For searching on-line, catalog records with fields of data, called metadata, are required. One important metadata standard that has emerged is the Dublin Core, which outlines 15 key fields of information. Dublin Core is a simple method and is becoming internationally recognized as a standard. Our Agency guidelines are consistent with and incorporate the Dublin Core metadata cataloging standards. Once your materials have been digitized and described, you will need to organize them into a database to permit users to search and retrieve information.
Databases organize the catalog information and digital files into a structured set of fields.
In addition to the Dublin Core categories, it is likely that your database will include administrative information, such as donor records, which are important to track internally but may not be available to other institutions or the general public. As with cataloging, it is important that the type of database, structure and content of the fields are consistent across projects. We have developed database selection guidelines. See Attachment 9 . Once your materials have been digitized, cataloged and organized, they must be made available to potential users.