Workflow option for getting an existing CONTENTdm collection ready for IM DPLA harvest

Transcription

1 Workflow option for getting an existing CONTENTdm collection ready for IM DPLA harvest Start by pulling together this helpful information: 1. A copy of the CONTENTdm Mapping document listing the required and recommended fields: 2. A screenshot of the way the fields are mapped in your collection: 3. An export of the content of your collection (copy the.txt file info into an Excel file) 1

2 Please note that these are the only Dublin Core fields to be harvested by IM DPLA: (As always, you can name fields as you wish within your collection.) Title Rights Provenance Type Language Relation-Is-Part-Of Date-Created Coverage-Spatial Subject Creator Publisher Audience-Mediator Description Contributor Format-Medium Format-Extent Title-Alternative Coverage-Temporal All content that you have mapped to these fields, even if it is set to be hidden, will be harvested by IM DPLA. The content mapped to other fields will not be harvested. The explanations shown below should help you to get the right information in the fields to be harvested and all information that should not go to DPLA into fields that will not be harvested. If you have any questions, please ask for help by contacting one of the Metadata/Aggregation Committee members directly or by ing or by contacting Connie Rendfeld, the Indiana Memory program director, at or Using the helpful information you pulled together - Check to see if you have all of the required information in the required fields: 1. Rights/AccessRights (Eventually we will need to use one of the standardized rights statement URIs for rights information. If you have already assigned URIs for rights information, use the Rights field. If you only have textual rights information at this point, use the AccessRights field instead of the Rights field.) 2. Provenance (The name of the institution with the collection, referred to as the Data Provider or Contributing Institution, needs to be in this field.) The remaining fields that are absolutely required by DPLA will be a part of your CONTENTdm collection file. If you need to add fields, re-map fields and/or change the contents of the Rights of Provenance fields, see the notes and screenshots on pages 5-8 or ask for help. 2

3 Check to see if you have all of the Required when available information in the specified fields: 1. Type (The content in this field should be one of the DCMI Type Vocabulary terms such as Image or Text. Fields that include more specific terms that describe the format of the item, such as photographs or books, should be mapped to the optional Format-Medium field instead of the Type field.) 2. Language (The content of this field should be either the name of the language spelled out in English or the ISO code for the language.) 3. Relation-Is-Part-Of (Every item in the collection should have the name of the collection in this field.) If you do not have the Type or Language information available (or do not have this information for every item in the collection or it is too much work to include or adjust), you can just let it go. You can add this later, if you want, and your collection can be re-harvested. However, it should be easy to add the Relation-Is-Part-Of field with the collection name to every item in the collection. If you need to add fields, re-map fields and/or change the contents of the Type, Language, or Relation-Is-Part-Of fields, see the notes and screenshots on pages 5-8 or ask for help. Check to see if you have the strongly recommended fields containing the appropriate information: 1. Date-Created (This refers to the date the item was created not when it was digitized. If you do not have at least a specific year for this date, please put the approximate date information, such as , in the optional Coverage-Temporal field instead of in the Date-Created field. Map all other date information, such as date digitized or date received, to a field that is not being harvested by IM DPLA.) 2. Coverage-Spatial (This field refers to the location that is associated with the item. Please see the DPLA Geographic and Temporal Guidelines at for information on the preferred formats for this location information.) 3. Subject (It is likely that you already have subjects mapped to the Subject field. Subject terms can all be included in one field separated by semicolons or each term can be included in a separate subject field.) These fields and the Type and Language fields can be used as limiters on the DPLA site. You will add another way for people to find items in your collection if you have information in these fields and the information conforms to the DPLA guidelines. If you need to add fields, re-map fields and/or change the contents of the Date-Created, Coverage-Spatial, or Subject fields, see the notes and screenshots on pages 5-8 or ask for help. Check to see if you have applicable content for any of the remaining fields and if these fields are mapped correctly: 1. Creator (It is likely that you already have the field with the name of creator of the item mapped to the Creator field. If the item had multiple creators, the names can all be included in one field separated by semicolons or each name can be in a separate creator field.) 2. Publisher (It is likely that you already have the field with the name of the publisher of the item mapped to the Publisher field. Please do not map the field with the name of the institution that published the digital copy of the item to the Publisher field. Instead, map the field with the digital publisher name to Provenance, if that institution has the collection (as described earlier), or to Audience-Mediator, if that institution is hosting the collection for the institution that has the collection.) 3

4 3. Audience-Mediator (This field will only be applicable if the collection is being hosted by an institution other than the one with the collection. If it is, then use this field for the name of the hosting institution.) 4. Description (It is likely that you already have a field with the description of the item mapped to the Description field. If you also have fields with other miscellaneous information mapped to the Description field, please change the mapping of those fields to one of the fields that will not be harvested by IM DPLA (or change the mapping to None) unless it is appropriate for the other miscellaneous information to appear in the DPLA record as description information. DPLA does not want transcripts to be harvested (and in some cases it would be a copyright violation), so please be sure that the field containing the transcript is mapped to one of the fields that will not be harvested by IM DPLA or map that field to None.) 5. Contributor (It is likely that you already have the field with names of any known contributors to the item mapped to the Contributor field. Contributor names can all be included in one field separated by semicolons or each name can be included in a separate contributor field.) 6. Format-Medium (As shown above in the Type field notes, the optional Format-Medium field is for more specific format information, such as photographs or books. DPLA is only interested in the format of the original item, not the file format of the digital copy (unless the item itself was a born digital item). File format information should be mapped to Format or to one of the other fields that will not be harvested by IM DPLA.) 7. Format-Extent (This optional field is for the size or duration of the item.) 8. Title-Alternative (This optional field is for an alternative title of the item, if applicable.) 9. Temporal-Coverage (As described earlier in the Date-Created notes, this field can be used instead of the Date- Created field if only less specific date information, such as a range of years or a time period, is known). After going through these checks, you should know what new fields and content need to be added and/or what remapping will be necessary to meet the IMDPLA harvest requirements. The notes and screenshots on pages 5-8 explain how to remap a field, change the content of a field, and add a new field. After you have made the changes, it is a good idea to take another look at what is in your collection. You may want to run another export of your collection or at least take a look at the fields page in the Admin module. You will want to check that all of the information you want to send is in the fields that will be harvested by DPLA and that none of the information that should not be harvested is in any of these fields. Please note that if you have used the Digital Collection Gateway to map your CONTENTdm collection for harvest by WorldCat, the remapping that you do for IM DPLA may require some remapping in the Gateway if you have set the DCG harvest to continue. If you have any questions, please ask for help by contacting one of the Metadata/Aggregation Committee members or ing imdplametadata@gmail.com or by contacting Connie Rendfeld, the Indiana Memory program director, at or crendfeld@library.in.gov. 4

5 Remap a Field If you need to simply remap a field to conform to the IM DPLA guidelines, this is very easy to do. Common examples: Date the item was created is currently mapped to Date, not Date-Created [remap Date field to Date-Created] Contents of the Type field includes format information (photographs, books, etc.) not terms from the DCMI Type Vocabulary (Image, Text, etc.) [remap Type field to Format-Medium] Name of institution with the collection is mapped to Source or Publisher or anything other than Provenance [remap the field to Provenance] Name of the collection is mapped to something other than Relation-Is-Part-Of [remap the field to Relation-Is- Part-Of] Use the fields page under the collections tab and click on edit for the field to be remapped Use the dropdown menu to change the DC map from the existing mapping to the one you want and save changes, as shown in the following two screenshots. 5

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7 Change the Content of a Field If every item in a collection has the same content in a field, it is fairly quick and easy to change the content of that field. (If all of the items should not have the same content, this will be a little more complicated but there are options. If this is the case, ask and we can try to find a reasonable option for you.) Example - changing the existing content of the Rights field to one of the new Rights Statement URIs: Use Find and Replace (in the CONTENTdm Administration) to change everything in your current Rights field to one of the appropriate rights statements and then index the collection. (Beware, though, that Find and Replace cannot be undone and there is no did you really mean to do this? reminder. Once you click on the change button, it will be changed - so be sure that you are changing the contents of the correct field!) An example is shown below. In the Admin module under the items tab, click on Find & replace: On the Find & replace page, use the Change field metadata section: 7

8 Add a New Field If every item in a collection has the same content in a field, it is fairly easy to add the new field and content. (If all of the items should not have the same content, this will be a little more complicated but there are options. If this is the case, ask and we can try to find a reasonable option for you.) For example, if your collection currently does not have one of the required DPLA fields such the name of the institution with the collection, you will need to add it. In this case, in CONTENTdm Administration, go to fields under the collections tab and add a new field mapped to the Provenance field as shown below. Click on add field Name the new field as you wish, select the appropriate DC mapping, and save changes. Use Find & replace, as shown earlier in Change the Content of a Field, to change the contents of the currently blank new Provenance field to the name of the institution with the collection. April 25,