Step 3 - Edit Metadata Help

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This section of ADS-easy will allow you to manage your archive. It allows you to view the data that has been upload, see the 'status' of the metadata and delete material that is no longer required.

Not all the data I have uploaded appears in the list?

If data is missing from the list which appears in Step 3 then the chances are something has gone wrong in the transfer of the file. In the first instance it is probably best to try and upload the file again using the appropriate 'File Upload' area. If you continue to experience problems then please contact us and we will help you.

I think my file(s) has been assigned the wrong data type?

In order that you create the correct metadata for your files we ask that they are added to the deposition using data type specific uploaders (see Step 2: File upload). If for some reason the data has been assigned the wrong data type, simply 'delete' the file from list in 'Step 3', and upload the data again using correct uploader.

How do I remove/delete a file from my deposit?

If you wish to remove a file from your deposit, simply select the file from the list in Step 3: Edit Metadata and click the 'Delete' button at the bottom of the page. If you would like to delete multiple files then hold down the CTRL key on your keyboard, select the rows you wish to delete and then click 'Delete'. Note: Once a file has been deleted the file AND all completed metadata forms will be removed from the database.

Why does the costing information appear?

By depositing data with the ADS you are acknowledging that, unless an alternative agreement has been reached, that you will be charged for the deposition. In order to assist you in the creation of your archive we provide a running total of charge that will be levied against your deposit. Currently the charge for archiving is based on 'start up fee', which covers ingest, administration, data management costs and the creation of a simple archive interface. Additional charges for preservation and storage are levied on a per file basis, but if your deposit includes GIS data charges are made on the 'Group' basis, while charging for 'Geophysics' is based on area survey. For more information on the costing of ADS-easy archives, see the dedicated costing calculator help page and the ADS Charging Policy.

Why is the status of my data listed as 'Pending'?

The 'status' field within the list of uploaded files provides information on the metadata status. Those files listed as 'Pending' require metadata to be added, or require additional metadata to be added to show them as complete. Those files where the metadata has been completed are marked as 'Complete'. To add additional press the 'Edit metadata' icon.

How do I edit metadata?

To add new or additional metadata simply press the 'edit metadata' icon and you will be taken to metadata form for that file.

Why does only one of GIS/Geophysics files appear in the table?

As part of the upload for geophysical data you will have created groups based on survey area or technique. We ask that these are 'grouped' together in order to reduce the amount of metadata that needs to be created. Each 'group' will be listed in the table, with a figure (in hectares) instead of a file count. The group name given will appear in the filename/group column.

If your deposit included GIS data then files with the same name will have been grouped together to facilitate the creation of metadata. The file name (without extension) will appear in the filename/group column, while the number of files within the group will be found in the 'file count' column.

I have uploaded some geophysical files, but the number of files is missing and is replaced by a figure in hectares? Have I done something wrong?

No, you haven't done anything wrong. In the case of geophysics charging is based on the area that has been surveyed rather than the number of files that have been uploaded. This is done to legislate for those instances where large number of small files are created as part of the survey. When first created this will be listed as '0 hectares', but when the metadata has been created the area surveyed will be listed here and a charge made based on this figure. Note: It is important that this figure is accurate so that appropriate charging can be made.

How do I use the ADS image template to upload metadata?

When using the template particular attention should be paid to the filename which should match the full filename of the image that has been uploaded and include the file extension (i.e. York_Minster_1.jpg). If changes have been made to the filename, in order to adhere to the ADS' file naming policy then these changes need to be replicated in the template.

All mandatory fields should be completed in order to move the file from pending to complete. Guidance on completion of the metadata form can be found the Photographs and Images section of ADS-easy, or in the Raster Images section of the ADS' Guidelines for Depositors.

If you make a mistake when entering metadata into the spreadsheet then you can update the spreadsheet offline and re-upload it. This will replace the previously uploaded metadata with that within the new spreadsheet.

It is important that this information is entered correctly as it has ramifications for the creation of appropriate file level metadata. If it isn't then it could result in a delay and a potential increase in cost, as we will have to contact you and ask for the correct metadata to be resubmitted. If you are unsure what data type your file is then please email us for more detail.