More Guidance for Formulating Content Descriptions

This page is intended to supplement general guidelines for content descriptions; in some cases, there may also be collection- or material-specific guidelines that already have additional suggestions and examples, including:

(See the full list of guides in the left-hand menu.)

Purpose

The best place to start thinking about how to write a content description is to consider what purpose it serves. Mainly, it is intended to help a user determine if an item will be useful for their purposes, or contains the information they are seeking. In library parlance, we talk about user tasks and how item records assist a user to (1) find materials, (2) identify which items may be useful, (3) select the most appropriate options, and (4) obtain those books/items. Digital libraries collapse some of those steps by providing immediate access, but when a user is researching or looking for something specific, it can still be difficult to look at a list of hundreds of search results and identify the most likely options.

One thing to remember is that the purpose for an item may not be the same for every user. For example, multiple people might find the same image of a house useful in different ways such as:

  • an image of an architectural feature

  • context for genealogical research into owners

  • an example of a photographic format or technique

  • color ideas or images for an artwork

  • landscaping ideas

  • handwriting samples (if something is written on the back)

There is no expectation that we can guess every possible use-case or incorporate all of them into a content description. But the general idea is to describe the overall content in a neutral way so that most users would be able to tell if the thing they need is likely to be in the text or image of that item.

Other general considerations when thinking about what to include:

  • Content descriptions display in search results and are part of the harvested information shared with DPLA, etc. (sometimes this is the primary text a user is looking at to determine usefulness)

  • For an image or handwritten materials, only the information in the record is searchable vs. printed text in which the full-text of the item is also searchable

  • A description should mention anything significant or out of the ordinary, but not every single detail; for most items, a description should not take more than 5 minutes or so

  • Generally try not to repeat information from other fields (creator, subject, coverage, etc.) unless it serves a specific purpose or is central to the content

  • Even though a description should start with the type of item, try to avoid short, choppy sentences

The next sections give more specific examples and suggestions based on material types.

Text

In some ways, text can be easier than images, because it usually has a coherent topic and published items likely have some kind of description already. The challenge is summarizing in a way that is helpful for users.

Book, report, article, paper, book chapter, review, thesis/dissertation

Notes

Examples

  • In some cases, it could make sense to quote or copy a published abstract, introduction, or blurb description

  • If you copy information from the item, always label and/or cite it to be clear that it is not editor-created text

  • Here are some reasons copying text might not be appropriate:

    • The text is very long and won’t display well in search results

    • The abstract/blurb summarizes the topic – like an executive summary – but not the kind of information in the text (e.g., data vs. analysis, personal narrative vs. objective biographical information, etc.)

    • There might be value in summarizing or re-phrasing the content to supplement the full-text instead of duplicating it

Abstract: A review of all work on uranium hydride published in the CC, CT, CN and CE reports to January 1, 1944, is presented. Some additional information not yet published has been included, so this report includes all data known from the above sources and at Ames to the above date. This report supersedes all previous report on uranium hydride coming out of the Ames laboratory.

Partial abstract: “This report presents the results from the second year of research work investigating issues with flexible base acceptance testing within the Texas Department of Transportation (TxDOT)…. Based on the findings, this report presents a modified construction specification for flexible base and a draft test procedure for using the [dynamic cone penetrometer (DCP)] for compaction acceptance.”

  • When creating a new description, it is generally helpful to look at any front matter (foreword, abstract, introduction, table of contents) and any other description (e.g., on a book flap or back cover) to get a sense of what is included

  • Try to describe both the topic and the kind of information a user would find in the text, for example:

    • Is it a summary, synthesis, or analysis of data or a longer report/text – like a brief report or executive summary?

    • For a technical-type of report/article/thesis:

      • Is it describing an experiment/study?

      • Does it include actual data or results?

      • Is there analysis/discussion or only data?

      • Is it a progress report or part of a series about a broader topic?

      • Is it an introductory text providing a survey of literature, a bibliography, or general explanation of a topic?

    • For a non-technical report (e.g., annual report, financial reports, etc.):

      • What unit/level is being described – a whole agency (e.g., Department of Agriculture), a specific unit (e.g., Division of Statistics), a program or grant-funded initiative, etc.?

      • What kind of content is it – a description of activities and accomplishments, data or financial records, analysis of operations (e.g., for a sunset review), summary of survey results, a progress report providing updates, etc.?

      • What period is covered? One year, multiple years; fiscal period(s), academic or calendar year(s), etc.

      • Is there any introductory or background information, e.g., the history or organizational structure of the agency, organization, unit, etc.?

      • Does it include multiple parts, e.g., an auditor’s report/statement and the original financial report?

      • For regularly-occurring reports, also see: Serials

    • For a general book/essay/article/etc.:

      • What is the genre or overall content, e.g., autobiography, fiction, compilation of essays, general non-fiction about a specific topic, etc.?

      • What topics are covered? (A table of contents may be helpful for this.)

      • Is there anything specific about the scope or topic that is important to note?

      • If it is a review (i.e., an article reviewing a book, movie, resource, etc.), what is the item being reviewed and is there anything of significance about the item’s author/creator or content? Does the review provide in-depth analysis or commentary? Is there a “rating” or anything specific about the review that is helpful to know?

    • Other general information:

      • Is it a part/volume of a larger body of text? What information/data/etc. is in this specific part? (It may be appropriate to describe the topic generally and then the specifics for that volume.)

      • Does it have an index and/or any appendices that seem significant to note?

Report analyzing data from the 1960 census to provide recommendations about areas in Dallas that are stable and healthy versus those that showed signs of deterioration and might require additional evaluation and improvements to housing and infrastructure.

This report provides sources for finding quotes for use in speeches. The resources are divided into three categories: (1) General Quotations, (2) Americana, and (3) Religion.

Research paper written by Danny Roman about a plane crash that happened in 1919 in Marfa that killed Benito Viscaino, Jr., and Augustin Viscaino. The paper was written for a class at Marfa High School in 1978.

Article discussing the near-death experience (NDE) of George de Benneville during the 18th century, regarding his autobiographical account of the religious vision he had during his experience. It also compares the account to other ancient and modern NDEs.

Report discussing a set of tools and options for Texas Department of Transportation (TxDOT) personnel regarding timely vegetation establishment to meet Texas Pollutant Discharge Elimination System (TPDES) regulatory requirements, minimize project delays, and help reduce long-term costs in vegetation development and management.

Revised field guide, organized as an easy reference book to gas stations in Texas, addressing the history and development of gas stations and oil companies operating in Texas and discussing registration requirements for gas stations. This version includes a company branding guide, a matrix of gas station evolution over time, and expansions of various other sections.

Summary version providing highlights from the annual financial report of the Teacher Retirement System of Texas documenting income, expenditures, and other relevant financial information for fiscal year 2025.

Personal memoirs of Ann van Wynen Tomas about her time in the U.S. Foreign Service during World War II, serving in South Africa and later at the Dutch Government in Exile, in London.

This volume about Bosque County includes introductory material about the history and geography of the area, community histories, and family histories with genealogical information. Index starts on page 788.

Book outlining the early history of medicine and of medical societies in Texas, along with brief biographical sketches of prominent physicians by county. It includes excerpts of newspaper articles, association meeting minutes, and other sources documenting practices over time.

First part of the Financial Allocation Study for Texas (FAST), a project to study school districts and campuses find better ways of allocating resources. This section contains an executive summary of the project and results.

Review of Anita N. Martinez Ballet Folklórico’s production of “A Tale of Two Quinces,” including an overview of the plot and analysis of the play’s themes as well as statements related to the venue.

Yearbooks, newsletters, journals, other serials

  • Note that there are guidelines specifically for Serials and the description for a serial will generally be essentially the same across item records

Notes

Examples

  • It may also be helpful to consider/note:

    • if there is an index

    • if there are advertisements (this may also be handled as subjects)

    • if there is anything unusual for the type, like a “yearbook” for a class that does not occur annually (e.g., flight schools, police academies, etc.)

    • if there is a significant topic or if it is a “special issue” and may be different than the usual content

Book documenting the 1944 class of pilots at Cimarron Field in Oklahoma City, Oklahoma. It includes graduating students, instructors, and other information about the class and the program.

Special issue of a quarterly publication of the Texas Historical Commission featuring the discovery, history, and recovery of the La Salle shipwreck, including a brief description of La Salle’s 17th-century expedition to Texas, a description of the fate of the ship, a short bibliography, and donation requests.

Pamphlets, booklets, flyers, etc.

  • For some booklets or pamphlets, it may be appropriate to follow the guidance for book-like items; for our purposes a “pamphlet” is 50 pages or less and a book is >50 pages, but the content may still be a report or description of a specific topic (and may have multiple sections or a table of contents)

  • If the content is more similar to another type (e.g., newsletter, report, catalog, etc.), review the most appropriate section to describe that particular item

Notes

Examples

  • More specific types of items:

    • For event programs:

      • What information is included? Is it just the list of events, or other topics, like: background information; biographies of cast/performers; synopsis of a play; lists of performers, donors, organizers, etc.?

      • Does it contain advertisements? (This may also be handled as subjects)

      • Are there multiple dates, locations, etc.?

    • For informational pamphlets:

      • What section headers/information are included?

      • Does it include data (e.g., tables or graphs)?

      • Are there important diagrams, maps, etc.?

      • Is there contact information?

Program for activities at the Johnson County centennial including a list of people in the royal procession and a summary of the drama about the history of the county, with a list of participants and descriptions of each act.

Bulletin listing the order of service for Mother’s Day at Beth El Congregation in Fort Worth, including prayers and hymn numbers.

Funeral program for Mrs. Belzora Teague, born August 13, 1926 and died December 18, 1976. The funeral was held December 23, 1976 at Antioch Baptist Church, officiated by Rev. J. J. Rector. Funeral arrangements were made through Carter-Taylor Mortuary, and she was buried in Fort Sam Houston National Cemetery near San Antonio, Texas.

Pamphlet providing an overview of the town of El Paso and brief descriptions of missions and tourist spots in El Paso and its counterpart, Juarez.

Document answering frequently asked questions about toxicity factors and human health, including air monitoring and other testing methods, cancer rates, and the staff toxicologists.

Letters

  • Note that there is a special guide for general correspondence including letters and materials with similar content (like e-mails and telegrams)

Notes

Examples

  • Things to consider:

    • What is the general content, e.g.: personal news (like family members catching up), business letters about specific orders or arrangements, legal correspondence about particular actions being planned (but not formal legal documents), announcements or organization news (e.g., sent to all members of a group?

    • Is there anything special or significant? Does the letter focus on something in particular or general news?

    • Are there any people/places/events that are important to the substance of the letter?

    • Are there attachments or enclosures?

Letter from Catherine to her husband Joe discussing news from home, including a visit with Joyce who stayed the night and went out with her, questions about his missions based on a previous letter, and missing a visit from Dan J. who was home briefly but will be back in January.

Letter from Policarzo Martinez to the Laredo alcalde, informing him of three female fugitives.

Form letter from a constituent in Houston asking Barbara Jordan to support legislation related to FDA regulations for vitamins and supplements (H.R. 643) along with a reply from Jordan saying that she has been supporting legislation to review the proposed regulations and suggest less stringent alternatives.

Letter from the Congregation Adath Yeshurun president to congregants discussing the annual general congregational meeting, including the meeting agenda, financial report, and a list of the current members of the board of trustees.

Clippings

  • Clippings can generally refer to any piece that has been removed from a larger text, but can vary in scope, e.g., an article cut out of a newspaper and a whole newspaper page (not a full issue) would both be labeled as clippings

Notes

Examples

  • In most cases, if there is a “primary” content (e.g., the clipping was removed for a specific image/article), the description will be very similar to any other article:

    • What is the broad topic of the content? Is it covering a specific person, place, event, etc.?

    • Does it include background or analysis?

    • Is there data? Important images (graphs, maps, etc.)?

  • Aside from the primary content, you should also briefly address any other content, such as:

    • Advertisements (e.g., in magazine pages, on the back of a newspaper clipping, etc.)

    • Portions of other text/articles/images

  • If a clipping is more substantive than an article, describe the whole content rather than focusing on one part; this will likely be a more generic overview unless there is something significant

Newspaper clipping with two images of the “Herff Twins” Juanita (Mrs. Guy Chipman, Jr.) and Carolyn (Mrs. W. G. Kennon, Jr.) taken when they were students in Boerne at top, and later as married adults below. The caption text explains that the women are deeding family land to Boerne for educational uses.

Photocopy of a newspaper clipping providing an editorial commentary about methods used by law enforcement and the broader legal system financed by “anti-crime” laws and whether those methods actually affect the underlying causes of crime or address the crimes that most directly impact members of a community.

Article describing an Eta Beta celebration of the completion of James and Virginia Marshall’s “Rediscovery of the Elements” with photograph from the event. Three other articles appear on the right side of the page as part of the “Collegiate and Professional News” section.

Front page of the Daily Ardmoreite for June 21, 1972, including stories on the Animal Shelter, retirement of Ancel Graham as Court Clerk, and combination of city departments to form the Public Works Department. The back of the page includes continuations of several front page stories as well as an article about presidential candidate McGovern, upcoming funerals, an obituary, and several ads. There are handwritten notes at the bottom of the second page related to the city department story.

Patents

  • Note that there are special guidelines for patents that include more specific information

Notes

Examples

  • It may be helpful to quote a portion of the description if it is clear and succinct; otherwise, it may be more appropriate to rephrase/summarize

  • Generally consider:

    • What is the concept of the patent? Is it for a whole machine/device or a component part?

    • Does it fall into a general category of usage, like agricultural implements, railway parts, home appliances, etc.?

    • Is it a brand-new invention or a modification of a previous design?

    • Do the sections at the very beginning or very end mention specific goals or improvements? For example, changes to make a device more efficient, easier to use/store, etc.?

Patent for improvements to cotton and cotton-seed presses that uses a combination of pulleys with a screw “to produce a very powerful press in which the follower is operated by four sets of toggle-joints, two of which are operated by a screw and the other two by a rope and tackle, so as to produce twice the amount of power usually exerted in toggle-joint presses” (lines 23-29).

Design patent for a rosary watch-chain that includes strings of beads, hearts, an image of the “Virgin Mary,” and a watch-key in the shape of a crucifix. There is no accompanying illustration.

Patent for a new and improved dynamometer for locomotives for indicating traction power by using the movement of water or other liquid under pressure to feed information to a gauge.

Miscellaneous Text

  • This category is used for any items that don’t fit in a more specific type (pamphlet, correspondence, legal document, etc.) and are primarily or solely text based

Notes

Examples

  • First, what “kind” of thing is it? For example:

    • Bill, receipt, invoice, check, or other financial document

    • Envelopes with no correspondence or other content

    • Agendas, minutes, or organizational notes

    • Resumes, biographical statements, other personal histories (not interviews or articles)

    • Inventories, itineraries, lists, etc.

    • Handwritten or typed notes (personal, class notes, etc.)

    • Text entries removed from books or sources that do not qualify as “clippings” (like diaries or ledgers, which would be “books,” if intact)

  • What is the general content?

  • Does it have a specific purpose or scope (e.g., itinerary for a particular group on a trip to {location} for {event})?

  • Is there any (brief) context that would help users, especially if there is little content (e.g., handwritten notes related to class assignments)

Envelope addressed to “Mrs. J. P. Osterhout,” Junia Roberts Osterhout, in Factoryville, Pennsylvania. The envelope is postmarked for October 30, 1879 from Belton, Texas.

Hotel and bar bill from Brenners Park Hotel listing itemized charges and the total cost.

Itinerary for a trip taken by Mr. and Mrs. William A. Bonnet, partially accompanied by Dr. Edith Bonnet. This itinerary covers the departure/arrival cities as well as the times for both, hotel accommodations, and activities do once they reach their destinations.

This document includes journal entries from April 4 to April 11 in an unidentified year. Moore writes about a camping trip that is cut short by a “norther.” The cold and snowy weather damaged the wheat and corn crops. He details his trip into McKinney in the snow and the snowball a group of boys were rolling in town. The next morning, on the 12, the winter weather had cleared up and by noon the snow was nearly all gone.

Check made out to James Baker for the amount of $250.00, signed by K. K. Legett.

List of foreign coins in a collection, including dates and countries of origin for each. The list is written on a piece of stationery from the Boscobel Shetland Pony Farm in Denton, with the pony farm’s proprietors listed along the top, and a photograph of a pony printed at bottom left. The list extends to the back of the paper.

{Other resource types to be added soon.}