(WHS Archives) EAD -- Appendix H. Checklist for Review on Test Site

Checklist for review of EAD finding aids once on UWDCC testsite.

For all finding aids

  • Check for misspellings and typos
    • Misspellings of proper names, paste into Google and check results
      For example:
             "Ullein-Revicky, Lovice" should be "Ullein-Reviczky, Lovice"
             "Puelicher, Gertraude" should be "Pueliher, Gertrude"
             "Madeleine Island" should be "Madeline Island"
  • For collections created by more than one creator
    • Are all individuals in the creator field who are listed in the title?
    • If the collection is family papers, with a prominent family member are both listed?
    • Only one corporate body may be listed under creator and is the latest form of the corporate name found in the collection
  • Are birth and death dates for individuals listed when known?
    • Name should follow the LC NAF, however dates may be added if not part of the NAF
  • If person is known by a nickname, when referring to the person by name in the abstract and/or biography/historical statement, in the first instance use their full name with nickname in doublequotes, no parenthesis (which is done in the creator field)
    For example:
    Elizabeth "Betty" Boardman
  • Are collection bulk dates listed for collection, if appropriate? 
    • List inclusive dates first followed by bulk dates in parenthesis
    • For older finding aids bulk dates might be mentioned in the abstract but not recorded with the collection dates
    • For multi-part collections, only use inclusive dates, not bulk
  • Are both the collection level <unittitle> and <titleproper> in title case?
  • Are series headings in title case?
  • <unittitle> in contents list should only be in title case for titles of books, articles, shows, etc., otherwise only capitalize first word and proper nouns
  • Is the call number list complete and separated by semi-colons?
  • Do sequences of film call numbers include the letter preface?
    For example:
              "AE 008-026" should be "AE 008-AE 026"
  • Have call numbers fro audio recordings been updated from "Tape" to "Audio"?
  • Extent
    • Is the extent accurate and does it match the MARC catalog record?
    • Has "c.f." been expanded to "cubic feet[foot]"
    • Space added before "mm" for reels of film and microfilm: (16 mm)
    • Inch instead of " [quotation mark]: 3/4 inch
  • URL links
    • Make sure links are working
    • Are the links "permalinks"? 
    • For link to MARC catalog record, make sure link is with OCLC number and not old RLIN number
    • For link to MARC catalog record, make sure language is updated to state collection make be stored offsite
    • Verify ARC links are updated to latest version
  • Repository
    • Make sure the correct ownership and housing is listed
    • For collections at ARCs, is the collection split between the ARC and WHS?
    • Is the name of the ARC updated to latest version?
  • Is the list of accession numbers complete and separated by commas?
  • Does the hierarchy of the contents list make sense? Are any component levels off?
  • Acronyms
    • Are they explained the first time they are used in the narrative and the contents list?
      For example:
                Associated Press (AP)
    • For personal names, spell out in every instance
      For example:
                JFK = John F. Kennedy
  • Have abbreviations been spelled out?
    For example:
              Names of states: "WI" should be "Wisconsin"
              Names of months: "Feb." should be "February"
    Exceptions: Vol. and No. in a periodical citation are fine; as are D.C. (for District of Columbia), Sr., Jr., Mr., Mrs., Dr.
  • Restrictions
    • Are they noted both at the collection level and if needed at the series, part, box, or folder level?
    • Is there a note in the summary page pointing to a Restriction? "There is a restriction on access to and use of this material", remove mention of access or use as appropriate
    • Are the right restriction tags used? Access vs. Use
  • Proper [Formal] Titles
    • Are titles of books, newspapers, films, plays, periodicals, and television or radio series in <title render="italic" tags?
    • Are titles of songs, articles, or individual episodes of television or radio programs in <title render="doublequote"> or at least in left (&#8220;) and right (&#8221;) quote marks?
  • Ships
    • Are the names of ships tagged with <emph render="italic"> tags?
    • Is the prefix capitalized and not in italics?
      For example:
                SS Meteor
      USS Wisconsin
  • Call numbers
    • If audio, film, microfilm, or photo call numbers are listed in the contents list, is the call number or accession number listed to indicate a return to the main call number for the collection?
    • Is the first call number/accession number tagged in <unitid> at the beginning of the contents list? At each Part?
  • Audio
    • Has audio been moved from <unitid> to <container>, with "Audio" included with the label attribute?
    • Have old audio lists been converted to include audio number for each recording?
  • Have ampersands (&) been replaced by "and" where appropriate? Exceptions are the authorized form of names or partnerships, "formal" titles, etc.
  • Are there any missing and/or extra spaces?
  • Eliminate old references to "above" or "below" in the narrative and contents list

For State Records

  • Is there a link to an agency record in the MARC catalog for the creator in the <bioghist> field?
  • Series number
    • For collections which consist of only "unprocessed" accessions, has a series number been assigned for the records? If so add note to summary page.
      For example:
                These records have been assigned Series 3158.
    • Does the file name reflect the series number?
    • If the file name has been renamed, note change on the paperwork and contact UWDCC with the change before site upload

For Multi-Part Collections

  • Call numbers and Accession numbers
    • Are all of the call numbers and accession numbers accurately listed for the various parts?
    • Exception: If there are more than 3 film and/or video call numbers, only state "film" and/or "video" after other call numbers and accession numbers
    • If audio by the same number appears in more than one part list the portion which appears in the part
      For example:
                Audio 1507A/244-249
    • Are the appropriate call numbers listed both in the arrangement of materials section and in the contents list after the part number?
  • Dates
    • Are the dates accurate for each of the parts?
    • Only use inclusive (or single year) dates, not bulk dates
    • Are the dates both in the arrangement of materials section and in the contents list after the part number?
  • Arrangement of Material
    • Has the number of parts been updated?
    • Are all parts listed and linked?
  • Extent
    • Do the various parts have accurate physical descriptions including number of and types of containers in parenthesis?
      For example:
                4.4 cubic feet (4 record center cartons and 1 archives box)
  • Scope and Contents
    • When adding Part 2, has the Scope and Content for the Collection been moved to under Part 1 in the contents list?
    • Do all of the various parts have at least a short scope and content?
  • Containers
    • For parts without lists, has a general contents list been added to state generally what is in the box(es)?
    • Does the abstract describe the accession generally what is in Box 1, Box 2, etc.? If yes than split out as a contents list
    • For one box accessions note generally what is is Box 1 as a contents list; this may only be one <container>
  • Has the abstract for the whole collection been updated to reflect the entire collection, as opposed to just describing the process portion or the portion already part of the collection?

Keywords:EAD review   Doc ID:96637
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-12-13 17:01 CDTUpdated:2019-12-13 17:36 CDT
Sites:UW Libraries Shared Systems
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