# Extended Definitions for Default Fields

URL

  The complete, current location of the resource. Because of the functionality of the domain limit, remember to always add the trialing slash after the domain. This is a required field. Required fields may not be customized as to the field type or disabled. Required fields must be completed in each resource record.

TITLE

  Name by which the resource is formally known. Title is used and displayed as a headline. This field is a required field. Required fields may not be customized as to the field type or disabled. Required fields must be completed in each resource record.

ALTERNATE TITLE

  This is a variant name by which resources may be known. It allows access when the exact title may impede retrieval and includes complete names/words abbreviated in the Title, commonly known name, or an associated text.

CREATOR

  The personal, corporate, meeting/conference, etc. name(s) of the party(s) responsible for creation of resource content. Any work can have single, multiple, corporate, or personal creators. Personal creators are people. Some typical examples of corporate creators are associations, institutions, business firms, non-profit enterprises, governments, government agencies, projects, programs, religious bodies, church groups, and conferences.

  The toolkit employs the concept of Controlled Names to limit the form any particular name used in this field.

  Example: | Robert A. Safran vs. Mr. Bob Safran; Bob A. Safran, Jr.; etc.
  IBM vs. IBM, Inc.; International Business Machines,; etc.

  This practice allows all records associated with this name to be linked for users and eases burdens of editing and modification across all records. The Variant Name is intended to record other forms that may be associated with name. For example, acronyms, honorary titles included, dropped initials, diminutives, etc. This records variants and allows the portal to be searched for those additional name forms.

CONTRIBUTOR

  An entity responsible for making contributions to the content of the resource. Examples of a Contributor include a person, an organization, or a service. This field also employs Controlled Names as described above in the definition for Creator.

PUBLISHER

  An entity responsible for making the resource available. Examples of a publisher include a person, an organization, or a service. Publishers are not necessarily the creators of the intellectual content of the resource, but they do claim some responsibility for the content. As with the Creator field (above), the Metadata Tool allows for a Controlled Name and a Variant Name.

DATE ISSUED

  The year the resource being described was created, published, or otherwise made available. Records a date in a standard format. Users do not need to enter the date in this format. The software will translate a provided date into the standard format (YYYY-MM-DD).

  Example: | If one enters January 6, 2001
  The date is stored as 2001-01-06

  It is also possible to enter a partial date or an open ended (continuing) date or qualify the date in the case of uncertainty. Examples of some possible additional date forms are below:

  FORM | DEFINITION
  --- | ---
  YYYY | Four digit year of publication.
  YYYY-MM | Four digit year with a two digit month.
  YYYY-MM-DD | Four digit year with two digit month and two digit day.
  [YYYY] | Year of publication, but date inferred from outside the resource being described.
  YYYY- | Publication is continuous as with a ejournal, magazine, or serial.
  [YYYY]- | Source for the assigned date not directly from the resources itself. Publication is continuous as with a ejournal, magazine, or serial.
  YYYY-YYYY | Published between a set of years.
  cYYYY | The copyright date.
  YYYY,YYYY | Publication originally published in the first date and then subsequently republished in another format at the second date.

CLASSIFICATION

  The Metadata Tool allows the use an existing standard classification schema or your organization's homegrown taxonomy. Classification in the portal provides users with a way of browsing through the resources in hierarchical tiers. This approach guides users unfamiliar with terminology to appropriate resources descending in specificity from broadly defined to more precise.

  Example: | Broadest tier - More specific - Most specific, Or, Science - Physics - Atomic structure.

  Privilege to to build or edit the vocabulary or taxonomy of Classifications requires authorization from the portal administrator.

SUBJECT

  Terms or a nonhierarchical string of terms relating the resource's content. Recommended best practice is to select from a controlled vocabulary, Library of Congress Subject Headings, etc.

DESCRIPTION

  Text describing the scope, subject matter, and usefulness of the resource. Sometimes this field is also referred to as account of the content of the resource or an annotation. Description may include but is not limited to: an abstract, table of contents, reference to a graphical representation of content or a free-text account of the content. This is a required field. Required fields may not be customized as to the field type or disabled. Required fields must be completed in each resource record.

DATE OF RECORD CREATION

  Date the resource being described was entered into the database collection. This date must be entered in the YYYY-MM-DD format. The software automatically enters the current date if this field is left uncompleted.

DATE RECORD CHECKED

  Date the URL of the resource being described was determined to be accurate and adequately addressed by the cataloging record. This date may be entered in the same manner as described above in Date Issued definition. The software automatically enters the current date if this field is left uncompleted.

RESOURCE TYPE

  The nature or genre of the content of the resource. Type includes terms describing general categories, functions, genres, or aggregation levels for content. When entering a resource record, the software allows for multiple values to be selected from this field. This field is used in the Advanced Search as a Limiter. The portal software allows for modifications and edits to these supplied values through the Edit Option Lists feature on the Metadata Tool navigation bar. This feature will not be visible to anyone without adequate permission. Also default values may be specified through the Edit Option List section of the Metadata Tool. NOTE: The supplied values come from the working draft list of Dublin Core Types. Further, to describe the physical or digital manifestation of the resource, use the FORMAT element per Dublin Core definitions.

FORMAT

  The physical or digital manifestation of the resource. Typically, Format may include the media-type or dimensions of the resource. Format may be used to determine the software, hardware or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. The supplied values are selections from the list of Internet Media Types (MIME) defining computer media formats. When entering a resource record, the software allows for multiple values to be selected from this field. This field is used by the Advanced Search Engine as a Limiter. The portal software allows for modifications and edits to these supplied values through the Edit Option Lists feature on the Metadata Tool navigation bar. Also default values may be specified through the Edit Option List section of the Metadata Tool. This feature will not be visible to anyone without adequate permission.

SOURCE

  A Reference to a resource from which the present resource is derived. The present resource may be derived from the Source resource in whole or in part. Dublin Core Metadata Initiative recommended best practice is to reference the resource by means of a string or number conforming to a formal identification system.

LANGUAGE

  A language of the intellectual content of the resource. The supplied values are selected from several commonly used major languages. The software allows for multiple values to be selected from this field. This field is used by the Advanced Search Engine as a Limiter. The portal software allows for modifications and edits to these supplied values through the Edit Option Lists feature on the Metadata Tool navigation bar. Also default values may be specified through the Edit Option List section of the Metadata Tool. This feature will not be visible to anyone without adequate permission.

RELATION

  A reference to a related resource. Dublin Core Metadata Initiative recommended best practice is to reference the resource by means of a string or number conforming to a formal identification system.

AUDIENCE

  A category of user for whom the resource is intended. Frequently, creators and publishers of resources in education explicitly state the category of user for whom the resource is intended. In like fashion, end-users in the education/training domain frequently search using audience characteristics as search terms. The supplied values are drawn from the broadest educational category levels. The software allows for multiple values to be selected from this field. This field is used by the Advanced Search Engine as a Limiter. The portal software allows for modifications and edits to these supplied values through the Edit Option Lists feature on the Metadata Tool navigation bar. Also default values may be specified through the Edit Option List section of the Metadata Tool. This feature will not be visible to anyone without adequate permission.

COVERAGE

  The extent or scope of the content of the resource. Coverage will typically include spatial location (a place name or geographic coordinates), temporal period (a period label, date, or date range) or jurisdiction (such as a named administrative entity). Dublin Core Metadata Initiative recommended best practice is to select a value from a controlled vocabulary (for example, the Getty Thesaurus of Geographic Names) and that, where appropriate, named places or time periods be used in preference to numeric identifiers such as sets of coordinates or date ranges.

RIGHTS

  Information about rights held in and over the resource. Typically, a Rights element will contain a rights management statement for the resource, or reference a service providing such information. Rights information often encompasses Intellectual Property Rights, Copyright, and various Property Rights.

EMAIL

  The email address for contact of the creator, editor, site administrator, manager, information desk, user support agent, etc. or other entity responsible for answering questions and correspondence regarding the resource.

RELEASE FLAG

  This internal administrative feature allows resource administrators to withhold record from public view and searching. Intended to provide a method for internal review and editing. The record will only be available for view by authorized resource editors and site administrator and is not available in the Advanced search. This is a required field. Required fields may not be customized as to the field type or disabled. In the Administration database editor feature, portal administrators may set the default value for this field.

ADDED BY

  System supplied field which records the account name of the person creating the resource record. This field cannot be directly edited. All resource editors login name with automatically appear as an option in the Metadata Tool search limits and on the full record display.

VERIFICATION ATTEMPTS

  This field records the number of attempts a URL checking software has made to confirm the current the accuracy of the URL of the resource. By default this when the portal software is shipped, this field is disabled and does not appear visible anywhere throughout the portal. Administrators may at any time enable this field in the database editor in the portal Administration.

DATE LAST MODIFIED

  This is a time stamp recording the last time anything in a given resource record was altered. This date cannot be manually edited.

CUMULATIVE RATING

  This field records the evaluative ratings given to a particular resource by portal users.

SCREENSHOT

  Still, digital image or snapshot to be attached to a resource metadata record as an illustration or for other purposes. Acceptable file formats are .jpg, .bmp, and gif (depending on what is supported by the PHP version installed on your web server). Image fields work in tandem with a descriptive text field, Screenshot Description, in this case. This secondary metadata field provides explanatory text for images and graphics. Additionally, the Screenshot Description field provides text that can be searched (when enabled by portal administrators) by the Keyword, Advanced Search, and the Metadata Tool search engine. A default value may be specified by the portal administrator.

  Portal developers are strongly encouraged to also complete the Screenshot Description field whenever adding an image(s) to a resource record. According to established guidelines of accessiblity for World Wide Web resources, images or graphics should always provide appropriate explanatory text to insure that the image's meaning is understood by persons using screen reader software (generally those who are blind or with low vision). This text is sometimes referred to as Alt Text. Completing the Screenshot Description field is an easy method to incorporate this practice into portal development workflow without modification to the HTML code.