Scalar Support
Visit the blog, see Scalar's webinars and user guides, and more.
Scalar Guide
Quick link to Scalar 2 user guide.
Box
Chicago Collections uses Box for file storage and co-working. After your exhibit has been approved, use this link to quickly get to your Box account.
Use semicolons to separate multiple entries in one metadata field.
For image sets (e.g. CONTENTdm compound objects, multi-page documents, etc.), you will need to determine if each file in the set has unique metadata or if the set as a whole has the same metadata.
Be consistent and pay very close attention to detail when using multiple fields for archival collection, library or archive name, and larger institutional body. There are no hard-and-fast rules except for the mandatory use of Institution, which must be mapped to source when you bulk upload metadata to Scalar.
When you insert a media file into a page in Scalar, certain metadata fields are automatically displayed in the built-in "caption" tabs:
Description: You can choose to display Description, Title, Title and Description, Metadata, or None. For instructions on how to add hyperlinks to this tab, go to Scalar Code Customizations.
Details: All metadata fields are displayed in this tab. Field labels appear as "dc:example." Instructions for removing the "dc:" prefix can be found in the Scalar Code Customizations section.
Citations: A new browser tab will open and display the image along with information on where the image was used throughout the exhibit.
Source: Metadata entered in the "dcterms:source" field will display here. See the next section, Metadata Mapping Guidelines, for more information on using this field.
We've provided a sample metadata template you can use for bulk uploading metadata into Scalar and/or for requesting metadata from institutions participating in your exhibit.
Every archive and library follows slightly different practices for creating and encoding metadata, so you may receive metadata in a lot of different formats. We've listed what we think are the most useful metadata fields, with brief definitions, recommendations for use in Scalar, and mappings to widely accepted archival and cataloging standards. Use these mappings to make all the metadata you receive internally consistent and (for bulk uploading) create a spreadsheet that Scalar will interpret correctly.
*Starred fields are required.
Full title of item. For titles longer than 500 characters, shorten the metadata in Title field and enter longer title in Alternate title field. This field can be used as a caption on its own or in combination with the Description field. This field is required so that there is an option for captions and to provide a short description of the item that can be used by curators.
MARC: 24Xa Title and Title – Related Information
MODS: <title>
Dublin Core: Title
EAD: <titleproper> (in <eadheader>)<unittitle>(in<archdesc>)
Enter the full title here only if title is longer than 500 characters. Shorter title will be entered in Title field. (Not in Google Form/No mapping information.)
A unique identifier used to track the object in Scalar. It must match the file name for the digital object you submit. The identifier may be the same you use to track the file in your own systems.
MARC: 09x Local Call Numbers
MODS: <identifier>
Dublin Core: Identifier
EAD: <unitid>
Usually this will be a photographer or author. Use non-inverted NACO or NACO-esque form of name and remove commas before dates or other qualifiers (Scalar considers commas to be heading separators and will need to be added back in after metadata is uploaded). Creator role can be added to the end of the name—this is a separate entry in the Google Form.
MARC: 1xx Main Entry, 7xx Added Entry
MODS: <name>
Dublin Core: Creator
EAD: <author> (in <eadheader>)<name>,<origination>, <persname>, <origination>, <corpname>, <origination> < famname> (in <archdesc>)
This can be a mix of exact and approximate dates. Format numeric dates consistently.
MARC: 245f Inclusive dates, 264c Imprint - Date of Publication, Distribution, etc.
MODS: <dateIssued>
Dublin Core: Date Created
EAD: <unitdate>(in <eadheader>,<frontmatter>, and <archdesc>)
Description of item. This field can be used for captions on its own and/or in combination with the Title field. Note that if you decide to use description as a caption element, a blank field will display as "No description available." You may want to consider requiring a character or word limit to avoid overly lengthy captions.
MARC: 520 Summary, etc.
MODS: <abstract> (displayLabel="Summary", "Scope and content", "Abstract")
Dublin Core: Description; Abstract
EAD: <abstract><scopecontent> (in <archdesc>)
Location depicted or described in the photo or text. Recommend controlled vocabulary for this field, such as the Library of Congress Name Authority File (http://id.loc.gov) or FAST (http://fast.oclc.org/searchfast/). Do not reformat as a controlled heading if controlled vocabularies not used.
MARC: 651 Subject Added Entry - Geographic Name
MODS: <geographic>
Dublin Core: Spatial Coverage
EAD: <geogname>
Subject depicted or described in the photo or text. Recommend using a controlled vocabulary for this field, such as the Library of Congress Subject Headings (http://id.loc.gov) or FAST (http://fast.oclc.org/searchfast/). Do not reformat as a controlled heading if controlled vocabularies not used. Prefer to include at least one heading per item.
MARC: 650 Subject Added Entry - Topical Term
MODS: <subject>
Dublin Core: Subject
EAD: <subject>
Any copyright or right to display statement. This field is required to ensure that institutions have the right to display the object they are contributing. RightsStatements.org statements will appear as the URI. Prefer statements from RightsStatements.org and recommend one of the following:
NO COPYRIGHT - UNITED STATES
COPYRIGHT NOT EVALUATED
NO KNOWN COPYRIGHT
NO COPYRIGHT - NON-COMMERCIAL USE ONLY
IN COPYRIGHT - EDUCATIONAL USE PERMITTED
IN COPYRIGHT - EDUCATIONAL USE PERMITTED - NON-COMMERCIAL USE PERMITTED
MARC: 540a Terms Governing Use and Reproduction
MODS: <accessCondition> (type="useAndReproduction")
Dublin Core: Rights
EAD: <userestrict> (in <archdesc>)
Preferred name of the owning institution and repository.
MARC: 852 Location; 524 Preferred Citation of Described Materials Note if the preferred citation includes name and location of repository
MODS: <physicalLocation>
Dublin Core: Source
EAD: <repository> (in <eadheader> and <archdesc>) <altformavail><physloc> (in <archdesc>)
You may wish to add another level of specificity to the owning institution. For example, if Source is "University of Western America" then Archive might be "Medical Campus Archives."
MARC: 852 Location; 524 Preferred Citation of Described Materials Note if the preferred citation includes name and location of repositoryMODS: <physicalLocation>
Dublin Core: Source
EAD: <repository> (in <eadheader> and <archdesc>) <altformavail><physloc> (in <archdesc>)
Name of the collection the digital object originates from. It can be hyperlinked if the collection record is in EXPLORE.
MARC: 773t Host Item Entry - Title
MODS: <relatedItem> (type="host")
Dublin Core: Is Part Of
EAD: N/A
Image URL. Conditionally required. This is necessary if you are using the bulk upload feature in Scalar but is not needed if you are uploading one at a time. For bulk uploading into Scalar, this field should be labeled "art:url" in the metadata spreadsheet.