UCB Libraries


Digital Resources Cataloging

Michael Dulock
Assistant Professor
Metadata Librarian
Andrew Johnson
Assistant Professor
Metadata Librarian

Jane Zumwalt

Library Technician III


I.      Digital Resources Metadata Planning and Provision

II.    Electronic Book Cataloging

III. Electronic Integrated Resources Cataloging

IV.  Batch Loading of MARC records



I.      Digital Resources Metadata Planning and Provision

      In 2005, a collaboration between all campuses in the CU System resulted in the purchase of the Luna digital asset management system.  While each campus, and even individual academic departments, will have their own implementations of the Luna system, they together form the CU Digital Library.  Our CU-Boulder Libraries’ implementation, and descriptions of all our digitization projects, can be found at the DIgital Asset Library (DIAL).  The Digital Resources Cataloging Team works with digital initiatives project managers across the University Libraries to plan and provide metadata for digital resources produced in-house or by outsourced agencies. 


      As with all cataloging efforts in CMS, the Digital Resources Cataloging Team takes a standards-based approach to metadata provision in order to provide reliable structures and consistent provision of data.  Standards, best practices, and controlled vocabularies employed thus far include:

Descriptive metadata structure standards

·         Metadata Object Description Schema (MODS)

·         MARC Bibliographic / OCLC Bibliographic Formats and Standards for MARC 21

·         MARCXML

·         Dublin Core (DC)

·         Collaborative Digitization Program’s Dublin Core Metadata Best Practices

·         Visual Resources Association (VRA) Core 4.0

Descriptive metadata content standards

·         Anglo-American Cataloguing Rules, 2nd edition (AACR2)

·         Cataloging Cultural Objects (CCO)

Authority data standards

·         MARC Authority / OCLC Authority Record Format

Technical metadata standard

·         Technical Metadata for Digital Still Images in XML (MIX)

Other metadata standard

·         Metadata Encoding & Transmission Standard (METS)

Controlled vocabularies

·         Library of Congress Name Authority File (LCNAF)

·         Library of Congress Subject Headings (LCSH)

·         Library of Congress Thesaurus of Graphic Materials I: Subject Terms (TGM I)

·         Getty Art & Architecture Thesaurus (AAT)


The Digital Resources Cataloging Team has been involved in planning and providing metadata for several of the Libraries’ digital projects, which include:


World War I Pamphlet Collection

(Coming Soon)







A project of the University Libraries’ Archives Department and the University Libraries’ History Librarian, this collection contains primary source materials from and about WWI.  These materials range from newspapers article clippings to full monographic and serial publications.  The Preservation Department has recently completed a full inventory of the collection, as well as an assessment of its preservation needs.  An RFP is currently being written for the preservation and digitization of the materials in this collection. 


Metadata:  All print materials will be cataloged in OCLC and Chinook; MIX technical metadata will be created as part of the digitization process.  The digital collection will be added to DIAL. 


Initial project planning began:  December 2007.



Publishers' Bindings Collection

(Coming Soon)












A project of the Special Collections Department, this collection primarily contains bindings from late-19th and early-20th century American books bound in decorated publisher's cloth.  The scanned images have been attached to the MARC catalog records for each book using Millennium Media.  The collection of images is also being added to DIAL.


Metadata:  For the image collection in DIAL, VRA 4.0 Core records have been created by crosswalking select metadata elements from the MARC records for the books.  In March 2008, the project team will begin the process of performing subject analysis on the images using the Getty Art & Architecture Thesaurus and the Library of Congress Thesaurus of Graphic Materials I: Subject Terms (TGM I), adding appropriate image-specific subject headings to the VRA records. 


Estimated date of completion:  May/June 2008.



Building Colorado Story by Story: The Sanborn Fire Insurance Map Company



























A project of the Jerry Crail Johnson Earth Sciences and Map Library, this collection of Sanborn fire insurance maps contains 346 maps on 2,385 sheets, detailing 79 cities in 52 counties in Colorado covering the years 1883-1922.

Metadata:  Separate full ‘I’-level MARC records for the print and electronic versions of the maps were created by the Map Library in OCLC and exported to Chinook. 


MIX metadata was created by the digitization vendor to record the technical metadata for the digital surrogates.  MarcEdit was used to transform the MARC records into MARCXML; the CU-Boulder METS Generator then transformed these MARCXML records into MODS.  The METS Generator was also used to identify, match, and wrap the MIX and MODS records to create a valid METS document for each map.


A fuller description of the metadata provision for this collection can be found on the CMS blog. 


Date of completion:  September 2007.



Aerial Photography of Colorado





















A project of the Jerry Crail Johnson Earth Sciences and Map Library, this collection contains over 1,700 scanned aerial photographs of Colorado taken by the U.S. Forest Service in the years from 1938 to 1947. 

Metadata:  Full ‘I’-level MARC records for the electronic versions of the photographs were created in OCLC and exported to Chinook.  One collection-level record and a total of 22 set-level records were created, the latter of which describe flight lines of photographs by their county and year.  For example, there is a bibliographic record for 'Boulder County, 1938' that describes the 121 digitized aerial photographs in that flight line.  

Metadata from the MARC records were crosswalked into Dublin Core in accordance with the Collaborative Digitization Program's (CDP) Dublin Core Metadata Best Practices, version 1.2, for inclusion in the CDP's Heritage West database.

Date of completion:  2005.



      More information on digitization, project planning, access and delivery, and rights and restrictions on digital collections can be found at:  http://ucblibraries.colorado.edu/systems/digitalinitiatives/tools.htm. The following documents have been produced to help plan and provide metadata for the Libraries’ digital initiatives:


·   University of Colorado Digital Library Metadata Best Practices

All implementations of the University of Colorado Digital Library, including DIAL, must follow appropriate metadata standards.  This document offers an introduction to metadata, provides links to resources containing more information on various metadata schemas, and describes the required and recommended elements for collections in the CU Digital Library.


·   DIAL Metadata: Worksheet | Worksheet Instructions

If the metadata for your digital collection already exists in another system (e.g., Chinook), you can use this worksheet to crosswalk the data from the existing system into DIAL.  It is also helpful in planning a new DIAL Inscribe cataloging template, if one does not already exist.


·   Procedure for Batch Loading Metadata into DIAL

·         Aerial Photographs of Colorado Collection: Download import template (Excel file)

·         Building Colorado Story by Story: The Sanborn Fire Insurance Maps of Colorado Collection: Download import template (Excel file)

·         Dublin Core Training Collection: Download import template (Excel file)

·         Publishers Bindings Collection: Download import template (Excel file)


·   Inscribe Training Handout

Inscribe is the cataloging tool for DIAL.  This handout includes basic instructions for cataloging a record and using the media management tools.


·   METS Generator: Download Software | User Documentation | Technical Documentation

The METS Generator application takes administrative, technical, and descriptive metadata marked up in XML and wraps it into a single, valid METS record.


·   File Naming Conventions

Guidelines on File Naming Conventions
Documentation from Existing Collections



II.   Electronic Book Cataloging

Beginning in April 2006, CMS established a policy to create separate bibliographic records for print resources (monographic or serial) and their electronic reproductions. The E-Book Cataloging Procedures outline the steps to be followed for e-books when either there is a record available in OCLC for the electronic reproduction, or an electronic reproduction record will be derived from the existing print record.



III.  Electronic Integrating Resources Cataloging

      In 2007, the University Libraries implemented Innovative’s Electronic Resources Management (ERM) module.  All electronic resources that either (1) have a license agreement, or (2) the bibliographer wants listed on their A-Z subject list, now require an ERM resource record in Chinook.  All other electronic integrating resources (e.g., free Web site or databases) are cataloged in MARC by the Digital Resources Cataloging Team. 



IV.  Batch Loading of MARC Records

      The Digital Resources Cataloging Team and the Cataloging Management Team perform the majority of the University Libraries’ MARC batch loading.  The MARC Batch Loading Procedures is an internal document that provides general guidelines for batch loading, outlines specific procedures followed for individual batch loads, as well as statistics for all batch loads performed from July 2006 to the present.  Questions about batch loading MARC records should be forwarded to Michael Dulock.  Completed and ongoing batch loads include:

American Council of Learned Societies (ACLS) Humanities E-Books
American Statistics Index (ASI) Microform Set
Blackwell’s Table of Contents-Enriched Records
Congressional Serials Set (Readex)
David Rumsey Map Collection
Early American Imprints (Series I and II)
Eighteenth-Century Collections Online (ECCO)
Early English Books Online/Text-Creation Partnership (EEBO/TCP)
Electronic Theses & Dissertations from CU-Boulder (Proquest)
Gale Virtual Reference Library (GVRL)
Greenwood Press
Oxford Digital Reference Collections
SPIE Digital Library
TechPro Asian Books
World Bank E-Library
Wright American Fiction

Last updated February 22, 2012