Cataloging Images for MDID

Overview

Cataloging images for MDID involves several steps. (Click on any of the following five general steps to go directly to that section in the procedures.)

• Add metadata to master spreadsheet (steps 1-4)
  
  
• Copy metadata to new blank spreadsheet and save as a tab de-limited text file (step 5)
  
  
• Remove unwanted quotation marks from text file (step 6)
  
  
• Convert text file to XML (step 7)
  
  
• Import XML file into MDID (step 8)
  

Procedures

1. Receive book/image with accompanying worksheet. Worksheet should include information about the image provided by faculty such as description, title, source, etc. Worksheet should also include information about the scanned image such as filename, image size, and date the image was scanned.
   
   
2. Open MDID spreadsheet by logging in to storage:
   
   
   1. Go to Start Menu and click Run. Type the following: \\storage. Hit OK.
      
      
   2. Click on Departments.
      
      
   3. Click on Library.
      
      
   4. Click on Private.
      
      
   5. Click on Library.
      
      
   6. Click on MDID Forms.
      
      
   7. Click on MDID Cataloging Spreadsheet.
      
      
      
3. Enter information from cataloging worksheet into appropriate cells in spreadsheet. Pay special attention to the following:
   
   
1. Accession number and Identifier should be consistent and need to be exact (this is how scanned images are linked to the catalog records in MDID).
   
   
2. Creator name should be entered last name, then first name as follows: Blossfeldt, Karl. See Getty Union List of Artist Names for proper form and spelling.
   
   
3. Provide a description of the image adding details to description included on worksheet as appropriate.
   
   
4. Provide a citation for the source of the photograph. Use MLA format and add page number(s) if available. Use the Landmarks Citation Machine to construct the citation.




4. Save the MDID Cataloging Spreadsheet to make changes permanent.
   
   
5. The MDID Cataloging Spreadsheet is a master copy of the spreadsheet that will be retained as a permanent record of the images and accompanying metadata which have been entered into MDID. Before converting information into XML and importing it into MDID, the rows/cells just entered into the master spreadsheet must be copied into a new blank spreadsheet. To do this, create a new spreadsheet and copy the column labels (Accession_number, Identifier, Title, etc. ) into this new spreadsheet. These column labels must be copied exactly. Then, copy the rows/cells that are to be imported into MDID into the new spreadsheet. Save this new spreadsheet as a "tab de-limited text" file.
   
   
6. During the process of saving the spreadsheet as a "tab de-limited text" file, unwanted quotation marks may have been inadvertently entered into the text. These must be removed or they will appear in the MDID records. To remove them:
   
   
1. Open the text file in Notepad.
   
   
2. Click on the Edit drop down list and select Replace.
   
   
3. In the Find What box enter ".
   
   
4. Leave the Replace With box empty and click Replace All.
   
   
5. All quotation marks should have been removed from the text file. Resave the file.
   
   
   
7. Now, the tab de-limited text should be converted to XML:
   
   
1. Go to the online XML processor.
   
   
2. Browse to find the tab de-limited text file just saved.
   
   
3. Once file is found, click Send File.
   
   
4. When asked whether to open or save the file, click on Save. Name the file appropriately.
   
   
   
8. Once the tab-delimited text file has been successfully converted to an XML file, the file can be loaded into MDID:
   
   
1. Log in to MDID at http://mdid.brynmawr.edu.
   
   
2. Once logged in, click on Collections in the Management menu list.
   
   
3. Click on the collection to which the images and metadata should be added. This will most likely be Haverford College.
   
   
4. Click on Import Data.
   
   
5. Browse to find the XML file just created.
   
   
6. Click on Import Data.
   
   
7. Wait for message indicating how many records have been added.
   
   
8. Check records by searching MDID collection. Make any necessary edits.