Documentation:MRAi DTES RAP Metadata Style Guide

From UBC Wiki

The rapTracker 

Overview

The MRAi uses the rapTracker to track the metadata of the items currently on the DTES RAP and/or of interest to the DTES RAP. It is used to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP Admin panel.

The rapTracker is currently hosted on UBC’s OneDrive. Access is provided by Aleha McCauley and users must sign in with a ubc email address.

The rapTracker records the MRAi's progress in:

  1. Tracking items that are of interest to, or currently are in the DTES RAP (Items Description Tab)
  2. Tracking metadata for items (Items Description Tab)
  3. Tracking creators’ information (RAP Creators Tab)
  4. Compiling metadata to create objects on the DTES RAP (Index and Match)
  5. Identifying Potential Creators (Potential Creators Tab)
  6. Identifying and processing relevant materials that are already in Open Collections/cIRcle (Geo-Tag Tracking Tab)
  7. Processing and cataloguing items for archiving in cIRcle and for linking as objects in the DTES RAP
  8. Creating Data Visualizations for reporting purposes (see Visualizations Tab)

Metadata Tools

Common Controlled Vocabularies

Format and Genre
Names (Creator, Contributor, Publisher, Subject)

Don't forget to check cIRcle, the RAP and our tracking documentation also!

Subject

Metadata Wrangling Resources

Podcasts

Tracking Data in the rapTracker

The Items Description Tab of the rapTracker is organized into columns that provide relevant information about items the MRAi is tracking. As the Student Librarian processes items for archiving in cIRcle, adds links to the DTES RAP, or communicates with item creator(s), relevant item record fields must be updated at each stage.

Below are the metadata fields in the order they appear in the Items Description Tab, with definitions, rules and tips. Metadata fields that are also DTES RAP fields are noted.

Unique Item Identifier

Definition

Numeric sequence that identifies each item in the rapTracker.

Rules

  1. Each item must have a Unique Item Identifier.
  2. The unique item identifier is generated by date of entry (yyyy-mm-dd) + order of item entry (NNN).

Tips

For example: the first entry on November 1st 2020 would be 2020-11-01-001.

Citation

Definition

A bibliographic reference for the resource, if it has been previously published.

Rule

  1. Citations must be in APA format.

Action Status

Definition

Indicates the status of the item regarding relevant processes within the rapTracker. This field is colour-coded to help differentiate the current status of each item.

Tips

White: Data Created
  • Citation of interest has been added but that is all (e.g., no other fields or request to creators initiated yet)
Green: In Progress
  • From first actions taken to creator notifications sent
  • Example: author request initiated but deposit not yet completed
Yellow: Attention
  • Use this to highlight items that need attention, have problems and/or are high priority
  • This is a time-sensitive status. Use this to highlight 0-10 items that need to be addressed with a work week. Discuss with your supervisor if more than 10 items have this status.
  • Example: an error has been found in the metadata, link is broken, items needs to be processed on a faster timeline, etc
Red: Complete
  • All processes have been completed
  • For Open Collections/cIRcle items, this means it was successfully deposited to cIRcle through the MRAi request process
  • For non-Open Collections/cIRcle items, this means the items was successfully added to the DTES RAP.
  • Note: an item is only considered “complete” once processes are completed and at least 1 creator has been notified.

Sherpa Link to Journal

Definition

The Sherpa Romeo link to the journal of the item record.

Tips

  • Go to https://v2.sherpa.ac.uk/romeo/ and search by Journal Title or ISSN or Publisher Name
  • Copy link to this field to save time checking publisher open access policies

Permitted Version(s)

Definition

The version(s) of a scholarly item that are permitted to be archived.

Rules

  1. Use the following terms: publisher’s version, post-print or pre-print.

Tips

  • In this column, indicate which version of the scholarly item is permitted to be archived. You can usually look up the item's journal on SHERPA/RoMEO to determine the permitted version.

Embargo Date

Definition

The date when an item’s embargo date expires.

Rules

  1. Use the format: YYYY-MM-DD.

Tips

This column indicates whether a scholarly item has an embargo period (a period of time where the publisher temporarily suspends archival privileges). You can usually look up the item's journal on SHERPA/RoMEO to determine the embargo period.

  • If the item has an embargo period, indicate the date the embargo period will expire (Format: YYYY-MM-DD)
    • Example: An item was published on November 15, 2018 and has a 12 month embargo period. The correct entry for this field would therefore be  2019-11-15
    • If the item does not have an embargo period, leave blank.

Licence Received

Tips

  • Use the drop down menu to indicate if the MRAi has received a signed license to send to cIRcle
  • Indicate whether an author has submitted a cIRcle license for the item with a Y or N. You will usually start with an N and flip it to a Y when the license comes in.

Content Received

Tips

  • Use the drop down menu to indicate if the MRAi has received the correct content to send to cIRcle

cIRcle URI

Definition

The handle for the item record in Open Collections/cIRcle.

Tips

  • Once an item is archived to Open Collections/cIRcle, it is assigned a uniform resource identifier (URI) that always begins with this prefix: [http://hdl.handle.net/2429/]. Find the URI on the archived item's cIRcle record and copy/paste it into this column.
  • Note: Do not use this as a primary source repository URL as the DTES RAP will consider it an external link.

cIRcle Update

Definition

Indicate the status of the item re: archiving in cIRcle:

Rules

  1. Use the menu to choose from a pre-selected list of options.
  • Not in cIRcle = item is not currently in Open Collections/cIRcle and the MRAi is not interested in pursuing it for archiving in Open Collections/cIRcle.
  • Pursuing for cIRcle = this item is being processed with the intention of eventual archiving in Open Collections/cIRcle.
  • MRAi Archived = this item has been successfully archived in cIRcle through MRAi facilitation, mediation or actions.
  • Geotagged in cIRcle = the item has been geotagged by the cIRcle Digital Library Specialist and is ready to be uploaded to the RAP. 

RAP Update

Definition

The status of the item re: DTES RAP.

Rules

  1. Use the menu to choose from a pre-selected list of options.
    1. Unpublished = the item does not exist as an object on the DTES RAP
    2. Draft = the item exists in draft form on the DTES RAP
    3. Published = the item exists as an object on the DTES RAP and has a unique object id.

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 Open Access Resource 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 Public Resource 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 Mediated Access Physical Resource if UBC Library has a physical copy of an item that is neither open access nor freely available on the internet.
  4. Use Mediated Access Resource 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 an Access Tag, please consult with Aleha.

Primary Source Repository URL [Open Collections/cIRcle metadata field]

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 Open Collections/cIRcle, always make the Open Collections/cIRcle link the primary source.
    1. Use the Open Collections/cIRcle DOI for the item (e.g. https://doi.org/10.14288/1.0365286).
    2. For consistency, do not use the hdl.handle.net permalink (e.g. http://hdl.handle.net/2429/65237) or the longlink (e.g. https://open.library.ubc.ca/cIRcle/collections/ubctheses/24/items/1.0365286)
  3. Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).

Tips

Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about

Primary Source URL Description [Open Collections/cIRcle metadata field]

Definition

A description of the primary source from where the item came.

Rules

  1. Use this syntax: Link to [repository/source name].
  2. Use Link to UBC'Open Collections for Open Collections/cIRcle items.
  3. For scholarly articles, this is typically the publisher or database's name, not necessarily the journal's name. Only use the journal name if it appears to be synonymous with the publisher's name.
    • e.g. use SAGE instead of International Quarterly of Community Health Education
  4. For scholarly articles, publishers may have various databases and platforms so follow the convention used by UBC Library by doing a search here: https://resources.library.ubc.ca/?searchtype=keywords&search=science+direct
    • e.g. "Link to Elsevier ScienceDirect"
  5. For grey literature, use the entity or organization that publishes the item and/or hosts
    • e.g. Canadian Public Health Association; Pivot Legal Society
  6. For multimedia items, use the hosting website.
    • e.g. YouTube; Vimeo
  7. For institutional repositories, follow this format: Link to repository title + (institution title + repository).
    • e.g., Link to Summit (Simon Fraser University repository).
  8. For book chapters/dissertations and other items found only through links to UBC Library
    • "Link to UBC Summon"
  9. For items hosted through Issuu (such as zines and magazines use"Link to Issuu"
  10. When linking to personal websites use "Link to Personal Website"

Tips

  1. Please not the URL description practices are iterative and may change in the future. In the case of cIRcle items, use "Link to UBC Open Collections".
  2. Search in the Item Descriptions of the rapTracker to check for common practices.

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 Open Collections/cIRcle but also has a scholarly publisher DOI/URI or a weblink, always make the publisher link/weblink the secondary source.
  2. Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).
  3. If more than one URL, separate with semicolons.

Secondary Source URL Description

Definition

A description of the secondary source(s) from where the item came.

Rules

  1. Refer to the rules in Primary Source URL Description (Section 3.2).

Title [Open Collections/cIRcle metadata field]

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 and acronyms. Examples of commonly encountered proper nouns: Vancouver, Downtown Eastside,
  2. Separate title and subtitle with a colon (:).
  3. Use the same punctuation that appears on the source.

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 (:).

Serial Name

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

Tips

Academic articles need their journal titles here. Be aware that journal titles do change over time and may need to be updated on both the rapTracker and the DTES RAP.

Publication Date[Open Collections/cIRcle metadata field]

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.
  3. If the source only states year and month of publication, use [YYYY-MM-last day of the month] as default.
    1. Example: A journal article with the publication date of September 2015 would be updated to 2015-08-31.

Tips:

If an item only has the year listed, use December 31 as the publication date. For example, for this item:https://dtesresearchaccess.ubc.ca/object/ext.6439 2010 is given as the publication date, use 2010-12-31.

If there is no date on the documentation or it is hard to determine follow citation rules and put n.d. (for no date).

Description [Open Collections/cIRcle metadata field]

Definition

A summary of an item's nature and scope.

Rules

  1. If an Open Access item has an abstract, use it as the description.
  2. If an item is not Open Access, do not use the abstract as the description due to potential copyright issues.
  3. When capacity allows it, we have used this field to write our own lay summary descriptions and include specific information (e.g., MRAi involvement in ASTU-100 Infographic project). Ask Aleha McCauley for examples.

CREATOR_ID

Definition

A number that acts as an id for specific creators.

Tips

The CREATOR_ID links creators from the creators tab to individual items on the Items Descriptions tab. It is currently an experimental feature.

Creator(s)[Open Collections/cIRcle metadata field]

Definition

Creator(s) are primarily responsible for creating the intellectual content of the resource. The principal author(s) who created the item.

Rules

  1. Creators can be individual people or entities.
  2. Multiple creators should be entered in the order in which they appear on the resource.
  3. For individual people:
    1. Always format names like this: [Last name], [First name] [Middle name/initial].e.g. Public, Jane Q.
    2. Use only the initials if that is all that is seen. Note that initials should be separated with a space. E.g. Taillefer, R. T.
    3. Use only the initial and name if that is all that is seen. E.g. Tait, R. Colin
    4. When a creator is a recognized elder, include [elder] after their name. E.g, Laframboise, Sandy Leo [Métis Two Sprit Elder]
    5. Check the RAP and cIRcle to conduct name disambiguation.
    6. Library of Congress https://authorities.loc.gov/help/name-auth.htm can also help
  4. 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
  5. Separate multiple author names with semicolons and spaces.
    1. e.g. Bardwell, Geoff; Collins, Alexandra B.; McNeil, Ryan; Boyd, Jade
  6. 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.]
  7. Podcasts - use the name of the podcast in the creator field; podcast series name in the series field; and everyone who worked on the podcast in the contributor field.
    1. e.g. Below the Radar podcast
  8. Video - use the name of the organization in the creator field if created by a group/media/news outlets. Hosts and guests are considered contributors.
    1. e.g. Rabble.ca; Telus Storyhive
  9. Landing pages - sometimes you will upload an entire website (typically the landing or home page) rather than include individual items from the site. When this happens, list the creator as the organization or group who has produced the site; anyone else involved as a contributor.
    1. TIP: the date field will typically be decided on a case by case basis, sometimes you can include a date range (e.g 1970-1999) or the date the site was created; this is because you will find multiple, and often conflicting, dates on the landing page.
    2. e.g. Roots to Partnership (creators: Roots to Partnership; contributor: everyone who works on podcast, grant applicants etc.)

Tips

For faculty publications, a Library of Congress (LC) authority record may be used (http://authorities.loc.gov: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Detailed steps will be added to SLO Wiki in the future.]

Contributor(s)

Definition

Any person who is secondarily involved in the creation of the item but not considered a principal creator. It can be difficult to determine the difference between creators and contributors at times and it often comes down to the role (e.g. illustrators, designers, reviewers). If an organization is listed as a contributor please discuss with your supervisor. The Contributor field in an uncontrolled vocabulary.

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]

Tips

  • You may find this useful to identify contributor roles: http://credit.niso.org/
  • For community materials focusing on contributors and roles is a high priority. Please include them if they are stated but if it is unclear do not guess  
  • For Indigenous Elders who are listed as creators, also include them in the contributor field with their role. Ex. Fox, Doris [Elder].

Subject(s)[Open Collections/cIRcle metadata field]

Definition

Words, keywords or phrases that are used describe the resource at a more granular level than topic tags. Certain genres (i.e., articles) A localized DTES RAP thesaurus is a multi-year project underway as grant funding permits. As of 2022/23 both cIRcle and the DTES RAP have subject's hidden from public view. When doing original descriptive work (e.g., community materials) please consider the following:

Rules

  1. Separate terms with a semicolon ‘;’  
  2. Apply subject terms that are as specific as the resource itself.  
  3. Only assign the terms that most closely correspond to the overall coverage of the work (at least 20% of the work).
  4. Apply terms exactly as they appear on the thesaurus to ensure consistency.  
  5. Avoid applying more than 6 subject headings to a resource.  
  6. If you notice discrepancies or gaps in the thesaurus, please consult with Aleha.

Tips

  • First scan the abstract, executive summary, or other description and look for keywords or concepts. Try and get a sense of how detailed or specific the resource is. This will help you determine if broader or narrower terms should be used. Use the scope notes as a guide when applying terms to a resource.
  • If an item does not have description, scan through the resource and look for headings, or other elements that will indicate what the resource is about (this process is similar for assigning Topic tags to an item).  

Additional points for consideration include:

  • Does the item deal with rare or underrepresented topics? It is better to build in redundancy so that rarer topics can be discovered.  
  • Is there an extensive number of materials in the collection on the subject? This would be an instance to use more specific/granular headings rather than broader terms.

Collection

Languages

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.
  4. Project Status is located under Controlled Vocabularies in Admin Tools. It is reflected on the site as Active or Archived.
  5. Expertise was developed as a tag for a researcher's areas of expertise. It is in the Admin Panel as a Controlled Vocabulary.

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. For proposed Topic Tags that include three or more elements, use the Oxford comma. e.g. Arts, Culture, History, and Heritage
  2. The MRAi takes an iterative approach to topics. If you wish to add, subtract, or otherwise change a Topic Tag, please consult with Aleha.

Tips

The topics-related metadata is intended to be iterative. If you have any issues applying topics, first look at other items with the topic for guidance. Please contact Aleha McCauley for discussion and guidance.

When doing subject analysis of an item to figure out the most appropriate topics, quickly scan the listed keywords, abstract and headings of paragraphs. If time allows, read the abstract and conclusion. Keep the end user in mind when selecting topics.

A helpful tool to analyze terminology is OCLC - SearchFAST. This can be used to explore topics, subjects and broader/narrower terms we could use.

Affiliation(s)

Definition

A controlled vocabulary with terms identifying faculty, school, department, organizations, to which the authors/creators belonged to at the time of item creation. This may also include organizations that are listed as contributors.

Rules

  1. Do not add a new affiliation without first getting the approval of Aleha McCauley.
  2. 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.
  3. For non-academic institutions and organizations, use the full name of the organization as appears on the item. Try to disambiguate the name and confirm with an authority record if possible. Search UBC library catalogue, cIRcle, Library of congress Authority records. Try to verify preferred names by checking websites.
    1. You will encounter a few exceptions to this rule:
      1. Use BC (not British Columbia) for the following organization: BC Centre on Substance Use; BC Centre for Employment Excellence
    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)

Tips

Benefits users interested in searching for output by particular research institutions or community organizations. Our intention is to be inclusive and represent the affiliations of the creators and the affiliations of the contributors of the item at the time of creation.

Example: https://dtesresearchaccess.ubc.ca/object/ext.6344

Am Johal is the creator of this podcast episode and is listed as its creator. The podcast Below the Radar is affiliated with the SFU’s Vancity Office of Community Engagement, so it is listed as an affiliation. Garth Mullins is a guest on this episode and is listed as its contributor. He is affiliated with the podcast Crackdown, which is also listed as an affiliation.

A Library of Congress authority record may be used (http://authorities.loc.gov: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Step-by-Step coming soon and will be placed on SLO Wiki]. This is especially useful for BC/British Columbia distinctions. Additionally, be sure to check the Controlled Vocabulary-Affiliations of the DTES RAP Admin Panel to see what affiliations have been previously attached to the item.

Category

Definition

A controlled vocabulary with terms describing the broad circumstances of MRAi resources. These include Academic Research (research and investigation), Community Materials (created by community organizations, typically to serve community needs), Creative Work (self-expression), News and Information (informing and sharing opinion) and Tools and Guides (doing and guiding).

Rules

  1. If you wish to add, subtract, or otherwise change a Category Tag, please consult with Aleha.

Tips

The categories are based upon rhetorical genre theory, which takes the creator's positionality and stated purpose as distinguishing features. This approach enables users to identify resources that were intended for community vs academic audiences.

Analyse the Creator and Affiliations and professional vocation to help determine positionally.

Consider who they identify as the audience for the work (e.g., the public, local DTES community and/or academia?).

Are they affiliated with a publisher a DTES organization?

Bring any questions for discussion in team meetings.

List of terms

This is the list of terms in this controlled vocabulary as of April 2023.

  • Academic Research - academic research and investigation
  • Community Materials - serving DTES community needs. If the item is community generated, you might consider using the community metadata template. You can find more information about this sheet in the SLO Wiki
  • Creative Work - self-expression
  • News and Information - informing and sharing opinion
  • Tools and Guides - doing and guiding

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.

List of terms

This is the list of terms in this controlled vocabulary

Tips
  • Podcast (I.e., Everything is Health) - can use alternative title field in cIRcle to express episode titles but not in the main title field.  Use cIRcle DOI as a secondary source to retain episode number in title of RAP record for the items.

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.
  3. If the genre includes multiple media types, you can list more than one type (ex. Text; video) and the icon for the item in the RAP will represent that.

List of terms

This is the list of terms in this controlled vocabulary as of April 2023.

  • Audio - A resource that relies primarily or wholly on sound to present information to the user.
  • Collection - A grouping of two or more items, disseminated through one or more media type(s), which is presented as a single resource.
  • Dataset - A collection of data arranged in rows and columns, with descriptive headers.
  • Interactive Resource - A resource requiring interaction from the user to be understood, executed, or experienced. Examples include forms on web pages, applets, multimedia learning objects, or virtual reality environments. (Dublin Core; cIRcle)
  • Moving Image - A resource that relies either primarily or wholly on moving images (which may include sound) to present information to the user.
  • Still Image - A resource that relies either primarily or wholly on a single, static visual to present information to the user.
  • Text - A resource that relies either primarily or wholly on the written word to present information to the user.

RAP Item ID

Definition

The system-created id number generated when an object is created in the DTES RAP.

Rules

  1. There are only two kinds of RAP Item IDs in use: oc.xxxx and ext.xxxx
  • Oc.xxxx indicates that the primary description link is internal to UBC’s Open Collections/cIRcle and allows metadata from Open Collections/cIRcle to be automatically pulled from Open Collections/cIRcle.
  • Ext.xxxx indicates that the primary description link is from a source external to UBC’s Open Collections/cIRcle.

Tips

Example: https://dtesresearchaccess.ubc.ca/object/ext.6343 with ext.6343 being the RAP Item ID

RAP Item ID are defined by IT as:

if primary address format = "https://dx.doi.org/10.14288/ {doi}

" => it is an OC item.

if primary address format = "https://resolve.library.ubc.ca/cgi-bin/catsearch/?bid= {bid}

"=> it is a Voyager item

Otherwise it is an external item.

For example, if an item is a community material that links to a local organisations website, the item will be given the RAP Item ID ext.xxxx, (example: https://dtesresearchaccess.ubc.ca/object/ext.6343). Whereas an item that has been archived in Open Collections/cIRcle will be given the RAP Item ID oc.xxxx (example: https://dtesresearchaccess.ubc.ca/object/oc.5987).

In the situation where an item has been first added to the DTES RAP as ext.xxxx, but then is later archived in cIRcle Open Collections/cIRcle, the Student Librarian will not be able to change the RAP Item ID to an oc.xxxx on the own.

If the item was previously added as an external item, and the Student Librarian attempts to update the primary URL to the DOI, the DTES RAP system will reject this change, as it would result in a change in the item URL.  Meaning that https://dtesresearchaccess.ubc.ca/object/ext.6283 would need to be changed to something like https://dtesresearchaccess.ubc.ca/object/oc.1234. In this case, IT would need to be contacted directly to make this change. In the event of that change, the RAP Item ID would need to be updated in the rapTracker and if the item is being referenced somewhere else by the previous, external URL, that URL would need to be updated to the new URL.

There will be instances when items are initially entered as external but eventually we may obtain permissions to archive and OA version in cIRcle. There are two ways to solve this:

1) If you are fine with the changes to item ID and DTES URL, you can contact IT to manually update item type and item ID and then you'll be able to make whatever changes you want. (or you can simply create a new item with the new primary URL and remove the existing one)

  2) If you need to preserve the items ID and DTES URL, you can contact IT to manually update the primary URL for you while everything remains the same. 

Note: There is no difference between ext.xxxx and oc.xxxx items to the end user.

RAP ID refers to:

Definition

The RAP ID that the item refers to within the DTES RAP.

Rules

  1. Separate RAP IDs with a semi-colon [;]

Tip

  • In the case of items that are cross-referenced on the DTES RAP, include the RAP ID this item refers to on the DTES RAP (examples: ext.XXXX or oc.XXXX).

Initials

Tips

  • When adding or updating an item record, write your initials here. Separated by a semi-colon [;]

Date item added to RAP

Definition

The date the item was published on the DTES RAP

Rule

  1. Format: YYYY-MM-DD

Tips

  • For genres that are serialized or frequently updated (e.g., podcasts), include date ranges (I.e. 2015-2020) by inputting each year into the ‘date’ field separated by a semi-colon. If a resource is still ongoing, using the beginning date with a dash to indicate it is ongoing.

Contact Person

Definition

The designated contact person for the item.

Rule

1. Follow name conventions established in Creator(s)

Tips

  • For scholarly articles on publisher websites, the corresponding author is usually identified with the words "Corresponding author" and/or by an envelope emblem next to their name. If there is no apparent corresponding author, use the first credited author.

Contact Email

Definition

The date the item was published on the DTES RAP

Rules

  1. Include the email address of the Contact Person
  2. Separate multiple emails with a semi-colon [;]

Item Notes

Definition

Notes about the item that assist with processing the time or communicating with the creators.

Rule

  1. Follow this format: initials; yyyy-mm-dd; details.
  • Example: AF; 2021-01-14; Link broken, fix and replace;

Tips

  • In this field, track any communications updates between the Student Librarian, authors, cIRcle Operations, etc. for a given item.

Reference Tools

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