(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>
    <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>
    <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>
    </physdesc>

  5. Remove commas between <unittitle> and <unitdate>
    Search for ",[space]<unitdate" replace with "
    </unittitle><unitdate"
    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. 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
  8. Find and replace abbreviations especially ca., n.d., c.f., and months
  9. Dates: Fix Year month day order
  10. Save file and validate for EAD2002
  11. If collection has more than 1 part see instructions for Multipart Finding aid Imports below
  12. In Archives Space: Create -- Background Job -- Import Data
  13. Import Type: EAD
  14. Drag file or Add file
  15. Queue Job
  16. Job success OR failure
    If failure read log to see if error to EAD can be discovered
  17. 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
  18. Any accessions which do not have contents list need to have at least one item below Part
  19. Count number of containers for Additions to add to Extent expression
  20. In Finding Aid Data change Finding Aid Status to "Under Revision"
  21. In Finding Aid Data change Finding Aid Title beginning to "Finding aid to the"
  22. 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.
  23. Delete extra Language of Material note if collection is only in one language.

Multipart Finding aid Imports

  1. Each part needs to be imported separately and then merged, otherwise ASpace will create only one Box 1 (etc.) for the whole collection instead of separate Box 1s for each call number
  2. After completing steps 1-10 above do the following:
  3. Move all call numbers except first one to beginning of Abstract
  4. Add "pt#" at end of <eadid> file name for each file
  5. Add PART # in front of call number <unitid> for collection for each file
  6. Save file
  7. In L drive folder copy file and paste into folder the number of parts in finding aid
  8. Rename files with same file name with "pt#" at end of each file name
  9. Open up to 10 files in <oXygen/> to continue editing
  10. Change pt# and PART # to match file name
  11. In outline highlight a part you want to delete and keep deleting until only the one part for the file still exists
    NOTE: If there is more than one call number in a part making multiple Box 1s (etc.) then barcodes or something else will need to occur for at least one of the call #s
  12. Import into ASpace (see steps 12-16 above); more than one file can be imported at a time up to 10 at a time
  13. Merge each part in ASpace
  14. View Part 1, merge each part in numerical order into Part 1
  15. When finished verify each part is in order in the contents list
  16. Remove "pt1" in EAD ID in Finding Aid Data
  17. Remove PART 1 before Indentifier
  18. Move call numbers to Identifier from Abstract
  19. Delete duplicate (multiple) Agents
  20. Update Arrangement to include new Part link
  21. Update Immediate Source of Acquisition to include accession number
  22. Follow other instructions for import above starting with step 17