(WHS Archives) ArchivesSpace -- Resource -- EAD Import

Import of EAD into ArchivesSpace

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/[see folders listed  in #2 below]
    • Find file name under last part of url after "wiarchvies.uw-whs-"

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

  3. For State records: Working in file number order, move file from main folder to your working folder [create folder with your name]. 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 file in <oXygen/> [or other xml editor] to edit the EAD ; if working from home stay logged into VPN

  5. Identify title, creator and call number of collection

  6. Open online finding aid by searching under call number, title or creator:
    "URL to cite for this finding aid" should end with the same file name.
            Note: 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. Open ArchivesSpace and search for collection, there should just be a brief Resource record, or a Resource record including only later "parts." For example Part 3 is listed in ASpace but Parts 1 and 2 are not. If it looks like the whole finding aid is already in ASpace move to Done folder and email Alison with file name to verify.

  8. Once verified the EAD is not already in ASpace, or needs more work, work on EAD in <oXygen/>

  9. 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. The abstract appears on the first page of an online finding aid, so it will be noticed if not moved during publishing.]

  10. Update the physical description <physdesc> / extent within the <archdesc level="collection"><did>, and be sure to expand abbreviations such as "c.f." Do not worry about converting <physdesc> within Parts (<c01 level="subfonds">) in the Contents List as these will import with no issue.

    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="Quantity">10.4 cubic feet (10 record center cartons and 1 archives box)</physdesc>

    will become

         <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. Also, remove mention of "; plus additions of". For example:

         <physdesc label="Quantity">6.4 cubic feet (16 archives boxes); plus additions of 11.6 cubic feet,  2 reels of microfilm (35mm), 15 tape recordings, and approximately 1.0 cubic foot of photographs (2 archives boxes and 1 flat box)</physdesc>

    will become

          <physdesc label="part">
                  <extent altrender="materialtype spaceoccupied">6.4 cubic feet</extent>
    <extent altrender="carrier">(16 archives boxes)</extent>
         <physdesc label="part">
                  <extent altrender="materialtype spaceoccupied">11.6 cubic feet</extent>

         <physdesc label="part">
                  <extent altrender="materialtype spaceoccupied">2 reels of microfilm (35 mm)</extent>

         <physdesc label="part">
                  <extent altrender="materialtype spaceoccupied">15 tape recordings</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>

    NOTE: if there are no boxes, volumes, or rolls listed in parenthesis, there is no need for the second

    <extent altrender="carrier"> such as for audio, films, sometimes photographs, or for papers which are additions. When size of the format is listed in parenthesis such as for microfilm or films this is included in the first <extent altrender="materialtype spaceoccupied">

  11. Remove commas between <unittitle> and <unitdate>
    Search for ",[space]<unitdate" replace with "
    </unittitle><unitdate" [exclude the closing bracket for <unitdate> to be sure to find all instances of tag.]
    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]
    If the number of marches found in first replacement does not equal the number of matches found in second, there will be some which will need to be updated separately.

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

    <unittitle><title render="italic">Where the Boys Are (1960)</title></unittitle>

  13. Add levels to <c0#> otherwise will import as level="otherlevel" which is not valid coding. Search for <c02> replace with <c02 level="subseries"> ; repeat for all <c0#> tags until there are no matches [make sure the search includes the number zero and not the letter 'o']

    <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 use "file"
    c. Use "item" for films or audio
    For example:
    <c02> replace with <c02 level="file">

  14. For finding aids with Parts, remove id="p#" for every <co1>. This way ASpace will assign a Ref ID

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

  15. Find and replace abbreviations especially ca. > circa, n.d. > undated, and c.f. > cubic feet, as well as abbreviated months

  16. Dates: Fix to Year month day order
    Jan. 15, 1998 > 1998 January 15
    also: 1965-6 > 1965-1966
    04-20-1921 > 1921 April 20

  17. 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

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

  19. Create -- Background Job -- Import Data

  20. Import Type: EAD

  21. Drag file to window [or Add file]

  22. Queue Job

  23. 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.

  24. Edit ASpace record.

  25. Finding Aid Data change
          a. Finding Aid Status to "Under Revision" *most important part to update
          b. Finding Aid Title beginning to "Finding aid to the"
          c. Language of description = English
          d. Script of description = Latin

  26. Merge with existing ASpace records. See article: (WHS Archives) ArchivesSpace -- Resource -- Merge

Keywords:ArchivesSpace WHS Resource EAD   Doc ID:90024
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-02-26 14:47 CDTUpdated:2021-05-12 11:11 CDT
Sites:UW Libraries Shared Systems
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