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Populating RVA portal metadata fields

Some of the metadata that you capture about your vocabulary in PoolParty can be pulled from PoolParty into the Research Vocabularies Australia portal. Here we provide guidance for capturing rich descriptions of your vocabulary for use in the RVA portal. 

The PoolParty tool allows for the creation of multiple vocabulary ‘projects’ to be created. When ANDS creates your vocabulary management space in PoolParty, we will set up a project workspace in which you may create or manage your vocabulary as a ‘concept scheme.’


Vocabulary metadata

  • Vocabulary Title
  • Vocabulary Acronym
  • Vocabulary Description
  • Vocabulary Licence
  • Vocabulary Creation Date
  • Revision Cycle
  • Note
  • Owner
  • Top Concepts
  • Languages
  • Subjects

Versions metadata

  • Status
  • Title
  • Release Date
  • Notes
  • Access Points

Related metadata

  • Title
  • Email
  • Phone
  • Relation
  • Identifiers
  • Websites


Vocabulary metadata


A title is a human-readable identifying label for a vocabulary. Titles are displayed in RVA and are searchable. A length limit of 80 characters (including spaces) is recommended for compatibility with discovery services, which will often truncate names or collection titles longer than this.



An acronym is an abbreviation formed from the initial components in the title of the vocabulary. 

For example:


Good quality vocabulary descriptions will increase the chances of a vocabulary being discoverable through RVA and other search engines, as well as helping researchers decide if the vocabulary is likely to be useful for them. The following principles are recommended:

  • Write the description for a reader who has general familiarity with a research area but is not a specialist—this will make vocabulary more accessible for cross-disciplinary use.
  • Don't use specialist acronyms or obscure jargon.
  • Don't assume a reader has specialist knowledge.
  • Include important keywords within the text—this makes them accessible for search engines. Inclusion of a paragraph beginning with Keywords: and followed by a list of keywords is acceptable. However, best practice would be to include the keywords as subjects.


The Licence field allows for capture of information about the text of a legal document giving official permission to do something with a vocabulary. The types of licences are sourced from thlicence types used in Research Data Australia. More information about licences in RDA is available here. Research Vocabularies Australia will use Licence information to provide a faceted search option based on licences.


The date of creation of the original version of the vocabulary. Please provide the Creation Date in the following format:


For example:


Revision Cycle refers to information about a regular revision cycle under which the vocabulary develops. This may be provided in definite frequency (i.e. Biannually, Yearly, Monthly, etc.).


Notes provide additional information about the vocabulary being described.


Owner refers to the individual or organisation that owns the particular record in the RVA portal. If this field is left blank, the vocabulary will only be accessible by the account which created it.


You may provide top concepts that appear in the vocabulary. You may provide more than one top concept for your vocabulary.

For example:


A natural language in which the vocabulary is available. You may provide more than one language for your vocabulary.

For example: 


A subject is a term, keyword, classification code or phrase representing the primary topic or topics covered by a vocabulary. You may provide natural language keywords by selecting a Subject Source of "local", Australian and New Zealand Standard Research Classification Field of Research (ANZSRC-FOR) subjects by selecting a Subject Source of "ANZSRC-FOR" or subjects from a vocabulary of your choice by providing the name of the vocabulary in the "Subject Source" field.

For example:

ANDS requires the application of at least one ANZSRC-FOR code to each vocabulary published via Research Vocabularies Australia. The ANZSRC-FOR codes can be found here.


Versions metadata



Information about the publication status of the vocabulary version. Choose one of the following options:

  • Current: This is the current version.
  • Superseded: This version has been replaced or supplanted by an updated version.


A title is a human-readable identifying label for a vocabulary. A length limit of 80 characters (including spaces) is recommended for compatibility with discovery services, which will often truncate titles longer than this.



The date of release of the version of the vocabulary. Please provide the Release Date in the following format:




Information about changes made from the previous version of the vocabulary. 


A digital access point for human or machine consumers of a vocabulary version.

Access Point Type: the type of access point.

Access Point Format: the format in which the access point is available for download.


Related metadata



You may provide information about entities related to your vocabulary, including parties, services and other vocabularies.
  • PartyAn individual or organisation related to the vocabulary. Note: At least one party of type "Publisher" is required.
  • ServiceA database or collection of resources which may use or reference the vocabulary.
  • VocabularyA vocabulary related to the vocabulary.

Once you have chosen a related entity type, RVA will automatically allow you to select any entity that has previously been captured via a type-ahead tool:



If your related entity has not previously been captured in RVA, you may add the relevant metadata at this time.


A title is a human-readable identifying label for a related party, service or vocabulary.

In the case of a related party, please provide a given name and a family name and relevant titles or suffixes:

...or provide an official organisational title:

In the case of a related service, please provide an official name:

In the case of a related vocabulary, please provide an official title:


The email address of the related party, service or vocabulary. For example:


The phone number of the related party, service or vocabulary.

No format is specified. Vocabulary providers may follow AS 4590:2006 Interchange of client information or use custom formats for telephone numbers. Spaces, hyphens, parentheses or the form +61 for Australian country code are permitted.

The ANDS Research Vocabularies Australia portal is available worldwide. Accordingly, inclusion of the international dialling code (61) with all telephone and fax numbers is recommended to support international collaboration.

Formatting examples (not a complete list of possibilities):

Telephone or fax number with country code
61 453276731
+61 4 5327 6731

Telephone or fax number with area code
(04) 5327 6731
04 5327 6731

Mobile telephone number
0416 345 678



Related type of "Party"

  • Publisher

    • An individual or organisation responsible for making the vocabulary available.

  • Author

    • An individual or organisation responsible for developing the vocabulary.

  • Contributor

    • An individual or organisation responsible for making contributions to the vocabulary.

  • Point of contact

    • An individual or organisation responsible for coordinating communication concerning the vocabulary.

  • Implementor

    • An individual or organisation that has made use of the vocabulary.

  • Consumer

    • An individual or organisation for whom the vocabulary is intended or is useful.

Related type of "Service"

Related type of "Vocabulary"



A unique ID for the related party, service or vocabulary. An identifier is a sequence of characters or words that uniquely identify an object within a particular context or the domain of a specified authority. It may be globally unique if the specified authority has a global domain. Identifiers that are useful for discovery, linking of metadata records,  reuse, or to support the functions of the metadata provider, can be recorded, even if they are not unique or persistent.

 If there is a public identifier for an entity, ANDS strongly recommends providing that identifier as a party identifier. This may be a local username or staff ID, ORCID, NLA Party Identifier (Persistent identifier), Scopus Author Identifier, or ThomsonReuters ResearcherID. Please include all relevant identifiers, as this helps in the disambiguation of entities with similar names.

How do I find identifiers?

For example:


The URL of the entity's web page. For example: 


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