Existing Subject

Transcribe any subjects assigned to the object being described.  This may include subjects from authorized controlled vocabularies like

  • Library of Congress Subject Headings (LCSH);
  • Medical Subject Headings (MESH);
  • Art & Architecture Thesaurus (AAT);
  • Canadian Subject Headings (CSH);
  • Dublin Core Metadata Initiative Type Vocabulary;
  • Getty Thesaurus of Geographic Names (TGN);
  • Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc. (form and genre);
  • Maori Subject Headings;
  • Newspaper Genre List;
  • Thesaurus for Graphic Materials (TGM);
  • Union List of Artists Names (ULAN);

to unauthorized subject keywords or keyword phrases assigned when an item was originally described whether through a locally made controlled vocabulary or not.  Below are prescribed places where subjects can be found:

  • Text: titles, abstracts, summaries, table of contents, section/chapter headings, introductions, prologues, prefaces, conclusions, epilogues, postscripts, etc.

  • Sound Recording: disc/cassette label, container, insert;

  • Video Recording: disc/videocassette label, container;

  • Scores: title page, table of contents, lyrics;

  • Image: back of image, what’s visible on the image itself;

  • Maps: caption; notes about the map; geographic area; time period;

  • Cultural Object: object itself, label, accompanying textual material;

  • Computer Files: website, container, accompanying manual.

Creating Subject Keywords & Keyword Phrases

If no subjects are found with a resource, supply appropriate subject keywords or keyword phrases:

  • Determine the topic of the resource, or what it is about.

  • Assign keywords or keyword phrases that are specific to the resource’s content.

  • DO NOT create keywords or keyword phrases that ONLY describe the resource generally.

  • Names of persons and places can be used.

    • Names of persons need to be in inverted.

      • Ex. Johnson, Ruth Ann.

    • Family names are designated by last name and the word family after.

      • Ex. Hardy Family

    • If last name is not known and only the first name, put the first name first with a qualifier in parantheses afterwards ONLY if what the person does is absolutely known.

      • Ex. Prince (singer)

      • Ex. Brother John (pastor)

  • Capitalize the first word and all proper nouns.

    • Definition of “proper noun”: A noun that designates an individual person, place, organization, animal, ship, object, etc., and is usually written with an initial capital letter.

  • Assign at least 5 keywords or/and keyword phrases to describe the resource adequately.

    • Separate each keyword or/and keyword phrase by a space, semi-colon ( ; ), space.  Also make sure to capitalize each subject keyword or/and keyword phrase after the semi-colon.

      • Ex. Derby racing ; Cole, Turner ; Kentucky.

Other Subject

If there is any topical information about the resource that will not fit in a subject make a note of it.