University Libraries Tab-Delimited Spreadsheets Made Easy Kathleen McElhinney, Metadata/Cataloging...

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Tab-Delimited Spreadsheets Made Easy

Kathleen McElhinney, Metadata/Cataloging Librarian

University LibrariesUniversity Libraries 2

Agenda

• Basics of Tab-Delimited Spreadsheets (TDS)

• Differences in TDS for simple and complex objects

• Adding structure for monograph compound objects


When Use TDS?

• No project client

• Images not available

• Already have inventory list

• Diacritics or other special characters


SIMPLE OBJECTS


Simple Objects

• Column = field + file_name.ext column

• Row 1 = Field names

• Row 2-end = simple object metadata

Many simple objects in one TDS


Simple Object Example


Pre-Import Cleanup

1. Copy data into new spreadsheet (CTRL-SHIFT-END helpful)

2. Use ‘Save-as’ command to save with the new file type ‘text’ or ‘Unicode’

3. Use Notepad++ to change encoding schema to ‘UTF8 without BOM’


Import

Start the ‘Add Multiple Items’ wizard in the Project Client

– Click the radio button for TDS– Enter File path for the TDS– Fill out rest of options – Start import– Adjust the map as necessary– Import


Diacritics

• Enter diacritics and other special characters using Unicode

• Convert spreadsheet to UTF-8 data format before uploading

• These charcters are signs that your input file was not UTF-8: ◊ ■ � ﾟ


DOs• DO: read the help files in the USC

about tab-delimited spreadsheets

• DO: use UTF-8 to enter diacritics and special characters

• DO: use W3C date format when a field’s data type is ‘date’


DOs• DO: make sure your map matches

the columns to fields correctly

• DO: Rearrange columns to mimic data structure order (eliminates time spent changing the field map)


DON’Ts• DON’T: use apostrophes in data

• DON’T: put spreadsheet in same folder as images

• DON’T: use smart quotes

• DON’T: use wordwrap in a file that is about to be imported


Question Break

Questions?


COMPOUND OBJECTS --DOCUMENTS


Compound Objects – Documents

• Columns = fields + file name.ext column

• Row 1 = Field names• Row 2 = Object-level metadata• Row 3-end = Page-level metadata

Only 1 object per spreadsheet


Document Compound Object


Compound Objects – Documents

Does the metadata apply to just one page or the entire object?

One Page Page-Level

Entire Object Object-Level


Object- or Page-Level?

Object- or Page- Level Metadata?50 p. book on how to play the violin

Publisher?Digital Specifications?Date?Transcript?File Name?


Import

• Recommend the same pre-input routine as for simple objects

• Click ‘Add Compound Object’ to start wizard

• Rest of wizard is the same as for simple objects

• Get the metadata map AFTER wizard finished


Gotcha

Limitation: Cannot combine object-level and page-level metadata in the same search

Workaround: Use fill-down to copy the object-level metadata to the page level


Gotcha

Limitation: Only one compound object per file

Workaround: Replicate the spreadsheet for each compound object


Question Break

Questions?


COMPOUND OBJECTSMONOGRAPHS


Compound Objects – Monographs

• Column = fields + file name column + structure columns:– CDM_LVL = code for structure level– CDM_LVL_NAME = navigation label

• Row 1 = Field names• Row 2 = Object-level metadata• Row 3-end = Page-level metadata


Monograph Compound Object


Suggested Workflow• Hide the structure columns during

metadata input• Enter the object and page level

metadata first• Sketch an outline of your structure• Assign a level number by the page’s

indentation level • Decide what the navigation label

should say for each item


Structure sketch


Structure

How much structure do I want to represent in CONTENTdm?• There is such a thing as too

much structure• Usually 3 levels or less unless

VERY large document


Structure with levels


Adding Codes


Adding Codes

• Start with ‘leaf’ pages – ‘Page 12’, etc.

• Work right to left

• Question ask: What vertical level line applies to this row?

• Record the code for that vertical level line in CDM_LVL


Level Names


Level Names

Golden Rule: Everything with the same CDM_LVL_NAME value goes under the same node• OK to have different text from title• Add the level names to your sketch• Working right to left, find the right

row in your sketch and use that name in the TDS


Adding Levels


GotchasLimitation: CONTENTdm can create only 1 node above a page

Impact: In the case where a new Chapter and Section begin on the same page of compound object, only 1 node will be created

Workaround: Add a node manually for the section in the project client


Adding manuallyIn Project ClientOpen the compound objectAbove navigation, click Add Item icon


Question Break

Questions?


Contact Information

Kathleen [email protected]

605/677-6083

University Libraries Tab-Delimited Spreadsheets Made Easy Kathleen McElhinney, Metadata/Cataloging...

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