EVIA Style Guide
Contents
1. 14 TRANSLATED 1 55 15 LYRICS OR INTERVIEW TRANSCRIPTIONS cccecsececcececcececeuceceuseecuseecuseecuceuceceusuceuseeeuseueeseeeecs 15 GLOSSARY ENTRY VS IN TEXT TRANSLATION cccccscccscecscccscecscecsecscccscencenssensceussensseaecensess 15 15 TITLE TRANSLATIONS 16 LYRICS AND 1 1 5 5 17 TRANSCRIPTION FIELD 17 SEPARATING LINES AND STANZAS 17 REPEATED LINES OR 2 5 17 TRANSLATING TRANSCRIPTIONS 18 REFERENCES EXTERNAL INFORMATION ccccececsccccccccscccsccccccccecscssscccccsccecesesecs 19 GLOSSARY TERMS 19 CITATIONS E E AA A A AA E 20 OTHER VIDEO SEGMENTS ANNOTATIONS2. 20 TEXT FORMATTING 21 ITALICS BOLD AND UNDERLINE 21 NUMBERS NUMERALS wisscsvcsssiscscscsiseecssossedsasssusededsssseccscdsresdessiscsuedseaessssones 22 DATES YEARS AND ERAS 23 DECADES NE 23 CENTURIES 23 TABLES AND CHARTS ices csdsscansicuawsncsavavancdteacan assein te axaciscbevenens 24 APPENDIX 1 ISSUES ABOUT CONTENT 25 BRIEF DESCRIPTIONS dete Gute 25 DETAILED DESCRIPTIONS 25 INTRODUCTION While most of our style preferences are based on Chicago style we do have some style and formatting requirements that are specific to the EVIA Project and may differ from the guidelines with which you are familiar The EVIA Style Guide provides detailed style and formatting instructions for entering and editing annotation text We have tried to cover the major topics in a way that is clear and accessible with examples where appropriate Please read the Style Guide carefully befo
3. Digital Archive Ethnographic Video for Instruction amp Analysis Annotator s Guide PART Il STYLE GUIDE Summer Institute June 8 20 2009 Part Il EVIA Style Guide Table of Contents INTRODUCTION 4 THINKING ABOUT ANNOTATION STYLE AND CONTENT 5 INFORMATION FIELDS WHAT GOES WHERE ccccccccccccccccccccccccccccccccccccecceccescecs 6 COLLECTION 8 HOW TO APPROACH THE NATURE OF EVIA TITLES 8 TALKING ABOUT YOURSELF USE OF I ccssccsscccsccscccsccecccecccsccecccecceccecscecscecees 10 NON ENGLISH TERMS tale alos et 11 a 11 DIACRITICS RR 11 LANGUAGE NAMES 12 GLOSSARY DEFINITIONS FOR NON ENGLISH TERMS cccccececceccceseececeecceuseceuseeceseeceseucecensuees 12 PUNCTUATION AND CAPITALIZATION cscsccccccccscscsccccccccecccsccccccccecccccccscscssccccccsecs 13 GENRES a hatin Se PE BEA 13 SEGMENT HEADERS teak abe 13 TITLES OF SONGS AND OTHER WORKS cccccecsececceceseececeucceuceecuseeceseecseuseceusueeeseeeuseeeeseecess 13 COMMAS SERIAL 14
4. inappropriate to your particular case please confer with a member of the EVIA staff Please do NOT use the first person I End users will be accessing multiple collections a non linear fashion and so it could be unclear who I is and what role they may have played researcher videographer etc Instead please spell out both your name and your role in each new instance of self referencing Subsequent references in the SAME field can be abbreviated but the full identification should be repeated in new fields For example e The researcher Clara Henderson entered the compound after the performance had already begun Henderson later asked the performers to repeat a song that had been sung prior to her arrival and observers noted that the second performance was quite different e Next annotation From her past experience in the church context videographer Clara Henderson was able to determine the best location to set up her camera If you do not wish to include your name a particular instance it is also appropriate to just refer to the researcher 10 NON ENGLISH TERMS FORMATTING PLEASE DO NOT USE ITALICS FOR NON ENGLISH TERMS except as they appear in titles that would otherwise be italicized anyway see Punctuation and Capitalization Titles p 13 We realize that this goes against the grain of conventional practice but we have our reasons Always use plain type for non English terms no italics
5. a teaser and often contain words or concepts that are more time pertinent For example The Answer is Blowin in the Wind Ambiguities of Globalization Musical Flows and Identity in Brazi 3 EVIA collections need to have titles that transcend the timeliness of scholarly trends catch phrases etc Think more of an encyclopedia type of entry For example Carnival Music and Neighborhood Associations in Rio de Janeiro Brazil German American Singing Societies in Indiana USA 4 Finally it is not necessary to include the years of your video footage in your title as that kind of information can go in the collection meta data window However if the time and or era of your video collection is significant to your collection you certainly may refer to it in the title such as u in the immediate years following the Vargas era post colonial Angola in the a years of the former republic etc TALKING ABOUT YOURSELF USE OF I We understand that you may occasionally find it appropriate or desirable to refer to yourself the researcher in a description of video content Please refer to the following guidelines for self referencing Self referencing should generally only occur in the detailed annotation pane not in the brief annotation The brief annotation field should describe what is going on in the video segment without analysis If you encounter a situation where this seems
6. full year no apostrophe as in 1990s or 1830s Please avoid phrases like in the sixties which can be ambiguous in an archival context CENTURIES To refer to a century by an ordinal number please spell out the phrase i e the twenty first century To use a numeric reference follow the same rule as for decades i e the 1700s For example e Although travelers in the 1800s often described the ritual as cannibalistic ethnographers in the twentieth century were able to dispel such rumors 23 TABLES AND CHARTS Please avoid tables or charts if at all possible If for some reason you want to include a table or chart as part of your annotation text ask an EVIA staff member for assistance in exploring other ways for presenting this material If you try to create your own table in the AWB or copy something from MS Word the result will not appear correctly in the end user application 24 APPENDIX 1 ISSUES ABOUT CONTENT BRIEF DESCRIPTIONS Basic description texts should be as clear and accessible as possible They should be at least 4 5 sentences in length and should be written in complete sentences avoid sentence fragments DETAILED DESCRIPTIONS Detailed descriptions provide the kind of in depth background information that helped inform your research perspective They can do the following e Contextualize the particular performance more detail e Expand the description and or analysis e include tex
7. phrase can be associated with a glossary entry You may choose to provide definitions for certain non English terms an explanation of how you re using a particular theoretical concept or even short bios for people or groups bands ensembles that appear frequently in your video You can also create embedded glossary terms in which a linked term appears within the definition for another entry Glossary term definitions should follow all style guidelines provided for other types of annotation text Please see the AWB User s Manual for detailed instructions on creating glossary terms 19 CITATIONS Citations should be used sparingly since the text of your annotations should be directly descriptive of your video content and for the most part should not come from third party sources However we realize that there may be instances where it is useful to cite external sources or other publications that you have authored Rather than attaching a citation to a long text string or title we ask that you first create an in text reference in Author Date format Smith 1992 or Jones 2004 Then use the Citation function to link this reference to more detailed bibliographic information Please see the AWB User s Manual for detailed instructions on creating citations OTHER VIDEO SEGMENTS ANNOTATIONS When appropriate you can create cross referential links to other video segments in your collection This allows you to make anal
8. DESCRIPTION Expanded background contextual or analytical information up to 1 20 pages Segment metadata window Detailed Description tab GLOSSARY TERM A descriptive glossary entry for a Segment metadata window word or phrase that appears in your Glossary button in Basic annotation text Metadata and Detailed Description tabs CITATION An extended reference to an Segment metadata window external published source to Citation button in Basic supplement in text references in Metadata and Detailed Author Date format Description tabs CONTROLLED VOCABULARY Approved subject terms applied to CV window and Segment video segments that facilitate searching browsing and cataloging metadata window Controlled Vocabulary tab PARTICIPANTS Individuals or groups that appear in Segment metadata window a video segment Participants tab TRANSCRIPTION Text of a spoken or sung performance interview in the language of performance Segment metadata window Transcription tab TRANSCRIPTION TRANSLATION Translation s of a spoken or sung performance into English or language s other than the language of performance Segment metadata window Transcription tab TECHNICAL PROBLEMS Problems during recording that affect the audio or video quality for a portion of your video Segment metadata window Technical Problems tab COLLECTION TITLES Th
9. d fail to kill him right away Mauro utters a final wish Ah malhaya mi pistola Ah if only had my pistol los ensenaria matar would teach you how to kill The corrido poet heaps disdain on those who disposed of Mauro characterizing them as gallinas hens which carries the same sense as chickens or cowards in English Rafael Meza Alvarez a helpful elder of the coast had several encounters with Mauro Lorenzo in the area around Treinta and remembers him as a friendly but incorrigible fellow who travelled by night sometimes removing his clothes and taking off across country to avoid detection by the authorities and who worked calmly in an area only to disappear one evening with his neighbors best mules and horses 26
10. e more appropriate e Any longer translation more than 4 5 words roughly should become a glossary entry regardless of its relevance to your collection IN RUNNING TEXT Parentheses should be used to enclose any translations or glosses you choose to include within the annotation text For example e The aesthetic of qwugnt relaxation is held as the ideal for performance e Women often sing while cooking xifan a type of rice porridge for the morning meal Please note that brackets are ONLY used within parentheses or in quoted matter where the bracketed text is not part of the original quote For example 15 e He asked Said the lead ud lute player about the tune s arrangement e Joe told his guitarist to play like you re in Riverside a local church TITLE TRANSLATIONS If providing a translation for a title that is in quotes i e a song title the translation should be enclosed in parentheses that are outside the quotation marks quotation marks should NOT be used inside the parentheses The translation should be capitalized appropriately as a title For example e He sings a song entitled Avatroga Bird Watcher However if the translation is an official part of the song title the parenthetical translation should be contained within the quotation marks For example e latest album by the band lists a song called Keidas If providing a translation for a title that is in
11. e titles that currently accompany your collections were assigned for the purposes of library cataloging However we would like to move away from the laundry list approach and dryness of these titles and so you will need to re title your collection as you would like it to appear on the website As can be seen below the titles assigned by the Archives of Traditional Music are more functional than descriptive Also notice how they do not reference the type s of music or performance s present in the video footage If you are happy with your title as it presently appears on the website then merely apply these changes to your collection title in the Annotator s Workbench Examples of Titles that were assigned for the ATM cataloging process are as follows Jon Kay United States Indiana Fort Wayne Morgantown Indianapolis Iranian Americans Irish Americans Anglo Americans 2005 Alan Burdette United States Indiana and Ohio German Americans 1991 2000 HOW TO APPROACH THE NATURE OF EVIA TITLES 1 You should definitely hint at the content of your collection in your title by including the general location of the video footage And it also should refer to the genre s analytical focus and or the particular ethnic culture group s that you focused on 2 Try not to be too clever and or rhetorically trendy as we want to avoid potential problems associated with the article model Articles in journals often have titles that function more like
12. ed as self contained units Err on the side of redundancy and try to avoid thinking of your collection as a series of temporally sequenced segments or as a running narrative Instead provide adequate description in each segment and contextualize content through the vertical level hierarchy Event gt Scene gt Action keeping in mind that you do not have to repeat Event information for each Scene contained within that Event You can also contextualize content through the use of glossary entries citations and cross referential links INFORMATION FIELDS WHAT GOES WHERE TYPE OF INFORMATION DESCRIPTION WHERE IS IT COLLECTOR BIOGRAPHY Brief biographical statement approx 1 paragraph Collection metadata window Collector Information tab COLLECTION DESCRIPTION Concise abstract for your 10 12 hours of video including main events themes performances and performers max 3 4 paragraphs Collection metadata window Collection Information tab DATE Collection or segment begin end Collection and segment dates metadata windows Collection Information and Basic Metadata tabs respectively SEGMENT TITLE A unique header line for your video Segment metadata window segment Basic Metadata tab BRIEF DESCRIPTION Should be as clear and accessible as possible and approximately 4 5 complete sentences in length avoid sentence fragments Segment metadata window Basic Metadata tab DETAILED
13. etc 1 000 23 560 If a number begins a sentence it is ALWAYS spelled out Broad numeric estimates are usually spelled out i e hundreds thousands millions Use numerals for measurements 12 km and ages 10 years old Also use numerals for decimals For percentages always use a numeral but spell out percent Spell out all ordinal numbers i e first second twenty third Some examples for reference e Twenty of the choir members wore black but only two wore white e There were 15 or 16 instruments in each ensemble e In addition to the 1 345 people inside the venue hundreds more were dancing outside e Wecalculated an average speed of 10 2 mph e Nearly 9 percent of the population smokes cigarettes e Her mother was 92 years old but this was only the tenth time she had participated 22 DATES YEARS AND ERAS Collection and segment dates should go in the date field in the appropriate Metadata window not in the segment header Dates in the date field should be formatted as e 20 June 2006 e June 2006 e 2006 If you need to refer to a date in your annotation text please format it as 25 November 1975 Do not abbreviate the name of the month Always use the full year i e 1975 please avoid relative dating schemes and abbreviations like in 75 For date ranges please use the full date in both positions i e 1985 1992 1985 92 DECADES Indicate decades by adding s after the
14. fference between a brief description and a detailed description although the brief description here is a little lean and could contain a bit more information Scene Mauro Lorenzo Brief Description Dueto Capullo and Alejandro sing a local corrido Mauro Lorenzo about an outlaw along the coast who is brought to vigilante justice Those who kill him are called gallinas chickens because they did not face him in a square battle The lawyers looking for Mauro make an interesting pledge in the song We will pay his weight in paper bills for him Detailed Description Mauro Lorenzo was an outlaw of some notoriety on the coast The corrido tells of his capture and execution As the corrido poet tells it Mauro had travelled to the state capital and had even spoken with the president of the nation in Mexico City in an effort to secure his future but it all came to naught when his enemies took him prisoner and conducted him down the coast in Rub n s car The bait for his capture is said to have been Mauro s weight in peso notes His captors who are presented as licensiados or lawyers take him from one town to another on the Costa Chica in an effort to find someone with enough of a grievance against Mauro to complete the execution After passing from San Marcos to Las Vigas en route to Cruz Grande at last they come to Las Crucitas where the brother of one of Mauro s victims is only too willing to finish him off When the shots fire
15. ions LANGUAGE NAMES If you are referring to a language that might have several different names i e Swahili vs Kiswahili vs kiswahili please try to match the way it is listed in the controlled vocabulary If you feel this is inappropriate in a particular situation please confer with a member of the EVIA staff GLOSSARY DEFINITIONS FOR NON ENGLISH TERMS You may wish to define a non English term as a glossary term and attach a definition Terms designated as glossary terms will appear as hyperlinks in a grey underlined font Instructions for creating glossary entries are available in the AWB User s Manual Also see the section of the Style Guide entitled References to External Information p 19 12 PUNCTUATION AND CAPITALIZATION GENRES Genre names should NOT be capitalized The only exception might be a common use abbreviation like R amp B however rhythm and blues would be lowercase SEGMENT HEADERS In event scene action headers only first word proper nouns and titles should be capitalized For example e Nightclub performance featuring African All Stars e Interview with Joe Smith and other members of his band If your segment header contains a song or album title please refer to sections on Punctuation and Capitalization Titles below and Translated Material Titles p 16 Please do NOT include dates in your segment title Dates of segment content should be indicated in the Begin End Da
16. italics i e an album title the translation should be enclosed in parentheses and should also be in italics The parentheses themselves are not italicized unless the translation is an official part of the title For example e Onthe album Laoshi Teacher the popular musician uses lyrics that are full of political commentary e Consultants indicated that nobody liked the new album Una Mas One More 16 LYRICS AND TRANSCRIPTIONS TRANSCRIPTION FIELD If a video segment contains significant spoken or sung text i e an interview excerpt song lyrics etc you may want to provide the text for the end user to read Single words or brief phrases 3 4 words can be provided within the annotation text but anything longer than that should go in the Transcription tab of the Metadata window Text in the Transcription tab should be in the ORIGINAL language heard in the video The Transcription field is designed to be used for blocks of significant text and NOT as a kind of closed captioning for all spoken material in your video Please see the AWB User s Manual for detailed instructions on entering a transcription SEPARATING LINES AND STANZAS Line breaks should be created using a hard return Enter key Stanza breaks or section breaks should be created using a double hard return hitting Enter twice Please do NOT use dotted lines or other dividers to separate lines or sections REPEATED LINES OR STANZAS If a
17. line of text is repeated as in a song lyric please type out the line in full each time it appears Please do NOT use designators such as 2X 17 TRANSLATING TRANSCRIPTIONS After you have provided a transcription in the ORIGINAL language you may wish to provide one or more translations to render the text into English or another language You can do this using the Translate feature located in the Transcription tab of the Metadata window Please follow the same rules provided above for separating lines sections or indicating repetitions in your translation Please see the AWB User s Manual for detailed instructions on entering translations 18 REFERENCES TO EXTERNAL INFORMATION When entering annotation text you have the option to create special links which provide more information about your content glossary entries citations or links to related video segments in your collection In each case you can attach the link to any word or text string that you have entered in a given pane A given word or text string can only support ONE type of link for example the same word cannot function as both a glossary term and a link to another segment If you assign a second type of link the new type will overwrite the old Therefore if you wish a sentence to contain more than one type of link you will need to assign the link s to different words or different text strings within that sentence GLOSSARY TERMS Any word or
18. no bold no underline Please do NOT enclose non English terms in quotation marks either except in the very specific situation when a word or term is being introduced or defined when the word term is referred to AS a word or term For example e The term social dance has certain implications e inthis society the word asdfjkl encompasses numerous meanings e The verbs warty zxcvm both translate loosely as to dance DIACRITICS The Annotator s Workbench provides for the insertion of diacritics from a variety of Roman character based languages When typing in descriptive text areas simply press F2 and a menu will appear displaying the currently selected language category and its diacritics symbols Change the language category if necessary and the menu will now appear with all diacritics symbols for that language category Selecting the diacritic from the list will insert it into the text at the cursor location replacing any highlighted text To insert the capital version of the character simply hold down the shift key while making your selection 11 If there are missing or needed diacritics symbols notify one of the EVIA staff and we will add those to the Workbench For languages that are not based on the Roman character set Arabic Chinese etc use your operating system s input method editor to type text in these languages It is crucial that diacritics are consistent throughout your annotat
19. re beginning to annotate and please keep it close at hand for reference during the annotation process Do not hesitate to ask an EVIA staff member if you have questions about style and formatting THINKING ABOUT ANNOTATION STYLE AND CONTENT When developing an overall approach to annotating your collection it is important to keep in mind the ways in which end users will access and use your annotated video The most important aspect of end user access is that it is NON LINEAR or non narrative In other words a user search will pull up multiple scenes from multiple collections out of temporal context S he will not necessarily see the previous scene in your collection and s he might view your scenes mixed into a sequence comprised of scenes drawn from other collections other geographic areas etc There is also no guarantee that scenes will be viewed in order As an annotator you will likely be working through your own collection a linear fashion and might think But I just described that two scenes ago An end user however is not approaching the material in the same way where you might feel you are repeating a description the end user will be reading it for the first and perhaps only time While an end user WILL see relative Event level information for a given Scene s he will most likely NOT see the information for the previous Scene in your collection For this reason annotated segments should be conceiv
20. t from your fieldnotes Example that shows a clear and sufficient level of description at the Scene level remember captions in the brief description should be written in complete sentences Scene Solo shout song performed at night 3 00 am Brief Description Part of Suya ceremonial activity is for a man to put on his ceremonial ornaments and walk in a large circle around the center of the village plaza singing shout songs akia from late afternoon of one day all night to just before dawn of the next Often a member of one moiety will sing one night and a member of the opposite moiety will sing the next night Some of a man s friends will usually keep him company and keep a small fire burning in the men s house where he rests from time to time Except for a small fire the entire village is completely dark its residents listening to the singing as they lie in their hammocks At around 4 30 am after the rise of the morning star the adult men will sing a pre dawn seasonal unison song while the man sings his shout songs Then the solo singer will return to his house and silence will descend once more on the village In this scene the changing volume of the singer s leg rattles and the changing voice quality indicate his progress around the circle At one point in the recording his friends sittinging in the men s house can be heard singing his song under their breath 25 Example that illustrates the di
21. te field in the Basic Metadata tab TITLES OF SONGS AND OTHER WORKS In general song titles are given in quotation marks while the names of albums or longer musical compositions are in italics Non English song titles should simply be in quotes both English and non English album titles should be italicized 13 COMMAS SERIAL Please use serial commas this means that a comma SHOULD appear before the final conjunction in a list For example e She spoke of song dance and instruments e The band s leader refused to change update or improvise on the traditional song lyrics DASHES To format an em dash please find and copy it from the Character Map see instructions for Diacritics in the previous section Please do NOT use two hyphens in place of an em dash 14 TRANSLATED MATERIAL LYRICS OR INTERVIEW TRANSCRIPTIONS See section on Lyrics and Transcriptions GLOSSARY ENTRY VS IN TEXT TRANSLATION You may occasionally find it tricky to determine if a term should be translated with an in text gloss or by creating a glossary entry Here are some guidelines to help you decide e appears frequently in your annotations or refers to a concept that is important for understanding your video materials it should be defined using a glossary entry appears isolated instance or is not really relevant to your collection as a whole you may find an in text gloss to b
22. ytical comparisons or contrasts within your collection This feature should be used judiciously and should NOT be used as a replacement for the entry of descriptive information in any segment since all end users will not necessarily follow all of the links Please see the AWB User s Manual for detailed instructions on creating links to other video segments 20 TEXT FORMATTING The text panes in the AWB function like simplified word processing applications similar to MS Word However functionality is limited to basic tools such as Italics Bold and Underline Please see the AWB User s Manual for instructions on applying text formatting ITALICS BOLD AND UNDERLINE The majority of your annotation text should be in plain font without the use of italics bold or underline Italics should only be used according to the guidelines established earlier in this Style Manual i e NOT for non English terms in certain types of titles etc Please review these guidelines and ask an EVIA staff member if you still have questions The use of italics or bold font for emphasis is discouraged and should be employed sparingly Underlining should be avoided as much as possible since its similarity to hyperlink formatting conventions could be confusing for end users 21 NUMBERS AND NUMERALS Spell out numbers between one and ten use numerals for 11 and higher Use commas where appropriate in thousands tens of thousands
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