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University LibrariesUniversity Libraries
Tab-Delimited Spreadsheets Made Easy
Kathleen McElhinney, Metadata/Cataloging Librarian
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Agenda
• Basics of Tab-Delimited Spreadsheets (TDS)
• Differences in TDS for simple and complex objects
• Adding structure for monograph compound objects
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When Use TDS?
• No project client
• Images not available
• Already have inventory list
• Diacritics or other special characters
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SIMPLE OBJECTS
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Simple Objects
• Column = field + file_name.ext column
• Row 1 = Field names
• Row 2-end = simple object metadata
Many simple objects in one TDS
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Simple Object Example
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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’
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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
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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
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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’
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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)
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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
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Question Break
Questions?
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COMPOUND OBJECTS --DOCUMENTS
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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
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Document Compound Object
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Compound Objects – Documents
Does the metadata apply to just one page or the entire object?
One Page Page-Level
Entire Object Object-Level
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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?
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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
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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
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Gotcha
Limitation: Only one compound object per file
Workaround: Replicate the spreadsheet for each compound object
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Question Break
Questions?
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COMPOUND OBJECTSMONOGRAPHS
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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
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Monograph Compound Object
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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
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Structure sketch
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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
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Structure with levels
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Adding Codes
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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
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Level Names
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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
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Adding Levels
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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
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Adding manuallyIn Project ClientOpen the compound objectAbove navigation, click Add Item icon
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Question Break
Questions?
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Contact Information
Kathleen McElhinneykathleen.mcelhinney@usd.edu
605/677-6083
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