The information conveyed on this page may not be relevant to the current version of Keeping Culture KMS®.
Before you begin adding media to your archive…
The archive makes low resolution copies of the original media suitable for delivery over the Internet to your web browser. The archive does not store these original media items. Please ensure you have the appropriate infrastructure and processes in place to keep these files safe.
Regardless of which method of ingesting media is used, it is imperative that you adopt a file naming system that enables the media ingested in the archive to be tracked back to the original media file. It is recommended that original media files are renamed with the archive number. If you already have an established file naming protocol, then it is recommended that the filename is recorded on either the Archive View or Media record of the corresponding media item in the Archive.
In the future, your original media files may be needed again to create higher resolution copies as Internet speeds improve. Consequently, storing and naming your original media files appropriately will make this process much easier when the time comes.
Two Methods of Adding Media
There are two methods for adding media to a Keeping Culture archive – Public Folder and Simple Upload – each of which have their advantages and disadvantages.
Please consider the ‘Pros’ and ‘Cons’ table below to identify the best method for ingesting media for your situation.
Add Archive Items from the archive’s Public folder
File preparation tips
- Encoding Movies: Movie files must be compressed prior to ingesting them into the archive. You will need to encode these files with H.264 video codec and AAC audio codec to create a MP4 file with the .mp4 file extension. It is recommended keeping your movie file below 720p size and under 2Mbits per seconds bit-rate.
- File Ordering: It is helpful to name your files to influence the order in which they are entered into the archive. Typically you will want to ensure related media items are grouped together in logical sequence when they enter the archive. The easiest way to define the order is using the file name. However, you need to be aware that the Keeping Culture server may order your files differently to how Windows Explorer or Finder does on your computer.
- Pages/Views/Clips/Tracks: To create additional pages for a Document, tracks for a Sound, clips for a Movie or views for an Object, you name each file with the common filename, then a dash followed by a three digit number. The file extension should also be included.
For example, a three page document is scanned to make three TIFF image files. If the name of the document is ‘my_document’, then the three image files would be named:
- PDFs: the pages of a PDF file are automatically extracted as ‘pages’ or ‘views’ during ingestion.
How it works
- Upload your media files into the archive’s Public folder using the FTP setting supplied.
It is good practice to place your files in a clearly labelled directory so they can be easily identified in step 5. See Upload files using FTP and Filezilla for more information.
- Log in to the archive with an account that has permission to add archive items. Go to Administration → Home item in the top menu.
- Under the ‘Archive Items’ heading, select the appropriate Archive Item class for media items.
Photos, Documents and Objects accept Image file formats. Sounds require files in audio formats and Movies require MP4 movie files.
- Click ‘Add’. If the ‘Add’ button is disabled, then you do not have permission to add Archive Items.
- Select the directory containing your files in the popup list labelled ‘Choose the folder containing the items to add:’. Once the directory is selected your files should be listed below.
- In the list, select all the files you wish to ingest then click ‘Select’. A green tick should appear in the ‘Add’ column of the list for all files that have been selected. Click ‘Next’.
- Enter any common Archive Item record metadata (field values) for your ingested media. Click ‘Next’.
- Enter any common Archive View record metadata (field values) for your ingested media. Click ‘Next’.
- Apply any common Content Restrictions that should be assigned to the ingested media. Click ‘Finish’.
The selected media items are now being ingested into the archive in an unconfirmed state. This may take a while depending on the size and quantity of items being ingested.
- In the unconfirmed records list, you can choose to view the Archive Item, Archive View and Media records for the ingested media. Use the ‘View/Edit’ or ‘Batch Edit’ buttons to apply further metadata to your records.
- Once you have finished applying metadata click ‘Confirm’. If you have records selected in the list, then you can confirm just those selected records or confirm all records. Click ‘Confirm’ again to finalise and assign archive numbers to these records.
Archive numbers are automatically assigned in the order in which they are confirmed and not the order in which they were ingested unless all unconfirmed records are confirmed at the same time.
- If you still have unconfirmed records remaining in your archive then repeat steps 10 and 11 until they are all confirmed. Alternatively you can remove these unconfirmed records using the ‘Delete’ button.
Don’t forget to remove your files from the archive’s Public folder once complete and rename the original media files with the archive number.
Add Archive Items using Simple Upload
Please see the ‘How it works’ section in the Simple Upload screen article for instructions about this process.