Skip to Main Content

Prepare Your Metadata for dLOC and UFDC: Templates & FAQ

To introduce to data contributors the frequently used fields by University of Florida Digital Collections (UFDC)


The following templates are google sheets that have been maintained and updated constantly. In order to use the latest version, please download it at the link below every time before a new project/batch. 

To download Excel, go File --> Download --> Microsoft Excel   

UF Archives 

Samual Proctor Oral History Program


What are bibs and vids? 

Bib and vid both refer to the UFDC item ids. One bib can affiliate with multiple vids. This is one-to-many relationship. Both bib and vid can have metadata and be linked to multiple media files in different formats.

To create brand new bib-vid structure, include values in Series Titles in the spreadsheet prepared for ingestion, UFDC will then initiate bib-vid hierarchical structure. 

Using bib-vid structure can set the display order of the vids on All Volume Pages in UFDC, however it's a manual process that applies purely to the webpage display. In other words, it cannot be automatically set up during the ingestion. Please discuss with the Metadata Librarian your needs. 


UFDC Bib-vid Structure


Can I add vids to existing bibs? 


To add new vid record to an existing bib, we will need to add bibid and vid, two more columns to the metadata spreadsheet. In bibid, please add the existing bib number found in UFDC. It is a 10 digit alphanumeric id assigned by UFDC. It can be found in the item URL and permanent link, for instance "AA00076576" and in vid, please add new vid number, which means, please check the last vid number (backend tool: SMaRT is the best environment to find out this.) assigned to this bib and then add sequential numbers. Vid numbers are five digits starting with 00001. The spreadsheet route cannot be used to update existing vids, that is, if the vid number included in the spreadsheet is already in use by UFDC, UFDC will skip the row in the metadata sheet. 

Please note: we CANNOT include in the spreadsheet any OCLC numbers that have not been included in UFDC because new OCLC numbers trigger Sobek to create new bibs so it stops Sobek from adding new vids to the targeted bibs. 

Can we update UFDC records? 

To update existing bibs or vids, depending on the actual update and the number of records that need the updates, the Metadata Unit and the Digital Service collaborates to select either record-by-record manual work or XML batch updates. XML batch updates can roll out changes in thousands of records a day, but Sobek has many known issues with this route. We are still in the middle to understand Sobek's limits. 

Can I add Series Titles to a group of existing bibs via spreadsheets? 

No. Due to existing UFDC issues, Series Titles can only be added to a batch in the spreadsheet when creating brand new records. For existing records, they can only be added manually one by one using UFDC backend tools. 

How can I set up Volume, Issue of a Serial Structure in spreadsheets?

Please add VOLUME and ISSUE to the spreadsheet as two headers. The hierarchy is




We don't encourage adding more levels of hierarchy to the structure. 

Here lists an example of using this structure. You can compare the spreadsheet and the final results in UFDC. 


Records in UFDC

Where to put "duration", like how long does an interview run? 

"FORMAT" is the best place for that. The label will be "Physical Description" in UFDC. Other information could be a part of "FORMAT" are the original analog format, the current digital format, total page numbers and available materials, eg, transcription in PDF. You can add labels in the data so when displaying in UFDC, the content will be more clear mingled with other information. For instance, "duration: 1;10 mins", "pages: 3". You are also welcome to use ISO8601 to capture the time period: P(period), H(hour), M(minute), eg. "duration: P2H30M"

More details are here

How do I decide the Rights Statement of my content? 

A good starting place is to check the "Proposed Copyright & Ethical Reuse Frame for UFDC" listed below and to confirm the specific case, please reach out to Perry Collins, our Copyright and Open Educational Resources Librarian at

What is "Year" in the spreadsheet template? What field type I should be using for it? 

"Year" is the field that collects date information of the item. By default, it holds "Creation Date". Please make sure "Year" in spreadsheet is set up a text field. Otherwise, the UFDC won't take it in right. 

The following is general instruction on the data format of this field: 

Required, not repeatable, used as the Date field. Follow ISO-8601 format YYYY-MM-DD to hold the year, the month and day information about the creation of the item. If not sure about the specific dates, use year range, for instance, "1934-1940" or terms like "ca. (circa), after, before" to qualify the date, for instance: "after 1611 or ca. 830 BC". Dates may also be recorded by century, for example, "12th century".(Cataloging Cultural Objects: p.158) ) If the whole date is unstated, please record the date with "unknown" (all lowercase). When part of the date is unstated or uncertain or unknown, please use "X" (capital "X") to replace that portion to follow the format: YYYY-MM-XX, YYYY-XX-XX, eg, 1986-01-XX; 1980-XX-13.; To indicate a date range, using "/", for instance, 2015-06-08/2015-08-23 means started in 2015 on June 18th, and ended on August 23rd. We can use "?" to indicate uncertainty and "~" for approximation: 2015-?06-XX/2015-08?-23 means something like Started in 2015 on an unspecified day possibly in June, and ended on the 23rd, possibly but not definitely in August 2015. More examples are at this Bashing Data webpage. 

What are Institutional Codes, Institution Statements and Aggregation Codes?  

Institutional codes usually start with an "i", for instance, "iufsphop" for UF Samuel Proctor Oral History Program. They are assigned to UF partners, schools, departments as ID numbers. These codes can then be coupled with correspondent Institution Statements, aka, the official names of the entities to capture Source Institution and Holding Institution information. When using these codes in metadata, please remove the "i", that is, "ufsphop", should be used in metadata, however the full codes like "iufsphop" are used to structure the Institution Landing Page url, for instance, the UF Samuel Proctor Oral History Program landing page url:  

It's the best practice to have both institution codes and institution statement in the metadata, but in the case when the institution codes are not assigned, it's acceptable to only include institution statements. 

Aggregation codes are assigned to collections by LTS as IDs. These codes are used to form the collection url, for instance "oral" in the collection url to Samuel Proctor Oral History Collection url: To start a new aggregation, please refer to this libguide

One institution can have multiple aggregations/collections in UFDC, so one institution code can be affiliated with multiple aggregation codes. No legacy documentation explains if in the backend institution codes have been linked to affiliated aggregation codes automatically by UFDC. 

How do I know the status of my metadata after they are submitted for UFDC?

Metadata Librarian will walk you through the whole process of preparing metadata and inform you when the records are ready in UFDC. 


University of Florida Home Page

This page uses Google Analytics - (Google Privacy Policy)

Creative Commons License
This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License.