Skip to Main Content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.

University Library, University of Illinois at Urbana-Champaign

Digitization Services

Project Inventories in Medusa Database

Creating your Inventory

Content provider will organize content and create an inventory of candidates for digitization. 

The inventory is used during digitization to track progress and is viewable by Content Providers.  This will be a means of keeping stakeholders up to date on project progress.

  • The inventory is used during inventory to identify objects and match them to the correct bibid or identifier
  • The lab cannot digitize and name content with correct file names or ingest it into a repository unless the inventory is clear and correct
  • The template has columns suitable for a wide range of cataloged and uncataloged materials.
  • The following columns are required:
    • Title
    • Author/Creator
    • Date
    • Call Number
    • BibID/Unique Identifier
    • Archival Management System URL (Archon)
  • Content provider inputs inventory into the Medusa database, as shown below.

Unique identifiers and bibids used for file naming

Depending on the status some content will use the archival fields rather than using Voyager look up feature the database.  All objects must get a unique file name.  There cannot be duplicates.  Please adhere to the following conventions

Voyager Content Object Structure and File Naming Conventions

DS uses bibids whenever possible to name digital objects.  These come from the Voyager catalog.  Here are examples

  • Single object for maps, posters, negatives, photographs)
    • 1564896-001 (file level)


  • Compound object (for maps, posters, negatives, photographs)
    • 1564896-001, 1564896-002, 1564896-003 (file level)


  • Single book object
    • 1564896_001 (folder level)
      • 00000001, 00000002, 00000003 (file level)


  • Book object with 2 copies or volumes
    • 2545644_001 (folder level)
      • 00000001, 00000002, 00000003 (file level)
    • 2545644_002 (folder level)
      • 00000001, 00000002, 00000003 (file level)


Archival Content Object Structure and File Naming Conventions

For archival collections DS will use the records series from Archon or the given database the physical collection is managed in. We adhere to the following convention

  • Single object for maps, posters, negatives, photographs)
    • recordsseries_box#_folder#_item#-001 (file level)


  • Compound object (for maps, posters, negatives, photographs)
    • recordseries_box#_folder#_item#_date-001, recordseries_box#_folder#_item#_date-002, recordseries_box#_folder#_item#_date-003 (file level)
  • Single book/bound object that is a distinct object of its own
    • recordseries_box#_folder#_item#_date_001 (folder level)
      • 00000001, 00000002, 00000003 (file level)


  • Book/bound objects that have 1 or more copies or volumes for a collection
    • recordseries_box#_folder#_item#_date_001 (folder level)
      • 00000001, 00000002, 00000003 (file level)
    • recordseries_box#_folder#_item#_date_002 (folder level)
      • 00000001, 00000002, 00000003 (file level)



Often records series or archival collections wont have a records series, box, folder, item and date for every item.  Variations and Unique Identifiers are permitted but must adhere to teh following rules in order for content to be accepted for digitization.

  • No duplicate Unique Identifiers ANYWHERE in the collection
  • No special characters at all -  dots, commas, slashes, ampersands, number signs
  • No spaces
  • Underscores separate rs, box, folder, item and date.  Please leave text in the file name in one string with no spaces or special characters
  • Dashes are used at the end of the files names to signify if it is a single object or a compound object.  This is used to automate packaging for our repositories
  • ALL under case

Examples of Variations

  • Single objects
    • recordseries_thisisoneobject_date_001 (folder level)
      • 00000001, 00000002, 00000003 (file level)

Physical Object dropped off for digitization require the follow:

  • identifying record series, item titles, boxes, folders, item numbers written on the object
  • physical items have to be barcoded at the object level
  • This identifying info corresponds with a barcode entry or rs, box, folder in teh database.


Medusa Database Inventory Template


Medusa Inventory Upload for Libraries 

  1. The accompanying template for your Excel document. You do not have to use all the fields, only ones relevant to your collections. You will need to upload this prior to DS receiving material for digitization.
  2. Note – please format the barcodes column by doing the following
    1. Select the column you want to format
      • Go to Format Cells
      • Go to the Number tab
      • Select the Custom category
      • Select “0” code for format the barcodes correctly for upload
  3. Review the directions for saving a spread sheet in the correct format. For Windows use “Unicode Text.” See the figure below for reference.      
  4. Login to Medusa
  5. Go to the green “Projects” tab.
  6. Locate your respective project and click on it.
  7. Click on the upper right hand corner to the “Upload” button     
  8. Select your file and click “Upload”
  9. You will receive an email confirming your upload including the number of items that successfully uploaded
  10. It is wise to confirm your upload in your project tab to make sure all of your items appear.