Slides for the 10-16-2012 Introduction to EAD at the Metropolitan New York Library Council (METRO).

1. Metropolitan New York Library Council
1

2. Outline
I. The Basics
II. Finding Aid
III. Implementation
Break
IV. Exercises
2

3. Introductions
3

4. I. The Basics
4

5. What is EAD?
XML standard for encoding finding aids
I. Basics
5

6. 6
XML standard for encoding finding aids
I. Basics - What is EAD?
XML (eXtensible Markup Language):
a set of rules for structuring data via markup

7. 7
XML standard for encoding finding aids
I. Basics - What is EAD?
Tag:
<unitdate era=“ce”>2011</unitdate>
Attribute:
<unitdate era=“ce”>2011</unitdate>
Element:
<unitdate era=“ce”>2011</unitdate>

8. Elements and attributes defined by a
Document Type Definition (DTD) or a
Schema
<bioghist> <bionote>
8
I. Basics - What is EAD?
XML standard for encoding finding aids

9. <ead>
<eadheader>
<titleproper>Guide to the
Papers of Joseph Roth
</titleproper>
</eadheader>
</ead>
9
XML standard for encoding finding aids
I. Basics - What is EAD?

10. XML standard for encoding finding aids
Defined set of containers for descriptive data
EAD : DACS = MARC : AACR2
10
I. Basics - What is EAD?

11. XML standard for encoding finding aids
A description of records that gives the
repository physical and intellectual control over
the materials and that assists users to gain
access to and understand the materials (SAA)
Describing Archives: A Content Standard (DACS)
11
I. Basics - What is EAD?

12. What is EAD?
XML standard for encoding finding aids
I. Basics
12

13. What is EAD?
EAD encoding is not a substitute for
sound archival description!
I. Basics
13

14. II. Finding Aid
14

15. EAD Finding Aid Structure
<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE ead SYSTEM "ead.dtd">
<?xml-stylesheet type="text/xsl" href="lbi2010.xsl"?>
II. Finding Aid
15

16. EAD Finding Aid Structure
<ead>
<eadheader>Information about repository and
finding aid</eadheader>
<archdesc>Description of archival
materials</archdesc>
</ead>
II. Finding Aid
16

17. Common Tags
• Structural and content tags
<eadheader>Many other tags</eadheader>
<date>July 4, 1776</date>
II. Finding Aid
17

18. Common Tags <eadheader>
• Finding aid author
<filedesc><titlestmt>
<author>Processed by Stanislav Pejša.</author>
</titlestmt></filedesc>
II. Finding Aid
18

19. Common Tags <archdesc>
• Biographical information
<bioghist><p>Joseph Roth was one of the most prominent
Austrian writers of the first half of the 20th
century.</p></bioghist>
• Controlled vocabulary
<controlaccess>
<geogname encodinganalog="651$a" source="lcsh"
authfilenumber="n 79040121">Austria</geogname>
</controlaccess>
II. Finding Aid
19

20. Common Tags <archdesc>
• Description of Subordinate Components
<dsc>
<c01 level="series">
<c02>Folder 1
<c03>Item 1</c03>
<c03>Item 2</c03>
</c02>
<c02>Folder 2</c02>
</c01>
II. Finding Aid
20

21. Common Tags <archdesc>
• Description of Subordinate Components
A Component <c> provides information about the content,
context, and extent of a subordinate body of materials.
Each <c> element identifies an intellectually logical section
of the described materials. The physical filing
separations between components do not always
coincide with the intellectual separations.
From EAD Tag library <http://www.loc.gov/ead/tglib/elements/c.html>
II. Finding Aid
21

22. Common Tags <archdesc>
• Description of Subordinate Components
<dsc>
<c01 level="series">
<did>
<unittitle id="serII">Series II: Addenda</unittitle>
<unitdate normal="1985/1996">1985-1996</unitdate>
</did>
<c02>Subordinate elements, such as folders</c02>
</c01>
II. Finding Aid
22

23. Common Tags <archdesc>
• Description of Subordinate Components
<c02>
<did>
<container type="box">2</container>
<container type="folder">1</container>
<unittitle>Articles</unittitle>
<unitdate>1985-1994</unitdate>
</did>
</c02>
II. Finding Aid
23

24. Common Tags <archdesc>
• Digital Archival Object (<dao>)
<c02>
<did> […]
<unittitle>Articles</unittitle>
</did>
<dao
href="http://www.archive.org/stream/josephroth_07_r
eel07#page/n218/mode/1up" actuate="onrequest"
linktype="simple" show="new"/>
</c02>
II. Finding Aid
24

25. Common Tags – Human Readable?
<dimensions>
II. Finding Aid
25

26. Common Tags – Human Readable?
<dimensions>
A subelement of <physdesc> for information
about the size of the materials being
described; usually includes numerical data.
II. Finding Aid
26

27. Common Tags – Human Readable?
<famname>
II. Finding Aid
27

28. Common Tags – Human Readable?
<famname>
The proper noun designation for a group of
persons closely related by blood or persons
who form a household. Includes single
families and family groups, e.g., Patience
Parker Family and Parker Family.
II. Finding Aid
28

29. Common Tags – Human Readable?
<revisiondesc>
II. Finding Aid
29

30. Common Tags – Human Readable?
<revisiondesc>
An optional subelement of the <eadheader>
for information about changes or
alterations that have been made to the
encoded finding aid.
II. Finding Aid
30

31. EAD Finding Aid
II. Finding Aid
31

32. oXygen Setup
32
II. Finding Aid
1. Start the oXygen XML editor program
2. Open “JosephRoth.xml” found in the EAD
folder on the desktop

33. oXygen Setup
33
II. Finding Aid

34. III. Implementation
34

35. III. Implementation:
Creating EAD
35

36. III. Implementation: Creating EAD
36
Archivists’ Toolkit Archon
ArchivesSpace

37. ICA-AtoM
III. Implementation: Creating EAD
37

38. oXygen
III. Implementation: Creating EAD
38

39. III. Implementation: Creating EAD
39
NoteTab Dreamweaver
EADitor Note Pad

40. EAD Tag Library
III. Implementation: Creating EAD
40

41. SAA Standards Portal
III. Implementation: Creating EAD
41

42. III. Implementation:
Using EAD
42

43. Now What?
III. Implementation: Using EAD
43

44. XSLT
III. Implementation: Using EAD
44

45. XSLT
45
III. Implementation: Using EAD

46. EAD to HTML
III. Implementation: Using EAD
46

47. EAD to HTML with DC
III. Implementation: Using EAD
47

48. EAD to PDF
III. Implementation: Using EAD
48

49. EAD to MARC
III. Implementation: Using EAD
49

50. Other Uses
• Integration with other standards (e.g. EAC-CPF)
• Open Archives Initiative – Protocol for Metadata
Harvesting (OAI-PMH)
• EAD consortia
• Metadata for digitized collections
III. Implementation: Using EAD
50

51. Other Uses
• Flexible search and display
III. Implementation: Using EAD
51

52. The Future of EAD
(pre) Alpha release of EAD revision, August 2012
• Reduce semantic overload
• Simplify links
• Reduce mixed content
• Add, deprecate, and delete elements
III. Implementation: Using EAD
52

53. The Future of EAD
III. Implementation: Using EAD
53
• Revision is schema-based -- goodbye, DTD
• LC stylesheet: dtd2schema.xsl
• “Attribute validation errors indicate that the
attribute value does not conform to the ruling
ISO standard”

54. The Future of EAD
• Beta release of schema, documentation, and
migration tools, January 15, 2013
• New version of EAD released with tag library and
migration tools, July 1, 2013
slideshare.net/mikerush/ead-revision-progress-report-20120808
III. Implementation: Using EAD
54

55. Relax!
III. Implementation: Using EAD
55

56. IV. Exercises
56

57. Exercise Setup
57
IV. Exercises
1. Start the oXygen XML Editor program
2. Open “JosephRoth.xml” found in the EAD
folder on the desktop

58. Exercise How To
58
IV. Exercises

59. Exercise How To
59
IV. Exercises

60. Exercise How To
60
IV. Exercises

61. Exercise How To
61
IV. Exercises

62. How does this work? XSLT!
62
IV. Exercises

63. Exercise How To
63
IV. Exercises
1. Make the change in the XML
2. Hit the red arrow to transform the XML to
HTML
3. Examine the HTML in the browser

64. IV. Exercises
Exercise How To - Tips
1. Be very careful with quotation marks and
angle brackets
<unitdate era="ce">2011</unitdate>
2. Copy and paste carefully - know where the
cursor is
3. O/o are not the same as 0
4. Look up while typing

65. IV. Exercises
Exercise How To - Tips
Check for
error
messages

66. Processing the
Joseph Roth Addendum
You are a processing
archivist at the Leo Baeck
Institute. You have been
asked to process an
addendum to the Joseph
Roth Collection, and to
update the EAD finding
aid accordingly.
IV. Exercises
66
Austrian writer Joseph Roth (1894-1939)

67. Exercise 1: Housekeeping
Update the information in the <eadheader>
section to reflect your contribution.
IV. Exercises
67

68. Exercise 1: Housekeeping
<ead><eadheader><filedesc><titlestmt>
<author>Processed by Stanislav Pejša.
Addendum processed by [your name].</author>
IV. Exercises
68

69. The head archivist tells you that there is an error in
the biographical information. Roth’s mother’s
first name is Maria, not Mario.
Fix this typo.
IV. Exercises
69
Exercise 2:
Biographical Information

70. <ead><archdesc>
<bioghist><p>
Find “Mario” and replace with “Maria”
</p></bioghist>
IV. Exercises
70
Exercise 2:
Biographical Information

71. Looking at the existing controlled access points,
you realize that the subject term for Roth’s
birthplace, “Brody, Galicia” is incorrect. The
proper LC term is “Brody (Ukraine)”.
Correct the term.
IV. Exercises
71
Exercise 3a:
Geographic Information

72. <ead><archdesc><controlaccess>
<geogname>
Find “Brody, Galicia” and replace with “Brody
(Ukraine)”
</geogname>
IV. Exercises
72
Exercise 3a:
Geographic Information

73. Add the LC authority file number for “Brody
(Ukraine)”.
IV. Exercises
73
Exercise 3b:
Geographic Information

74. Go to LC authorities: http://id.loc.gov
Search for Brody (Ukraine)
<ead><archdesc><controlaccess>
<geogname encodinganalog="651bb0$a"
role="subject" source="lcsh"
authfilenumber="n88212572">Brody
(Ukraine)</geogname>
IV. Exercises
74
Exercise 3b:
Geographic Information

75. IV. Exercises
75
Exercise 3b:
Geographic Information

76. The addendum you are given is one folder,
consisting of material in Polish from a 2002
conference about Roth.
Add this folder to Series II: Addenda, and update
the rest of the finding aid accordingly.
IV. Exercises
76
Exercise 4:
Adding a New Folder

77. The addendum you are given is one folder,
consisting of material in Polish from a 2002
conference about Roth.
Add this folder to Series II: Addenda, and update
the rest of the finding aid accordingly.
IV. Exercises
77
Exercise 4:
Adding a New Folder
"

78. What needs to be added?
Where in the finding aid?
IV. Exercises
78
Exercise 4a:
Adding the Folder

79. <ead><archdesc><dsc><c01 level="series">
<c02>
<did>
<container type="box">2</container>
<container type="folder">3</container>
<unittitle>Polish conference</unittitle>
<unitdate>2002</unitdate>
</did>
</c02>
IV. Exercises
79
Exercise 4a:
Adding the Folder

80. Does the date information need to be updated?
IV. Exercises
80
Exercise 4b:
Updating the Dates

81. Series-level date:
<ead><archdesc><dsc><c01 level="series"><did>
<unitdate normal="1985/2002"
type="inclusive">1985-2002</unitdate>
NB: Also at the collection level (high-level did), in
the arrangement note, and in the title.
IV. Exercises
81
Exercise 4b:
Updating the Dates

82. Collection-level date:
<ead><archdesc><did>
Arrangement note date:
<ead><archdesc><arrangement>
Title date:
<ead><eadheader><filedesc><titlestmt>
IV. Exercises
82
Exercise 4b:
Updating the Dates

83. Find the existing language information, and see if
you can understand the format. Add Polish to
the list of languages, at both the series and the
collection levels.
IV. Exercises
83
Exercise 4c:
Updating the Language

84. <language langcode="pol">Polish</language>
ISO639-2 code
(id.loc.gov)
IV. Exercises
84
Exercise 4c:
Updating the Language

85. <ead><archdesc><did> and
<ead><archdesc><dsc><c01 level="series"><did>
<langmaterial>This series is in <language
langcode="ger">German</language>,
<language langcode="eng">English</language>, and
<language
langcode="pol">Polish</language>.</langmaterial>
IV. Exercises
85
Exercise 4c:
Updating the Language

86. Add one sentence to the Series II scope note
reflecting the additional folder.
IV. Exercises
86
Exercise 4d:
Updating the Series II Scope Note

87. <ead><archdesc><dsc><c01
level="series"><scopecontent><p>This series
consists of material that was added to the
collection after the inventory was drafted and
the bulk of the collection organized. […] Also
included are materials from a 2002 conference in
Poland.</p></scopecontent>
IV. Exercises
87
Exercise 4d:
Updating the Series II Scope Note

88. Link to the digitized version of the material in the
additional folder using this link:
http://bit.ly/x7944b
IV. Exercises
88
Exercise 5:
Adding a link to the digital object

89. <ead><archdesc><dsc><c01 level="series">
<c02>
<did>[…]</did>
<dao href="http://bit.ly/x7944b"
actuate="onrequest" show="new"/>
</c02>
IV. Exercises
89
Exercise 5:
Adding a link to the digital object

90. The head archivist has asked you to print out
copies of your EAD finding aid for the reading
room. Create a print-friendly HTML file.
IV. Exercises
90
Exercise 6:
Creating a Print-Friendly File

91. Find a stylesheet and save it in your EAD folder.
(We’ve done this for you – thanks Syracuse!)
Change the stylesheet declaration:
<?xml-stylesheet type="text/xsl" href="eadprint-su.xsl"?>
IV. Exercises
91
Exercise 6:
Creating a Print-Friendly File

92. IV. Exercises
92
Exercise 6:
Creating a Print-Friendly File

93. The head librarian has asked you to supply a MARC
record for your archival collection. Generate a
MARCXML record from this EAD.
IV. Exercises
93
Exercise 7:
Generating a MARC Record

94. Find an appropriate stylesheet.
(We’ve done this for you)
Set up a new transformation scenario.
IV. Exercises
94
Exercise 7:
Generating a MARC Record

95. IV. Exercises
95
Exercise 7:
Generating a MARC Record

96. IV. Exercises
96
Exercise 7:
Generating a MARC Record

97. IV. Exercises
97
Exercise 7:
Generating a MARC Record

98. IV. Exercises
98
Exercise 7:
Generating a MARC Record

99. IV. Exercises
99
Exercise 7:
Generating a MARC Record

100. IV. Exercises
100
Exercise 7:
Generating a MARC Record

101. The first step in migrating existing finding aids to
EAD 3.0 is to convert from DTD-based to schema-
based files. Convert a DTD-based finding aid to a
schema-based finding aid.
IV. Exercises
101
Exercise 8:
Converting from DTD to Schema

102. Find an appropriate stylesheet.
(dtd2schema_metro.xsl)
Set up and run a new transformation scenario.
(Follow the directions in exercise 7)
IV. Exercises
102
Exercise 8a:
Converting from DTD to Schema

103. IV. Exercises
103
Exercise 8b:
Converting from DTD to Schema
There is improperly coded data in the “normal”
attribute of the <date> tag (see the error
message). Fix this.

104. IV. Exercises
104
Exercise 8b:
Converting from DTD to Schema
Dates are encoded in the format YYYY-MM:

105. IV. Exercises
105
Exercise 8b:
Converting from DTD to Schema
Note also that attributes governing link behavior
have been converted to comply with Xlink:

106. IV. Exercises
106
Questions?

107. Resources
107

108. EAD Tools
Resources
108

109. Tinker!
• Gentle Introduction to XML
• EAD Cookbook
• A free XML editor
• Library of Congress EAD files
Resources
109

110. Download via Slideshare:
http://www.slideshare.net/archivistkevin/introduction-to-ead
Twitter @archivistkevin
Thank you!
110