Document Actions

Description

Element Name: Content Description
Element Name: Physical Description

Element Name: Content Description

Content Description Definition
Where Can the Content Description Information be Found?
How Content Description Works in the Metadata Form
How Should the Content Description be Filled in?
Other Content Description Examples

Content Description Definition

Description of the content attributes of the resource.

Where Can the Content Description Information be Found?

Like subjects, the item must be read/examined to find the content description but it may come from:

Item Types	Information Sources
For text	titles abstracts tables of contents section/chapter headings text
For images	bottom or back of a photograph visible items (people surroundings, objects, etc.) illustrations
For maps	statement in a caption notes around the outside of the map geographic area and time period of the map
For music scores	title page table of contents lyrics
For videos	label on disc container cover
For sound files	information on disc/cassette container information
For computer files	title page/screen text of document

In some cases content description may come from accompanying or supplementary information.

How Content Description Works in the Metadata Form

Parts:: 1. Description type -- drop-down menu
2. Description -- text field
Repeatable?: Yes - clicking 'Add' repeats all field parts; there should only be two description fields (one for content and one for physical description)

How Should the Content Description be Filled in?

Describe the subject matter of the item
Use complete sentences with proper grammar and punctuation
Avoid any commentary on or interpretation of the item being described

Guideline	Example
It is recommended that the description start with a statement of the item type	Photograph of... Yearbook for Central University..
Be descriptive but only include detail that would be helpful to users:
For photographs, be as descriptive as possible about what the image shows	Photograph of a cowboy riding a brown bull in an arena. A rodeo clown stands off to the right. Behind him, people watch from the other side of a red fence.
For texts, give a brief overview of the item	Biography of Alexander Gregg includes background information about his family as well as a sketch of his life and involvement in the church throughout his career until his death in 1893.
For serials, a generic description of the content in the series can be used in every record	Quarterly publication containing genealogical information about families in East Texas including fifth generation charts, family histories, and lists of records (births, deaths, etc.).
Make relevant changes regarding topics of specific volumes or indexes	This issue focuses on "Dallas Goes to War: Life on the Homefront"
Cite any statements taken directly from the object(s) to use in the description	"Official publication of the Parks and Wildlife Department, dedicated to protecting and conserving natural resources; to providing and maintaining an excellent park system; and to improving hunting and fishing in Texas" (p. 2).
If the item has an index, include a statement at the end of the description	Index starts on page 254. Index starts after page 18.
When referring to a company, organization, school, military installation, etc., the abbreviated version of the name can be used, but the full name must appear at least once in the record (preferably the content description or as a keyword).	Photograph of the library on the University of North Texas main campus. Description: Postcard of buildings at Ft. McIntosh. Keyword: Fort McIntosh
It is not necessary to research the item unless it is believed that outside information is required to understand or locate the item
Put information from research in a note instead of the description if it is important for understanding the item but not directly relevant to the content Be sure to cite any information found in research	Note: The chautauqua movement was a "popular U.S. movement in adult education that flourished during the late 19th and early 20th centuries....At first entirely religious in nature, the program was gradually broadened to include general education, recreation, and popular entertainment" - from Encyclopedia Britannica

Element Name: Physical Description

Physical Description Definition
Where Can the Physical Description Information be Found?
How Physical Description Works in the Metadata Form
How Should the Physical Description be Filled in?

Books, pamphlets, and printed sheets
Photographs and other 'graphic' materials
Maps and other cartographic materials
Manuscripts (maps, musical scores, and other documents that are handwritten)
Music
Sound recordings
Motion pictures and videorecordings
Three-dimensional objects
Accompanying material

Other Physical Description Examples
Comments

Physical Description Definition

Description of the physical attributes of the resource.

Where Can the Physical Description Information be Found?

Physical description comes from physically examining the item including:

physical dimensions
pagination
printing methods or process (tintype, daguerrotype, woodcut, etc.)

How Physical Description Works in the Metadata Form

Parts:: 1. Description type -- drop-down menu
2. Description -- text field
Repeatable?: Yes - clicking 'Add' repeats all field parts; there should only be two description fields (one for content and one for physical description)

How Should the Physical Description be Filled in?

Enter physical descriptions including: dimensions, extent, pagination, and related physical and process details
When dimensions are given, specify the units, e.g. "cm." for centimeters or "in." for inches
When possible, follow AACR2 rules including exact punctuation (extent : physical details ; dimensions + accompanying materials)
'Extent' and 'Dimensions' should always be included but 'Physical details' may be shortened or left out if not apparent
Physical description rules are explained by item type:

Books, pamphlets, and printed sheets

Guideline

Example

extent (number of pages)

number of (numbered) pages
different kinds of pagination (Roman numerals, numbers, etc.) can be separated by commas in the order that they appear
if the item does not have page numbers, the page count can be included in brackets

30 p. :
iv, 320 p. :
A-M p. :
[41] p. :

physical details (illustrations within the text)

black and white illustrations
colored illustrations
important illustrations can be listed alphabetically by type - coats of arms, facsims. (facsimiles), forms, genealogical tables, maps, music, plans, ports. (portraits) - and separated by commas
if the item is entirely or mostly illustrations: "all [ill. or type]" or "chiefly [ill. or type]"

: ill. ;
: col. ill. ;
: ill. (some col.) ;
: maps, ports. ;
: ill., col. maps ;
: all ill. ;
: chiefly ports. ;

dimensions

height in centimeters; always round the number up to the next whole cm
if the width is much less or much more than the height, give: h x w cm.

; 23 cm.
; 28 x 10 cm.

Photographs and other 'graphic' materials

Guideline

Example

extent

list the number and kind(s) of items: activity card, art original, art print, art reproduction, chart, filmslip, filmstrip, flash card, flip chart, photograph, picture, postcard, poster, radiograph, stereograph, study print, technical drawing, transparency, wall chart
Note: for slides, we treat the digital image as a 'photograph' since the physical slide is not scanned

1 photograph :
2 art prints :
1 postcard :

physical details

include the medium and base for originals (chalk/oil/pastel on board/canvas/fabric, etc.), process of production/reproduction for prints and technical drawings (engraving, lithograph, photogravure, collotype, blueprint, photocopy, etc.)
if a photograph is a negative include specifics: 'glass photonegative'
include notes about colors (col., b&w, sepia, tinted) for all items except art originals, radiographs, and technical drawings
when there are only one or two colors, both can be listed, for more than two, use 'col.'

: engraving, tinted ;
: sepia ;
: positive, b&w ;
: col. ;
: blue and white ;
: negative, col. ;

dimensions

give the height x width rounded up to the next whole cm.
for standard photograph sizes 'in.' or 'mm.' can be used instead

if there are fractions in the standard size, represent them with decimals
do not use '.0' for numbers that are not fractions

for 'born digital' images, give the size in pixels (px.)
if the image is mounted or framed include the image size, followed by the size of the entire item (using the words 'on sheet', 'in frame', etc.)

; 10 x 14 cm.
; 35 mm.
; 8 x 10 in.
; 8.5 x 11 in.
; 1648 x 2464 px.
; 13 x 21 cm., on mat 22 x 27 cm.
; 17 x 22 cm., in frame 21 x 26 cm.

Maps and other cartographic materials

Guideline

Example

extent (number and kinds of items)

when possible, use these terms: atlas, diagram, globe, map, model, profile, remote-sensing image, section, view
specify multiple maps or parts
for an atlas, include pagination and plates in the same format as texts in parentheses

1 globe :
5 maps on 1 sheet :
1 atlas (57 p.) :

physical details

'physical details' can be added in the following order and separated by commas: layout; production method; number of maps, etc. in an atlas; color; medium; material; mounting
layout: 'both sides'
production method: includes photocopy, blueline, computer printout, blueprint, white print
number of maps, etc. in an atlas: give an exact or approximate (using 'ca.') number of maps, views, etc. in the atlas
color: refers only to the color of the map (not outside of it) and can be 'col.', 'some col.', 'hand col.', etc.
medium: includes pencil or ink used to draw or color a map (for printed works, this refers to hand-coloring)
material: what the map is printed on, if not paper
mounting: if the map is mounted, indicate how

: both sides ;
: blueprint ;
1 atlas (23 p.) : 14 maps ;
: hand col. ;
1 atlas (25 p.) : 20 col. maps, ink
: col., wood ;
1 globe : col., wood, on brass stand

dimensions

for two dimensional maps round up to the next whole centimeter and give: h x w cm.
if the size of the map is significantly different than the page it is printed on (especially if there is text, illustrations, etc. on the sheet outside the map), give the dimensions of both
for atlases, give the height in cm.

; 22 x 41 cm.
; 16 x 22 cm., on sheet 28 x 22 cm.
; 45 cm.

Manuscripts (maps, musical scores, and other documents that are handwritten)

Formatting is essentially the same as for books and other texts:

Guideline

Example

extent

list the number of leaves or pages using brackets when necessary
include number of lines or columns in parentheses when applicable

vi, 25 p. :
[24] leaves, bound :
19 leaves (2 columns, 32-56 lines) :

physical details

include the material if it is not printed on paper
include notes about illustrations in the same way as they are used for text

: col. ill., maps ;
: vellum, ill. ;
: parchment, ill., maps ;

dimensions

give the height rounded up to the next whole cm.
include the width if it is much more or less than the height
if it is kept folded, include the folded dimensions

; 36 cm.
; 31 x 15 cm.
; 42 x 71 cm., folded to 11 x 16 cm.

Music

Guideline

Example

extent

list the number of scores or parts (using the terms: score, condensed score, close score, miniature score, piano [violin, etc.] conductor part, vocal score, piano score, chorus score, part)
include page numbers when applicable

1 score :
1 cello part (5 p.)

physical details

include the material if it is not printed on paper
include notes about illustrations in the same way as they are used for text

: parchment, col. ill. ;

dimensions

give the height rounded up to the next whole cm.
include the width if it is much more or less than the height

; 36 cm.

Sound recordings

Guideline

Example

extent

list the number and kind(s) of items: sound cartridge, sound cassette, sound disc, sound tape reel, sound track film
give playing time in hours (hrs.), minutes (min.), and seconds (sec.) in parentheses (use 'ca.' if it is approximate)

1 sound disc (80 min.) :
2 sound reels (1 hr., 4 min.) :

physical details

include these details in the following order and separated by commas: type of recording; playing speed; groove characteristic (analog discs); track configuration (sound track films); number of tracks (tapes); number of sound channels; recording and reproduction characteristics

: digital ;
: analog, 33 1/3 rpm ;

dimensions

give diameter of discs in inches
give the gauge (width) of film in millimeters
give dimensions of a cartridge in inches (height x width)

; 12 in.
; 4 3/4 in.
; 16 mm.

Motion pictures and videorecordings

Guideline

Example

extent

list the number and kind(s) of items: film cartridge, film cassette, film loop, film reel, videocartridge, videocassette, videodisc, videoreel
give playing time in hours (hrs.), minutes (min.), and seconds (sec.) in parentheses (use 'ca.' if it is approximate)

1 videodisc (1 hr., 45 min.) :
2 film reels (ca. 55 min each) :

physical details

include audio details using sd. (sound) or si. (silent)
include color details using col. (color) or b&w (black and white)
if projection speed is important and non-standard, it can be added using frames per second (fps)

: si., b&w ;
: sd., col. ;
: sd., b&w, 25 fps ;

dimensions

for motion pictures: give gauge (width) in millimeters (mm.), and for 8 mm. state: single, standard, super, or Maurer
for videotape: give gauge (width) in inches (in.) or millimeters (mm.)
for videodiscs: give diameter in inches (in.)

; standard 8 mm.
; 1/2 in.
; 8 in.

Three-dimensional objects

Guideline

Example

extent

list the number and kind of items
use the terms: art original, art reproduction, braille cassette, diorama, exhibit, game, microscope slide, mock-up, model (if none fit, state the kind of object as concisely as possible)
include the number of parts or pieces in parentheses when applicable (use 'various pieces' when it would be difficult to count them)

1 art original :
1 pair shoes :
1 game (1 board, 80 cards, 2 dice) :
1 saucer :

physical details

include the material if it is known
include information about color when it is important: list up to two colors if they are readily known, otherwise use 'col.' (or b&w when appropriate)

when including both the material and color, separate the details with a comma

1 pipe : clay ;
1 model : balsa wood and paper ;
1 goblet : glass, col. ;
1 saucer : porcelain, green and white ;

dimensions

give the height x width x depth rounded up to the next whole cm.
if clarification seems necessary, include a word to indicate which dimension is given
include the dimensions of a container if applicable

; 20 cm. long
; 18 cm. in diam.
; 26 x 30 x 6 cm.
; 16 x 32 x 3 cm., in case 17 x 34 x 6 cm.

Accompanying material

Accompanying material only refers to multiple pieces included within the same digital object
Any time that an item has an additional piece (a book with an audio CD, a score with separate parts, a globe with a teacher's guide, etc.) the information for the supplementary item can be included at the end of the description for the main item
Format the description for the supplement according to the rules for the type of item that it is
Separate the description of the main item and each supplementary item with a '+' and use parentheses for additional information:
1 score (35 p.) ; 33 cm. + 4 parts (12 p. ; 30 cm.)
1 globe : col., wood, on metal stand ; 37 cm. in diam. + 1 teacher's guide (14 p. : ill. ; 20 cm.)
1 score (47 p.) : ill. ; 32 cm. + 2 parts (30 p. each ; 32 cm.)

Other Physical Description Examples

Directory of the City of Fort Worth 1905-06.: Physical Description: 550, vi, 5-38 p. : ill. ; 24 cm.
The Texas Spring Palace: Physical Description: [128] p. : ill. ; 23 cm.
Digital photograph: [Bull Riding at Cowtown Coliseum]: Physical Description: 1 photograph : col. ; 1648 x 2464 px.
Quilt pieces: Physical Description: 1 quilt block : cotton ; 21 x 23 cm.
The Bronco, Yearbook of Hardin-Simmons University, 2007: Physical Description: 160 p. : ill. ; 29 cm.
Legacies: A History Journal for Dallas and North Central Texas, Volume 1, Number 1, Spring, 1989: Physical Description: 40 p. ; 26 cm.
Photograph: Cattle: Physical Description: 1 photograph : b&w ; 11 x 7 in.
[Map showing the geographical location of Fort Worth, Tex. and Rail Roads]: Physical Description: 1 map : col. ; 26 x 36 cm.
Recueil d'opera: Physical Description: 1 ms. vocal score ([318] p. : ill.) ; 38 cm.
Forget Not These Children: Physical Description: 1 film (18 min.) : col. ; 16 mm.
World War II poster: making America strong: competitive companies co-operate to produce important instruments for military aircraft.: Physical Description: 1 poster : b&w ; 28 x 36 cm.
Color slide: [Sydney Harbour and Opera House]: Physical Description: 1 photograph : positive, col. ; 35 mm.

Comments

For format, use the Format element.
Since the physical description element corresponds to the [300] field in the MARC records used by many library catalogs, it is recommended to follow AACR2 rules, as much as possible.

For our purposes, standard photograph sizes refer to the following:

Prints	Negatives
4 x 6 in.	35 mm.
5 x 7 in.	6 x 4.5 cm.
8 x 10 in.	6 x 6 cm.
11 x 14 in.	6 x 7 cm.
16 x 20 in.	6 x 9 cm.
20 x 24 in.	3.25 x 4.25 in. (also known as "quarter plate")
24 x 36 in.	4 x 5 in.
	4.25 x 6.5 in. (also known as "half plate")
	5 x 7 in.
	6.5 x 8.5 in. (also known as "whole plate" or "full plate"
	8 x 10 in.

(Back to photograph physical description rules.)

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Description

Element Name: Content Description

Content Description Definition

Where Can the Content Description Information be Found?

How Content Description Works in the Metadata Form

How Should the Content Description be Filled in?

Other Content Description Examples

Element Name: Physical Description

Physical Description Definition

Where Can the Physical Description Information be Found?

How Physical Description Works in the Metadata Form

How Should the Physical Description be Filled in?

Books, pamphlets, and printed sheets

Photographs and other 'graphic' materials

Maps and other cartographic materials

Manuscripts (maps, musical scores, and other documents that are handwritten)

Music

Sound recordings

Motion pictures and videorecordings

Three-dimensional objects

Accompanying material

Other Physical Description Examples

Comments