2b. Creating page-level data using Excel

Each monograph with page-level metadata must be contained in its own spreadsheet. When working with a group of monographs, export the metadata for the group of monographs from Millennium into one spreadsheet in an Excel workbook and batch-edit the metadata as described in steps 2. Exporting data from Millennium into Excel and 2a. Creating item-level data using Excel.

Create individual worksheets for each publication and add data

When batch-editing is complete, copy/paste the column headers and each individual monograph's metadata into separate spreadsheets in the Excel workbook. Perform the following steps for each spreadsheet--see the "Page-level sample" attached to this page.

1. Add a column named "File Name" after the Folder column.
2. In the new File Name column, fill in the file names:
   • Open the folder with the appropriate files, and select all files.
   • Shift+right-click and select "copy as path."
   • In row 3 of the "File Name" column, paste the file paths.
   • Find and replace the root path with nothing, leaving only the file name.
   • Sort the file names from A-Z (the paste always puts the first few files at the bottom; do not expand the selection).
3. Add three columns at the beginning of the spreadsheet: File, CDM_LVL and CDM_LVL_NAME. These columns will format the Contents tab for the compound object.
4. Add data to the first four columns of the spreadsheet as follows:
   1. File is temporary and will be used as a quick reference to the file being "cataloged."
      • Fill this column with a formula to copy in the file name (for example, add =AH3 to cell A3 and fill down for the rest of the rows)--make sure the cells are formatted "general."
   2. CDM_LVL determines the hierarchy of the pages; we will usually use only levels 0 and 1.
      • Row 2, enter 0
      • Rows 3-end, enter 1.
   3. CDM_LVL_NAME creates collapsible/expandable categories for the individual pages under the Contents tab, such as Front Matter, Body, Index, etc. See the Naming Conventions for CDM_LVL_NAME sections and individual page 245/Titles, below.
      • Row 2, copy what's in the Row 1 245/Title field.
      • Row 2, copy what's in the Row 1 245/Title field.
      • Rows 3-end, enter the appropriate section name, grouping the individual pages into sections based on their function in the book. A more complete set of examples are listed at the bottom of this page, but here is a typical set of CDM_LVL_NAMEs:
        • Front Matter (depending on book structure, this usually includes pages named Front Cover, Frontispiece, Title Page, etc.)
        • Table of Contents
        • Foreword
        • Body (includes the bulk of the book)
        • Bibliography
        • Index
        • Back Matter (may include the Colophon, Publication Notes, Back Cover, etc.)
   4. 245/Title column: Label each file/page according to section 2) of the Naming Conventions for CDM_LVL_NAME sections and individual page 245/Titles, below, in the appropriate row.

Convert the Excel worksheets to UTF-8 text files

1. Delete column A (containing the File name from the last column).
2. Delete a few dozen “blank” columns to the right of the “file name” column.
3. Delete a few dozen “blank” rows below the last row containing data.
4. Find and replace " [double quotation marks] with %
5. Save the Excel file.
6. Save each worksheet as a separate Unicode .txt file to the same folder as its associated item’s individual .jpg page scans.
7. For each Unicode .txt file, open in Notepad and:
   • Verify that there are no tabs or spaces after the .jpg file names. Highlight the .jpg names to see if any tabs or spaces appear after them.
   • Replace all “ [double quotes] with [nothing]
   • Replace all % characters with “ [double quotes]
   • Delete the hard return at the end of the file.
   • Save as a UTF-8 .txt file to the folder containing the monograph’s .jpg files.

Importing Monographs with Page-Level Metadata into CONTENTdm Client

Each monograph with page-level metadata must have its own tab-delimited text file. The text file must be located in the same folder as the item’s individual .jpg page scans.

1. Open the appropriate project in the CDM Project Client.
2. Click on Add Compound Objects, select Compound Object Wizard in the “Add using…” drop-down menu.
3. Click the “Add” button.
4. Choose Type of Compound Object
   1. What type of compound object…?” choose Monograph
   2. Tab-delimited text file?” choose Yes
5. Select Directory
   1. Specify where the tab-delimited text file is located. Then choose the radio button “Import files from a directory” and specify the directory name.
6. Display Image Settings
   1. “Display images from items?” choose Yes
   2. Verify settings under “Image Options”
7. Page Information
   1. Choose “Label pages using tab-delimited text file” and
   2. Generate transcripts using OCR” and
   3. Create print PDF”
8. Click Next and Finish.
9. Continue to add monographs to the Add Multiple Compound Objects/Import Objects window by repeating steps 4-9.
10. Map fields
    1. Map “folder” to “Local Use”
    2. Map “file name” to “Object File Name.”
11. Click Finish to upload the batch of monographs into CDM Client.

Naming Conventions for CDM_LVL_NAME sections and individual page 245/Titles

Terms are based on those found in ABC for book collectors, by John Carter and Nicholas Barker (eighth edition, 2004, with corrections, 2006): http://library.metmuseum.org/record=b1674932

Keep in mind that CDM_LVL 0 always has a CDM_LVL_NAME identical to the 245/Title of the monograph.

Use your best judgment, don't be afraid to adjust these terms in favor of what's used in the publication, and ask if you have questions.

1) CDM_LVL_NAME section examples for CDM_LVL 1 pages (not necessarily applicable or in this order):

• Front Matter
  • Comprises preliminary pages such as Front Cover, Title Page, etc.
• Preface
• Introduction
• Table of Contents
• List of Illustrations
• Donors
• Lenders to the Exhibition
• Body
• *Plates
• *Figures
• *Illustrations
• Index
• Appendix
• Back Matter
  • Comprises Back Endpapers, Colophon, Back Cover, etc.

2) Individual page name (245/Title) examples (again, not necessarily applicable or in this order):

• Front Cover
• Front Cover Verso
• Front Endpapers
• Preliminary Title Page
• Frontispiece
  • A plate opposite the title page. Example: http://cdm16028.contentdm.oclc.org/cdm/ref/collection/p15324coll10/id/142548
• Title Page
• Title Page Verso
• Copyright Statement
• [Divisional Title Page]
  • Typically introduce sections of a book and are often preceded and followed by a blank page. Do not transcribe the caption given. Example: http://cdm16028.contentdm.oclc.org/cdm/ref/collection/p15324coll10/id/142557
• Page 41
• Page xli
• Page [41]
• Page [xli]
• *Plate 4
• *Plate LVII
• *Figures 20-21
• [Blank Page]
  • Try not to start sections with a blank page--include them at the end of the previous section.
• Publication Notes
• Colophon
  • Gives edition and/or printing information at the back of the publication. Example: http://cdm16028.contentdm.oclc.org/cdm/ref/collection/p15324coll10/id/155716
• Back Endpapers
• Inside Back Cover
• Back Cover

* Use the plate/figure/illustration caption and number instead of the page number when appropriate. In general, use the label as given or referenced in the publication: if it's called a plate, use “Plate,” etc.