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Forced Migration Online
WEB CATALOGUE: CATALOGUING GUIDELINES – v.11 |
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| The purpose of this document is to provide step-by-step instructions for entering information into each of the elements (or fields) that are represented in the Web Catalogue (webcat). Before cataloguing is undertaken, an editor must first identify relevant resources to include in the collection -- in other words, resources that meet the scope of FMO, as defined in the catalogue's Selection Policy. To locate relevant resources, please refer to the Resource Discovery guidelines. Initially, editors may find the cataloguing process somewhat arduous! With time and practice, however, it should eventually be possible to complete a catalogue record in an average of 20 minutes. Introduction 1.1 Using the Cataloguing Web Form Please refer to the separate instructions for accessing the web forms needed to contribute records to, or edit existing records in, the webcat. 1.2 Standards Used in the Web Catalogue The elements or fields represented in the webcat are based on the metadata standards developed by the Dublin Core Metadata Initiative (http://www.dublincore.org). All 15 elements included in the core set are represented. However, an additional 15 qualifiers or sub-elements have been defined that cater to the particular needs of the webcat; eight of these conform to the Dublin Core qualifier set recommendations. The table below summarizes the elements and sub-elements used in the Web Catalogue and notes the origin of each.
Other standards were used to develop the various controlled lists used by the Web Catalogue. The most significant ones include: - Micro-Thesaurus 15: Geographical Terms (HURIDOCS, 2001) – used for fields containing geographic information, e.g., publisher.country, coverage.geography (http://www.huridocs.org/mt15.htm) - Micro-Thesaurus 14: Languages (HURIDOCS, 2001) (http://www.huridocs.org/mt14.htm) - International Thesaurus of Refugee Terminology (UNHCR, 1996) – used for subject terms - Resource types defined by the Resource Discovery Network served as the basis for the development of FMO’s “type” list; see http://www.rdn.ac.uk/publications/cat-guide/types and http://www.sosig.ac.uk/help/search.html#type. 1.3 Required fields Of the 26 fields represented in the webcat, 12 are required. In other words, they must have data entered into them in order for the record to be considered complete. The guidelines below indicate which fields are mandatory and which are optional. In addition, the table in Annex 1 lists all required fields. Fields are designated as mandatory for several reasons. First, one of the criteria of the webcat's selection policy is that a resource provide a minimum amount of information, specifically: title, URL, and person/organization responsible for the resource. The required fields title, identifier, creator, and publisher are included to capture this information. Second, FMO's coordination team needs to draw on various metadata in order to generate statistics about the character of the collection and the kinds of resources it provides access to. The required fields publisher.type, publisher.country, language and type are included for this reason. Third, it is important that users have more than one way of browsing through the resources in the collection. The required fields language, subject, coverage.geography, and type allow users to limit their view to, for example, just French-language resources, resources that just focus on refugee women, resources that just discuss Rwanda, or just resources that fall in the category of legal information. Finally, publisher.url is included as a required field because the webcat's linking policy stipulates that the homepage of the entity responsible for making a resource available will always be reflected in the catalogue record for that resource. 1.4 Multiple occurrences The guidelines below indicate the maximum number of occurrences for each webcat field. For example, editors may enter up to 15 creators, 15 subject terms, and 15 languages per resource. However, editors are not obligated to fill in every occurrence of a field; rather, the multiple field occurrences are available simply to provide the editor with an opportunity to enter information that is as complete as possible. The table in Annex 1 notes the maximum number of occurrences for each field. 1.5 Multilingual aspects The objective of the webcat is to develop an international and multilingual collection of resources. However, to be truly global will require proceeding in a step-wise fashion. In the initial stages of development, the webcat will provide access to resources in multiple languages, but the interface for searching and browsing the catalogue will remain in English. At the same time, simply providing access to resources in various languages can be challenging from a technical point of view, and therefore has ramifications for the cataloguing process. The following fields can have non-English information entered into them: - title - alternative title - identifier location - creator - contributor - publisher Xdirectory, the content management system used by FMO for web cataloguing purposes, is UNICODE-compliant and therefore supports the entry and display of both Roman and non-Roman characters. Alternatively, editors may copy and paste non-English terms describing a resource into the cataloguing web form. All other fields besides those enumerated above are designated as English-only fields, again for the time being. The table in Annex 1 below lists which fields are multilingual vs. English-only. Guidelines 2.1 Basic Details about the Resource Title required Ø The formal name of the resource. Enter the title as it appears on the resource, using the original language, wording, order and spelling. In general, capitalize the first word of the title; enter all other words in lower case except proper nouns and acronyms. (German-language titles are an exception since all nouns are written with an initial cap. Enter these as they would appear in a normal sentence.) Enter a maximum of one title. If a resource appears to have more than one title, use your judgment to select the most logical and appropriate one. Examples: On the resource: Refugee Studies Centre Library Catalogue Title entry: Refugee Studies Centre library catalogue On the resource: GUIDE PRATIQUE DU JOURNALISTE Title entry: Guide pratique du journaliste On the resource: Global IDP Database Title entry: Global IDP database On the resource: Wie es ist, ein Flüchtling zu sein Title entry: Wie es ist, ein Flüchtling zu sein Ø Subtitles should be separated from the main title by a <colon> and <space>. Example: On the resource: The State of the World's Refugees: The Challenge of Protection Title entry: The state of the world's refugees: the challenge of protection Ø Conventions, protocols, charters, constitutions, legislative acts, pacts, plans, treaties and other international instruments are exceptions to this rule. Use title case with these documents. Example: On the document: Universal Declaration of Human Rights Title entry: Universal Declaration of Human Rights Ø If the resource does not appear to have a title or if the title that does exist does not refer logically to the resource, then supply a title and enclose it in square brackets [ ]. Examples: On the resource: Welcome to Rädda Barnen´s database ChildWar Title entry: [ChildWar] On the resource: By Country Title entry: [Information on complex emergencies and natural disasters by country] Ø Bilingual (or parallel) titles should be separated by a <space> <=> <space>. Example: On the resource: PFEDA Project: Partners and Food in Emergency and Development Aid Projet PAAUD: Partenaires et Aliments de l'Aide d'Urgence et du Développement Title entry: PFEDA project: partners and food in emergency and development aid = Projet PAAUD: partenaires et aliments de l'aide d'urgence et du développement Alternative Title Ø If applicable, enter an alternative title which is commonly used as a substitute for the main title, i.e., abbreviated titles, translated titles, etc. Enter a maximum of three titles. Example: Title entry: South African immigration law list Alternative title entry: SAIMMIG Identifier required Ø A unique address on the World Wide Web for the resource being described. Usually, this is the URL for the resource. It may also be the Uniform Resource Identifier or Digital Object Identifier. Enter a maximum of two identifiers. Ø Enter the complete URL. As a general rule of thumb, copy and paste the URL to avoid typing errors or if it is extremely long. (Note: "http://" must be included as part of the URL or the link will not be activated in xdirectory. In addition, do not include any text next to the URL in xdirectory as the system will run it all together.) Examples: Title entry: Guide to forced migration resources on the web Identifier entry: http://www.forcedmigration.org/webguide/ Title entry: Involuntary resettlement FAQ Identifier entry: http://wbln0018.worldbank.org/essd/essd.nsf/81f3f0192ec0edee852567eb0062fb33/e4df6906d70e70a3852567ed004c9bee?OpenDocument Ø In a frames-based environment, the URLs for individual pages within a site are not displayed. Use the URL provided via a text version of the resource, if one is available. Otherwise, identify the URL for the resource by moving your cursor over the hyperlink to the resource wherever it happens to be referenced, then noting it down. Verify that you have not made any typing errors by visiting the resource again. Example: Title entry: Declaration of Minimum Humanitarian Standards On the resource: Because the text of this declaration is located on a site that uses frames, the URL for the homepage is displayed continuously as you move around - http://www.abo.fi/instut/imr. To locate the individual URL for the text, first try to find the page that includes the hyperlink to the resource being described (in this case, it is located on the "On-Line Publications" page in the "Publications" section). Position your cursor over the hyperlink that reads "Text of the Declaration." Note that the specific URL for the link appears in the status bar of your browser (usually at the bottom of your browser screen). Identifier entry: http://www.abo.fi/instut/imr/publications_online_text.htm Identifier Location Ø On occasion, it may be impossible to note the specific URL for the resource being described. For example, some java-based sites will display text in the status bar rather than URLs. Increasingly, web sites are using technology that create dynamic pages on the fly, that is, as soon as the user clicks on a link. Therefore, any URL displayed may not prove stable over the long term. In these situations, simply enter the URL for the home page of the resource in the "identifier" field above, then enter instructions for locating the resource within the site in the "identifier location" field. Ø If possible, provide instructions in the same language as the resource being catalogued. Example: Title entry: Country reports on trafficking in persons, especially women and children Identifier entry: http://www.protectionproject.org/main1.htm Identifier location entry: Select "country reports" from the "Human Rights Report" menu option on the left. 2.2 Entities Responsible for the Resource Creator required Ø The person(s) or organization(s) primarily responsible for the creation of the resource. Enter personal creators as follows: surname <comma><space>first name(s) and/or initials. Omit titles and terms of relation (e.g., Jr., etc.). If available, indicate the role played by the creator in brackets [ ]. Enter a maximum of 15 creators. When in doubt as to the form, follow the more detailed guidelines provided in HURIDOCS Supporting Document A (http://www.huridocs.org/popnames.htm). Examples: Name on resource: Guy S. Goodwin-Gill Creator entry: Goodwin-Gill, Guy S. Name on resource: Dr Barbara Harrell-Bond Creator entry: Harrell-Bond, Barbara Name on resource: Kwok Bun Chan Creator entry: Chan, Kwok Bun Name on resource: Abdullah Ahmed AN-NA'IM Creator entry: An-Na'im, Abdullah Ahmed Names on document: Richard Black and Thomas Mabwe Creator entry: Black, Richard [editor] Creator entry: Mabwe, Thomas [editor] Ø Enter corporate creators as written and in the language indicated on the web page. Capitalize the first letter of each significant word in the name. Omit initial articles (e.g., the, le, etc.). If the organization is commonly referred to by its acronym, include it in parentheses. If the corporate creator appears in more than one language, enter the one that is provided in the language of the resource being described. Examples: Creator entry: Instituto del Tercer Mundo Creator entry: Heidelberger Institut für Internationale Konfliktforschung Creator entry: United Nations High Commissioner for Refugees (UNHCR) Ø If the corporate creator is associated with a particular place or if it is a fairly generic title, enter a place name in brackets [ ]. Refer to Micro-thesaurus: Geographical Terms (HURIDOCS) at http://www.huridocs.org/mt15.htm for assistance. Example: Creator entry: Lawyers for Human Rights [South Africa] Creator entry: Directorate of Immigration [Finland] Ø If the resource indicates that the corporate creator is a part of or subordinate to another body (e.g., Department, Division, Service, Committee, Section, Bureau, etc.), then enter the higher corporate body first, followed by the subordinate body. The form used is as follows: higher corporate body<period><space>subordinate corporate body. Examples: On the resource: The research group on forced migration Department of Geography Norwegian University of Science and Technology Creator entry: Norwegian University of Science and Technology. Department of Geography. Research Group on Forced Migration Ø If only an acronym is indicated on the document, the editor should attempt to locate and record the full name of the organization. Example: Name on document: ECRE Creator entry: European Council on Refugees and Exiles (ECRE) Ø If no creator is indicated, enter the corporate body responsible for making the resource available (i.e., the publisher). Example: L'immigration et le droit d'asile (http://www.senat.fr/lc/lc34/lc34.html) Creator entry: Sénat [France] Contributor Ø A person or organization not specified in the creator element who has made a significant contribution to the resource but whose contribution is secondary (e.g., web designer, illustrator, transcriber, etc.). Use the instructions provided for "creator" for entering information in this field. Indicate the role played by the contributor in brackets [ ]. Enter a maximum of 15. Example: a discussion list that is owned by an organization but moderated by an individual Title entry: Forced migration discussion list Creator entry: Refugee Studies Centre Contributor entry: Mason, Elisa [moderator] Publisher required Ø The entity responsible for making the resource available in its present form, such as an individual (self-publisher), a publishing house, university department, or corporate body. The publisher should have some active interest in the resource, and should not simply be the mechanism by which a resource is made physically accessible (e.g., such as a service provider). Ø Use the instructions provided for "creator" for entering information in this field. Enter a maximum of 15 publishers. Examples: Resource: Working paper by Matthew Gibney provided on the RSC web site at http://www.qeh.ox.ac.uk/rsc/workingpaper6.pdf Publisher entry: Refugee Studies Centre (RSC) Resource: A guide to legal discussion lists prepared by Lyonette Louis-Jacques and made available on the University of Chicago web site at http://www.lib.uchicago.edu/~llou/lawlists/info.html Publisher entry: Louis-Jacques, Lyonette (NOT the University of Chicago) Publisher Type required Ø Identifies the type of entity responsible for making the resource available. Select from the following controlled list. Enter a maximum of 15.
Ø Enter the URL of the publisher's home page. In some cases (primarily with self-publishers), this may be a repeat of the identifier URL for the resource itself. This is an important field to complete because our linking policy stipulates that publisher homepages will be highlighted within the catalogue record. Use the instructions for the "identifier" field above. Enter a maximum of 15. Publisher Country required Ø The country in which the publisher is located. This may differ from the country in which the host of the web site resides. Select from a controlled list (refer to HURIDOCS' Micro-thesaurus: Geographical Terms at http://www.huridocs.org/mt15.htm for assistance). Enter a maximum of 15. 2.3 Resource Content Description required Ø An overview of the resource and its contents. The description helps the user to quickly determine whether or not a resource is relevant and therefore, worth visiting. It also can be used to highlight details about a resource that are not covered by any of the other fields. In approximately 100-200 words, describe the purpose of the resource, what it is used for, its coverage (for example, particular subjects, geographical areas or time periods), and, if relevant, whether or not it is regularly updated. Use a journalistic approach to writing (refer to "Writing for the Web" http://www.ids.ac.uk/gdn/tools/writing.htm for additional guidance) and avoid making time-sensitive references that will become invalid in the short-term. Try to limit any direct quotations from the resource; if you do quote from the resource, be sure to include the source. In addition, do not evaluate the resource. This field is not intended to function as a "book" review. Example: Title entry: Annual assessment of conditions affecting refugees by country Creator entry: U.S. Committee for Refugees Description entry: This resource allows users to browse for information by country or region. The profiles provide information on the number and origin of refugees and displaced persons within a given country, as well as a brief description of the host country’s refugee and asylum policies. Each profile includes links to additional information, i.e., country profiles from previous World Refugee Surveys, photos, audio segments, articles dating from the mid-1990s, etc. The most recent country profiles are from the current issue of the World Refugee Survey. Language required Ø The language(s) that the resource is available in via the URL indicated in the "identifier" field. Select from a controlled list (refer to HURIDOCS' Micro-Thesaurus 14: Languages at http://www.huridocs.org/mt14.htm for assistance). Enter a maximum of 15 languages. Example: Title entry: For the record = Bilan Identifier entry: http://www.hri.ca/fortherecord2000/ftrchoice.html Language entry: English Language entry: French Ø Often, resources will be made available in multiple languages by the same creator or publisher but via different URLs. In this situation, create separate catalogue records for each language version. Enter titles, creators, and publishers in the language of the resource being described. Note the specific URL associated with the resource. All other fields in English from the original record describing the resource can be retained. In addition, in the language field of the records describing the various language versions, note the different languages that the resource is available in. Example: Title entry (English version): Fact sheet no.25, forced evictions and human rights Creator entry: United Nations High Commissioner for Human Rights Identifier entry: http://www.unhchr.ch/html/menu6/2/fs25.htm Language entry: English Language entry: French Language entry: Spanish Note: There is no indication on this web page that the Fact Sheet is also available in French and Spanish. Unlike the example above, this URL does not interlink the various language editions together. Title entry (French version): Fiche d'information no. 25, l'éviction forcée et les droits de l'homme Creator entry: Haut
Commissariat des Nations Unies aux droits de l'homme Language entry: English Language entry: French Language entry: Spanish Title entry (Spanish version): Folleto informativo no. 25, los desalojos forzosos y los derechos humanos Creator entry: Oficina del Alto Comisionado de las Naciones Unidas para los Derechos Humanos Identifier entry: http://www.unhchr.ch/spanish/html/menu6/2/fs25_sp.htm Language entry: English Language entry: French Language entry: Spanish Example: Title entry (French version): Statistiques Publisher entry: Office fédéral des réfugiés Identifier entry: http://www.asyl.admin.ch/franz/publ3f.htm Language entry: French Language entry: German Title entry (German version): Statistiken Publisher entry: Bundesamt für Flüchtlinge Identifier entry: http://www.asyl.admin.ch/deutsch/publ3d.htm Language entry: French Language entry: German Subject (Controlled) required Ø Enter terms that describe the content and structure of the resource. Enter up to a maximum of 15 focused terms that describe the most important aspects of the resource. These can be identified from the title, an about link or FAQ, an introductory statement, the structure of the resource, etc. To help you determine which subject keywords to select, ask yourself some basic questions about the main concepts of the resource, such as who, what, what kind of, why, by whom. Ø Examples include: (1) "who" does the resource focus on (i.e., specific types of forced migrants like internally displaced persons or women refugees; specific ethnic and national groups, like Tamils; specific religious, social or political groups, etc.); (2) "what" does the resource concern itself with (i.e., specific causes of flight like development-induced displacement; specific responses to forced migration situations like protection or assistance; specific country of origin conditions; repatriation or return; specific experiences of forced migrants like psychosocial or integration issues); (3) asking "what kind of" and "why" can help to specify the "what" (e.g., a resource that discusses humanitarian assistance for displaced persons in Sudan might include the keywords "food supply" and "famine"; it may also identify the kind of resource it is, i.e., a training manual); (4) "by whom" refers to the actors (institutions, organizations) that act on behalf of the who – IGOs, NGOs, etc. Ø The average number of terms entered will most likely be four to five. Ø Select terms from the International Thesaurus of Refugee Terminology. Words should be entered with an initial cap. Examples: Title entry: Saving lives and livelihoods: the fundamentals of a livelihoods strategy Subject entry: Assistance Subject entry: Emergency relief Subject entry: Refugee aid & development Subject entry: Dependency Subject entry: NGOs Subject entry: Coordination Subject entry: Management Subject entry: Policy making Subject entry: Social participation Subject entry: Self-sustaining projects Subject (Uncontrolled) Ø Use this field to enter terms for subject areas not covered by the International Thesaurus of Refugee Terminology. Another thesaurus that is more relevant may be referred to; this will help ensure that terms are entered in a standard way. Enter a maximum of 10 uncontrolled terms. Words should be entered with an initial cap. Ø The resulting list will be evaluated and eventually incorporated into a controlled format in the future. Subject (Class) Ø A broad subject term that represents the subject matter of the resource as a whole. This will determine in which section of the catalogue the resource will appear for browsing purposes. Select from a controlled list. Resources may be classified under a maximum of three subjects. [NOTE: This field has been temporarily discontinued!] Coverage – Geography required Ø The spatial extent or scope of the resource. Select a place name for countries and/or regions from a controlled list (refer to HURIDOCS' Micro-thesaurus: Geographical Terms at http://www.huridocs.org/mt15.htm for assistance). If the resource does not focus on a particular country or region, select "universal" from the controlled list. Enter a maximum of ten geographic terms. Examples: Title entry: Dados estatísticos Identifier entry: http://www.cidadevirtual.pt/cpr/estat.html Coverage – geography entry: Portugal Title entry: Map centre Identifier entry: http://www.reliefweb.int/mapc Coverage – geography entry: Universal Coverage - Time Ø The temporal extent or scope of the resource. Enter a maximum of one period or date range (e.g., 1960-1969). Example: Title entry: Population displacement, state-building and social identity in the lands of the former Russian Empire, 1918-1930 Coverage – time entry: 1918-1930 Ø If the resource is a collection to which items are continuously added and which appears to be regularly updated, then include “present” as the temporal parameter. Example: Title entry: EXCOM reports Coverage – time entry: 1995-present 2.4 Resource Dates Date Created Ø If available, enter the date when the resource was first created or published. Use the form DATE MONTH YEAR, spelling out the month (e.g., 15 May 2002). If the day and month are not indicated, simply include the year. Note: Remember that date order differs in the U.S. and Europe – i.e., 3/12/01 = March 12, 2001 in the U.S. and December 3, 2001 in Europe! Example: Title entry: Droits des femmes en situations de conflit = Women's rights in conflict situations On the resource: The site's publications' listing notes that the bibliography was published in 1999. Date created entry: 1999 Date Modified Ø If available, enter the date the resource was last updated or modified. Follow the instructions for "Date Created". Ø Use this field only if the information provided will be particularly helpful to the user. If a resource is updated on a daily or weekly basis (e.g., a news source), then this field becomes somewhat meaningless. Use the "description" field to highlight current or regularly updated resources. Example: Title entry: Base migrations internationales Identifier entry: http://radegonde.mshs.univ-poitiers.fr On the resource: Dernière mise à jour : 23 Mars 2001 Date modified entry: 23 March 2001 2.5 Resource Type, Form and Relationship to Other Resources Type required Ø The category of the resource (e.g., article, bibliography, journal, directory, etc.). The purpose of the catalogue is to direct users to specific pages within web sites, rather than point them to a homepage and assume they will be able to navigate the site successfully in order to locate the resource being described. A series of resource types has been pre-defined (see http://www.forcedmigration.org/info/wcselpolicy.htm#Annex1). Select from a controlled list. Enter a maximum of five types. Examples: Title entry: Dams, displacement, policy and law in India Type entry: Articles/Papers/Reports (individual) Title entry: Vocabulario controlado sobre desastres Type entry: Reference materials Relation Ø Indicate the relationship of the described resource to any other resource. For example, an article within a journal, a title within a series, a paper presented at a conference, intellectual content taken from a printed resource but not presented in the same format, etc. If desired, also provide URLs of other versions of this resource that appear elsewhere. Enter a maximum of five occurrences. Examples: Title entry: Protection against expulsion under article 3 of the European Convention on Human Rights Relation entry: Article in European Journal of International Law 4(3) Title entry: Refugee caselaw site Relation entry: intellectual content provided by Lexis-Nexis Relation - Requires Ø Indicate what the resource being described needs in order for it to be used, viewed, or navigated effectively. For example, Adobe Acrobat if the resource is in PDF format; pre-registration if the resource requires a name and password. Leave this field blank if the resource is freely available and/or if it is delivered as a basic HTML page. Enter a maximum of five. Examples: Title entry: Crossing national borders: connecting people to economies Relation – requires entry: Requires RealPlayer to view the video version of this resource. Title entry: Asylumlaw.org Relation – requires entry: Registration required to view portions of the site. Format Medium Ø The media type of the resource (e.g., pdf, video, audio, jpeg, etc.). Select from the following controlled list. Enter a maximum of five media.
Title entry: Masses in flight: the global crisis of internal displacement Format medium entry: GIF Ø The default medium is HTML, therefore, if it is the only medium a resource is available in, leave this field blank. However, if a resource is available in several media including HTML, then indicate all of them accordingly. Example: Title entry: Policy position papers Format medium entry: HTML Format medium entry: DOC Format medium entry: PDF Format Extent Ø The size or duration of the resource (e.g., 0.5 KB, 00:30, 30 p). Enter a maximum of five extents. If the resource is a collection which gives an indication of the total number of items included, provide a general rather than a precise figure to give a sense of the collection’s “weightiness.” Example: Title entry: Refugee voices Format medium entry: audio Format extent entry: All audio segments are 4 minutes or less in length. Example: Title entry: Evaluation reports Format extent entry: approx. 70 reports Source Ø If applicable, a work from which the resource was derived. Enter a string or number used to uniquely identify the work (e.g., an ISBN or ISSN number if the resource is an electronic version of a printed book or journal). Enter a maximum of three sources. Example: Title entry: The myth of "ethnic conflict": politics, economics, and "cultural violence" Identifier entry: http://escholarship.cdlib.org/ias/crawford Source entry: ISBN 0-87725-198-3 2.6 Use of the Resource Rights Ø Ideally, a URL to a copyright notice, a rights-management statement, or to a service that would provide information about terms of access to the resource being described. Do not copy and paste in a rights statement, if a link is not available. Follow the instructions for entering URLs provided in the "identifier" field above. Example: Amnesty International's copyright statement Rights entry: http://www.amnesty.org/copy.htm 2.7 System Metadata This section reviews the 13 xdirectory fields that are automatically appended to every record after "Rights." Ignore the following fields:
Status required Four statuses are available (ignore the other two; they are used in the digital library): Live, Incomplete, Pending Editor and Withdrawn. Ø If you are interrupted during a cataloguing session, set the record status to "incomplete" and save the record. Note: The system will remind you to assign the record to a category, so be sure to tick "web catalogue" before exiting the record. Ø If you are a cataloguer and you have completed a new record, set the record status to "pending editor" and save the record. Ø If you are an editor and you have completed a record, set the record status to "live" and save the record. Note: You must have a date entered into the "information correct" field or the system will not allow you to designate the record as live. Contributor Review Date required Ø The date when the resource should be reviewed for updating purposes. The system defaults to a review date within a year. Enter a date six months from the date that the record was added. IMPORTANT NOTE: This date must be entered in the European format!!! This is dictated by xdirectory and cannot be changed!!! The format is: mm/dd/yy Example: Date that record was added to webcat: 30 May 2002 Contributor review date: 30/11/02 Info Correct Date required Ø The date for which the accuracy of the record was last checked. Enter the date that the record was added to the webcat. IMPORTANT NOTE: A date must appear in this field in order for the record to be set to "live" status. In addition, this date must be entered in the European format!!! This is dictated by xdirectory and cannot be changed!!! The format is: mm/dd/yy Administrators Comments Ø Enter any notes about the cataloguing process or reminders to yourself regarding record data. This field will not be visible to the public. Categories required Ø Tick the box under "Web Catalogue" in order to ensure that the record appears in the system. Conclusion In the end, editors must use their best judgment when cataloguing! The rules outlined above are not set in stone, but rather are presented for guidance purposes. It is impossible to predict every scenario that might be encountered, particularly on the web. The important thing to keep in mind is that the purpose of the catalogue record is to provide sufficient information for the user to (1) locate the resource in the catalogue, (2) determine whether or not a resource is worth visiting, and (3) be able to access the resource successfully if s/he decides to proceed.
Development of a European Service for Information on Research and Education - http://www.desire.org Dublin Core Metadata Initiative – http://www.dublincore.org Humbul, Describing and Cataloguing Resources - http://www.humbul.ac.uk/about/catalogue.html HURIDOCS Standard Formats for the Recording and Exchange of Bibliographic Information Concerning Human Rights - http://www.huridocs.org/standard.htm RDN Cataloguing Guidelines - http://www.rdn.ac.uk/publications/cat-guide Introduction to Metadata: Pathways to Digital Information - http://www.getty.edu/research/institute/standards/intrometadata/index.html
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