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

Instructions for exporting EAD from ASpace and editing before putting onto UWDCC testsite.

Exporting EAD from ASpace

  1. If not already done so, import MARCxml Resource Record from Alma, and merge into the EAD Resource Record (the presence of subject headings is a strong indicator of the MARC already being imported)
  2. Export PDF for review and make needed edits [for larger finding aids ASpace chokes (202209 aeb)]
  3. Publish all at collection level, this checks the box for "Publish?" for all fields.
    1. Uncheck publish for Collection level > Notes > Type = Physical Location Content = whi.
    2. Do not un-publish the other Physical Location note which has the link to the catalog.
  4. Export -- Download EAD -- check
    1. Include unpublished
    2. Include <dao> tags
    3. Use numbered <c> tags [very important, otherwise contents list will not display]
  5. Open xml in <oXygen/>
  6. Save as:
    L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\ASpace\[file name]
     File name = last part of EAD ID ; for example: m2001028 
  7. Tools -- Format and Indent Files -- All opened files
     Note: make sure only the file being worked on is open
  8. Replace <ead>:
    <ead xmlns="urn:isbn:1-931666-22-9" xmlns:xlink="http://www.w3.org/1999/xlink" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:schemaLocation="urn:isbn:1-931666-22-9 http://www.loc.gov/ead/ead.xsd">
          [copy from document in xml editor]

    <ead id="uw-whs-[filename]">
  9. Replace <eadheader>
    <eadheader countryencoding="iso3166-1" dateencoding="iso8601" findaidstatus="In Review" langencoding="iso639-2b" repositoryencoding="iso15511">
    <eadheader langencoding="iso639-2b" scriptencoding="iso15924" dateencoding="iso8601" countryencoding="iso3166-1" repositoryencoding="iso15511">
  10. Remove US in <eadid> mainagencycode attribute: mainagencycode="whi"
  11. Remove url in <eadid>:  url="http://digital.library.wisc.edu/1771.dl/wiarchives.uw.whs.[filename]"
  12. Remove <num>[call numbers and accession numbers]</num> from <titleproper>
  13. Remove in <address>:
    <addressline>URL: <extptr xlink:href="https://www.wisconsinhistory.org/Records/Article/CS15325" xlink:show="new" xlink:title="https://www.wisconsinhistory.org/Records/Article/CS15325" xlink:type="simple"/></addressline>
  14. Add in <profiledesc><creation><date>:
    <date era="ce" calendar="gregorian" type="publication" normal="[YYYY-MM]">
  15. <archdesc level="collection"> <did> order fields as follows:
    <physloc audience="internal">whi [map link before link to catalog]
    <physloc> [link to catalog]
  16. <unitdate> Make sure <unitdate> appears inside <unittitle> for
    Collection title
    Parts (in contents list)
    Don't forget to add a comma space before <unitdate>
    <unittitle>Committee Files, <unitdate>circa 1975-circa 1977</unitdate></unittitle>
  17. Collection level <unitid>
    - Remove periods between call numbers, add semicolons and spaces, as needed
    - Add additional call numbers from abstract when more than 200 characters
             - Add label="Call Number"
  18. Compress <physdesc><extent>: remove attribute altrender, as well as combining the two <extent> within one <physdesc> into one
    For example:
    <physdesc altrender="part"> 

  <extent altrender="materialtype spaceoccupied">0.2 cubic feet of photographs</extent>
        <extent altrender="carrier">(1 archives box)</extent>

      <physdesc altrender="part">
<extent>0.2 cubic feet of photographs (1 archives box)</extent>

  1. Replace <repository>

Wisconsin Historical Society, Division of Library, Archives, and Museum Collections</corpname>


<repository label="Repository">
entityref="whslogo" show="embed" actuate="onload" altrender="center" title="Wisconsin Historical Society logo" role="logoimage"/>
linktype="simple" href="https://www.wisconsinhistory.org/Records/Article/CS15325" role="handle">
Wisconsin Historical Society, Division of Library, Archives, and Museum Collections</extref>


Replace with appropriate ARC or Collection link

  1. Replace <physloc id="aspace_[######]">whi</physloc> with:
    <physloc type="locationcode" audience="internal">whi</physloc>
    [ARC or Collection link contains the updated coding]
  2. Replace <odd id="aspace_[######]"> <head>General</head> with:

  3. Move <note> pointing to restriction and assigned series number before the closing <did> tag after the abstract
  4. Create, before <dsc>:
    type="admininfo"> <head>Administrative/Restriction Information</head> 
  5. Move under <descgrp>:
    <userestrict> <accessrestrict> <acqinfo> <processinfo>
  6. Add closing tag </descgrp>
  7. Remove <head> under <accessrestrict> <userestrict> <acqinfo> <scopecontents> <bioghist>
    The only
    <head> should be for the Administrative/Restriction Information
  8. For any <extref> remove any "xlink:" before href attribute
  9. For <list> verify type. ASpace allows for type="deflist" or "ordered" or <chronlist>; if not one of these change type="marked" [or remove type attribute?] The <list> under arrangement with Parts needs to have no type attribute [or can be type="marked"?]
  10. For <controlaccess>: Replace "Library of Congress Subject Headings" in <subject> source attribute with "lcsh"
  11. Replace <dsc>:
    For one-part collections
    <dsc type="in-depth">
         <head>Contents List</head>
    For multi-part collections
    <dsc type="combined">
         <head>Contents List</head>
  12. For <container>: make sure attribute label is  included and capitalized; most common missing is type="folder"
    Also might be for "volume" "disc" "video" etc. anything which might be inside a box
  13. Html codes
    - Replace "[space]&amp;[space]" with
    - Replace remainder of &amp; with &
  14. Validate in <oXygen/> = Validte 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.
  15. Move edited file to EAD New [or EAD Updates]
  16. FTP to UWDCC testsite
  17. Review finding aid on testsite, make any major edits to ASpace document
  18. Export final PDF from ASpace and save in appropriate Accessions or Register folder on the Ldrive

TO DO: Create clip in NoteTab Pro to do some of this conversion/replacement

Keywords:ArchivesSpace ASpace EAD   Doc ID:96630
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-12-13 15:12 CDTUpdated:2023-02-15 12:53 CDT
Sites:UW Libraries Shared Systems
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