admin ESTABLISHED STANDARDS
| module | Value | Description |
|---|---|---|
| eevents | CANCELLED | Indicates that an exhibition was initiaited/requested but then was subsequently cancelled. |
| emultimedia | Active | The default value in Multimedia (as of 2021) |
| emultimedia | Embargoed | Indicates that the Multimedia record needs to remain unpublished for some amount of time. (See the record's Tasks tab and/or associated Event record/s for further information.) |
| emultimedia | NC Only | Indicates that the record contains images/media of non-FMNH individuals (those who are not working/volunteering for the museum), but without any corresponding signed release forms. Therefore, even if the museum holds the copyright, commercial use is not permitted. |
| emultimedia | Non-FMNH | Indicates that the record contains files whose copyright is not held by the FMNH. Users need to check that they are following the media's licensed/permitted use -- e.g., include proper attribution and do not use an image in any promotional brochures if the copyright holder applied a "CC BY-NC" license. |
| emultimedia | Requires Approval | If someone requests permission to use a particular photo, their request must first be approved. The approval process should be documented in a Consultation 'Photo Request' record. |
| emultimedia | Restricted | Indicates that re-use of a photo is generally restricted, and no specific approval process is defined. |
| emultimedia | Retired | In Photo Archives, if there is a duplicate in the Associations tab, the duplicate's ID number is Retired in the Record Status. 7/12/2021 Nina Cummings |
We limit these to values in the Dublin Core role list/definitions.
We use the ISO 639 Language List for acceptable values.
- See: https://github.com/fieldmuseum/EMu-Documentation/discussions/897
- You can find fields that use this lookup list in the Qualifiers file .
IT recommends not using any special characters (including periods except before the filetype eg .jpg).
-
This is because different platforms (macOS, unix, windows) all handle those special characters slightly differently and so retrieving files that use them is problematic.
-
There is a move to use hyphens/dashes in the world however, there is often confusion about the difference between an en-dash and and em-dash. So to keep it simple we stick with underscores which (so far) work much more reliably across platforms
1. No special characters, diacritics or spaces should be used in filenames. Specifically, avoid these:
. , : ; - ~ ! @ # $ % & ^ * ` / \ () [] {} <> ? ' “ áÁàÀâ äÄãÃåÅæÆçÇéÉèÈêÊëËíÍìÌîÎïÏñÑóÓòÒôÔöÖõÕøØœŒßúÚùÙûÛüÜ
- Here's what can happen if you try to transfer files with longer names across network storage:
If the following does not cover your situation then this is a useful reference on naming conventions.
- For event photos: [Event irn or short name]_[Photographer last name]_[sequence number]
e.g., "MembersNight2019_Suwa_1.jpg", "7781_Smith_2.jpg"
- For objects: "CatalogueNumber_Angle_Side"
- For catalogue cards: "CatalogueNumber" + "CC" + "front"/"back"
- "Barcode" + "[summary data from the catalog record it attaches to, taxon]"
e.g., "V001234F.jpg"
- Project code_Catalog number_subnumbers (if any)_Shot description_ETC tag (if any).Filename extension
e.g., "CV2286_9725518_1_CaseInterior_ETC.jpg"
- For object-specific images: "ExhibitObjectNumber_description_optional_EX"
- Remove dashes ("-") in Exhibit Object Numbers.
e.g., "AAD013_snap_EX.jpg"
- Collection prefix_specimen Catalog number_suffix (if any)_descriptive term
e.g., "PE100a_label.jpg", "PE100a_lateral.jpg", "PE100a_closeup.jpg", "PE100a_view2.jpg"
- Field number_Sequence number_Collection code
e.g., "UT130994219_1_PR.jpg"
-
Deptcode (A/B/GEO/Z/GN) + Neg# + _ + negsub# + c or d;
e.g., "GN92442d.jpg"
- For correspondence and agreements (e.g., MOUs): "[Tribe/Group/Person-name]_[Document Type]_YYYYMMDD_[optional brief document title]"
e.g., "Wiyot_Agreement_20170120.pdf"
- Insects "Catalog number_Descriptive info_Division abbreviation"
e.g., "999999_Genus_species_typestatus_view_IN.jpg"
- Volume# + catalog number range (e.g., "1_4000" = 1 to 4000) + (Ledger Series Name, if any) + Collection
e.g., "Vol1_1_4000_InvertsCat_IZ.pdf"
- "[project#]_[optional sequence ##]_delivery_email.pdf"
- "[project#]_[optional sequence ##]_request.pdf"
- "[project#]_[optional sequence ##]_notes.pdf"
- "[project#]_[optional sequence ##]_release.pdf"
- "[project#]_[optional sequence ##]_MEO.pdf"
If not sure what kind of email/correspondence, use:
- "[project#]_[optional sequence ##]_correspondence.pdf"
e.g., "FMNH_M_12345_Genus_cranium.zip"
(Natural History Media Standard based on Dublin Core)
- Mapping fields between EMu emultimedia & Audiovisual Core Googledoc mapping
- Rights - “(c) FMNH - CC BY NC” + Year [KW]
- WebStatement = URL for online licensing terms
- This will pull from the rights record (new field for URL for WebStatement)
- For collections images this URL is https://www.fieldmuseum.org/preferred-citations-collections-data-and-images
- GUID (Multimedia ac:identifier) -
- Occurrence ID: catalog GUID
- Resource Type
- Date Created
- Language of Metadata (Details tab -- DetLanguage_tab )
- Title
- Creator
- Community Standards CS3DP (Community Standards for 3D Data Preservation) -- overlaps with Audiovisual Core
Only make Multimedia records for URLs that reference online resources -- i.e., NOT for online publications (which go in Bibliography) or resolvable specimen GUIDs (which go in Catalogue / as Associated records)
- CSV, ODS
- ZIP* or TAR* - for large or complex datasets comprising multiple files
-
Resource Subtype "Sequence"
- ZIP* or TAR*
-
Resource Subtype "3D model" = GLB, GLTF, PLY, STL, or OBJ (+MTL & JPG).
- For models that need to display & render online = GLB or GLTF.
- Resource Subtype "CT Data" = ZIP* or TAR* containing folder for 1 scan dataset (set of TIFF or BMP)
- Resource Subtype "Image Set" = ZIP* or TAR* containing folder for 1 image set (set of JPG, TIFF, or BMP files)
- JPG, DNG
- Resource Subtype "X-ray" = DCM or 16-bit grayscale TIFF
- ZIP* or TAR*
- PNG for QR-codes or Bar codes
- URL for websites or interactive presentations (e.g., Google Slides)
- PDF for Powerpoint slides (PPT or similar formats) if a URL does not exist
- Resource Subtype "Video" = mp4 or mov
- Resource Subtype "Animation" = mp4 or mov
- Contact IT if archiving software or scripts - [email protected]
- MP3, WAV
- Resource Subtype "Document" = TXT, PDF, or ODT
- Resource Subtype "Permit" = PDF
NOTE - * - ZIP or TAR files should include a ReadMe file (PDF or TXT format) describing how the files in the ZIP/TAR were produced (e.g., a CT Data ZIP should include a PDF or TXT ReadMe listing scan settings and other scan-related metadata)
- Library of Congress - http://www.loc.gov/teachers/usingprimarysources/apa.html
The Field Museum follows the Chicago manual of style (2017) for citation formatting. All numbers EXCEPT page numbers which are printed as roman numerals should be converted to Arabic.
Enter different sequences of page numbers separated by comma, space. If a range starts at the first number in a sequence, it is not entered as a range. examples:
- xvi should be entered as “xvi”
- 1-999 should be entered as “999”
- 517-520 should be entered as “517-520”
The name of the city in which the journal was published. For US publications enter City, State abbreviation, for non-US enter City, Country from ISO list examples: Chicago, IL; Paris, France.
- [For publications not available online] (http://intranet.fieldmuseum.org/sites/default/files/BibliogPDF04.pdf)
- Publications in EMu (Bibliography Records)
- How to catalog publications
The aim is to only have a single record for any individual or organisation therefore:
- One party record for an individual where possible
- A Persons history should be tracked on Associations Tab
- The Synonym Tab is deprecated
- No creation of new party records where one exists
Only when multiple (more than 2) individuals are unknown should the “et al.” Party record (irn 5645) be attached in collector, author or other party-attachment fields.
Titles, prefixes and suffixes should be written out in full EXCEPT:
- Title: Dr, Mr, Ms, Mrs
- Suffix: Jr, Sr, [+roman numerals]
Make sure the article is in the Last Name field (e.g., irn 205778)
For example:
- title
- role
- position
- description
- Create an FMNH Master ‘Person’ record with NamBriefName = [what’s on the label]
For people with only a single name e.g. Cher
- Create a Person record with only NamFirst
- Set ‘Automatic’ fields to ‘No’ see also eparties Topic 26: How to handle Person records with only 1 legal name?
- http://viaf.org/ links to national name authority files from around the world (including LC) and testing links to others (wikidata, ISNI)
- http://id.loc.gov/authorities/names.html Library of Congress name authority file
- https://orcid.org/ -- registration service for unique identifier for researchers (better for contemporary authors of articles rather than books)
- DECISION - Where to put Caribbean
- DECISION - Full Hierarchy
- DECISION - Barbados
- DECISION - Dutch Islands
- DECISION - Lucayan Archipelago
-
- Bermuda, Turks and Caicos, The Bahamas, Grenada and the Virgin Islands
- DECISION - Standard form of country name
- DECISION - California Counties Butte and El Dorado
- DECISION - New York Islands
Yes, you should include the word for River (in which ever language you re using) for example River Rio
- DECISION - Nov 2021 These will have a rank = “LMA” which stands for Land Management Area.
- This rank should be used for localities such as National Parks; State Parks; “SSSI’s etc. It follows this definition: "From google: A land management unit (LMU) is defined as: “A homogeneous block of land that responds in a similar way under similar management.” Areas that need different management or that will show different responses need to be separated for good planning."
e.g. Locality = Yosemite National Park; Rank = LMA
- If the park crosses political divisions then the parent should follow the rules for documenting uncertainty
When the political boundaries of a country validly cross one or more continents it is acceptable to have multiple country level records. Examples include:
- United States of America 1) Oceania/Pacific 2) North America
- Turkey 1) Asia 2) Europe
- Russia 1) Asia 2) Europe
All collections will use the ISO 3166 Country Names list (https://www.iso.org/iso-3166-country-codes.html; Search https://www.iso.org/obp/ui/#search) in the political hierarchy of all esites records country names. The official 2-letter code will be included in all Country records based on this value.
- See Also Documenting synonyms and historical names for information on how to handle names not found in the agreed list.
https://www.iso.org/iso-3166-country-codes.html
UN Ocean Data Standards Volume 1: Recommendation to Adopt ISO 3166-1 and 3166-3 Country Codes as the Standard for Identifying Countries in Oceanographic Data Exchange
Unless it helps to disambiguate two country names then we will NOT include “The” in the name (at the beginning or end). So for example the country level record for “The Bahamas” will say “Bahamas”.
Specific discussions where the rule may be reversed are documented here: https://docs.google.com/spreadsheets/d/1vjh-QNcr93Jla8YVrfbooLqj5YY6xZF48-yp8cLhvkA
DECSION for discussion
These are transliterations of the verbatim locality strings that have been cleaned and standardised:
- for use in georeferencing actions;
- as translations of non-English languages;
- as consolidations of duplicate site strings (e.g. Field notes vs label copy or botanical specimen duplicates.)
The following recommendations and agreed standards are also a good guide for creating locality strings for new collections.
Wherever possible, in order to remove ambiguity, abbreviations should be avoided and full terms used.
Exceptions: Agreed abbreviations e.g. cardinal directions and distance units that can be used. Any user may propose a new abbreviation to be added to the list by submitting it to the EMu user group agenda for discussion for power users.
Be aware that conversion from a written fraction e.g. ¼ to a decimal e.g. 0.5 can have unintended consequences with regard to precision i.e. 0.5 is not the same as 0.500. Any such conversions for the purpose of georeferencing should be noted on the lat/lon tab in the georeferencing remarks field. Note that TRS fractions should not be converted to decimals.
Wherever possible use proper sentence structure and capitalization i.e. capitalize the first letter, end with a period.
Note: The should be NO capitalised Country Name records. This is a DEPRECATED Botany workflow. See https://github.com/fieldmuseum/EMu-Documentation/issues/27
Be mindful of entering data from the most general to the most specific and use a consistent delimiter that is not a comma e.g. “Yellowstone Park; Pines Trail.” not “Pines Trail, Yellowstone Park”. This will assist greatly when data is parsed into its parent/child hierarchy.
Square brackets “[]” are reserved for indicating a lack of legibility in the verbatim locality string. They should not be used in the precise locality Text contained within “()” in a precise locality should be used to indicate an additional piece of information relevant to the locality. They should not be used for qualifiers which belong in the Collection Event or or alternatives see the Qualifiers Standard.
Do NOT repeat the field name in the value unless it is a part of the official place name e.g. county or co.
When digitizing specimens the original locality string as documented on the specimen and should be entered as seen.
Where there is a measurement of distance in the locality string put the distance first e.g. “1 mi. West of Chicago” not “Chicago, 1mi. west”.
Should not be abbreviated. They should also not be entered into the state or county fields e.g. “Cook” not “Cook Co.”
Because continent cannot be NULL you should use one of the following options
https://planetarynames.wr.usgs.gov/Abbreviations
Valid Options:
- AF: Africa
- AN: Antarctica
- AS: Asia
- EU: Europe
- NA: North America
- OC: Oceania
- SA: South America
When the location is aquatic AND no valid political country/continent combination can be assigned you may use:
- International Waters
- Marine Waters
Oceans should be entered WITHOUT the word Ocean at the end. Marine Waterbody boundaries are as indicated in the IHO Limits of Oceans and Seas publication https://iho.int/uploads/user/pubs/standards/s-23/S-23_Ed3_1953_EN.pdf
Valid options:
- Pacific ** North Pacific ** South Pacific
- Atlantic ** North Atlantic ** South Atlantic
- Indian
- Arctic
- Southern
http://www.unece.org/fileadmin/DAM/cefact/locode/usa.htm
- July 2024:If someone has made a note about a locality being incorrect: for example a researcher came in and looked at the specimen; or a report was made by someone looking at a record on an aggregator like GBIF. First decide at the collection department level that you are going to accept the suggestion. If the suggestion is accepted then:
- Make a note in the catalogue record (on the Notes tab) with attribution and dates etc. Kind = Locality
- Add a qualifier to the collectionevent using the established standards for documenting uncertainty workflow.
- Updated May 2023: Continent should never be NULL use
Marine Waters(irn 734114) for places that are in the sea but outside of any national boundary. UseInternational Waters(irn 695422) where this is known.
- It is acceptable to have multiple values in Continent/Country/PD2/PD3/City(Town) or Ocean. Use (lowercase)
andororas a separator however continent, country and ocean values MUST be from one of the valid Names lists. - Items should be alphabetically arranged.
e.g.
Illinois and IndianaNOTIndiana and Illinois
When there is uncertainty about a location, for example when you e see or would want to use a question mark in the locality or name fields STOP - don't. This belongs in the Collection Event that is connected to the catalogue record.
- Integer[N or S]
- Integer[E or W]
- Integer(1-36)
- [SE, SW, NE or NW] + “ “ + “¼”
- [N, S, E, W] + “ “ + “½”
- “Corner” [Southwest corner of section 28 or Northeast corner of NE¼ of Section 6]
- “Centerline” [East-West centerline of Section 29 or North-South Center line of …]
- Name of Meridian from List of Principal Meridians http://www.pmproject.org/ https://www.blm.gov/sites/blm.gov/files/meridianmap09_1.jpg
- Fraction values - Use ¼ or ½ NOT a decimal value
References: Jacksonville State University Dept of Geology Definitions | Wisconsin DNR | (USGS)
Follow these guidelines and best practices where possible:
https://docs.gbif-uat.org/georeferencing-best-practices/1.0/en/
- At the 13 December EMu User group meeting it was agreed that the phrase "Collector Assigned" would be used when a georeference was acquired from the actual collector (either because it is written on the label or was found in a collection/field notebook).
Some place names are in two languages that have equal status. For example some official place names in New Zealand are dual names, incorporating both the original Māori place names and the English names given since European settlement.
- In EMu these should be placed in the field as written following the rules of that place so for example
Ahukawakawa (Sphagnum Moss Swamp)
See also:
Google presentation h#cTG#
- h# = WHat hall it is in
- ctG# = What case it is in (assigned by developers) TG Indicates temporary gallery
- C3 = Case numbers in permanent gallery