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
filetypetosequenceand leave thefilespecempty - 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
orderidwith an integer (1,2,3...) denoting the order of subitems within the top level item
[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 | ... |
[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:
| 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 |