Preparing Digitized Book Collections for Ingest
- Emily Porter
Note: this documentation is still under development; additional sections are forthcoming.
Overview
The book import process includes the following steps, some of which will require assistance from the LTDS team:
- Preparation of pull-list spreadsheet with metadata and file paths per volume
- Export of Alma records for all books/serials in the collection
- Preparation of Collection-level metadata spreadsheet
- File transfer of all needed files, using the directory structure recorded in the pull-list filepaths
- Curate bulk import process
Metadata Preparation
Digitized books utilize metadata from two sources: the original pull-list spreadsheet used for digitization reviews as well as Alma catalog records.
The table below lists Pull-list metadata fields/columns which are required for ingest into the repository.
The following are also required in books and serials’ Alma records for ingest into the repository:
- Title
- Date Issued or Date Created
Reformatting Pull-List Spreadsheets for Curate Ingest
The following spreadsheet template shows the required formatting for a Curate-ready pull-list. While the pull-lists prepared during the digitization and review process may vary, the following spreadsheet columns are required for Curate's bulk import method. For information about metadata requirements, see the Cor Metadata Field Usage documentation.
Note: additional metadata is also extracted from Alma/MARC catalog records; the following fields are recommended for the pull-list itself.
* Required pull-list fields are indicated with an asterisk.
Some file path related column heading names may vary in the original pull list depending on what it was created.
| Pull-list Heading(s) | Heading for Importer | Explanation |
|---|---|---|
| Item Number | Item ID | A numeric ID for each individual work in the spreadsheet(e.g. the original row number). Recommended for cross-referencing across pull-list versions later. |
| N/A | source_collection_id | This will be populated by the ingest team once the Collection has been provisioned in Curate. |
| N/A | Non-unique Title | Indicate "Yes" if the title is known to have multiple copies, editions, or child volumes: this helps the ingest team create parent-child works later. |
| N/A | deduplication_key* | A unique ID for each individual volume in the collection; typically an ARK or barcode number. This will be added by the ingest team. |
| OCLC Number, Barcode, DigWF ID | other_identifiers | concatenated list of other local identifiers e.g. barcode, digwf ID, OCLC #, etc. Identifiers should contain a prefix indicating their type, and multiple values should be separated by pipes |
| PID | emory_ark | Emory ARK id, if applicable |
| MMS ID or Alma MMSID | ALMA MMSID* | Alma MMSID for the catalog record from which additional metadata will be extracted during import. This field is required by the importer. See also the system_of_record_ID notes below. |
| MMS ID or Alma MMSID | system_of_record_ID | Copy of the Alma ID, to be stored as metadata in Curate. The prefix "alma:" should be added to each ID. |
| Institution | institution* | Name(s) of institutions providing the material, e.g. Emory University |
| Holding Repository | holding_repository* | Name of Library providing the material |
| Administrative Unit | administrative_unit | Name of administrative unit within the Library, if applicable |
| Call Number | CSV Call Number | The call number will be supplied from Alma, but it is useful to have this on the pull-list for reference. |
| Enumeration | Enumeration | Volume-level enumeration, if applicable (e.g. Volume 1, Copy 1, Edition etc.) |
| CSV Title | CSV Title | Title will be supplied from Alma, but it is useful to have this on the pull-list for reference. |
| Content Type | content_type* | Supplied as URI. Recommended value: http://id.loc.gov/vocabulary/resourceTypes/txt |
| Rights - Public Note/MARC 590 Field | emory_rights_statements* | The Emory Libraries supplied rights statement |
| Rights - Internal Note | internal_rights_note | Additional internal rights notes or documentation |
| Desc - RightsStatement.org Designation (URI) | rights_statement* | Supplied as URI from rights statement.org values, e.g. http://rightsstatements.org/vocab/NoC-US/1.0/ |
| Visibility | visibility* | See available access controls (Public, Public Low View, Emory Low Download, Rose High View, Private) |
| Data Classification | data_classifications* | Emory defined data classification type: Public, Confidential, Internal, Restricted |
| Sensitive/Objectionable Material | sensitive_material | Indicate "Yes" if the volume contains sensitive material |
| Sensitive/Objectionable Material Note | sensitive_material_note | Provide additional context for any sensitive material determination |
| Transfer Engineer | transfer_engineer | The name of the digitization technician |
| Barcode | Barcode* | This is used to generate certain volume-level filenames. The barcode number should also be added to other_identifiers with the prefix "barcode:" |
| Base Path | Base_Path* | The base directory path where content files are stored on the server |
| Mbytes or MB Size | MBytes* | The overall file size for all content files in the work |
| pdf_path or PDF Path or PDF_Path | PDF_Path** | The base directory path for volume-level PDF file for the work |
| PDF Count or PDF_Cnt | PDF_Cnt** | The count of PDF files to be imported |
| XML Path, xml_path, OCR Path, our_path | OCR_Path** | The base directory path for volume-level OCR file for the work |
| OCR Count, OCR_Cnt, XML Count | OCR_Cnt** | The count of volume-level OCR files to be imported |
| Images Path, TIFF Path, Disp_Path | Disp_Path* | Directory containing the page level image files (TIFFs) > Primary Content: Preservation Master File |
| TIF Count, Images Count, Disp_Cnt | Disp_Cnt* | The count of page-level image files to be imported |
| Txt Path, Text Path, Txt_Path | Txt_Path** | Directory containing the page level plain text files > Primary Content: Transcript File |
| Txt Count, Txt_Cnt, Text Count | Txt_Cnt** | The count of page-level text files to be imported |
| POS Path, POS_Path | POS_Path** | For Kirtas outputs: directory containing the page level POS files > Primary Content: Extracted Text File |
| POS Count, POS_Cnt | POS_Cnt** | For Kirtas outputs: count of page level POS files to be imported |
| ALTO Path, ALTO_Path | ALTO_Path** | For LIMB outputs: directory containing the page level Alto XML files > Primary Content: Extracted Text File |
| ALTO Count, ALTO_Cnt | ALTO_Cnt** | For LIMB outputs: count of page-level ALTO xml files to be imported |
| METS Path, METS_Path | METS_Path** | For LIMB outputs: directory for volume-level METS file to be imported |
| METS Count, METS_Cnt | METS_Cnt** | For LIMB outputs: count of volume-level METS file to be imported |
| Rights - Digitization Basis | Accession.workflow_rights_basis | Rights basis determination (e.g. Public Domain) for digitization |
| Rights Access Basis - Review Date | Accession.workflow_rights_basis_date | Date of rights review (EDTF format) |
| N/A | Accession.workflow_rights_basis_reviewer | Name of individual or office performing rights review |
| Rights Access Basis - Note | Accession.workflow_rights_basis_note | Rights-related notes about digitization/preservation |
| Rights - Digitization Basis - Note | Accession.workflow_notes | General notes about digitization/preservation or aquisition |
| N/A | Ingest.workflow_rights_basis | Rights basis determination (e.g. Public Domain) for ingest and access level |
| N/A | Ingest.workflow_rights_basis_date | Date of rights review (EDTF format) |
| N/A | Ingest.workflow_rights_basis_reviewer | Name of individual or office performing rights review |
| N/A | Ingest.workflow_rights_basis_note | Rights-related notes about ingest or migration |
| Ingest/Migration Event Note | Ingest.workflow_notes | General notes about ingest or migration, e.g. Migrated to Cor repository from LSDI Kirtas workflow during Phase 1 Migrations, 2019 |
** Required for import, depending on digitization output.
Additional Preparation Steps
It is strongly recommended to sort the pull-list CSV by the title column prior to submitting it for ingest. This helps the repository ingest team to identify multiple editions of the same work as well as parent-child relationships.
If a Collection is being split into multiple pull-lists, please identify whether the Title is known to have other copies, editions, or child volumes so that the repository ingest team can be aware of this in the future. This can be done by indicating "Yes" in the Non-Unique Title column.
Information about Metadata Extracted from Alma Records
As noted above, the pull-list provides certain metadata for the repository, but additional fields are extracted from MARC records exported from Alma:
- conference_name
- contributors
- copyright_date
- creator
- date_created
- date_digitized
- date_issued
- edition
- extent
- content_genres
- local_call_number
- place_of_production
- primary_language
- publisher
- series_title
- subject_geo
- subject_names
- subject_topics
- table_of_contents
- title
- uniform_title
For more information about MARC mappings and field reformatting, see the MARC to Cor mapping worksheet.
Filename Conventions for Bulk Import
The Curate bulk-import process is optimized to work with the following filename conventions in use within digitized book collections. If your collection's files use a different convention, please contact LTDS for support.
Volume-Level Files
The Curate book import preprocessor makes the following assumptions:
- Kirtas outputs expect that a filename is supplied in the CSV, using "Output" as the base filename for the volume-level PDF and OCR files:
- Output.pdf
- Output.xml
- LIMB outputs will not have an explicit filename supplied in the CSV, and instead will generate a filename using the barcode number for the volume as the filename for the volume-level PDF and METS files:
- [Barcode#].pdf
- [Barcode#].mets.xml
Page-Level Files
While file naming practices may vary, it is strongly recommended that all filenames contain or end with a numeric part sequence, such as "0001.tif". The Curate book import preprocessor makes the following assumptions about page-level files:
- Kirtas filenames have 4 digits using 0 as padding (0001.tif, 0085.tif, etc. )
- LIMB filenames have 8 digits using 0 as padding (00000001.tif, 00000085.tif, etc.)
Some file sequences start with zero, some with one. This should be identified as part of the collection preparation process.
Works whose filename sequences include an additional prefix such as an OCLC number should also be identified as part of the collection preparation process.
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