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EAD at Metro 09-25-13

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Introduction to Encoded Archival Description at the Metropolitan Library Council, NYC. EAD 2002

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EAD at Metro 09-25-13

  1. 1. Metropolitan New York Library Council 1
  2. 2. Outline I. The Basics II. Finding Aid III. Implementation Break IV. Exercises 2
  3. 3. Introductions 3
  4. 4. Relax! 4
  5. 5. I. The Basics 5
  6. 6. What is EAD? XML standard for encoding finding aids I. Basics 6
  7. 7. 7 XML standard for encoding finding aids I. Basics - What is EAD? XML (eXtensible Markup Language): a set of rules for structuring data via markup
  8. 8. 8 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>
  9. 9. Elements and attributes defined by a Document Type Definition (DTD) or a Schema <bioghist> <bionote> 9 I. Basics - What is EAD? XML standard for encoding finding aids
  10. 10. <ead> <eadheader> <titleproper>Guide to the Papers of Joseph Roth </titleproper> </eadheader> </ead> 10 XML standard for encoding finding aids I. Basics - What is EAD?
  11. 11. XML standard for encoding finding aids Defined set of containers for descriptive data EAD : DACS = MARC : AACR2 11 I. Basics - What is EAD?
  12. 12. 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) 12 I. Basics - What is EAD?
  13. 13. What is EAD? XML standard for encoding finding aids I. Basics 13
  14. 14. What is EAD? EAD encoding is not a substitute for sound archival description! I. Basics 14
  15. 15. A Brief Aside: DACS Describing Archives: A Content Standard “rules to ensure the creation of consistent, appropriate, and self- explanatory descriptions of archival material.” I. Basics 15
  16. 16. I. Basics 16 I. Basics
  17. 17. II. Finding Aid 17
  18. 18. EAD Finding Aid Structure <?xml version="1.0" encoding="UTF-8"?> <!DOCTYPE ead SYSTEM "ead.dtd"> or <ead xsi:schemaLocation="urn:isbn:1-931666-22-9 http://www.loc.gov/ead/ead.xsd"> <?xml-stylesheet type="text/xsl" href="lbi2010.xsl"?> II. Finding Aid 18
  19. 19. EAD Finding Aid Structure <ead> <eadheader>Information about repository and finding aid</eadheader> <archdesc>Description of archival materials</archdesc> </ead> II. Finding Aid 19
  20. 20. Common Tags • Structural and content tags <eadheader>Many other tags</eadheader> <date>July 4, 1776</date> II. Finding Aid 20
  21. 21. Common Tags <eadheader> • Finding aid author <titlestmt> <author>Processed by Stanislav Pejša.</author> </titlestmt> II. Finding Aid 21
  22. 22. Common Tags <archdesc> • Minimum required description – “high-level did” <did> <origination>Roth, Joseph</origination> <unittitle>Joseph Roth Collection</unittitle> <unitdate>undated, 1890-2005</unitdate> <abstract>[short descriptive text]</abstract> *…+ II. Finding Aid 22
  23. 23. Common Tags <archdesc> • Minimum required description – “high-level did” <did> *…+ <langmaterial>In German and English</langmaterial> <physdesc>1 linear foot</physdesc> <unitid>AR 10254</unitid> <repository>Leo Baeck Institute</repository> <physloc>V 11/2</physloc> </did> II. Finding Aid 23
  24. 24. 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 24
  25. 25. 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 25
  26. 26. 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 26
  27. 27. 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 27
  28. 28. 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 28
  29. 29. 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 29
  30. 30. Common Tags – Human Readable? <dimensions> II. Finding Aid 30
  31. 31. 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 31
  32. 32. Common Tags – Human Readable? <famname> II. Finding Aid 32
  33. 33. 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 33
  34. 34. Common Tags – Human Readable? <revisiondesc> II. Finding Aid 34
  35. 35. 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 35
  36. 36. EAD Finding Aid II. Finding Aid 36
  37. 37. oXygen Setup 37 II. Finding Aid 1. Start the oXygen XML editor program 2. Open “JosephRoth.xml” found in the EAD folder on the desktop
  38. 38. oXygen Setup 38 II. Finding Aid
  39. 39. III. Implementation 39
  40. 40. III. Implementation: Creating EAD 40
  41. 41. III. Implementation: Creating EAD 41 Archivists’ Toolkit Archon ArchivesSpace
  42. 42. ICA-AtoM III. Implementation: Creating EAD 42
  43. 43. oXygen III. Implementation: Creating EAD 43
  44. 44. III. Implementation: Creating EAD 44 NoteTab Dreamweaver EADitor Note Pad
  45. 45. PASCL spreadsheet III. Implementation: Creating EAD 45 “the spreadsheet from heaven”
  46. 46. My Workflow III. Implementation: Creating EAD 46
  47. 47. EAD Tag Library III. Implementation: Creating EAD 47
  48. 48. SAA Standards Portal III. Implementation: Creating EAD 48
  49. 49. III. Implementation: Using EAD 49
  50. 50. Now What? III. Implementation: Using EAD 50
  51. 51. XSLT 51 III. Implementation: Using EAD
  52. 52. Processing documents XML Document [EAD] XSLT Stylesheet XSLT Processor [Saxon, Xalan or other program, which can be built into oXygen ] HTML Document [Webpage or online finding aid] Text Document [csv (can be opened in Excel] XML Document [New EAD document, MaRCXML] The “Original Document” Not Changed The “Final or Output Document” New File III. Implementation: Using EAD
  53. 53. XSLT Starter Example Original Document XSLT Stylesheet Output Document <book> <title>Hello World Book</title> <date>1997</date> </book> <xsl:stylesheet> <xsl:template match=“book”> The title of my book is <value-of select=“title”>. </xsl:template> </xsl:stylesheet> The title of my book is Hello World Book. III. Implementation: Using EAD
  54. 54. EAD to HTML III. Implementation: Using EAD 54
  55. 55. EAD to HTML with DC III. Implementation: Using EAD 55
  56. 56. EAD to HTML with microdata III. Implementation: Using EAD 56
  57. 57. EAD to PDF III. Implementation: Using EAD 57
  58. 58. EAD to MARC III. Implementation: Using EAD 58
  59. 59. 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 59
  60. 60. Other Uses • Flexible search and display III. Implementation: Using EAD 60
  61. 61. The Future of EAD: EAD3 Beta release of EAD revision, August 2013 • Reduce semantic overload • Simplify and standardize links • Reduce mixed content • Add, deprecate, and delete elements • Revision is schema only III. Implementation: Using EAD 61
  62. 62. The Future of EAD: EAD3 III. Implementation: Using EAD 62 EAD 2002: <unitdate>1905-1993</unitdate> EAD3: <unitdatestructured> <daterange> <fromdate>1905</fromdate> <todate>1993</todate> </daterange> </unitdatestructured>
  63. 63. The Future of EAD: EAD3 • October 1, 2013: End of beta comment period • December 1, 2013: Deliver final schema and tag library to the SAA Standards Committee • Winter 2014: Submit new version to SAA Council for adoption, publish after adoption. SAA TS-EAD site III. Implementation: Using EAD 63
  64. 64. The Future of EAD: EAD3 “In an ideal world, EAD and EAC-CPF would be opaque to all but a few expert users, created when needed as secondary outputs from efficient and adaptable software tools with archivist-optimized interfaces.” Thirty Years On: SAA and Descriptive Standards III. Implementation: Using EAD 64
  65. 65. The Future of EAD: EAD3 “This next wave [of archival standards] is going to push beyond online versions of print-based document genres and embrace the Web as the native format for description—dynamic, diverse, and discoverable description.” Thirty Years On: SAA and Descriptive Standards III. Implementation: Using EAD 65
  66. 66. Relax! III. Implementation: Using EAD 66
  67. 67. IV. Exercises 67
  68. 68. Exercise Setup 68 IV. Exercises 1. Start the oXygen XML Editor program 2. Open “JosephRoth.xml” found in the EAD folder on the desktop
  69. 69. Exercise How To 69 IV. Exercises
  70. 70. Exercise How To 70 IV. Exercises
  71. 71. Exercise How To 71 IV. Exercises
  72. 72. Exercise How To 72 IV. Exercises
  73. 73. How does this work? XSLT! 73 IV. Exercises
  74. 74. Exercise How To 74 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
  75. 75. 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
  76. 76. IV. Exercises Exercise How To - Tips Check for error messages
  77. 77. 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 77 Austrian writer Joseph Roth (1894-1939)
  78. 78. Exercise 1: Housekeeping Update the information in the <eadheader> section to reflect your contribution. IV. Exercises 78
  79. 79. Exercise 1: Housekeeping <ead><eadheader><filedesc><titlestmt> <author>Processed by Stanislav Pejša. Addendum processed by [your name].</author> IV. Exercises 79
  80. 80. 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 80 Exercise 2: Biographical Information
  81. 81. <ead><archdesc> <bioghist><p> Find “Mario” and replace with “Maria” </p></bioghist> IV. Exercises 81 Exercise 2: Biographical Information
  82. 82. 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 82 Exercise 3a: Geographic Information
  83. 83. <ead><archdesc><controlaccess> <geogname> Find “Brody, Galicia” and replace with “Brody (Ukraine)” </geogname> IV. Exercises 83 Exercise 3a: Geographic Information
  84. 84. Add the LC authority file number for “Brody (Ukraine)”. IV. Exercises 84 Exercise 3b: Geographic Information
  85. 85. 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 85 Exercise 3b: Geographic Information
  86. 86. IV. Exercises 86 Exercise 3b: Geographic Information
  87. 87. 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 87 Exercise 4: Adding a New Folder
  88. 88. 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 88 Exercise 4: Adding a New Folder "
  89. 89. What needs to be added? Where in the finding aid? IV. Exercises 89 Exercise 4a: Adding the Folder
  90. 90. <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 90 Exercise 4a: Adding the Folder
  91. 91. Does the date information need to be updated? IV. Exercises 91 Exercise 4b: Updating the Dates
  92. 92. 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 92 Exercise 4b: Updating the Dates
  93. 93. Collection-level date: <ead><archdesc><did> Arrangement note date: <ead><archdesc><arrangement> Title date: <ead><eadheader><filedesc><titlestmt> IV. Exercises 93 Exercise 4b: Updating the Dates
  94. 94. 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 94 Exercise 4c: Updating the Language
  95. 95. <language langcode="pol">Polish</language> ISO639-2 code (id.loc.gov) IV. Exercises 95 Exercise 4c: Updating the Language
  96. 96. <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 96 Exercise 4c: Updating the Language
  97. 97. Add one sentence to the Series II scope note reflecting the additional folder. IV. Exercises 97 Exercise 4d: Updating the Series II Scope Note
  98. 98. <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 98 Exercise 4d: Updating the Series II Scope Note
  99. 99. Link to the digitized version of the material in the additional folder using this link: http://bit.ly/x7944b IV. Exercises 99 Exercise 5: Adding a link to the digital object
  100. 100. <ead><archdesc><dsc><c01 level="series"> <c02> <did>*…+</did> <dao href="http://bit.ly/x7944b" actuate="onrequest" show="new"/> </c02> IV. Exercises 100 Exercise 5: Adding a link to the digital object
  101. 101. 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 101 Exercise 6: Creating a Print-Friendly File
  102. 102. 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 102 Exercise 6: Creating a Print-Friendly File
  103. 103. IV. Exercises 103 Exercise 6: Creating a Print-Friendly File
  104. 104. The head librarian has asked you to supply a MARC record for your archival collection. Generate a MARCXML record from this EAD. IV. Exercises 104 Exercise 7: Generating a MARC Record
  105. 105. Find an appropriate stylesheet. (We’ve done this for you) Set up a new transformation scenario. IV. Exercises 105 Exercise 7: Generating a MARC Record
  106. 106. IV. Exercises 106 Exercise 7: Generating a MARC Record
  107. 107. IV. Exercises 107 Exercise 7: Generating a MARC Record Click new, then select “XML transformation with XSLT”
  108. 108. IV. Exercises 108 Exercise 7: Generating a MARC Record
  109. 109. IV. Exercises 109 Exercise 7: Generating a MARC Record
  110. 110. IV. Exercises 110 Exercise 7: Generating a MARC Record
  111. 111. IV. Exercises 111 Exercise 7: Generating a MARC Record
  112. 112. The first step in migrating existing finding aids to EAD3 is to convert from DTD-based to schema- based files. Convert a DTD-based finding aid to a schema-based finding aid. IV. Exercises 112 Exercise 8: Converting from DTD to Schema
  113. 113. Find an appropriate stylesheet. (dtd2schema_metro.xsl) Set up and run a new transformation scenario. (Follow the directions in exercise 7) IV. Exercises 113 Exercise 8a: Converting from DTD to Schema
  114. 114. IV. Exercises 114 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.
  115. 115. IV. Exercises 115 Exercise 8b: Converting from DTD to Schema Dates are encoded in the format YYYY-MM:
  116. 116. IV. Exercises 116 Exercise 8b: Converting from DTD to Schema Note also that attributes governing link behavior have been converted to comply with Xlink:
  117. 117. IV. Exercises 117 Questions?
  118. 118. Resources 118
  119. 119. EAD Tools Resources 119
  120. 120. Tinker! • Gentle Introduction to XML • EAD Cookbook • A free XML editor • Library of Congress EAD files Resources 120
  121. 121. Download via Slideshare: http://www.slideshare.net/archivistkevin Thank you! 121

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