The information conveyed on this page may not be relevant to the current version of Keeping Culture KMS®.
The Simple Upload screen provides a streamlined method for ingesting media into a Keeping Culture Archive without the need to upload files via FTP or access the administration pages. Access to the Simple Upload screen is governed by the user, groups and permissions systems on both mobile and desktop interfaces.
Enabling Simple Upload
The ‘Enable Simple Upload’ permission, controls access to the Simple Upload screen. By default, the Super Administration group has this permission enabled. You will need to enable this permission on any other User Groups whose users require access to the Simple Upload screen.
Alternatively, if you do not want to give all users of a group access to the Simple Upload screen, you can create a new ‘Simple Upload’ User Group with the permission enabled, then make specific users a member of this group.
How it works
Access to the Simple Upload screen is via the ‘Upload’ button in the top right of the Archive Start screen or in the main menu on the mobile interface.
Please be aware that the Simple Upload screen does not support Internet Explorer 9 or older. If you are in this situation, upgrade to Internet Explorer 10 or newer. Alternatively, try using another browser like Firefox or Chrome.
Step 1 of 5. Select the Archive Item type for your files
Select the Archive Item class that your media files are going to belong in. For most Archives, this will be Photos, Documents, Objects, Sounds or Movies. If these five options are not displayed, it usually means you may not have permission to access these Items or the Item class has been made private.
Step 2 of 5. Select the media files you wish to import
Use the ‘File Chooser’ button, or drag-and-drop on a desktop computer, to select the files to be uploaded into your chosen Archive Item class. However, be sure to choose files that are appropriate for the Archive Item class.
Photos, Documents and Objects classes accept image based file formats (jpg, png, gif, tif, etc) including PDF. The Movie class will only accept movie files (mov, avi, wmv, mp4, ogv, 3pg, etc.) and the Sounds class will only accept audio files (aif, mp3, m4a, wav, wma, etc).
Files must be under 2 Gigabytes in size. If the file you have chosen is unsupported by the system an alert will be displayed.
Once you have made your file selection, click ‘Begin uploading’.
Step 3 of 5. Uploading files
Each file in the list is progressively uploaded. Once a file is successfully transferred, it becomes editable. This allows you to begin applying field values and assigning content restrictions while the remaining files continue to upload.
Uploaded files are verified to ensure they can be safely ingested into the archive. Occasionally, there may be a file that is rejected. These rejected files must be removed from the list before the accepted files can be confirmed into the system.
Step 4 of 5. Order files, edit record fields and apply content restrictions
Once a file becomes editable, the following actions can be taken by the user:
‘Edit record fields’: displays a minimal set of editable metadata fields for the file. Some fields are required, where a value must be specified, while other fields are optional and may not need a value.
‘Apply restrictions’: apply one or more content restrictions to the Archive View record. The reason for the content restriction can be specified. The content restrictions list will only display the restrictions which the user has permission to access.
‘Make View’ or ‘Make Item’: The ‘Make View’ button converts the file to becoming a ‘view’, ‘clip’, ‘track’ or ‘page’ of the file above. This allows multiple files to be combined into one Archive Item record with multiple Archive View records. The ‘Make Item’ button converts the file back to being a single Archive Item record.
‘Move up’ or ‘Move down’: Files can be ordered in the list to change the sequence in which they are added to the archive. If the file has been made a ‘View’, these buttons will effect the ‘page’, ‘clip’, ‘track’ or ‘view’ order.
‘Remove’: Removes the file list.
PDF documents often contain multiple pages. Each page is extracted and automatically displayed as a View of the uploaded file. However, the ability to reorder these pages is disabled to preserve the page order contained in the original PDF file.
The ‘Confirm uploads…’ button will enable once all files have been uploaded and any required metadata fields have a value.
Step 5 of 5. Confirming records
Depending on the quantity, size and type of file, the confirmation process may take a few minutes to complete. A progress bar and status message allows you to monitor the confirmation as it progresses.
Once complete, the newly created records can be viewed in the Search Results, Map Results or Item View screen. For administrators, this allows the transferral of these records into the administration pages via the Search Results screen.
Movie files are transcoded before they can be viewed in the archive. See Movie Transcoding for more information about this process.
Required and optional metadata
Metadata is important in any archive, however it can be overwhelming for some users to understand the purpose of each field and have the time to correctly populate them.
To make life easier, the Simple Upload process displays a minimal set of metadata fields. You can determine which metadata fields are displayed for each Archive Item and View class using the following Attribute properties:
the ‘Simple Upload Usage’ attribute property determines if the attribute should be displayed in the minimal set of metadata and whether a value is required or optional for the field.
the ‘Viewing’ and ‘Modifying’ attribute restrictions can determine if the attribute should be displayed based on the user’s permissions.
Attribute restrictions make it possible to remove further metadata fields from the minimal set of metadata. Consequently, you can customise the minimal set of metadata based on a realistic expectation of the user’s capability without discouraging advanced users from using the Simple Upload method of ingesting media. For example, you could display more metadata fields to a user belonging to the ‘Administrator’ User Group and less metadata fields to a user belonging to the lower level ‘Registered User’ User Group.
Archiving and backing up original files
The original files uploaded into the archive are retained so they can be retrieved for your own archival storage procedures. When a file is successfully ingested, it is renamed with the archive number and copied into a folder called ‘__SIMPLE_UPLOAD_ORIGINALS__’ inside the ‘public’ folder. You can retrieve these files using your FTP account.
It is very important that you retain a copy of these files, as the archive does not store original media. Instead, the archive makes low resolution copies of media suitable for delivery over the Internet to your web browser. Furthermore, you should remove the ‘__SIMPLE_UPLOAD_ORIGINALS__’ once you have taken a copy, so that you do not exceed your archive storage limit, thus avoiding excessive storage fees.
Collections defined in User accounts
To manage the contributions to your archive via the Simple Upload screen, User accounts have been modified to allow a Collection name (or record) to be assigned to a user. When a user uploads a file into the archive, the user’s assigned Collection record populates the Collection field of the Archive Item record. The user may override this value if the Collection field is displayed to the user during the upload process.
When specifying a user’s Collection, the Collection record does not have to exist. Instead, the Collection record is only created when it is first assigned to the Archive Item’s Collection attribute.