(WHS Archives) EAD Appendix F. Set up

Set up of programs on computers

1.                  Adding/Updating NoteTab Pro Files on Computers

a)                     Log in to the computer as KB2. Locate and open EAD Set-up Files in
L:\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\EAD Set-up Files

b)                     Copy the folder named eadcb and paste it in the Hard Drive (C:). The Hard Drive is located in My Computer. The computer will ask if you are sure you want to copy or move the files. Click "Yes to All".

c)                      Return to EAD Set-up Files and copy the folder named Note Tab Pro 7. Paste this folder in the Program Files folder on the Hard Drive. Choose "Yes to All" when asked if you want to copy or move the files. [WHS has a license for 5 computers.]

d)                     Open Note Tab Pro

e)                     Check the clip for New EAD against notepad copy of clip in EAD Set-up Files folder. Compare the clips to make sure templates point to the correct place. If changes are made save changes, close program, and reopen to check to confirm that the changes have occurred.

2.                  Clean-up macros for Word

a)                    Open Word

b)                    Open macros in Notepad L:\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\EAD set-up Files\Word macros.txt

c)                     Copy macros from Notepad

d)                    Under the View Tab in Word go to Macros (last one on right) and choose Record macros.

http://intranet.wisconsinhistory.org/sites/default/files/u23/word%20macros.JPG

e)                    Name macro (does not matter what name, as pasting the macro in will rename them) and add a keyboard shortcut, if wanted.

f)                      The mouse arrow will appear with a tape under the arrow. Go back to Macro and stop recording.

g)                    Click on View Macros and choose edit.

h)                    This will open Microsoft Visual Basic for Applications. Paste the macro from the Notepad document.

i)                      Save and close Visual Basic.

j)                      The following macros will appear in the list of macros; suggested shortcut keys follow

ABLcontlist              =        Ctrl + A

AllCaps                             =        Alt + A

EADContainerList     =        Ctrl + E

EADMacro                =        Alt + E

3.                  NoteTab Pro Pre Clean-up Clip

This clip should already be in NoteTab Pro. These lines state what the cleanup clip does. To find copies of clean up clips (old and new) go to EAD Set-up files:

1. Replaces type of single quotation mark (italic to plain type) (Note: Make sure the first single quotation mark is italic, if not copy from an unedited list)

3. Replaces “Y” with Administrative Restriction Information

5. Removes Administrative Restriction Information heading if “N” was entered in Restrictions field of template

7. Removes <descgrp> if all subordinate elements are empty

9. Removes empty tags if no information was entered for <descgrp>

15. Removes empty spaces within tag string

19. Removes empty accession number tags

20. Removes empty processor info tags

22. Removes empty tags within origination field

26. Inserts date regularization to allow consistent date limits for month and year tagging was completed (Note: update every year?)

39. Replaces “Y” for location with “whi” in order to add Madison location code to facilitate “limit by location” searching (all or part of collection is in Madison)

41. Inserts ARC updated language, links and correct location code (facilitates “limit by location” searching; replaces "N" for location with appropriate ARC location code)

55. Inserts joint WHS and ARC holdings language, links and both location codes (replaces "Y" for location when combined with ARC with both "whi" and appropriate ARC location code)

69. Cleans up stray hyphens, commas, dashes to account for various date combinations in <titleproper> and <unittitle>

111. Replaces part of text string for link, so that we can use OCLC number without adding it to the form

113. Removes semicolons generated by various call numbers of multi-part collections

127. Inserts attribute “in-depth” to <dsc> (description of subordinate components) tag for one-part collections

129. Inserts attribute “combined” to <dsc> tags for multi-part collections

141. Removes empty part links for multi-part collections

154. Removes line break and hard return before </arrangement> tag

156. Removes unused parts tags of contents list for multi-part collections

169. Inserts WHS logo into <repository> tag (Needed?)

171. Deletes irrelevant note for one part collections

173. Removes empty <list> tags separated by hard return

175. Replaces abbreviated months for full spelling

Also clip to fix <unitdate>'s in legacy finding aids back to unnested <unitdate>

Old clip from before September 2, 2011; revised to include new ARC language, WHS language and other updates AEB

4.                  NoteTab Pro Final Clean-up Clip

1. Removes “file” attribute from <c> levels

12. Adds label info for “Box” and “Folder”;

15. Removes empty box and folder tags

20. Inserts hard returns between tags where indicated to separate elements, and to make it easier to read/proof (because ABL strings all elements together)

31. Removes prematurely closed tags

43. Inserts missing closing tags / hierarchy between <c> levels (in all permutations)

97. Removes prematurely closed tags separated by hard returns

122. Inserts missing closing tags separated by hard returns

176. Inserts missing closing tags at end of document

Attachment is old clean-up clip before September 2, 2011; removed cleanup for nesting <unitdate> inside <unittitle> AEB

5.                  Unitdate clean-up clip

TO REVISIT [ignore for now September 1, 2015 aeb]

Unitdate clip found in Ead Set-up files

Starting in September 2011 <unitdate> inside the <unittitle> tag is no longer being done as nesting is not EAD best practice and may make it difficult to convert to EAD 3.0. The reason to have these two separate is so that other metadata programs can more easily farm this information.

Run clip in NoteTab Pro for unitdates.  This will not catch everything as there are some old practices that need cleaning up. For example:

            <c04>
              <did>
                <container label="Box" type="box">12</container>
                <container label="Folder" type="folder">4-10</container>
                <unittitle>
                  <unitdate era="ce" calendar="gregorian">1967-73</unitdate>
                </unittitle>
              </did>
            </c04>

This one did not get cleaned up because the <unittitle> and <unitdate> were on separate lines separtaed by spaces. Since it is impossible to come up with every possible combination of paragraph, tabs and spaces between these, this one will have to be fixed manually. ALSO it is ok to have a component with only a unitdate.

Fixed:

            <c04>
              <did>
                <container label="Box" type="box">12</container>
                <container label="Folder" type="folder">4-10</container>
                  <unitdate era="ce" calendar="gregorian">1967-1973</unitdate>
              </did>
            </c04>

Another more complicated example:

            <c04>
              <did>
                <container label="No." type="othertype">9</container>
                <unittitle><title render="italic" linktype="simple">News on the Hour, </title><unitdate era="ce" calendar="gregorian">1965, December 21, </unitdate>with MacNeil as anchor, and reports from Santo Domingo and London</unittitle>
              </did>
            </c04>

This one has two issues going on:

1. The unit date is embedded within the title with title information on both sides of unitdate. The information that comes after the date usually is information that belongs in <scopecontent> or <note>

2. The closing tag </unittitle> did not get placed before the <unitdate> because the tag was not preceeded by ", " (a comma and space). This issue should be taken care of in new clip, but something to be on the lookout for.

Fixed:

            <c04>
              <did>
                <unitid>1182A/9</unitid>
                <unittitle><title render="italic" linktype="simple">News on the Hour, </title></unittitle>
                <unitdate era="ce" calendar="gregorian">1965, December 21</unitdate>
              </did>
              <scopecontent><p>With MacNeil as anchor, and reports from Santo Domingo and London.</p></scopecontent>
            </c04> 

When materials continue into another container and there is a date "(continued)" can be added to the end of the date. For example:

<container type="box" label="Box">16</container>

<container type="folder" label="Folder">19</container>

<unittitle>Complaint, Partners for Public Education, </unittitle>

<unitdate>1999</unitdate>

 

<container type="box" label="Box">17</container>

<container type="folder" label="Folder">1</container>

<unittitle>Complaint, Partners for Public Education, </unittitle>

<unitdate>1999 (continued)</unitdate>

Note: Legacy finding aids, many coded by Apex, may have <unitdate era="ce" calendar="gregorian">. Do not worry about converting to just <unitdate>. Finding aids coded in Archivists' Toolkit will probably have "type" and "normal" as well.