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.
  
To generate MODS from Excel spreadsheets one will need Microsoft Excel, OpenOffice Calc, a solid text editor and [http://lb-416-003.lib.ua-net.ua.edu/notes/?f=Archivist%20Utility.txt Archivist Utility].
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for information on how to upload MODS, see [[Uploading MODS]]
  
*OpenOffice Portable is freely available [http://portableapps.com/apps/office/openoffice_portable here.]
 
** We have found that we generally get better results in creating tab delimited text files (necessary for Archivist Utility) from OpenOffice, given the greater number of export options.
 
  
*Notepad++ Portable (a great text editor) is freely available [http://portableapps.com/apps/development/notepadpp_portable here.]
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==What You Need==
  
The portable versions can easily be installed without the need for assistance from IT staff.
+
*Microsoft Excel
 +
*A solid text editor such as Notepad++ Portable (a Windows text editor) is freely available [http://portableapps.com/apps/development/notepadpp_portable here.]
 +
*[http://acumen.lib.ua.edu/project/?f=Archivist%20Utility.txt Archivist Utility].
  
----
 
  
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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==Steps==
 +
 
 +
*Open metadata (.xlsx) in Excel and choose SAVE AS.
 +
 
 +
[[Image:MODS_1.png]]
 +
 
 +
*Choose the "Text (Tab delimited)" option as shown if the metadata has no "foreign" characters (diacritics) in it or if you don't know if there are.
 +
**If you know there are diacritics in the metadata, go directly to [[Diacritics]] before proceeding.
 +
 
 +
*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.
 +
** Check for [[Diacritics]] (unless you repaired them beforehand) and follow any applicable instructions before continuing
 +
** 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.
 +
 
 +
*Open Archivist Utility.
 +
 
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*Load the correct MODS template by choosing the "Load XML Template".
 +
**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
 +
**Both of these templates can be found in S:\Digital Projects\Administrative\forSoftware\ArchivistUtility
 +
 
 +
[[Image:MODS_2.png]]
 +
 
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*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 (see below for explanations)
 +
 
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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.
 +
 
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*Check the MODS folder, looking in the 'Size' column to confirm that the MODS files are not empty (0 KB).
 +
 
 +
==Error and Warning Messages==
 +
 
 +
===invalid XML output, could not tidy output===
 +
* this means you have an issue with a nonprinting character, almost always a diacritic
 +
* the Row # it gives you will be one row up from where the row lies on the spreadsheet (your spreadsheet has headers, but Archivist Utility starts counting at the row below the header)
 +
** example: ''Error (u0003_0000581.txt row 147): invalid XML output, could not tidy output'' refers to a problem with spreadsheet line 148
 +
 
 +
===Missing Columns and Unused Columns===
 +
 
 +
====are different====
 +
 
 +
This means you're probably using the wrong template
 +
 
 +
This is what it looks like when you put an old-form spreadsheet into a m0# template
 +
 
 +
[[image:old-ss-form_in_new-ss-template.jpg]]
 +
 
 +
This is what it looks like when you put a m0# spreadsheet into an old-form template
 +
 
 +
[[image:new-ss-form_in_old-ss-template.jpg]]
 +
 
 +
====are almost the same====
 +
 
 +
This means there's probably a misspelling in the the column header
 +
 
 +
Example: if you've got a Missing Column called "Date Created" and an Unused Column called "DateCreated," that's the same problem: the column was labeled incorrectly in the spreadsheet
 +
 
 +
===Cannot Update Output===
 +
This means that there is likely a diacritic that cannot be translated into XML
 +
 
 +
use notepad++ and view all characters and symbols to find the diacritic, refer to the diacritics page, replace, and attempt the making MODS process again.

Latest revision as of 11:23, 16 January 2014

Contents

[edit] 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


[edit] What You Need

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


[edit] Steps

  • Open metadata (.xlsx) in Excel and choose SAVE AS.

MODS 1.png

  • Choose the "Text (Tab delimited)" option as shown if the metadata has no "foreign" characters (diacritics) in it or if you don't know if there are.
    • If you know there are diacritics in the metadata, go directly to Diacritics before proceeding.
  • 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.
    • Check for Diacritics (unless you repaired them beforehand) and follow any applicable instructions before continuing
    • 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 (see below for explanations)
  • If no errors, chose "Export All Rows" and place the MODS output in the prepared MODS folder in the Digital_Coll_Complete directory.
  • Check the MODS folder, looking in the 'Size' column to confirm that the MODS files are not empty (0 KB).

[edit] Error and Warning Messages

[edit] invalid XML output, could not tidy output

  • this means you have an issue with a nonprinting character, almost always a diacritic
  • the Row # it gives you will be one row up from where the row lies on the spreadsheet (your spreadsheet has headers, but Archivist Utility starts counting at the row below the header)
    • example: Error (u0003_0000581.txt row 147): invalid XML output, could not tidy output refers to a problem with spreadsheet line 148

[edit] Missing Columns and Unused Columns

[edit] are different

This means you're probably using the wrong template

This is what it looks like when you put an old-form spreadsheet into a m0# template

Old-ss-form in new-ss-template.jpg

This is what it looks like when you put a m0# spreadsheet into an old-form template

New-ss-form in old-ss-template.jpg

[edit] are almost the same

This means there's probably a misspelling in the the column header

Example: if you've got a Missing Column called "Date Created" and an Unused Column called "DateCreated," that's the same problem: the column was labeled incorrectly in the spreadsheet

[edit] Cannot Update Output

This means that there is likely a diacritic that cannot be translated into XML

use notepad++ and view all characters and symbols to find the diacritic, refer to the diacritics page, replace, and attempt the making MODS process again.

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