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Bulk Upload Instructions

Bulk Upload Instructions

After the initial surveying, processing, and arranging, a bulk upload sheet must be created to link the digital objects with the items in ArchivesSpace. Bulk upload spreadsheets can be used for batch uploads of basic digital objects. Objects must be a set of images (.jpg, .png), PDFs, or .docx.

Before building your bulk upload sheet, you will need to upload the inventory list of your objects into ArchivesSpace via the asinventory upload app if they do not already exist as items in ArchivesSpace. After they have been uploaded, you will re-download the same series or collection that you just uploaded to use for some of the columns in your bulkupload sheet. Some of the information you will be able to copy over from the downloaded information from ArchivesSpace, including the “ArchivesSpace ID”, “Title”, “Date(s) Normal” and “Date(s) Display”. Other components can be pulled from the directories information from the “List Files” tool and other resources. 

Step 1A: Create derivatives if not already in jpg or png format

Follow the derivatives guide to create derivatives of files if they are not in jpg or png format as all access copies of files must be jpg or png files. 

Step 1B: List files

Once all of your files have been converted into jpg or png formats in the derivatives folder, you will need to re-list your files to update all the new file paths for the bulk upload sheet.  

Step 1C: Create the Bulk Upload Sheet

For more information about the fields in the Bulk Upload Sheet, please see the Bulk Upload Components Glossary. 

A Bulk Upload Sheet for Digital Objects requires:

  • Ref ID and Level

    • Carried over from asinventory 

  • ArchivesSpace ID

    • Carried over from asinventory 

  • Title

    • Carried over from asinventory 

  • Date(s)

    • Carried over from asinventory 

  • File Paths

    • Can be pulled from directories txt file in package folder

  • Input Format

    • Should be jpg or png for non-A/V

    • Should be ogg_mp3 for audio

    • Should be webm for video

  • Original File 

    • Should only be filled if derivative files were used instead of masters

  • Resource Type

    • Audio, Bound Volume, Dataset, Document, Image, Map, Mixed Materials, Pamphlet, Periodical, Slides, Video, and Other. 

  • License

    • CC BY

    • CC BY-NC-SA

    • Public Domain

    • Unknown

      • If Unknown, “rights statement” will be automatically filled. If CC BY or CC BY-NC-SA was entered, “rights statement” will be left blank.

  • Rights Statement

    • If license is labeled “Unknown”, a rights statement will be automatically added.

  • Behavior 

    • individuals

      • One image listed at a time

    • paged

      • Two images are laid side-by-side like in a book or magazine

    • continuous 

      • Images are adjoined horizontally like in a scroll. This is a good behavior for excel sheets that do not exceed one page onto the bottom.

  • ArchivesSpace Notes (optional) 

    • This field can be relabeled and matched to any pre-existing ArchivesSpace note. The column must be uniform for all items that the note applies to, meaning you cannot put a Conditions Governing Access note in a Processing note column.  

A physical materials upload sheet will not utilize the “File paths”, “Input Format”, “Original File”, “Resource Type”, “License/Rights” and “Behavior Types” fields. It will use:

  • RefID and Level

    • Carried over from asinventory 

  • ArchivesSpace ID

    • Carried over from asinventory 

  • Location

  • Location ID

  • Container URI

  • Container

  • C#

  • Folder 

  • F#

  • Title 

    • Carried over from asinventory 

  • Date(s) 

    • Carried over from asinventory 

Note: if your bulk upload sheet isn’t working, double check that your terms match exactly what is in the guide. It will be rejected if, for example, “individuals” is listed as “individual” in the behavior column or if your slashes are facing the wrong direction.

Step 2: Use the Bulk Upload Tab in the Processing App

Once the bulk upload sheet has been created, it needs to be validated and uploaded via the Processing App. Running the “Bulk Upload” Tab in the processing app will automatically validate the columns within the sheet. If a field does not match, or it cannot be found in the paths you described, you will receive an error message letting you know which row(s) is not validating. 

Bulk Upload Tab

The bulk upload tab operates on two fields: the Package ID and Sheet filename. 

Package ID

Must be an ID to a valid package in \\Lincoln\Library\SPE_Processing\backlog

Sheet Filename

Name of the .xlsx file (including the file extension “.xlsx”) in the metadata folder.

Validation Error Message Example

The Log

As mentioned above, the bulk upload tab will automatically validate your sheet. After this validation is successful (The log will read “All records validated successfully!”), the program will immediately begin to parse the records to be added to Spe_DAO.

The process may take a while, especially if there are many items (and many images comprising those items). You may need to let it run in the background as you do other work. There are many steps that go on behind-the-scenes during this stage, especially with all of the work that needs to be done to create the various Spe_DAO folders and OCR (extract readable text for transcripts and our search functionality) each object. 

Output

After you have received the “Success!” message at the bottom of the log, you will see the package has been processed and added as individual items to the corresponding Spe_DAO folder. You should also see each digital object instance  linked in ArchivesSpace immediately, providing a link that you can follow to view the object in ArcLight (on the main website). 

Assuming everything looks good, you can move onto packaging for the AIP.