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VIA Record FieldRequired**Repeatable**Definition/Notes
Record IDYNThe unique identifier for the container, i.e. for the grouping of one or segments. It will consist of an alphabetic code for the contributing system, followed by the identifier assigned by the local system. Contributing system codes are assigned in consultation with the HUL Office for Information Systems.
VIA Segment FieldRequired**Repeatable**Definition/Notes
Segment typeYNGroup, Work, Surrogate
Item IDNY 
- - TypennTerm or phrase specifying type of ID
- - NumberynLocal or other identifier
ClassificationNY 
- - TypennSpecific scheme (e.g. LC, ICONCLASS)
- - NumberynClassification number
TitleY*Y* Required for groups, or for works when there is no group, but not required for works under groups or for surrogates.
- - TypennDisplay text identifying the kind of title, e.g. "Translated title:"
- - Title textynTitle of the group, work, or surrogate. All kinds of titles, including actual and supplied ones.
Work typenyKind of work described
CreatorNYWhen this element is used, either the Name or the Nationality subelement must be present.
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
- - NamennName of creator
- - DatesnnBirth, death, and/or activity dates of creator
- - NationalitynyNationality or culture of creator
- - RolenyCreator's role in production of the work, group, or surrogate
ProductionNYWhen this element is used, at least one of the subelements must be present.
- - Place of creationnyPlace of creation or publication.
- - PublishernnPublisher
Date: structuredNYDate the work was created, structured for retrieval. Will not be displayed. May include a single date or a beginning and ending date to express a range.
- - Begin DateynSingle date or beginning of date range, expressed as 4-digit year
- - End DatennEnd of date range, expressed as a 4-digit year
Date: free textNYTextual statement of creation date(s) to be used for display only.
State/EditionNY 
DescriptionNYFree text description of work being described
Physical description noteNYFree text -- includes quantity
DimensionsNYFree text -information about the size, shape, and scale of item, mat, plate, etc.
Personal NameNY 
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
- - NamennName of person
- - DatesnnBirth, death, and/or activity dates of the person
- - NationalitynyNationality or culture of the person
- - RolenySpecific relationship of the person to the group, work, or surrogate. E.g., owner, sitter, donor, etc.
Corporate NameNY 
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
- - Name of bodyynName of a corporation or government body associated with the work
- - RolenySpecific relationship of the corporation or govt. entity to the work, group, or surrogate
Place NameNYSpecific geographic locations as a subject of the material
- - PlaceynGeographic entries, including political jurisdictions, natural features (bays, deserts, mountains), geographic and celestial bodies, archaeological sites, cemeteries, parks, etc. where they are the subject of the material. See also "Production: Place of creation" and "Location" elements for other types of place information.
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
TopicsNY 
- - TopicynSubjects, encompassing general terms found in LCSH; systematic names of families, genera, species in botany and zoology; chemical compounds; names of events or holidays; names of objects or classes of objects; names of deities, etc.
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
Style/PeriodNY 
- - Style/Period termsynTerms identifying a style, historical period, group, school or movement whose characteristics are represented in the work, group, or surrogate.
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
Nationality/CultureNY 
- - Nationality/Culture termsynTerms identifying a style, historical period, group, school or movement whose characteristics are represented in the work, group, or surrogate.
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
Materials and techniquesNYWhat the object(s) was made of and how it was made
NotesNYAny type of textual note. Consider including a label to specify the type of note, e.g., "Provenance:"
LocationNY 
- - TypennDisplay text identifying the relationship of the location to the work, etc., e.g. "Previous site:"
- - Location NameynSpecific geographic location or site where the object was found, previously located, etc.
- - SourcennThesaurus or other source of controlled vocabulary. Contains codes drawn from a prescribed list.
RepositoryY*N*Required to be present in each container, but not in any given segment.
Institution where the group, work, or surrogate is housed. When this element is relevant and used, the Repository Name subelement must be present.
- - Repository NameynName of institution where object or image is housed. When the institution is at Harvard/Radcliffe, the repository name will be drawn from a controlled list.
- - NotenyE.g., location within repository. Free text.
- - Repository IDnyIdentifier assigned by the repository
CopyrightNYWhen this element is used, at least one of the subelements must be present.
- - StatementnyTextual statement of copyright.
- - LinknyURL or URN link to copyright statement
ImageNYImages from the collection or of the work being described. When this element is used, either the Inline Thumbnail Link or the Image Link subelement must be present. (Both may be present.)
- - Caption/NotennSpecifying what the image depicts (e.g. verso, detail of hand, x-ray). May include size of file referred to in the Image Link subelement (e.g. 128 KB).
- - Thumbnail RestrictionnnFlag (Y/N) for system use to determine whether user must be validated to view the thumbnail image. Not for display
- - Thumbnail LinknnFor a thumbnail image. As data comes from the repository, this will be a filename. When loaded into VIA, the filename will be converted into a URL or URN link.
- - Image RestrictionnnFlag (Y/N) for system use to determine whether user must be validated to view full image. Not for display
- - Image LinknnURL, URN link to image
Related WorksNY 
- - Title/DescriptionynWorks related to the object(s) described
- - RelationshipnnRelationship between the object(s) described and the related work.
Related InformationNY 
- - DescriptionnnDescription of further information located outside of VIA. E.g., may link to fuller metadata record in repository's local system, if Web-accessible.
- - LinknnURL or URN link to related information

**For all fields in the VIA Segment table, Required and Repeatability are to be understood as follows:

  • Uppercase Y/N are used to give the rules for use within the segment, and are used with bolded data elements
  • Lowercase y/n are used to give the rules for the use of a subelement within the context of an element.

For example, subelement "Role" marked "Repeatable: Y" means it may be repeated within the "Creator" data element, while the subelement "Name", marked n, may not be repeated within one occurrence of the "Creator" data element. However, the larger element "Creator" may itself be repeated, so that the subelement "Name" may appear more than once in the record as a whole.

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