Items with multiple digitizations

Items with multiple digitizations

Subitems represent a digitization of part of a real world object, such as a page of a book, or a scan of one side of a document. You will need to submit metadata for both the top level item (the document) and for each subitem that represents an individual page or image of that document, for example.

Please follow these guidelines when structuring metadata for items with multiple digitizations:

  • Each subitem should be submitted in a separate row
  • All subitems and the top level item should share the same unique item id
  • For the parent item, set the filetype to sequence and leave the filespec empty
  • The rows for subitems should specify a unique subitemid, meaning that it should not be repeated under the corresponding top level item
  • The rows for subitems should also specify an orderid with an integer (1,2,3...) denoting the order of subitems within the top level item
Subitem ID   [subitemid]
Definition

Only required if submitting items with multiple digitizations.

  • Each subitem row must have the same Item ID
  • Each subitem must have a unique Subitem ID for a given item which neither conflicts with other Subitem IDs or Item IDs
  • Example values:
    • 0001-a
    • p314.1
    • http://example.com/item/217-1
Example
... subitemid ...
... p314.1 ...
Order ID   [orderid]
Definition

An index used to denote the order of subitems within a top level item.

  • If omitted subitems could appear in a random order when viewing an item
  • Example values:
    • 1
    • 2
    • 8
Example
... orderid ...
... 1 ...
Example
itemid subitemid orderid title description filetype filespec
d1     Legal document Two-sided document containing two images sequence  
d1 d1.1 1 Page 1 Scan of front side image pic1.jpg
d1 d1.2 2 Page 2 Scan of back side image pic2.jpg

The table above demonstrates how to provide metadata for a document containing 2 images.

Making Changes to Sequences

As your content on the Arts & Culture platform evolves, you may want to create sequences out of existing assets, move assets in between sequences, or create individual assets out assets that currently belong to a single sequence.

While these operations are supported, they need to be executed in a specific way so that the individual media items retain their unique id in the system, and to ensure that the metadata is correctly attributed to either the sequence as a whole or to the individual media assets.

Note: Assets being re-sequenced must have the same launch status - meaning you cannot combine launched and unlaunched assets into a new album. You must first un-approve (or approve) assets before combining them.

Creating a sequence from existing assets

If you originally uploaded content as individual assets that are part of the same real world item, you can create a sequence from these assets without having to delete and re-upload the items by updating your metadata spreadsheet with a new sequence which contains the existing items.

The itemid from the existing assets becomes the subitemid of the new sequence. You will also need to evaluate the metadata for each asset and likely move repeated metadata from the individual assets to the sequence level.

Existing Metadata Sheet with 2 individual assets
itemid subitemid orderid filetype filespec title description
asset_1     image asset_1.jpg Legal Document - Page 1 Scan of front side of a document covering a certain law
asset_2     image asset_2.jpg Legal Document - Page 2 Scan of back side of a document covering a certain law
Metadata Sheet which creates a new album consisting of 2 sub-items:
itemid subitemid orderid filetype filespec title description
album     sequence   Legal Document A document covering a certain law
album asset_1 1 image asset_1.jpg Page 1 Scan of front side
album asset_2 2 image asset_2.jpg Page 2 Scan of back side

Moving assets between sequences

If you need to move assets between sequences, for example if something has been recategorized, you can do this by editing your metadata sheet to move the subitem to a new album. Please ensure any metadata is updated to reflect the new grouping.

Existing Metadata Sheet with 2 albums:Existing Metadata Sheet with 2 albums:

itemid subitemid orderid filetype filespec title description
album_1     sequence   Pottery from Paris A collection of pottery made in Paris
album_1 asset_1_1 1 image asset_1_1.jpg Bowl Blue bowl with flowers
album_1 asset_1_2 2 image asset_1_2.jpg Cup Blue cup with flowers
album_1 asset_1_3 3 image asset_1_3.jpg Plate Blue plate with flowers
album_2     sequence   Pottery from London A collection of pottery made in London
album_2 asset_2_1 1 image asset_2_1.jpg Bowl Red bowl with flowers
album_2 asset_2_2 2 image asset_2_2.jpg Cup Red cup with flowers

New Metadata Sheet which moves 1 image from one sequence to another:

itemid subitemid orderid filetype filespec title description
album_1     sequence   Pottery from Paris A collection of pottery made in Paris
album_1 asset_1_1 1 image asset_1_1.jpg Bowl Blue bowl with flowers
album_1 asset_1_3 3 image asset_1_3.jpg Plate Blue plate with flowers
album_2     sequence   Pottery from London A collection of pottery made in London
album_2 asset_2_1 1 image asset_2_1.jpg Bowl Red bowl with flowers
album_2 asset_2_2 2 image asset_2_2.jpg Cup Red cup with flowers
album_2 asset_1_2 3 image asset_1_2.jpg Cup Blue cup with flowers. Originally thought to be from Paris, newly associated with London.

Removing assets from a sequence

You can also remove items from a sequence into standalone items. As with other operations changing sequences, the metadata should reflect the new configuration.

Please note that If you remove all items from a sequence, the sequence will be deleted from the system as we do not support empty sequences. This is the only case when removing content from a metadata sheet will cause it to be deleted. As such, ensure any metadata that is relevant is copied from the sequence into the new assets

Existing Metadata Sheet with an album with 3 items:

itemid subitemid orderid filetype filespec title description
album_1     sequence   Pottery from Paris A collection of pottery made in Paris
album_1 asset_1_1 1 image asset_1_1.jpg Bowl Blue bowl with flowers
album_1 asset_1_2 2 image asset_1_2.jpg Cup Blue cup with flowers
album_1 asset_1_3 3 image asset_1_3.jpg Plate Blue plate with flowers

New Metadata Sheet which keeps the album, but removes an item:

itemid subitemid orderid filetype filespec title description
asset_1_1     image asset_1_1.jpg Bowl from Paris Blue bowl with flowers
album_1     sequence   Pottery from Paris A collection of pottery made in Paris
album_1 asset_1_2 2 image asset_1_2.jpg Cup Blue cup with flowers
album_1 asset_1_3 3 image asset_1_3.jpg Plate Blue plate with flowers

New Metadata Sheet which removes all items and deletes the album:

itemid subitemid orderid filetype filespec title description
asset_1_1     image asset_1_1.jpg Bowl from Paris Blue bowl with flowers
asset_1_2     image asset_1_2.jpg Cup from Paris Blue cup with flowers
asset_1_3     image asset_1_3.jpg Plate from Paris Blue plate with flowers
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