Metadata

Owned by Kathryn Michaelis
Last updated: Dec 18, 2024
2 min read

LIBSAFE Go stores three types of metadata: container (equivalent to the label on a box), object (descriptive information about individual files), and embedded (technical information extracted from the files). Embedded metadata cannot be edited.  

There are five ways to apply object metadata in LIBSAFE Go (recommended options indicated with asterisk): 

  1. Manually through LSG UI (item level) 

  1. Import from xls, csv, or json (item level) 

  1. Bulk metadata editor function in LSG UI* 

  1. Spreadsheet upload using Excel (template available)* 

  1. API 

Object metadata is typically produced and applied in batch processes. Values may be identical for all objects in a folder or collection when appropriate (e.g., same rights statement or creator for all items). 

Object metadata is stored in the LSG application, not alongside the content it describes, so it is important to store copies of metadata in the PDI folder within each container. These metadata backups can be Excel files used to assign metadata via spreadsheet upload or reports generated to capture metadata applied in the LSG UI.  

Using Excel Metadata Import Option


The steps below outline Emory’s process for importing metadata. For more information about the metadata import function in general, see the LIBNOVA function repository. 

  1. After all files have been moved to their permanent container, go to the container reports area and run “Item(Files/Folders) Metadata (metadata one column per metadata field).” 

  1. Saved a copy of the Excel import template, renamed as CollectionIdentifier_metadata.  

  1. Copy and paste the list of file paths from the report into the “File” column of the template. 

  1. Fill in other required and desired fields.  

  1. Remember that most can be done in batch, so entering a single value and dragging down to populate the entire column is fine.  

  1. Adjust any values that are item-specific (e.g., AO-equivalent titles or identifiers from ArchivesSpace). 

  1. Upload the Excel sheet to the PDI folder for the container. 

  1. Click on the Excel sheet, then click “Run” next to “Excel Metadata Import” in the Functions pane.  

  1. Click “OK” without changing the parameters in the pop-up box.  

  1. The metadata import will run in the background. You can check the status by clicking “Functions” in the left-side nav of the container view.  

Note that leaving fields empty in the spreadsheet will cause any existing values in the platform to be deleted.