Digital Archivist Note”

computer note icon

Odyssey Data Dictionary


This aid for History Trust groups using Odyssey Preservation Software has grown from a simple glossary to a central repository for information about working with the software. It documents our common datasets, provides definitions for data elements, and prescribes best practices for data entry. Utilizing this data dictionary makes it easier for users to understand and utilize data consistently across History Trust groups’ archives.

Odyssey – a cloud-based archival and collections management software-as-a-service offering of HistoryIT, Inc. AKA: Odyssey Preservation Software.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

A-B

accession number – a numeral or numeral-letter code (a) assigned to uniquely identify an item or group of items acquired from a single source and (b) a category of metadata that is used to link the acquisition to its documentation. Also see: object ID.

Odyssey accession numbers consist of five parts, which are described in detail here. They may be entered within Odyssey’s Registrar Tools by a Consortium User, or may be either imported or entered into a text field within an item record or physical collection record. Examples of text fields used, which have the attribute “unique id”, are {Item ID}, {Old Number}, and {Other Number}.

admin/owner – a type of access that grants an individual full use of the administrative and editorial functionalities of the History Trust parent account, or to a group‘s records if the individual is also assigned the Consortium User role. AKA: administrator or owner.

Admin/owner is one of three types of access; the other types are reader and user. Management of access types is reserved for admin/owners of the History Trust parent account and the HistoryIT team. (Parent admin/owners can designate individuals as “owners.” Only HistoryIT can designate “administrators.”) It is important that any person working in group records and identified as the Admin/Owner also be assigned the Consortium User role.

aliases – a category of metadata for entering alternate spellings of a name, or alternate names, by which a person, place, or thing was known. Also see: Variant Name.

Creating only one authority list record for each individual person, place, or thing and using {Aliases} for any other names ensures that all related records are returned in a search, regardless of whether the name of the item in question varied circumstantially. On the Person authority list, an alias could be a name that a person only sometimes used or by which they are otherwise known, but is not another surname or nickname which are entered in the {(Other Surname)} or {"Nickname" Middle Name} fields respectively. An alias on the Place authority list might be a short version (e.g., Abbe Museum for Robert Abbe Museum of Stone Age Antiquities) or commonly misspelled names, like “Old Farm” for George Dorr’s Oldfarm cottage. A boat is a thing for which aliases are common due to changing ownership and subsequent name changes.

In some instances an alternate name is so common or important that it might be entered as a {Variant Name}. For instance, an official prior name like Eden for Bar Harbor. One difference between using {Aliases} and {Variant Name} is that {Variant Name} is visible to the public user and {Aliases} is not. A search will find a name in either field.

alternate form of this item – a category of metadata for referencing an item that expresses in a different way, is a different version of, or can substitute for another item within Odyssey. Also see: alternate forms available note and related item.

This rarely used {Alternate Form of This Item} would apply to the recording of an oral history and the transcript of same, or varying translations of a letter written in a foreign language. Data is entered in the field by selecting the {Title} of a record that already exists in Odyssey; {Related Collection Item} would be employed more frequently.

alternate forms available note – a category of metadata for recording comments about the alternate forms of a collection item. Also see: alternate form of this item.
archival asset reference – a category of metadata for noting the name of a digital file (e.g., a photo) associated with an item record that is other than the primary digital asset.

This field has data from PastPerfect {IMAGEFILE}. It is defined in PastPerfect as: “Name of associated image file.”

asset – See digital asset.
attribute – one of a standard set of words that ascribes a quality or characteristic to a template or list field and its metadata. AKA: field category.

The characteristics of date fields or fields used to enter the parts of a person’s name, for instance, differ from other field categories. Each History Trust group can use their website settings to choose the metadata presented on a public item detail page in different sections of their online archive by selecting attributes. Selecting attributes can also determine what facets are displayed in search results. The display names presented to site visitors can be changed for both field and facet labels. Renaming does not change the characteristics of attributes, but rather what labels are seen by site visitors. The number of standard attributes are fixed in Odyssey; the associated names adopted by the History Trust parent account for each are shown in the following “List of standard attributes” drop-down.

List of standard attributes, with parent account names
audiovisual (AV) – See: template, Audiovisual (AV).
authority list – a standardized set of choices for certain metadata fields where the fields may only contain material that is listed. AKA: common vocabulary, controlled vocabulary. See Authority Lists below for details.

The History Trust requires a systematic approach for terms that are commonly associated with items in multiple groups’ online archives. Authority lists ensure consistency across collections. That in turn aids site visitors. Nearly all authority lists are created and populated at the parent level.

biography – the section of an online archive website that displays profiles for selected persons related to a group’s collection. Also see: profile; authority lists, Profile Group Filter; and authority lists, Person: Person list metadata ~ with guidance for suggesting entries.

All formatted biographies are published in alphabetical order on the History Trust parent account. Each group suggests that their organization’s biography filter(s) be selected to publish a biography on their online archive. Two required elements for publishing a biography are a biosketch and an image; otherwise the data forms a simple Person authority list record.

biosketch – a narrative of 250-500 words that summarizes an individual’s background and specfic associations with Hancock County and is part of a biography record.
bound material – See: template, Bound Material.
boat – See: authority lists, Watercraft; authority lists, Watercraft list of metadata.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

C-D

catalog record descriptive metadata about a collection item such as its ID number, name, description text, dimensions, creator, and so on, that helps distinguish it from other items in a collection.
childSee: consortia account.
chart See: template, Technical Drawing/Map.
civil division metadata that consists of the name of a geographic division that was formed for administrative purposes such as a municipality, town, township, city, county, state, province, or country (USA not entered); also the high seas outside of political jurisdictions.
citations/other sources – a category of metadata that documents the origin of the information presented in an a record, if it is not an authoritative source or principle source.
condition – See: authority lists, Condition.
collection a gathering of items acquired according to some rational scheme and maintained so they can be preserved, studied, or interpreted for public benefit. Also see: digital collection, item, and item record.
consortia account – an Odyssey Consortia License held by The History Trust for each participating group. AKA: parent account and each group sometimes called a child.
consortium user – a role assigned to a person authorizing them to add and edit records, run reports, and manage custom searches in a group‘s digital collection, and edit the group‘s online archive.

“Consortium User” is a role that must be assigned in addition to the “user type” for each individual that has group editing rights.

container – anything that holds digital records and is a reflection of internal controls based on concepts, like series and digital collections, or physical structures such as cabinets, shelves, and boxes.
coordinates – a category of metadata that indicates a fixed point on the Earth consisting of a group of numbers representing longitude and latitude.
creation date – a category of metadata that stores the date, or range of dates, marking the the origin of a thing. Also see: date/date range.

Enter ’00’ for any month or day that should not be included in the date. E.g., 00/00/1974 indicates just the year 1974. Often paired with {Use Date/Range} for three-dimensional artifacts, textiles, artwork, and structures. An item, for example, might have a known date when it was created, as well as a range of years when it was known to have been in use.

credit line – a category of metadata used to record information about the most recent donor of an item (like an acknowledgement placard in a museum). Also see: Citations/Other Sources.
DAM system – a type of software that acts as a central repository for all digital content (such as images, videos, presentations, and documents) within an organization to help store, organize, manage, and share. Also see: digital asset management site.
date/date range – a category of metadata that expresses a particular point in time that an event occurred, especially a specific day such as when a person was born or a book published; sometimes an interval of time for an ongoing event. Also see: creation date, organization open date, organization close date, and use date/range.

Date may refer to just a month or year. For example, a letter written in May 1919 would be expressed as 05/00/1919. Dates are always in the format MM/DD/YYYY; zeros fill in for any missing data. The designation “circa” is allowed in Odyssey to signifying an approximate date.

description – a category of metadata for recording the physical characteristics, informational content, and functional purpose of a collection item and similar information for a person, organization, place, or watercraft profile included in a list item.

The first sentence of a description usually starts with the item’s {title}. Typically there will be fewer than five following sentences unless it is. The aim of this field is for the person reading it to visualize the collection item.

digital asset – a collection of binary data that is self-contained, uniquely identifiable, and has a value. AKA: asset.

The term “digital asset” has no universal definition, though it is in widespread use; its meaning is evolving. In Odyssey the term encompasses “traditional” digital assets: documents, photos, videos, audio, logos, spreadsheets, websites, books, animations, illustrations, manuscripts, emails, etc.

digital asset management website – an online platform that provides authorized internet access to Odyssey’s DAM system. AKA: Odyssey DAM website or site.
digital collection – a digital entity comprised of records created from metadata to form an organized, online facsimile of containers and collection items. Sometimes known in Odyssey simply as a “collection.”

Not every physical or digital collection is organized the same way. Some digital collections mirror the way a group has arranged their physical materials; others might be arranged conceptually. For some groups all their catalog records might live in one digital collection (e.g., the Islesford Historical Society Collection). Other organizations might have several named physical collections, and this can be mirrored in Odyssey (e.g., the Ellsworth Historical Society has a David Lewis Yale Collection and a William Henry Titus Negative Collection). Odyssey collections can contain both container records and item records.

digital museum – See: online archive.
duration – a category of metadata for giving the length of a recording.

{Duration} is typically used for audiovisual and oral histories. For example, 01:30:28 would be one hour, thirty minutes, and 28 seconds of run time.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

E-F

editor – a category of metadata selected from the Person authority list that is used to record the person who alters, adapts, or refines a work prior to completion of a text held in a collection.
embedded item – a category of metadata that represents something contained within an item. For example: a photograph on a scrapbook page or a page in a book.
enhanced exhibit – an add-on module the offers different display options than a standard exhibit. See: authority lists, Exhibit.

History Trust purchased the annual service fee for the enhanced exhibit module starting in 2025.

exhibit a category of metadata selected from a list. See: authority lists, Exhibit.
extent – a category of metadata that describes the physical quantity of the material in a collection; e.g., number of linear feet.

This is a standard term in archival cataloging. Extent is usually the first element of the physical description and includes the number and the specific material designation of the material being described.

external URL a category of metadata primary used to provide a URL link to an online source outside the Odyssey environment.
facet a filter option that site visitors can select on a group‘s online archive to narrow down search results. AKA: search facets. Also see: attribute.

The facets available to site visitors are specific to each History Trust group and the various searches each group chooses to configure.

field category See: Attribute.
finding aid See: template, Finding Aid.
first name – See: authority lists, Person: Person List metadata elements, with descriptions.
format a former category of metadata to record the physical or digital manifestation of the resource, such as media type or dimensions that was discontinued along with its authority list because it duplicated other metadata.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

G-H

Governing Member – a dues-paying organization whose representative is responsible with others for the oversight, administration, policy, and direction of The History Trust.
group – an organization administering a discreet portion of the History Trust consortia account; i.e., a Governing Member or Affiliate Member of The History Trust participating in Odyssey. See: authority lists, Member Group.
historical context – a category of metadata for entering a short description (250-500 words) of the setting in which a collection item was created or used, or the circumstances surrounding the recognition of a place; the focus is on describing those patterns within which the significance of a resource can be understood.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

I-J

ISBN – a category of metadata for entering a unique 10- or 13-digit identifier assigned to books and book-like publications.

The International Standard Book Number (ISBN) helps publishers, bookstores, and libraries manage and track books efficiently.

item – an individual object, artifact, archival document, photograph, work of art, scientific or natural history specimen, audiovisual recording, and other material that is part of a collection. Also see: item record.
item location – the tangible area where an item is situated, such as a building, room, display, cabinet, shelf, drawer, box, folder, etc.

Use of the {Item Location} free-text has replaced selecting from the Physical Location authority list due the large variety and changing nature of storage locations used by History Trust groups.

item record – an organized grouping of descriptive metadata for an individual object, artifact, archival document, photograph, work of art, scientific or natural history specimen, audiovisual recording, and other material in a digital collection.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

K-L

Use of keywords can improve the searchability of collections, making it easier for the public and researchers to engage with our material. While a controlled vocabulary is often used to maintain consistency in terminology, we enter keywords in a free-text field and utilize an authority list of subject terms, which has a similar function.

language – See: authority lists, Language.
LOC Reference – a category of metadata for recording the unique alphanumeric call number created within the Library of Congress classification system which utilizes 21 subject classes, topical sub-classes, author identifiers, and other publishing details.
location – a fixed position on the Earth’s surface, commonly delineated by longitude and latitude coordinates. Also see: authority lists, Place.
list – See: authority list.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

M-N

map See: template, Technical Drawing/Map.
material See: authority lists, Material.
media – plural form of medium, which is a mode or means of expressing ideas or of communicating with people; a category of metadata for recording same.

Medium is commonly used with works of the written word and in the arts. For example, oil on canvas or mixed media. For archivists, media refers to the thing that bears the information, as distinguished from the base. “For example, in printing, the ink is the medium and the paper is the base. In videotape, the magnetic material that holds the signal is the media, and the polyester film is the base. (Richard Pearce-Moses, “A Glossary of Archival and Records Terminology,” online database at The Society of American Archivists [https://dictionary.archivists.org/entry/document.html : accessed 24 January 2020], search term: “document,” notes.)

member group – See: authority lists, Member Group.
metadata – structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource. AKA: “data about data.”

Names, dates, location, condition, or any other relevant information about an item are metadata, which groups have traditionally used to index and organize their collections. In digital preservation, with a proper strategy in place, metadata becomes a magical tool that connects elements of a digital collections to create an interactive experience.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

municipality – a category of metadata for recording the minor civil division, e.g. town or city, within which a place is located or the municipal jurisdiction itself.

The name of the town, city, incorporated village, unorganized territory, etc. is keyed in to complete this field. If the record is for the municipality itself, then a parenthetical descriptor is added such as (Town of), e.g., “Ellsworth (Town of).”

O-P-Q

OAuth – a framework that allows access between one website or application and another on someone’s behalf without having to reveal passwords. AKA: open authorization.
OAuth user – a person who logs in to Odyssey using a Google (or personal Microsoft) account.

Using the Open Authorization (OAuth) framework means Odyssey does not store user credentials, such as passwords.

object – See: template, Object.
object ID – a numeral or numeral-letter code assigned as an extension of the accession number, to items within an accession (if more than one item is acquired); a category of metadata for same. Also see: accession number; public object ID.

As an example, if the accession number for a group of diaries is 2025.002, then the Object ID for the first diary in the group is 2025.002.001. In Odyssey, an object ID can be generated when Consortium Users add item records to an accession record within Registrar Tools. Alternatively, the object ID may be either imported or entered into a text field within an item record using {Item ID}, {Old Number}, {Other Number}, or {Object ID}. [For the tech-savvy: Object ID is the renamed standard attribute, Tune.]

online archive – a consortia account website that presents part of a digital collection to the public. AKA: digital museum.

Referred to in the aggregate (e.g., on the History Trust parent-level website) as online archives, plural.

open – allows an item or asset to be available for public searching and viewing; does not require a signed API request.
organization – See: profile and authority lists, Organization.
oral history – See: template, Oral History.
other number – a category of metadata for a unique identification number, other than the accession number, associated with an item record. Use is restricted.

This field has data from PastPerfect {OTHERNO}. This field should not have any new information recorded in it, unless originating from a PastPerfect import.

owner – See: admin/owner.
parent account – the master account in Odyssey’s consortia model (which connects multiple History Trust groups), i.e., History Trust’s Pro License.
person – See: profile and authority lists, Person.
photographic image – See: template, Photographic Image.
photographic process – See: authority lists, Photographic Process.
physical location – See: authority lists, Physical Location.
place –See: profile and authority lists, Place.
placename – See: authority lists, Place: Place list metadata ~ with guidance for suggesting entries.
populated place – See: authority lists, Place: Place list metadata ~ with guidance for suggesting entries.
postcard – See: template, Postcard.
process – See: authority lists, Photographic Process.
profile – a factual narrative with supporting metadata that describes and provides historical context for a person, place, organization, or watercraft, and that serves to relate items from within one or more groups’ digital collections to each other; in Odyssey a person profile is call a biography.
profile compiler/editor – the individual who collected and entered the details to complete a profile for a person, place, boat, or organization or the person who edited same.
profile filter – metadata selected from an authority list that is used to identify which person, place, organization, or watercraft to display in a History Trust profile, such as a biography.
project worker – a role assigned to a person that gives them access to a collection or item type along with specific associated metadata fields so they can submit updates to those records which would then go through a review process.

Project Worker is a role that must be assigned in addition to the “user type.” Use of the Project Worker function has a separate consortia account annual fee of $1000 which would allow use by all groups and the parent. It has not been purchased by The History Trust.

protected – item or asset can only be viewed within Odyssey or through a signed API request.
provenance – a category of metadata that relatesthe ownership history of an item.
preferred citationa category of metadata that informs anyone who uses or publishes material from a group’s collection about any requirements for citing material from that collection.
prefix – See: authority lists, Person: Person list metadata ~ with guidance for suggesting entries and authority lists, Watercraft: Watercraft list metadata ~ with guidance for suggesting entries.
public object ID – a numeral or numeral-letter code assigned by a group to aid identifying an item by site users; a category of metadata for same. Also see: object ID.
public user – a person who is authorized by invitation to browse a group’s collection records. Not available to The History Trust.
publisher – a category of metadata selected from an authority list. See: authority lists, Publisher.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

R-S

reader – a type of access assigned to an person granting them view-only access to item records and accession records.

There are three types of Odyssey access: admin/owner, reader, and user.

reference work – a digital document held within Odyssey that provides supplemental information but is not accessioned into a group‘s collection.

Reference works are primarily associated with authority lists, thus managed by parent account admin/owners within the “no group” collection, History Trust List-Related Records.

related collection item – a category of metadata for referencing a connection between two group collection item records within Odyssey. Also see: see also.

Enter data in {Related Collection Item} by selecting the {Title} of a record that already exists in Odyssey. To point to an analogous record, use {Alternate Forms Available Link}. To point to an authority list item use {See Also - list entry, container, or collection}. For an outside website, use {External URL} .

related materials note – a category of metadata for recording comments about materials related to a see also or related item links entry.
restricted – item or asset can only be accessed within Odyssey itself; will not appear on the public website or through a signed API request.
rights statement – a category of metadata used to communicate information about the intellectual property rights associated with a group‘s digital assets in order to foster appropriate use and reuse of those assets by the public.

Whereas copyright-related fields can be used to record the copyright status of digital objects and specifics such as the date an item was copyrighted, {Rights Statement} can be interpreted more broadly to record what constitutes fair use of items. Statements vary according to the legal needs of each group.

scale – a category of metadata used to state the ratio between the size of a collection item (such as an architectural, engineering, and technical drawing) and its representation, rather than the physical size of the collection item itself.

Scale is often expressed verbally; one inch equals one mile, for example. It is can also be a thick rule with different units on either side, one for the map or drawing, the other for the thing represented. Such a scale retains its accuracy if reproduced at a different size. This Odyssey {Scale} has data from PastPerfect {SCALE}.

scope and content note – a category of metadata used for a narrative at the collection level that summarizes its contents, highlighting the collection’s strengths and limitations.
see also – a category of metadata used to to point to a container, a collection, an authority list entry, or any other Odyssey record that is not a related collectiion item. Also see: related collection item and external URL.

To reference an item in a collection, use {Related Collection Item}.

SEO description – a category of metadata that consists of a short summary of a webpage’s content, which appears in search engine results to inform site visitors and influence their decision to follow the link. AKA: meta description.
site visitor – any individual who views one or more of the History Trust online archives. AKA: public website visitor.
source – See: Citations/Other Sources.
subject – See: authority lists, Subject.
suffix– See: authority lists, Person: Person list metadata ~ with guidance for suggesting entries.

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

T-U

technical drawing/map – See: template, Technical Drawing/Map.
template – standardized metadata fields formatted to create a record of details about a digital collection‘s containers, and items.
1. template, Audiovisual (AV) – formatted fields for metadata about electronic or analog media possessing both a sound and a visual component, excluding oral histories. For example: animations, movies, videos.
2. template, Bound Material – formatted fields for metadata about sheets, usually of paper, permanently held together by fastenings such as stitching, glue binding, stapling and spiral binding with information printed on or applied to the sheets; not materials contained in a loose-leaf binder. For example: books, catalogues, directories, scrapbooks, photo albums.
3. template, Finding Aid – formatted fields for metadata that describes a collection and its physical location with the intent of guiding people in using the collection for research, which usually includes a narrative overview of the collection and a listing of materials by physical location.
4. template, Object – formatted fields for metadata about anything that has a fixed shape or form that may be perceived by the senses, that is not alive, and that does not conform to any of the other 10 template types.
5. template, Oral History – formatted fields for metadata about sound recordings and transcripts of interviews with people who have personal knowledge of past events.
6. template, Photographic Image – formatted fields for metadata about an image created by light falling on a photosensitive surface, usually photographic film or an electronic image sensor; not a Postcard.
7. template, Postcard – formatted fields for metadata about a piece of thick paper or thin cardboard, typically rectangular, intended for writing and mailing without an envelope that often has an image on one side.
8. template, Technical Drawing/Map – formatted fields for metadata about an illustration or depiction that relays the concept or idea associated with a physical object, a structure, or a geographic area. For example: architectural drawings, maps, nautical charts, land surveys.
9. template, Textile – formatted fields for metadata about materials made from fibers that are interlaced to create a variety of products. For example: clothing, carpets, tapestries.
10. template, Textural Document – formatted fields for metadata about a resource consisting primarily of words for reading that are not bound together. For example: newspapers, letters, unpublished archives, unpublished manuscripts, periodicals, correspondence.
textile – See: template, Textile.
textural document – See: template, Textural Document.
town/city – a category of metadata used to record the minor civil division related to a Place list record that then appears as a facet in searches.

The {Town/City} field is need to present a facet in search results. It is selected from the Place list. Given that some features are associated with only the town or city, the corresponding municipality is selected within its own place entry. The public user will not see this duplication.

title – a category of metadata used for entering a specific descriptor for an item record, either one given by its creator or assigned by a collection manager, to quickly communicate the most basic information about the collection item.

Artistic works usually have a formal title (e.g., “A Morning View of Bluehill Village” or “Scripture Animals”) and it should be recorded exactly, including punctuation. If the creator did not title the work, we have to invent a title (e.g., “Baptismal cloak” or “Awl”). A series of images can have a single title (a series title). Odyssey requires a {Title} for every item, which should unique, i.e., do not use duplicate titles. Title can be very similar to the subject chosen for an item.

type – a category of metadata used for classifying collection items by their function.

This free-text field replaces an authority list of vocabulary terms that was superfluous. The list began as a subset of the Nomenclature vocabulary that, over time, became inconsistent as History Trust groups added their own terms. In 2020, AvantLogic conceived a more consistent set of terms that included the entire Nomenclature 4.0 vocabulary (using AvantLogic’s Common Vocabulary Translator) plus dozens of additional terms. That expanded list was transferred to Odyssey from{Type} in Digital Archive and {OBJNAME} in PastPerfect. Additional “types” are used in Odyssey authority lists such as Place and Watercraft.

“Nomenclature for Museum Cataloging is a structured and controlled list of object terms organized in a classification system to provide a basis for indexing and cataloging collections of human-made objects. Nomenclature is used in the creation and management of object records in human history collections within museums and other organizations, and it focuses on objects relevant to North American history and culture.” (“About Nomenclature” at Nomenclature for Museum Cataloging (https://page.nomenclature.info/apropos-about.app?lang=en#Heading3-What : accessed 15 August 2025).

use date/range – a category of metadata that records the date, or range of dates, when a thing or place existed or was in use. Also see: date/date range.

Enter ’00’ for any month or day that should not be included in the date. E.g., 00/00/1974 indicates just the year 1974. Often paired with {Creation Date} for three-dimensional artifacts, textiles, artwork, and structures. An item, for example, might have a known date (or date range) when it was created, as well as a range of years when it was known to have been in use.

user – (a) a generic term for a all types of Odyssey access granted to individuals. (b) an explicit type of access granted to individuals for editing within Odyssey.

User is one of three types of access assigned to History Trust-associated individuals; the other types are admin/owner and reader. Yes, calling a “user” a type of “user” is illogical, but that’s how Odyssey does it. Each type can be assigned the role of Consortium User. All individuals working with group records must be assigned the role of Consortium User. (Two other roles, Project Worker and Admin, are not available to History Trust. And, yes, Admin is used for both a type and a role!)

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

V-W

variant name – a category of metadata used for recording alternate names for an organization, place, or watercraft when they are to be displayed to public users. Also see: Aliases.

In some instances an alternate name is so common or important that it is entered in the {Variant Name} field. The difference between using {Variant Name} and {Aliases} is that the latter includes alternate spellings and infrequent alternate names and {Aliases} are not visible to public users. A search will find a name in either field.

vocabulary – See: authority list definition above.
watercraft – See: profile definition above and authority lists, Watercraft below,
website visitor – See: site visitor.

X-Y-Z


History Trust Authority Lists

The History Trust authority lists (defined above) are described below. Groups may suggest individual list entries using the Suggestion tab in each authority list or by requesting a spreadsheet for submitting multiple items.

1. Condition – a set of qualitative descriptors that serves as a source of metadata to summarize and rank the physical state and integrity of a collection item.

The Condition list offers a simplified way to record cursory condition assessments using a common vocabulary. Assessing collection items involves observing and describing factors such as damage, deterioration, previous treatments, and the item’s overall stability. Even with written descriptions, the terms remain subjective. Their application may vary depending on the type of item, it’s history, and the context in which it is being assessed including the person choosing the term. History Trust Groups use a range of qualitative terms that go beyond the traditional three of “good,” “fair,” or “poor,” which are described in the following “Condition list metadata” drop-down.

Condition list metadata, with descriptions
2. Language – a set of metadata terms for recording the name of the words, their pronunciation, and the methods of combining them that is used and understood by a community; usually recorded at the item record level.
3. Material – a set of terms that are metadata for recording the substance of which something is made.

“This glossary uses ‘material’ as an encompassing, generic term to describe the broad variety of items that an archives might collect, regardless of medium, format, or type. It is used to avoid connotations carried by terms such as record, document, or object. In this sense, materials may be tangible (of matter) or virtual (electronic) and may be used to describe a group of individual items. In the context of digital information, ‘material’ is roughly synonymous with ‘resource’.” (Richard Pearce-Moses, “A Glossary of Archival and Records Terminology,” online database at The Society of American Archivists [https://dictionary.archivists.org/entry/material.html : accessed 21 March 2025], search term: “material,” notes).

4. Member Group – a category of metadata that holds information about current and former group members of The History Trust that are or have been Governing or Affiliate Group members. Also see: authority lists, Organization.
4.01. Member Type – a set of terms that indicate if a member group is an Affiliate Group Member, a Former Governing Member, a Governing Member, or an Inactive Affiliate Group.
5. Organization – a set of proper nouns that are used as metadata to distinguish among bodies of people with administrative and functional structures created for a particular purpose, such as businesses, societies, associations, church congregations, government agencies, etc. Also see: authority lists, Member Group.
Organization list metadata ~ with guidance for suggesting entries.
6. Person – a set of proper nouns, rendered in a specified order, that is used to select metadata to distinguish an adult or a child from other individuals.
Person list metadata ~ with guidance for suggesting entries.
7. Physical Location – a set of terms from which metadata is selected for identifying the tangible area where an item is situated, such as a building, room, display, cabinet, shelf, drawer, box, folder, etc.
8. Place – a set of formatted phrases that designate a location holding social characteristics that make it special or unique, such as jurisdictional or administrative boundaries, or qualities that engender a sense of human attachment and belonging, i.e., a set of placenames.

Recording locations in the Place authority list requires that archivists consider associated names and jurisdictions that may have changed over time; prior names can be recorded as aliases. Once all name elements are entered, draft placenames are auto-generated which must then be edited by the parent admin/owner. For consistency, the formatted {Placename} that appears as the record title reflects how the place is commonly referenced in the early 21st century.

The farther from Frenchman and Blue Hill bays, the fewer individual features and localities are generally recorded, relying instead on civil jurisdictions to denote place. When associating a placename with a collection item, always select the corresponding minor civil division–usually the {City/Town}–AND the most discreet place element applicable. For instance, the {Feature} or {Street Name} or {Locality}.

Place list metadata ~ with guidance for suggesting entries.

town/city – select the minor civil division from the drop-down list. This will repeat information that was keyed in in the prior field, but is needed for facets.

  • Place authority list entries often have items that amplify the description or historical context text, some of which are held in members collections and some that are not. Hence {Related Materials} replaces the usual {Related Collections Item} in the Place list .

The Geographic Names Information System (GNIS) is the starting point for History Trust place data, including the following classes, which can filter search results. Place Class is among 32 metadata fields comprising a Place list record. Not only has much of the work of inventory and classification been done for GNIS entries, but the placenames are the official names adopted by the U.S. Board on Geographic Names which have been adopted for use in many applications.

Place classes, with descriptions
9. Photographic Process– a set of adjectives from which to select metadata that describes the series of actions or steps taken to create photographic media.

Common entries include “Color,” “Black and White,” and “Sepia.”

10. Profile Alpha Sort – a set of Profile Filters used to display all members’ online profiles alphabetically on the History Trust parent account.
11 Profile Group Filter – a set of Profile Filters for formatting the display of particular profiles in an online archive.

The easiest and simplest filter option is to use the Profile Group Filter authority list and select the filter for a specific History Trust group. More specific filters may be suggested for the Profile Group Filter list, e.g., Cranberry Isles Artist. Another option is to use the Subject authority list: Note that this only finds items that have “subjects” set up.

12. Publication – a set of titles of books, magazines, journals, web articles, etc., that have been produced and made widely available to the public, generally on a specific date and which are selected as metadata.

Selections could be made from the Publication authority list when writing metadata for clippings, volumes, and issues. Note that a website is considered a publication and webpages are treated as articles. This list is available but not used by any History Trust groups and will be replaced by a free-text field.

13. Publisher – a set of proper nouns for the organization or, in some cases, the individual that produced a book, magazine, webpage, etc., and offered it to the public; metadata for same.
14. Staff – a set of proper nouns, rendered in a specified order, that is used to record actions by volunteers and staff of groups editing an Odyssey account; metadata for same..

An individual working as staff, and entered on the Staff authority list, may also be appropriately added to the Person authority list. For instance if they were the author of a publication included in a group’s collection.

15. Subject – a set of words that identify, describe or interpret: (a) what is depicted in or by a representational (figurative) work or image; (b) what abstract content, decoration, function, or implied themes or attributes are referenced by a nonrepresentational work or image; (c) both what a work is of—what is depicted—and what the work is about, i.e., the symbolic meaning of what is depicted; or (d) the function and important aspects of the form or composition of a utilitarian object or of architecture.

Ideally, use of an established controlled list (e.g., Library of Congress Classification, Getty’s Cultural Objects Name Authority, etc.) would ensure that {Subject} be consistently recorded using the same conventions for all item records in Odyssey. However, within The History Trust, the range of collections held by members results in groups using a mix of different subject schemas, which can be confusing for site visitors. Reliance on keyword searches makes a descriptive {Title} and comprehensive {Description} text more useful than {Subject} entries.

16. Watercraft – a set of proper nouns that distinguishes among objects created to transport people or goods on or under water, such as boats, ships, and other water-borne vessels that are associated with aperson, place, organization, or collection item; metadata for same.
Watercraft list metadata ~ with guidance for suggesting entries.

loaded waterline length (LWL) – length of a vessel at the waterline when it is fully loaded, measured from the point where the hull meets the water at the bow to where it meets the water at the stern; sometimes used in racing rules.^

^

length on deck (LOD) – often used to distinguish between the length of a vessel including projections (e.g. bowsprits, etc.) from the length of the hull itself; useful for smaller sailing vessels, as their LOA can be significantly different from their LOD.

^ “Glossary of nautical terms” at Wikipedia: The Free Dictionary ( https://en.wikipedia.org/wiki/Glossary_of_nautical_terms : accessed 24 July 2025).

Watercraft class filters, with definitions and links to Nomenclature

Primary Classes1. boat: small vessels with no specific purpose | 2. fishing | 3. competition: built for speed | 4. emergency | 5. merchant: carries cargo or passengers for hire | 6. naval: carries soldiers or military equip. | 7. planing | 8. pleasure | 9. raft | 10. remotely operated | 11. research | 12. semisubmersible | 13. service: supports other vessels | 14. ship: large vessels with no specific purpose | 15. steamboat | 16. subsurface


  1. commercial fishing vessel: A boat or ship used to catch fish and other valuable nektonic aquatic animals (e.g. shrimps/prawns, krills, coleoids, etc.) in the sea, lake or river.
  2. competition craft: Vessels built for speed, agility, and performance, often adhering to specific rules and regulations for competitive racing.ai
  3. emergency vessel: A vessel equipped with specialized tools and personnel used to respond to emergencies, such as search and rescue operations, medical emergencies, or mechanical failures at sea.ai
  4. merchant vessel: A watercraft that transports cargo or carries passengers for hire.+
  5. planing vessel: Use only for vessels designed for planing, not for ordinary motorboats that plane.
  6. pleasure craft: May also use “Motorboat,” “Sailboat,” or other watercraft terms as appropriate with this term and narrower terms.
  7. raft (link): A flat structure used for support or transportation over water, lacking a hull and kept afloat by buoyant materials or structures such as wood, balsa, barrels, drums, inflated air chambers such as pontoons, or extruded polystyrene blocks.*
  8. research vessel: A ship designed and equipped to carry out research at sea, especially hydrographic surveys, oceanographic research, fisheries research, naval research, polar research, and oil exploration.*
    • research submarine a type of submarine designed for scientific exploration and research purposes, allowing scientists to study underwater environments, collect samples, and conduct experiments at various depths.ai
    • survey vessel – any type of ship or boat that is used for mapping a body of water’s bottom, benthic zone, full water column, and surface for purposes of hydrography, general oceanography, marine salvage, dredging, marine archaeology, or the study of marine habitats.*
  9. semisubmersible (link): A type of watercraft that operates with most of its hull submerged underwater, providing stability and reducing its visibility. These vessels are commonly used in offshore roles, such as drilling rigs and oil production platforms.ai
  10. service vessel: A vessel commonly used in harbors and offshore operations to support other vessels with various maritime tasks, often by towing or transporting cargo.ai
    • buoy tender – a type of vessel used to maintain and replace navigational buoys.+
    • coast guard cutter – commissioned vessels of the United States Coast Guard that are 65 feet or greater in length and have a permanently assigned crew with accomodations aboard.+
    • dredger – a specialist floating plant for the excavation of material from a water environment. AKA: dredge.
    • floating dry-dock – a type of pontoon for dry docking ships, possessing floodable buoyancy chambers and a U-shaped cross-section.+
    • icebreaker – a ship equipped (as with a reinforced bow) to make and maintain a channel through ice.^
    • lightship – a ship equipped with a brilliant light and moored at a place dangerous to navigation.^
    • petroleum service vessel – watercraft used to support offshore or other petroleum (oil and natural gas) operations, such as transporting personnel, supplies and equipment, and laying or maintaining subsea infrastructure.ai
    • pilot boat – a strong fast seaworthy boat in which pilots meet incoming ships usually at the mouth of rivers and harbors.^
    • pontoon – a flat-bottomed boat (such as a lighter); especially a flat-bottomed boat or portable float used in building a floating temporary bridge.^
    • revenue cutter – a small- or medium-sized vessel used by governmental agencies or law enforcement in the exercise of official authority.*
    • ship’s boat – a utility boat carried by a larger vessel.+
    • training barge – old, immobile hulks used to house classrooms. to train students as sailors*
    • tugboat – a marine vessel that manoeuvres other vessels by pushing or pulling them, with direct contact or a tow line.+
    • yacht tender – a vessel used for servicing and providing support to a private or charter yacht, often used for transporting supplies and personnel, or for the entertainment of passengers. They can vary in size and type, including rigid-hulled inflatable boats and luxury craft.+
  11. ship: Large vessels with no specific purpose or multiple purposes are organized under this term, which itself may be used in addition to functional vessel terms as appropriate.
    • sailing ship – a ship that has sails.^
    • steamship – a type of steam-powered vessel, typically ocean-faring and seaworthy, that is propelled by one or more steam engines that typically move (turn) propellers or paddlewheels.+ AKA: steamer.
    • training ship – 1) a warship that carries naval-officer candidates on training cruises; 2) a ship used to train men for the merchant marine.^ Also see: training barge.
  12. steamboat: A boat that is propelled primarily by steam power, typically driving propellers or paddlewheels. The term steamboat is used to refer to small steam-powered vessels working on lakes, rivers, and in short-sea shipping. The development of the steamboat led to the larger steamship, which is a seaworthy and often ocean-going ship.+ Primary 16
    • paddle steamer – a…steamboat powered by a steam engine driving paddle wheels to propel the craft through the water.* AKA: sidewheeler.
  13. subsurface watercraft: Vessels designed to operate partially or fully underwater.ai
    • submarine – a watercraft capable of independent operation underwater. (It differs from a submersible, which has more limited underwater capability.)+ Also see: commercial submarine, naval submarine, and research submarine.
    • submersible – an underwater vehicle which needs to be transported and supported by a larger watercraft or platform.+
  14. remotely operated vessel (link) – a free-swimming submersible craft used to perform underwater observation, inspection and physical tasks.+

  15. ^ From subject entries at Merriam-Webster Dictionary ( https://www.merriam-webster.com/ : accessed June 2025).
    + From subject entries at Wikipedia: The Free Encyclopedia ( https://en.wikipedia.org/wiki/ : accessed June 2025).
    * From “Glossary of nautical terms (A–L) and (M–Z)” at Wikipedia: The Free Encyclopedia ( https://en.wikipedia.org/wiki/Glossary_of_nautical_terms : accessed June 2025).
    ai Assisted by AI-generated search results (June 2025–August 2026 ).
    # “Background Information on Buoy Gear” at South Atlantic Fishery Management Council ( https://safmc.net/documents/a05_buoygearinfo_042017-pdf/ : accessed 31 October 2025).

A-B | C-D | E-F | G-H | I-J | K-L | M-N | O-P-Q | R-S | T-U | V-W | X-Y-Z | Authority Lists

Need help?

This data dictionary is a work in progress as we learn more about Odyssey Preservation Software. Please let us know if you encounter a confusing term when using the software and our volunteers will do their best to help.

Mount Desert Island has been Bruce’s home base since 1984, first working with Maine Coast Heritage Trust, then the National Park Service, and now as a consultant to nonprofits.