ancillary materials: Any part of the collection that was created as a by-product of the moving image or sound recording production process, but is itself not audio/video/film (e.g., paperwork, photographs, transcripts, spreadsheets, shot logs, etc.) In addition, any non-audiovisual records of your organization not associated with the production process.
asset: One physical or digital item. For the American Archive Content Inventory Project, one piece of media, be it one tape, one roll of film, one roll of audio tape or one digital file, is considered an “asset.” The Inventory Project seeks to inventory all public media moving image and sound assets nationwide.
asset type: Indicates the broad editorial format of the assets contents. Asset type describes the PBCore record as a whole and at its highest level. Though a record may contain many instantiations of different formats and generations, for example, asset type may be used to indicate that they all represent a “program” or a “clip.”
batch ingest: WGBH will ingest your pre-existing inventories into the CIP database once you have exported your records and batch uploaded them to the CIP website.
batch upload: If your collection is already inventoried or cataloged in a database, you can export the relevant records and upload the exported file(s) to the CIP website rather than entering each item individually into the online inventory form.
content identifier: Used to reference or identify the entire record of metadata descriptions for a media item. In contrast to the Unique Identifier, this identifier is used to identify the CONTENT of the asset. So it links together all copies of a particular episode of NOVA or This American Life by assigning them all the same code.
content identifier source: Used in combination with the identifier for a media item. Provides the name of the agency or institution who assigned it, or system used.
contributor: Identifies a person or organization that has made substantial creative contributions to the intellectual content within a media item. This contribution is considered to be secondary to the primary author(s) (person or organization) identified in the descriptor Creator.
contributor role: Identifies the role played by the person or group identified in the companion descriptor Contributor.
coverage: Uses keywords to identify a span of space or time that is expressed by the intellectual content of a media item. Coverage in intellectual content may be expressed spatially by geographic location. Actual place names may be used. Numeric coordinates and geo-spatial data are also allowable, if useful or supplied. Coverage in intellectual content may also be expressed temporally by a date, period, era, or time-based event. The PBCore metadata element coverage houses the actual spatial or temporal keywords. The companion descriptor coverage type is used to identify the type of keywords that are being used.
coverage type: Used to identify the actual type of keywords that are being used by its companion metadata element coverage. Coverage type provides a picklist of types, namely spatial or temporal, because coverage in intellectual content may be expressed spatially by geographic location or it may also be expressed temporally by a date, period, era, or time-based event.
creator: Identifies a person or organization primarily responsible for creating a media item. The creator may be considered an author and could be one or more people, a business, organization, group, project or service.
creator role: Identifies the role played by the person or group identified in the companion descriptor Creator.
date created: Specifies the creation date for a particular version or rendition of a media item across its life cycle. It is the moment in time that the media item was finalized during its production process and is forwarded to other divisions or agencies to make it ready for publication or distribution. The recommended format consists of a text string for the representation of dates YYYY-MM-DD (1998–01–24). If you don’t have a full YYYY-MM-DD then use this format to the extent of the information you do have.
description: Uses free-form text or a narrative to report general notes, abstracts, or summaries about the intellectual content of a media item. May also consist of outlines, lists, bullet points, rundowns, edit decision lists, indexes, or tables of content.
description type: A companion metadata field to the description. The purpose of description type is to identify the nature of the actual description and flag the form of presentation for the information.
digital format: Identifies the format of a particular rendition of a media item in its digital form. Digital media formats may be expressed with formal Internet MIME types. MIME types available at IANA: Video and Audio.
encoding: Identifies how the actual information in a media item is compressed, interpreted, or formulated using a particular scheme.
generations: Identifies the particular use or manner in which an instantiation of a media item is used. See explanations of generation terms.
Kick-Start Team: A small group of traveling experts who will be available to do a one– or two-day, on-site training session with your staff or volunteers on how to inventory your collection based on the CIP project guidelines.
media type: Identifies the general, high level nature of the content of a media item. It uses categories that show how content is presented to an observer, e.g., as a sound, text or moving image.
metadata: For the purposes of this project, metadata is information about the assets in your collection. For example, when cataloging a 16mm film the metadata could include the date and location the film was shot, the duration of the film, the size of film’s can, the can’s physical location in your library, the film’s title, publisher, and creator, the date of its broadcast, whether or not the film has sound and if so what language, subject headings, etc.
PBCore: An XML schema designed to describe public media materials. PBCore allows public media and associated organizations to describe their materials in a common way and it therefore facilitates the exchange of files. See also: PBCore.org
physical format: The format of a particular version or rendition of a media item as it exists in an actual physical form.
publisher: Identifies a person or organization primarily responsible for distributing or making a media item available to others. The publisher may be a person, a business, organization, group, project or service.
publisher role: Identifies the role played by the specific publisher or publishing entity identified in the companion descriptor Publisher.
repository: A place where materials are stored. In the case of the American Archive Content Inventory Project, the repository is the central digital storage place for metadata about public media assets. Often “repository” is used to describe digital library software or architecture. See also: Society of American Archivists — Glossary of Archival and Records Terminology
rights summary: An all-purpose container field to identify information about copyrights and property rights held in and over a media item, whether they are open access or restricted in some way. If dates, times and availability periods are associated with a right, include them. End user permissions, constraints and obligations may also be identified, as needed.
SWAT Team: In the event that your organization does not have the personnel or expertise to perform the inventory, a SWAT Team may be available to perform the entire inventory process for you. The SWAT Team will conduct your inventory in lieu of your organization receiving funds to conduct it internally.
title type: A companion metadata field associated with the descriptor title. For a title you give to a media item, this allows you to inform end users what type of title it is (e.g., Series, Program, Episode, etc.).
unique identifier: A unique identifier string for a particular instantiation of a media item. Best practice is to use an identification method that is in use within your agency, station, production company, office, or institution.
unique identifier source: Used in conjunction with Unique Identifer. Provides not only a locator number, but also indicates an agency or institution who assigned it. Therefore, if your station or organization created this ID, enter in your station/organization name in this field. If the ID came from an outside entity or standards organization, enter the name of that entity here.
xml: A machine– and human-readable language that identifies the role of particular pieces of metadata using tags. For example, a certain film could have the metadata tags: <title>Bambi</title> <date>1942</date> <language>English</language>. XML stands for eXtensible Mark-up Language. See also: XML Tutorial
xml schema: Consists of a set of constraints on the structure and contents of an XML document. Usually defined using a “Document Type Definition” (DTD) or “XML Schema Definition” (XSD). Examples: PBCore, EAD, MARCXML, TEI