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Photo Gallery

Design | Discussion | Status | Testing




This page describes the open issues with the design of a Photo Gallery destination. The open issues are...

  • metadata about images
  • matching fields in a record to the fields in the distribution
  • how were these fields decided upon?
  • how were required/not required fields decided?
  • what fields are displayed with the image in the photo gallery? (I think the article/related URL should be so we push people into the content of the magazine)


The Record-to-Distribution Matching section describes the content that is needed to be able to display a photo in the eZine Photo Gallery. There is also a question about additional metadata that is required or desirable for images and other resources included in the NDR.

Record-to-Distribution Matching

Note: The fields for the Record are suggestions. The Distribution does not care which field holds content. It simply uses the content of the field that is identified through the selection list.

Required Record Distribution Description Comments
Yes Title Title Title to display for the image Whenever possible use the existing title. The cataloger will generate a title if there is not one or if the title is nonsensical. Use best practices when generating the new title.
Yes Additional Notes Description Detailed description of the image. The description used in the ezine will be copied and pasted (minus the rights information) into Additional Notes.
Yes uploaded image Image Image to be displayed in the photo gallery. Use the largest image possible for the distribution.
No Creator Photographer Name of the photographer who took the photo, or studio credit. This is used after the word by, eg. by Irving Penn or by Irving Penn Studios. So you will only want to distribute using photographer if it makes sense in a by context. Beyond Penguins will use the Creator field (not Contributor).
No Rights Rights Access rights and copyright information to display with the photo. This field is required for Beyond Penguins and Polar Bears records. All images within Beyond Penguins are required to have Rights information which can include copyright and terms of use information. Copyright information is not required but we always will have rights information. Always include a Creative Commons License URL or a link to specific rights information if it is available.
No Keywords Keywords Keyword describing the contents of the photo. Ex. Nature, Flowers, Portrait, Birds, etc. This isn’t used at this time, but could later be used for keyword search. Easier to as the data is entered, but up to you if you want to put in the extra work. This field is required for Beyond Penguins and Polar Bears records and will be a controlled vocabulary. See below for information about the controlled vocabulary.
No related link Internal URL URL of the article or issue page in the eZine that uses this photo. The description for the related link in the record that is specified as filling this content will be used for the link’s text. If the image was used in the magazine, include article or issue URL. Images can be added that aren't used and will have no article or issue URL. Two boxes - first is text, second is URL - Text should be - Used by Beyond Penguins:
No related link Source URL URL of the contributing source for the photo. The link to the page where the image is found. The associated text can be a short description of the page, i.e. [Original image found at] This links to an external site for the contributing source's website. The description for the related link in the record that is specified as filling this content will be used for the link’s text. Two boxes - first is text, second is URL. Text should be - Original image found at:

Indexing Guidelines for Generation of Photo Gallery Records

Indexing Guidelines for Beyond Penguins Photo Gallery – Record Generation Version 2.0 4/27/2009

Member of Collections Required field: Yes

Best practice guidelines: Choose Photo Gallery.

Creator 1 Required field: Yes

ENCdl definition: The title is the name of the photographer. The title is a non-repeatable, non-extensible element.

Best practice guidelines:

  • Enter personal names in VCARD format – first name middle name or initial last name
  • Do not add periods after the middle initial of a personal name, if given.
  • When entering United States governmental bodies, truncate United States with US.
  • When entering NASA as Author, Publisher, etc., use the acronym NASA.
  • Follow organizational names with their acronyms if prominent on the resource and readily recognizable by their acronym. Contain the acronym in parentheses.
  • Do not use honorary or prefatory titles before the entity name, i.e., Mr., Mrs., Ms., Dr., Professor, etc.
  • List conference names or proceedings in the following manner: Name of conference, ordinal number of conference, date(s), location.
  • Follow schools (elementary, middle, junior high, or high), colleges, or universities with their location in parentheses where it makes sense and reads best to the user. Add this only if it is not apparent where the school is located from their name. This is most often used with elementary-high schools that create web sites, but are not well known outside their school district. For example, Evening Street Elementary School (Worthington, Ohio); Marion (Ohio) Vocational School.

Title Required field: Yes

ENCdl definition: The title is the name by which the learning object is either formally or informally known. The title is a non-repeatable, non-extensible element.

Best practice guidelines:

  • A title is required for each record. If no title is available, derive a constructed one from the resource that is descriptive and unique, keeping resource discovery in mind.
  • Use sentence style capitalization in the title with all proper nouns capitalized. [this is how librarians do it – I think it looks kind of weird]
  • Capitalize proper nouns in the title: i.e. names of programs, projects, agencies, centers, corporate bodies, and software.
  • Choose the title most prominently displayed. Use the title displayed elsewhere on the resource as a consideration if no true title exists.
  • When the resource’s title is generic (i.e. Lesson plans, Teacher resources, Career pathway) construct a title using words that are descriptive yet concise, and that accurately describe the content of the resource. Choose descriptive words from captions, headings, and the introductory paragraph when helpful.
  • Use acronyms sparingly in the title. Spell out abbreviations in the title if the meaning is unclear or the title does not make sense with clarification.

--Canadian Health Research, not CHR --Hooper Virtual Natural History Museum, not HVNHM --Science Education Gateway, not SEGway

  • Keep initial articles, A, An, and The in the title as the first word.
  • Keep ending punctuation in the title statement (BUT no periods).

--Riddle me this! --Fold it and fly it! --What is static electricity?

  • Omit the use of extraneous words at the beginning of the title.

--Welcome to the… --NASA presents

  • Omit words like unit, chapter, and section as the first words of a title.
  • To prevent inadvertently copying bad characters into a cataloging tool, paste text that has been copied from a web site or other document into a text only document in an application such as Notepad. Be aware of bad characters in the title statement (ampersands, asterisks, quotations, etc).
  • Apostrophes are allowed in the title.

Rights Required Field: Yes

Dublin Core Definition: information about who can access the resource or an indication of its security status

OSU Interpretation: Rights provides information on the availability of a resource and any information about any conditions or regulations the rights owner may have imposed with regard to granting access to a resource.

Best practice guidelines:

  • Use the Rights field to describe property rights associated with the use and re-use of a resource, including intellectual property rights.
  • Include a URL if it points to a rights statement.
  • Look for a Creative Commons logo on the site. Click on the logo and then copy and paste the URL into this field.


Photo courstey of the United States (US) Antarctic Program, National Science Foundation. Please see for further photo usage and photographer information.

Abstract/Summary Required Field: Yes

ENCdl definition: This is a brief (50-125 words) but comprehensive explanation of the resource.

Best practice guidelines:

  • Spell out all acronyms when they are initially used.
  • Because the description is searchable, incorporate key terms and concepts that can facilitate resource discovery.
  • Add Rights information without including URLs.


U.S. Antarctic Program participants are dressed to withstand cold weather and low wind chills. Photo courtesy of Josh Landis, National Science Foundation.

White cottongrass in Kangerlussuaq, West Greenland. Photo copyright Henning Thing / DPC, Polar Photos.

A mother Weddell seal and her pup lie on the sea ice in Antarctica. Photo courtesy of Steven Profaizer, National Science Foundation.

Keyword(s) Required field: Yes

Best practice guidelines:

  • Enter each keyword in a separate line. The system adds another line after one is added.
  • For each image, add Arctic and/or Antarctica.
  • In addition, add at least one other Level 1 keyword to each image.
  • Additional Level 1 and Level 2 keywords can be added to each image.
  • No Level 2 keyword may be added without first adding the associated Level 1 keyword.
  • The photo gallery controlled vocabulary will be interoperable with the ENCdl Science Subjects List.
Level 1 Level 2
Day and Night
Geology Rocks
Earth's Water Oceans
Weather Clouds
Animals Birds
Ice Glaciers
Sea Ice
Ice Shelves
Ice Sheets
Science at the Poles
Living at the Poles
Biomes and Ecosystems Tundra
Rivers and Streams
Earth’s Land

Copyright Agreement Required field: Yes

Best practice: Click this box if the copyright of resource has been determined.

Additional Notes Required Field: Yes

Best practice: Copy and paste first part of the abstract/summary field into this field.

Description for Link 1 (Related Link) [It doesn’t matter which link is entered first, as long as the URL and description match! In some cases, there may be a related link but no source. In others, there will be a source link but no related link. Neither field is required.]

Required Field: No

BPPB definition: Phrase that indicates that the image has been used in the Beyond Penguins magazine.

Best practice guidelines:

  • Use this field only if image has been used in Beyond Penguins and Polar Bears
  • Use the following phrase at all times: Image in Beyond Penguins and Polar Bears

URL 1 Required Field: Yes if Description for Link 1 is filled in.

Best practice guidelines: URL of the article, department, or issue page in which the image is used.

Description for Link 2 (Source Link) Required Field: No

BPPB definition: Title of page or organization where image came from.

Best practice guidelines:

  • Use this field if image was retrieved from a viable web page
  • Use the following phrase: Original image from XXX where XXX is the title of the page or organization such as Flickr, U.S. Antarctic Program Photo Library, etc.

URL 2 Required Field: Yes if Description for Link 2 is filled in.

Best practice guidelines: URL of the contributing source for the image. Choose the URL that will provide additional information about the image.

How the above fields become part of the RSS

Sample RSS Identifying Distribution Fields

     <category>issue guid</category>
     <atom:link rel="enclosure" href="Image" type="image/jpeg" length="1" />
     <media:thumbnail url="Image" />
     <media:content url="Image" type="image/jpeg" />
     <media:description><b>Title</b><br><em>by Photographer</em><br><br>Description</media:description>
     <atom:link rel="related" href="Article URL" title="Article URL (description)" type="text/html" length="2" />
     <atom:link rel="related" href="Source URL" title="Source URL (description)" type="text/html" length="3" />

Example for a Specific Photo

     <title>Winter Sunset in Yllas, Finland </title>
     <dc:creator>Jef Maion</dc:creator>
     <description>Winter dusk in the Ylläs area of Lapland Province, Finland. Photo courtesy of Jef Maion (</description>
     <atom:link rel="enclosure" href="" type="image/jpeg" length="1" />
     <media:thumbnail url="" />
     <media:content url="" type="image/jpeg" />
     <media:description><b>Winter Sunset in Yllas, Finland</b><br><em>by Jef Maion</em>
         <br><br>Winter dusk in the Ylläs area of Lapland Province, Finland. Photo courtesy of Jef Maion (</media:description>
     <atom:link rel="related" href="" 
         title="Polar Patterns: Day, Night, and Seasons - Issue 3, May 2008, Across the Curriculum" type="text/html" length="2" />
     <atom:link rel="related" href="" title="Jef Maion Photography" type="text/html" length="3" />
     <atom:rights>©2008 Jef Maion Photography</atom:rights>
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