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Sheet Music Consortium - Metadata Mapping Tool

Metadata Mapping Tool
Hosted by Indiana University

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General Information

Map Metadata:

Validate Metadata:

General Information - Accessing the Tool

The Metadata Mapping Tool can be used to generate and validate metadata from a source file of data about a sheet music collection. This tool can also be used to validate an OAI Sheet Music Consortium static repository metadata file that already exists.

You do not need to log in to use the Metadata Mapping Tool to generate or validate metadata, but doing so when generating metadata allows you to see only the mappings that you and others from your institution create. It also restricts those who can view your mappings to users from your institution.

The Metadata Mapping Tool uses Indiana University's Central Authentication Service.

If are not an IU affiliate and or do not have an IU network account:

  1. Request an Indiana University (IU) Guest Account:
    https://ams.iu.edu/guests/GuestHome.aspx
    Once you are granted access, you will need to retain the username provided by IU to use in step 2.
  2. After you have received a username from IU, log in using Indiana University's Central Authentication Service.

The first time you log into the Metadata Mapping Tool, you will be asked to register your email address and institution name.

General Information - Tips to Keep in Mind

If you find it necessary to restart the mapping process, use the Map Metadata link located on the left-side navigation of the Metadata Mapping Tool to start the entire process over from Step 1: Upload. This is useful, for example, if you are at Step 3: Crosswalk and realize you need to upload a different file or make changes to your current file and upload it again.

General Information - Left-side Navigation

Map Metadata: Use this to upload and map a file of records to produce the MODS metadata necessary (in an .xml file) for the OAI Sheet Music Consortium static repository to harvest.

Validate Metadata: Use this to validate MODS metadata (in an .xml file) that already exists for harvesting by the OAI Sheet Music Consortium static repository.

About: Provides information about the Metadata Mapping Tool and how it can be used.

Help: Find information about the Metadata Mapping Tool, how to prepare files of records for metadata mapping, how to use the tool to create this mapping and produce a MODS file for harvesting, and how to validate a MODS file that already exists for harvesting.

Account Settings: Only accessible if logged in to the Metadata Mapping Tool. Use this to change information about the account under which you are currently logged in (username, email address, and institution).

Log in/Log out: Log in or log out of the Metadata Mapping Tool using Indiana University's Central Authentication Service. This is not required to use the Metadata Mapping Tool, but doing so when generating metadata allows you to see only the mappings that you and others from your institution create. It also restricts those who can view your mappings to users from your institution.

Map Metadata - Step 1: Upload

These fields help define the collection name, email contact associated with the data in the generated file, and URL location where the harvester can find the produced .xml file afterwards. If you create a new mapping, you can define the fields to map in Step 3: Crosswalk and the next time you upload a file and select this mapping, those fields will already be selected.

Please note that if you are not logged in, any user of this tool can view your mapping. If you log in to the Metadata Mapping Tool, only you and others from your institution can view your mapping.

  1. Choose a file to upload and map:
    File types supported for uploading are the following:
    • Comma-separated value (.csv or .txt)
    • Tab delimited (.tab or .txt)
    • Microsoft Excel (.xls or .xlsx)
    • dBASE (.dbf)
    See Preparing files to upload for information on the best ways to construct files with mappable and discoverable data.
  2. Choose an existing mapping:
    If you already have a mapping created that you want to use again, choose it from this list or enter a new mapping name in the following field:
  3. Or enter a new collection/mapping name:
    Entering a name here creates a new mapping that can be used for multiple file uploads, making things easier after the initial mapping is complete.

    If you do not choose a mapping, the mapping name shown in the drop-down will be the mapping you will see in Step 3: Crosswalk. Changing this mapping will change it for that collection so if you are unsure, create a new mapping name.

    Mapping Names should be based on your collection name - we recommend one collection per uploaded file. If you have multiple collections, create one mapping for each collection. You can save each data mapping for later use with that collection.

    For example, Indiana University's Starr and DeVincent collections would be uploaded in 2 separate files with 2 separate data mappings.

    The mapping name is used to name the .xml file produced from the mapping (spaces are stripped). Spaces and capitalizations are preserved in the repository name field within the .xml file.
  4. Administrator's email:
    This email address will be encoded in the generated file as the contact for the collection named in the file. If this should be someone else's email address, change this value before continuing.
  5. URL for XML file location:
    The XML file produced from this mapping will need to sit on a web server that can be accessed by the OAI-PMH harvester. Since the Metadata Mapping Tool creates the filename for the XML file based on the mapping name you enter or select, all that is needed in this field is the URL path to the directory that will contain the file (the domain and any directories in the path).

    Use the "XML file location" information at the end of the "Upload a file" form to see where the OAI-PMH harvester will be expecting to find your XML file. Change the mapping name and/or the URL to update the location where your XML file will be located.

    For example:
    • Mapping Name - Sample File
    • Location on web server for XML file - servername:/rootDirectories/htdocs/webDirectory/SampleFile.xml
    • URL for XML file location - http://www.example.edu/webDirectory/

    NOTE: To ensure the OAI-PMH harvester can access your XML file, make sure the URL is not a secure URL (https://).

Map Metadata - Step 2: Import

This step will upload the file and then show the first row (the first record) of the file. If this first row contains the names of the fields you want to use in your mapping, click the "Field Names" button. If that first row is actually part of your data, click the "First Data Record" button. If neither of these is the case, you might need to start over (by clicking the "Start Over" button) and review your file format before uploading again (see Preparing files to upload).

Map Metadata - Step 3: Crosswalk

The "crosswalk" is where the actual metadata mapping occurs. If you are not using a preset mapping (if you did not choose an existing mapping in Step 1: Upload) you will see all Field Name drop-down menus set to "Discard." Change each of those to something that either describes Record 0 (if Record 0 shows actual data) or matches closely with the field name showing in Record 0 (if Record 0 contains field names).

If you select a Field Name that can also have a Source, a list of authority files will show in the Source drop-down menu next to the Field Name drop-down menu. Descriptions of these Sources can be viewed by hovering the computer mouse cursor over the name of each one. You can select a source or leave the selection at "none" to not apply an authority source to this field.

See Glossary of Field Names for a defined list of field names that can be used for mapping. These definitions are also available by hovering the computer mouse cursor over each field name in the drop-down menu.

If your collection has any attributes that are consistent across all records, consider assigning values to one or more Additional Static Fields. For example, if the entire collection is in English, or focuses on a particular composer or genre, you might add a static field to capture this information, as shown below.

A screenshot illustrating how to add additional static fields during the mapping process.  The term "genre" has been selected from the first drop-down menu; the authority "lcgft" has been selected from the second, and the term "Ragtime music" has been entered in the text box.

Map Metadata - Step 4: Validate/Validation Complete

This step will validate that the generated XML meets the minimum requirements for submission to the Sheet Music Consortium static repository. The Metadata Report generated will either show that errors have been found or will congratulate you on having a file ready to submit. In either case, you will receive details that can be expanded or collapsed to view any errors or opportunities for further enriching your data. This report is printable so it can be easily shared.

If no errors are found, your generated .xml file will be available from this report for download to your computer (consult your browser settings to find the location for downloaded files as that can differ from browser to browser). The filename will be the mapping name you either chose or created in Step 1: Upload.

Items to check in the generated file include:

To register your new static repository file for harvesting, go to the OAI Static Repository Gateway provided by UCLA and enter the full URL for this file from the <oai:baseURL>. This will allow the OAI-PMH harvester to find your generated metadata.

Validate Metadata - Step 1:Upload

To check the validity of your Sheet Music Consortium metadata file, either enter the URL where the file can be accessed or upload the file for validation. The only file type supported for uploading is the following:

Validate Metadata - Step 2: Validate/Validation Complete

The Metadata Report generated upon uploading your .xml file will either show that errors have been found or will congratulate you on having a file ready to submit to the Sheet Music Consortium static repository. In either case, you will receive details that can be expanded or collapsed to view any errors or opportunities for further enriching your data. This report is printable so it can be easily shared.

This report also includes a reminder to check the following in your .xml file:

To register your new static repository file for harvesting, go to the OAI Static Repository Gateway provided by UCLA and enter the full URL for this file from the <oai:baseURL>. This will allow the OAI-PMH harvester to find your generated metadata.