Documentation:MRAi DTES RAP Metadata Style Guide

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Primary Source Repository URL

Definition

A web address that points to the item at a source MRAi considers "first priority."

Rules

  1. If the item has only one source link, always make it the primary source.
  2. If an item is in cIRcle, always make the cIRcle link the primary source.
    1. Use cIRcle's hdl.handle.net permalink for the item (e.g. http://hdl.handle.net/2429/65237).
    2. For consistency, do not use the cIRcle DOI (e.g. https://doi.org/10.14288/1.0365286) or the longlink (e.g. https://open.library.ubc.ca/cIRcle/collections/ubctheses/24/items/1.0365286)
  3. If a non-cIRcle item has more than one source link and only one of the source links is openly accessible, make the open access link the primary source.

Primary Source Repository/Publisher Name

Definition

The name of the primary source from where the item came.

Rules

  1. For scholarly articles, this is typically the publisher or database's name, not necessarily the journal's name.
    1. e.g. use SAGE instead of International Quarterly of Community Health Education
  2. For grey literature, use the entity or organization that publishes the item and/or hosts it.
    1. e.g. Canadian Public Health Association; Pivot Legal Society
  3. For multimedia items, use the hosting website.
    1. e.g. YouTube; Vimeo

Secondary Source Repository URL

Definition

A web address that points to the item at a source MRAi considers "second priority."

Rules

  1. If an item is in cIRcle but also has a scholarly publisher DOI/URI or a weblink, always make the publisher link/weblink the secondary source.
  2. If a non-cIRcle item has more than one source link and only one of the source links is openly accessible, always make the non-open access link(s) the secondary source(s).

Secondary Source Repository/Publisher Name

Definition

The name of the secondary source(s) from where the item came.

Rules

  1. Refer to the rules in Primary Source Repository/Publisher Name (Section 3.2).

Title

Definition

The complete title and subtitle of the item.

Rules

  1. Capitalize the first letter of the title and leave the rest lowercase, excepting proper nouns.
  2. Separate title and subtitle with a colon (:).

Alternative Title

Definition

Refers to an accepted item title other than the one that appears in the Title field (if applicable).

Rules

  1. Capitalize the first letter of the alternative title and leave the rest lowercase, excepting proper nouns.
  2. Separate alternative title and subtitle with a colon (:).

Creator(s)

Definition

The principal author(s) of the item. Can be individual people or corporate entities.

Rules

  1. For individual people, always format names like this: [Last name], [First name] [Middle name/initial].
    1. e.g. Public, Jane Q.
  2. For corporate entities (such as non-profit organizations, community societies, and government bureaus), format names as they would normally appear. Use the full corporate name. Avoid acronyms unless explicitly preferred by the entity.
    1. e.g. Downtown Eastside Women's Centre
  3. Separate multiple author names with semicolons and spaces.
    1. e.g. Bardwell, Geoff; Collins, Alexandra B.; McNeil, Ryan; Boyd, Jade
  4. If editors are credited most prominently (e.g. for a poetry anthology), refer to them as the creators and use [Ed.] or [Eds.] at the end.
    1. e.g. Asfour, John Mikhail; Gardiner, Elee Kraljii [Eds.]

Project Name

Definition

The name of the broader research or community project that the item is connected to.

Rules

  1. In scholarly research, projects are most commonly connected to cohorts. Spell out the full name of the cohort first, then use its acronym (if applicable) in parentheses.
    1. e.g. Vancouver Injection Drug Users Study (VIDUS)
  2. A project name may belong to more than one item. If so, develop a standard orthography for the project name and render it in the same way each time.
    1. e.g. At-Risk Youth Study (ARYS) is the established orthography for the project of the same name. It should not be rendered as At-Risk Youth Study (without the acronym in parentheses) or as At Risk Youth Study (ARYS) (without the hyphen between "At" and "Risk").
  3. The item should belong to the named project.
    1. If the authors of an item are observing and writing about a community project from the third-person perspective (i.e. without being involved in the project itself), do not file the project name with the item.

Serial Title

Definition

The periodical or series that published the item (if applicable).

Rules

  1. For scholarly journals, render the journal name in the same way the journal renders it.
    1. e.g. The journal cultural geographies should be rendered entirely in lowercase, in accordance with its own style.

Publication Date

Definition

The date the item was published.

Rules

  1. In general, follow the ISO 8601 format [YYYY-MM-DD].
  2. Refer to the source to find the date.
    1. If the source only states year and month of publication, use [YYYY-MM-01] as default.
    2. If the source only states year of publication, use [YYYY-12-31] as default.

Subject(s)

Definition

Words or phrases that describe an item's subjects and/or main topics. Intended to improve search recall and precision.

Rules

  1. Separate each subject heading with a semicolon and a space.
  2. Refer to the MRAi DTES RAP Subject Headings Handbook for guidance on usage.

Topic(s)

Definition

A controlled vocabulary with terms describing broadly-defined subject matter common to research and/or discourse in the DTES. Intended to make the collection more browsable.

Rules

  1. Do not use any Topic Tag that is not already in the controlled vocabulary.
  2. If you wish to add, subtract, or otherwise change a Topic Tag, please consult with Aleha and/or bring your request to the MRAi Steering Committee.

Type

Definition

A controlled vocabulary with terms describing the digital file type of an item in a general sense (e.g. Text, Audio, Video). Does not specify file formats (e.g. .pdf, .jpg, .mp4).

Rules

  1. Do not use any Type Tag that is not already in the controlled vocabulary.
  2. If you wish to add, subtract, or otherwise change a Type Tag, please consult with Aleha and/or bring your request to the MRAi Steering Committee.

Category

Definition

A controlled vocabulary with terms describing the broad circumstances of MRAi resources (e.g. Academic Research, Community Research and Reports, Creative Work). Based upon rhetorical genre theory, which takes the creator's positionality and stated purpose as distinguishing features.

Rules

  1. Do not use any Category Tag that is not already in the controlled vocabulary.
  2. If you wish to add, subtract, or otherwise change a Category Tag, please consult with Aleha and/or bring your request to the MRAi Steering Committee.

Genre

Definition

A controlled vocabulary with terms that more narrowly describe the form, shape, or circumstances of an item (e.g. Book Chapter, Thesis/Dissertation, Musical Recording, Documentary Film, etc.)

Rules

  1. Do not use any Genre Tag that is not already in the controlled vocabulary.
  2. If you wish to add, subtract, or otherwise change a Genre Tag, please consult with Aleha and/or bring your request to the MRAi Steering Committee.

Access

Definition

A controlled vocabulary that describes a given item's degree of accessibility from the vantage point of a typical user.

Rules

  1. Use Licensed Unrestricted Electronic Access (Open Access) if the item is in cIRcle, or is an open-access scholarly resource on the internet.
    1. Use the Unpaywall extension to help determine which articles are openly accessible on the internet.
  2. Use Freely Available if the item is freely accessible on the internet.
    1. Typically, these items are copyrighted differently from open access "items" and are not published by scholarly publishers.
  3. Use Circulating Physical Items if UBC Library has a physical copy of an item that is neither open access nor freely available on the internet.
  4. Use Licensed Restricted Electronic Access (Closed Access) if the item is not in cIRcle, not included in UBC Library's physical collection, and requires a publisher paywall or other means of access restriction to view on the internet.
  5. Do not use any Access Tag that is not already in the controlled vocabulary.
  6. If you wish to add, subtract, or otherwise change a Access Tag, please consult with Aleha and/or bring your request to the MRAi Steering Committee.

Contributor(s)

Definition

Anyone who is not considered a principal creator of the item, but is credited as contributing to the item (e.g. illustrators, designers, reviewers, authors in an anthology).

Rules

  1. Refer to rules 1-3 in Creator for general guidelines on how to transcribe contributor names.
  2. After rendering the contributor's name, insert their role in brackets (before the semicolon, if multiple contributors).
    1. e.g. Pacey, Katrina [reviewer]; Ledding, Christa [designer]

Affiliation(s)

Definition

A controlled vocabulary with terms identifying organizations that creators and contributors belong to. Benefits users interested in search for output by particular research institutions or community organizations.

Rules

  1. If a creator is part of a department, faculty, school, or division at a higher learning institution:
    1. Render the type of academic department specified first. Render the discipline second. Insert a comma, then render the institution last.
      1. e.g. Department of Geography, Simon Fraser University
    2. If a creator is affiliated with the University of British Columbia Vancouver campus, use UBC. If the creator is affiliated with the University of British Columbia Okanagan campus, use UBC Okanagan.
      1. e.g. School of Nursing, UBC; Department of Political Science, UBC Okanagan
    3. If a UBC department has a widely-used acronym, include it in parentheses before the comma.
      1. e.g. School of Community and Regional Planning (SCARP), UBC
    4. For visiting scholars, use their "home institution," not the institution at which they are currently visiting.
  2. For non-academic institutions and organizations, use the full name of the organization.
    1. Two exceptions to this rule:
      1. Use BC Centre for Excellence in HIV/AIDS and BC Centre on Substance Use (not British Columbia...) when referring to those orgs.
    2. If the non-academic institution/organization has specific divisions or bureaus that a creator belongs to, include them.
      1. e.g. Office of the Attorney General, Province of British Columbia
    3. If a non-academic institution/organization has a commonly-used acronym, include it in parentheses after the full name.
      1. e.g. Vancouver Area Network of Drug Users (VANDU)

Description

Definition

A summary of an item's nature and scope.

Rules

  1. If an item has an abstract, use it as the description.
  2. If an item does not have an abstract, either:
    1. Use the introductory paragraph.
    2. Write a short (2-3 sentences maximum) description of the item.