Welcome!SAA@QC EAD Workshop

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1. Login to the Windows OS (not the Mac OS)

2. Go to this link: http://bit.ly/EADQC

3. Download the file to the desktopFile -> Download original

4. Unzip the file to the desktop

Encoded Archival Description

Introduction and Workshop

Timothy Ryan Mendenhall - Leo Baeck InstituteKevin Schlottmann - Center for Jewish History

***Sponsored by the

Queens College (CUNY) student chapter of the Society of American Archivists

***October 3, 2011 2

Overview

I. The BasicsII. Finding AidIII. Exercises

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I. The Basics

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What is EAD?

XML standard for encoding finding aids

I. Basics

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Tag:

<unitdate era=“ce”>2011</unitdate>

Attribute:

<unitdate era=“ce”>2011</unitdate>

Element:

<unitdate era=“ce”>2011</unitdate>6

XML standard for encoding finding aids

I. Basics - What is EAD?

What elements and attributes are allowed?

Defined by a Document Type Definition (DTD) or a Schema

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I. Basics - What is EAD?

XML standard for encoding finding aids

<ead> <eadheader> <titleproper>Guide to the

Papers of Joseph Roth</titleproper>

</eadheader></ead>

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XML standard for encoding finding aids

I. Basics - What is EAD?

XML standard for encoding finding aids

Defined set of containers for descriptive data

Other encoding standards:MARC (books)Dublin Core (electronic objects)

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I. Basics - What is EAD?

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)

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I. Basics - What is EAD?

II. Finding Aid

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EAD Finding Aid Structure

<ead><eadheader>Information about repository and finding aid</eadheader><archdesc>Description of archival materials</archdesc>

</ead>

II. Finding Aid

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Common Tags <eadheader>

• Finding Aid Author<filedesc><titlestmt>

<author>Processed by Stanislav Pejša.</author></titlestmt></filedesc>

II. Finding Aid

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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" role="subject"

source="lcsh">Austria</geogname></controlaccess>

II. Finding Aid

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Common Tags <archdesc>

• 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>

II. Finding Aid

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Common Tags <archdesc>

• 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>

II. Finding Aid

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III. Exercises

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Exercise Setup

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III. Exercises

1. Login to the Windows OS (not the Mac OS)2. Go to http://bit.ly/EADQC and download the

file to desktop (File -> download original)3.Unzip the file to desktop4. Start Notepad and a browser

Preferably Firefox, but IE should work6. Open “JosephRoth.xml” in Notepad

File -> Open Select “All files” next to FilenameOnce open, Format -> Wordwrap

7. Open “JosephRoth.xml” in browserFile -> Open File

Exercise How To

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III. Exercises

1. Make edits to “JosephRoth.xml” in Notepad

2. SaveFile -> Save or Ctrl+S

3. Refresh “JosephRoth.xml” in browserF5 or the button to right of the address bar

How does this work? XSLT.III. Exercises

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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.

III. Exercises

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Austrian writer Joseph Roth (1894-1939)

The Existing Finding AidIII. Exercises

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Exercise 1: Housekeeping

Update the information in the <eadheader> section to reflect your contribution.

III. Exercises

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Exercise 1: Housekeeping

<ead><eadheader><filedesc><titlestmt><author>Processed by Stanislav Pejša. Addendum processed by [your name].</author>

III. Exercises

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Exercise 1: HousekeepingIII. Exercises

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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.

III. Exercises

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Exercise 2: Biographical Information

<ead><archdesc><bioghist><p>

Find “Mario” and replace with “Maria” </p></bioghist>

III. Exercises

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Exercise 2: Biographical Information

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.

III. Exercises

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Exercise 3: Geographic Information

<ead><archdesc><controlaccess><geogname>

Find “Brody, Galicia” and replace with “Brody (Ukraine)” </geogname>

III. Exercises

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Exercise 3: Geographic Information

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.

III. Exercises

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Exercise 4: Adding a New Folder

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.

III. Exercises

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Exercise 4: Adding a New Folder

"

<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>

III. Exercises

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Exercise 4a: Adding the Folder

Does the date information need to be updated? At what levels and in which tags?

III. Exercises

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Exercise 4b: Updating the Dates

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.

III. Exercises

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Exercise 4b: Updating the Dates

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.

III. Exercises

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Exercise 4c: Updating the Language

<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>

III. Exercises

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Exercise 4c: Updating the Language

Add one sentence to the Series II scope note reflecting the additional folder.

III. Exercises

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Exercise 4d: Updating the Series II Scope Note

<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>

III. Exercises

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Exercise 4d: Updating the Series II Scope Note

Resources

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EAD ToolsResources

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Tinker!

• Gentle Introduction to XML

• EAD Cookbook

• A free XML editor

• Library of Congress EAD files

Resources

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Download via Slideshare:

http://www.slideshare.net/archivistkevin/ead-20111003-final

Twitter @archivistkevin

Thank you!

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