After receiving the new batch in Planner
In Planner
Copy the Data Link to open the google sheet in the browser
In Google Sheet
Verify the tab name, it should be the same name of the planner, and this is the batch name
Then in that tab, Ctrl+A and then Ctrl+C (Select all, copy)
In Teams
Go to folder: RDS Metadata Unit>>General>>UFDCIngestion Ready>>2025
Create a new Excel workbook and name it with the same batch name +”_” “InReady”, for instance, for batch “UFDC READY 2024-12-16 MP3” the name of this Excel should be “UFDC READY 2024-12-16 MP3_InReady”
Paste the copied data from the SPOHP Google Sheet twice into two sheets of this Excel and name one sheet “InReady”. The other sheet holds the original data. Do all the work in the “InReady” sheet.
Remove the following columns from the InReady Tab:
|
SPOHP ID |
Project Code |
Folder to UFDC |
BIBID |
Review if the following fields have been properly populated; if not, either add or modify the values; if any value is unsure, make a note and discuss with SPOHP folks in the meeting;
check Metadata Standards for detailed field requirements.
(the following bolded are Field names)
TITLE -- if Name and Dates are included and consistent with SPOHP ID
CREATOR -- if the Name has followed the right format: Last Name + “,” + First Name
CREATOR ROLE -- if the role has been properly assigned, check the “CreatorRole” tab in Metadata Standards for the terms that should be used. Check with the Metadata Librarian to see if new terms should be added.
SUBJECT KEYWORDS 01 and SUBJECT AUTHORITY 01-- this usually holds the SPOHP’s project name. Compare these names with the ones listed in the Metadata Standards “Project Names” tab. For the names not listed, add the name and code. Sometimes the Project name and code are not consistent with the ones listed in the “Project Names” tab, in this case, mark them out and verify with SPOHP. SUBJECT AUTHORITY 01 will always be “local”.
Other SUBJECT KEYWORDS and SUBJECT AUTHORITY--check if they are listed in Subjects.xlsx; if not, check if equivalents can be found in FAST or Wikidata and add those equivalents to Subjects.xlsx; and also add them to the data to replace the original ones; if the equivalents cannot be found in either FAST or Wikidata also add those terms to Subjects.xlsx, put “local” as the SUBJECT AUTHORITY
When unsure about the replacement, eg. if “civil rights” could replace “civil rights movements”, check with SPOHP;
YEAR -- make sure it follows the format YYYY-MM-DD and the field type set as “text” (test results shows errors when not set this field right).
One method is to first insert a new column and change the column type to “text” and then copy again the YEAR from SPOHP’s google sheet and use “Special Paste: Value only” and then delete the YEAR column with the wrong format.
MATERIAL TYPE -- “Audio” for audio recording; “Video” for video recording; for transcripts, assign either “Audio” or “Video” according to the recording types
FORMAT -- check if the values are consistently formed throughout the whole batch
MEASURMENTS: does it follow “duration”, all in lowercase + converted time, for instance, “duration: PT18M”
If “duration” misses, add it to the front of the coded time
NOTES 1-3 --to capture interviewers’ notes and keywords; These fields are essential for assigning Subject Keyword if no Subject Keyword has been assigned.
AGGREGATION CODE 2 and 3: Check on the Project Name and Subjects to understand the rough scope of the interview and assign proper codes based on the “Aggregation Codes” tab in the Metadata Standards. Please note we sometimes can assign multiple codes to one interview and also we can ask SPOHP to verify before we make final decisions.
Tips: pay special attention to content that is related to the following areas as usually they should be assigned to one sub-aggregations.
wars/veterans, aging, LGBTQ, addiction, protests, Asian American, Latinx, University of Florida history, Florida history, Native Americans, African Americans
If there are aggregation code in InReady that are not in the metadata guide, add them to the metadata guide’s aggregation codes tab
Remove blank columns
Update status in the planner card by leaving a message saying InReady sheet ready for review and change the Label to “Waiting for QC”. Please ping the Reviewer so they can work on the next step as soon as possible.
Link to SPOHP QC steps: https://guides.uflib.ufl.edu/c.php?g=1432988&p=10816533#s-lg-box-wrapper-40020328
|
