Puget Sound Maritime Historical Society

Data Dictionary

Puget Sound Maritime Historical Society

Crossing Organizational Boundaries

Final Version -- October 27, 2003

Field Name / Dublin Core / Description
Title / Title: searchable, public field / Describe ‘who,’ ‘what,’ ‘where,’ ‘when,’ as applicable, using the PSMHS SHIPPICS file and any other useful information source.
If the specific image is not in SHIPPICS, pertinent data about the person, place and vessel may still be found in SHIPPICS, such as the rig of a vessel, which will be useful in formulating titles.
Brackets or quotation marks should not be used in the Title field.
IMAGES OF VESSELS:
Titles for images of vessels should begin with the vessel name followed by a comma, a description of the rig and use, a comma, what the vessel is doing and where the vessel is (if known), then the date (using the format [month] [day], [year], as in ‘August 22, 1977’).
Examples of titles for vessel images:

Goliah, a steam tugboat, at sea, n.d.
City of Seattle, a passenger steamer, ashore in Alaska, August 15, 1912

Dutch Maid, a gasoline powered cruiser, near a coastline, n.d.
Peter, a diesel powered tugboat, traveling through Elliott Bay, Seattle, n.d.
Henrietta, a sailing schooner, at sea, between 1907 and 1913.

Rig and use description information used in the Title field does not necessarily duplicate information found in other fields; in fact, entering unique rig and use information in the Title is desirable. For example, a ship described as a ‘four-mast steel sailing bark’ in the Title is described in Rig as ‘Bark, sail’ and in Subjects as ‘Sailing ships;’ thus the Title field has added the fact that the ship has 4 masts and is constructed of steel.

IMAGES OF PEOPLE/PLACES/THINGS-not-vessels:

Images of people, places and things (not vessels) begin, generally, with ‘who’ and/or ‘what’ information, then describe ‘where’ (by city or town), then end with ‘when’ (a date).
If the image is primarily of or about a person, place or thing (not a vessel) but includes a vessel, name the vessel and its rig somewhere in the title if possible. Two examples of such titles:

Moran Brothers Shipyard exterior showing Orizaba, a passenger steamer, moored at the pier, n.d.
King crab catch on board the Sea Quail, a fishing boat, n.d.

MORE TITLE INFORMATION:
‘Who’ and ‘What’ information:
Each title usually begins with ‘who’ or ‘what’ information, which describes what the image is ‘of’ or ‘about.’ If the image is ‘of’ a place in general, the title can begin with ‘where’ information.
[Note on displays of multiple images in CONTENTdm: after a user’s search query, image thumbnails display alphabetically by title, with the titles beneath the thumbnails. If titles begin with what the image is of or about, images about the same subject will be grouped together in search retrieval displays.]
[Note on generic titles: Titles should strive to uniquely identify the image; consequently generic titles have been avoided. For example, titles describing what the image ‘is’ – ‘Photograph’ or ‘Stereocard’ – have not been used; additionally, using a general class for what the image is ‘of’ – ‘Boat’ or ‘Boy’ – has been avoided.]
[Note on transcribing title information: text from any source can be transcribed in the title, such as text printed on the image, handwritten information on the back of the photo, a reference book, etc. A note should be created describing the source of all titles, when applicable, especially for transcribed titles (see the Comments field below, specifically Note type 7).]
‘Where’ information:
In the Title field the city, county or town name should reflect the name at the time the photograph was taken.
State names have been used only for images outside Washington state. Two examples showing (1) a title for a ship in Washington, (2) a title for a ship in Alaska:

San Juan II, a gasoline powered passenger boat, at a pier in Friday Harbor, n.d.
Farallon, a passenger steamer, view of the ship's bow wrecked at Cook Inlet, Alaska, 1910

If unknown, ‘where’ information should either be omitted or approximated. When approximating, qualify the place with either ‘Possibly,’ or ‘Probably;’ for example, ‘Aileen, a gasoline powered yacht near a coast probably in the state of Washington, n.d.’ [Note: ‘Probably’ has been used to suggest more certainty than ‘Possibly.’]
If the only known location information is a geographical feature, such as a lake, enter the name of the geographical feature.
‘When’ information:
Always include a date when known. For transcribed titles, enter as-is; For formulated titles, uUse the form ‘April 25, 1925.’ appended to the end of the title; that is, enter the month, day and year, as available.
If only an approximate date is known, use ‘ca.’ as in ‘ca. 1925.’ Some dates can use ‘Before,’ ‘After’ or ‘Between,’ as in ‘Before 1926;’ in addition a date range can be entered using four digit dates, such as ‘1915-1916’ (not 1915-16). Other representations of approximate dates should be avoided (such as 1920s, 1930-ish, etc.)
Sources of dates should be cited in the Comments field (this can be done using various Comment types, but only one such Comment should be created).
If the date cannot be determined in any way, enter ‘n.d.’ to represent ‘no date.’
Photographer / Creator: searchable, public field / Photographer and/or firm associated with the creation of the original photograph.
If the photographer of the image-in-hand is different than the original photographer, a note should be created to describe the photographer of the image-in-hand (this can be done in the Comments field using comment type 2.).
Each name should appear in one form only. Variant name forms can be entered in the Comments field (specifically as a comment type 6 described below).
Whenever possible the form of the name should be taken from the Library of Congress Authority File (at
Other sources can be used when the name is not represented in the Library of Congress Authority File. However when another source is used, it should be cited in the Comments field (specifically using Comment type 8 below).
The source of the photographer name should always appear in Comments (this can be done using various Comment types, but only one such Comment should be created).
Invert personal names (Lastname, Firstname).
If the photographer is not known, enter ‘Unknown.’
If more than one photographer/firm is associated with the creation of the original image, enter all names and separate them with a single break (that is, ‘ ’).
Date / Date: Non-searchable, public field / Year in which the original photograph was taken.
Form of the date should be specific year only; for example, ‘1925.’ If the date is unknown, assign an approximate date using ca.; for example, ‘ca. 1925.’ Other representations of approximate dates can be expressed in the Title and Comments fields, as appropriate (see those field descriptions for details).
Approximate dates should be used in combination with the Dates field to enable searching of multiple dates (see that field description for details).
Specific dates (for example, September 12, 1933) will appear in the Title field and can be noted in the Notes field (see those field descriptions for more details).
If a date is not possible to assign, enter ‘n.d.’ to represent ‘no date.’
Dates / Date: searchable, hidden field / Used in conjunction with the Date field. This field is searchable but it is hidden to the public (unlike the Date field, which is not searchable but visible to the public).
When the Date is a single year, enter the same year in Dates.
When the Date is approximate (for example, ‘ca. 1925’), Dates should list a range of dates five years on either side of the approximate date. The date range should be on a single line, with years separated from each other by a space; thus Date = ‘ca. 1925’ means Dates = ‘1920 1921 1922 1923 1924 1925 1926 1927 1928 1929 1930.’
Date ranges can be longer or shorter than five years on each side, if appropriate. Exercise judgment on what the best date range is.
When ‘n.d.’ is entered in the Date field, leave the Dates field empty
Comments / Description: searchable, public field / Include any information of importance that is not represented elsewhere. Each Comment should be written as a paragraph separated from contiguous Comments using a “double break” (that is, <br ). If the contiguous Comment is the same Comment type however, it should be separated only by a single break (that is, ).
Consult the PSMHS database, Comments field, for any Comments that must be entered (if PSMHS Comments were used in the C.O.B. Title field, they do not need to be repeated in the C.O.B. Comments field).
Two preferred sources of extensive Comments: The Sea Chest and Maritime Seattle, both PSMHS publications that can be freely quoted.
Comment types and the order in which they should be used:

Comments describing the content of the image. These can be thought of as picture captions, and can include any pertinent information from any source. The source of the information should be cited in square brackets next to the Comment. Examples:
Built at Moran Brothers Shipyard and launched October 7, 1904. During World War I, it engaged in convoy protection duties on the Atlantic Seas [Puget Sound Maritime Historical Society Note].
Note: this citation usually means the Comment was taken from the PSMHS SHPIPPICS file.
Cannery tender built at Port Hadlock 1918 [Puget Sound Maritime Historical Society Note].
The San Juan Fishing Company was located between the Pike Street Dock and Gaffney Dock [source of note: Paul Dorpat, 'From the Great Fire to the Great Depression, 1890-1941' in and last viewed at
Captain John A. O'Brien served in sail from 1867 to 1883. Starting in 1888 he was the master of many steamers, mostly on the Alaska run. After 1919 he was a Puget Sound Pilot. He passed away in Seattle, age 80 [source of note: Puget Sound Maritime Historical Society, Images of America: Maritime Seattle].
Statement of responsibility comment: create a comment describing anybody associated with the creation of the image and not entered in the Photographer field. [No comments of this type have been required as of October 27, 2003.]
Transcriptions of recto information. These are transcriptions of textual information either ‘in’ the image or ‘on’ the image or mount/casing, etc. Wording for this type of note includes:
‘[Handwritten/Printed/Handwritten and printed] on image:’
‘On [sign/side of boat/truck, etc.] in image:’
‘Signs in image include:’
‘Caption printed beneath image:’
‘Photographer's reference number printed on image:’
Transcriptions of Verso Information. These are transcriptions of textual information on the back of prints. Wording for this type of note includes:
‘[Handwritten/Stamped] on verso:’
‘Label [typed/handwritten] on verso:’
Accompanying Material. These are transcriptions of textual information that in any way accompanies an image, whether it’s handwritten on a piece of paper, stamped on a negative sleeve, typed on a label filed with the image, etc. [This type of Comment has not been needed as of October 27, 2003 in the PSMHS digital collection.] Wording for this type of note would include:
‘Handwritten on verso of duplicate image:’
‘On mount beneath a duplicate image:’
‘Notes filed with image:’
Name Cross Reference. These are used to give alternate forms of names listed elsewhere in the metadata. Whenever possible the source of the variant spelling should be listed. Wording for this type of comment includes:
‘Unalaska also known as Iliuliuk [Note from the Library of Congress Name Authority File.]’
‘U.S. Fish and Wildlife Service also known as: “United States. Dept. of the Interior. Fish and Wildlife Service,” “U.S. Fish & Wildlife Service,” “U.S. Fish and Wildlife Services,” “USFWS.”’
Source of Title Proper. This comment type has not been used as of October 27, 2003, although it is highly recommended. A lot of information is entered or even transcribed into the Title field, sometimes without justification or explanation. Some kind of comment describing the source of Title information could be useful and illuminating.
Source of Date and/or Source of Vessel Information and/or Source of Creator and/or source of location information. The source of the date should always be entered. Often this will be explained in a transcribed comment; for example, if an Additional Recto Information Comment reads, ‘Handwritten on verso: 1925’ and the date in Title and Date is 1925, a Source of Date Comment will not be used (that is, the Additional Recto Information Comment is an adequate citation of date source). When citing a single source for multiple fields, list the fields in the following order: ‘date’ first, ‘source of vessel’ second, ‘source of creator’ third, source of location fourth. Wording for this type of note includes:
‘Date of image taken from PSMHS files.’
‘[Date/Boat information/Photographer name/Location information] supplied by [Puget Sound Maritime Historical Society].’
Publication, Distribution, Exhibit History, etc. These would describe any dissemination of an image. As of October 27, 2003, this Comment type has not been needed used to describe the PSMHS digital collection.
Nature, Scope or Artistic Form (genre) and information concerning the Physical Description. These describe any physical characteristics of the image not represented in Physical Description. Wording for this type of Comment includes:
The top picture is a 2 1/8 x 3 1/8 in. black and white photographic print taped to the larger black and white photographic print measuring 4 7/8 x 7 1/8 in.
Information concerning the Museum’s Holdings. These have not been required as of October 27, 2003 for the PSMHS digital collection, but they would describe any pertinent collection or holdings information. Examples of this type of note would include:
‘Puget Sound Maritime Historical Society has the original oversize glass negative on file.’

Rig / None: searchable, public field / Indicates the type of propulsion of a vessel.
Enter the value from the PSMHS SHIPPICS database, Rig field.
Use / None: searchable, public field / Indicates the principle use or occupation of the vessel.
Enter the value from the PSMHS SHIPPICS database, Use field.
People/Places / Subject: searchable, public field / Names (1) of people depicted in the image and (2) of the physical and political setting and of any visible geographic features. Headings should be taken from the Library of Congress Authority File at
List only (1) names of persons and (2) names of geographic and political places. Corporate names (organizations), names of events and structures, and all topical subject headings should be entered in Subjects.
Separate headings of the same type with single breaks (that is, ); when headings of both types are required, separate the personal names from the place names using a double break (that is, <br ), entering personal names first, then place names.
For People, enter only personal names; corporate names will be entered in the Subjects field. Places include states and cities, for example, as well as mountains, lakes, etc. Enter only the specific name; a generic term will appear only in the Subjects field. For example, enter ‘Union, Lake (Wash.)’ in this field, and ‘Lakes & ponds—Washington (State)--Seattle’ in the Subjects field.
If a personal name is not found in the Library of Congress Authority File, other sources can be consulted, as appropriate. If the name is not found in any source, the most commonly found form should be entered.
For place names, only headings from the Library of Congress Authority File should be used. Use the heading as it appears in the Authority File. If a specific place name is not found in the Library of Congress Authority File, use a more general term; for example, ‘Cape Fairweather’ is not in the Authority File; the only applicable term in the authority file is ‘Alaska,’ which should be used.
Place names should represent the setting as it is currently designated. Any historical names (specifically, the name of the place at the time of the photograph) should be entered in Title and/or Comments fields, as appropriate.
Each name in this field will have one and only one form. Alternate forms can be listed in Comments.
Subdivisions have not been used with either personal or place names..
Invert personal names (Lastname, Firstname).
When neither the people nor the place can be identified, enter ‘Unidentified.’ This field should never be empty.
Subjects / Subject: searchable, public field / In general:
Subject headings representing the content of the images.
Specifically, topical headings and headings for event names, structure names and names of corporate bodies (organizations, companies, etc.) represented in the image are entered in this field. Names of individuals and of geographic features should be entered if People/Places.
Geographic subdivisions representing the location depicted should be appended to every heading when the location depicted is known (see below for details).
When entering multiple headings, separate them using a single break (that is, ‘ ’).
[Note: headings for places and personal names are not entered in this field, they are entered in People/Places; see those field descriptions for more details.]
Source of subject headings:
Headings are should be taken from a controlled vocabulary, usually the Library of Congress Thesaurus for Graphic Materials I: Subject Terms (TGM I) whenever possible. All topical headings have been taken from TGMI. Corporate names and the specific names of events and structures however have been taken from the Library of Congress Name Authority file or from Library of Congress Subject Headings.