Extended Metadata Options with Tags

Extended Metadata Options with Tags

Permanent Tags allow you to add additional description or categories to your files to help tell the story of your materials. Tags are searchable, and you can re-use tags across your archive to quickly find similar materials.

But did you know that you can designate additional metadata fields that aren't currently available in the Permanent metadata through tags as well? You can use a "key:value" structure in tags to designate an additional field or category (the key in the key:value pair) and the value of that field or category (the value in the key:value pair).

Our database saves the key and the value separately, so as we continue to improve and add new features to Permanent, we can build new ways to display those key:value tags. This means you can add any additional metadata fields you'd like! For instance, you can use key:value pairs to add additional Dublin Core (a commonly used metadata standard for digital materials) metadata to your files. Learn more about using Dublin Core metadata on Permanent here.

The article below walks through how to create and edit key:value tags in your archive. You can view an example of key:value tags in the Astoria Public Library public archive.

How to create key:value tags

You can add key:value tags to your files just like you would a normal tag, with a couple of additional notes:
  1. Each key:value tag needs to have a colon (:) in the tag
  2. All information before the colon (:) is read as the key (the category or metadata field)
  3. All information after the colon (:) is read as the value of that category or metadata field for that particular file
  4. It's best to not add any spaces between the final character of the key and the first character of the value (i.e. "Source:Unknown" rather than "Source : Unknown"). You can still use spaces within the key or the value (i.e. "Medium:Digital Photograph").
To add a new key:value tag to a file in your archive, select the file you wish to add the tag to, then look at the Info tab on the right side of the screen. Click under the Tags heading to add a new tag. A text box will appear where you can add a tag.

Type in the entire tag you wish to add, including the key, a colon (:), and then the value (i.e. "Location:Tennessee"), then click Done. The tag will be added to your file. 

If you wish to use that tag again for another file, select the file then click under the Tags heading to open the Tags editor. Listed below the text box are all the tags you've entered into your archive. Select the tag you wish to add by clicking the circle next to the tag, and the tag will be added to your file.

If you want to remove a tag from that file, find the tag in the drop down list and click the circle again to deselect it.

Editing key:value tags

We are currently working on a new feature to make editing key:value tags easier and quicker in a separate editor in the Archive Settings. Be on the lookout for more information soon!
You can edit key:value tags in your archive through the Manage Tags page of your archive's Archive Settings. Please note that you can only edit the tags in an archive if you are a Manager or Owner of the archive. Learn more about archive member roles here.

To navigate to the Manage Tags page, click the arrow next to the archive's name on the left side of the screen. A menu will appear. Click Archive Settings to open the Archive Settings page.

The Manage Tags page is where you can edit the text of all the tags in your archive. Any changes made to the tag will be applied to every file that includes that tag. Learn more about the Manage Tags page here.

You can edit a key:value tag just as you would a regular tag. Click the pencil icon to edit the tag. You can edit both the key (in the example above, "Medium") and the value (in the example above, "Digital Photograph"), then click the checkmark to to save your changes. If you would like to revert your changes back to the original tag, click the X button to cancel. In the example below, the value for the tag was changed from "Digital Photograph" to "Photograph." Now, any tags that included the key:value tag "Medium:Digital Photograph" will now read "Medium:Photograph."


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