KwaZulu-Natal Heritage Preservation Initiative


How to use

  1. Introduction

The KwaZulu-Natal Heritage Preservation Initiative comprises of material from across the province of KwaZulu-Natal, South Africa and the International community. The KZNHPI database consists of content from within Government repositories, independent organizations and Archives.

We are hoping that the KZNHPI portal will become a single access point to millions of historical images, oral interviews, video recordings, books, paintings, films, museum objects and archival records that have been digitised throughout KwaZulu-Natal or relates to the province. It is an authoritative source of information coming from KwaZulu-Natal’s cultural and archival institutions.

At KwaZulu-Natal Heritage Preservation Initiative, we are on a mission to transform the way people see and access culture heritage in South Africa. We want to build on KwaZulu-Natal’s rich heritage and make it easier for people to use, whether for work, for learning or just for fun.

Our Core Vision

“To digitally preserve and capture both the documentary and unrecorded heritage of the Province of KwaZulu-Natal for the benefit of the present and future generations” and to “be a source of enduring knowledge accessible to all, contributing to the cultural, social and economic advancement of the Province”.

  1. Metadata scheme
Title Identifying phrase or name given to the uploaded content. If no known title is available, a descriptive title constructed by the cataloguer should be used.
Headline A headline is a brief publishable synopsis or summary of the contents of the content or object. Like a news story, the Headline should grab attention, and telegraph the content of the image to the audience. Headlines need to be succinct. Leave the supporting narrative for the Description field. Do not, however, confuse the Headline term with the Title term.
Object Identifier An Object identifier describes the nature or characteristic of a object, not specifically its content. It gives a brief indication of what the object represents. This field will be controlled by a preset list of classifications as developed by the KZNHPI. This field can only be represented by one entry on the system.
Creator Name of the individual, group of individuals, corporate body, cultural group, or other entity that contributed to creating, designing, producing, manufacturing, or altering the work. May include biographical information (nationality and birth and death dates) and roles when relevant. Multiple creators should be separated by a semi-colon.
Content Owner The “content owner” is a free-text field used by the original or current supplier to identify who owns or control the content presently. In most cases this will be the same or similar to the “copyright notice” field, excluding the use of the copyright symbol, date and suffix. It the case where the original supplier desires to remain unidentified the field must state “UNAVAILABLE”.
Content URL Enter the URL location of the original source online. If not available enter the URL of the content Owner. Multiple addresses can be given, separated by a comma, but this must be avoided unless absolutely necessary.
Source The Source field should be used to identify the original owner or copyright holder of the content. (The first and original source of the physical content or object) The value of this field should never be changed after the information is entered following the image’s creation. While not yet enforced by the custom panels, you should consider this to be a “write-once” field. The source could be an individual, an agency, or a member of an agency. To aid in later searches, it is suggested to separate any slashes “/” with a blank space. Use the form “photographer / agency” rather than “photographer/agency.” Source may also be different from Creator and from the names listed in the Copyright Notice.
Subject Heading This field can be used to specify and categorise the content into pre-determined and controlled categories or terms as coordinated by the KZNHPI. They usually indicate the broader categories of the collection. Each subject term is also represented as a string of 6 digits as a suffix separated by “– “. Only subjects from a controlled vocabulary should be used in this field, free-choice text should be entered into the Keyword field.
Location The geographic location where the work was created. It needs to contain the area, district, local municipality and the country. If any of the three fields aren’t available it needs to be specified as NONE. Example; Ladysmith, NONE, South Africa. This field will be managed by a controlled list of locations. Only locations outside of KwaZulu-Natal will be open to free text entry.
Content information A free-text note about the work, including comments, description, or interpretation, that gives additional information. This field needs to be as descriptive as possible.
Event Date Use this field to record the date the original version or object was created, not the date when you scanned or edited the image. If you use a digital camera, you can look at the EXIF data for the date/time stamp. This field can only accommodate one entry and YYYY/MM/DD format. Enter the time period e.g 1980’s in the sub-categories field.
Language This field deviates from its intended use in the IPTC Core standard. It will be utilized to indicate the language of the original content or object.
Resource Type Production or manufacturing processes, techniques, and methods incorporated in the fabrication or alteration of the work. This field will be controlled by a preset list of classifications as developed by the KZNHPI
Content Specification The field contains the process or mechanism that was used to produce the artefact or record. The process and mechanism or dimensions need to be separated by a “-“. Physical size, shape, scale, dimensions, or format of the work also needs to be included where available. Dimensions may include such measurements as volume, weight, area or running time. In the case where a digital camera was used to capture the original image the camera manufacturer and model number needs to be included after the content specification. This field can only accommodate one entry.
Article ID This field is used for internal KZNHPI administration purposes only. This field is automatically created (generated) by the heritage portal CMS and contains the Article ID of the CMS post. Each post on the system will be assigned an unique number automatically when uploaded onto the heritage portal. This field must never be modified once created.
Universal identifier A unique numeric or alphanumeric code used to identify the Work. This field usually contains the original accession number of the object or artefact as used by the original source. In the case of digital images that contain no accession number, one can use the original filename.
KZNHPI_ID The KZNHPI_ID is taken from the uploaded content filename and is intended to reference the content to the offline repository. Each file will be renamed using an unique number that can be followed back to the offline repository to access the original or hi resolution version.
GPS Coordinates Contains the Global Positioning System (GPS) coordinates for the object when and where it was originally created. Latitude and then longitude. Format standard – first latitude and then longitude: N 007° 43′ 00.10″ and E 042° 00′ 20.00″ The latitude and longitude needs to be entered into the two separate IPTC metadata fields supplied.
Copyright Notice The Copyright Notice should contain any necessary copyright notice for claiming the intellectual property, and should identify the current owner(s) of the copyright for the original content.

Correct formatting of the field would be:

(The copyright symbol) © <year of first publication> name of copyright owner; The final entry should display as: “© 2010 Dale Scott.”  The copyright symbol must be a full circle with a “c” inside. For additional protection worldwide, use of the phrase, “All Rights Reserved” following the notice above is encouraged, separated by “-“

Notes on usage rights should be provided in the “Rights Usage Terms” field.

Restrictions / Access This field is used for internal KZNHPI administration purposes only. This field indicates the public access and usage rights of the object. Open content will be indicated as PUBLIC ACCESS. Controlled content will be indicated as RESEARCH ACCESS. Restricted content will be indicated as LOCKED ACCESS.
Rights Usage Terms This field usually contains the default terms for the KZNHPI portal as indicated in the example column. But for custom right usage terms the information about rights management; may include copyright and other intellectual property statements required for use.

The Rights Usage Terms field should include free-text instructions on how this content can be legally used. For example, if you are submitting the image(s) for consideration only, you can indicate that, and stipulate that no reproduction is allowed without permission being negotiated in advance.

Disclaimer This field usually contains the default disclaimer for the KZNHPI portal as indicated in the example column. But for a custom disclaimer the field can be used as a Free text instruction on how this item can be used legally.
Notes This field is used for internal KZNHPI administration purposes only. This field is automatically created by the heritage portal CMS and contains any Notes relating to the object or artefact. The field can be modified manually in the CMS backend.
Keywords Enter keywords (terms or phrases) used to express the subject of the content seen in the photograph or content. Where possible the KZNHPI will be using controlled vocabulary.

You may enter (or paste) any number of keywords, terms or phrases into this field; simply separate them with a comma or semi-colon. To maintain backwards compatibility no single value (keyword term or phrase) should exceed 64 characters.

Rating This field is used for internal administration only. Contains the five stars rating for each object. The higher the rating out of five stars the higher the image will appear on the front page and search query. Note that the KZNHPI will in some cases reclassify the content rating before uploading content onto the online heritage portal.
Sentinel Initiator


This field will be used to indicate the original state of the object in the collection or archive. The Sentinel Initiator (SI) will consist of two entries. Namely “Physical Object” and “Digital Object”
Topic Taxonomy List of main classifications & topics. This field can accommodate multiple entries on the heritage portal. Terms that identify, describe, and/or interpret the overall group or classification in the collection.
Subject Reference The Subject Reference field is intended to identify the broad general subject category in which the object or artefact presides. The Subject Reference consists of 18 fields. The first 17 derive from the IPTC subject reference system guidelines and the last entry is a custom added field from KZNHPI.


Sorry, comments are closed for this item.