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Finding Finding Aids
 

Finding Finding Aids

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Finding aids - and the nature of the collections they represent - are not inherently easy to search. While the catalog at Auburn University Libraries d have a MARC record for most finding aids, this ...

Finding aids - and the nature of the collections they represent - are not inherently easy to search. While the catalog at Auburn University Libraries d have a MARC record for most finding aids, this information was still basic at best. Additionally, many finding aids were being edited for Encoded Archival Description (EAD) compliance. To allow for full searching, a project was launched to create a digital collection of finding aids, exposed to search engines and accessible anywhere online. In an effort to maximize the metadata being created, minimize duplication of work, and extend how patrons can discover the Libraries' collections, staff investigated how to standardize and share that data between systems.

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    Finding Finding Aids Finding Finding Aids Presentation Transcript

    • Finding Finding Aids: bringing integrated search strategies to special collections Marliese Thomas Librarian for Special Collections Technology Auburn University “ H. A. King's Caley peas Perry County” http://content.lib.auburn.edu/cdm/singleitem/collection/autest/id/215/rec/251
    • There are over 1200 records in Auburn University Libraries' catalog related to Special Collections & Archives. We figured it was time someone else knew about them. “ Asparagus girls from Miss Gatchell's Pageant”, http://content.lib.auburn.edu/cdm/singleitem/collection/autest/id/105
    • Goal of the project
        • To allow web-scale access to Auburn's finding aids, possibly with the intention of adding full-text searching down the road
        • To do so without tying up staff time and resources
      •  
        • To reuse data that has already been created and use software already owned
          • CONTENTdm
          • Voyager
          • Various XML editing software
      •  
      •  
    • In the beginning...
      •     The current workflow
      Finding Aid is created Head of Special Collections Hard copy of FA goes into print binder Cataloging Librarian Create the MARC record in Voyager Codes in EAD Special Collections Librarian Imports xml file into CONTENTdm
    • http://content.lib.auburn.edu/cdm/singleitem/collection/autest/id/135/rec/271 “ How to insert dynamite into a stump”
    • Anatomy of a Finding Aid Biographical Sketch: general description of the donor/group, historical significance Scope/Content:  notes about what is actually contained in the collection, events covered, formats included. Significant items would be mentioned here. Organization of the collection Physical locations of boxes and sizes, organized by accession
    • Extensive subject headings Summary, biographical note included in the record Link to EAD file in CONTENTdm
    •  
    •  
    • EAD Setup
      •  
      <?xml version=&quot;1.0&quot; encoding=&quot;UTF-8&quot;?> <!DOCTYPE ead PUBLIC &quot;+//ISBN 1-931666-00-8//DTD ead.dtd (Encoded Archival Description (EAD) Version 2002)//EN&quot; &quot;http://content.lib.auburn.edu/cdm-custom/xslt/ead.dtd&quot;> <ead audience=&quot;external&quot; relatedencoding=&quot;MARC21&quot;> <eadheader langencoding=&quot;iso639-2b&quot; audience=&quot;internal&quot; countryencoding=&quot;iso3166-1&quot; dateencoding=&quot;iso8601&quot; repositoryencoding=&quot;iso15511&quot; scriptencoding=&quot;iso15924&quot;> <eadid mainagencycode=&quot;aap-a&quot; countrycode=&quot;us&quot;>1048</eadid> <filedesc> <titlestmt> <titleproper encodinganalog=&quot;245$a&quot;>Guide to the Conner Bailey Papers, RG 1048</titleproper> <subtitle encodinganalog=&quot;245$b&quot;></subtitle> <author encodinganalog=&quot;245$c&quot;>Finding aid prepared by .</author> </titlestmt> <publicationstmt> <publisher encodinganalog=&quot;260$b&quot;>Special Collections and Archives, Auburn University</publisher> <date type=&quot;publication&quot; encodinganalog=&quot;260$c&quot;>October 12, 2009</date> <address><addressline>Ralph B. Draughon Library</addressline><addressline>Auburn University</addressline><addressline>Auburn, AL 36849-5606</addressline></address> </publicationstmt> </filedesc> <profiledesc> <creation encodinganalog=&quot;500&quot;>the initial encoding of this collection into EAD was done during <date normal=&quot;2006-08&quot;>October 12, 2009</date></creation> <langusage><language encodinganalog=&quot;546&quot; langcode=&quot;eng&quot;></language></langusage> <descrules>Finding Aid prepared using <title render=&quot;italic&quot;>RLG Best Practices Guidelines for Encoded Archival Description (EAD)</title> </descrules> </profiledesc> <revisiondesc> <change> <date normal=&quot;2006-08&quot;>Month Year</date> <item>This finding aid is the first electronically formatted description from the original paper finding aid for this collection</item> </change> </revisiondesc> </eadheader> <frontmatter> <titlepage> <titleproper>Collection Name, <num>RG 1048</num></titleproper> <address><addressline>Ralph B. Draughon Library</addressline><addressline>Auburn University</addressline><addressline>Auburn, AL 36849-5606</addressline></address> <address> <bioghist altrender=&quot;biography&quot; encodinganalog=&quot;545&quot; id=&quot;a2&quot;> <head>Biographical Note</head> <p>In 1985, Dr. Conner Bailey came to the Department of Agricultural Economics and Rural Sociology at Auburn University, where he served as a full professor at the time of this interview. During his tenure at Auburn, Dr. Bailey has been involved in shared governance ... </p> </bioghist> <scopecontent encodinganalog=&quot;520&quot; id=&quot;a3&quot;> <head>Scope and Contents</head> <p>Contains the transcript and two audio cassettes of the interview. The topic is the presidency of Hanly Funderburk at Auburn University in the early 1980s. </p> </scopecontent> <titlestmt> <titleproper encodinganalog=&quot;245$a&quot;>Guide to the Conner Bailey Papers, RG 1048</titleproper> <subtitle encodinganalog=&quot;245$b&quot;></subtitle> <author encodinganalog=&quot;245$c&quot;>Finding aid prepared by .</author> </titlestmt>
    • “ Corn planted on H. B. Helms' farm, 1926” http://content.lib.auburn.edu/cdm/singleitem/collection/autest/id/64/rec/122 The crops are grown... now we have to harvest them.
    • To Do List
      • Complete 'Data Dictionary' for CDM import template
      • Identify how to batch records for import from Voyager
      • Actually process the records
      • Clean up... 'cause you know there's going to be something.
    • Just a few problems...
        • What fields aren't necessary or redundant?
        • Identifying all the major fields:
          • not all collections are the same type
          • not all records have all fields
        • Issues we haven't encountered yet
      Personal Corporate Associations University Archives
    • Optimistically...
      • The future workflow
      Finding Aid is created Head of Special Collections Hard copy of FA goes into print binder Special Collections Librarian Create the metadata record Attach an OCR'd pdf of the FA to the CDM record Exports the record to end points: Catalog, CONTENTdm, elsewhere
    • Marliese Thomas [email_address] @msthomas SlideShare: marliesethomas