(WHS Archives) ArchivesSpace -- Resource -- EAD Export
Instructions for exporting EAD from ASpace and editing before putting onto UWDCC testsite.
Exporting EAD from ASpace
- 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)
- Export PDF for review and make needed edits [for larger finding aids ASpace chokes (202209 aeb)]
- Publish all at collection level, this checks the box for "Publish?" for all fields.
- Uncheck publish for Collection level > Notes > Type = Physical Location Content = whi.
- Do not un-publish the other Physical Location note which has the link to the catalog.
- Uncheck publish for Collection level > Notes > Type = Physical Location Content = whi.
- Export -- Download EAD -- check
- Include unpublished
- Include <dao> tags
- Use numbered <c> tags [very important, otherwise contents list will not display]
- Open xml in <oXygen/>
- Save as:
L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\ASpace\[file name]
File name = last part of EAD ID ; for example: m2001028 - Tools -- Format and Indent Files -- All opened files
Note: make sure only the file being worked on is open - 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]
with
<ead id="uw-whs-[filename]"> - Replace <eadheader>
<eadheader countryencoding="iso3166-1" dateencoding="iso8601" findaidstatus="In Review" langencoding="iso639-2b" repositoryencoding="iso15511">
with
<eadheader langencoding="iso639-2b" scriptencoding="iso15924" dateencoding="iso8601" countryencoding="iso3166-1" repositoryencoding="iso15511"> - Remove US in <eadid> mainagencycode attribute: mainagencycode="whi"
- Remove url in <eadid>: url="http://digital.library.wisc.edu/1771.dl/wiarchives.uw.whs.[filename]"
- Remove <num>[call numbers and accession numbers]</num> from <titleproper>
- 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> - Add in <profiledesc><creation><date>:
<date era="ce" calendar="gregorian" type="publication" normal="[YYYY-MM]"> - <archdesc level="collection"> <did> order fields as follows:
<unittitle>
<unitdate>
<origination>
<unitid>
<physdesc>
<repository>
<physloc audience="internal">whi [map link before link to catalog]
<physloc> [link to catalog]
<abstract>
<langmaterial>
<note> - <unitdate> Make sure <unitdate> appears inside <unittitle> for
Collection title
Parts (in contents list)
Series
Don't forget to add a comma space before <unitdate>
<unittitle>Committee Files, <unitdate>circa 1975-circa 1977</unitdate></unittitle> - 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" - 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>
with
<physdesc altrender="part">
<extent>0.2 cubic feet of photographs (1 archives box)</extent>
</physdesc>
- Replace <repository>:
<repository>
<corpname>Wisconsin Historical Society, Division of Library, Archives, and Museum Collections</corpname>
</repository>
with
<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
- Replace <physloc id="aspace_[######]">whi</physloc> with:
<physloc type="locationcode" audience="internal">whi</physloc>
[ARC or Collection link contains the updated coding] - Replace <odd id="aspace_[######]"> <head>General</head> with:
<note> - Move <note> pointing to restriction and assigned series number before the closing <did> tag after the abstract
- Create, before <dsc>:
<descgrp type="admininfo"> <head>Administrative/Restriction Information</head> - Move under <descgrp>:
<userestrict> <accessrestrict> <acqinfo> <processinfo> - Add closing tag </descgrp>
- Remove <head> under <accessrestrict> <userestrict> <acqinfo> <scopecontents> <bioghist>
The only <head> should be for the Administrative/Restriction Information - For any <extref> remove any "xlink:" before href attribute
- 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"?]
- For <controlaccess>: Replace "Library of Congress Subject Headings" in <subject> source attribute with "lcsh"
- 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> - 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 - Html codes
- Replace "[space]&[space]" with "[space]&[space]"
- Replace remainder of & with & - Validate in <oXygen/> = Validte with -- ead.dtd file in EAD/EAD New/EAD DTD and Stylesheet
- Ignore validation error for logo: E[Xerces]ENTITY "whslogo" is not unparsed.
- Move edited file to EAD New [or EAD Updates]
- FTP to UWDCC testsite
- Review finding aid on testsite, make any major edits to ASpace document
- 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