Best practices after the initial upload of documents

Inserts

As with the initial upload, any documents being inserted into the bundle will require a load file specifying the metadata to be applied. If we were to insert two documents into Bundle A, we would not need every existing document set out in the load file. Only the new documents being inserted would need to be included on the load file, with at least the three columns highlighted yellow in the below completed for us to map the correct metadata across. 

In the example above, the documents are listed to be uploaded to tabs 2.1 and 7.1 to avoid disturbing the existing references around the inserts as well as indicating that one belongs between tabs 1 and 2 and the other should be added between tabs 7 and 8. 

Insert suffix convention

As more inserts are added, you may find that it is not obvious what suffix value to use. Please therefore find here a table illustrating how a bundle with suffixed tabs may be built over time and (in the right-most column) indicating the order convention for these tabs:

The first column represents the initial upload exercise, with only whole number tabs 1 and 2 present. 

At a later date, we may be given three new documents to add (highlighted yellow in the ‘Inserts 1’ column) which would be suffixed as highlighted. We may later receive a further three inserts (yellow in ‘Inserts 2’ column) which would be suffixed as illustrated to avoid disturbing the existing documents and to represent their desired location, etc.

Replacements

If any documents are being provided just for replacing on the platform (i.e. no metadata will change, just the document itself), the relevant files being sent should be titled in line with the Bundle/Tab reference of the document they correspond to on the platform. For example, if you provide a document to replace A/6, the file should be titled ‘A_6’. 

In instances where the replacements are not titled after their Bundle/Tab references or you would also like the metadata updated, a load file should be provided and clearly indicate that a document is to be replaced and the metadata should be updated. 

When providing replacements for the purpose of hyperlinking, the instructional email should outline that the documents need to be linked as the tool will need to be run across the file(s) post replacement. 

If your replacement files are longer or shorter than the entries currently on the platform, existing notes/annotations may become orphaned and float on the new replacement as the original text they were anchored has either been removed or now sits elsewhere in the document. Similarly, if a document is replaced with a file that has different OCR data, existing notes may float as the data they were previously attached to has been amended. 

Metadata amendments

Metadata amendments should be outlined in an Excel spreadsheet. The most efficient way to do so is to export an XLSX index from the platform which should then be updated and sent back to us with any changes being highlighted in the index. Please ensure that the ‘Magnum ID’ column is included in the index to allow us to implement the changes efficiently. 

Providing multiple instructions

If your instruction includes various requests e.g. replacements and inserts, each task should be clearly separated on the load file – there should be one tab for replacements and another for inserts. The documents we are provided with should also be separated based on task type to ensure files are processed correctly. 

We advise collating requests where possible for efficient processing whilst also reducing correspondence.