 space dash dash space term2". For example: "Peach -- Diseases and pests".
- Temporal Subject: Use FAST temporal headings.
- Hierarchical Geographic: Jurisdiction names and geographic features. Use the term as it appears in the CountryEN column of the Geography list at: http://www.dloc.com/documents/countries3way.xls. Do not include Continent. If partnering institution recorded country in "Area", delete it. Repeatable.
- Affiliation: Refer to Affiliation list at http://www.uflib.ufl.edu/digital/temporary/reformed_hierarchy.xls. Repeatable.
- Abstract and Language: Add abstract in original language and translate to English if possible. Repeatable. If you translate your abstract and want to leave space between the English and Spanish or French versions, do not hit “Enter” as you would in “Word” or the template will disappear and you’ll have to recall it. Instead, hold down the space key until the desired space is created.
Cataloger’s initial and date in format as: “catrev-your initial-03/21/2007”.Place special notes in this area if needed.
Examples of notes:
- "Table of contents p. 51" (a Spanish language work which, following typical Spanish/Latin American format, has the contents on the penultimate page. A note was made to alert researchers who may be able to read the language but not know the custom, and may not think to look at the end of the work.)
- "Some copy is missing or out of order. Twenty-eight conference presenters are named on the title page, four of them contributed to the book."
The screenshot is an example for tag “Subjects and Keywords”
7. Don’t edit tags “Behaviors” and “Serial”. “TOC” has been removed from the template.
8. To save the file, choose Save from the main menu or click Ctrl+S or the button Apply at the right-down corner. When you click on “Save” or “Apply,” another small box labeled “Save METS Destination” will ask you to “choose” where to save it – make sure both options are chosen before clicking ok, then ok again.
9. In item list spreadsheet, add your initial and date in column “CatRev” in the format of “catrev-your initial-03/21/2007”; add “s” in column “Serials” if the item is a serial issue. The revision is done.
Prepared by: Haiyun Cao
Created: July 2007
Revised by: Betsy Simpson, August 2007