This document provides an introduction and overview of a workshop on Encoded Archival Description (EAD). The workshop covers the basics of EAD including what it is, its elements and attributes, and common tags used in a finding aid. It then discusses the structure of an EAD finding aid and common sections like the header, description, and container list. Finally, it provides exercises for participants to practice editing an existing EAD finding aid to add updates and additional content.
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EAD Workshop, October 3, 2011
1. Welcome!SAA@QC EAD Workshop 1 Login to the Windows OS (not the Mac OS) Go to this link: http://bit.ly/EADQC Download the file to the desktop File -> Download original Unzip the file to the desktop
2. Encoded Archival Description Introduction and Workshop Timothy Ryan Mendenhall - Leo Baeck Institute Kevin Schlottmann - Center for Jewish History *** Sponsored by the Queens College (CUNY) student chapter of the Society of American Archivists *** October 3, 2011 2
5. What is EAD? I. Basics XML standard for encoding finding aids 5
6. Tag: <unitdate era=“ce”>2011</unitdate> Attribute: <unitdate era=“ce”>2011</unitdate> Element: <unitdate era=“ce”>2011</unitdate> 6 I. Basics - What is EAD? XMLstandard for encoding finding aids
7. What elements and attributes are allowed? Defined by a Document Type Definition (DTD) or a Schema 7 I. Basics - What is EAD? XMLstandard for encoding finding aids
8. <ead> <eadheader> <titleproper>Guide to the Papers of Joseph Roth </titleproper> </eadheader> </ead> 8 I. Basics - What is EAD? XMLstandard for encoding finding aids
9. I. Basics - What is EAD? XMLstandard for encodingfinding aids Defined set of containers for descriptive data Other encoding standards: MARC (books) Dublin Core (electronic objects) 9
10. I. Basics - What is EAD? XML standard for encodingfinding 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) 10
12. EAD Finding Aid Structure II. Finding Aid <ead> <eadheader>Information about repository and finding aid</eadheader> <archdesc>Description of archival materials</archdesc> </ead> 12
13. Common Tags <eadheader> II. Finding Aid Finding Aid Author <filedesc><titlestmt> <author>Processed by StanislavPejša.</author> </titlestmt></filedesc> 13
14. Common Tags <archdesc> II. Finding Aid 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> <geognameencodinganalog="651$a" role="subject" source="lcsh">Austria</geogname> </controlaccess> 14
15. Common Tags <archdesc> II. Finding Aid Description of Subordinate Components (container list) <dsc> <c01 level="series"> <did> <unittitle id="serII">Series II: Addenda</unittitle> <unitdate normal="1985/1996" type="inclusive">1985-1996</unitdate> </did> <c02>Subordinate elements, such as folders</c02> </c01> 15
16. Common Tags <archdesc> II. Finding Aid Description of Subordinate Components (container list) <c02> <did> <container type="box">2</container> <container type="folder">1</container> <unittitle>Articles</unittitle> <unitdate>1985-1994</unitdate> </did> </c02> 16
18. Exercise Setup 18 III. Exercises Login to the Windows OS (not the Mac OS) Go to http://bit.ly/EADQC and download the file to desktop (File -> download original) Unzip the file to desktop Start Notepad and a browser Preferably Firefox, but IE should work 6. Open “JosephRoth.xml” in Notepad File -> Open Select “All files” next to Filename Once open, Format -> Wordwrap 7. Open “JosephRoth.xml” in browser File -> Open File
19. Exercise How To 19 III. Exercises Make edits to “JosephRoth.xml” in Notepad Save File -> Save orCtrl+S 3. Refresh “JosephRoth.xml” in browser F5 or the button to right of the address bar
21. Processing the Joseph Roth Addendum III. Exercises 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. 21 Austrian writer Joseph Roth (1894-1939)
26. III. Exercises 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. 26 Exercise 2: Biographical Information
27. III. Exercises <ead><archdesc> <bioghist><p> Find “Mario” and replace with “Maria” </p></bioghist> 27 Exercise 2: Biographical Information
28. III. Exercises 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. 28 Exercise 3: Geographic Information
30. III. Exercises 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. 30 Exercise 4: Adding a New Folder
31. III. Exercises 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. 31 Exercise 4: Adding a New Folder "
33. III. Exercises Does the date information need to be updated? At what levels and in which tags? 33 Exercise 4b: Updating the Dates
34. III. Exercises Series-level date: <ead><archdesc><dsc><c01 level="series"><did> <unitdate normal="1985/2002" type="inclusive">1985-2002</unitdate> Also at the collection level (high-level did), in the arrangement note, and in the title. 34 Exercise 4b: Updating the Dates
35. III. Exercises 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. 35 Exercise 4c: Updating the Language
36. III. Exercises <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> 36 Exercise 4c: Updating the Language
37. III. Exercises Add one sentence to the Series II scope note reflecting the additional folder. 37 Exercise 4d: Updating the Series II Scope Note
38. III. Exercises <ead><archdesc><dsc><c01 level="series"><scopenote><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> 38 Exercise 4d: Updating the Series II Scope Note
http://www.flickr.com/photos/carowallis1/2314716161/sizes/m/in/photostream/Will be available on slideshare – many links on images and in text in the later portion of the presentation
Familiar with html? Similar (tags aka mark-up), but data structure, not displayXML (eXtensible Markup Language): set of rules for structuring data
DTD and schema define the buckets; the list of tags in the tag library (we’ll see later) is defined here. Move to schema is coming; more flexible; not something you need to know right awayhttp://www.flickr.com/photos/linneberg/4481309196/sizes/m/in/photostream/
http://www.flickr.com/photos/johnkay/3539126525/sizes/m/in/photostream/Note that it is hierarchical – nested. Parent elements apply to child elements.
Encoding standards are rules for defining buckets; content standards are rules for the information insidehttp://www.flickr.com/photos/linneberg/4481309196/sizes/m/in/photostream/Xml, EAD, MARC are ways to structure your data, they are not the same as the descriptive data such as the finding aid, the catalog record, etc.
XSLT (Extensible Stylesheet Language Transformations) is a declarative, XML-based language used for the transformation of XML documents. Here, the EAD tag processinfo is converted into HTML.
We’ll be logically consistent, but in real world there are more things to correct and consider.
