(WHS Archives) ArchivesSpace Resource -- EAD Import

Import of EAD into ArchivesSpace

ArchivesSpace Resource -- EAD Import

To be completed by Description Archivist or assigned staff.

  1. To be done by Alison: Download EAD from UWDCC ftp site /db/dlxs02/dlxs12a/prep/w/wiarchives/deposit/uw-whs/archive/ into
    L://LIBARC/LIBARC SHARED/Archives Cataloging and EAD/EAD/ASpace
    • Find file name under last part of url after "wiarchvies.uw-whs-"

  2. Files stored at: L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\ASpace\State records to import to ASpace

  3. Working in file number order, move file from main folder to your working folder. Move 1 to 5 at a time. Save often. You may want to save the file to your desktop while working on it, but be sure to move back to L drive.

  4. Open ArchivesSpace and search for collection, there should just be a brief record, or perhaps later "parts"

  5. Open <oXygen/> [or Note Tab Pro] and make edits to the EAD ; if working from home stay logged into VPN

  6. Open file in <oXygen> and open finding aid searching by first call number:
    If finding aid has an "Appendix" as seen in the Table of Contents move file to "Weird" folder as these will take more work for import

  7. Under <archdesc level="collection><did><unitid label="Call Number"> if there are more than 3 call numbers for a collection cut and paste remainder of call numbers into the beginning of the abstract [ASpace will not import <unitid> with more than 50 characters.]

  8. Physical description <physdesc> / extent, be sure to expand abbreviations such as "c.f."

    a. For one extent: Find and replace <physdesc label="Quantity"> with <physdesc label="whole"><extent altrender="materialtype spaceoccupied">; after cubic feet and before container list add <extent altrender="carrier"> and close tags

    <physdesc label="whole">
             <extent altrender="materialtype spaceoccupied">10.4 cubic feet</extent>
    <extent altrender="carrier">(10 record center cartons and 1 archives box)</extent>

    b. For more than one extent: Each set will need to be split out before import. For example:

    <physdesc label="Quantity">6.4 cubic feet (16 archives boxes); plus additions of 11.6 cubic feet, and approximately 1.0 cubic foot of photographs</physdesc>
    will become
    <physdesc label="part">
             <extent altrender="materialtype spaceoccupied">6.4 cubic feet</extent>
    <extent altrender="carrier">(16 archives boxes); plus additions of</extent>
    <physdesc label="part">
             <extent altrender="materialtype spaceoccupied">11.6 cubic feet</extent>
    <extent altrender="carrier">(11 record center cartons and 2 archives boxes)</extent>
    <physdesc label="part">
             <extent altrender="materialtype spaceoccupied">1.0 cubic foot of photographs</extent>
    <extent altrender="carrier">(2 archives boxes and 1 flat box)</extent>

  9. Remove commas between <unittitle> and <unitdate>
    Search for ",[space]<unitdate" replace with "
    Search for "</unitdate></unittitle>" replace with "</unitdate>"
    May need to fix
    <unittitle><unitdate> when date is only title present [Although there are some cases where the date is listed first and than title]

  10. If dates in a <unittitle> are part of a citation to a published work or production move into <unittitle> and do not tag inside <unitdate>

  11. Is the finding aid for only the first part, usually a processed portion? If so see special instructions [TO DO]

  12. Add levels to <c0#> otherwise will import as level="otherlevel" which is not valid. Search for <c02> replace with <c02 level="subseries"> ; repeat for all <c0#> tags

    a. <c01> should already have a level: series or subfonds ; [in the case of Parts/"subfonds"  <c02> may already be marked as "series"].
    b. When no true subseries use file as level ; if in doubt change to "file"
    c. Only use item for films or audio

  13. For finding aids with Parts, remove id="p#" for every <c01>. This way ASpace will assign a Ref ID

    <c01 id="p1" level="subfonds">
       will become
    <c01 level="subfonds">

  14. Find and replace abbreviations especially ca. > circa, n.d. > undated, c.f. > cubic feet, and months

  15. Dates: Fix to Year month day order
    January 15, 1998 > 1998 January 15
    also: 1965-6 > 1965-1966

  16. Save file and validate for EAD2002

    a. In <oXygen/> under Validate [paper with red check mark] click on the down arrow next to the icon to get dropdown list
    b. Select "Validate with"
    c. "Browse for local file" > L://LIBARC/LIBARC SHARED/Archives Cataloging and EAD/EAD/EAD Updates/ead.dtd
    d. Schema type should turn to "DTD"
    e. OK
    f. There will always be at least one validation error for the WHS logo:
      E [Xerces] ENTITY "whslogo" is not unparsed
    g. If the WHS logo validation error is the only error then the record is ready

  17. Open Archives Space, while logged into VPN. Be sure to be under WHS for repository.

  18. : Create -- Background Job -- Import Data

  19. Import Type: EAD

  20. Drag file to window [or Add file]

  21. Queue Job

  22. Job success OR failure
    If failure read log to see if error to EAD can be discovered; then attempt import again. If unable to figure out error set up meeting with Alison to see if we can figure out error.

  23. In ASpace: Edit record and move as many call #s and accession #s to the Identifier [50 characters in each square, separated by semi colons]; Leave remainder in Abstract if too many characters and add Repository Processing Note to move before import to UWDCC

  24. Any accessions [Part] which do not have contents list need to have at least one item below Part

  25. Count number of containers for Additions to add to Extent expression

  26. In Finding Aid Data change Finding Aid Status to "Under Revision"

  27. In Finding Aid Data change Finding Aid Title beginning to "Finding aid to the"

  28. Update link to catalog using OCLC number and changing language to: COLLECTION MAY BE STORED OFF-SITE: see catalog entry to request materials and for additional information.

  29. Delete extra Language of Material note if collection is only in one language.

Keywords:ArchivesSpace WHS Resource EAD   Doc ID:90024
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-02-26 14:47 CDTUpdated:2021-04-19 12:48 CDT
Sites:UW Libraries Shared Systems
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