Field Details for the Spreadsheet Ingest

Last Updated, June 17, 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. The fields listed below are in the same order as the columns in the CTDA spreadsheet Ingest Templates. 

For details on how to populate the spreadsheet, we recommend viewing the Spreadsheet Ingest Templates available from the CTDA Support Center.

 

ID*

Field Name: ID*
Required Field: Yes
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Always start with one and number consecutively to the last row of the spreadsheet which includes metadata for ingest.

 

member_of

Field Name: member_of
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 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

Field Name: member_of_existing_entity_id
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 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*

Field Name: publish*
Required Field: Yes
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Defaults to 'Y'. Value must be either 'Y' or 'N' to set the object as published (Y) or not published (N) on ingest.

 

model*

Field Name: model*
Required Field: Yes
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: This is the "Content Type" that defines the behaviors, derivatives, and viewers of the repository item. Accepted values include:

Audio
Binary
Collection
Compound
Digital Document
Image
Newspaper
Page
Paged Content
Publication Issue
Video

 

held_by*

Field Name: held_by*
Required Field: Yes
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 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*

Field Name: title*
Required Field: Yes
Validated Field: Yes
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: This required field needs just a title entered but if you have additional 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
title type

Available values for title types:

  • alternative
  • translated
  • uniform
  • abbreviated

title supplied

Available values for field supplied:

  • yes
  • no

title non sort
title part name
title part number
title subtitle

Syntax for this field in the spreadsheet is: 
field_title|title_type|title_supplied|title_non_sort|title_part_name|title_part_number|title_subtitle

  • Example for 1 Title: 
    My title|alternative|yes|The|this is a title part name|this is a title part number|this is a title subtitle
  • Example with 2 titles:
    CTDA TEST - Monthly record, 1936-11||yes|The|a monthly journal devoted to the interests of the inmates of the Connecticut State Prison|||^^Monthly record (Connecticut State Prison (Somers, Conn.))|uniform|yes||||

 

rights_statement*    

Field Name: rights_statement*   
Required Field: Yes
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 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.

  • COPYRIGHT NOT EVALUATED
  • COPYRIGHT UNDETERMINED
  • IN COPYRIGHT
  • IN COPYRIGHT - EU ORPHANED WORK
  • IN COPYRIGHT - RIGHTS-HOLDER(S) UNLOCATABLE OR UNIDENTIFIABLE
  • NO COPYRIGHT - CONTRACTUAL RESTRICTIONS
  • NO COPYRIGHT - OTHER KNOWN LEGAL RESTRICTIONS
  • NO COPYRIGHT - UNITED STATES
  • NO KNOWN COPYRIGHT
  • RIGHTS DETERMINED AT ITEM LEVEL

 

digital_file

Field Name: digital_file
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 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

Field Name: media_use
Required Field: No
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Indicates the use of the media in the system. Required  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:

  • Extracted Text
  • Intermediate File
  • Original File
  • Preservation Master File
  • Service File
  • Thumbnail Image
  • Transcript

 

digital_origin

Field Name: digital_origin
Required Field: No
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Valid values include:

  • None
  • born digital
  • reformatted digital
  • digitized microfilm
  • digitized other analog

 

creative_commons

Field Name: creative_commons
Required Field: No
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Must be one of the following terms for Creative Commons licenses:

  • Attribution 4.0 International (CC BY 4.0)
  • Attribution-NoDerivatives 4.0 International (CC BY-ND 4.0)
  • Attribution-NonCommercial 4.0 International (CC BY-NC 4.0)
  • Attribution-NonCommercial-NoDerivatives 4.0 International (CC BY-NC-ND 4.0)
  • Attribution-NonCommercial-ShareAlike 4.0 International (CC BY-NC-SA 4.0)
  • Attribution-ShareAlike 4.0 International (CC BY-SA 4.0)

 

use_and_reproduction

Field Name: use_and_reproduction
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Text description of the use and reproduction for the object.

 

restriction_on_access

Field Name: restriction_on_access
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Text description of the any restrictions on access for the object.

 

resource_type

Field Name: resource_type
Required Field: No
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: The following values are valid for this field:

  • Artifact
  • Audio
  • Audio musical
  • Audio non-musical
  • Book
  • Cartographic
  • Collection
  • Dataset
  • Digital
  • Manuscript
  • Mixed material
  • Moving image
  • Multimedia
  • Notated music
  • Photograph
  • Software
  • Still image
  • Tactile
  • Text
  • Unspecified

 

description

Field Name: description
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: A narrative description of the item. NO HTML code can be included in the description.

 

local_identifier

Field Name: local_identifier
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details: Example: 425objectIdentifier789^^MyObjectInventoryNumber2347891

 

family_name

Field Name: family_name
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: 
keys:
- name
- role
An agent, e.g. family name, 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 Family as a Creator would be Husky|relators:cre
  • Example with multiple family entries: Husky|relators:cre^^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.

 

persons

Field Name: persons
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: 
keys:
- name
- role
An agent, e.g. person, 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

Field Name: organizations
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: 
keys:
- name
- role
An agent, e.g. 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: Connecticut General Assembly as a Creator would be Connecticut General Assembly|relators:cre
  • Example with multiple organization entries: Connecticut General Assembly|relators:cre^^Connecticut Office of the Governor|relators:ctb

The list of available values for roles are included in the Validation List (do not edit) sheet within the Spreadsheet Ingest template.

 

origin_information

Field Name: origin_information
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: 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 fromat. 

Valid values for 'issuance' are: 

  • monographic
  • single unit 
  • multipart monograph 
  • continuing 
  • serial 
  • integrating resource.
     

Valid values for frequency' are: 

  • Annual
  • Biennial
  • Bimonthly
  • Biweekly
  • Completely irregular
  • Continusouly updated
  • Daily
  • Monthly
  • Quarterly
  • Semiannual
  • Semimonthly
  • Semiweekly
  • Three times a month
  • Three times a week
  • Three times a year
  • Triennial
  • Weekly

Examples:

  • 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

 

language

Field Name: language
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details: Term(s) in the 'Language' taxonomy. (Can be existing or new terms)

 

genre

Field Name: genre
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details: Term(s) in the 'Genre' taxonomy (Can be existing or new terms)

 

subject

Field Name: subject
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details: Term(s) in the 'Subject' taxonomy. (Can be existing or new terms)

 

temporal_subject

Field Name: temporal_subject
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details: Term(s) in the 'Temporal' taxonomy. (Can be existing or new terms)

 

geographic_subject

Field Name: geographic_subject
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details: Term(s) in the 'Geographic' taxonomy. (Can be existing or new terms)

 

notes

Field Name: notes
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: 
keys:
- note_type
- note

Valid values for note_type:

  • acquisition
  • action
  • additional physical form
  • bibliography
  • biographical/historical
  • creation/production credits
  • date/sequential designation
  • exhibitions
  • funding
  • language
  • numbering
  • original location
  • ownership
  • performers
  • preferred citation
  • provenance
  • publications
  • reproduction
  • statement of responsibility
  • system details
  • thesis
  • venue
  • version identification
  • local
  • source note

 

scale

Field Name: scale
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

physical_form

Field Name: physical_form
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

reformatting_quality

Field Name: reformatting_quality
Required Field: No
Validated Field: Yes
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: The following values are valid for this field:

  • access
  • preservation
  • replacement
     

physical_description_note

Field Name: physical_description_note
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details:  General textual information about the physical description of a resource.

 

access_restriction_term

Field Name: access_restriction_term
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details:  Term from 'Islandora Access' Taxonomy. Currently for CTDA staff use only.

 

related_items

Field Name: related_items
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Sub-subdelimiter Allowed: ~
Field Details: Keys/fields that accept multiple values are marked with '*', this sub-subdelimiter is to separate those values within that key)
     keys:
       - relator
       - title
       - url
       - extent
       - url_title
       - relator_type (is the vocabulary ID of the Taxonomy in which the 'relator' belongs); 
       - subtitle
       - local_identifier*
       - handle
       - loc_classification*
       - uniform_title
       - organizations_name* (can be an existing or new term for the related Taxonomy)
       - organizations_role* (follow the same syntax as the 'organizations' and 'persons' columns)
       - persons_name* (can be an existing or new term for the related Taxonomy)
       - persons_role* (follow the same syntax as the 'organizations' and 'persons' columns)
       - date_issued (must be EDTF format)
       - place
       - publisher*
       - issuance
       - note*
       - physical_location
       - resource_type* (MUST be a Term in the 'CTDA Resource Types' Taxonomy)
       - frequency* (MUST be a Term in the 'MARC Frequency' Taxonomy)

Valid values for 'issuance:

  • monographic
  • single unit
  • multipart monograph
  • continuing
  • serial
  • integrating resource

If you utilize this field successfully via spreadsheet ingest, the CTDA would welcome your example(s) to help better explain how this field can be utilized. Below is an example for DGI utilized to create this documentation.
 

  • Example: host|related item title1|discoverygarden.ca|extent1|dgi link title|mods_relation_types|subtitle1|local id1`local id2|handle1|loc classification1`loc classification2|a uniform title|org1`org2`org3|relators:an`relators:apl`relators:arc|person1`person2|local:asa`local:mja|2021|place1|publisher1`publisher2|single unit|a note about things.`another note about more things.|physical location1|Still image`mixed material|biweekly`daily`Completely irregular^^host|related item title2||||mods_relation_types^^||||||||||||||||||||physical location2|mixed material

 

table_of_contents

Field Name: table_of_contents
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Text for the table of contents value.

 

handle

Field Name: handle
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details:  Handle is created automatically by the system. Do not use this field.

 

isbn

Field Name: isbn
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: International Standard Book Number

 

oclc_number

Field Name: oclc_number
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Online Computer Library Center number

 

loc_classification

Field Name: loc_classification
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Library of Congress Classification

 

coordinates

Field Name: coordinates
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: Enter either in decimal (51.47879) or sexagesimal format (51° 28' 43.644"). For subdelimited pieces use the following mapping: latitude|longitude

 

geographic_code

Field Name: geographic_code
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: A geographic area code associated with a resource.

 

west_bounding_coordinate

Field Name: west_bounding_coordinate
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: |
Field Details: 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

Field Name: east_bounding_coordinate
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: |
Field Details: 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

Field Name: north_bounding_coordinate
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: |
Field Details: 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

Field Name: south_bounding_coordinate
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: |
Field Details: 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

 

extent

Field Name: extent
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: NA
Field Details: Size or duration of a resource

 

physical_location

Field Name: physical_location
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: The institution or repository that holds the resource or where it is available.

 

sublocation

Field Name: sublocation
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Department, division, or section of an institution holding a copy of the resource.

 

shelf_locator

Field Name: shelf_locator
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: Shelfmark or other shelving designation that indicates the location identifier for a copy.

 

location_url

Field Name: location_url
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: This field can only include one URL.

 

record_information

Field Name: record_information
Required Field: No
Validated Field: No
Delimiters Allowed: ^^
Subdelimiters Allowed: |
Field Details: 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

 

degree_name

Field Name: degree_name
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

degree_level

Field Name: degree_level
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

degree_discipline

Field Name: degree_discipline
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

kingdom_dwr

Field Name: kingdom_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

phylum_dwr

Field Name: phylum_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

class_dwr

Field Name: class_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

order_dwr

Field Name: order_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

family_dwr

Field Name: family_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

genus_dwr

Field Name: genus_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

sci_name_auth_dwr

Field Name: sci_name_auth_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

locality_dwr

Field Name: locality_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

location_remarks_dwr

Field Name: location_remarks_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: 

 

recorded_by_dwr

Field Name: recorded_by_dwr
Required Field: No
Validated Field: No
Delimiters Allowed: NA
Subdelimiters Allowed: NA
Field Details: