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The batch process can be used to upload anything to DSpace and is particularly useful when you have more than just a handful of items. Though the batch load process saves a lot of time that you would otherwise spend manually uploading items one-by-one using the submission form in DSpace, it still requires time and attention to detail to prep the files correctly.
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Example of metadata headings with a sample item. Note the double pipes ( || ) in the dc.contibutor.author field to delineate multiple authors and the dc.subject field for multiple keywords.
Filename | dc.title | dc.contributor.author | dc.type | dc.date.issued | dc.language.isco | dc.description | dc.subject |
Coolpic.tif | Rad Tree | Johnson, Emily || Salisbury, Shari | Image | 2022 | en_US
| A picture of the coolest tree in the entire world | Trees || Oaks || dendrology |
Prepping and Saving Files
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On the Batch Details tab, select the appropriate files and folders for the items you are uploading
Select metadata CSV file = metadata CSV spreadsheet (should be located within the folder of all the items)
Select source files directory = “project” folder (the folder on your desktop that includes all of the items and the metadata CSV spreadsheet)
Select SAF output directory = empty Batch folder you created and placed in the project folder.
Once the program runs properly, it will place everything into the SAF format into this folder, that we will later upload to DSpace.
Once all 3 areas have been filled with the appropriate files/folders, select “Load specified batch now!”
Tab over to “Batch Verification”
Select “Verify Batch” and ensure you have no errors
If you get errors while verifying the batch, go back to your spreadsheet and ensure all spaces, punctuation, etc. is the same within all your items in the folder.
The program will usually give you an indication of where the error is so it should hopefully be easy to find. Once you correct the errors, try running SAF Creator again.
Tab back to “Batch Details” and select “Write SAF data now!”
Now you should see items in the empty Batch folder that you created previously
Zip the Batch folder in order to be able to properly upload it to DSpace
On a PC, right click the Batch folder and select “Send to,” and then select “Compressed (zipped) folder.” A new zipped folder with the same name will be created in the same location.
Upload SAF file to DSpace
Prerequisites: Operator must have admin privileges to bulk load records.
Go to your DSpace repository and login
Navigate to the collection you wish to bulk load the records into.
If the collection does not exist create the collection
Click on the “Batch Import (Zip)” link.
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Select the collection you wish to import the records into (pull down window)
Click “Choose file” and navigate to the zipped file created in the previous set of instructions
Click “Upload SimpleArchiveFormat.zip” button.
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If the upload was successful you should get the following page:
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- If you get an error message, it will usually provide you some clue as to what went wrong and you can make changes and try again
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Sources
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