(WHS Archives) ArchivesSpace Resource -- EAD Import

Import of EAD into ArchivesSpace

ArchivesSpace Resource -- EAD Import

To be completed by Description Archivist or their staff.

  1. Download EAD from UWDCC ftp site /db/dlxs02/dlxs12a/prep/w/wiarchives/deposit/uw-whs/archive/ into
    L://LIBARC/LIBARC SHARED/Archives Cataloging and EAD/EAD/ASpace
    • Find file name under last part of url after "wiarchvies.uw-whs-"

  2. Make edits to the EAD before import (in <oXygen/> or Note Tab Pro)

  3. Under <archdesc level="collection><did><unitid label="Call Number"> if there are more than 3 call numbers for a collection cut and paste remainder of call numbers into the beginning of the abstract [ASpace will not import <unitid> with more than 50 characters.]

  4. Physical description <physdesc> / extent

    a. For one extent: Find and replace <physdesc label="Quantity"> with <physdesc label="whole"><extent altrender="materialtype spaceoccupied">; after cubic feet and before container list add <extent altrender="carrier"> and close tags

    b. For more than one extent: Each set will need to be split out before import. For example:

    <physdesc label="Quantity">6.4 cubic feet (16 archives boxes); plus additions of 11.6 cubic feet, and approximately 1.0 cubic foot of photographs</physdesc>
    will become
    <physdesc label="part">
             <extent altrender="materialtype spaceoccupied">6.4 cubic feet</extent>
    <extent altrender="carrier">(16 archives boxes); plus additions of</extent>
    <physdesc label="part">
             <extent altrender="materialtype spaceoccupied">11.6 cubic feet</extent>
    <extent altrender="carrier">(11 record center cartons and 2 archives boxes)</extent>
    <physdesc label="part">
             <extent altrender="materialtype spaceoccupied">1.0 cubic foot of photographs</extent>
    <extent altrender="carrier">(2 archives boxes and 1 flat box)</extent>

  5. Remove commas between <unittitle> and <unitdate>
    Search for ",[space]<unitdate" replace with "
    Search for "</unitdate></unittitle>" replace with "</unitdate>"
    May need to fix
    <unittitle><unitdate> when date is only title present [Although there are some cases where the date is listed first and than title]

  6. If dates in a <unittitle> are part of a citation to a published work or production move into <unittitle> and do not tag inside <unitdate>

  7. Is the finding aid for only the first part, usually a processed portion? If so see special instructions [TO DO]

  8. Add levels to <c0#> otherwise will import as level="otherlevel" which is not valid

    a. <c01> should already have a level: series or subfonds
    b. When no true series or subseries use file as level
    c. Only use item for films or audio

  9. For finding aids with Parts, remove id="p#" for every <c01>. This way ASpace will assign a Ref ID

    <c01 id="p1" level="subfonds">
       will become
    <c01 level="subfonds">

  10. Find and replace abbreviations especially ca. > circa, n.d. > undated, c.f. > cubic feet, and months

  11. Dates: Fix Year month day order

  12. Save file and validate for EAD2002

    a. In <oXygen/> under Validate [paper with red check mark] click on the down arrow next to the icon to get dropdown list
    b. Select "Validate with"
    c. "Browse for local file" > L://LIBARC/LIBARC SHARED/Archives Cataloging and EAD/EAD/EAD Updates/ead.dtd
    d. Schema type should turn to "DTD"
    e. OK
    f. There will always be at least one validation error for the WHS logo:
      E [Xerces] ENTITY "whslogo" is not unparsed
    g. If the WHS logo validation error is the only error then the record is ready

  13. In Archives Space: Create -- Background Job -- Import Data

  14. Import Type: EAD

  15. Drag file or Add file

  16. Queue Job

  17. Job success OR failure
    If failure read log to see if error to EAD can be discovered

  18. Edit record and move as many call #s and accession #s to the Identifier; Leave remainder in Abstract if too many characters and add Repository Processing Note to move before import to UWDCC

  19. Any accessions which do not have contents list need to have at least one item below Part

  20. Count number of containers for Additions to add to Extent expression

  21. In Finding Aid Data change Finding Aid Status to "Under Revision"

  22. In Finding Aid Data change Finding Aid Title beginning to "Finding aid to the"

  23. Update link to catalog using OCLC number and changing language to: COLLECTION MAY BE STORED OFF-SITE: see catalog entry to request materials and for additional information.

  24. Delete extra Language of Material note if collection is only in one language.

Keywords:ArchivesSpace WHS Resource EAD   Doc ID:90024
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-02-26 14:47 CDTUpdated:2021-02-24 12:49 CDT
Sites:UW Libraries Shared Systems
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