Standardization and Revision of Current Fields

Recommendations and mapping based on the Dublin Core Metadata Element Set (link).
Comparison of existing and new fields: New Field Example.xls


DC Equivalent: source
“The described resource may be derived from the related resource in whole or in part. Recommended best practice is to identify the related resource by means of a string conforming to a formal identification system.”
Archon DL Equivalent: Associated Collection

Split into two fields: "Identifier" (collection/accession or call number) and "CollectionName" (mss or archives collection name or name of book or other publication) for clear data entry.
Add "Collection ID" field for potential importation of data later.


DC Equivalent: none
Archon DL Equivalent: finding aid fields

Currently, this field is used for multiple purposes: box/folder locations, collection names, locations (archives/manuscripts), and page numbers. Series, Box, and Folder numbers or page number should be recorded here as the other information already exists in other fields.


DC Equivalent: title
“A name given to the resource.”
Archon DL Equivalent: title

The brief description should be the equivalent to an item in a finding aid in Archon as preparation for a future title format.
Example: Theta Delta Chi Homecoming float, 1934


DC Equivalent: none
Archon DL Equivalent: none

Retain as is. Internal tracking field.


DC Equivalent: date, created or coverage
“A point or period of time associated with an event in the lifecycle of the resource.”
“Date of creation of the resource.”
“The extent or scope of the content of the resource. Coverage will typically include spatial location (a place name or geographic co-ordinates), temporal period (a period label, date, or date range) or jurisdiction (such as a named administrative entity).”
Archon DL Equivalent: date

The “date” field in DC can be used at any granularity for any date associated with a resource. Continue to use the datescanned field as the date associated with the creation of the digital object.


DC Equivalent: none. Internal tracking field.
Archon DL Equivalent: none

Retain as is. Internal tracking field.


DC Equivalent: none
Archon DL Equivalent: none

Retain as is. Internal tracking field.


DC Equivalent: none
Archon DL Equivalent: none

Retain as is. Internal tracking field.


DC Equivalent: none
Archon DL Equivalent: none

Retain as is. Internal tracking field.


DC Equivalent: none
Archon DL Equivalent: none

Retain as is. Internal tracking field.

New Fields To Add


DC Equivalent: identifier
“An unambiguous reference to the resource within a given context.”
Archon DL Equivalent: identifier

Assign an accession number with an extension that allows for future additions, such as UA 43.001 or Mss. Acc. 1998.83.01. (See the Archon Digital Library guide for further examples.)


DC: language
Archon: language

Use "en" for English and ISO standard abbreviation other languages. See


DC: description
Archon: scope and content

For fuller description of digital object (if more than title). For example, identifying individuals in a group photograph whereas the title of the photo may have simply been the name and date of the event where the photo was taken.


DC: contributor
“An entity responsible for making contributions to the content of the resource.”
Archon: contributor

Recommendation: Optional.


DC: creator
“An entity primarily responsible for making the content of the resource.”
Archon: creator

Name of photographer or similar.


DC: subject
“The topic of the content of the resource.”
Archon: subjects

Enter a single subject heading. For multiple subject headings would need multiple fields.


DC: format
Archon: defined in the Digital Library’s File Type Manager

Use file types such as PDF, jpeg, tiff, etc.

Physical Description

DC: none
Archon: Physical Description

Recommendation: Use to record analog format of original object. Use standardized list of options (correspondence, photograph, negative, diary, etc.). May make reference to damage, fragility, etc.

Other Fields

These fields are used in DC and Archon, but should be the same for all scanned material in the log. Do not add to the scanning database at this time, but they would most likely be bulk added at a later time.

DC: publisher
“The entity responsible for making the resource available.”
Archon: publisher

DC: rights
“Information about rights held in and over the resource.”
Archon: Rights Statement

Recommendation: Consider possible changes to rights language to cover new copyright issues or image usage.

Additional DC Fields

Remaining three fields from the DCMI element set, ISO 14836:2009.
The digital library module of Archon does not allow for these elements. May be unnecessary. Do not add to the scanning database at this time.

DC: relation
“A related resource.”
DC: coverage
“The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant.”
DC: type
“The nature or genre of the content of the resource.”
collection, dataset, event, image, interactive resource, movingimage, physical object, service, service, software, sound, stillimage, text

Future Considerations: Archon Digital Library Options

A major challenge to using Archon’s Digital Library module is its lack of batch upload. Each digital object must be uploaded individually, and the accompanying metadata must be entered individually. Also lacks an export for metadata.

Item Level

Item level metadata requires a finding aid for the collection in Archon. The digital surrogate can be associated directly with the item in the finding aid. However, finding aids are currently in the development and review stage. Digital objects exist from collections that do not have finding aids or the finding aids’ granularity differs from collection to collection.

User can easily locate what they need and view the digital surrogate in the finding aid.
Archon’s intended use.

Finding aid must be developed before digital objects can be added.
More metadata development.

Collection Level

For collections without finding aids, ‘digital collections’ could be created out of any digital surrogates. Metadata would be developed for the digital collection instead of individual items.

Can use existing digital content without creating finding aids.
Content could be moved into item-level description as finding aids are written.
Less metadata to develop.

Identification of digital objects is limited to file names or collection description/scope.
Could be difficult to locate needed file in larger digital collections.