What are meta data?
Meta data can be defined as:
Data describing one or more ressources
Data connected to one object and describing that object
Basically, meta data are a description of documents, objects or services
and contain information about their content, structure or form. More
abstractly, meta data are descriptions of data (data about data).
Bibliographic data sets and catalogue entries in libraries can be
seen as a kind of meta data.
Basis for meta data is the Dublin
Core Metadata Element Set (short: Dublin Core (DC)) consisting
of fifteen basic elements. Dublin Core is the result of international
efforts to establish a collective consensus in describing electronic
objects. The Library of Congress (LoC), The Online Cataloging Library
Center (OCLC) and a row of (several) national libraries deal with
Dublin Core in many projects and are close to introduce the system
respectively.
Single elements of the application form
1. Title
Title of the document or the object.
Definition: The name of the ressource given by the author, the
publisher or the creator.
Application reference: 
obligatory meta-element.
Dissertations need to be specified with a German and an English
title. If the dissertation is written in another language, the title
has to be specified in all three languages.
2.1 Creator
Name of the author
Definition: The person(s) who are/(is) responsible for the intellectual
content. For instance authors (text documents), artists, photographers
or illustrators (graphical documents).
For persons, the normed diction "family name, first name"is
obligatory, in order to improve searchability of the document. Please
do not mention academic titles.
Application reference: When possible (e.g. for diploma thesis or
thesis) this is an obligatory element.
2.2 Creator (Urheber)
Name of the organisation
Definition: Organisation(s) which is (are) responsible for the intellectual
content of the document. As a rule organisation(s) (in librarian
terms: corporate bodies) are responsible for the intellectual content,
if there is an author collective or no persons are mentioned as creators
in the document (e.g. in examination regulations). The field "Creator"
therefore is not necessarily to be filled automatically with the
own institute or facuIty. There are seperate fields for this purpose
(university, faculty).
Application reference: If possible, this is an obligatory meta
element
3.1 Contributor
Name of a person or an organisation.
Definition: Additional persons or organisations to the ones specified
in the field creator. They should have contributed a meaningful
intellectual feature to the ressource, which is secondary in relation
to publisher and creator (e.g. co-author, translator, illustrators...).
For personal names the normed diction "family name, first
name" is obligatory in order to increase searchability.
3.2 Advisor
The main advisor has to be specified concerning
dissertations. Academic titles may be added optionally. (e.g. Muster, Hans Prof.Dr.).
Application reference: No obligatory but desirable meta element
in the case that more persons participated in different functions
in creating the document. (Exceptions:
Specifying the main advisor concerning dissertations is obligatory)
4.1 Controlled keywords (german)
The keywords for controlled description of the document´s content
can be automatically taken to the form sheet from the german (SWD) keyword vocabulary (subject authority file).
Application reference:
Obligatory meta-element
4.2 Free keywords (German and English)
Additionally there is the possibility to give free keywords when
there are no useful keywords in the controlled vocabulary.
For better international searchability there is the possibility
to give English keywords too.
For
dissertations it is necessary to give German and English keywords.
4.3 Classification
In some cases a verbal description of the content is not enough, therefore
the possibility of classificatory description is offered, when corresponding
systems are availabe.
List of available classifications
Application reference: facultative meta element
5. Short summary
Abstract or free description of the ressource.
Definition: A textual description of the ressource´s content
inclusive a short abstract for document ressources. For graphical
ressources : Short description of the content. The description mag
not be longer then 2000 signs. It can be imported from the document
with "copy and paste". In the case, that no abstract
has been written, the introduction or the table of content can be
used.
For dissertations it is necessary to give a summary in German
and English (independent from the actual language of the dissertation).
Application reference:
Obligatory meta element.
6. University - Faculty (Publisher)
Definition: The institution which is responsible that the ressource
is at hand. At first, only members of the university should
bring documents to the library network, therefore the university
is entered standardly. The university is subdivided in
faculties.
Application reference:
obligatory meta element, which has to be taken from a list.
7. Year
The year of the document. For dissertations, the date of the
oral examination has to be entered as well. For postdoctoral lecture qualification,
the day of the first public scientific presentation has to be specified.
Standard ISO-8601 is used internally.
Publishing date and the last update of meta data is
processed automatically by the system.
Application reference:
obligatory meta element
8. Resource Type
Definition: Type of publication (e.g. dissertation, diploma thesis,
poem, homepage). Controlled vocabulary from a
list of accredited terms
based on the
Dublin
Core Standard Object Types is used.
Application reference:
obligatory meta element, which has to be taken from a list.
9. Format
Definition: Data technical format of the ressource. Standard entry
is
application/pdf .
The following formats are availabe at the moment:PDF, PostScript,
HTML furthermore the following graphic formats are available: GIF,
JPEG etc. .
Dissertations have to be specified in PDF and in original
format (e.g. Word, DVI etc.) of the used application (with all
used objects like images, graphics, tables etc..).
The entries for this elements provides the necessary information
in order to decide over processing possibilities of the coded data
(Hardware and Software to open the ressources (e.g. Acrobat Reader)).
Application reference:
obligatory meta-element.
10. Language
Definition: Language of the intellectual content of the ressource.
Application reference:
obligatory meta element which has to be taken from a list.
11. Source
Definition: Printed or electronic source of other publications of
the document. For example a html-coded Shakespeare sonnet this would be the
printed version from which the particular electronic sonnet is taken.
For a newspaper essay this means (for a conventional publication):
Title, Year, Edition, Number and Page numbers and the URL of another
electronic version respectively.
Application reference: If it is not the first publication,
this is a very desirable meta element.
12. E-mail address
The person delivering the document has to give a contact possibility
in order to avoid abuse of unauthorized usage. As a rule,
an e-mail address should be entered. To this address the confimration
of the entry is sent automatically. The data will be controlled manually,
therefore entering a telephone number and a post/institute address is possible
respectively.
Application reference:
obligatory meta element. Stored temporarily.
13. Number of files to be uploaded
This is not a Dublin Core Element. In this field the complete number of files
that will be transmitted on the full text server has to be entered.
At the moment the formats PDF, Post Script, HTML and various graphic
formats like GIF, JPEG etc are available.
For example:
A HTML file with three images has to be specified as four files.
On the file upload form corresponding fields are offered
to enter paths and names of the files on the local computer in order
to transfer them to the full text server correctly. At this point,
further fields can be used, if the entered number was not correct.
For the case that less data is to be transferred then entry fields
were specified this is possible without any problems.
Because file names are to be kept, all files should be named
relevantly. (e.g. chap01.pdf, chap02.pdf..etc). If the
files are numbered, please do this by using two digits.
File names should not contain Umlauts and no space.
Instead of space, lines (_) can be used (e.g. chapter_01_introduction.pdf).
Ideally, please orientate on ISO 9660-name convention (file names
with max. 8 signs, all file names are only allowed to use the letter
A to Z (without accents) and the number 0 to 9)
Dissertationis have to be transferred as PDF and in original format
of the used application (Word, DVI etc). In this case, please do
only specify the number of files with one format and not the sum
of files in both formats.
Application reference:
obligatory element
14. Period of validity
This is not a Dublin Core Element. Here, limited validity of a document
can be entered. After the entered period the document is deleted.
As documents are offered over a long term and quotable, this is
an exception.
Application reference:
obligatory element
PGP is an acronym for Pretty Good Privacy. It is an (asymetric) encryption-system, which is used to create digital signatures or to encrypt data (e.g. eMails). GPG (Gnu Privacy Guard) uses the same stadard like PGP does, but GPG is in difference to the commercial PGP an open-source-application.
Basically PGP and GPG are using a self created key pair, which contains a public and a private key. You can give the public key to others, the private one should be kept secret. The private key is protected with a password, which you have to support when signing or decrypting data.
Simplified: because we need to be sure, that the data, which you send us, is really sent by yourself. This is also for your own safety: by signing the data, which you have created, their authenticity is provable and it can be guaranteed, that nobody changes the data without your authorization.
Do you have a PGP or GPG-key already? If you do, please tell us about it by selecting it in the publication form. You will get a form then, in which you can send us your public key by selecting your key file (ending: .asc) in the upload field and click on "Send".
Please sign your files before you upload them using your key.
If we have your key already, it's enough to supply the fingerprint of your key in the form.
If you are not interested in giving us your key and signing your files or you do not have a key just ignore this form and click on "Omit".
On the application form there is a page, on which you can support your key file and the corresponding number (fingerprint).
Your keyfile must be in ASCII format. The key must contain your real name, the email-address is not regarded by us.
We are using the email-address you supplied on the publication form to get in contact with you.
The key is taken into our keyring and is signed with our key. The signature on your key is only used internally.
Please remember the following notes creating your digital signature:
- Create a separate signature file. Do not attach the signature to the original file!
- The filename should end with .sig (for binary GPG-signatures and all PGP-signatures) or .asc for clear text
signatures (other endings are not accepted)
Example: You want to sign your file dissertation.pdf. You are craeting the signature with your PGP-compliant
application and save it in clear ASCII-text file dissertation.pdf.asc (this filename is just an example - you can choose
another name if you like it). You are suppliing both files in the upload form. Please remember to upload your public
key - we need it to verify your signature.
Here are some tutorials about creating digital signatures using different applications:
This manual requires a working installation of PGP for Windows on your system.
- Find the file you want to sign in the Windows Explorer or your desktop.
- Click with the right mouse key on the file you want to sign
- Select in the context menu PGP/Sign
- Select the key aou want to use for your signature in the menu on the top (we need the corresponding public key to verify your signature, so please sign the key with the same key you submitted to us - this key has to contain your real name)
- Type your passphrasev
- Mark "seperate signature" and (optionally) "text output"
Doing so you get a file named like the file you signed with the ending .sig. This is your signature file, which you may upload to us.
This manual requires a working installation of GPG and WinPT (Windows Privacy Tray) on your system and that you have at least one personal key pair.
- Click with the right mouse key on the WinPT-Icon in your task bar
- Select "File Manager"
- Use the file manager to find the file you want to sign (using the menu File/Open...) or drag the file icon from another window or from the desktop and drop it into the File-Manager-Window. You can also put put multiple files into the file manager.
- Click on the file you want to sign and select the menu File/Sign
- Select the key you want to use for your signature in the menu on the top (we need the corresponding public key to verify your signature, so please sign the key with the same key you submitted to us - this key has to contain your real name)
- Mark "Detached Signature" and "Text Output"
Doing so you get a file named like the file you signed with the ending .asc. This is your signature file, which you may upload to us.
You can use GPG (even on Windows) via command line as well. The commands and parameters are the same on all systems.
For the variable PATH-TO-GPG used in this manual, type the real path on your system, where you have installed gpg (gpg.exe). SIGFILE should be replaced by the file you want to sign.
You can create the signature with the command
PATH-TO-GPG -ba SIGFILE
If you have more than one private key in your keyring, you have to select the one you want to use for this signature:
PATH-TO-GPG -ba -u KEY-ID SIGFILE
The KEY-ID must be replaced with the email-address or the number of the key.
Doing so you get a file named like the file you signed with the ending .asc. This is your signature file, which you may upload to us.
Contact opus@bibliothek.uni-wuerzburg.de
