Exporting EAD from ASpace (In Review)

1. Collection level review following fields

   1. Title

   2. Language (at least 1)

   3. Date (only 1)
      

   4. Extent (at least 1)
      

   5. Agent Links (at least 1, in most cases)
   6. Subjects and Form/Genre (at least 2)
   7. Notes should have at least: Physical Location (x2), Abstract
   8. Note: Restrictions, when applicable

   9. Finding aid data should have at least: EAD ID, EAD Location and Finding aid status = Ready to publish.

2. Parts level (sub-fonds) review the following required fields
   1. Title
   2. Date
   3. Note: Physical Description (do not put cubic feet and container information in Extent)
   4. Note: Scope and Contents (do not put in Abstract)
   5. Note: Restrictions, when applicable

3. Collection Level select Publish all
   

4. Export > Generate PDF for review and make needed edits in ASpace, see Contents List Guidelines
   
   
   1. Expand abbreviations and acronyms
      
   2. Fix typos and spelling errors
   3. Dates should be in Year Month Day order (1975 April 17 not Apr. 17, 1975)
      
   4. Check for consistency within finding aid and with other WHS finding aids

5. Export > Download EAD >
   

   • Select Include unpublished 

   • Select Include <dao> tags

   • Select  Use numbered <c> tags
     

   • Un-select Include URIs

6. Open xml in Oxygen, file will be in C://Downloads/ with call number(s) as first part of file name; an error message may appear starting with "This document contains long lines ..." select "Continue"
   

7. Edit > Select All > Copy
8. Open EadTransformer (wisc.edu) 
   
   
   1. Select "Wisconsin Historical Society"
   2. Paste EAD xml into box
   3. Select "Transform"
   4. New window will open with edits made
   5. Select "Copy text"

9. Open new XML file in Oxygen paste and save
   
   H:\\Collections\Shared\Archives Cataloging and EAD\EAD\EAD ASpace export\[file name].xml
   
    File name = last part of EAD ID in ASpace Finding aid data; for example, use highlighted portion: uw-whs-m2001028
   
   H:\\Collections\Shared\Archives Cataloging and EAD\EAD\EAD ASpace _export\m2001028.xml
   

10. <unitdate> must appear inside <unittitle> for the following areas:

    1. Collection title

    2.  Parts (in contents list)

    3.  Series

    4. Add "comma space" before <unitdate>
       
       For example
       
       <unittitle>Committee Files, <unitdate>  era="ce" calendar="gregorian" datechar="creation" type="inclusive" normal="1975/1977">circa 1975-circa 1977</unitdate></unittitle>
       

11. <unitid> at collection level:

    • Move additional call numbers from Abstract, as needed
      

12. <physdesc> at collection level

    1. Look for duplicate <physdesc>; edit/remove as needed

    2. For more than one extent they should be in a combined <physdesc>

    3. Remove extra space before comma(s)
       
              <physdesc>
                <extent>40.0 cubic feet of photographs (20 file cabinet drawers) , 8.5 cubic feet of photographs (17 flat boxes) , 1.0 cubic foot of photographs (4 cardfile boxes) , 6.4 cubic feet of transparencies (7 drawers)

       </extent>
              </physdesc>

13. <repository> 
    
    Should appear as
     
    <repository label="Repository">
     <extptr entityref="whslogo" show="embed" actuate="onload" altrender="center" title="Wisconsin Historical Society logo" role="logoimage"/>
     <extref linktype="simple" href="https://www.wisconsinhistory.org/Records/Article/CS15325" role="handle">
    Wisconsin Historical Society, Division of Library, Archives, and Museum Collections</extref>
    </repository>
     
    or
     
    Replace with appropriate ARC or Collection link

14. <abstract> Move any call/accession numbers which might appear at beginning of Abstract into the <unitid>

15. <langmaterial><language> delete floating period

16. <controlaccess> fields under the following order (and/or in order of most importance):
    
    <persname>
    <famname>
    <corpname>
    <title>
    <subject>
    <geoname>
    <genreform>

17. <dsc>: replace with:
    
    For "one-part" collections
    <dsc type="in-depth">
    
    or
    
    For "multi-part" collections
      <dsc type="combined">
    

17. See step 9 about <unitdate> in Parts and Series, if not already done so.
18. Make sure only <physloc type="locationcode" audience="internal">whi</physloc> is the only field with audience="internal"
    
19. Search for "othertype" and fix to the appropriate label within <container>

20. Find &amp; with spaces before and after and replace with &#38;
    

21. Find &amp; without spaces before and after and replace with & [it is important to do in this order]

22. Validate in <oXygen/> = Validate with -- ead.dtd file in EAD/EAD New/EAD DTD and Stylesheet 

    1. Ignore validation error for logo: E[Xerces]ENTITY "whslogo" is not unparsed.

23. FTP to UWDCC test site

24. Review finding aid on test site, make edits in ASpace and reexport (or for minor edits make in xml and ASpace without reexporting)
    

25. Export final PDF from ASpace and save in appropriate Accessions or Register folder on the L:drive