Omeka Guidelines

Links
Staff side: https://collections.countway.harvard.edu/onview/admin/
For testing:
Stage: https://stage.collections.countway.harvard.edu/onview/admin/
Dev: https://dev.collections.countway.harvard.edu/onview/admin/
Help/support tickets: https://warp.hms.harvard.edu/support
OAI feed (qdc, list records): http://collections.countway.harvard.edu/onview/oai-pmh-repository/request?verb=ListRecords&metadataPrefix=oai_qdc
Dublin Core Metadata Fields
General data entry guidelines:
Capitalize the first letter in the field.
No periods at the ends of fields except those with narrative description (Abstract, Description, etc.)
Use to make text display in italics, such as for the titles of published works.
For special characters (&, diacritics, etc), use HTML entity names. For example, use & instead of &.

Title (required): Enter the title for the item. If you are attaching multiple files to the record, make sure your title is comprehensive. Put double quote around formal titles. If document is one page of a multiple-page item, indicate page number.
Do not include format of the item if the item is a photograph or painting
Correct: Jane Doe at her 30th birthday party
Incorrect: Photograph of Jane Doe at 30th birthday party

Do not specify materials that comprise the object (as there are other fields for this information)
Correct: Pocket watch of John Collins Warren
Incorrect: Seven jeweled, open faced, gold pocket watch belonging to John Collins Warren

Do not include page numbers (as these are specified in file-level metadata)
Correct: Account book of James J. James
Incorrect: Pages 17 and 21 of James A. James’ account book

Do not include the date of the item, as there is a discrete field for the date
Correct: John Doe holding a stethoscope
Incorrect: Photograph of John Doe holding a stethoscope dated 1860

Alternative Title: If the item is colloquially known by a different name, or is referred to as something else consistently in a collection by another name, include it here. For example:
Title: Medical bag of Robert R. Roberts
Alternative title: Robert’s kit

Subject (at least three subjects are required)
Use LCSH, LCNAF, MESH, and AAT thesauri for subject headings
The creator(s) of the item should always be a subject
The form and genre of the item should be a subject. Examples:
Correspondence
Laboratory notebooks
Photographs
Posters
Scrapbooks
Videocassettes
Assign at least one topical subject
For Batch Import: enter multiple subject terms in the same cell, separating them using the delimiter "|" without spaces.
Example: Correspondence|Laboratory notebooks|Physicians

Note that the following two fields, Description and Abstract, are not presented in intuitive order, but in the order in which they appear on the metadata form.
Description: Expansion of abstract if needed (see below). Use for detailed information, history of object, nature of correspondence, etc.
Write out abbreviations
Use the full form of an organization’s name at least once in the description (and not just the acronym)

Abstract (required): Nutshell summary of the item(s) being described
Write out abbreviations
Use the full form of an organization’s name at least once in the description (and not just the acronym)

Title/Abstract/Description Examples
Title: Post-mortem instrument set
Abstract: Post-mortem set of fifteen instruments in wooden case, including cartilage knives and scalpels
Description: Post-mortem set with fifteen instruments stored in wooden case with green velvet interior. Instruments are Tiemann and case is Codman & Shrutleff. Set includes costotome chisel, post-mortem hammer, steel handled cartilage knife, steel handled cartridge dissecting hook, textured ebony handled cartilage knife, three ebony handled dissecting scalpels, dissecting forceps, chain hook, enterotome, dissecting scissors, and #5 post-mortem knife, saw, and reamer with one insertable handle

Title: Early radiation warning symbol
Abstract: Sketch of an early radiation warning symbol found in a draft document for a Subcommittee on Regulation of Radiation Exposure meeting
Description: Hand drawn version of an early radiation warning symbol found in a November 1953 draft for a Subcommittee on Regulation of Radiation Exposure meeting held in Washington, D.C. The radiation warning symbol was first created in the late 1940s at the University of California’s Radiation Laboratory in Berkeley. It was not until the 1950s, however, that the radiation symbol was implemented as part of ANSI standard Z535, as published by the National Electrical Manufacturers Association. Located throughout Taylor’s papers are numerous hand drawn early examples of the symbol. These early radiation warning symbols were discussed and drawn by members of committees of which Taylor was involved.

Table of Contents: Use only for the table of contents of a completely digitized printed publication

Creator (required): The creator is the person “most responsible” for what is being depicted (the author of the letter, the person who took the photograph, the person who painted the portrait, the person who made the model, etc.)
Personal names should be in Last name, First name format
Corporate names in direct order
If the creator is unknown, enter “Unknown”

Source: Not used

Publisher: Name of publishing house or person who paid to have a book (or other publication) printed and distributed. Use only for books and serials.

Date: Not used
Date Available: Not used

Date Created (required): The date that the original item/work was created (not the date the scan/digital file was made).
Format date in ISO order, but write out month
Put a zero in front of single-digit dates
Put qualifying terms at the end of the date statement to facilitate sort order
If there is no date, enter “undated”
For items like scrapbooks, you can put the date range of creation
Examples:
2003 January 07
1999, circa
2008 January, probably
Undated
1920-1930, between

Date Accepted: Not used
Date Copyrighted: Not used
Date Submitted: Not used
Date Issued:Not used
Date Modified: Not used
Date Valid: Not used

Rights (required): Pick one of the following from the pick list. (Note: pick list field extends past the form window because of the length of the pick list items.)
The Harvard Medical Library does not hold copyright on all materials in this collection. For use information, consult Public Services at chm@hms.harvard.edu
The Boston Medical Library does not hold copyright on all materials in this collection. For use information, consult Public Services at chm@hms.harvard.edu
The Harvard Medical Library does not hold copyright on all the materials in the collection. For use information, contact the Warren Anatomical Museum Curator at chm@hms.harvard.edu
Brigham and Women's Hospital

Access Rights: While intended to indicate who has access to the electronic work, use field to indicate the access policy using one of the following from the pick list:
Access to the original work depicted requires advance notice. Contact Public Services at chm@hms.harvard.edu for additional information
Accessing collections in the Warren Anatomical Museum and the Warren Anatomical Museum archive requires advanced notice. Please submit a request to Public Services at chm@hms.harvard.edu to access the displayed item

License: Not used

Relation: Used to indicate a related resource held by the Center or the Warren Anatomical Museum specific to the item you are cataloging, not to the collection as a whole.
Example: See Warren Anatomical Museum Catalog Number 00178 for additional snapping turtle skeleton

Conforms To: Not used
Has Format: Not used
Has Part: Not used
Has Version: Not used
Is Format Of: Not used

Is Part Of (required): Use to indicate where the item depicted came from.
For manuscripts: Enter the collection name, call number, box number, and folder number where the original may be found
Mary Ellen Avery papers, 1929-2002 (inclusive), H MSc201, Box 1, Folder 15

For archives: Enter the record group, series name, series number, box number, and folder number where the original may be found
Warren Anatomical Museum Records, Series 00341: VII. Exhibition Files

For rare books: Enter the collection name (if applicable) and the call number
Treadwell Library, Countway Medicine Rare Books, 22.Ea.5
For serials: Enter the collection name (if applicable) and the call number

For Warren objects: Enter the group, collection name, or other locator as provided by the curator
Medicinal Preparations
Osteological Preparation: Human

Is Referenced By: Not used
Is Replaced By: Not used
Is Required By: Not used
Is Version Of: Not used

References: Use to indicate that a finding aid is available online for the collection that the item is a part of, or to link to a complete digitized item (such as a digitized book in the MHL). Click the box that says “Use HTML” and use one of the following:
An online <a href="https://id.lib.harvard.edu/ead/med00XXX/catalog" target="_blank">guide to the collection</a> is available. 
View the <a href="insert internet archive link" target="_blank">complete work online</a> at the Internet Archive.

Replaces: Not used
Requires: Not used

Format: The physical medium of the original item (not the digital surrogate). Choices are:
application (a computer program created to serve a specific purpose)
audio (an audio recording, such as found on CD, cassette tape, mp3, or LP)
image (a visual work, such as a photograph, painting, mural, etc.)
model (a physical object used to illustrate what something will look like once constructed or manufactured)
multipart (a file that combines one or more different sets of data in a single body, such as a pdf combining four volumes of a published work)
text (a textual work such as a book, newspaper, periodical, broadside, manuscript page, record, etc.)
video (a moving image recording, such as a film, DVD, mp4 file, etc.)

Extent: The extent of what is depicted, not the extent of the whole collection. Examples:
1 photograph
1 oral history (3 separate recordings compiled)
1 video recording (.02 gigabytes) and 1 transcript (8 pages)
Excerpt (2 pages)

Medium: The material or physical carrier of the resource (in other words, what the original is “made of”). This is generally relevant to Warren Anatomical Museum objects, photographs, audiovisual materials, slides, etc. Leave blank if a paper document. Use AAT-derived terms where possible.
Examples:
Acetate film
Audiotape
Black and white photograph
Brass (alloy)
Color photograph
Digital audio tape
Film
Negative
Videotape

Language (required if item is textual): Write out the full name of the language (English not En)

Type (required): The nature or genre of the original resource. Choices are:
dataset: a file generated by statistical or other data aggregation software
moving image: a film or video recording, with or without sound
physical object: a three-dimensional object, such as a museum object, artifact, or instrument
sound: an audio recording with no picture
still image: a visual image
text: a textual document, such as a book, letter, or pamphlet

Identifier (required): Use for the scanning log ID number (matches the file name of the scan. For WAM items, enter here the Warren museum number, accession number, and/or any other identifier associated with the item depicted.
The identifier field is repeatable, so one item can have multiple identifiers. Each identifier should be in its own field. Additionally, identifiers for ALL files attached to the item record should be entered here. Do not input identifiers at the file level in Form Five.
If digital IDs (scanning log numbers) are sequential, you can enter a span of identifiers in a single field. This will make the display more usable.
Examples:
Warren Anatomical Museum Catalog Number: 00179
Warren Anatomical Museum Catalog Numbers: 00179-00183
Warren Anatomical Museum Catalog Number: TEMP00493
Warren Anatomical Museum Catalog Number: TEMP00493-TEMP00500
DigID0001234
DigID0001234-001250

Bibliographic Citation: Not used
Coverage: Not used
Spatial Coverage: Not used
Temporal Coverage: Not used
Accrual Method: Not used
Accrual Periodicity: Not used
Accrual Policy: Not used
Audience: Not used
Audience Education Level: Not used
Mediator: Not used
Instructional Method: Not used

Provenance: Use to indicate who gave the item to the Center or the Warren. Examples:
Gift of Lilly Elizabeth Hoffmann to the Lloyd E. Hawes Collection in the History of Radiology, Harvard Medical Library, 1969
Gift of Drs. Banting and Best to the Harvard Medical Library, 1927
The Mary Ellen Avery Papers were gifted to the Harvard Medical Library in the Francis A. Countway Library of Medicine by Mary Ellen Avery, 1999-2003, and were delivered in four accessions: 2000-001; 2000-031; 2001-064; and 2003-054
Tissue slides were prepared by Lynn Reid at the Children’s Hospital of Boston between 1983 and 1984. Reid was the head of the Department of Pathology at Children’s Hospital, Boston, Massachusetts and S. Burt Wolbach Professor of Pathology at Harvard Medical School, Boston, Massachusetts. Reid donated the slides with her manuscript collection to the Harvard Medical Library in July 2006. They were transferred to the Warren Museum in 2011.

Rights Holder: Not used

Item Type Metadata Fields
The Item Type refers to the “category” or class of file(s) you are uploading. Select one of the following item type and enter the associated metadata:

Document: A resource containing textual data. (books, letters, dissertations, poems, newspapers, articles). Use copy files are usually PDFs.
(metadata sub-fields for this Item Type are not currently in active use by the Center).

Moving Image: A series of visual representations that, when shown in succession, impart an impression of motion. Use copy files are usually MP4s.
Metadata sub-fields:
Embedded Media: Enter here the associated embed code from Vimeo.com; be sure to check the HTML box.
Transcription: Any written text transcribed from a sound.
Original Format: 16 mm, DV, DVD, etc.
Duration: Length of time involved (ex: 00:22:30)
Compression: Type/rate of compression for moving image file (i.e. MPEG-4)
Producer: Name (or names) of the person who produced the video.
Director: Name (or names) of the person who produced the video.

Sound: A resource primarily intended to be heard (compact disc, audio cassette, WAV, etc.). Use copy files are usually MP3s.
Examples: a music playback file format, an audio compact disc, and recorded speech or sounds.
Common File Formats: AIFF, MIDI, MP3, OGG, QT, RA, WAV
Metadata Element Description
Transcription: Any written text transcribed form the sound
Original Format: Analog or digital
Duration: The length in time
Bit rate/Frequency: The number of bits used to represent each sample in an audio file, determining the accuracy of the sample

Oral History: A resource containing historical information obtained in interviews with persons having firsthand knowledge (can be an audio recording, video recording, and/or written transcript)
Metadata Element Descriptions
Embedded Media: Enter here the associated embed code from Vimeo.com; be sure to check the HTML box.
Transcription: Any written text of the interview
Interviewer: Person performing the interview
Interviewee: Person being interviewed
Location: Location of the interview
Original format: Analogy or digital format, or any other specifics
Duration: The length in time
Bit rate/Frequency: The number of bits used to represent each sample in an audio file, determining the accuracy of the sample
Time summary: Summary of interview at different type stamps throughout the interview
Translation: Interview translated from one language to another language

Still Image: A static visual representation. Examples of still images are: paintings, drawings, graphic designs, plans and maps. Use copy files are usually JPGs.
Metadata Element Description
Original Format: If the image is of an object, state the type of object, such as painting, sculpture, photograph, and additional data.
Physical Dimensions: The size of the original image.
Event: Use for videos of Center events.
Metadata Element Description
Duration: Length in time (01:22:30)
Event type: What type of event
Participants: Names of individuals or groups participating in event

Other Item Types not currently in use at the Center:
Website
Email
Lesson Plan
Hyperlink
Person
Interactive Resource
Timeline
User Comments
Creating Items (manually)
To Create a new item, from the staff-side interface:
Select the Items tab, and click the green Add an Item button in the top-left.
Under the main/Dublin Core tab, enter metadata according to the guidelines below.
Associate the item with a Collection from the Collection pick-list on the right side of page.
Select whether the item should be Public and/or Featured using the checkboxes on the right.
Under the Item Type Metadata tab, enter metadata according to the guidelines below.
Under the Files tab, upload one or more reference files (note the maximum file size of 500 MB).
Once complete, click the green Add Item button on the right.

Batch Importing Items (via CSV)
Batch uploading to Omeka requires the 1) creation of separate spreadsheets for each collection and each Item Type you want to upload (document, still image, etc. -- this is the item type you selected in the scanning log for the field batchimport_itemtype) and 2) ftp’ing your image files to the Orchestra folder /www/collections.countway.harvard.edu/support/onview/file_upload/. Access to the FTP folder is currently restricted to two people: the Collections Services Archivist and the Diversity & Inclusion Archivist.
Prepare the metadata CSV
Open the Batch Import Template spreadsheet from N:\Administration_CHoM\Programs_and_Program_Planning\Omeka\Documentation

Save the template with a new name (Batch, date, collection, item type) that describes the batch in: N:\Administration_CHoM\Programs_and_Program_Planning\Omeka\Omeka Batch Imports
You will need a separate import spreadsheet for each Item Type.
Example file names: Batch20130905_Bibring_Document.xls
Batch20130919_Bibring_StillImage.xls

Filter in scanning log for the collection/item type you want to import:
Find a record with the collection number you're looking for, right click in the cell with that collection number, and select Equals "[call number]". Then do the same in the Type field if needed.
Highlight the rows you want to copy from the left edge of the access table.

In the Excel template, highlight the top blank row (row 3) from the first column (A) up through and including the horizontal black line (the last cell highlighted should be column N).

Right click in the highlighted section and select Paste Special, then Text, and click OK. When you get the "not the same size" window, click OK.

Spreadsheet cleanup:
Check to ensure that all scanning log fields/columns align appropriately with the import template columns.
Delete Row 3 (with the Access table headers)
The template is designed to automate some of the prep for you:
The Identifiers (column I) from the scanning log are run through a formula to help you generate the "DigID" identifier (column U) and the file name/path (column V)
Add the appropriate filename extensions for your files in column Q.
Copy and paste the VALUES ONLY from columns S and T > Columns U and V (DublinCore: Identifier and Files).
The Dublin Core:IsPartOf field data is automatically concatenated from the various scanning log fields in column O.
Copy and paste the VALUES from column O > P (DublinCore: IsPartOf) for this data to import.
Review all other metadata and make additions and modifications as needed to ensure it conforms to the metadata guidelines. Field headers in bold are required.
Run a spellcheck!

Delete all columns with orange headers. Other columns with blank data do not need to be deleted.

Save the spreadsheet as a CSV.
Prepare the digital files
Copy all digital files (reference copies) into: N:\Administration_CHoM\Programs_and_Program_Planning\OMEKA\Omeka Batch Imports\Batch Import Files
If a Collection does not already exist in Omeka for the materials you're importing, create one.
Digital files must be added to the Omeka FTP folder in order to be imported to Omeka. Currently only the CSA has access to the FTP folder; notify the CSA when your batch is ready to be imported.
FTP settings (for the CSA):
Name: Omekabatch
User: [ecommons ID and password of CSA. Will push an orchestra access request through Duo.]
Host: orchestra.med.harvard.edu
Path: n/www/collections.countway.harvard.edu/docroot/onview/file_upload
See also stage.collections... and dev.collections...
Import using the CSV Import Plugin
Test First!
It's generally recommended to first perform a test import on the stage site before importing to the live/production site (stage: https://stage.collections.countway.harvard.edu/onview/admin/)
From the CSV Import tab, select the following:
Upload file: choose prepared metadata CSV
Automap Column Names to Elements: check this
Select Item Type: select corresponding type
Select Collection: choose relevant collection
Make All Items Public? check this
Choose Element Delimiter: |
Click Next
Review all fields to ensure data mapped correctly.
Check "Use HTML?" (first checkbox column) for any fields that may contain html INCLUDING special character code like & (Title, Description, Abstract, References, Subject)
Check "Files?" (last checkbox column) for the Files field
Check "Tags?" (middle checkbox column) in the Tags field if used
If using any Item Type fields (like Still Image fields), you'll need to manually map these using the dropbown boxes.
Click the green Import CSV File button.
You'll see a status of Completed on the next screen once it's done.
Click on the "items" tab to sample check your new item records and make sure everything came through ok.
If something went wrong and you need to tweak some things and try again, go back to the CSV Import tab, and at the top click the "Status" page, then click Undo Import on the right next to your import job.

Collections
Collections in Omeka, as employed by the Center, are both researcher-friendly “buckets” of digitized Center holdings, either by format or programmatic area, and discrete groups of digitized items specific to manuscript/archival/rare books/WAM/etc. collections within those broader content buckets. The organization of collections is accomplished through Omeka’s Collection Tree plugin.
The Center has the following collections (or "buckets"):
Archives for Women in Medicine
Artwork and Artifacts
Center Selections
Manuscripts and Archives
Rare Books and Journals
Warren Anatomical Museum
Visitor Comments
Creating a new bucket requires the approval of the Deputy Director; Omeka users will for the most part create new collections and assign them to an existing bucket. Once a collection has been created, users create item level records to describe digitized content and then associate those items with a particular collection. Item records (to which one or many scans can be attached) can be associated with only one collection. However, item records can be associated with many exhibits.
To Browse a list of collections that already exist, click on the Collections tab from the staff-side interface, and a list of collections will display. You can sort the list of collections by Title or Date Added. You can view all the items associated with the collection by clicking on the underlined number under the column header “Total Number of Items.”
To edit a collection (change the collection name or description, edit typos, etc.), click on Edit.
To create a new collection:
Note: You must have Admin privileges or higher to create collections.
Review list of collections already in Omeka and verify that the collection you want to create does not already exist. Do not go by the list of collections on the public website, as many collections have not been published, and so are not visible online
Click on Collections tab, then click the green Add a Collection button in the top-left.
Fill out collection form:
Title: enter the collection title as it appears the Finding Aid Title [Creator name authority. Papers/Records/Collection, Inclusive and/or Bulk Dates. Call number.]
WAM modification: [Creator/User/Institution name authority] Collection, [Creation or Usage date range.] WAM [WAM object number range].
WAM note: Some collections have many associated WAM numbers. If the numbers exceed 10, including the numbers on either side of ranges, instead list the earliest number in the sequence followed by a " - ".
Description: enter two paragraphs, one pulled from the MARC 545 (biographical note/administrative history) and the second pulled from the MARC 520 (scope and content note).
WAM modification:
MARC 545 is the biographical note or administrative history for the creator or user. No WAM equivalent exists. For WAM collections, these biographical and administrative history notes will follow the archival/library conventions found in the policy manual. Keep in mind that these notes should be drafted in regards to the individuals or organizations most relevant to the collection, which may be a user rather than a creator. The note can be abbreviated for individuals with complex and long histories.
MARC 520 is the scope and content note for the collection. No WAM equivalent exists. For WAM collections, draft the field per DACS guidance while modifying it for WAM content (https://saa-ts-dacs.github.io/dacs/06_part_I/04_chapter_03/01_scope_and_content.html) Include some modified provenance data in this field, particularly in regards to the creation and usage of the collection.
Additional WAM fields:
Subject: (at least three subjects are required)
Use LCSH, LCNAF, MESH, and AAT thesauri for subject headings
The creator(s) of the item should always be a subject
Provenance: Describe the donation date and donor of the collection group
Check whether or not collection should be “public” or “not public”.
Check “featured” if you want the collection to show up on the Omeka “home page” as a featured collection or “not featured”.
Select a Parent Collection ("bucket") from the “Select a parent collection” pick list.
Click “Save Collection”
Accounts & Permissions
[To be added]