EAD Checklist for Finding Aids in ArchivesSpace

For person loading finding aid (Paula and Johanna)

• Are there related material links to other finding aids already posted in HAD? _____________
• Are there archived web sites?  Double check extent, added entries, and add links
• Check eadid in HAD and on spreadsheet.  Should this collection have a new number, or is it replacing an old file?
• Updated finding aids: Check new additions. Add type="filing" to titleproper
  • Are there digital objects which need to be deleted before finding aid can be loaded?
• Save on R drive
• Add permalink to list for Research Services libguide after posting.

In Plain Text view:

• Check EAD header: does the finding aid use the LOC schema (<ead> contains https://www.loc.gov/ead/ead.xsd)
• Check titleproper: it should match the unittitle in the descriptive summary
• Is the eadid (sch/rca number) filled in?
• Is creator the HOLLIS 100 field? Check HOLLIS and LOC authority heading file
• Is sponsor tag needed?  If not, delete
  
  

Descriptive Summary:

• Unitid: Are all the call numbers included?  Are colons used?
• Origination: Is the creator name in indirect order (last name first)?
• If records of an organization, change persname to corpname
• If the records are for a family, change persname to famname
• Unitdate: Is the date normalized correctly with normal and type attributes?
• Circa dates: use actual date without five-year cushion and add approximate to certainty attribute
• If bulk and inclusive dates, or broken date range, are they in separate unitdate tags?
• No punctuation allowed in tags

• Extent: analog:
  • Is feet spelled out?
  • Separate extent tags for space occupied and container summary (one physdesc tag)
  • Do not use a 0 in front of a decimal (i.e use .63 instead of 0.63)
• Extent: digital content:
  
  • Use altrender attribute with whole for analog and part for digital
  • For digital, megabytes and files in separate extent tags
  • Extent: AV collections: all separate physdesc tags with altrender “part” attributes (<physdesc altrender="part"><extent>404 videotapes</extent></physdesc>)
  • Are there extra spaces in tags? Search [blank space]</ in plain view.

Notes:

• Processinfo: Do not mark up date or name of processor
• Acquinfo: Do not mark up accession number or name of donor
• Preferred citation: use only inclusive dates
• Related material: Use <relatedmaterial> not <separatedmaterial> for all
  • Are there other finding aids (addenda, audio or video) that should be linked?
  • Test URN or permalink to make sure that it works. For older finding aids, prefer URN over permalink.  For HOLLIS records, use permalink.
• Arrangement: do not list subseries.
• Check all external references (hrefs) to see if they work

Biography:

• Are smart quotes or long dashes used?  Search entire document: ’    “    ”  —
• Two bio note tags can be used for family papers, etc.
• Are extrefs (hrefs) filled in and do they work?
• Do not use lists or chronlists

Scope and Content:

• Do not mark up unitdates in scope and content note
• Do not use lists or chronlists
• Are extrefs (hrefs) filled in and do they work?

Inventory:

• Check to see if series are nested properly by clicking on the beginning <c> tags for series, subseries, etc.
• Do the <c> tags use the item attribute?
• Do not use title render="doublequote."  Only mark up “true” titles (no brackets, etc.)
• Notes: Use odd tag
  • Are notes written correctly?  (Should not describe contents of folder, just location, etc.)
  • Are notes separated by a p tag when there is more than one note?
  • Are the notes inserted between the </did> and the </c>?
  • (2 folders), etc. should not be inside note tags.
• Is the accessrestrict tag used for restrictions instead of note?
• Search for x.x to find empty folder numbers and min. for minutes
• Is memorabilia tagging correct? (use physdesc and physfacet)
• AV tagging: <unittitle>Title. Tape x.</unittitle><physdesc><physfacet>type, time, etc.: Audiocassette. ca.30 minutes. Side 2 blank. </physfacet></physdesc></did><scopecontent><p> more info</p></scopecontent></c>
• AV: Do not use REQUEST AS notes
• Websites: Is title descriptive and include url?  If changing old title, also change the title attribute.

Added Entries:

• Only acceptable tags: <corpname>, <famname>, <genreform>, <geogname>, <persname>, <subject>.  Do not use <name> or <title>.
• Subdivisions: There should be two dashes with no space around dashes.
• Take out periods at end of headings if present.  No spaces in added entry tags.
• Collection creator not included in finding aid added entries (include in MARC)
• Websites: include Web archives
• Are the added entries in the correct tags?
  • Geognames: anything beginning with a geographical name is a geogname
  • Corpnames:  Anything beginning with a corporate name is a corpname
  • Persname: Author followed by name of work is a persname.  Corpname for BWHBC, etc.
  • Corpnames: Meeting names (Democratic National Convention) are corpnames
  • Titles (i.e. Family Circle) must go in as subjects

Separation Record: 

• Is the separatedmaterial tag used? 
• Are titles marked up properly?
• Are there extra spaces in tags?

HOLLIS ID:

• Must be MMS ID
• Must include <head>Alma ID</head>