Spreadsheet Templates Description

Common fields in the templates

• Order/Batch

  • Optional
  • Batch name for a project or Aeon order number for OTC work.
  • On the first row of your spreadsheet.

• Unique object ID

  • Required
  • This must be unique within the same DRS Owner Code in DRS.
  • In DRS: Object Owner Supplied Name (object OSN)
  • Using system IDs (ALMA ID, call numbers, container IDs, …) recommended
• Hollis #
  • Optional
  • ALMA system ID (warning: make sure the digits after 15^th was not converted to 0 by excel. Formatting the cell as Text will avoid this issue.)
  • In DRS: Object Descriptive Metadata - Harvard Metadata with type as “Alma”
  • In Viewer: External Links - Harvard Metadata - Alma link
• Finding Aid ID
  • Optional
  • Finding Aid ID (an ID or URN for the collection or component)
  • In DRS: Object Descriptive Metadata - Harvard Metadata with type as “Finding Aid”
  • In Viewer: In Viewer: External Links - Harvard Metadata – Finding Aid link
• OCR
  • Optional
  • Yes, No (blank = No)
  • In DRS: each page image will have a uncorrected OCR text file associated with.
  • In Viewer: “View Text” displays the OCR text for the current page. (“View Text” needs to be “on” for the object in DRS.)
• Access
  • Optional
  • P, R, N (blank = P)
  • In DRS: File access - P(public), R(restricted to Harvard community) or N(no access)
  • In Viewer: open to public, Harvard pin access, or no access at all
• URI
  • Optional
  • An URI link associated with an online resource. A full URI should be entered at the second column and a display label (relationship in DRS term) at the third column.
  • In DRS: Object Descriptive Metadata – Related Links (URI and Relationship)
  • In Viewer: Related Links – Related Links – [Relationship/Label]: [URI]
• Object label
  • Required
  • Customized object label (see some formulas)
  • In DRS: Object Descriptive Metadata – Current METS label
  • In Viewer:
  • The display label at the top of the Viewer
  • Citation description under “Cite”
  • The “Label” value under “View information/metadata about this object”
  • The “Links relating to” value under “Related Links”

^{Figure 1. Common fields in the spreadsheets shown in DRS}

^{Figure 2. Common fields in the spreadsheets shown in Viewer}

Template1_simple

• Provides all the common fields information.
• More than one object could be included in one spreadsheet.

Template2_simple-row-style

• Provides all the common fields information except URI.
• The field names appear in a row like column headers.
• More than one object could be included in one spreadsheet.

Template3_simple_with_page_lbl

• Provides all the common fields information.
• Additionally, the page labels could be supplied.

File names

• • Required
  • Follow DRS filename specification
  • In DRS: File Owner Supplied Name (File OSN)
  • In Viewer: [Not showing]

Page labels

• • Optional
  • No entry = no page label
  • Recommend enclosing implied values with [], i.e. [Front cover], [unpaged],…
  • In DRS: File Structure – [Page Node Attributes] – Page label
  • In Viewer: “page label” in the side panel

^{Figure 3. Page labels in the spreadsheets shown in DRS}

^{Figure 4. Page labels in the spreadsheets shown in Viewer}

Template4_complex_with_page_lbl_nodes

• Provides all the common fields information.
• Additionally, page labels and one-level page structures could be supplied.
• More than one object could be included in one spreadsheet.

File names

• • Required
  • Follow DRS filename specification
  • In DRS: File Owner Supplied Name (File OSN)
  • In Viewer: [Not showing]

Page labels

• • Optional
  • No entry = no page label
  • Recommend enclosing implied values with [], i.e. [Front cover], [unpaged],…
  • In DRS: File Structure – [Page Node Attributes] – Page label
  • In Viewer: [page label] in the side panel

Node labels

• • Required, and must start with the first page.
  • Pages from the current node label (inclusive) to next node label (not inclusive) will be group under the current node.
  • In DRS: File Structure – [Section Node Attributes] – Label
  • IN Viewer: [section label] in the side panel

^{Figure 5. Node and Page labels in the spreadsheets shown in DRS}

^{Figure 6. Node and Page labels in the spreadsheets shown in Viewer}

Template5_complex_with_nodes_only

• Provides all the common fields information.
• Additionally, pages could be structed together as sections by provided section names or labels.
• Good for constructing an object from several physical components (folders, containers, …) without preparing it by going through each page.
• More than one object could be included in one spreadsheet.

Section #

• • Required
  • Section identifiers, which follows DRS naming specification. For numbers less than four digits, they will be zero left-padded.
  • In DRS: as part of file owner supplied name
  • In Viewer: [not showing]

Node labels

• • Required
  • The label for the section.
  • In DRS: File Structure – [Section Node Attributes] – Label
  • IN Viewer: [section label] in the side panel

Figure 7. Section node labels in the spreadsheets shown in DRS

Figure 8. Section # as a component of file OSN shown in DRS

Figure 9. Section node labels shown in Viewer

Other recommendation while preparing the spreadsheets

• Font: Use an Unicode font, e.g. Arial Unicode MS
• Unique object ID: Use system IDs if possible
• Spreadsheet Name: Name the spreadsheet with the batch name for a project batch or Aeon transaction number for an OTC order.