TCC Archives Metadata Standards: Step-by-Step Record

To begin, click on an uncataloged item, and click on the green edit button in the upper right hand corner of the page.

Start by filling in the title. Titles should include whether the college was named Tulsa Junior College or Tulsa Community College at the probable time of creation, an indication of what the medium of the item is, the date to the best of your knowledge, and the number of the item within a series. 

For example:

Tulsa Junior College, Photograph of Northeast Campus Construction, 1974, No. 6

Dates should be approximated as best as you are able. If a photograph has a specific date, omit any month and day information to only include the year. If the date is circa or a guesstimate, indicate that it is circa (e.g. circa 1974) or an approximation using bracets (e.g. [1974]).

For example:

Tulsa Community College, Brochure of Course Offerings, [2006], No. 1

If an item does not have a number associated with it, default to using No. 1 in case other items are added to the series later.

 

Next, as best as you are able, complete the information about the creator and publisher. If this information is unknown, enter "Unknown." If this information is irrelevant, skip it. If Tulsa Community College or Tulsa Junior College is the creator or publisher (depending on the medium), indicate this as so.

 

Enter in the item's medium. Aim to be as literal as possible. For example, if the item you are cataloging is a scan of a newspaper article, this should be recorded. 

 

In the date field, record specific date information as best as you are able, including seasons, months, and days as relevant. For example, an article published in the October/November 1991 issue of a magazine would be recorded as "October/November 1991".

 

The description field will mimic the title field in many ways. Include the medium, title of the photograph, specific date information, and other important information that may put the item into context, such as "Dr. Dean VanTrease was the second president of Tulsa Junior College." If you have a longer description, such as for naming the individuals in a photograph, add a second description box using the "Add Input" box under the field heading to hold this additional information.

 

Subjects are pulled from the Library of Congress Subject Authority Files (LCSAF). All items should have at least one relevant subject assigned to them.

 

Rights should be listed as: All rights reserved.

 

The source is retrieved from the item's file name and transcribed in full. For example, CH-OKTCCUS-b003bf002pc002, is transcribed to "Campus History Collection, Box 3B, Folder 2, Picture 2". 

 

Enter the provenance if known. If not known, indicate "Unknown".

 

Rights Holder should be listed as: These materials are the property of the Tulsa Community College Library. They may be used for research and educational purposes only. Any other usage, including commercial, requires prior permission to be granted from the library.

 

The identifier is the item's file name without the file type information. For example, "CH-OKTCCUS-b003bf002pc002-.jpg" would simplify to "CH-OKTCCUS-b003bf002pc002". 

 

Next, make sure to indicate that the file can be public and featured using the upper right hand corner control box.

 

Lastly, add item tags using the "Tags" tab at the top of the record page. Photos will generally have four tags: the era (e.g. 1990s, 2000s,), the specific year if known (e.g. 1996), the medium (e.g. photograph, newsletter, scrapbook), and the specific campus if relevant (e.g. Metro, Northeast, Southeast, West, Conference Center, Center for Creativity). There are some additional tags for TCC president names or reoccurring themes, such as construction. You can look at the tag list on the public page of the Archives site to see all tags in existence and pull from these if needed.