Field Details for the Spreadsheet Ingest
Last Updated, April 29, 2024.
Included below are details on the accepted values for each field within the spreadsheet ingest template and details on what and when delimiters and sub-delimiters can be utilized. For details on how to populate the spreadsheet, we recommend viewing the Spreadsheet Ingest Templates available from the CTDA Support Center.
For more detailed examples see CTDA Spreadsheet Ingest Templates
Field Details
| Field Name | Required Field | Validated Field | Delimiters Allowed | Subdelimiters Allowed | Field Details |
|---|---|---|---|---|---|
| ID* | Yes | Yes | NA | NA | Always start with one and number consecutively to the last row of the spreadsheet which includes metadata for ingest. |
| member_of | No | NA | NA | Refers to number in the ID column. Used to identify parent repository item for a new repository item when its parent is being ingested at the same time. | |
| member_of_existing_entity_id | No | NA | NA | Use the Drupal NODE ID of the parent repository item when ingesting additional repository items to a repository item that is already in the system Use EITHER columns A & B OR Columns B & C OR Columns A & C but NEVER ALL THREE. | |
| publish* | Yes | Yes | NA | NA | Defaults to 'Y'. Value must be either 'Y' or 'N' to set the object as published (Y) or not published (N) on ingest. |
| model* | Yes | Yes | NA | NA | This is the "Content Type" that defines the behaviors, derivatives, and viewers of the repository item. Accepted values include:
|
| held_by* | Yes | Yes | NA | NA | This is the name of the owning organization for this object. The name of the organization must be in the system for this to field to be valid. Can verify the name using the Add Content form which includes a drop down menu for this field. |
| title* | Yes | Yes | ^^ | | | This required field needs just a title entered but if you have additonal titles, want to have non-sort titles, and other additions to your record for the object you are ingesting, the following syntax should be utilized.
title supplied
title non sort |
| rights_statement* | Yes | Yes | NA | NA | Values in this column must one of the following based on rightsstatement.org. If you are created a collection utilize RIGHTS DETERMINED AT ITEM LEVEL.
|
| digital_file | No | No | NA | NA | Path to the file to be ingested. Required for: Audio, Binary, Image, Page, and Video models. Example of a file for the Woodbury Public Library to be ingested in this field would be as follows: /opt/ingest_data/uploads/1/postcards/postcard_woodbury_1939_front.JPG |
| media_use | No | Yes | NA | NA | Indicates the use of the media in the system. Reqiuired for: Audio, Binary, Image, Page, and Video models. Original File is the option most frequently used as it enables derivatives to be generated upon ingest. Options include:
|
| digital_origin | No | Yes | NA | NA | Valid values include:
|
| use_and_reproduction | No | No | NA | NA | Text description of the use and reproduction for the object. |
| creative_commons | No | Yes | NA | NA | Must be one of the following terms for Creative Commons licenses:
|
| resource_type | No | Yes | NA | NA | The following values are valid for this field:
|
| description | No | No | NA | NA | A narrative description of the item. NO HTML code can be included in the description. |
| local_identifier | No | No | ^^ | NA | Example: 425objectIdentifier789^^MyObjectInventoryNumber2347891 |
| persons | No | No | ^^ | | | keys: - name - role An agent, e.g. person or organization, with a specific relationship to the item being catalogued. The 'name' is a new or existing name in the 'Persons' taxonomy^^ the 'role' must be one of the available roles and to assign this role, you will use the abbreviation. When entering this in the spreadsheet it will be the name followed by the pipe (|) then type relators: and then add the abbreviation for the role. Example: Husky, Jonathan as a Creator would be Husky, Jonathan|relators:cre Example with multiple person entries: Husky, Jonathan|relators:cre^^Dan, Handsome|relators:ctb The list of available values for roles are included in the Validation List (do not edit) sheet within the Spreadsheet Ingest template. |
| organizations | No | No | ^^ | | | keys: - name - role An agent, e.g. person or organization, with a specific relationship to the item being catalogued. The 'name' is a new or existing name in the 'Persons' taxonomy^^ the 'role' must be one of the available roles and to assign this role, you will use the abbreviation. When entering this in the spreadsheet it will be the name followed by the pipe (|) then type relators: and then add the abbreviation for the role. The list of available values for roles are included in the Validation List (do not edit) sheet within the Spreadsheet Ingest template. |
| language | No | No | ^^ | NA | Term(s) in the 'Language' taxonomy. (Can be existing or new terms) |
| genre | No | No | ^^ | NA | Term(s) in the 'Genre' taxonomy (Can be existing or new terms) |
| subject | No | No | ^^ | | | Term(s) in the 'Subject' taxonomy. (Can be existing or new terms) |
| temporal_subject | No | No | ^^ | NA | Term(s) in the 'Temporal' taxonomy. (Can be existing or new terms) |
| geographic_subject | No | No | ^^ | NA | Term(s) in the 'Geographic' taxonomy. (Can be existing or new terms) |
| coordinates | No | No | ^^ | | | Enter either in decimal (51.47879) or sexagesimal format (51° 28' 43.644"). For subdelimited pieces use the following mapping: latitude|longitude |
| origin_information | No | No | ^^ | | | The sequence of subfields is as follows (use a pipe | with no spaces to populate the subfields correctly: event_type|place|date_created|date_issued|date_captured|date_valid| date_modified|other_date|copyright_date|publisher|edition|issuance|frequency All 'date' fields must be EDTF. Valid values for 'issuance' are: monographic single unit multipart monograph continuing serial integrating resource. Example of this field being populated for an object in Storrs, CT created in 2023 with a publisher of the University of Connecticut and is an issuance of monograph would be as follows: |Storrs, CT|2023|||||||University of Connecticut||monographic Example where I have an object that was created on October 5, 1903 and was digitized on May 1, 2023 would be as follows: ||1903-10-05||2023-05-01 |
| extent | No | No | ^^ | NA | Size or duration of a resource |
| notes | No | No | ^^ | | | keys:
|
| family_name | No | No | ^^ | | | keys: - name - role An agent, e.g. person or organization, with a specific relationship to the item being catalogued. The 'name' is a new or existing name in the 'Persons' taxonomy^^ the 'role' must be one of the available roles and to assign this role, you will use the abbreviation. When entering this in the spreadsheet it will be the name followed by the pipe (|) then type relators: and then add the abbreviation for the role. The list of available values for roles are included in the Validation List (do not edit) sheet within the Spreadsheet Ingest template. |
| location_url | No | No | NA | NA | This field can only include one URL. |
| record_information | No | No | ^^ | | | The sequence of subfields is as follows (use a pipe | with no spaces to populate the subfields correctly: record_content_source|record_creation_date|record_change_date|record_identifier|record_origin |record_information_note|record_cataloging_language|description_standard Note: 'record_creation_date' and 'record_change_date' must be EDTF format. 'record_cataloging_language' is an existing Term in the 'Language' Taxonomy. Example where you have a record creation date and a record identifier you want to populate it would be entered as follows: |2023-12-15||1234arc94 |
| scale | No | No | NA | NA | |
| kingdom_dwr | No | No | NA | NA | |
| phylum_dwr | No | No | NA | NA | |
| class_dwr | No | No | NA | NA | |
| order_dwr | No | No | NA | NA | |
| family_dwr | No | No | NA | NA | |
| genus_dwr | No | No | NA | NA | |
| sci_name_auth_dwr | No | No | NA | NA | |
| locality_dwr | No | No | NA | NA | |
| location_remarks_dwr | No | No | NA | NA | |
| recorded_by_dwr | No | No | NA | NA | |
| degree_name | No | No | NA | NA | |
| degree_level | No | No | NA | NA | |
| degree_discipline | No | No | NA | NA | |
| west_bounding_coordinate | No | No | NA | | | Subdelimiter: '|' Enter either in decimal (51.47879) or sexagesimal format (51° 28' 43.644"). Each value's subdelimited pieces use the following mapping: latitude|longitude |
| east_bounding_coordinate | No | No | NA | | | Subdelimiter: '|' Enter either in decimal (51.47879) or sexagesimal format (51° 28' 43.644"). Each value's subdelimited pieces use the following mapping: latitude|longitude |
| north_bounding_coordinate | No | No | NA | | | Subdelimiter: '|' Enter either in decimal (51.47879) or sexagesimal format (51° 28' 43.644"). Each value's subdelimited pieces use the following mapping: latitude|longitude |
| south_bounding_coordinate | No | No | NA | | | Subdelimiter: '|' Enter either in decimal (51.47879) or sexagesimal format (51° 28' 43.644"). Each value's subdelimited pieces use the following mapping: latitude|longitude |
| creative_commons | No | Yes | NA | NA | Term in the 'Creative Commons Licenses 4.0' Taxonomy |