Qualified Dublin Core Metadata Best Practices for GREDOS

TL;DR: The aim of this article is to present the work carried out to create GREDOS, the Institutional Repository of the University of Salamanca, and explain how the project was developed.

Abstract: The aim of this article is to present the work carried out to create GREDOS, the Institutional Repository of the University of Salamanca. Besides introducing GREDOS and explaining how the project was developed, we also present our best practices manual in the use of Qualified Dublin Core Metadata (QDCM). The guidelines followed in the use of metadata, standardization, work methodology, and the digitalization parameters employed are described. Some practical examples of descriptions of different digital resources of varied typology are provided. We conclude by showing the final outcome of the project.

Summary

THE GOAL OF QDC METADATA BEST PRACTICES

• The goal of Qualified Dublin Core Metadata Best Practices is to provide a guide for creating metadata records for the digital resources in GREDOS.
• This guide is based on the Dublin Core Metadata Initiative (DCMI).

Metadata: Generalities

• The one that was quickly accepted and is used most frequently is: descriptive information of digital resources.
• The creation of metadata is absolutely necessary for the dissemination of collections via the Internet.
• Metadata are associated with a digital resource in order to guarantee its discovery, use, management, and preservation.
• The title of the resource, the author of the resource, and the subject of the resource, also known as Some examples are.
• The Dublin Core is intended to be as simple and as accessible as possible, so that any unspecialized person can easily and efficiently create descriptive records for online resources, at the same time providing optimal retrieval in an online context.

GREDOS GUIDELINES AND STANDARDS

• Before commencing work, the authors created a document entitled Dublin Core Cualificado: documento de trabajo (Qualified Dublin Core: Working Document; Ferreras, 2008) , which has been the main point of reference for the staff assigned to describe the GREDOS resources with metadata.
• This document was written in Spanish mainly following the DCMI and the guidelines for DRIVER, Version 1.0. ( 2007); also taken into account were the Marc 21 format and the Reglas de Catalogaci ón (Cataloguing Regulations) of the Spanish Ministry of Culture.
• The authors followed the MARC to Dublin Core Crosswalk (2008) to convert the correspondences of some descriptions in Marc 21 format to Qualified Dublin Core.
• In the standardization of names, descriptors, and subject headings in the metadata records, the main tool used has been the Catálogo de Autoridades (Catalogue of Authorities) of the University of Salamanca Library and Archives Services.
• When information could not be found there the authors also used the following: Library of Congress Authorities, Autoridades de la Biblioteca Nacional de España, Autoridades del CSIC, Repertoire des Vedettes Matière de Laval, Authorités BNF and RAMEAU, as well as other sources.

The Methodology Followed in Gredos

• After establishing and writing up the QDC best practices, selecting and training the interns who were to work on the project along with permanent staff members, and organizing the work process, the authors began to digitalize and describe the resources.
• A database was created with Drupal, in which digital objects were described on templates set up with the necessary fields according to the QDC Best Practices Guidelines.
• The pertinent QDC elements were selected and adapted for each type of document.
• When Symposia (the platform developed by Innovative for the creation of repositories) had been configured and was available for massive loadings, the digital objects, together with their corresponding descriptions, were loaded onto the new repository program.

DIGITALIZATION PARAMETERS FOR GREDOS

• The parameters for digitizing the documents to be included in the Institutional Repository of the University of Salamanca were configured taking into account aspects of preservation and dissemination, as well as the medium of each document.
• Tables 2 shows the parameters of images to preservation and Table 3 shows the parameters to publication.
• There are two theories that explain the evolution of relative wages (ratio of the wage of qualified workers to the wage of nonqualified workers): the labor perspective and the trade approach.
• Firstly, the authors review the factors that determine the relative wage under each theory.
• Then, the authors study the evolution of these in the Spanish manufacturing industry from 1989 to 1998 and they make forecasts of the signs of the factor coefficients.

ASSIGNING OF NAMES TO THE FILES OF THE REPOSITORY COLLECTIONS

• Names were assigned to files in a standard way to avoid confusion when digitalising and making the correspondence between the description and the digital object.
• These are the norms the authors followed: Collections Names of files Form:.
• The name of the file is composed of the academic year followed by "ca" and a correlative number within each year (without mentioning the event).

Collections

• Cmu Darío R8.pdf; cmu Villarreal C1.pdf CPTB, also known as Names of files E.g.
• The entire contents of this repository is available through open access, which means that it may be consulted in its entirety at no charge, thanks to the license "Creative Commons Reconocimiento-No comercial-Sin obras derivadas 3.0 España," which preserves the copyright of the material stored.
• This section likewise offers open access to hundreds of early books and complete collections of magazines of historical value, such as Triunfo or Hermano Lobo.

IMAGES OF GREDOS

• Images 1-4 show the final appearance, and briefly summarize the product final of the repository.
• The DC elements used in the descriptions and the norms designed for their application appear below.
• The guidelines drawn up are for internal use, and adapted to their own case.

Figures

TABLE 2 Parameters of Images for Preservation (High Resolution)

TABLE 3 Images for Publication (Web Query)

Full text

PLEASE SCROLL DOWN FOR ARTICLE
This article was downloaded by:
[Peñalvo, Francisco José García]
On:
17 February 2010
Access details:
Access Details: [subscription number 919352037]
Publisher
Routledge
Informa Ltd Registered in England and Wales Registered Number: 1072954 Registered office: Mortimer House, 37-
41 Mortimer Street, London W1T 3JH, UK
Journal of Library Metadata
Publication details, including instructions for authors and subscription information:
http://www.informaworld.com/smpp/title~content=t792306902
Qualified Dublin Core Metadata Best Practices for GREDOS
Francisco José García Peñalvo
a
; José Antonio Merlo Vega
a
; Tránsito Ferreras Fernández
a
; Abel Casaus
Peña
a
; Lorenzo Albás Aso
a
; Ma Luisa Atienza Díaz
a
a
University of Salamanca, Salamanca, Spain
Online publication date: 17 February 2010
To cite this Article Peñalvo, Francisco José García, Vega, José Antonio Merlo, Fernández, Tránsito Ferreras, Peña, Abel
Casaus, Aso, Lorenzo Albás and Díaz, Ma Luisa Atienza(2010) 'Qualified Dublin Core Metadata Best Practices for
GREDOS', Journal of Library Metadata, 10: 1, 13 — 36
To link to this Article: DOI: 10.1080/19386380903546976
URL: http://dx.doi.org/10.1080/19386380903546976
Full terms and conditions of use: http://www.informaworld.com/terms-and-conditions-of-access.pdf
This article may be used for research, teaching and private study purposes. Any substantial or
systematic reproduction, re-distribution, re-selling, loan or sub-licensing, systematic supply or
distribution in any form to anyone is expressly forbidden.
The publisher does not give any warranty express or implied or make any representation that the contents
will be complete or accurate or up to date. The accuracy of any instructions, formulae and drug doses
should be independently verified with primary sources. The publisher shall not be liable for any loss,
actions, claims, proceedings, demand or costs or damages whatsoever or howsoever caused arising directly
or indirectly in connection with or arising out of the use of this material.

Journal of Library Metadata, 10:13–36, 2010
Copyright © Taylor & Francis Group, LLC
ISSN: 1938-6389 print / 1937-5034 online
DOI: 10.1080/19386380903546976
Qualified Dublin Core Metadata Best Practices
for GREDOS
FRANCISCO JOS
´
EGARC
´
IA PE
˜
NALVO, JOS
´
E ANTONIO MERLO
VEGA, TR
´
ANSITO FERRERAS FERN
´
ANDEZ, ABEL CASAUS PE
˜
NA,
LORENZO ALB
´
AS ASO, and M
a
LUISA ATIENZA D
´
IAZ
University of Salamanca, Salamanca, Spain
The aim of this article is to present the work carried out to cre-
ate GREDOS, the Institutional Repository of the University of Sala-
manca. Besides introducing GREDOS and explaining how the
project was developed, we also present our best practices man-
ual in the use of Qualified Dublin Core Metadata (QDCM). The
guidelines followed in the use of metadata, standardization, work
methodology, and the digitalization parameters employed are de-
scribed. Some practical examples of descriptions of different digital
resources of varied typology are provided. We conclude by showing
the final outcome of the project.
KEYWORDS GREDOS, institutional repository, University of Sala-
manca (Spain), metadata, best practices, Qualified Dublin Core
WHAT IS GREDOS AND WHAT WERE ITS ORIGINS?
GREDOS is the institutional repository of the University of Salamanca. Its
objective is to collect, organize, preserve, and disseminate the academic, ad-
ministrative, and historical production of the University of Salamanca (Spain).
GREDOS had its origins in a grant (2007) received from the Spanish Ministry
of Culture to digitalize holdings, apply Open Access and create institutional
repositories. The University of Salamanca presented the project “Stationer:
Institutional Repository of Salamanca,” and once it was completed it was
named GREDOS.
The main goal of this project was to create a digital institutional
repository that would respond to the demands of the Open Archives
Address correspondence to Francisco Jos
´
e Garc
´
ıa Pe
˜
nalvo, Pro-Vice-Chancellor of Tech-
nological Innovation, University of Salamanca, Patio de Escuelas, 1, 37008, Salamanca, Spain.
E-mail: fgarcia@usal.es
13
Downloaded By: [Peñalvo, Francisco José García] At: 23:16 17 February 2010

14 F. J. Garc
´
ıa Pe
˜
nalvo et al.
Initiative-Protocol for Metadata Harvesting (OAI-PMH) protocol, to be able to
offer to the members of the academic community and to society, in general,
access to, dissemination of, and preservation of the digital material created
by the institution and its members, as well as the digitalised holdings that
make up the rich bibliographical and documental heritage of the University
of Salamanca.
The contents of the repository were to be the outcome of integrating
the information contained in the archival, photographic, and audiovisual
documents of important personal holdings such as the personal archive of
Miguel de Unamuno and the personal archive of the creator of Do
˜
nana Na-
tional Park—the biologist Jos
´
e Antonio Valverde—with the bank of digital
images of the document holdings; the published articles and the digital doc-
uments comprising the portal “Triunfodigital.com” (the magazines “Triunfo,”
“Tiempo de historia,” and “Hermano Lobo”); the journal entitled Cuader-
nos de la C
´
atedra Miguel de Unamuno; and different documents from the
archives and audiovisual recordings of Latin American writers from the Cul-
tural Centre “Pablo de la Torriente Brau” of Havana, Cuba, an institution with
which the University of Salamanca has a collaboration agreement.
The University Institute for Community Integration (INICO) and the
Department of Applied Economics of the University of Salamanca also par-
ticipated in this first stage with state of the art scientific research.
Table 1 gives a summary of the collections described and the number
of digital objects and digitalizations carried out in the first stage of GREDOS.
The data shown are from 2 September, 2008.
THE GOAL OF QDC METADATA BEST PRACTICES
The goal of Qualified Dublin Core Metadata Best Practices is to provide a
guide for creating metadata records for the digital resources in GREDOS. The
creation of metadata for digital resources is an important part of digitalization
projects and should be incorporated as an objective in the work plan of the
project. This guide is based on the Dublin Core Metadata Initiative (DCMI).
Developing metadata best practices in line with standards achieves the
following: assurance of quality in the metadata records; increased possibility
of discovering the resource; increased interoperability of the GREDOS col-
lections (see collections in Table 1); increased interoperability among other
digital repositories and libraries participating in the OAI (Open Access Ini-
tiative); ease in being picked up by contents providers such as DRIVER;
information to users about the structure of the digital object and the vi-
sualizer necessary for accessing the digital resource; and assistance in the
management of long-term preservation of digital archives.
Some of the resources that were to form part of GREDOS were al-
ready in digital form, but in most cases they were physical resources such as
Downloaded By: [Peñalvo, Francisco José García] At: 23:16 17 February 2010

Metadata Best Practices for GREDOS 15
TABLE 1 GREDOS Summary of the Collections
Records Records with
Collections described Digitalizations digital objects
Archivo de Neuropatolog
´
ıa 5,064 10,025 slides 1,507
Archivo Fotogr
´
afico Candy. Cursos
Acad
´
emicos
84 1,061 negatives 84
Archivo Fotogr
´
afico Candy. Cursos
de Verano
36 5,155 negatives 36
CCMU 1 (1948) 7
CCMU 2 (1951) 5
CCMU 3 (1952) 6
CCMU 4 (1953) 5
CCMU 5 (1954) 2
CCMU 6 (1955) 7
CCMU 7 (1956) 7
CCMU 8 (1958) 7
CCMU 9 (1959) 8
CCMU 10 (1960) 5
CCMU 11 (1961) 5
CCMU 12 (1962) 4
CCMU 13 (1963) 8
CCMU 14–15 (1964–1965) 14
CCMU 16–17 (1966–1967) 12
CCMU 18 (1968) 6
CCMU 19 (1969) 7
CCMU 20 (1970) 9
CCMU 21 (1971) 12
CCMU 22 (1972) 20
CCMU 23 (1973) 13
CCMU 24 (1976) 20
CCMU 25–26 (1978) 12
CCMU 27–28 (1983) 14
Correspondencia de Ricardo
Espinosa Maeso
51 103 pp. 51
Correspondencia de Dorado
Montero
56
Correspondencia de Unamuno 936 1,842 pp. 501
CPTB. Palabra de Pablo 88
CPTB. Bolet
´
ın Electr
´
onico Memoria 97 97
CPTB. Cuadernos Memoria 21 21
CPTB. Palabra Viva 21 16
Jos
´
e Antonio Valverde. Evoluci
´
on 19 384 pp. 19
Jos
´
e A. Valverde’s Cuadernos de
Campo
655 5,380 pp. 655
Departamento de Econom
´
ıa
Aplicada. Documentos de Trabajo
16 16
Expedientes Personales de
Profesores USAL
266 1,356 pp. 16
INICO. Actas 4 4
INICO. Bolet
´
ın Integra 28 14
INICO. Investigaci
´
on 3 3
Ricardo Espinosa. Extractos y
Transcripciones de Documentos
0
Ricardo Espinosa. Manuscritos 1
Total 7,562 23,965 3, 048
Downloaded By: [Peñalvo, Francisco José García] At: 23:16 17 February 2010

16 F. J. Garc
´
ıa Pe
˜
nalvo et al.
photographs, texts, and audio, thus requiring digitalization (see digitaliza-
tions in Table 1).
Metadata: Generalities
The term metadata has many definitions. The one that was quickly accepted
and is used most frequently is: descriptive information of digital resources.
The metadata term emerged with the arrival of the World Wide Web and
is the modern term for the bibliographical information that libraries have
traditionally kept in their catalogues. The creation of metadata is absolutely
necessary for the dissemination of collections via the Internet.
Metadata are associated with a digital resource in order to guarantee
its discovery, use, management, and preservation. Metadata are commonly
classified into three types, with some correlations among them:
• Descriptive metadata: information used to index, describe, and identify a
digital resource. Some examples are: the title of the resource, the author
of the resource, and the subject of the resource.
• Structural metadata: information used to visualize and navigate the digital
resources; information on the internal organization of the digital resource;
information on the visualizer or plug-in reader necessary to open the digital
resource.
• Administrative metadata: information needed to manage the resource over
time, including technical information such as i mage resolution, file size,
file format, hardware/software used to produce the digital resource, and
so on.
Qualified Dublin Core for GREDOS
The metadata records for the GREDOS repository are based on the Dublin
Core Metadata Initiative (DCMI) Data Element Set. The DC is composed of 15
elements, all of which are optional and repeatable and able to be associated
with as many optional links as necessary.
In our descriptions we have used the Qualified Dublin Core (QDC),
which is an extension of the Dublin Core in which some of its elements are
accompanied by a qualifier to make them more restrictive. The choice of the
metadata used in our descriptions is related to the different document types.
The 15 elements of the Dublin Core format can be classified according
to three aspects:
1. Contents: Title, Subject, Description, Source, Type, Relation, and Coverage
2. Intellectual property: Creator, Publisher, Contributor, and Rights
3. Application: Date, Format, Identifier, and Language
Downloaded By: [Peñalvo, Francisco José García] At: 23:16 17 February 2010

Frequently asked questions

Q1. What are the contributions in "Qualified dublin core metadata best practices for gredos" ?

Norm: Brief description of the work carried out and a list of the species studied. Also only the following may appear: YYYY-MM or YYYY. In the case of the Field Notebooks, the date when the study or corresponding research was carried out is used E. g.: 1942-06-08 to 1951-04-15 In this case, the geographical places or areas where the study or corresponding research as carried out are expressed.