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Field Guidelines

The following section provides detailed guidance for each field in the core metadata template including descriptions and examples.

The fieldnames denoted with a * are required fields.

Filename *

Enter name of file. Please include only one object per row, including the file extension in lowercase. Filenames must only contain alpha-numeric characters (a-z, A-Z, 0-9), hyphens (-), underscores (_) or forward slashes (/). If you are depositing shapefiles, or other objects where multiple files make up a single item, please include only one object per row. Further details are provided below under 'Multiple files per object'.

Example:

012345_Archaeological_Site_London_Report.pdf

  • Format - Free text field

Data Category *

Enter the type of file uploaded from the drop down provided. This field has a controlled vocabulary.

Example - Photograph

  • Format - Controlled Vocabulary

Title *

Enter a short descriptive title for users of the ADS and HSDS websites and for ongoing management. Please ensure that this title is unique within your collection.

Example - Land at Archaeological Site, London - Archaeological Evaluation Report

  • Format - Free text field

Description

Enter a short description, expanding upon the title, for users of the ADS and HSDS websites, and for ongoing management. The description may include information about the contents and purpose of the file, along with any dependencies or relationships to other files.

Example - East facing shot of ditch [001]

  • Format - Free text field

Tag

Enter any tags or keywords that describe the content of the item. These descriptive terms or phrases can include particular places, people, time periods (where interpretation allows), or subjects. Please separate multiple terms or phrases with a comma (,).

Example - Roman, Ditch

  • Format - Free text field

Creator *

Enter the names of any individuals you would like to credit with the creation of, or contribution to, this file. Please separate multiple names with commas (,). If the creator has an ORCID please provide the full link in brackets () at the end of the name.

Example - Nicholas Jones (https://orcid.org/1234-5678-9101-1121)

  • Format - Free text field

Enter the person or organisation that holds Copyright for this digital object. If this is a named person please follow the Guidance as for Creator. If the Copyright Holder is an organisation please enter the name followed by (org). Please separate multiple names or organisations with a comma (,).

Example - ARC Company Ltd (org)

  • Format - Free text field

Creation History *

Enter a short description of how this object was created, including what tools/software/processing was involved. Please separate multiple entries with commas (,).

Example - Microsoft Word, Originally scanned using HP scanner 5.6, edited in Adobe Photoshop

  • Format - Free text field

Language

Enter a language if the digital object contains text elements, or integrated metadata. This is not necessary for image content. Please separate with commas (,) if multiple languages are included.

Example - English

  • Format - Free text field

Date File Digitally Created *

Enter the date this digital object was created. If this is a scan or replication of historic works please use the date of the digital creation.

Example - 23/03/2021

  • Format - Date (DD/MM/YYYY format)

Technical Metadata

Enter a filename for any Technical metadata. For specific data types, we require additional technical metadata. Further guidance on technical metadata, including templates can be found on the Technical Metadata pages. If using multiple files, separate with a comma (,).

Example - 012345_ADS_database_metadata_Enviro_v2.xlsx

  • Format - Free text field

Survey Area (Hectares)

For "Geophysics" data type only. Enter the total area of the geophysical survey in hectares. Decimal points are allowed. If 'Geophysics' is selected in Type, then this field is also required.

Example - 3.6

  • Format - Numeric

Embargo date

If you would like specific files to be restricted on a temporary basis, please select a date after which you would like these digital objects to be publicly available. Please note that the length of the embargo period agreed with the ADS or HSDS will depend on the sensitivities of the data involved.

Example - 23/12/2025

  • Format - Date (DD/MM/YYYY format)