Making MODS

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  for information on how to upload MODS, see [[Uploading MODS]]
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==Introduction==
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This page demonstrates how to create MODS files using Archivist Utility from an Excel metadata spreadsheet.
  
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for information on how to upload MODS, see [[Uploading MODS]]
  
To generate MODS from Excel spreadsheets one will need Microsoft Excel (or OpenOffice Calc), a solid text editor and [http://lb-416-003.lib.ua-net.ua.edu/notes/?f=Archivist%20Utility.txt Archivist Utility].
 
  
*OpenOffice Portable is freely available [http://portableapps.com/apps/office/openoffice_portable here.]
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==What You Need==
** We have found that export of tab delimited text files (necessary for Archivist Utility) from OpenOffice gives a greater number of export options than Microsoft Excel.
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** Having said that, one may wish to try exporting from Microsoft Excel first for the sake of convenience.
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*Notepad++ Portable (a Windows text editor) is freely available [http://portableapps.com/apps/development/notepadpp_portable here.]
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*Microsoft Excel
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*A solid text editor such as Notepad++ Portable (a Windows text editor) is freely available [http://portableapps.com/apps/development/notepadpp_portable here.]
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*[http://acumen.lib.ua.edu/project/?f=Archivist%20Utility.txt Archivist Utility].
  
The portable versions can easily be installed without the need for assistance from IT staff.
 
  
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==Steps==
  
A brief, Microsoft Word '''tutorial''' describing the steps to generate MODS is available [http://intranet.lib.ua.edu/wiki/digcoll/images/8/80/MakingMODS.docx here.]
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*Open metadata (.xlsx) in Excel and choose SAVE AS.
*Note: the tutorial demonstrates the workflow with OpenOffice Calc, but as mentioned prior Microsoft Excel is a viable option in nearly all cases even those with [[Diacritics]].
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*Choose the "Text (Tab delimited)" option as shown if the metadata has no diacritics/ "foreign" characters in it.
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**If there are diacritics in the metadata, refer to [[Diacritics]] before proceeding.
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[[Image:MODS_1.png]]
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*Save the .txt file in a prepared "Metadata" folder in the Digital_Coll_Complete directory.  
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*Open the .txt folder with your text editor.
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**Do a find and replace to remove all the quotation marks that have appeared during the export
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**Make sure the file is encoded as UTF-8 rather than ANSI or anything else. (In Notepad++, encoding will display in the bottom right corner of the screen. To change it, go to the Encoding menu and select Encode in UTF-8.)
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**Save the file.
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*Open Archivist Utility.
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*Load the correct MODS template by choosing the "Load XML Template".
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**For "old" metadata spreadsheets, this template is MODS-template_7.ds.xml
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**For m01 metadata spreadsheets, this template is AU_template.m01_5.xml
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**Both of these templates can be found in S:\Digital Projects\Administrative\forSoftware\ArchivistUtility
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[[Image:MODS_2.png]]
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*Chose the "Load Data" tab and select your .txt file.
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*Choose the "Update Output" tab to check for errors.
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*Choose the "Log" tab to check for an error report.
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**If  you receive an error that reads "Invalid XML output, cannot tidy output," that means you have a diacritics issue (bad character) in your metadata text file. This is probably because some of the text in the spreadsheet was copied from Word. First, you can try to identify the character and correct it by hand. If that is not possible, try the steps found on the [[Diacritics]] page.
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*If no errors, chose "Export All Rows" and place the MODS output in the prepared MODS folder in the Digital_Coll_Complete directory.

Revision as of 10:18, 26 September 2012

Introduction

This page demonstrates how to create MODS files using Archivist Utility from an Excel metadata spreadsheet.

for information on how to upload MODS, see Uploading MODS


What You Need

  • Microsoft Excel
  • A solid text editor such as Notepad++ Portable (a Windows text editor) is freely available here.
  • Archivist Utility.


Steps

  • Open metadata (.xlsx) in Excel and choose SAVE AS.
  • Choose the "Text (Tab delimited)" option as shown if the metadata has no diacritics/ "foreign" characters in it.
    • If there are diacritics in the metadata, refer to Diacritics before proceeding.

MODS 1.png

  • Save the .txt file in a prepared "Metadata" folder in the Digital_Coll_Complete directory.
  • Open the .txt folder with your text editor.
    • Do a find and replace to remove all the quotation marks that have appeared during the export
    • Make sure the file is encoded as UTF-8 rather than ANSI or anything else. (In Notepad++, encoding will display in the bottom right corner of the screen. To change it, go to the Encoding menu and select Encode in UTF-8.)
    • Save the file.
  • Open Archivist Utility.
  • Load the correct MODS template by choosing the "Load XML Template".
    • For "old" metadata spreadsheets, this template is MODS-template_7.ds.xml
    • For m01 metadata spreadsheets, this template is AU_template.m01_5.xml
    • Both of these templates can be found in S:\Digital Projects\Administrative\forSoftware\ArchivistUtility

MODS 2.png

  • Chose the "Load Data" tab and select your .txt file.
  • Choose the "Update Output" tab to check for errors.
  • Choose the "Log" tab to check for an error report.
    • If you receive an error that reads "Invalid XML output, cannot tidy output," that means you have a diacritics issue (bad character) in your metadata text file. This is probably because some of the text in the spreadsheet was copied from Word. First, you can try to identify the character and correct it by hand. If that is not possible, try the steps found on the Diacritics page.
  • If no errors, chose "Export All Rows" and place the MODS output in the prepared MODS folder in the Digital_Coll_Complete directory.
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