Creating Finding Aids in XML (XMetaL)
Background to EAD and the XMetaL Template
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For more information on EAD tagging, see Society of American Archivists' Encoded Archival Description: Tag Library, Version 2002 (http://www.loc.gov/ead/tglib/ - Chicago, 2002).
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If you like to use Microsoft Word for writing your biography and other notes, please turn off the smart quote and hyphen functionality:
On the File tab, click Options.
Click Proofing, and then click AutoCorrect Options.
In the AutoCorrect dialog box, do the following:
Click the AutoFormat As You Type tab, and under Replace as you type, select or clear the "Straight quotes" with “smart quotes” check box. Also click Hypens with a dash.
Click the AutoFormat tab, and under Replace, select or clear the "Straight quotes" with “smart quotes” check box as well as Hyphens with a dash.
Click OK
Setting up XMetaL
As part of a computer refresh or version upgrade, you will need to add files to your computer to in order to use EAD documents. Those instructions are here.
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From SharePoint via computer file explorer (you must sync SharePoint to your computer for this to work):
- From C
From C:\Users\[your user id]\Harvard University\Schlesinger Library - Documents\MANUSCRIPTS\XML\FINDING AIDS\Finding Aid Templates.xml
Right click and scroll down to "Edit in XMetaL."
XMetaL will launch with the template open.
Save the file to your OneDrive with a new file name, using either the MC#.xml or the name of the collection (e.g., pruitt.xml).
From SharePoint on the web:
In the Schlesinger SharePoint, navigate to Documents\Manuscripts\FINDING AIDS\Finding Aid Templates.xml: https://hu.sharepoint.com/:u:/r/sites/RAD_Schles/Shared%20Documents/MANUSCRIPTS/FINDING%20AIDS/Finding%20Aid%20Templates/SLASEAD%20Xlink%20template.xml?csf=1&web=1&e=jGSswk
Select Download from the menu bar
Locate the downloaded file on your computer
Right click and scroll down to "Edit in XMetaL."
XMetaL will launch with the template open.
Save the file to your OneDrive with a new file name, using either the MC#.xml or the name of the collection (e.g., pruitt.xml).
Always use the "Tags On" view to prevent deleting portions of tags.
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This tag identifies the author of the collection. You must use the authority heading.
Headings for personal names should be in indirect order (last name, first name) and include any life dates.
If the author is a corporate body, be sure to change the tagging from <persname> to <corpname>. Corporate names should include any qualifiers.
If the author is a family, be sure to change the tagging from <persname> to <famname>
If the author is "anonymous," use <persname>Anonymous</persname>
If the person is a creator of a collection, (ie.e Doss, David, [creator]) use their name without the role and let Paula know. Or enter it into your finding aid with collector in brackets in the the persname field. She will delete it and then add the role in in ArchivesSpace.
Title <unittitle>
While DACS rules dictate separating the collection date from the collection title, display in ArchivesSpace makes it difficult to differentiate between results when the dates are removed from the title. To aid in searching, we are including the dates in the <unittitle> for the time being. This also allows for a more user friendly expression of date information including qualifiers such as bulk, inclusive, or approximate. Once processing is completed and the HOLLIS record has been updated, the 245 and the title in the finding aid must match.
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Enter the collection dates in the appropriate <unitdate> tag, and normalize the dates.
DO not include any punctuation (commas or periods) after dates or any text (approximate, inclusive, bulk, etc.).
"Normalizing" consists of adding the attributes "type" and "normal" to the unitdate tag.
For the type attribute, select either the "bulk" or "inclusive" value.
For the normal attribute, use a single date, or give the date range separated by / (1900/1950).
For each date or date range, you must use a separate <unitdate> tag.
Undated materials:
If your collection is undated, add Undated to the <unitdate> tag and leave the "normal" and "type" attributes blank. Use a capital U for undated when it is used in the <unitdate> tag.
If your collection has a date or date span plus undated, mark up the date or date span in a <unitdate> tag and normalize the dates. Create a second <unitdate> tag with undated in the <unitdate> tag and leave the "normal" and "type" attributes blank.
The most common types of dates are marked up below. For other types of dates, see the Metadata Specialist (Paula).
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Approximate dates: a certainty attribute is added to approximate dates.
Certainty must be assigned to the entire date range, not just the begin or end date.
Approximate dates are now normalized based on the known dates without the five year buffering on either side.
ca.1849-1963
<unitdate calendar="gregorian" certainty="approximate" era="ce" normal="1849/1963" type="inclusive">1849-1963</unitdate>
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List both linear feet, and the number of file boxes, oversized folders, oversized boxes, etc.
Put the space occupied extent (usually linear footage) inside one <extent> tag
NOTE: extent types in the first <extent> tag must be on the Harvard approved extent types list: Harvard ArchivesSpace approved extent types.docx
Put the container summary (list of container types) inside a second <extent tag>
DO NOT include spaces at the start or ends of extent inside of <extent> tags as this will cause problems with ArchivesSpace ingest.
DO NOT include punctuation (a period) at the end of extent inside of <extent> tags as this will cause problems with ArchivesSpace ingest.
If your collection doesn't include electronic files, delete the second <physdesc> tag from the template
In general, there are three types of extent expressions
Collections with a single space occupied extent (generally linear footage, with a container summary; some Small A's and Bs)
Collections with a space occupied extent representing the whole collection (linear footage with container summary) and a space occupied extent for part of the collection (megabytes/gigabytes with container summary)
Collections with multiple space occupied extents representing parts of the collection (generally a/v collections, and some Small As and Bs)
These different extent expressions require separate tagging:
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Fill in month and year processing was completed.
As of June 2018, we are no longer marking up the processor name in a <persname> tag. If the tag is present in your finding aid, please remove it.
As of September 2018, we are no longer marking up the processed date in <date> tags. If the tag is present in your finding aid, please remove it.
Example:
<processinfo><p>Processed: December 2016</p><p>By: Laura Peimer, with assistance from Margaret Dalton.</p></processinfo>
See Processing Information Note Examples for additional examples of information to include in this note element.
Provenance And Donor Information <acquinfo>
Include a brief statement about donors in the provenance paragraph.
As of June 2018, we are no longer marking up the donor as a <persname> or <corpname>. If the tag is present in your finding aid, please remove it.
As of September 2018, we are no longer marking up the accession numbers in <num> tags. If the tag is present in your finding aid, please remove it.
Access statement <accessrestrict>
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The template provides the basic citation form (Collection Name Papers, dates; item description, dates. Collection #, folder #. Schlesinger Library, Radcliffe Institute, Harvard University, Cambridge, Mass.) Processors should provide the
Collection name
Collection dates (inclusive only)
Collection #
If necessary, also change papers to records.
EXAMPLES:
<prefercite><p> Catherine Filene Shouse Papers, 1878-1998; item description, dates. MC 448, folder #. Schlesinger Library, Radcliffe Institute, Harvard University, Cambridge, Mass. </p></prefercite>
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<relatedmaterial xmlns:xlink="http://www.w3.org/1999/xlink"><head>Related Material:</head><p>There is related material at the Schlesinger Library; see Gerda Lerner papers, 1955-1995 (<extref xlink:href="http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00231" xlink:type="simple">75-37--96-M8; T-238</extref>), and Papers of Gerda Lerner, 1924-2006 (<extref xlink:href="http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00275" xlink:type="simple">MC 498; T-492</extref>).</p></relatedmaterial>
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This section contains the biographical or historical note.
The template contains the word "biography" in the header. If the collection is an organization's records, change the header to "history."
All paragraphs in this section must be wrapped in <p> tags. HINT: To start a new paragraph, place cursor at the end of the last paragraph (inside the </p> tag) and press "enter."
Due to ingest issues with ArchivesSpace, do not use <chronlist> in the <bioghist>
Arrangement Note <arrangement>
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Include a general description of the scope and content of your collection followed by series and subseries descriptions.
All paragraphs entered in this section must be wrapped in <p> tags. HINT: To start a new paragraph, place cursor at the end of the last paragraph (inside the </p> tag) and press "enter."
DO NOT use date tags in the scope and content as this will cause problems with ArchivesSpace ingest
Microfilm <altformavail>
When collections are microfilmed, a section is added to the finding aid containing microfilming instruction and a guide to the microfilm reels. The information is wrapped inside the alternative form available <altformavail> tag. This section is inserted between the </scopecontent> and the <dsc> tag.
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All levels of description in the inventory have the same basic tagging: <c><did><unittitle> TEXT HERE</unittitle></did></c>.
Levels of description are defined using attributes (c level=).
Folders, items, audiotapes, etc are defined as <c level="item">
Series are defined as <c level="series">
Subseries are defined as <c level="subseries">
Once a finding aid is ingested into ArchivesSpace, its components will be assigned a component id.
These ids are unique and cannot be duplicated within a finding aid.
Components with ids can be deleted from finding aids with no impact.
Nesting Elements
Proper mark up of descriptive levels relies upon the proper nesting of elements. The close of each element is defined by </c>. In order for an item to be associated with another element, it must be inside of the other element's </c> tag.
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Description of the contents of a folder or a piece of media should be entered into a scope and content note (<scopecontent>) in the item listing, rather than being included in the unit title (<unittitle>). Item level scope and content notes go between the </did> and </c> of the listing. Example:
<c level="item"><did><unitid>59.1. </unitid><unittitle>Correspondence, 1967.</unittitle></did><scopecontent><p>Includes Shirley Chisholm.</p></scopecontent></c>
Describing physical aspects of items
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The following data that should be in a <physfacet> tag:
The type of audiovisual carrier
The length of a recording
Statements concerning recording quality
Statements regarding irrelevant content on a carrier
Notes concerning blank space on carriers
Description of the physical appearance of an object
Audiovisual example:
<c level="item"><did><unitid>T-537.16.</unitid><unittitle>New York Society of Women in Philosophy (SWIP) meeting, November 18, 1994. </unittitle><physdesc><physfacet> Audiocassette. ca.30 minutes. Side 2 blank. </physfacet></physdesc></did><scopecontent><p>Atkinson's notes on content: "SWIP-nominations business meeting, 11/18/94 [colloquium: Virginia Field's paper]."</p></scopecontent></c>
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<c level="item"><did><unitid>3.2-1m.</unitid><unittitle>Michigan Womyn's Music Festival patch, 1985. </unittitle><physdesc><physfacet>Round white patch with maroon embroidered festival logo in center and maroon embroidered text over logo, "M.W.M.F. 1985 Family." White embroidered edges.</physfacet></physdesc></did></c>
Macros
Macros have been created as shortcuts for frequently used strings of tags and phrases. After positioning the cursor in the correct place, macros may be accessed from the macros toolbar by selecting the appropriate macro and hitting the green arrow (run), or by using key strokes:
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Ctrl, Alt, D inserts tagging needed for a digital object: <dao xlink:show="new" xlink:actuate="onRequest" xmlns:xlink="http://www.w3.org/1999/xlink"></dao>
Ctrl, Alt, E inserts tagging needed for a scope and content note: <scopecontent><p></p></scopecontent>
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If a folder or item in the collection is open but requires special handling (such as a scrapbook or photograph album), add an access restriction note to alert Access Services staff so they can assess the situation and determine how best to instruct the user ahead of use. The note shouldn't provide specific handling instructions. EXAMPLE:
<accessrestrict><p>This material requires special handling.</p></accessrestrict></c>
Notes <odd>
Phrases in the folder list that begin with: PHOTOGRAPHS, SEE ALSO, etc., should be tagged as <odd>s as they do not describe the contents of the file unit. The <odd> should also be used to indicate that an item is missing (include the date the item was discovered have gone missing, i.e., MISSING AS OF SEPTEMBER 2016).
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Use these references sparingly to avoid the possibility of dead links in finding aids. EXAMPLE:
<extref xlink:href="http://www.now.org">NOW website</extref>
For Harvard finding aids, be sure to use the finding aid's persistent name, or URN, when creating the link. To add links between collections, add a see also reference in the scope and content note. The link should include the number of the collection to which you are referring. EXAMPLE:
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xlink:title=[title of object; must be unique to object being described. Include descriptors identifying archived web sites or audio files]
Please see Electronic Records, for more information.
EXAMPLE:
<c id="sch00019c00003" level="item" xmlns:xlink="http://www.w3.org/1999/xlink"><did><unitid>1a.</unitid><unittitle>School calendars and correspondence, 1874-1883.</unittitle></did><dao xlink:actuate="onRequest" xlink:href="http://nrs.harvard.edu/urn-3:RAD.SCHL:3138011" xlink:show="new" xlink:title="School calendars and correspondence, 1874-1883" xlink:type="simple"></dao></c>
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Use only the following tags in <controlaccess>:
<corpname>
<famname>
<genreform>
<geogname>
<persname>
<subject>
Completing Your XML Finding Aid
Check your work using theEAD Checklist for Finding Aids in ArchivesSpace.
Paula is in charge of checking XML tagging. When a finding aid is complete, a copy should be saved in G:\SCHLES\COLLECTION SERVICES\MANUSCRIPTS\FINDING AIDS and Paula should be notified that there is a finding aid ready to be posted (be sure to tell her the document name).
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Submitting XML Finding Aids Upon Completion Of Your Finding Aid (After All Intellectual editing)
Put a copy of your *.xml file into G:/SCHLES/COLLECTION/MANUSCRIPTS/FINDING AIDS on the network
E-mail Paula telling her that your document is ready to post, include file name
Paula will check the tagging in XMetaL. If there are significant changes, she will return it to you for editing.
When editing is complete, Paula will ingest the finding aid into ArchivesSpace, which will automatically post the finding aid to HOLLIS for Archival Discovery. She will notify you of the posting, and of the correct permalink for the finding aid.
Paula will inform Johanna that the collection is ready for container linking, so the collection will be requestable through HOLLIS Special Request (Aeon).
After The Finding Aid Is Posted in HOLLIS for Archival Discovery
Archivists should use the permalink provided to them to update the bib record and to include in any other communication about the finding aid.
Correcting Finding Aids After Posting in HOLLIS for Archival Discovery
If errors are found in finding aids that have been posted to HOLLIS for Archival Discovery, inform Paula or Johanna, who will provide you with a copy of the finding aid or make the corrections directly in ArchivesSpace. Archivists are responsible for fixing errors, but all edits must be made to the copies of finding aid that Paula or Johanna provides. DO NOT keep local copies of finding aids once they have been ingested into ArchivesSpace.
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