Data elements for the ANZMRC Catalogue and the Masonic Digital Library

The following data is used for both the Masonic Digital Library and ANZMRC Catalogue. A sample Excel spreadsheet is available on request.

Filename
This is a unique identifier for each paper. It makes it easier if this refers to the issue of transactions—eg an issue number or reference to Volume and number, or reference to year. Different papers in the issue can be distinguished by A, B etc. If papers are to be included in a digital library, use the same identifier as the filename—with the appropriate extension. (Essential data item)

Publisher
This must be the same for all papers from each publisher—usually the name of the organisation. (Essential item)

Date
A date relevant to the paper—it can be date presented or published; it just gives readers of the catalogue an idea of when the paper was written. If the day or month are not known use 1 and 1 (i.e. 1st of month, January if only the year known). (Essential item)

Title
The Title as it appears in the paper. If too long, subsidiary titles can be included in the Summary. If no title is given, it may be helpful to include a suitable title from the content of the lecture. (Essential item)

Authorlong
This is the author(s) as shown in the paper - or as much as is useful to catalogue users. Leave blank if no author given. (Not essential but desirable)

Author
There are 5 columns for up to 5 named authors. Format is Surname Initial Initial. eg Smith A B C not Smith, A.B.C. These columns are used to sort by author, so try and get the name the same for the same person (eg Bob Cooper in standard format may be Cooper R L D. If no author is given put Not Given in the first Author column. (Essential item)

Words
The number of words in the full paper. Leave blank if not known. (For a Word document, this number can be obtained by selecting Tools / Word Count) (Not essential but desirable)

Subject
There can be up to two entries for each file—either the full description or the corresponding number from a table of Subject headings (If providing data in a spreadsheet, it is easier to provide the numbers.) At least one entry essential—use 999 for not yet classified.

Summary
This is for any special notes, and is intended to be helpful to readers of the catalogue who may for example want to choose which paper will be most helpful from four with the same title. It may also include key words which would assist users of the catalogue to identify papers of interest. (Not essential but desirable)