Metadata
This section contains definitions, guidelines, and examples to help you enter metadata. The more everyone enters metadata consistently, the easier it will be to find items. There are also definitions and examples of metadata that is copied from other sources: Workfront, Rights Media System (RMS), and Product Planning (PPM).
Most of the drop-down lists are managed by the Nuxeo leads, some are managed by asset management partners (AMPs). If you need an item added to a drop-down list, contact your AMP. For AMPs, contact a Nuxeo lead.
| Field | Description | Example |
|---|---|---|
| Alt Text | Enter a word or brief phrase that describes the asset. This is used as the alt tag in html. | Christ in America |
| Asset Type | Select the category that identifies what type of asset this is from the drop-down list. You can select more than one (see "Asset Type" for details). | |
| Asset Usage Terms | These are contracted usage guidelines from the Rights Management System (RMS). | |
| Audio Mix | The number or type of channels for an audio clip. This is supplied when an asset is imported. | Mono, Stereo |
| Background/Transition Color | Select the background or transition color for an asset from the drop-down list. | Black, Blue Screen, Green Screen, Transparent, White |
| Bit Depth per Channel | An indication of the color information stored in an image. The higher the number, the greater the range of colors. This is supplied when an asset is imported. | 8, 16, 24 |
| Camera Name | This is the name assigned to a camera. | |
| Campaign | Enter and select the social media campaign this asset was used in from the drop-down list. | Easter , Light the World, RootsTech |
| Card Name | This is the number assigned to a camera card. | A1, A2 |
| Certification Number, Certificate Number | Click Add to enter the certification number, when applicable, assigned by VIO or Correlation during approval for a final deliverable. Get this number from a Publishing Support Specialist (PSS), a producer, or look it up in RMS. You can add more than one. | 32495-2010-00001 |
| Character | Enter and select the character being portrayed in a creative work from the drop-down list. This can be either a historical person or a fictional character. You can add more than one. | Nephi, Joseph Smith |
| Color | Enter the GVSG style guide color used for a template asset. In the metadata view, you can click the blue underlined color to see metadata details. | Blue 30, Blue 40 |
| Color Profile | This is the color space for an image, part of the EXIF data. This is supplied when an asset is imported. | SR6B |
| Contract Number | The number assigned to a contract in the Rights Management System (RMS). | |
| Contributor (also Last Contributor) | Click Add to enter who contributed to the creation of this asset. This can be a person or an organization, such as cinematographer, director, etc. You can add more than one. | |
|
Enter the name of the person, group, organization, or vendor who contributed to the creation of this asset. Make sure you are spelling it correctly. In the future, this will act like tags, so as you type, names others have entered will be shown so you can select the name. | Mack Wilburg, Bonneville Communications |
|
Enter and select the role of the contributor from the drop-down list. | Actor, Camera Operator, Conductor, Creator, Interviewee, Make-up Artist, Narrator, Performer, Photographer, Recording Engineer, Speaker, Vendor |
| Contributors | Lists anyone who worked on this asset in Nuxeo. This is supplied by Nuxeo. | |
| Copyright Year | The year (and month) an asset was created or assigned copyright. This is copied from RMS based on the certification number. | Jan 2020 |
| Created by | Lists the Nuxeo username of the person who input this asset. This is supplied by Nuxeo. | |
| Created in Nuxeo | The date an asset was added to a workspace. This is supplied by Nuxeo. | July 15, 2019 |
| Creative Application | The tool used to create or edit an asset, such as Photoshop, Illustrator, Adobe Premier, etc. This is supplied by Nuxeo based on the file type. | InDesign, Final Cut Pro, Photoshop |
| Credit Line | The text that must be posted if a credit line is required. This is copied from RMS based on the contract number. | CCA Christensen, Courtesy Church History Museum |
| Date Released | Enter or select the date the asset was released, published, or presented. | 12/3/2019 |
| Derivative Parent | The original asset for this derivative version. This is automatically added when you create a derivative version. In the metadata view, you can click the blue underlined parent item to view it. | (path to file) |
| Description | Enter a short description of the asset describing the subject matter, such as who and what. It is recommended that the description start with a statement of the resource type (e.g., “Video of” or “Painting of”). Be descriptive but only include details that would be helpful to users. Use complete sentences with proper grammar and punctuation. Avoid any commentary on or interpretation of the resource being described. Provide a basic description for level 1 or 2 assets, and a more detailed description for level 3 or 4 assets. Note: This is used on web or social media as the description of the asset. | Video of President Russell M. Nelson’s talk at Women’s Session of October 2019 General Conference Painting by Del Parson of Christ standing with his arms outstretched before the Nephites in America |
| Dimensions | The length and width of an image, usually measured in pixels. This is supplied when an asset is imported. | 1200x630, 1024x768 |
| Document Type | The type of Nuxeo document, such as Asset or Folder. This is supplied by Nuxeo during import. | Asset |
| DRPS or DRPS Flag | An indication of whether an asset has been approved or not approved for acquisition to the Church Archives (DRPS system). "True" indicates an asset that is approved. "False" indicates an asset that is not approved. Null or blank indicates that the asset has not been reviewed. Only master assets or those of historical value are reviewed. |
True False |
| Duration | The total length of time for a video or audio clip (hours:minutes:seconds). This is supplied when an asset is imported. | 1:30:00, 00:16:05 |
| Event | Enter or select the event associated with this asset, such as general conference. | |
| Event Date | Enter or select the date the asset was created. This is typically the shoot date for an image or video. | 10/6/2019 |
| EXIF | Exchangeable Image File (Exif) metadata embedded within all images captured with a digital camera. This information is automatically copied from the camera data or data the photographer or cinematographer added while editing the images or video. | |
| External Identifier | Click Add to enter the identification number for an asset acquired from another database. You can add more than one. | |
|
Enter the source or name of the other database. |
Church History Archives Adobe Stock |
|
Enter the alphanumeric string which can be used to find the asset in another database. | 230612-MUSM PH5087 folder2 item7 ADS12345678 |
|
URL to the website where this asset was acquired. | |
| Format | The file type or extension. This is supplied when an asset is imported. | .jpg, .mp4, .pdf, .wav |
| Frame Rate | The frequency at which frames in a video are displayed (frames per second, fps). | 25, 30 |
| Genre | Select the genre from the drop-down list. A genre is a category of artistic composition, characterized by similarities in form, style, or subject matter. You can add more than one. | Animation, Biography, Conference, Devotional, Documentary, Family, Fireside, History, Holiday, Inspirational Message, Instructional, Interview, Lecture, Music, Music Video, News, Promotional, Talk |
| Has Cover Image | Enter part of the file name (or copy and paste the file name) or other metadata and select the path to the cover image for an audio album from the drop-down list. This uses full-text search (see "Using the Search Tab"). In the metadata view, you can click the blue underlined cover image item to view it. | |
| Has Part | Enter part of the file name (or copy and paste the file name) or other metadata and select the path to the image or video that was used in this asset from the drop-down list. This uses full-text search (see "Using the Search Tab"). In the metadata view, you can click the blue underlined part item to view it.Note: IP will want a list of all images or video clips used as part of a final image or video. | |
| Has Thumbnail Image | Enter part of the file name (or copy and paste the file name) or other metadata and select the path to the thumbnail image for a video or other asset from the drop-down list. This uses full-text search (see "Using the Search Tab"). In the metadata view, you can click the blue underlined thumbnail image item to view it. | |
| Height | The height of a video, in pixels. This is supplied when an asset is imported. | 720 |
| Historic | Use to indicate historic assets, such as temples, historic sites, general conference, and general authorities. | |
| Ingest Date | The date an asset was added to Nuxeo. This is supplied by Nuxeo. | August 28, 2019 |
| IP Code | The intellectual Property code used to quickly identify rights. This is copied from RMS based on the contract, reporting statement, or certification number (see "IP Codes" for a list with definitions). | IP code-0 |
| IP Code Cleared | An indication that an IP Code has been assigned. | |
| IP Code Override | An administrator can check this item to override and assign a different IP code for an asset. | |
| IPTC | International Press Telecommunications Council (IPTC) metadata copied from the camera data or data the photographer or cinematographer added while editing the images or video. | |
| Job or Job ID |
The Workfront reference number for a project or task. Enter the project (PRJ) title, reference number (in Workfront, this is located on the Project Details tab, Overview sub-tab and labeled "Reference number"), or owner and select the project. You can also add a Workfront task reference number and select it from the list. You can add more than one. For example, for a photography shoot, add the Workfront project and the Workfront task. In the metadata view, you can click the blue underlined job to see metadata details. Note: Nuxeo automatically adds active Workfront projects to the Project Data in Master Data so they appear in the Job list. However, it does not automatically add Workfront tasks. To have other job types show up in the list, first add the job item (such as a Workfront task) in the Project Data list (see Working with Project Data). It will then become searchable and appear in the Job list. You can click the blue job name to view project metadata. Note: When searching for a Job, you can enter either the Workfront project title or PRJ reference number. |
5473289, 1043268 |
| Job Owner | The Workfront project owner. | Tom Jones |
| Job Type |
In Project Data, select the type of number entered (as Workfront Reference number) from the drop-down list. Note: This list corresponds with the Workfront Project type.
|
Billing Project, Deliverable Project, Job Ticket, Project, Shoot, Standard Fixed-Bid, Standard Time & Material |
| Language |
Enter and select the language for the audio or text in this asset from the drop-down list. You can search by the ISO code (spa), Church code (002), or name of the language (Spanish). You can add more than one. For a list of language codes, see "Language List." In the metadata view, you can click the blue underlined language to see metadata details. For Romanized languages, select the one with "-LATN" in the Language Book path. For example, "English" has "ENG-LATN" in the Language Book path and "Portuguese" has "POR-LATN." For scripted languages, use the one with the country name. For example, "Japanese" has " JPN-JAPN " in the Language Book path. |
English, spa, 059 |
| Last Modified (also Modified) | The date this asset or its metadata was changed. This is supplied by Nuxeo. | August 28, 2019 |
| Location | This shows the storage location for this asset and includes: 1) Status: Online, Near-line (in Qumulo or S3), Archived (Far-line or Off-line), or Deleted, 2) date asset was added or last moved, and 3) file path to asset. | |
| Location Shot | Enter and select the area or place where the video or image was originally created or shot from the drop-down list. In the metadata view, you can click the blue underlined location to see metadata details. | Conference Center Palmyra, New York |
| Location Shown | Enter and select the area or place shown in the video or image from the drop-down list. This can be either the literal location or the implied location. In the metadata view, you can click the blue underlined location to see metadata details. | Jerusalem, Israel Goshen, Utah |
| Media Types | The type of media, such as video, image, audio, or document. This is supplied by Nuxeo based on the file type during import. | Video, Audio, Image, Document, Template |
| Mime Type | MIME stands for Multipurpose Internet Mail Extensions. It's a way of identifying files on the Internet according to their nature and format. This is the file type or extension of the imported file. | .jpg, .mp4, .pdf, .tiff, .wav |
| Modified or Modified Date | The date this asset or its metadata was changed. This is supplied by Nuxeo. | August 28, 2019 |
| Nuxeo Published | An indication that an asset is published. If it is blank, the asset is not published. | Published |
| PD Number | Enter the product or PD number assigned to a deliverable. | |
| Product | Enter and select the PD number assigned to this deliverable from the drop-down list. You can add more than one. In the metadata view, you can click the blue product name to see product metadata. | |
| Production Channel | Select the original use for the asset from the drop-down list. You can add more than one. | Business Communication, eLearning, Environmental, Mobile, Print, Social, Video/Broadcast, Web |
| Public Access | The amount of access for public users. | Download, Share, Unspecified, Use in Entirety, View |
| Publications | Displays the number of times this item has been published. | 1, 2 |
| Records Class |
The system automatically classifies an asset for a record retention policy based on the asset type. Records class is used to determine how long to keep an asset and whether it is kept online or off-line using tape back-up.
If more than one asset type is assigned, the Records Class is assigned based on this priority: 1) Historic, 2) Masters, 3 )Production Assets, 4) Intermediates, 5) Business Records, 6) Templates, 7) Consumables. |
Business Records, Consumables, Historic, Intermediates, Masters, Production Assets, Templates |
| Records Class Override | An administrator can override the automatic records class designation and change it. | True, False |
| Reference number | This is a number from Workfront, such as the project number or task number. | 5473289, 1043268 |
| Related | Enter part of the file name (or copy and paste the file name) or other metadata and select the path to a related asset from the drop-down list (other than cover image, thumbnail image, derivative image, translated version, or part of). This uses full-text search (see "Using the Search Tab"). You can add more than one. In the metadata view, you can click the blue underlined related item to view it. | |
| Reporting Statement | Select the approved Church policy rights statement, when applicable, from the drop-down list (see "Reporting Statements" for a list of statements and definitions). You can add more than one. | RS-FTE, RS-News |
| Resolution | This is the number of pixels in an image or horizontal lines in a video. | 360p, 480p, 1080p, etc. |
| Restriction | Click Add to enter a restriction, when applicable for an asset. A restriction usually indicates that an asset may only be used for a specific purpose or for a limited time. For any restrictions, the department must contact Devin Larry Smith. He forwards the requests to Mike Card in correlation to approve. You can add more than one. | |
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Enter a description of the restriction. | These photos are restricted to Family History use only. Please contact xxx for permission to use. |
|
Enter the date the restriction ends, when applicable. This can be a specific date or a year. |
May 2010 After June 5, 2019 |
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Select the type of restriction from the drop-down list. For definitions of the restrictions, see "Internal Restrictions" in the Product Manager DAM Executive Summary. | Context Restricted, Department Restricted, Right of First Publication, SPC (sacred, private, confidential) |
| Rights Doc Name | The name of a rights management item. | |
| Rights Status | The status of a rights management item. The status varies depending on whether it is a contract, reporting statement, submission (deliverable) or VIO certification.
|
Certified, Signed |
| Rights VIO Certification | Enter the VIO certification number for a product. | |
| RMS Number (Contract number or reporting statement [RS]) | Enter the number assigned to signed contracts in RMS or the reporting statement (RS). Either get this number from a PSS, the person who added the contract to RMS, or look it up in RMS (see "Contract Numbers" for common ones; see "Reporting Statements" for a list of statements and definitions). You can add more than one. In the metadata view, you can click the blue RMS number to see contract details. |
4578231 RS-FTE RS-News |
| RMS Type | The type of rights management item. | IPRA (Assessment), Non-Standard Contract, Reporting Statement, Standard contract, Submission (Deliverable), VIO Certificate |
| Scene | Enter the scene, generally thought of as the action in a single location and continuous time. Scenes are generally numbered, but can also be alphanumeric, titles, or phrases. | |
| Scripture Reference | Click Add to enter the scripture reference for an asset that contains or displays visually that scripture. You can add more than one. | |
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Required. Select the volume and book from the drop-down list. | Isaiah, 1 Nephi, 2 Nephi |
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Enter the chapter or section number or select it using the up and down arrows. Note: At this time, if there is more than one chapter or section, you will need to add it separately. | 128, 10 |
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Enter the verse or select it using the up and down arrows. Note: At this time, if there is more than one verse, you will need to add each verse separately. | 3, 6 |
| Season | Enter the associated season for this asset, all aired in the same broadcast period. | 1, 2 |
| Security Classification | Select the security classification for the asset from the drop-down list. For example, temple dedication videos are “Restricted.” Note: Default on import is "Internal." | Public, Internal, Confidential, Restricted |
| Selects In | Indicates whether this image or video clip is a “selected” image in a set. This is supplied when an asset is imported. | |
| Series | Enter and select the series this asset belongs to from the drop-down list. In the metadata view, you can click the blue underlined series to see metadata details. | Mission President's Seminar, Tabernacle Choir on Temple Square broadcast |
| Shoot ID | Currently, this is the Workfront task Reference Number, used to identify a photo or video shoot (located on the right, below who the task is assigned to). Historically this was called the Photo Work Order (PWO) number. | 6763545 |
| Sponsoring Department | Required for a project bundle. Select the Church department or entity who sponsored or paid for this asset’s creation from the drop-down list. You can search by the 3-letter abbreviation (PSD) or the full name. | Asia North, Brigham Young University-Idaho, Family History Department |
| Status (Nuxeo) |
The lifecycle status of an asset. You can change the status (see "Changing Asset Status: Overview").
|
In Progess, Approved, Published, Retired |
| Status (Workfront Job) | The status of a Workfront project. | Approved, Asset Delivered, Canceled, Complete, Current, Dead, Idea, On Hold, Planning, Pre-Close, Rejected, Requested |
| Storyline | Enter and select the scriptural storyline this asset belongs to from the drop-down list. This is primarily used for scripture videos and images, such as Book of Mormon or Bible. In the metadata view, you can click the blue underlined storyline to see metadata details. | Nephi Gets the Plates, Lehi’s Faithful Departure |
| Style Guide | Enter and select the style guide this asset is a template or graphic for. You can add more than one. | Global Visual Library, RootsTech |
| Take | Enter the take, or "version" of a particular shot. Takes of each shot are generally numbered but can be alphanumerical. | |
| Technical Duration | Same as "Duration." The total length of time for a video or audio clip. | |
| Title |
Required. When an item is imported to a workspace, the file name is placed in the Title field. Enter or change the title to a short name for the asset. Use title case. Titles for assets and folders have a 128-character limit.
|
Christ in the Americas, Russell M Nelson Official Portrait |
| Title (Workfront Job) | The title of a Workfront project. In the Workfront Job Information panel, click the title to view the project metadata. | CYD Children and Youth Development Social Media Marketing |
| Translation Parent | The original asset for this translation version. This is automatically added when you create a translation version. In the metadata view, you can click the blue underlined parent item to view it. | (path to file) |
| Version | Create or change the version. Major versions are for published items, such as 1.0. If an item is revised and republished, it becomes version 2.0. Minor versions accumulate as you edit and replace an item. They increment, such as 0.2, 0.3, and so forth. You can set the version (see "Changing the Version"). | 1.2 |
| Visual Orientation | The orientation of the asset. This is displayed by Nuxeo based on the dimensions during import. | Portrait/Vertical, Landscape/Horizontal, Square |
| Weight | This is the file size or a measure of how much data a file contains. This is supplied when an asset is imported. | 3MB, 10GB |
| WF Type | Enter the type of Workfront number entered (as Reference number) when creating a job in Project metadata. | PROJ, TASK |
| Width | The width of a video, in pixels. This is displayed by Nuxeo when an asset is imported. | 1280 |
