Indexing Exercise

For the purposes of the vendor demonstration, we are asking each vendor to index a minimum number of fields for each catalog card and microfilm reel.  The scope of this indexing exercise is very broad and does not reflect the detailed indexing that will eventually need to be done for each card, record book, and/or microfilm reel. 

Cards, Record Books, Microfilm

We have grouped all of the cards, record books, and microfilm into four very broad categories:

Within these broad categories, you can have documents from multiple indexes, and time periods.

Please refer to the documents copyright time periods, copyright summary, and deposit classifications for more information.   These documents can be found in the guidebook or on the Share Point Vendor site.

Registrations & Applications (Cards & Documents)

This is the broadest of all the categories.  Registrations and applications make up about 80% of the collection and will encompass catalog cards from every period.  The following fields should be captured and indexed (Please refer to Master Index Table for the data field order and output instructions):

Basic Copyright Facts

·         Registration Number

Primary Class Number (registration, renewal, entry) that identifies current record.

·         Registration Date

Primary Date associated with primary class number. Use yyyy-mm-dd format.

·         Title

Main title of work identified in record.

·         Personal Author

If author is a personal name, place in this field.  Surname, First Name, Middle Name

·         Corporate Author

If author is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Personal Claimant

If claimant is a personal name, place in this field.  Surname, First Name, Middle Name

·         Corporate Claimant

If claimant is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Data Notes

The purpose of this field is to capture any data that is not indexed in a specific (identified) field. (i.e   descriptive information).  This field should only be populated if it can be OCR’d.  Do not populate this field if indexing by hand.
Administrative Fields

·         Image1

Name of 1st Image (use naming convention as described in the business rules)

·         Image1URL

URL locator for the 1st image

·         Image2

Name of 2nd Image (use naming convention as described in the business rules)

·         Image2URL

URL locator for the 2nd image

·         Vendor Code

Vendor Code assigned to each vendor

Please note that there may be multiple entries for the basic copyright facts.  Please capture only data for the 1st field.

Example 1:

Example 2:

Example 3:

Return to Vendor Demonstration

Serial Registrations

Serials are very similar to regular registrations.  They will encompass catalog cards from every period.  There are some serial registrations that have multiple registrations on one card.  Note only the information for the first periodical.  The following fields should be captured and indexed (Please refer to Master Index Table for the data field order and output instructions):

Basic Copyright Facts

·         Registration Number

Primary Class Number (registration, renewal, entry) that identifies current record.

·         Registration Date

Primary Date associated with primary class number.  Use yyyy-mm-dd format.

·         Title

Main title of work identified in record.

·         Personal Author

If author is a personal name, place in this field.  Surname, First Name, Middle Name format.

·         Corporate Author

If author is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Personal Claimant

If claimant is a personal name, place in this field.  Surname, First Name, Middle Name format.

·         Corporate Claimant

If claimant is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Serial Volume

Serial volume number

·         Serial No

Serial issue number

·         Publication Date

Serial publication date.  Publication date is the registration date.

·         Data Notes

The purpose of this field is to capture any data that is not indexed in a specific (identified) field. (i.e   descriptive information).  This field should only be populated if it can be OCR’d.  Do not populate this field if indexing by hand.
Administrative Fields

·         Image1

Name of 1st Image (use naming convention as described in the business rules)

·         Image1URL

URL locator for the 1st image

·         Image2

Name of 2nd Image (use naming convention as described in the business rules)

·         Image2URL

URL locator for the 2nd image

·         Vendor Code

Vendor Code assigned to each vendor

Example 4:

Example 5:

Return to Vendor Demonstration

Renewal Documents & Cards

The renewal registrations catalog cards are the same as registrations with the exception of a renewal class number added to the entry.  The renewal class number begins with and R or RE.  The following fields should be captured and indexed (Please refer to Master Index Table for the data field order and output instructions):

Basic Copyright Facts

·         Registration Number

Primary Class Number (registration, renewal, entry) that identifies current record.

·         Registration Date

Primary Date associated with primary class number.  Use yyyy-mm-dd format.

·         Secondary Number

Other class number that may be identified, in addition to the primary registration number. 

·         Secondary Date

Date associated with secondary class number.  Use yyyy-mm-dd format.

·         Title

Main title of work identified in record.

·         Personal Author

If author is a personal name, place in this field.  Surname, First Name, Middle Name format.

·         Corporate Author

If author is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Personal Claimant

If claimant is a personal name, place in this field.  Surname, First Name, Middle Name format.

·         Corporate Claimant

If claimant is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Data Notes

The purpose of this field is to capture any data that is not indexed in a specific (identified) field. (i.e   descriptive information).  This field should only be populated if it can be OCR’d.  Do not populate this field if indexing by hand.
Administrative Fields

·         Image1

Name of 1st Image (use naming convention as described in the business rules)

·         Image1URL

URL locator for the 1st image

·         Image2

Name of 2nd Image (use naming convention as described in the business rules)

·         Image2URL

URL locator for the 2nd image

·         Vendor Code

Vendor Code assigned to each vendor

Example 6:

Example 7:

Return to Vendor Demonstration

Assignment Documents & Cards

The assignment record indexes represent the microfilmed legal documents that record the assignment (sale or transfer) of copyright ownership.  There are cards for assignor, assignee and title.  The following fields should be captured and indexed (Please refer to Master Index Table for the data field order and output instructions):

Basic Copyright Facts

·         Registration Number

Primary Class Number (registration, renewal, entry) that identifies current record.

·         Registration Date

Primary Date associated with primary class number.  Use yyyy-mm-dd format.
·         Title

Main title of work identified in record.
·         Personal Author

If author is a personal name, place in this field.  Surname, First Name, Middle Name format.
·         Corporate Author

If author is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Personal Assignor

If assignor is a personal name, place in this field.  Surname, First Name, Middle Name format.

·         Corporate Assignor

If assignor is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Personal Assignee

If assignee is a personal name, place in this field.  Surname, First Name, Middle Name format.

·         Corporate Assignee

If assignee is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

·         Date of Execution

Date of Execution found on an Assignment Record

·         Assignment Volume

Recorded Volume Number found on an Assignment Record

·         Assignment Page

Page number(s) found on an Assignment Record
·         Data Notes

The purpose of this field is to capture any data that is not indexed in a specific (identified) field. (i.e   descriptive information).  This field should only be populated if it can be OCR’d.  Do not populate this field if indexing by hand.
Administrative Fields
·         Image1

Name of 1st Image (use naming convention as described in the business rules)

·         Image1URL

URL locator for the 1st image

·         Image2

Name of 2nd Image (use naming convention as described in the business rules)

·         Image2URL

URL locator for the 2nd image
·         Vendor Code

Vendor Code assigned to each vendor

Example 8:

Master Index & Data Output Instructions

The master Index below is a compilation of all of the possible indexable fields for this demonstration. 

Basic Copyright Facts
Name Database Fields Description

Registration Number

=RegNo

Primary Class Number (registration, renewal, entry) that identifies current record.
Registration Date

=RegDate

Primary Date associated with primary class number.  Use yyyy-mm-dd format.
Secondary Number

=SecNo

Other class number that may be identified, in addition to the primary registration number. 

Secondary Date

=SecDate

Date associated with secondary class number.  Use yyyy-mm-dd format.
Title

=Title1

Main title of work identified in record.
Personal Author

=PAuthor1

If author is a personal name, place in this field.  Surname, First Name, Middle Name format.
Corporate Author

=CAuthor1

If author is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.
Personal Claimant

=PClaimant1

If claimant is a personal name, place in this field.  Surname, First Name, Middle Name format.
Corporate Claimant

=CClaimant1

If claimant is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

Serial Volume

=SVol

Serial volume number

Serial No

=SNo

Serial issue number

Publication Date

=SPub

Serial publication date.  Publication date is the registration date.

Personal Assignor

=PAssignor1

If assignor is a personal name, place in this field.  Surname, First Name, Middle Name format.

Corporate Assignor

=CAssignor1

If assignor is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

Personal Assignee

=PAssignee1

If assignee is a personal name, place in this field.  Surname, First Name, Middle Name format.

Corporate Assignee

=Cassignee1

If assignee is a corporate name, place in this field.  If corporate identity is in doubt, record in personal author field.

Date of Execution

=DateofExec

Date of Execution found on an Assignment Record

Assignment Volume

=AVol

Recorded Volume Number found on an Assignment Record

Assignment Page

=APage

Page number(s) found on an Assignment Record
Data Notes

=Keyword

The purpose of this field is to capture any data that is not indexed in a specific (identified) field. (i.e  descriptive information).  This field should only be populated if it can be OCR’d.  Do not populate this field if indexing by hand.
Administrative Fields
Image1

=Image1

Name of 1st Image (use naming convention as described in the business rules)
Image1URL

=Image1URL

URL locator for the 1st image

Image2

=Image2

Name of 2nd Image (use naming convention as described in the business rules)

Image2URL

=Image2URL

URL locator for the 2nd image
Vendor Code

=VCode

Vendor Code assigned to each vendor

We are asking each vendor for a tab delimited text file with the data fields in the order shown above.

Return to Vendor Demonstration