(WHS Archives) ArchivesSpace -- Resource -- EAD Import
Import of EAD into ArchivesSpace
EAD Import
To be completed by Description Archivist or assigned staff.
- To be done by Cataloging Archivist: 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-"
- Find file name under last part of url after "wiarchvies.uw-whs-"
- 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 - Open file in <oXygen/> [or other xml editor] to edit the EAD ; if working from home stay logged into VPN
- Identify title, creator and call number of collection
- Open online finding aid by searching under call number, title or creator:
https://digicoll.library.wisc.edu/w/wiarchives/
The "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. - Open ArchivesSpace and search for collection
- Records may have a brief Resource record which is the catalog record imported into ASpace
- Resource record may not include all "parts."
For example Part 3 is listed in ASpace but Parts 1 and 2 are not. - ASpace records which need to be replaced add "OLD" to call numbers and title
- Once verified the (whole) EAD is not already in ASpace, or needs more work, work on EAD in <oXygen/>
Note: It is possible to do a find and replace in all open files (Find > Find/Replace in Files). Some hands on editing may still be needed. - Find "Register of the" and replace with "Finding aid to the" [appears in <filedesc><titlestmt><titleproper>]
- Under <archdesc level="collection"><did><unitid label="Call Number"> if there are more than 5 call numbers (or more than 50 characters) 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.]
- 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 as a note.
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>
</physdesc>
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>
<physdesc label="part">
<extent altrender="materialtype spaceoccupied">11.6 cubic feet</extent>
</physdesc>
<physdesc label="part">
<extent altrender="materialtype spaceoccupied">2 reels of microfilm (35 mm)</extent>
</physdesc>
<physdesc label="part">
<extent altrender="materialtype spaceoccupied">15 tape recordings</extent>
</physdesc>
<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>
</physdesc>
NOTE: if there are no boxes, folders, volumes, or other containers listed in parenthesis, there is no need for the second
<extent altrender="carrier"> such as for audio, films, sometimes photographs. When the size of format is listed in parenthesis such as for microfilm or films this is included in the first <extent altrender="materialtype spaceoccupied"> - Physical location:
- Change language in <physloc> from "See the catalog entry for information on possible additional materials and shelf locations." to "COLLECTION MAY BE STORED OFF-SITE: see catalog entry to request materials and for additional information."
- Change href from "http://digital.library.wisc.edu/1711.dl/whsead.catalog?repl1=" (keeping the OCLC number) to "https://search.library.wisc.edu/search/catalog?q=" - 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. - 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</title> (1960)</unittitle> - Add levels to <c0#> otherwise will import as level="otherlevel" which is not valid coding.
- Some <c0#> may already have levels, DO NOT replace.
- <c01> may have a level of subfonds, series, file, or item.
- <c02> replace with <c02 level="file">
- Repeat for all <c0#> tags until there are no matches
- Level might be "item", especially for film or audio, but not necessary to code as such.
- Make sure the search includes the number zero and not the letter 'o'
- For finding aids with Parts, remove id="p#" for every <co1>. ASpace will assign a Ref ID.
<c01 id="p1" level="subfonds">
will become
<c01 level="subfonds"> - Remove <list> inside <arrangement> for collections with the following <p>This collection was received in multiple parts ...</p>
- Find and replace abbreviations especially ca. > circa, n.d. > undated, and c.f. > cubic feet, as well as abbreviated months
- Dates: Fix to Year month day order; spell out months
Jan. 15, 1998 > 1998 January 15
also: 1965-6 > 1965-1966
04-20-1921 > 1921 April 20 - 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 - Search for /> these usually need to be fixed or removed, except for <lb/>
- Open Archives Space; Repository = WHS
- Create -- Background Job -- Import Data
- Import Type: EAD
- Drag file to window [or Add file]
- Queue Job
- 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 bring to Cataloging Archivist's attention. - Edit ASpace record. SAVE OFTEN
- Basic Information
a. Title verify Creator (Agent) and format of materials are in title and no dates.
b. Identifier move call numbers from Abstract to cells (up to 50 characters each). Keep additional call numbers in Abstract if not enough room
c. Level of Description = Collection - Languages
a. At least one language listed
b. Remove Language of Materials note if collection is only in one language. - Dates
a. Verify all fields are entered correctly - Extents
a. Verify all fields are entered correctly
b. If more than one extent change Portion from "Whole" to "Part" - Finding Aid Data
a. EAD Location = http://digital.library.wisc.edu/1711.dl/wiarchives.[EAD ID]
b. Language of description = English
c. Script of description = Latin
d. Finding Aid Status = Published to UWDCC - Notes
a. Keep "Physical Location" note with "whi" in Content; DO NOT Publish
b. Second "Physical Location" note with "COLLECTION MAY BE STORED OFF-SITE: see catalog entry to request materials and for additional information." and <extref> link to catalog record
c. "General" note "There is a restriction ..." should appear when there is a "Conditions Governing Access" and/or "Conditions Governing Use" notes
d. Other notes: Abstract, Biographical/Historical, Immediate Source of Acquisition, Processing Information, Scope and Content
e. "Arrangement" note if there are multiple parts see next step - For multiple part finding aids edit "Arrangement" note at the collection level to add target points to the part [no longer in use]
a. Open Excel, Word, or other text application to copy "Ref id"
b. Open Part 1 in ASpace, copy "Ref id" and paste into spreadsheet or text document
c. Repeat with Part 2 through the remainder of the parts
d. Go to Collection Level > Notes > Arrangement > Expand
- Content: verify number of parts list match actual number of parts
- Ordered List: replace target="p#" with target="aspace_[Ref id]" for each part
<ref linktype="simple" target="p2" show="replace" actuate="onrequest">Part 2 (2004/082): Additions, 1998</ref>
to
<ref linktype="simple" target="aspace_acac2e3b72bcc6e4d16e0578aae156cf" show="replace" actuate="onrequest">Part 2 (2004/082): Additions, 1998</ref> - [Merge with existing ASpace records. See article: (WHS Archives) ArchivesSpace -- Resource -- Merge]