The document provides instructions for downloading and viewing an EAD finding aid file for the Joseph Roth Collection. It outlines the basics of EAD including what EAD is, its structure and common tags used in EAD finding aids. Exercises are then provided to have the user make edits to the Joseph Roth EAD finding aid file to practice using EAD.

1. 1
QC GSLIS 730 -- EAD
Welcome!
1. Login to the Mac OS (not the Windows OS)
2. Go to this link: http://bit.ly/RfHtuL
3. Download the file to the desktop
File -> Download original
4. Unzip the file to the desktop

2. Queens College GSLIS
2

3. Outline
I. The Basics
II. Finding Aid
III. Implementation
Break
IV. Exercises
3

4. Relax!
4

5. I. The Basics
5

6. What is EAD?
XML standard for encoding finding aids
I. Basics
6

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
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. 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. <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. XML standard for encoding finding aids
Defined set of containers for descriptive data
EAD : DACS = MARC : AACR2
11
I. Basics - What is EAD?

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. What is EAD?
XML standard for encoding finding aids
I. Basics
13

14. What is EAD?
EAD encoding is not a substitute for
sound archival description!
I. Basics
14

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. A Brief Aside: DACS
“DACS defines twenty-five elements that
are useful in creating systems for
describing archival materials.”
“Not all of the DACS elements are
required in every archival description.”
I. Basics
16

17. A Brief Aside: DACS
3.1 Scope and Content Element
“This element provides information
about the nature of the materials and
activities reflected in the unit being
described to enable users to judge its
potential relevance. …”
I. Basics
17

18. A Brief Aside: DACS
DACS revision underway
I. Basics
18

19. II. Finding Aid
19

20. 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">
II. Finding Aid
20

21. EAD Finding Aid Structure
<ead>
<eadheader>Information about repository and
finding aid</eadheader>
<archdesc>Description of archival
materials</archdesc>
</ead>
II. Finding Aid
21

22. Common Tags <eadheader>
• Finding aid author
<filedesc><titlestmt>
<author>Processed by Stanislav Pejša.</author>
</titlestmt></filedesc>
II. Finding Aid
22

23. 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
23

24. 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
24

25. 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
<geogname encodinganalog="651$a" source="lcsh"
authfilenumber="n 79040121">Austria</geogname>
II. Finding Aid
25

26. 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
26

27. 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
27

28. Common Tags <archdesc>
• Description of Subordinate Components
<dsc>
<c01 level="series">
<did>
<unittitle id="serII">Series II: Publications</unittitle>
<unitdate normal="1985/1996">1985-1996</unitdate>
</did>
<c02>Subordinate intellectual parts, e.g. folders</c02>
</c01>
II. Finding Aid
28

29. 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
29

30. Common Tags <archdesc>
• Description of Subordinate Components
<c02>
<did>
<container type="box">OS 145</container>
<container type="folder">1</container>
<unittitle>Newspaper foldout</unittitle>
<unitdate>1996</unitdate>
</did>
</c02>
II. Finding Aid
30

31. 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
31

32. Common Tags – Human Readable?
<dimensions>
II. Finding Aid
32

33. 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
33

34. Common Tags – Human Readable?
<famname>
II. Finding Aid
34

35. 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
35

36. Common Tags – Human Readable?
<revisiondesc>
II. Finding Aid
36

37. 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
37

38. EAD Finding Aid
II. Finding Aid
38

39. III. Implementation
39

40. III. Implementation:
Creating EAD
40

41. III. Implementation: Creating EAD
41
Archivists’ Toolkit Archon
ArchivesSpace

42. ICA-AtoM
III. Implementation: Creating EAD
42

43. oXygen
III. Implementation: Creating EAD
43

44. III. Implementation: Creating EAD
44
NoteTab Dreamweaver
EADitor Note Pad

45. PASCL spreadsheet
III. Implementation: Creating EAD
45
“the spreadsheet from heaven”

46. Our Workflow
III. Implementation: Creating EAD
46

47. III. Implementation:
Using EAD
47

48. Now What?
III. Implementation: Using EAD
48

49. XSLT
III. Implementation: Using EAD
49

50. XSLT
50
III. Implementation: Using EAD

51. EAD to HTML
III. Implementation: Using EAD
51

52. EAD to HTML with DC
III. Implementation: Using EAD
52

53. EAD to PDF
III. Implementation: Using EAD
53

54. EAD to MARC
III. Implementation: Using EAD
54

55. 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
55

56. Other Uses
• Flexible search and display
III. Implementation: Using EAD
56

57. 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
57

58. The Future of EAD
III. Implementation: Using EAD
58
• 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”

59. 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
59

60. Relax!
III. Implementation: Using EAD
60

61. IV. Exercises
61

62. Exercise Setup
62
IV. Exercises
1. Login to the Mac OS (not the Windows OS)
2. Go to http://bit.ly/RfHtuL and download the
file to desktop (File -> download original)
3.Unzip the file to desktop
4. Start Dreamweaver and a browser
Preferably Firefox, but IE should work
6. Open “JosephRoth.xml” in Dreamweaver
7. Open “JosephRoth.xml” in browser

63. 63
IV. Exercises
1. Make edits to “JosephRoth.xml” in
Dreamweaver
2. Save
File -> Save or Cmd+S
3. Refresh “JosephRoth.xml” in browser
•F5 or the button to right of the address bar
•Or hit the Globe button in Dreamweaver to
preview in browser
Exercise How To

64. Type a “<“
character,
and the
program
prompts you
with a list of
possible
tags
IV. Exercises
Exercise How To

65. Hit the
spacebar
within an
opening tag
to see a list
of possible
attributes
IV. Exercises
Exercise How To

66. Exercise How To
66
IV. Exercises

67. How does this work? XSLT!
67
IV. Exercises

68. 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

69. 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
69
Austrian writer Joseph Roth (1894-1939)

70. Exercise 1: Housekeeping
Update the information in the <eadheader>
section to reflect your contribution.
IV. Exercises
70

71. Exercise 1: Housekeeping
<ead><eadheader><filedesc><titlestmt>
<author>Processed by Stanislav Pejša.
Addendum processed by [your name].</author>
IV. Exercises
71

72. 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
72
Exercise 2:
Biographical Information

73. <ead><archdesc>
<bioghist><p>
Find “Mario” and replace with “Maria”
</p></bioghist>
IV. Exercises
73
Exercise 2:
Biographical Information

74. 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
74
Exercise 3a:
Geographic Information

75. <ead><archdesc><controlaccess>
<geogname>
Find “Brody, Galicia” and replace with “Brody
(Ukraine)”
</geogname>
IV. Exercises
75
Exercise 3a:
Geographic Information

76. Add the LC authority file number for “Brody
(Ukraine)”.
IV. Exercises
76
Exercise 3b:
Geographic Information

77. 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
77
Exercise 3b:
Geographic Information

78. 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
78
Exercise 4:
Adding a New Folder

79. 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
79
Exercise 4:
Adding a New Folder
"

80. What needs to be added?
Where in the finding aid?
IV. Exercises
80
Exercise 4a:
Adding the Folder

81. <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
81
Exercise 4a:
Adding the Folder

82. Does the date information need to be updated?
IV. Exercises
82
Exercise 4b:
Updating the Dates

83. 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
83
Exercise 4b:
Updating the Dates

84. Collection-level date:
<ead><archdesc><did>
Arrangement note date:
<ead><archdesc><arrangement>
Title date:
<ead><eadheader><filedesc><titlestmt>
IV. Exercises
84
Exercise 4b:
Updating the Dates

85. 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
85
Exercise 4c:
Updating the Language

86. <language langcode="pol">Polish</language>
ISO639-2 code
(id.loc.gov)
IV. Exercises
86
Exercise 4c:
Updating the Language

87. <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
87
Exercise 4c:
Updating the Language

88. Add one sentence to the Series II scope note
reflecting the additional folder.
IV. Exercises
88
Exercise 4d:
Updating the Series II Scope Note

89. <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
89
Exercise 4d:
Updating the Series II Scope Note

90. Link to the digitized version of the material in the
additional folder using this link:
http://bit.ly/x7944b
IV. Exercises
90
Exercise 5:
Adding a link to the digital object

91. <ead><archdesc><dsc><c01 level="series">
<c02>
<did>[…]</did>
<dao href="http://bit.ly/x7944b"
actuate="onrequest" show="new"/>
</c02>
IV. Exercises
91
Exercise 5:
Adding a link to the digital object

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

93. 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
93
Exercise 6:
Creating a Print-Friendly File

94. IV. Exercises
94
Exercise 6:
Creating a Print-Friendly File

95. IV. Exercises
95
Questions?

96. Resources
96

97. EAD Tag Library
III. Implementation: Creating EAD
97

98. SAA Standards Portal
III. Implementation: Creating EAD
98

99. EAD Tools
Resources
99

100. Tinker!
• Download the free trial of oXygen XML editor,
the schema, an EAD finding aid, and a stylesheet.
• Try some basic actions: add a folder, change a
controlled vocabulary term, remove a series.
Resources
100

101. Download via Slideshare:
http://www.slideshare.net/archivistkevin/XXX
Thank you!
101