Moving Image Collections

Title

Title:

searchable, public/staff field; required field

Title of complete analog film or video. If the work has a formal title, transcribe it. Take the title from the title screen if possible; otherwise, take the title from the end credits on the film/video, or the film leader or video label, or the container; if the title is not given in those sources, take it from secondary sources, such as accompanying documentation or reference sources.

If there is no formal title, devise one. Include basic who, what, where, and when information. Use the date when the film or video was shot. Also add the following Note to the record: “Film [or video] title supplied by cataloger.”

Transcribed formal title example:

Evergreen Empire

Devised title examples:

University of Washington commencement ceremony and address, Seattle, 1929

Downtown Spokane aerial views, 1963

Construction workers, Tacoma, June 22, 1954

Timecode Begin

Leave this field blank in the record for the complete film/video; use only at the component (“clip”) level.

Timecode End

Leave this field blank in the record for the complete film/video; use only at the component (“clip”) level.

Source Film or Video

Leave this field blank in the record for the complete film/video; use only at the component (“clip”) level.

Producer

Creator:

searchable, public/staff field

Enter the name of the person(s) or organization(s) responsible for the production of the film or video. If the credits include a production company and a personal producer, list both, separating one name from another with <br>.

In a work made primarily by one person or organization (such as an amateur or home movie), enter that person or organization’s name.

If more than one person and/or organization produced the work, enter the names and use <br> to separate one name from another.

Take the production credit(s) from the opening screen credits if possible; otherwise, take the information from the end credits on the film/video, or the film leader or video label, or the container; if not given in those sources, take it from secondary sources, such as accompanying documentation or reference sources.

Format of personal name: Lastname, Firstname

Format of corporate name: Enter in direct word order. If the creating organization is subordinate to a larger organization (part of a corporate hierarchy, i.e.), provide the name of the main organization first, followed by a period space and the name of the subordinate group.

Use LC Authority File for form of name when available.

http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Examples:

Fox Films
<br>
Talley, Truman

University of Washington. College of Forest Resources

Elgin DDB (Firm)

UWTV (Television station : Seattle, Wash.)

Director

Creator:

searchable, public/staff field

If available, enter the name of the person(s) responsible for directing the film or video.

Take the directing credit(s) from the opening screen credits if possible; otherwise, take the information from the end credits on the film/video, or the film leader or video label, or the container; if not given in those sources, take it from secondary sources, such as accompanying documentation or reference sources.

Format of personal name: Lastname, Firstname

Use LC Authority File for form of name when available.

http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Examples:

Margon, Bruce

Ford, Mary Anne, 1889-1977

Writer

Creator:

searchable, public/staff field

If available, enter the name of the writer, author, or screenwriter of the film or video.

Take the writing credit(s) from the opening screen credits if possible; otherwise, take the information from the end credits on the film/video, or the film leader or video label, or the container; if not given in those sources, take it from secondary sources, such as accompanying documentation or reference sources.

Format of personal name: Lastname, Firstname

Use LC Authority File for form of name when available.

http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Example:

De Graaf, John

Date Created

Date-Created:

non-searchable, public/staff field; required if information is known or may be estimated

State the year when the original film or video was shot (use the Date Issued field for release, publication, or broadcast date).

If the date when the film or video in hand was made is known, and is different from that of the original film or video (as in the case of a film in the repository that was printed in 1944 but originally shot in 1918), so note in the Notes field.

A date span may be used if the film or video was created over a period of more than one year.

If the date is unknown, an attempt should be made to assign an approximate date, using the form "ca." (circa).

Specific dates (e.g., September 12, 1933; June 1912) are to be noted in the Notes field, and should also be incorporated into a cataloger-devised title in the Title field. (Do not incorporate a date into a formal, transcribed title.)

Note: This field is used in combination with the Dates field to enable searching (see that entry for details).

Examples:

1953

1953-1954

ca. 1953

Dates Created

Date-Created:

searchable, staff-only field; required field

Reflects the Date Created field.

If the date of creation is a single year, it is the same in both the Date Created and the Dates Created fields (1973). If the creation date is a range of dates, list each date in the range (1966, 1967, 1968).

If the date of creation is a "circa" date (e.g. ca. 1895), the Dates Created field contains the expanded version so that searching will find all dates covered by the concept of a "circa" date. Five years on either side of the "ca." date is the preferred form.

For example, if the Date Created field reads ca. 1910, enter the following in the Dates Created field:

Example:

1905, 1906, 1907, 1908, 1909, 1910, 1911, 1912, 1913, 1914, 1915

Earliest Date Created

None:

non-searchable, staff-only field; required if information is known or may be estimated

This field reflects the contents of the Date Created field (but in a standardized, numerical date format that may be stated not just to the year but to the month and/or day if applicable). Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed.

If the creation date is a single year, it is the same in both the Date Created and the Earliest Date Created fields.

If the date of creation is known to be a specific day, as in the date of an interview that was conducted over one or more days, state the full date (either the single date or the first date in the date range as applicable).

If the date in the Date Created field is a "circa" date (e.g. ca. 1895), we expand the date to five years on either side in order to cover the concept of a "circa" date. Therefore, for a “circa” date, the Earliest Date Created field would contain the first date in the expanded date range (see example below).

Example, creation year is known:

1953

Example, creation year, month, day is known:

1953-01-24

Example, earliest date in an interview conducted over three days:

1980-05-14

Example, date in Date Created field is “ca. 1938”:

1933

Latest Date Created

None:

non-searchable, staff-only field; required if information is known or may be estimated

Like the Earliest Date Created field, this field reflects the contents of the Date Created field (in a standardized, numerical date format that may be stated not just to the year but to the month and/or day if applicable). Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed.

If the creation date is a single year, it is the same in both the Date Created and the Latest Date Created fields.

If the date of creation is known to be a specific day, as in the date of an interview that was conducted over one or more days, state the full date (either the single date or the latest date in the date range as applicable).

If the date in the Date Created field is a "circa" date (e.g. ca. 1895), we expand the date to five years on either side in order to cover the concept of a "circa" date. Therefore, for a “circa” date, the Latest Date Created field would contain the latest date in the expanded date range (see example below).

Example, creation year is known:

1953

Example, creation year, month, day is known:

1953-01-24

Example, latest date in an interview conducted over three days:

1980-05-16

Example, date in Date Created field is “ca. 1938”:

1943

Date Issued

Date-Issued:

non-searchable, public/staff field; required if information is known or may be estimated

Use for film/video that was made available to the public (leave blank for unpublished, archival material). Refers to the year in which the content was originally issued (made available for purchase, broadcast, distributed, etc.). Use the Date Created field for the year when the film or video was originally shot. If both the date of creation and the date of issue are known, use both the Date Created and the Date Issued fields to provide those dates.

If the issue date may be estimated, precede that date with the word "ca." (circa).

Specific dates (e.g., September 12, 1933; June 1912) are to be noted in the Notes field.

Incorporate the issue date in a cataloger-devised title in the Title field only if the creation date is unknown.

Note: This field is used in combination with the Dates field to enable searching (see that entry for details).

Examples:

1953

ca. 1953

Dates Issued

Date-Issued:

searchable, staff-only field; required field

Reflects the Date Issued field.

If the date of issue is a single year, it is the same in both the Date Issued and the Dates Issued fields (1978).

If the date of issue is a "circa" date (e.g. ca. 1978), the Dates Issued field contains the expanded version so that searching will find all dates covered by the concept of a "circa" date. Five years on either side of the "ca." date is the preferred form.
For example, if the Date Issued field reads ca. 1978, enter the following in the Dates Issued field:

Example:

1973, 1974, 1975, 1976, 1977, 1978, 1979, 1980, 1981, 1982, 1983

Earliest Date Issued

None:

non-searchable, staff-only field; required if information is known or may be estimated

Use this field only if the date of creation is unknown and cannot be estimated.

This field reflects the contents of the Date Issued field (but in a standardized, numerical date format that may be stated not just to the year but to the month and/or day if applicable). Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed).

If the issue date is a single year, it is the same in both the Date Issued and the Earliest Date Issued fields.

If the date of issue is known to be a specific day, such as a specific broadcast date, state the full date.

If the date in the Date Issued field is a "circa" date (e.g. ca. 1958), we expand the date to five years on either side in order to cover the concept of a "circa" date. Therefore, for a “circa” date, the Earliest Date Issued field would contain the first date in the expanded date range (see example below).

Example, issue year is known:

1953

Example, issue year, month, day is known:

1953-01-24

Example, date in Date Issued field is “ca. 1958”:

1953

Latest Date Issued

None:

non-searchable, staff-only field; required if information is known or may be estimated

Use this field only if the date of creation is unknown and cannot be estimated.

Like the Earliest Date Issued field, this field reflects the contents of the Date Issued field (in a standardized, numerical date format that may be stated not just to the year but to the month and/or day if applicable). Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed).

If the issue date is a single year, it is the same in both the Date Issued and the Latest Date Issued fields.

If the date of issue is known to be a specific day, such as a specific broadcast date, state the full date.

If the date in the Date Issued field is a "circa" date (e.g. ca. 1967), we expand the date to five years on either side in order to cover the concept of a "circa" date. Therefore, for a “circa” date, the Latest Date Issued field would contain the latest date in the expanded date range (see example below).

Example, issue year is known:

1967

Example, issue year, month, day is known:

1967-01-24

Example, date in Date Issued field is “ca. 1967”:

1972

Publisher

Publisher:

searchable, public/staff field

Refers to the person or organization primarily responsible for distributing the original film or video, or otherwise making it available to others. Usually a publisher, distributor, or broadcasting company.

Format of personal name: Lastname, Firstname

Format of corporate name: Enter in direct word order. If the creating organization is subordinate to a larger organization (part of a corporate hierarchy, i.e.), provide the name of the main organization first, followed by a period space and the name of the subordinate group.

Use LC Authority File for form of name when available. http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Examples:

UWTV (Television station : Seattle, Wash.)

Atelier d'Ethnomusicologie

Additional Credits

Creator:

searchable, public/staff field

State the names of people and/or organizations other than the primary creators of the film or participants/performers in the film* who contributed to the making of the film or video. Use <br> to separate one name from another.

Examples of credits that should be entered in this field include editor, composer, lyricist, photographer or camera, researcher, executive producer, adapter, and so forth.

Use the Notes field to state the function of each person or organization (see the Notes field for additional guidance on formatting this note).

Format of personal name: Lastname, Firstname

Format of corporate name: Enter in direct word order. If the creating organization is subordinate to a larger organization (part of a corporate hierarchy, i.e.), provide the name of the main organization first, followed by a period space and the name of the subordinate group.

Use the LC Authority File for form of name when available.

http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Examples:

Bade, Michael
<br>
Dworkin, Mark Allen
<br>
Thomas, Kim, 1932-

*Primary creators include director, producer/production company, or filmmaker for an amateur or home movie; participants/performers include narrators, speakers, or acting credits.

Participants /

Performers

Creator:

searchable, public/staff field

Enter in this field the name(s) of persons who have participated or performed in the moving image work. Participants/performers include narrators, hosts, speakers, teachers, moderators, interviewers and interviewees, actors (including voices), musicians, dancers, commentators, and so forth. Use <br> to separate one name from another.

Use the Notes field to state the function of each person, if known (see the Notes field for additional guidance on formatting this note).

Format of personal name: Lastname, Firstname

Use LC Authority File for form of name when available.

http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Examples:

Butler, Marian
<br>
Brown, Ethan
<br>
Tamano, Koichi

Thomas, Lowell, 1892-1981

Clip Summary

Leave this field blank in the record for the complete film/video; use only at the component (“clip”) level.

Spoken Text

Leave this field blank in the record for the complete film/video; use only at the component (“clip”) level.

Film/Video Summary

Description-Abstract:

non-searchable, public/staff field

Briefly describe the content of the film/video as a whole.

Examples:

Shows how logging was done in the 1920s in the Pacific Northwest. Also shows the properties and equipment of the Pacific Spruce Corporation and its subsidiaries, the C.D. Johnson Lumber Company, and the Manary Logging Company, located in Lincoln County, Oregon.

Agnes Haaga and Geraldine Siks relate memories of building a children's theater program, learning from drama pioneers Glenn Hughes and Winifred Ward, and instructing students such as playwright Megan Terry. They also discuss their work with the Arena Group, and offer advice for students of drama.

Notes

Description:

non-searchable, public/staff field

Notes can include any information of importance that is not represented elsewhere. Each separate "note" should form its own paragraph. Paragraphs are separated from one from another by <br>

• If the film or video title was devised by the cataloger, enter the statement:

Film [or video] title supplied by cataloger.

• If UW’s copy of a film or video from which a clip was taken was made later than the originally released work (for example, UW’s copy of a 1922 film was made in 1954), note the date of UW’s copy here.

Example:

Library’s copy made in 1942.

• Provide specific date of creation and/or date of issue here:

Example:

Originally filmed June 22, 1954.

• Notes on the condition of the film or video held by UW (and from which the clip was taken) may be given here.
• State the function and name of each person or organization listed in the “Additional Credits” field. The format of the note is as follows, including punctuation:

Function term(s): name [in direct word order, eg, firstname, lastname]; function term(s): name; [etc.].

Examples:

Film editor: Martyn Down; consultant: Robert F. Miller.

Costume designer: Heather Hanse.

• State the function and name, if known, of each person listed in the “Participants/Performers” field. The format of the note is as follows, including punctuation:

Function term(s): name [in direct word order, eg, firstname, lastname]; function term(s): name; [etc.].

Examples:

Dancers: Marian Butler, Ethan Brown; choreographer and musician: Koichi Tamano.

Narrator: Lowell Thomas.

• Explanations of how information provided elsewhere in the record was determined may also be given here.

Example:

Credits and date of creation from telephone call to filmmaker, March 2004.

Subjects

(LCSH)

Subject:

searchable, public/staff field

Major subjects (people, organizations, topics, activities, events) and themes (or concepts) that represent the intellectual content of the film or video as a whole. Terms in this field are taken from the LC Subject Headings list (LCSH). Separate each term in a multiple-term heading with a dash (two hyphens). Separate each heading or heading string with <br> If an appropriate term cannot be found in LCSH, check the LC Thesaurus for Graphic Materials (TGM I), as instructed in the Subjects (TGM) field below.

LCSH examples:

Markets--Washington (State)--Seattle

Penguins
<br>
Log buildings--Alaska--Fort Yukon

Subjects (TGM I)

Subject:

searchable, public/staff field

A TGM (Thesaurus for Graphic Materials I) subject term should be used only when LCSH provides no appropriate term for a particular subject.

Example:

Lumber industry

Location Depicted

Coverage-Spatial:

searchable, public/staff field

Refers to the geographic location(s) depicted or shown in the film or video. Places names are taken from the LC Subject Headings list (LCSH) or another controlled list. Enter Country--State or Province--City.

Input in hierarchical form, with each location in the heading separated by a dash (equivalent to two hyphens). If the work is about more than one place, separate each heading with <br>.

Examples:

United States--Washington (State)--Seattle

United States--Alaska--Fort Yukon
<br>
Canada--Yukon--Dawson

Genres (LCGFT)

Type:

searchable, public/staff field

If possible, assign at least one genre term that describes the film/video as a whole. If more than one may be assigned, separate each heading or heading string with <br>. Whenever possible, take terms from the Library of Congress Genre/Form Terms list (LCGFT). Public access to LCGFT is at http://id.loc.gov/authorities/genreForms/collection_LCGFT_General

If no LCGFT term is acceptable, use the Genres (MIGFG) or the Genres (AAT) field instead; see below.

Examples:

Animal films
<br>
Nature films

Industrial films

Amateur films

Educational television programs

Outtakes

Documentary videos

Promotional videos

Genres (MIGFG)

Type:

searchable, public/staff field

A MIGFG (Moving Image Genre-Form Guide) genre term should be used only when LCGFT provides no appropriate term for a particular genre.

Example:

Travelogue

Genres (AAT)

Type:

searchable, public/staff field

An AAT (Art & Architecture Thesaurus) genre term should be used only when LCGFT and MIGFG provide no appropriate term for a particular genre. In particular, use the term “Home movies” from AAT whenever needed. No other thesaurus or subject term list includes this term. The AAT definition for “Home movies” is:

“Motion pictures on film or videotape made by amateurs, or professionals in a nonprofessional capacity, intended for home viewing by family and friends. People, scenes and events filmed generally feature the filmmakers' immediate circle and personal activities.”

Physical Description

Format-Extent:

non-searchable, public/staff field

This field contains a physical description of the original film or video (not the streaming video file or DVCAM master tape).

• For the original film, include, as known, the following information. Use punctuation and spacing as shown. Use the abbreviations “ca.” for circa, “min.” for minutes, “ft.” for feet, “si.” for silent, “sd.” for sound, “b&w” for black-and-white, “col.” for color.

Number of film reels (running time in minutes and/or length in feet as known) : sound/color characteristics ; gauge (width) of film in mm. Also, if the film base is other than polyester or other safety film, give the film base following the dimensions. Other film base types are: nitrate, acetate, diacetate, triacetate.

Examples:

1 film reel (ca. 20 min., 1,102 ft.) : si., b&w ; 16 mm.

3 film reels (18 min.) : sd., b&w with col. sequences ; 35 mm.

4 film reels (ca. 23 min.) : si., b&w ; 35 mm. nitrate

2 film reels (ca. 15 min.) : si., b&w ; super 8 mm.

• For the original video (not the streaming video file or DVCAM master tape), include, as known, the following information. Use punctuation and spacing as shown. Use the abbreviations “ca.” for circa, “min.” for minutes, “ft.” for feet, “si.” for silent, “sd.” for sound, “b&w” for black-and-white, “col.” for color, “in.” for inches.

Number of videocassettes or videodiscs and include in parentheses the video format such as U-Matic, VHS, DVCAM, DVD, optical, etc., (running time in minutes if known) : sound/color characteristics ; width of videotape in inches or diameter of videodiscs in inches (for videodiscs, use 4 ¾ in. for CDs and DVDs, usually 12 in. for optical discs; for analog videocassette formats, note that VHS video is ½-in., U-Matic is ¾ in., Betacam SP is ¾ in.; for digital videocassette formats, DVCAM is ¼ in., and Digital Betacam is ½ in.

Examples:

1 videocassette (VHS) (ca. 30 min.) : sd., col. ; ½-in.

1 videocassette (U-Matic) (42 min.) : sd., b&w ; ¾ in.

1 videodisc (optical) (120 min.) : sd. and si., b&w and col. ; 12 in.

1 videodisc (DVD) (ca. 112 min.) : sd., col. ; 4 ¾ in.

1 videocassette (Betacam SP) (32 min.) : sd., col. ; ¾ in.

Language

Language:

searchable, public/staff field

State the language(s) included in the moving image work. Use the complete word for each language (rather than language codes). If more than one language is spoken in the moving image work, separate each by a <br>.

Examples:

English

English<br> Japanese

Digital Collection

Relation-Is Part Of:

non-searchable, public/staff field

Name of the digital collection of which the film or video is part; same content in every record:

Special Collections Moving Image Collection

Order Number

None:

searchable, public/staff field

Number that users can reference to order a copy of the film or video; i.e., the master tape number.

Example:

MV35

Ordering Info

None:

non-searchable, public/staff field

Instructions for ordering. Same content in every record:

To order a reproduction, inquire about permissions, or for information about prices see: http://www.lib.washington.edu/specialcoll/service/reproduction.html

Repository

Source:

non-searchable, public/staff field

The institution where the item is physically located. Same content in every record:

University of Washington Libraries, Special Collections Division

Repository Collection

Source:

non-searchable, public/staff field

This field contains the analog moving image collection name and number.

Example:

Seattle Urban League Film Collection, VHS 45

Repository Collection Guide

None:

non-searchable, public/staff field

This field contains some standard text (usually “To view the finding aid for this collection:”) plus the URL to the EAD-encoded finding aid that describes the analog collection the film/video is part of.

Example:

To view the finding aid for this collection, see:

http://www.lib.washington.edu/specialcoll/findaids/docs/movingimages/SeattleUrbanLeagueMIColl.xml

Grant

None:

searchable, staff-only field

If applicable, provide information about the grant that enabled the project to be undertaken, such as the name of the grant or project.

Digital Reproduction Information

Leave this field blank in the record for the complete film/video; use only at the component (“clip”) level.

Publisher or Creator’s Number

Identifier:

searchable, staff-only field

Publisher’s number, or original number assigned by the filmmaker if applicable/known.

Example:

VA5386 AK Video

G928

Contributor

Contributor:

non-searchable, staff only field

Always use the following text:

University of Washington Libraries, Special Collections Division

Acquisition

None:

non-searchable, staff only field

This field lists the source and date of acquisition of the film or video.

Example
Purchased from Western Historical Films, Bozeman, Montana, 2004.
Gift of Aubrey Watzek, 1953; acc. no. 53-1634.

Rights

Rights:

non-searchable, public/staff field

This field lists any information pertaining to use of the moving image work. Include copyright information, such as the name of the copyright holder and year of copyright if known. If restrictions are too complex to describe here, include the phrase:

Restrictions may exist on reproduction, quotation, or publication. Contact the repository for details.

Type Limit

Type:

searchable, staff-only field; required field

Describes the nature of the content of the resource. The term "MovingImage" is taken from the DCMI Type Vocabulary and is the same for every film clip: MovingImage

Title

Title:

searchable, public/staff field; required field

Devise a title for the clip. The title should describe the content of just the clip, not the complete film/video. Include basic who, what, where, and when information. Use the date when the clip was shot. Also add the following Note to the record: “Title supplied by cataloger.”

Examples of devised clip title:

University of Washington commencement address, Seattle, 1929

Logan neighborhood, Spokane, aerial view, October, 1963

Construction workers completing a roof, Tacoma, June 22, 1972

Timecode Begin

None:

non-searchable, public/staff field; required field

Timecode number that begins the digital clip; taken from the video viewing copy. Use the format:

hh:mm:ss

00:00:00

Example:

00:04:16

Timecode End

None:

non-searchable, public/staff field; required field

Timecode number that ends the digital clip; taken from the video viewing copy. Use the format:

hh:mm:ss

00:00:00

Example:

00:10:08

Source Film or Video

Source:

searchable, public/staff field; required field

Title of the complete film or video from which the clip was taken. Begin with the default text “Clip taken from:”

Examples:

Clip taken from: Downtown Spokane, aerial views

Clip taken from: Evergreen Empire

Producer

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Director

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Writer

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Date Created

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Dates Created

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Earliest Date Created

None:

non-searchable, staff-only field; required if information is known or may be estimated

Use this field only if the creation date of the clip is different from the creation date of the film or video as a whole, e.g., if the clip date is more specific. Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed.

If the date is estimated creation date is a "circa" date (e.g., “ca. April 18, 1895”), we expand the date to five days, months, or years (as appropriate to the date’s level of specificity) on either side in order to cover the concept of a "circa" date. Therefore, for a “circa” date, the Earliest Date Created field would contain the first date in the expanded date range.

Example, creation year is known and differs from film/video creation year span:

1953

Example, creation year, month is known:

1953-01

Example, creation date is “ca. January 1953”:

1952-08

Example, creation date is “ca. January 20, 1953”:

1953-01-15

Latest Date Created

None:

non-searchable, staff-only field; required if information is known or may be estimated

Use this field only if the creation date of the clip is different from the creation date of the film or video as a whole, e.g., if the clip date is more specific. Format the date in standardized, W3C-DTF format http://www.w3.org/TR/NOTE-datetime: YYYY, or YYYY-MM, or YYYY-MM-DD as needed.

If the date is estimated creation date is a "circa" date (e.g., “ca. April 18, 1895”), we expand the date to five days, months, or years (as appropriate to the date’s level of specificity) on either side in order to cover the concept of a "circa" date. Therefore, for a “circa” date, the Latest Date Created field would contain the latest date in the expanded date range.

Example, creation year is known and differs from film/video creation year span:

1953

Example, creation year, month is known:

1953-01

Example, creation date is “ca. January 1953”:

1953-06

Example, creation date is “ca. January 20, 1953”:

1953-01-25

Date Issued

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Dates Issued

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Earliest Date Issued

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Latest Date Issued

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Publisher

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Additional Credits

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Participants/

Performers

Creator:

searchable, public/staff field

If the persons shown or speaking in the clip (rather than the film/video as a whole) are known, enter their names in this field. Participants/performers include narrators, hosts, speakers, teachers, moderators, interviewers and interviewees, actors (including voices), musicians, dancers, commentators, and so forth. If more than one name is entered, use <br> to separate one name from another.

Use the Notes field to state the function of each person, if known (see the Notes field for additional guidance on formatting this note).

Format of personal name: Lastname, Firstname

Use LC Authority File for form of name when available.

http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First

Examples:

Butler, Marian
<br>
Tamano, Koichi

Thomas, Lowell, 1892-1981

Clip Summary

Description-Abstract:

non-searchable, public/staff field

A description of the content of the clip (not the film/video as a whole). Usually stated in the present tense, the clip summary sequentially describes the views, actions, or scenes comprising the clip. The description should be fairly general and brief; it’s not necessary to describe every detail.

Examples:

Aerial views of the University of Washington campus, 1934, beginning with the Montlake Cut and moving north to Suzzallo Library.

Loggers climb and trim trees.

Spoken Text

Description:

non-searchable, public/staff field

If so directed by the Visual Materials Curator, enter here text transcribed from the clip, either in full or in part. Enclose unclear/uncertain text in square brackets; precede the closing square bracket with a question mark. Indicate the speaker by naming the person or character’s name, or the role of the speaker (e.g., the narrator); follow this with a colon and space before entering the appropriate text.

Examples:

Narrator: The University of Washington campus in Seattle is one of the most beautiful in the country. Stately [Miller?] Hall is an excellent example of the college gothic style so common in campuses from this period.

Thomas Smith (architect): What I hoped to convey in this design was the classical form of Greece and Rome, but in the context of a new frontier.

Film/Video Summary

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Notes

Description:

non-searchable, public/staff field

Notes can include any information of importance about the clip that is not represented elsewhere. Each separate "note" should form its own paragraph. Paragraphs are separated from one from another by <br>

Do not repeat here any notes already entered in the record for the complete film/video.

• Because clip titles are devised by the cataloger, enter the following statement in every clip record:

Title supplied by cataloger.

• Provide the date of creation here if it differs from the creation date in the record for the complete film or video:

Example:

Originally filmed June 22, 1954.

• State the function and name, if known, of each person listed in the “Participants/Performers” field for the clip. The format of the note is as follows, including punctuation:

Function term(s): name [in direct word order, eg, firstname, lastname]; function term(s): name; [etc.].

Examples:

Dancers: Marian Butler and Ethan Brown.

Narrator: Lowell Thomas.

• Explanations of how information provided in the clip record was determined may be given here, along with other useful notes.

Example:

The airplane shown in the clip may be a Boeing 247 transport plane.

Subjects (LCSH)

Subject:

searchable, public/staff field

Major subjects (people, organizations, topics, activities, events) and themes (or concepts) that represent the intellectual content of the clip (not the film/video as a whole; although, depending on the content of the clip, subject terms used for the clip may also be used for the film/video as a whole). Terms in this field are taken from the LC Subject Headings list (LCSH). Separate each term in a multiple-term heading with a dash (two hyphens). Separate each heading or heading string with <br> If an appropriate term cannot be found in LCSH, check the LC Thesaurus for Graphic Materials (TGM I), as instructed in the Subjects (TGM) field below.

Examples:

Penguins--Marking—Alaska

Log cabins--Washington (State)--Spokane--Design and construction

Subjects (TGM I)

Subject:

searchable, public/staff field

A TGM (Thesaurus for Graphic Materials I) subject term should be used only when LCSH provides no appropriate term for a particular subject.

Example:

Lumber industry

Location Depicted

Coverage-Spatial:

searchable, public/staff field

Refers to the geographic location depicted or shown in the clip. Place names are taken from the LC Subject Headings list (LCSH) or another controlled list. Enter Country--State or Province--City.

Input in hierarchical form, with each location in the heading separated by a dash (equivalent to two hyphens). If the clip is about more than one place, separate each heading with <br>.

Examples:

United States--Washington (State)—Seattle

United States--Alaska--Fort Yukon
<br>
Canada--Yukon--Dawson

Genres (LCGFT)

Type:

searchable, public/staff field

If possible, assign a genre term that describes the clip, not the film/video as a whole (although, depending on the content of the clip, genre terms used for the clip may also be used for the film/video as a whole). If more than one may be assigned, separate each heading or heading string with <br>. Whenever possible, take terms from the Library of Congress Genre/Form Terms list (LCGFT). Public access to LCGFT is at http://id.loc.gov/authorities/genreForms/collection_LCGFT_General

If no LCGFT term is acceptable, use the Genres (MIGFG) or the Genres (AAT) field instead; see below.

Examples:

Animal films
<br>
Nature films

Industrial films

Amateur films [Note: Use this term to describe amateur works that are not limited to the filmmakers' immediate circle of family members, friends, and personal activities. For the latter, use “Home movies” from the AAT Thesaurus (see the Genres (AAT) field below). “Amateur films” refers to artistic and documentary works created by amateur filmmakers.]

Outtakes

Documentary videos

Promotional videos

Genres (MIGFG)

Type:

searchable, public/staff field

A MIGFG (Moving Image Genre-Form Guide) genre term should be used to describe the clip only when LCGFT provides no appropriate term for a particular genre.

Example:

Travelogue

Genres (AAT)

Type:

searchable, public/staff field

An AAT (Art & Architecture Thesaurus) genre term should be used only when LCGFT and MIGFG provide no appropriate term for a particular genre. In particular, use the term “Home movies” from AAT whenever needed. No other thesaurus or subject term list includes this term. The AAT definition for “Home movies” is:

“Motion pictures on film or videotape made by amateurs, or professionals in a nonprofessional capacity, intended for home viewing by family and friends. People, scenes and events filmed generally feature the filmmakers' immediate circle and personal activities.”

Physical Description

Format-Extent:

non-searchable, public/staff field

Give the duration of the clip in seconds, or in minutes and seconds, as appropriate. Use the abbreviations “ca.” for circa, “min.” for minutes, and “sec.” for seconds.

Examples:

47 sec.

2 min., 16 sec.

ca. 3 min.

Language

Language:

searchable, public/staff field

State the language(s) included in the clip. Use the complete word for each language (rather than language codes). If more than one language is spoken in the clip, separate each by a <br>.

Examples:

English

English<br> Japanese

Digital Collection

Relation-Is Part Of:

non-searchable, public/staff field

Name of the digital collection of which the film or video is part; same content in every record:

Special Collections Moving Image Collection

Order Number

None:

searchable, public/staff field

Either a clip or an entire film/video may be ordered.

Enter here the number that users can reference to order a copy of the clip; i.e., the master tape number. Because the order number refers to the film/video as a whole, enter a colon following the order number, and then enter the Timecode Begin and Timecode End information, as shown in the example:

MV35: 00:04:16—00:10:08

Ordering Info

None:

non-searchable, public/staff field

Use the following wording in every record:

To order a reproduction, inquire about permissions, or for information about prices see: http://www.lib.washington.edu/specialcoll/service/reproduction.html

Repository

Source:

non-searchable, public/staff field

The institution where the item is physically located. Same content in every record:

University of Washington Libraries, Special Collections Division

Repository Collection

Source:

non-searchable, public/staff field

This field contains the analog moving image collection name and number.

Example:

Seattle Urban League Film Collection, VHS 45

Repository Collection Guide

None:

non-searchable, public/staff field

This field contains some standard text (usually “To view the finding aid for this collection:”) plus the URL to the EAD-encoded finding aid that describes the analog collection that the parent film/video is part of.

Example:

To view the finding aid for this collection, see:

http://www.lib.washington.edu/specialcoll/findaids/docs/movingimages/SeattleUrbanLeagueMIColl.xml

Grant

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Digital Reproduction Information

Format:

non-searchable, public/staff field

Describes both the digital conversion process (who, when, where, what, as known) and the characteristics of the digitized streaming video clip file. First, describe the conversion process, separating each element of information with a semicolon. Next, enter <br>, and then provide the characteristics of the digital clip itself.

To describe the digital conversion process, include the following elements of information:

Digital master video format from which streaming digital video clip was made; name of lab and/or individual who created the digital clip; digitization date; name/type of equipment used.

Example:

Digital streaming QuickTime video file made from DVCAM master copy by the University of Washington Dept. of Health Services on April 22, 2004, using Final Cut Pro, version 2.1.

Following the digital conversion process info, enter a <br>

Next, state the characteristics of the digital streaming video file. Enter the following characteristics, separating each element with a semicolon. Include, as known:

• Digital format, usually video/quicktime Or use a term from the PBCore digital formats list http://www.utah.edu/cpbmetadata/PBCore/formatDigital.html Scroll to the digital video section of the list.
• Software and version used to create the digital video file
• Encoding (aka, codec: how the streaming video is compressed and formulated according to a particular scheme), for example Sorenson codec
• File size in bytes (for conversion info, such as KB to bytes, see http://www.utah.edu/cpbmetadata/PBCore/formatFileSize.html)
• Data rate (bit rate), expressed as amount of data delivered per second (abbreviated to “sec”). Use megabits per second, such as 1.2 megabits/sec
• Bit depth, an indicator of playback quality, measured in bits, usually 8 bit or 16 bit
• Frame rate in fps
• Audio specifications (sampling rate, compression codec, etc.)

Example:

Format: video/quicktime; software: Apple QuickTime version 7.0; codec: Sorenson 3; file size: 91.2 bytes; data rate: 1.2 megabits/sec; bit depth: 16 bit; frame rate: 30 fps; audio sampled at 44.1 kHz, 16-bit, two channels, QuickTime codec (QDesign2), using QuickTime 7.

Publisher or Creator’s Number

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Contributor

Contributor:

non-searchable, staff-only field

Always use the following text:

University of Washington Libraries, Special Collections Division

Acquisition

Leave this field blank in the record for the clip; use only in the record for the full film or video.

Rights

Rights:

non-searchable, public/staff field

This field lists any information pertaining to use of the moving image work/clip. Include copyright information, such as the name of the copyright holder and year of copyright if known. If restrictions are too complex to describe here, include the phrase:

Restrictions may exist on reproduction, quotation, or publication. Contact the repository for details.

Type Limit

Type:

searchable, staff-only field; required field

Describes the nature of the content of the resource. The term "MovingImage" is taken from the DCMI Type Vocabulary and is the same for every film clip: MovingImage