CLDs in practice
Creating individual CLDs
A collection level description uses a structured format to hold a variety of details about a collection. Data held in a collection level description can be divided into several areas. Diagrammatic view
These elements hold the basic description of the collection. These comprise the formal title of the collection, a freeform description, an indication of collection strength, and specific details of the collection parameters - it may relate to a geographic area, or materials produced in a specific time period. The description can vary in length from a single sentence to several paragraphs. In addition, further descriptive data is held in elements which are used as access points.
Some elements in collection level descriptions provide access points for indexed searching. In addition to headings or keywords, other possible access points are names, places and times associated with the collection, language, physical characteristics, target audience and educational level of materials.
These elements contain data about relationships. The collection may be part of a larger collection, or itself comprise a number of smaller collections. A catalogue is a collection (of catalogue records) describing another collection (a library). There may also be relationships between a collection and published material.
A range of information is needed about access to the collection. Are there any restrictions as to who can use the collection - accredited researchers, members of an institution, people registered as blind or partially sighted, people with permission from the owners of the collection? Are charges made for using the collection? When can the collection be visited and must visits be pre-arranged? Is the collection only accessible during certain time periods - for example, a special school collection may not be available during school holidays. Who do you contact about using the collection and what are their contact details?
Some data under this heading is of interest to the user as descriptive data but collection owners may also require data for management purposes. These elements record who originally collected the materials, whether the collection is still being added to, and the method and extent of additions. Collection managers may also need to record restrictions on the use of collections - in some cases, users may be able to consult items but not photocopy them.
Related people and organisations
There are several ways in which people and organisations may be associated with a collection. One individual or organisation may be related to the collection in several ways.
For a physical location, record the name of the location, its postal address, post/zip code and country, and the URL for the organisation (e.g. the institutionís home page). For a digital collection, record the URL for the collection.
See some examples of collection level descriptions and schemas