(WHS Archives) ArchivesSpace Resource -- EAD Export

Instructions for exporting EAD from ASpace and editing before putting onto UWDCC testsite.

Exporting EAD from ASpace

  1. Import MARCxml Resource Record from Alma, if not already done so, and merge into the EAD Resource Record
  2. Export PDF for review and make needed edits
  3. Export -- Download EAD -- check = Include unpublished; Include <dao> tags; Use numbered <c> tags
  4. Open xml in <oXygen/>
  5. Save as:
    L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\ASpace\[file name]
     File name = last part of EAD ID ; for example: m2001028 
  6. Tools -- Format and Indent Files -- All opened files
     Note: make sure only the file being worked on is open
  7. Replace <ead>:
    <ead audience="internal" xmlns="urn:isbn:1-931666-22-9" xmlns:xlink="http://www.w3.org/1999/xlink" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:schemaLocation="urn:isbn:1-931666-22-9 http://www.loc.gov/ead/ead.xsd">
    <ead id="uw-whs-[filename]">
  8. Replace <eadheader>
    <eadheader countryencoding="iso3166-1" dateencoding="iso8601" findaidstatus="In Review" langencoding="iso639-2b" repositoryencoding="iso15511">
    <eadheader langencoding="iso639-2b" scriptencoding="iso15924" dateencoding="iso8601" countryencoding="iso3166-1" repositoryencoding="iso15511">
  9. Remove US in <eadid> mainagencycode attribute: mainagencycode="whi"
  10. Remove url in <eadid>:  url="http://digital.library.wisc.edu/1771.dl/wiarchives.uw.whs.[filename]"
  11. Need to remove <titleproper type="filing">CHECK
  12. Remove <num>[call numbers and accession numbers]</num> from <titleproper>
  13. Remove in <address>:
    <addressline>URL: <extptr xlink:href="https://www.wisconsinhistory.org/Records/Article/CS15325" xlink:show="new" xlink:title="https://www.wisconsinhistory.org/Records/Article/CS15325" xlink:type="simple"/></addressline>
  14. Add in <profiledesc><creation><date>:
    <date era="ce" calendar="gregorian" type="publication" normal="[YYYY-MM]">
  15. <unitdate> Make sure <unitdate> appears inside <unittitle> for the collection title as well as in the contents list for Parts
  16. Collection level <unitid>
    - Remove periods between call numbers, add semicolons and spaces, as needed
    - Add additional call numbers from abstract when more than 200 characters
             - Add label="Call Number"
  17. Compress <physdesc><extent>: remove attribute altrender, as well as combining the two <extent> within one <physdesc> into one
    For example:
    <physdesc altrender="part"> 

  <extent altrender="materialtype spaceoccupied">0.2 cubic feet of photographs</extent>
        <extent altrender="carrier">(1 archives box)</extent>

      <physdesc altrender="part">
<extent>0.2 cubic feet of photographs (1 archives box)</extent>

  1. Replace <repository>

Wisconsin Historical Society, Division of Library, Archives, and Museum Collections</corpname>


<repository label="Repository">
entityref="whslogo" show="embed" actuate="onload" altrender="center" title="Wisconsin Historical Society logo" role="logoimage"/>
linktype="simple" href="https://www.wisconsinhistory.org/Records/Article/CS15325" role="handle">
Wisconsin Historical Society, Division of Library, Archives, and Museum Collections</extref>


Replace with appropriate ARC or Collection link

  1. Replace <physloc id="aspace_ad[######]">whi</physloc> with <physloc type="locationcode" audience="internal">whi</physloc> [ARC or Collection link contains the updated coding]
  2. Move <repository> and <physloc> after <physdesc>
  3. Remove <langmaterial> when there is more than one [Does this still happen?]
  4. Move <note> pointing to restriction and assigned series number before the closing <did> tag after the abstract
  5. Create, before <dsc> <descgrp type="admininfo"> <head>Administrative/Restriction Information</head> and move <userestrict> <accessrestrict> <acqinfo> <processinfo> under <descgrp>
  6. Remove <head> under <accessrestrict> <userestrict> and <acqinfo>
  7. For any <extref> remove any "xlink:" before href attribute
  8. For <list> verify type. ASpace allows for type="deflist" or "ordered" or <chronlist>; if not one of these change type="marked"
  9. Html codes
    - Replace "[space]&amp;[space]" with&#38;
    - Replace remainder of &amp; with &
  10. Replace "Library of Congress Subject Headings" in <subject> source attribute with "lcsh"
  11. Validate in <oXygen/> = Validte with -- ead.dtd file in EAD/EAD New/EAD DTD and Stylesheet 
    1. Ignore validation error for logo: E[Xerces]ENTITY "whslogo" is not unparsed.
  12. Move edited file to EAD New [or EAD Updates]
  13. FTP to UWDCC testsite
  14. Review finding aid on testsite, make any major edits to ASpace document
  15. Export final PDF from ASpace and save in appropriate Accessions or Register folder on the Ldrive

TO DO: Create clip in NoteTab Pro to do some of this conversion/replacement

Keywords:ArchivesSpace ASpace EAD   Doc ID:96630
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-12-13 15:12 CDTUpdated:2021-01-15 16:29 CDT
Sites:UW Libraries Shared Systems
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