Newspaper Article Format

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Newspaper Article Format is documentation for entering newspaper articles in the Wayne County, Ohio Online Resource Center. Click to create or edit a record Form:Newspaper article. IMPORTANT SEE NOTE: Newspaper articles usually include a headline or a special column heading. Newspaper articles may include Letters to the Editor, Opinion columns, obituaries, reunions, and more.

Title Name

This is a mandatory field. Every record must have a title.

Title Name
Repeatable No
Definition The name given to the resource by the creator or publisher; may also be an identifying phrase or name of the object supplied by the contributing institution.
Usage Transcribe the title from the resource itself, if available.

If not available, supply a title. Add the line “Title supplied by cataloger” to the end of the Description field if only some of the titles in the collection have been supplied. When every title in a collection is supplied, a note to that effect on the “About the Collection” page will suffice.

  • When possible, use the order Who, What, Where, When.
  • If some of those elements are known and others are speculative, include the most certain in the Title field and mention the least certain in Description.
  • Avoid generic descriptions such as “Papers” or “View of…” at the beginning of titles.
  • Use the full form of words, at least the first time they are referenced, rather than abbreviations such as St. for Street, ca. for circa, OH for Ohio, etc.

Capitalize only the initial first letter and proper names. Remove leading articles (e.g. A, An, The).

Examples
  • Wooster Memorial Park, Wooster, Ohio 1996 Spring
  • Sterling High School Sophomore Class 2 School Photo 1927
  • Wayne County Fair Concert Grandstand 2020 September Monday
Template title_name
Form name Title name

Organization Name

This is a mandatory field. Every record that includes an organization must be populated.

Organization Name
Repeatable Yes
Definition The name given to the resource by the creator or publisher; may also be an identifying phrase or name of the object supplied by the contributing institution.
Usage Transcribe the title from the resource itself, if available.

If not available, supply a title. Add the line “Title supplied by cataloger” to the end of the Description field if only some of the titles in the collection have been supplied. When every title in a collection is supplied, a note to that effect on the “About the Collection” page will suffice.

Examples
  • Buehler’s Food Markets Inc
  • Wayne County Fair
  • Wayne County Fairgrounds
  • Wayne County Agricultural Society
  • Wooster Brush Company, The
Template organization_name
Form name Organization name

Creator

This field is mandatory if available. It should be used whenever name(s) associated with the creation of the resource are known. If no names are known, leave the field blank.

Creator
Repeatable Yes. Enter each creator in the same field, separated by a semicolon and a space.
Definition An entity primarily responsible for creating the intellectual content of the resource, such as authors of written documents; artists; photographers; collectors of natural specimens or artifacts; etc.
Usage Do not use "Unknown"--just leave the field blank.

Use the correct form of the name when available in Library of Congress Authorities(http://authorities.loc.gov) or UofL's Voyager cataloging client. Visual Resources Center will use Getty’s Union List of Artist Names (see Appendix 2 for this and other exceptions specific to the VRC). If an authoritative version of a name is not available, create one:

  • Invert personal names (as much as is known of Last name, First name, Middle name or initial, Birth and/or death date(s)).
  • Do not use honorifics, titles, or nicknames unless it is necessary to disambiguate (e.g., the first name of the person is unknown). Otherwise, these alternate forms of names (such as “Buddy” Jones; Reverend Murrell; Dr. Reed) may be used in the Description field but not as the authoritative version in this or the People Pictured OR People Discussed or Contributor fields.
  • Enter corporate names in full, direct form.
  • Add these new names, plus those you have researched in the established authority files, to the shared controlled vocabulary file “People.”

The function of a creator may be included in parentheses after the name. Use the Relator Terms (see table below).

Examples
  • Webb, Todd (photographer)
  • Thomas, Jean, 1881-1982 (collector)
  • Potter, R. G. (Richard Gilbert) (collector)
Relator Terms The function of a creator may be included in parentheses after the name. Use the Relator Terms (see table below of approved terms)
Template creator
Form name Creator

Approved Relator Terms

Use the Relator Terms (http://lcweb2.loc.gov/cocoon/loc.terms/relators/dc-relators.html).

Contributor

This field is optional. If a secondary contributor is unknown leave blank.

Contributor
Repeatable Yes. Enter each contributor in the same field, separated by a semicolon and a space.
Definition The person(s) or organization(s) that made significant intellectual contributions to the resource but whose contribution is secondary to any entity already specified in a Creator element.
Usage Use for photographic studios (the photographer would be considered the Creator).

Do not use "Unknown"--just leave the field blank. Use the correct form of the name when available in Library of Congress Authorities (http://authorities.loc.gov) or UofL's Voyager cataloging client. If an authoritative version of a name is not available, create one:

  • Invert personal names (as much as is known of Last name, First name, Middle name or initial, Birth and/or death date(s)).
  • Do not use honorifics, titles, or nicknames unless it is necessary to disambiguate (e.g., the first name of the person is unknown). Otherwise, these alternate forms of names (such as “Buddy” Jones; Reverend Murrell; Dr. Reed) may be used in the Description field but not as the authoritative version in this or the Creator or People Pictured OR People Discussed fields.
  • Enter corporate names in full, direct form.
  • Add these new names, plus those you have researched in the established authority files, to the shared controlled vocabulary file “People.”

The function of a contributor may be included in parentheses after the name. Use the Relator Terms (see above Relator Terms table).

Examples
  • Caufield & Shook, Inc.
  • Royal Photo Company
  • Standard Oil (New Jersey)
Template Contributor
Form name Contributor

Description Photo

This is a mandatory field. Every record must include a description.

Description Photo
Repeatable No
Definition An account of the content of the resource [providing background and specifics about it, comparable to what would appear on an exhibit label].
Usage Enter a free-text account of the intellectual content of the resource and any specialized information not included in other elements.

Consider the audience, and the terminology they would likely use. Use the full form of words, at least the first time they are referenced, rather than abbreviations such as St. for Street, ca. for circa, OH for Ohio, etc. Consider including: People depicted in the image or discussed in the audio, in the common usage (if different from the authority) form of their name; transcriptions of signs in the image; any history of objects or people in the resource; speculation about dates, events, or people related to the resource; points of interest; addresses of buildings depicted, etc.

  • The trees on the back of the stage suggest this may have been a Christmas concert.
  • The community was also known as Clifton Heights.
  • Male School is visible on the hill.
  • Sign in image reads: “Second Annual American Folk Song Festival.”
  • Recto information note (any data on front of image or page). Note that “caption” implies something printed at the time of creation, while “handwritten,” etc. imply something added later.
  • Caption on/accompanying image:_______.
  • Handwritten on image: _______.
  • Photographer’s reference number: _______.
  • Imprinted on image: _______.
  • Embossed on mount: _______.
  • Handwritten on mount/border: _______.
  • Verso information note (any data on back of image or page):
  • Postmarked November 1, 1902 from Wooster, Ohio; one-cent stamp [for postcard].
  • Handwritten on verso: _______.
  • Stamped on verso: _______.
  • Addressed to: _______ [for postcard].
  • Accompanying material note:
  • Note attached to image: _______.
  • Additional information note (“Note from WCPL records: _______.”)
  • Source of title or caption note (“Title supplied by cataloger”; “Caption take Wayne County Public Library Genealogy & Local History records.”)
  • See Also note (“See article on collection website for more information.”)
Examples
  • Simple bridge over a river with the top of a waterfall below the bridge. The river is lined with trees that hang over the water. Three figures are visible on the bridge.
  • White Mills is on the Nolin River. Published by Hatfield Bros. & Owsley. Publisher’s number 62893.
  • Blanche Preston Jones, descendant of Lady Elizabeth Calvert, plays Appalachian dulcimer alongside young boy and young girl in bonnet, who plays concertina. This performance takes place next to log cabin [probably the Traipsin’ Woman Cabin near the Mayo Trail, Boyd County, Kentucky].
  • Their period dress indicates that they are participants in the annual American Folk Song Festival.
Template description_photo
Form name Description photo

Subject Tags

This is a mandatory field. Every record must include subject(s).

Subject Tags
Repeatable Yes. Enter each subject in the same field, separated by a semicolon and a space.

See People Pictured OR People Discussed for personal names as subjects.

Definition What the content of the resource is about or what it is, expressed by headings, keywords, phrases, names, or other terms for significant people, places, and events, etc.
Usage Enter multiple subjects in order of importance.

Set up field properties to link to Library of Congress Thesaurus for Graphic Materials I (LCTGM). Reference usage at http://www.loc.gov/pictures/collection/tgm/. Separate each entry by a semicolon and a space. In addition to LCTGM Use specific or unique words as well as more general words. Identify ethnic groups as appropriate (e.g., African Americans). Refer to LCSH for subject terms for ethnic groups. Geographic subheadings may be applied on a case-by-case basis. Corporate entities (e.g. Oneida Baptist Institute) and physical entities (e.g. Buckingham Palace) belong in this field rather than in Location Depicted, which should be reserved for geographic entities (Oneida (Ky.) and London (England) in the above examples). For corporate entities, the name of the corporation at the time of the artifact being described should be used.

Examples
  • Clay, Henry, 1777-1852--Homes & haunts--Kentucky—Lexington [geographic subheading deemed necessary];
  • Dwellings [general term]
Template subject_tags
Form name Subject tags

People Pictured OR People Discussed OR People Named

This field is mandatory if available. If individuals are not pictured/discussed or named, leave the field blank.

People Pictured OR People Discussed OR People Named
Repeatable Yes. Enter each name in the same field, separated by a semicolon and a space. See Subject for subjects that are not personal names.
Definition Names of people pictured (for images) or discussed (for audio) in the resource.
Usage Separate multiple entries by a semicolon and a space.

Do not use "Unknown"--just leave the field blank. Use the correct form of the name when available in Library of Congress Authorities (http://authorities.loc.gov) If an authoritative version of a name is not available, create one:

  • Invert personal names (as much as is known of Last name, First name, Middle name or initial, Date(s)).
  • Enter corporate names in full, direct form.
  • Do not use honorifics, titles, or nicknames unless it is necessary to disambiguate (e.g., the first name of the person is unknown). Otherwise, these alternate forms of names (such as “Buddy” Jones; Reverend Murrell; Dr. Reed) may be used in the Description field but not as the authoritative version in this or the Creator or Contributor fields.
  • Add these new names, plus those you have researched in the established
  • authority files, to the shared controlled vocabulary file “People.”
Examples
  • Thomas, Jean, 1881-1982
  • Wodehouse, Mr.
Template people_pictured
Form name People pictured

Location

This field is mandatory if available. If the location is not known and cannot be estimated, leave it blank.

Location
Repeatable No
Definition The spatial characteristics of the intellectual content of the resource (more general than the content of the item).
Usage Use for geographical headings more general than the content of the item, e.g. to name of the political and physical/spatial settings of the content of the resource (e.g. street, neighborhood, city, county, state, country), as well as any geographic features (lakes, mountains, rivers, etc.) seen in the image. Entities such as named buildings and institutions belong in the Subject field rather than here.

Use the correct form of the place name when available in Library of Congress Authorities (http://authorities.loc.gov) If an authoritative version of a name is not available, create an AACR2-compliant heading:

  • Street (City, St.)
  • Neighborhood (City, St.)
  • City (St.)
  • [Name] County
  • Add these new names to the shared “Places” file, interspersed in alphabetical order.

For renamed places, enter the new place name in this field. (The Title and/or Description should contain the name used when the photo was taken.) Do not use "Unknown"--just leave the field blank.

Examples
  • Boyd County (Ky.)
  • Fayette County (Ky.); Lexington (Ky.)
Template location
Form name Location

Location Note

This field is mandatory if available. If the location is not known and cannot be estimated, leave it blank.

Location Note
Repeatable No
Definition Add addition location notes
Usage
  • Add these new names to the shared “Places” file, interspersed in alphabetical order.
  • For renamed places, enter the new place name in this field. (The Title and/or Description should contain the name used when the photo was taken.)
  • Bulleted list item
  • Do not use "Unknown"--just leave the field blank.
Examples
  • Boyd County (Ky.)
  • Fayette County (Ky.)
  • Lexington (Ky.)
Template location_note
Form name Location note

Time Period

This field is optional.

Time Period
Repeatable No
Definition The time period covered by the intellectual content of the resource.
Usage If an authoritative version of an era is not available, create a DCMI Period-compliant

heading https://dublincore.org/specifications/dublin-core/dcmi-period/

  • a name, normally defined in an enumeration such as a list of artistic, cultural, historical, archaeological, geological or cosmological eras or periods, a list of ruler's names, families or dynasties, etc.
  • the limits of the interval, using either numeric or named values, the latter
  • optionally including qualifiers such as start of, end of, middle of, etc.
  • Add these new names to the shared “Time Period” file, interspersed in alphabetical order.

Do not use "Unknown"--just leave the field blank.

Examples
  • The Great Depression, 1929-1939
  • World War, 1939-1945
  • Neolithic period
  • Perth International Arts Festival, 2000
Template time_period
Form name Time period

Date Original

This field is mandatory if available. If the date is not known and cannot be estimated, leave it blank.

Date Original
Repeatable No
Definition Creation or modification dates for the original resource from which the digital object was derived or created.
Usage Follow W3C-DTF standard (ISO 8601) of YYYY-MM-DD.

Use only as much of the date as is known.

  • If only the month and year is known, use YYYY-MM.
  • If only the year is known, use YYYY.
  • Use a question mark to show a date is approximate or a circa date.
  • Use dashes to indicate uncertainty within a decade or a century.
  • YYY-?
  • YY--?

Do not use "Unknown"--just leave the field blank. For a range of dates, put space-dash-space in between dates.

Examples
  • 1930-06-12
  • 1942-06
  • 1946
  • 1904?
  • 191-?
  • 19--?
  • 1946 – 1948
Template date_original
Form name Date original

Object Type

This field is optional.

Object Type
Repeatable No
Definition The term used to describe the physical object.
Usage Use the Library of Congress Thesaurus for Graphic Materials vocabulary

(http://www.loc.gov/pictures/collection/tgm/) for graphic materials, and the Getty Art & Architecture Thesaurus (http://www.getty.edu/research/conducting_research/vocabularies/aat/) for non graphic materials (e.g. sound recordings, transcripts, etc.). Add these new names to the shared “Object Type” file. If an object is more than one type, enter each type in the same field, separated by a semicolon and a space.

Examples
  • Flyer
  • Picture
  • Postcards
  • Negatives
  • Poster
  • Slides
Template object_type
Form name Object type

Source

This field is mandatory if applicable. It does not apply to born-digital materials.

Source
Repeatable No
Definition When applicable, use the Source element to cite any other resource from which the digital resource was derived, either in whole or in part.
Usage When applicable, use the Source element to cite any other resource from which the digital resource was derived, either in whole or in part.
Examples
  • 3 x 5 in. color lithographic postcard. Item no. 008.025 in the Newton Owen Postcard Collection, University of Louisville Archives and Records Center.
  • 8 x 10 in. b&w nitrate negative. Item no. 1979.33.0120 in the Jean Thomas, The Traipsin' Woman, Collection, University of Louisville Photographic Archives.
Template source
Form name Source

Collection

This field is mandatory if applicable.

Collection
Repeatable Yes. When an object is part of more than one collection
Definition The described resource is a physical or logical part of the referenced resource(s).
Usage Use to relate the item to its collection. Note that there is also a Collection Website field intended to relate the digital item to the digital collection home page.

Add collection names to the shared “Collection” file.

Examples
  • Harry McClarren Collection, Wayne County Public Library
Template collection
Form name Collection

Digital Publisher

This is a mandatory field. Every record must have a Digital Publisher.

Digital Publisher
Repeatable No
Definition An entity that made the resource available. For digital objects, Publisher is the entity that created the digital resource.
Usage The name of the University of Louisville unit responsible for digitizing the collection.

Add unit names to the shared “Publisher” file.

Examples
  • University of Louisville Archives and Records Center
  • University of Louisville Photographic Archives
Template digital_publisher
Form name Digital publisher

Image Number

This is a mandatory field. Every record must include a unique identifier for the digital object. Also known as an accession number.

Image Number
Repeatable No
Definition A character string or record number that clearly and uniquely identifies a digital object or resource. The Identifier element ensures that individual digital objects can be accessed, managed, stored, recalled, and used reliably.
Usage Preface numbers with the 4-digit code identifying the UL unit.
  • ULUA = University Archives and Records Center
  • ULPA = Photographic Archives
  • ULRB = Rare Books
Examples
  • ULUA.008.008
  • ULPA 1977.33.0017
Template image_number
Form name Image number

Rights

This field is recommended. It will be particularly useful when metadata entry is dispersed for a given project.

Rights
Repeatable No
Definition Internal notes by/for digital projects personnel can be entered here as a way to flag

items for follow-up.

Usage Example
Examples Example
Template rights
Form name Rights

Administrative Notes

This field is recommended. It will be particularly useful when metadata entry is dispersed for a given project. Any notes should be left in the "Discussion" tab and not on the page name.

Administrative Notes
Repeatable No
Definition Internal notes by/for digital projects personnel can be entered here as a way to flag items for follow-up.
Usage
  • xyz = record completed, ready to be edited or to have Subject terms applied.
  • Other uses may emerge (see examples below).
Examples
  • JCA—Does this look like the old Shriners Lodge?
  • xyz—Can someone please double-check the neighborhood names?
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