(WHS Archives) ArchivesSpace -- Resource -- EAD Export
Exporting EAD from ASpace
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Open ASpace check for the following fields at collection level, if not alert Cataloging Archivist
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Title
- Language (at least 1)
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Date (only 1)
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Extent (at least 1)
- Agent Links (at least 1, in most cases)
- Subjects (at least 2)
- Notes should have at least: Physical Location (x2), Abstract, Arrangement (if more than 1 Part)
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Finding aid data should have at least: EAD ID, EAD Location and Finding aid status = Ready to publish.
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Collection level select Publish all
- Export > Generate PDF for review and make needed edits in ASpace, see Contents List Guidelines
- Expand abbreviations and acronyms
- Fix typos and spelling errors
- Dates should be in Year Month Day order (1975 April 17 not Apr. 17, 1975)
- Check for consistency within finding aid and with other WHS finding aids
- Expand abbreviations and acronyms
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Export > Download EAD > check
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Include unpublished
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Include <dao> tags
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Use numbered <c> tags
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Open xml in Note Tab Pro, file will be in C://Downloads/ with call number(s) as file name
Make shortcut to NoteTab Pro -- L:\\ ... Archives Cataloing and EAD\EAD\Set-up Files\NoteTab Pro 7\NotePro.exe - EAD Cookbook 2002 > Folder Clean-up
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File > Save As:
L:\\LIBARC\LIBARC 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
L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\EAD ASpace export\m2001028.xml - File > Clost Document(s) and close Note Tab Pro
- Open xml in <oXygen/>
- "This document contains long lines ..." > Continue
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Tools > Format and Indent Files > Scope = All opened files > OK
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Make sure only the file(s) being worked on are open
- Format and Indent Files - Results > Affected Files = [number of files needing indents fixed]; if affected files = "0" see Cataloging Archivist
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<ead id="uw-whs-[filename]"> add file name and remove square brackets
For example
<ead id="uw-whs-ser02611"> -
<titleproper> remove <num>[call numbers and accession numbers]</num>
For example
<titleproper>Finding aid to the Walter and Jean Kerr Papers, circa 1920-1993 <num>U.S. Mss
27AN; Audio 505A; Audio 1052A;.AE 842; CD 364-CD 365; DG 781; .FI 020-FI 030;.M2004-120
</num></titleproper>
to
<titleproper>Finding aid to the Walter and Jean Kerr Papers, circa 1920-1993</titleproper> -
<archdesc level="collection"> <did> reorder fields; see specific instructions for each field
<unittitle>... , <unitdate></unitdate></unittitle>
<origination>
<unitid>
<physdesc>
<repository>
<physloc audience="internal">whi
<physloc><extref>COLLECTION MAY BE STORED ...
<abstract>
<langmaterial>
<note> -
<unitdate> must appear inside <unittitle> for the following areas:
- Collection title
- Parts (in contents list)
- Series
When moving <unitdate> inside <unittitle>, do not forget to add "comma space" before <unitdate>
For example
<unittitle>Committee Files, <unitdate> era="ce" calendar="gregorian" datechar="creation" type="inclusive" normal="1975/177">circa 1975-circa 1977</unitdate></unittitle> -
<unitid> at collection level:
- Add label="Call Number" ONLY at Collection level!!!
<unitid label="Call Number"></unitid>
- Add additional call numbers from Abstract, as needed
- Remove periods between call numbers, add semicolons and spaces, as needed
For example
<unitid>U.S. Mss 27AN; Audio 505A; Audio 1052A;.AE 842; CD 364-CD 365; DG 781; .FI 020-FI
030;.M2004-120</unitid>
to
<unitid label="Call Number">U.S. Mss 27AN; Audio 505A; Audio 1052A; AE 842; CD 364-CD 365; DG 781; FI 020-FI
030; M2004-120</unitid> -
Compress <physdesc><extent>: remove attribute altrender from both tags, as well as combining the two <extent> within one <physdesc>
For one <physdesc> example
<physdesc altrender="part">
<extent altrender="materialtype spaceoccupied">0.2 cubic feet of photographs</extent>
<extent altrender="carrier">(1 archives box)</extent>
</physdesc>
replace with
<physdesc>
<extent>0.2 cubic feet of photographs (1 archives box)</extent>
</physdesc>
For multiple <physdesc> combine into one <physdesc><extent>; add "; plus additions of " when there are processed and "unprocessed" parts:
<physdesc>
<extent>3.4 cubic feet (3 records center cartons and 1 archives box); plus additions of 101.4 cubic feet (97 record center cartons and 13 archives boxes) and 1 video recording</extent>
</physdesc>
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<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 -
<physloc id="aspace_[######]">whi</physloc>
Replace with
<physloc type="locationcode" audience="internal">whi</physloc>
ARC or Collection link also includes code(s) for internal <physloc> - <physloc id="aspace_[######]"><extref href="http://digital.library.wisc.edu/1711.dl/whsead.catalog?repl1=[####]" role="handle">COLLECTION MAY BE STORED OFF-SITE ...</physloc>
Appears after internal <physloc> - <abstract> Move any call/accession numbers which might appear at beginning of Abstract into the <unitid>
- Move the <note>(s) pointing to collection restriction(s) and/or assigned series/call number after <langmaterial> but before </did>. The note(s) are before the <dsc> contents list. Leave any <note> following <dsc>, within the contents list.
Example
<archdesc level="collection">
<did>
...
<langmaterial>
<language langcode="eng">English</language>
</langmaterial>
<note>
<p>There is an access restriction to this material; see the Administrative/Restriction
Information portion of this finding aid for details.</p>
<p>These records have been assigned Series 2608.</p>
</note>
</did> - Add section before <controlaccess>:
<descgrp type="admininfo">
<head>Administrative/Restriction Information</head> -
Move the following fields, if present, under <descgrp>, in the following order:
<accessrestrict>
<userestrict>
<acqinfo>
<processinfo> -
Add closing tag </descgrp>
- <controlaccess> fields under the following order:
<persname>
<famname>
<corpname>
<title>
<subject>
<geoname>
<genreform> -
<dsc>: replace with:
For "one-part" collections
<dsc type="in-depth">
orFor multi-part collections
<dsc type="combined"> - See step 14 about <unitdate> in Parts and Series, if not already done so.
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Validate in <oXygen/> = Validate with -- ead.dtd file in EAD/EAD New/EAD DTD and Stylesheet
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Ignore validation error for logo: E[Xerces]ENTITY "whslogo" is not unparsed.
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FTP to UWDCC test site
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Review finding aid on test site, make edits in ASpace and reexport (or for minor edits make in xml and ASpace without reexporting)
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Export final PDF from ASpace and save in appropriate Accessions or Register folder on the L:drive