These guidelines were designed specifically for the Rice University Historical Images collection
Download file >Filter data >QC>Prepare data>Save to CSV>Import & review>Post>Add files
Download Shared Shelf spreadsheet and open in Excel
Filter : Determine items ready for ingest by applying filter to all records to select only those of "Item Status" = "2. Basic Metadata Entered"
Transfer filtered metadata to new sheet
select filtered rows of data
Find > Goto special > select option : visible only cells
copy selection
create new spreadsheet
paste
Perform quality control checks:
Check for duplicate items (WRC#)
Run pivot table test : count should be one per WRC# (confirms no duplicate records in spreadsheet) – see below for steps on creating pivot tables
Search DSpace by wrc# (to confirm items have not already been ingested in any collection)
Run spell check
Review capitalization and punctuation (i.e. DCMI type, format.medium, no periods after titles, etc)
No abbreviations
Multiple values separated by double rod ||
Check metadata is populated in required fields (i.e. rights, source)
note:
Since data may be changed outside of Shared Shelf, be aware that once item is ingested, DSpace becomes the primary source (i.e. Shared Shelf may not reflect all changes)
5. Use this clean data for photometadata emedding, proceed with creating derivatives
Prepare data for ingest:
delete unnecessary columns
update metadata headers –copy from spreadsheet
insert columns for ID and collection
Assign collection # per sub collection and visually confirm – see table below, copy to spreadsheet
tip: sort by dc.subject and visually compare collection id to subject term
Add boilerplate metadata to all records
dc.publisher : Rice University
dc.subject.lcsh : Rice University -- History (broad term. Narrower or more specific terms may be added later)
check total items is no more than 20 (the maximum number of records that may be edited through the web user interface (XMLUI)
Save Excel file > Open Excel in Open Office Calc > Save as CSV encoded with UTF-8
Goto Dspace and run batch import, visually review changes (ie collection name matches subject, diacritics, etc) if ok then post changes.
Attach image files per new record. Tip: Search by WRC# (Edit this item > edit bitstreams > add file)
Update status in Shared Shelf
Note: for metadata work copy lists directly from excel spreadsheet located on fonlibstor project folder. Below tables are provided for easy reference only.
Element Headers
dc.identifier.digital |
dc.subject |
dc.title |
dc.date.issued |
dc.date.original |
dc.type.dcmi |
dc.description |
dc.description.abstract |
dc.source.collection |
dc.contributor.author |
dc.contributor.photographer |
dc.type.genre |
dc.rights |
dc.rights.uri |
dc.date.digital |
dc.digitization.specifications |
Collection Ids
1911/61408 |
Events |
1911/62306 |
Key documents |
1911/61406 |
People |
1911/61407 |
Places |
1911/61409 |
Sports |
1911/61410 |
Various |
1911/70176 |
World Tour: postcards |
Boilerplate metadata
dc.publisher : Rice University
dc.subject.lcsh : Rice University -- History (broad term. narrower or more specific terms may be added later)
Copyright, access and use statement embedded in object files
Verify no duplicate items
Confirm metadata is complete and follows input rules (abbreviations, punctuation, etc)
Confirm items are ingested per sub-collection (e.g. archival sub folder : People, Places, Events, Sports)
Create pivot table
Select Cell A1
Go to INSERT menu
From the Tables section, press Pivot Table button
“Create PivotTable” Wizard will appear (it should automatically recognize the range of data)
Press Ok. This will create a new tab.
(optional) Label tab : Table
Define layout for pivot table
On the far right, Pivot table options will appear
From the “PivotTable Field List” (at top) , Drag dc.identifier.digital field to Row labels area (at bottom left)
Drag dc.identifier.digital field (from top) to Values area (at bottom right)
Values should automatically set to count function
These actions will update the table on the far left, so that the pivot table now displays the number of occurances (count) dc.identifier.digital element (or WRC#)
Test
All calculated values should equal 1 : any value greater than 1, contains duplicate WRC# remove duplicates from spreadsheet