Using ‘KC Structured Data’ metadata import and export format

Introduction

The KC Structured Data format has been developed to facilitate the exchange of metadata and media between Keeping Culture archives. After an initial import of new records from the source archive to the recipient archive, subsequent modifications to shared records can be transferred bidirectionally using the Update via file and Merge from file wizards.

The recipient archive retains Universally Unique Identifiers (UUIDs) originating from the source archive for each record received during the import or update process, ensuring accurate identification of these records across different systems.

This format incorporates attribute and class schema details, record content restrictions, and record metadata from the source archive. When processed by the recipient archive, the included schema is evaluated against the recipient archive’s schema, enabling administrators to map metadata to compatible attributes and align restrictions from the source archive with those of the recipient archive.

With careful planning, administrators can reliably transfer complex metadata relationships—such as Annotations, Features, Tags, and Content Restrictions (including Sorrow, which extends from restrictions on People records)—between archives.

Attribute and Class Schema compatibility

All Keeping Culture archives use a shared set of classes, such as Photos, Documents, Movies, Sounds, Objects, People, Places, Collections, Flora, Fauna, and others. These classes feature a standard group of attributes or fields, making it fairly easy to map metadata between them.

However, every archive has unique metadata requirements, which means the schema must be adjusted—adding new attributes and classes where needed and removing those that aren’t required. As a result, source and recipient archives often have many elements in common, but also some distinct differences.

Before starting an import, it’s crucial to evaluate and identify any differences. If there are discrepancies, you will need to take the following steps in the recipient archive:

1. Create like-for-like attributes, ensuring that all properties of the recipient attribute match those of the source attribute.
2. Create like-for-like Knowledge and List classes. The identifier attributes of these new classes must also share identical properties with the source archive. Additionally, classes have an Identifier code, which both the source and recipient will need to share to identify the classes as common.
3. Multi-reference attributes, such as Tags, may need to include like-for-like references. If a reference to a class doesn’t exist in the recipient attribute, it will be ignored. It may also be necessary to change class Identifier codes in both the source and recipient, so they have a shared identifier value.
4. Similarly, it may be necessary to change the schema of the source archive if the intention is to share record metadata bidirectionally.

Only transfer necessary classes and attributes from the source archive; exclude those not required for metadata.

Contact Keeping Culture Support if you need help ensuring archive compatibility.

Preparing an export

To export record metadata, media, and annotation media, use the Export wizard and select ‘KC Structured Data Exporter’.

Include ‘Audio and Video annotations recordings’ if your class has an annotation control.

When exporting Archive Item records for import into another archive, choose ‘Export both archive viewing and thumbnail files’ for media. These media files are not needed for Update via file or Merge from file wizards, since these do not alter existing media.

After export, your files are saved in the Archive Files directory. You’ll have a metadata file (.csj) and, if media was included, a ‘media’ folder. Both are necessary for import, update, or merge operations.

Limitation of KC Structured Data format

References to Archive Items and View records may not be processed by the system. Archive Item and View records must already exist within the system before references to them can be created. If a reference cannot be established, it will be disregarded.

Additionally, the image or sequences of images associated with Sound records cannot be exported or imported.