Houghton EAD front matter guidelines
- Former user (Deleted)
- Former user (Deleted)
- Emilie Hardman (Unlicensed)
These instructions are provided as comprehensive suggestions to catalogers for filling in the front-matter in Houghton finding aids. By front-matter we refer to everything in the finding aid that is not part of the <dsc> element. These recommendations are compiled from a number of sources, including historical practice at Houghton, the former Houghton EAD Guidelines, the Houghton Collection-level MARC Manual, and the Houghton EAD template (currently titled: Hou Mas temp 2009.xml).
For the most part, we are compliant with standard’s set in the Society of American Archivists’ Describing Archives. A Content Standard. Second edition, 2013. We have attempted to note here where our practices diverge and why. We also comply with the Harvard minimal standards for EAD finding aids.
Elements that are mandatory at Houghton are marked: [Mandatory]. Those that are used only as needed are marked: [Optional as needed].
<ead> [Mandatory]
<eadheader> [Mandatory]
<eadid identifier=xxxxxxxxx">hounnnnn</eadid> [Mandatory]
Unique 8-character id number for the digital version of the finding aid = hounnnnn (uses the HOLLIS location code for Houghton plus a five-digit number for the finding aid). The "hou" number also includes the Theatre Collection. For the Theodore Roosevelt collection use trcnnnnn. This number is used to update the union database of finding aids (OASIS), so it is essential that it be unique to each finding aid. The assignment of this ID number for Houghton and Theodore Roosevelt finding aids is made by the Senior Manuscript Cataloger and is recorded in the master Excel spreadsheet maintained on the Technical Services’ Groups drive (H:\HOUGHTON\Technical Services\MS Section\MS Documentation\master finding aid nos hou trc.xls).
When you enter this number into the finding aid, there can be NO spaces within the <eadid> tags EXAMPLE: <eadid identifier="012636866">hou02567</eadid>
Each finding aid must have a corresponding MARC record created in ALEPH. The ID number of this record is included in the finding aid as a mandatory attribute for ead identifier=”xxxxxxxxx”. All the preceding zeros of the HOLLIS ID number must be included and must total nine digits. It is this attribute that maps the finding aid from OASIS to the proper MARC record in HOLLIS, so that the finding aid will display with the MARC record in HOLLIS/Aquabrowser.
<filedesc><titlestmt><titleproper>Creator. Title of collection, date(s) (call number): Guide. </titleproper></titlestmt></filedesc>*[Mandatory]
The main entry must match the MARC record 1xx [main entry/creator] and 245 field [title]. Titles for archival and manuscript materials are created by combining the 1xx (without dates) and appropriate words to describe the total contents of the materials. (For instructions on how to pick words for titles consult DACS.) Note that the title is not capitalized here. Include dates from title field $$f, using only inclusive dates and deleting the word “undated.” Follow with call number in parentheses using only MS designation, not the call number prefix, e.g.: shelving locations b, f, pf or HD. Follow with a colon and the word "Guide."
NOTE: The text within this element set displays in the OASIS browse list. DO NOT use <emph> element within the <titleproper>. As of 1/12/2012 it has been discovered that OASIS strips this tag (and the wrapped text) from the finding aid. This is a bug that has been reported and hopefully going to be fixed. Meanwhile we may not use this element.
When creating a title, do not begin the title with numbers or punctuation, as this causes the title to file prior to the letter "A" in OASIS. Also do not begin the title with the words "Collection of ..." or "Papers of...", rather try to begin with more specific words, such as "John Smith collection of Emily Dickinson poems".
<profiledesc><creation><date>mm/dd/yyyy </date>encoder's name </creation></profiledesc> [Mandatory]
The <date> subelement contains the creation date of the digital version of the finding aid. The encoder is the person or company who did the actual XML encoding. Sometimes pages are sent out to a company to rekey and encode, so the encoder is not always the person who did the cataloging of the material.
<descrulesFinding aid prepared using DACS </descrules> [Mandatory]
The <descrules> subelement enumerates the standards used in preparing the description.
<revisiondesc><change><date>mm/dd/yyyy </date><item><name>encoder's name </name></item></change></revisiondesc> [MANDATORY if major revision is done]
Used to document changes to the finding aid, whether changes of description or of coding. Also note date in <edition> subelement below. If the encoder's name is the same as in <profiledesc>, use initials here.
</eadheader> [close of Mandatory element]
<frontmatter> [Mandatory]
<titlepage> [Mandatory]
<num>Call number </num> [Mandatory]
Use MS only, no physical location prefix such as b, f, pf, or HD.
<titleproper>Creator. Title of collection, date(s): “Guide.”</titleproper> [Mandatory]
This is the same as the <titleproper> in <filesdesc> above, without the call number in parentheses, and including a colon and the word "Guide." As stated above, dates from title field should also be included. The text within this set of subelements is visible at the top of the public version of the OASIS finding aid.
<author>Houghton Library, Harvard College Library, Harvard University </author> [Mandatory]
This statement gives Houghton credit as the “author” of the finding aid. Do not include sub-units of Houghton such as the Theatre Collection or the Roosevelt Collection.
<p><extptr xlink:href=http://nrs.harvard.edu/urn-3:HUL.OIS:fas_shield xlink:type="simple"/></p> [Mandatory]
This external pointer uses an href attribute to point to the object that displays Harvard’s Faculty of Arts and Sciences seal in the finding aid. This displays publicly as:
<publisher>Harvard University, Cambridge, Massachusetts 02138 USA </publisher> [Mandatory]
<p>© yyyy The President and Fellows of Harvard College </p> [Mandatory]
Describes the publisher and copyright of the finding aid. Date in form yyyy; this is the date the electronic finding aid was created.
<sponsor>Sponsor information. </sponsor> [Optional as needed]
Use this element when an individual or group funds the markup of the finding aid or the cataloging of the collection and we wish to make this information public.
<edition>Last update on yyyy month day. </edition> [Mandatory]
This element adds a public note showing when the last update was made to this finding aid. This aids both the Houghton staff and readers.
</titlepage> [close of Mandatory element]
</frontmatter> [close of Mandatory element]
<archdesc level="collection"> [Mandatory]
<did> [Mandatory]
<repository>Houghton Library, Harvard College Library, Harvard University </repository> [Mandatory]
Describes the repository where the materials are held.
<physloc>Harvard Depository </physloc><note><p>This collection/a portion of this collection is shelved off-site at the Harvard Depository. See access restrictions below for additional information. </p></note>> [Mandatory]
If location is offsite add these elements and this text. Use wording as appropriate: “This collection…” or “A portion of this collection…”
NOTE: If some material is at the Harvard Depository and some at Houghton, note as: <physloc>Harvard Depository, b, pf </physloc>. This will display in OASIS public mode as: "Location:"
<physloc>Size/shelving designation </physloc> [Mandatory]
Insert all the prefixes to the call number (only if the material is NOT at the Harvard Depository) that are used in this finding aid, usually b, f, MS, pf. Add all forms that apply to this collection.
<unitid>Call number </unitid> [Mandatory]
Call number of collection. If a collection includes multiple call numbers, use separate <unitid> elements for each number.
<origination label="creator"><persname>Creator of collection. </persname></origination> [Mandatory]
Must match the >1xx in the MARC record and is also the same as the creator in the <titleproper> above. Use as appropriate: <corpname> or <famname>. Relator terms may remain within the tags. The attribute label = “creator” is used. If there is no 1xx in the MARC record, eliminate this tag set.
<unittitle>Title. </unittitle> [Mandatory]
Must match the >245 in the MARC record and is also the same as the title entry in the <titleproper> above (not including $$f dates), followed by a comma.
<unitdate>Date(s) of collection materials. </unitdate> [Mandatory]
Must match the >245 $$f in the MARC record. Use inclusive dates or a single date; add bulk dates if necessary (>245 $$g in MARC record) and then add word (bulk) to second set of dates (at start) and with another <unitdate> element (we do not use the word inclusive with the first set of dates). Words “and undated.” must remain inside the <unitdate> tags here.
<physdesc><extent>Size of the collection, in linear feet and in containers </extent></physdesc> [Mandatory]
Distinguish types of containers (usually boxes, but can often be volumes); list digital and audio/visual media especially; and mention special equipment needed in <phystech> element below. Use of abbreviation ft. is not permitted for feet or foot. We use feet always except for 1 foot.
<langmaterial>Collection materials are in <language langcode="xxx">xxxx. </language></langmaterial> [Mandatory]
Denotes what languages the materials are in. Use to describe substantial quantities of material only. Use this element set even if the collection is entirely in English. Add the appropriate “langcode=” attribute, taken from the MARC code list [ISO 639-2b].
<abstract>Summary of collection. </abstract> [Mandatory]
A very brief, one-sentence summary of the collection. This text is important because it “pulls-up” with the author/title when a search is conducted in OASIS and provides the reader a glimpse of what the collection is about. This text should ideally include the name and nationality of the main entry, major content of materials, and Harvard connection (if there is one). If collection includes widely disparate materials, briefly mention those as well.
<processinfo><p>Processed by: xxxxx xxxx </p><p>Additional text…</p></processinfo> [Mandatory] / [Optional as needed]
Name(s) of person(s) processing the collection. In the second <p> element set, insert other notes that are essential to describe the processing of the collection, as well as conservation or preservation information.
<acqinfo><p><num>Accession number. </num>Gift of <persname role="donor" or role="source">Donor name and/or source of collection; </persname> received: <date>yyyy </date>month day. </p></acqinfo> [Mandatory]
Use for single and multiple accessions; use this element only to record the immediate source of the materials being described, not the historical provenance. Use the words: "Gift of," "Purchased with," "Bequest of," "Transferred from," “Recataloged from,” etc… As of 2010 we no longer include the bookseller’s name and address in the finding aid, nor do we include the address of the donor. We do not use an asterisk before accession numbers. Fund names should be completely spelled out. We do not put amount paid in the finding aid. Use <corpname> or <famname> as necessary to encode donor description.
<custodhist><head>Provenance: </head><p>Text about history of ownership of collection. nbsp; </p></custodhist> [Optional as needed]
Use this element to record information about the chain of ownership before the materials arrived here; default display head is "Custodial history" which we override with a "Provenance" head element.
<accessrestrict><p>Restrictions on physical access. </p></accessrestrict> [Mandatory]
Always include if the collection is open and has no restrictions; mention if it is at the Harvard Depository; and add specific restrictions to access if there are any, using one or a combination of the following examples approved as part of the 2012 revision of the Houghton Restrictions Policy. For details see policy document. Use separate <p>s if there are more than one type of note, i.e.: collection is open but it is stored at HD (Harvard Depository).
When a restriction is removed, add a note that it was "formerly restricted" as this records the history of the manuscript and may save reader confusion; see examples below for samples of wording.
<phystech><head>Special Equipment Required for Access: </head> <p>xxxx. </p></phystech> [Optional as needed]
Use this element as needed by collection. Special equipment or surrogate required; consult Houghton Public Services.
<userestrict><p>Restrictions on use of materials. </p></userestrict> [Optional as needed]
This restriction concerns the use of materials, after access is granted. Include restrictions specific to the collection, not repository-wide rules for use. The information included here may seem to duplicate the <altformavail> element, however, the <altformavail> text tells the reader what is available to use (paper, film, digital copy, etc..) after the restriction is applied.
<userestrict><head>Copyright: nbsp; </head><p>xxxxx </p></useresrict> [Optional as needed]
If information concerning copyright is known, use this set of elements; use this <head> to override default label display.
<altformavail><p>Alternate Form Available. </p></altformavail> [Optional as needed]
Use this element when an alternate format is available and/or when readers must use the other format (coupled with access restriction note) for microfilm, photocopy, digital reproduction, or such. Give type and location information of the alternate form. This often seems to duplicate the <userestrict> element, however, the <userestrict> text tells the reader what the restriction is while this element tells him/her what the format is available for use (paper, film, digital copy, etc...) after the restriction is applied.
<prefercite><head>Preferred Citation for Publication: </head><p>Title, date(s) (call number). Houghton Library, Harvard University. </p></prefercite> [Mandatory]
Replicates title in >245 in MARC record (and title in <unittitle> above) plus call number in parentheses, then library name, and institution. Include dates in this as well. Use inclusive only if there are two sets of dates. Leave out words "and undated." Note that words are all capitalized (excepting articles and prepositions).
<bioghist><p>Biographical or historical note. </p></bioghist> [Mandatory]
Biographical or administrative history note; keep this brief. Mark the text tags such as <geogname>, <subject>, etc. only if the terms/concepts pertain to the materials in this collection, and if such terms are not marked in the container list. Divide long text into paragraphs by topic using <p>s. Historical Houghton practice is that the more famous the person, the briefer the entry should be. We should not try to duplicate information better supplied by biographical sources. At a minimum, include name, nationality, birth and death dates, primary importance of person or company, especially focusing on how their biography pertains to the materials we hold in the collection. Many readers see our notes as “gospel”, when the truth is that we have usually taken the information from other secondary sources. It is often wise to credit your sources at the end of the note. Occasionally, we are the only source for description of the prominent people in the finding aid. Especially for family papers, describe family relationships, especially if the persons are not well known. Also for family papers with lesser known individuals, we have to provide a brief genealogy that explains relationships between family members who are prominent in our collections.
<arrangement>Arrangement or Organization of collection. </arrangement> [Mandatory]
Historically, we have used the words organization and arrangement to mean different things, but as of the revised DACS 2013, we are using only the word "Arranged" for both collections with series, and collection with only a simple order.
<scopecontent>Scope and content. </scopecontent> [Mandatory]
Prose statement about range and topical coverage of collection. Use multiple <p>s for new content; markup with <persname>, <geogname>, <genreform>, etc. as appropriate.
Traditional Houghton practice for the text for the scope and content note is to begin with a general statement of the content of the entire set of papers, then move to the more specific, either in one paragraph or in multiple paragraphs, depending on the size and scope of the collection. Always incorporate the formats, major personal and corporate names, and topics mentioned in the finding aid. Especially note materials that would not be expected to be in the collection (based on the person’s biography), or materials that are not there, that one would expect. If possible, make special note of materials which relate to Harvard University or to other topics or important names represented within other Houghton collections. If inclusive date range varies a good deal from the daates of the creator, note why there is such variance; If more details are needed, add scope and content notes to each series or sub-series; those details need not be replicated in the front-matter.
NOTE: the scope and content note will be transferred directly to the MARC record as a >520 and will form the basis for the added entries in the MARC.
<separatedmaterial>Materials taken from this collection and moved elsewhere. </separatedmaterial> [Optional as needed]
Mention significant materials that came in with this collection that were cataloged separately or discarded.
<relatedmaterial>Important collections relating directly to this collection. </relatedmaterial> [Optional as needed]
Use this sparingly to mention materials at other repositories, and only significant materials at Houghton; especially mention other accessions that form part of this person's papers; note box lists, or other finding aids, indexes, that would be useful for the reader. Links to other finding aids on OASIS can be provided. Linking to other web sites is possible, but discouraged, as it may require maintenance if links are changed or broken.
<bibliography>Sources. </bibliography> [Optional as needed]
Use especially to mention citations to works that are cited in the finding aid. Use sparingly for works that are based on, about, or of special value when using the materials being described. We cannot provide complete bibliographies for readers, but can add major works that we know are based on the use of our collections.
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