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

University Libraries Agenda Basics of Tab-Delimited Spreadsheets (TDS) Differences in TDS for simple and complex objects Adding structure for monograph compound objects 2

University Libraries When Use TDS? No project client Images not available Already have inventory list Diacritics or other special characters 3

University Libraries SIMPLE OBJECTS 4

University Libraries Simple Objects Column = field + file_name.ext column Row 1 = Field names Row 2-end = simple object metadata Many simple objects in one TDS 5

University Libraries Simple Object Example 6

University Libraries 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’ 7

University Libraries 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 8

University Libraries 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 9

University Libraries 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’ 10

University Libraries 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) 11

University Libraries 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 12

University Libraries Question Break Questions? 13

University Libraries COMPOUND OBJECTS -- DOCUMENTS 14

University Libraries 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 15

University Libraries Document Compound Object 16

University Libraries Compound Objects – Documents Does the metadata apply to just one page or the entire object? One Page  Page-Level Entire Object  Object-Level 17

University Libraries 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? 18

University Libraries 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 19

University Libraries 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 20

University Libraries Gotcha Limitation: Only one compound object per file Workaround: Replicate the spreadsheet for each compound object 21

University Libraries Question Break Questions? 22

University Libraries COMPOUND OBJECTS MONOGRAPHS 23

University Libraries 24

University Libraries 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 25

University Libraries Monograph Compound Object 26

University Libraries 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 27

University Libraries Structure sketch 28

University Libraries 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 29

University Libraries Structure with levels 30

University Libraries Adding Codes 31

University Libraries 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 32

University Libraries Level Names 33

University Libraries 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 34

University Libraries Adding Levels 35

University Libraries Gotchas Limitation: 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 36

University Libraries Adding manually In Project Client  Open the compound object  Above navigation, click Add Item icon 37

University Libraries Question Break Questions? 38

University Libraries Contact Information Kathleen McElhinney 605/