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Exporting metadata to CSV

Any search results can be exported to a csv file by clicking on “Export Current Search to CSV” at the top of the search results list. Try to make your search as specific as possible before exporting. Particularly consider whether you need to work with both asset and item metadata. Their different metadata profiles mean that your data will have more columns if you include both in the export. This may cause unnecessary post-export cleanup work.


To download the file, click the link that appears at the top of the page. If it has disappeared, click on “CSV Exports” under the “Manage'' dropdown on the navigation bar at the top of the page. This will take you to a page listing all of the exports you have recently done. Exports are logged in Hyacinth so you can download them again later if you need to (very helpful if you accidentally overwrite data; the export is a snapshot of the records before changes were made).

note, users can only see the csv exports they have created themselves

The csv file will contain all data from the records in the search you exported. Depending on the records in the search, this can be a very large file of hundreds of columns and thousands of rows.

Processing metadata for remediation and re-import

Most operations will benefit from editing the file to make it easier to work with. If the file is so large that spreadsheet programs cannot handle it, this abridgment is best done with Open Refine or Python. If the file is not too large, you can open it in a spreadsheet program and delete unneeded columns. Note the guidelines on spreadsheet editing programs - DO NOT OPEN THE FILE IN EXCEL. For collaborative work, opening the file in Google Sheets is recommended.

Never remove the _pid column from a spreadsheet. This is a unique identifier that tells Hyacinth which records you are editing.

Hyacinth headers are explained on this page.

The order of the headers on the spreadsheet does not matter. You can reorder them to suit your work.

When preparing a spreadsheet for Hyacinth ingest, bear in mind that fields will generally not be overwritten if they are not present in the import spreadsheet. It is good practice to omit columns that are not being changed. This minimizes the chances of introducing errors in the process of remediation.

There is one major exception to this assumption. Make sure you understand the implications of editing field blocks as explained here. Not keeping field blocks intact is the easiest way to accidentally overwrite data during remediation.


Questions?

If you are uncertain about anything, it is much better to ask than to plow ahead. Send questions to hyacinth-support@library.columbia.edu. Don't worry whether the question is big or small. Someone will gladly help you.

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