(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) [to be done by Cataloging Archivist]

  2. Publish all at collection level, this checks the box for "Publish?" for all fields.

  3. Export PDF for review and make needed edits
  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 Include unpublished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 correctly]

  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, use highlighted portion: uw-whs-m2001028
    L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\ASpace\m2001028

  7. Tools -- Format and Indent Files -- All opened files
     Note: make sure only the file(s) 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> (attribute findingaidstatus removed; attribute scriptencoding added)

    <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]">

          <creation>This finding aid was produced using ArchivesSpace on <date era="ce" calendar="gregorian" type="publication" normal="2023-07">2023-07-14 12:14:52

  15. <archdesc level="collection"> <did> order fields as follows:

         <unitdate> [inside <unittitle>]
         <physloc audience="internal">whi [map link before link to catalog]
         <physloc> [link to catalog]

  16. <unitdate> Make sure <unitdate> for collection appears inside <unittitle> for

       - Collection title
       - Parts (in contents list)
       - Series

    Don't forget to add a 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>

  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"
            <unitid label="Call Number">

  18. Compress <physdesc><extent>: remove attribute altrender from both tags, as well as combining the two <extent> within one <physdesc> into one

    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>

<extent>0.2 cubic feet of photographs (1 archives box)</extent>

For multiple physdesc extents will look like, remember to add "; plus additions of " when there are parts:

<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>

  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 from above should include the correct code

  2. Remove space and period between </language> .</langmaterial>
  3. Replace:  find "odd" and replace with "note" ; and find "<head>General</head>" replace with nothing

    <odd id="aspace_[######]">



  4. Move the <note> pointing to collection restriction and assigned series number before the closing <did> tag after the abstract and language; it should appear before the opening tag for the contents list <dsc>. Leave notes within <dsc>, the contents list.

      <archdesc level="collection">

            <language langcode="eng">English</language>
            <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>

  5. Remove <head> under


    There are only two
    <head> in the EAD and should be for the Administrative/Restriction Information and <dsc> (see step 30 below)
  6. Add before <controlaccess> (the subject headings):
    Administrative/Restriction Information</head> 

  7. Move under <descgrp>, in the following order, not all finding aids will have all tags:

  8. Add closing tag </descgrp>

  9. For any <extref> remove any "xlink:" before href attribute: find "xlink:" and replace with nothing

  10. For <list> verify type.

    ASpace allows for type="deflist" or "ordered" or <chronlist>; if not one of these changeto type="marked"
    The <list> under arrangement with Parts is type="ordered"

  11. In <controlaccess>: Replace "Library of Congress Subject Headings" in <subject> source attribute with "lcsh"

  12. 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>

  13. For <container>: make sure attribute label is  included and capitalized; most common missing is type="folder"

    type="folder"> replace with label="Folder" type="folder">

    - Do a search on label="oversize folder" and remove label="folder"; make sure oversize is capitalized

    Also might be for "volume" "disc" "video" etc. anything which might be inside a box  CLARIFY (aeb)

  14. Html codes
    - Replace "[space]&amp;[space]" with
    - Replace remainder of &amp; with &

  15. Validate in <oXygen/> = Validate 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.

  16. Move edited file to EAD New [or EAD Updates]

  17. FTP to UWDCC test site

  18. Review finding aid on test site, make any major edits to ASpace document

  19. Export final PDF from ASpace and save in appropriate Accessions or Register folder on the L:drive

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:2023-09-01 13:07 CDT
Sites:UW Libraries Shared Systems
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