Presentation and workshop for QC GSLIS class 730.

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/EAD730
3. Download the file to the desktop
File -> Download original
4. Unzip the file to the desktop

2. 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. II. Finding Aid
15

16. 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
16

17. EAD Finding Aid Structure
<ead>
<eadheader>Information about repository and
finding aid</eadheader>
<archdesc>Description of archival
materials</archdesc>
</ead>
II. Finding Aid
17

18. Common Tags
• Structural and content tags
<eadheader>Many other tags</eadheader>
<date>July 4, 1776</date>
II. Finding Aid
18

19. Common Tags <eadheader>
• Finding aid author
<filedesc><titlestmt>
<author>Processed by Stanislav Pejša.</author>
</titlestmt></filedesc>
II. Finding Aid
19

20. 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
20

21. 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
21

22. 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
22

23. 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
23

24. 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
24

25. 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
25

26. Common Tags – Human Readable?
<dimensions>
II. Finding Aid
26

27. 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
27

28. Common Tags – Human Readable?
<famname>
II. Finding Aid
28

29. 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
29

30. Common Tags – Human Readable?
<revisiondesc>
II. Finding Aid
30

31. 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
31

32. EAD Finding Aid
II. Finding Aid
32

33. Finding Aid Review Setup
33
II. Finding Aid
(Optional -- only if you want to follow along on
your own screen)
1. Start the Firefox browser program
2. Open “JosephRoth.xml” found in the
downloaded folder on the desktop
3. Right-click and “View page source”

34. III. Implementation
34

35. III. Implementation:
Creating EAD
35

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

37. Archon
III. Implementation: Creating EAD
37

38. oXygen
III. Implementation: Creating EAD
38

39. NoteTab
III. Implementation: Creating EAD
39

40. Dreamweaver
III. Implementation: Creating EAD
40

41. EADitor
III. Implementation: Creating EAD
41

42. Notepad
III. Implementation: Creating EAD
42

43. EAD Tag Library
III. Implementation: Creating EAD
43

44. SAA Standards Portal
III. Implementation: Creating EAD
44

45. III. Implementation:
Using EAD
45

46. Now What?
III. Implementation: Using EAD
46

47. XSLT
III. Implementation: Using EAD
47

48. XSLT
48
III. Implementation: Using EAD

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

50. EAD to HTML with DC
III. Implementation: Using EAD
50

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

52. EAD to PDF
III. Implementation: Using EAD
52

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

54. Other Uses
• Integration with other standards (e.g. EAC-CPF)
• Open Archives Initiative – Protocol for Metadata
Harvesting (OAI-PMH)
III. Implementation: Using EAD
54

55. Other Uses
• EAD consortia
• Metadata for digitized collections
• Faceted searching
• Bulk updates
III. Implementation: Using EAD
55

56. Why Use EAD?
• EAD is an internationally-adopted standard
• EAD paves the path to a structured data future
Combs et al, 2010: Over, Under, Around, and Through: Getting Around Barriers to
EAD Implementation
III. Implementation: Using EAD
56

57. The Future of EAD
• Alpha release of new schema, documentation,
and migration tools, August 2012
• Public presentations (SAA Annual Meeting,
webinars, etc.), August 2012
• 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
2012-03-19 email to EAD listserv from Technical Subcommittee for EAD
III. Implementation: Using EAD
57

58. Relax!
III. Implementation: Using EAD
58

59. Exercise Setup
59
IV. Exercises
1. Login to the Mac OS (not the Windows OS)
2. Go to http://bit.ly/EAD730 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

60. IV. Exercises
60

61. 61
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

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

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

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. 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
65
Austrian writer Joseph Roth (1894-1939)

66. Exercise 1: Housekeeping
Update the information in the <eadheader>
section to reflect your contribution.
IV. Exercises
66

67. Exercise 1: Housekeeping
<ead><eadheader><filedesc><titlestmt>
<author>Processed by Stanislav Pejša.
Addendum processed by [your name].</author>
IV. Exercises
67

68. IV. Exercises
68
Author tag
Make the edit, save the file (Cmd + S), and click the
globe to preview the HTML in Firefox or refresh the
browser window
Exercise 1: Housekeeping

69. How does this work? XSLT!
69
IV. Exercises

70. 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
70
Exercise 2:
Biographical Information

71. <ead><archdesc>
<bioghist><p>
Find “Mario” and replace with “Maria”
</p></bioghist>
IV. Exercises
71
Exercise 2:
Biographical Information

72. 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
72
Exercise 3a:
Geographic Information

73. <ead><archdesc><controlaccess>
<geogname>
Find “Brody, Galicia” and replace with “Brody
(Ukraine)”
</geogname>
IV. Exercises
73
Exercise 3a:
Geographic Information

74. Add the LC authority file number for “Brody
(Ukraine)”.
IV. Exercises
74
Exercise 3b:
Geographic Information

75. 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
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. IV. Exercises
93
Questions?

94. Resources
94

95. EAD Tools
Resources
95

96. Tinker!
• Gentle Introduction to XML
• EAD Cookbook
• A free XML editor
• Library of Congress EAD files
Resources
96

97. Download via Slideshare:
http://www.slideshare.net/archivistkevin/ead-qc-gslis-730
Twitter @archivistkevin
Thank you!
97