Capturing Metadata for Batch Ingesting

There are two ways to produce MODS metadata for batch ingesting into Islandora:

  1. Create a MODS XML file for each object, and arrange your files in the appropriate structure
  2. Use a CSV file or spreadsheet, and process the files using the Move to Islandora Kit (generally with help from the Admin Centre)

For the first option, MODS XML templates are available on the Sample Files page.

For the second option, follow the directions below to create a spreadsheet/.csv file of metadata for your batch objects.

Creating a Metadata CSV File for Processing with the Move to Islandora Kit

This assumes you are creating the metadata from scratch as you digitise objects. If you are exporting metadata from another system, please contact the Admin Centre for assistance.

To create a spreadsheet for entering metadata as you digitise your objects, do the following:

  1. Download the appropriate Arca .csv template to your computer, such as the Batch Ingest CSV Template, from the Sample Metadata Files page.
  2. Download the MetadataEntryGuidelines.xlsx document, which contains data entry notes and links to controlled vocabulary.  Save a version to your computer that you can customise.
  3. Open the template in Excel or other program of your choice. Save a copy of the template with a file name relevant to your collection e.g. NWCCIndigenousArtCollection.csv.
  4. Things to know about the.csv template:
    1. Each row = 1 object
    2. Each column heading = 1 metadata element
  5. Go through the column headings and delete the columns/metadata elements you don't need for your objects e.g. you can delete the Region, County, City or City Section columns if you don't think you'll need geographic metadata that specific. Save changes.
  6. Delete the same metadata fields from the MetadataEntryGuidelines document to avoid confusion when entering data. Save changes.
  7. Your .csv file is now ready for metadata entry!

As you digitise your objects:

  1. Have your .csv metadata entry file and your MetadataEntryGuidelines document open as you digitise.
  2. For each object, fill out a row in the .csv file with the appropriate metadata. NOTE: you'll need to enter the image file name, so scanning should take place either before or simultaneously.
  3. Consult the metadata guideline for each field for notes and links to preferred controlled vocabulary, or the sample MODS templates from our shared forms. For more specific questions you may also wish to also consult the DLF/Aquifer Guidelines for Shareable MODS Records v 1.1.
  4. Save often!

Once you've completed your digitisation project and all your metadata is entered into the .csv file, contact the Admin Centre and we can assist you with the next steps.

Questions? Contact the Arca Admin Centre.