Jesse White, Secretary of State and State Librarian
Thanks to all of you who have attended training sessions and are now submitting electronic copies of your agencies’ documents to the Electronic Documents Initiative. The Illinois State Library is pleased to receive your contributions. Look at iledi.org and see how we’re growing!
Dates are important for arranging documents in the depository. They are also important to the user when selecting documents. Several fields record date information in the metadata record. These functions only work if you, the metadata creator, fill in the date fields consistently as designed.
Let’s review the various fields and how they’re used.
Date Created and Date Modified
Date Created (Section 1, Field D) is the date the document was published or issued to the public. If you don’t know the issue date, you may use the date the file was created. This can be found in document properties, or in the source code of a mark‐up language file. You are required to enter only the year, but the more specific the date the easier it will be to separate various versions of the document.
Date Modified (Section 1, Field E) is the date the contents of the document were revised or modified. If the document has not been revised, this should be the same as the date created. If you’re using dates created and modified from documents properties on an electronic file, because those are the closest dates you have, enter them as they appear.
Time Period Your Publication Covers
Section 1, Field F is blank for many documents. It tells the time period covered by the text of the document, and is only used for documents that cover a specific time period, like an annual report. Other examples are compilations of statistics that cover specific years, or directories that cover specific years.
Use a concise phrase to express the time period covered in this free text field. Enter only the time period. EDI display screens will precede the phrase you enter with a word or phrase indicating