! 1 JS 18/03/2013

Information**

• The!EAD!Editor!page!is!split!into!two.!!!• Left7hand!side:!Options.!!

– Things!you!can!do!to!the!description!you’re!creating.!– e.g.!File,!Preview,!Export!!

• Right7hand!side:!EAD*Editor*fields.!!– for!you!to!fill!in!with!your!cataloguing!descriptions.!

!• Some!fields!are!outlined!in!red.!These!are!mandatory!Hub!fields.!!• Fields!map!to!ISAD!(G)!elements.!(and!are!numbered!as!such)!!• Each!field!has!a!question!mark!icon!beside!it!mark.!Click!on!question!mark!and!help!for!

that!field!will!open!in!a!new!window!or!tab.!!

EAD$Editor!Introduction:"creating(a(basic(record* This document covers the core fields and some other fields but it does not cover all the fields available to you. It numbers the steps, but you can fill the fields in in whichever order you choose, except that you need a reference and title in order to save the description. !Step*1**Go!to:!http://editor.archiveshub.ac.uk/edit/!!Log!in:!

• Username:! institution*username!or!train#*• Password:!! institution*password!or!train#*

!Step*2* Click!on*Create*File!!

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!!!We!have!made!text!for!a!sample!description!available!for!you!to!use!if!you!wish!to.!You!can!copy!and!paste!this!text!into!the!Editor.!!For!the!text!go!to:!http://archiveshub.ac.uk/workshops/*Click!on!link!to!Stanley*Kubrick*Archive.!*If!you!prefer!to!use!one!of!your!own!descriptions,!please!do!so.!**!EAD*editor*screen*!When!you!look!at!the!screen!you!will!see!that!EAD!Editor!fields!have!been!mapped!to!ISAD!(G)!elements.!ISAD!(G)!section!references!are!provided.!!!3.1:*Identity*Statement*Area**Information!to!uniquely!identify!the!description.!!!Step*3* **3.1.1:*Reference*Code*Enter!your!reference!code!into!the!EAD!Editor!!*This!will!comprise!of:!!!

• ISO!Country!Code!7!GB!• Archon!Code!7!http://www.nationalarchives.gov.uk/archon/!!• Unique!local!identifier!for!this!record!or!component!

!e.g.!!!The!‘Stanley*Kubrick*Archive’ has!the!reference!code!GB*3184*SK.!GB!is!added!for!you.!!!Important!**You!need!to!enter!a!unique*local*reference,!so!if!you!are!using!the!Kubrick!Archive!text,!please!use!your!own!repository!code!instead!of!‘3184’.!!!

*!!

!We!use!the!reference!to!create!a!link!to!the!ARCHON!directory!for!repository!contact!details.!!!!!!!!

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Persistent*Unique*Identifier*

At!the!top!of!the!screen!is!a!field!for!a!Persistent*Unique*Identifier.!This!enables!us!to!provide!a!persistent!Web!identifier!(URL!or!URI)!for!the!description.!This!identifier!is!essential!to!aid!discovery!over!the!Web.!It!can!also!be!bookmarked!and!cited.!!!It!is!created!automatically!from!the!reference!code!when!you!save!your!document.!

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!Important!**You!can!change!the!reference!code!but!the*persistent*identifier*cannot*be*changed!once!you!have!saved!the!file.!!You!also!have!the!ability!to!include!more!than!one!reference.!This!is!for!when!you!want!to!include!a!former!reference,!or!change!the!current!reference.!!!Step*4! 3.1.2:*Title*!Enter!the!title!of!your!description!!

• Make!the!title!as!useful!as!you!can.!Try!to!include!the!key!information!about!the!collection.!!!!

• Does!the!title!make!sense!within!the!context!of!an!online!description?!!!

o What!will!users!see!when!they!retrieve!results?!o Try!to!avoid!things!like!“Poems”!or!“Account!Books”!or!“Miscellaneous!Papers”!

as!these!are!too!general!o Avoid!very!long!titles!o Avoid!using!all!upper!case!!

!• You!do!not!need!to!add!dates!to!titles.!They!should!go!into!a!separate!field.!(see!

below)!!For!this!description!enter*Stanley*Kubrick*Archive*or!your!own!title.**

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!Tip:!It!is!a!good!idea!to!save!from!time!to!time!as!you!go!along!and!this!is!possible!once!you!have!entered!the!reference!code!and!a!title.!(‘Save’!is!on!the!left!hand!side)!!!Step*5* 3.1.3:*Dates*of*Creation*!Enter!the!date!of!the!materials!you!are!describing!here.!!

!• Try!to!avoid!using!'no!date'!but!give!an!approximation!(see!NCA!Rules)!!

!• Avoid!Roman!numerals!

!• This!date!is!displayed!in!the!Hub!record!(human7readable)!

!e.g.!!!1932U1984,**19th*Century,*early*20th*century,*21*January*1786** !Step*6* 3.1.3:*Normalised*Date*!Enter!date!in!the!format!YYYY!or!YYYY/YYYY.!If!you!wish!you!can!also!add!the!month!and!day!using!the!format!YYYYMMDD!!

• Date!should!be!compliant!with!ISO!8601!!

• This!date!is!used!by!the!Hub!system!to!provide!the!date!search,!it!is!not!displayed.!!!e.g.!!*

• 1970!=!circa!1970!• 1984/9999!=!ongoing!• 1800/1899!=!19th!Century!• 18760121!=!21st!January!1876!

!Step*7*3.1.4:*Level*of*Description**Select!level!of!description!from!the!drop7down!menu.!It!is!mandatory!to!provide!this!information.!!!• Controlled!terms!are:!Fonds,!collection,!class,!series,!subfonds,!subseries,!file,!item.!!!

!Otherlevel!can!be!used,!but!you!would!have!to!enter!the!value!outside!of!the!EAD!Editor.!!

!Step*8* 3.1.5:*Extent*of*Unit*of*Description*!Enter!information!here!about!the!volume!of!the!materials!being!described.!!We!recommend!a!consistent!approach.!You!may!like!to!use!boxes,!but!you!can!also!use!a!measurement!such!as!cubic!metres.!!

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!e.g.!!!

• 15.5*cubic*metres*• 6*boxes*• 10*boxes*(3*cubic*metres)*

!Step*9* Repository*Name**Enter!your!repository!name!here.!!

!Make!sure!you!are!consistent!with!this!name!throughout!your!cataloguing.!*3.2:*Context*Area**Step*10**3.2.1:*Name*of*Creator*!Enter!Name!of!Creator!here.!This!is!the!individual!or!organisation!responsible!for!the!creation/accumulation!of!the!collection.!Add!this!in!the!form!you!wish!end7users!to!see!the!name!(i.e.!not!inverted).!!Dates!help!to!identify!individuals.!!

!• Stanley*Kubrick,*1928U1999*• Florence!Elizabeth!Lockwood,!b!1861!• National!Women’s!Register!• Co7operative!Movement!• Lloyds!Bank!

!Tip:!Once!you!have!saved!you!can!preview!the!EAD!(with!tags)!and!preview!the!Online!display.!Use!the!browser’s!‘back’!button!to!return!to!the!editing!interface.!!!You!can!add!more!than!one!name!in!this!field!simply!by!using!the!‘plus’!symbol!to!generate!an!additional!input!box.!Please!don’t!put!more!than!one!name!within!one!box.!!*Step*11**3.2.2:*Administrative/Biographical*History**Many!of!the!fields!you!see!in!the!Editor!have!paragraph!tags!included.!These!are!the!<p></p>**tags,!to!instruct!the!browser!to!open!and!close!a!paragrah.!!!Enter!your!text!in!between!the!opening!and!closing!paragraph!tags.!!<p>!Text!</p>!

!• Administrative!and!Biographical!History!should!be!a!description!of!the!context!in!

which!the!materials!being!described!were!created.!!

• Avoid!!jargon!or!unnecessary!abbreviations.*!If!you!want!to!add!more!paragraphs!you!need!to!use!additional!paragraph!tags.!!!You!can!use!other!tags!to!mark!up!your!text!with!things!like!bold,!italics,!lists!and!titles.!These!options!are!available!on!the!right7click!of!your!mouse.!(See!lists!of!drop7down!menus!below).!

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!Tip:!Because!you!need!to!add!tags!for!some!markup,!the!Editor!checks!to!ensure!you!have!created!the!tags!correctly.!If!the!EAD!is!invalid,!the!free!text!box!will!turn!red!until!it!is!corrected.!!!!Using*the*RightUClick*Menu*!!!!!!!!!!!!!!!!!!!!!!!!!Step*12**3.3.1:*Scope*and*content** * ! ! ! !Enter!the!Scope!and!content!text!in!between!the!opening!and!closing!paragraph!tags.!(<p></p>)!*

*You!can!use!the!right!click!menu!to!get!a!bulleted!list.!!This!is!useful!if!you!want!to!provide!a!summary!of!the!content.!If!you!select!list,!this!provides!you!with!the!following!EAD:!!<list><item></item></list>*!You!can!then!start!to!enter!your!text.!You!need!to!add!each!item!within!<item></item>!tags!and!the!whole!list!goes!within!a!<list></list>!set!of!tags.!!!NB!Remember!to!add!your!list!tags!between!your!<p></p>!tags.!!!e.g.!!for!the!Stanley!Kubrick!Archive!<p>This!collection!contains:**<list>*

links*options!

titles!options!

list*options!

Keyboard*on/off!A!pop!–up!menu!of!special!characters!appears!e.g.!!ç,*é,*ï*

If!you!right!click!in!the!free!text!box,!you!will!see!a!pop!up!menu.!Select!paragraph!and!<p></p>!will!appear.!Enter!required!text!between!tags.!Further!options!shown!below.!!

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<item>production paperwork [including pre and post production]*</item> <item>props</item>*<item>costumes</item> <item>publicity materials, both finished posters etc and drafts</item>*<item></list>*</p>**

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*You!can!add!further!<item>!tags!by!right!clicking!and!choosing!item!from!the!menu!which!appears.!You!can!then!enter!your!text!within!the!tags.!!Here!is!another!example!on!the!EAD!Editor:!!!

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!The!markup!for!this!example:!!!<p>This!collection!contains:!!<list>*<item>correspondance!files</item>*<item>newspaper!cuttings</item>*<item>videotapes!of!interviews</item>*</list>*</p>*!If!you!click!on!OnUline*version!your!description!will!look!like!this:!!

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*3.4:*Conditions*of*Access*and*Use*Area**Step*17**3.4.1:*Conditions*Governing*Access**Enter!access!conditions!text!between!the!opening!and!closing!paragraph!tags.!

!• This!is!a!mandatory!field.!If!the!collection!is!open!you!could!put!‘Open!for!consultation’!• Add!any!information!that!affects!the!availability!of!the!materials!being!described!• May!indicate!if!appointments!are!necessary!• May!indicate!if!any!restrictions!are!being!imposed,!(by!the!donor,!legal!statute,!

repository!etc.)!!e.g.!!*

• You*need*to*make*an*appointment*to*see*this*collection.*Please*contact*us*for*further*information.!(you!can!include!a!link!to!your!contact!details)!

• Open*for*consulatation.!!!You!can!include!a!link!to!an!email!address.!To!do!this,!right!click!within!the!free!text!box.!Choose!links!then!email.!!This!gives!you!the!following!EAD:!<extref*href="mailto:*"></extref>**NB*Remember!to!include!the!email!address!in!the!“mailto:!“!section!!Text!box!version!!

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!On7line!version!

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!However,!remember!that!you!will!need!to!ensure!you!update!the!email!link!if!your!email!address!changes.!So!you!may!prefer!to!link!to!your!contact!details!page,!or!your!ARCHON!page,!as!this!is!less!likely!to!change.!Do!this!using!a!standard!Web!link:!!Right7click!and!select!links*>*www.!!This!will!enter:!<extref*href="*"></extref>!into!your!form.!Add!the!web!address!and!the!text!that!you!want!the!user!to!see:!!<extref*href="http://www.nationalarchives.gov.uk/archon/searches/locresult_details.asp?LR=3184">Contact*details</extref>*!Step*18**3.4.3:*Language*of*Material**You!will!see!2!boxes:!!

!• 3!letter!ISO!code!• Language.!!

!There!is!also!a!link!to!the!page!listing!all!ISO!Codes!for!languages.!!

!Enter!(for!example)!eng*English**

!Click!on!Add*to*record.!If!you!have!entered!a!language!incorrectly,!use!x!to!remove.!You!may!add!multiple!languages,!using!an!entry!box!for!each!one.!Use!the!reset!button!to!clear!the!data.!*Step*19**3.4.5:*Finding*Aids**It!is!useful!to!provide!further!information!about!detailed!finding!aids,!if!you!have!these!available.!You!may!just!want!to!indicate!that!there!is!a!detailed!catalogue!available!in!the!reading!room,!but!if!the!catalogue!is!digital!it!is!a!good!idea!to!provide!a!link!here.!*e.g.**<p>Please*see*our*<extref*href="http://detailedUcatalogueUURL">*</extref>*detailed*catalogue*of*X*collection*for*more*information.*</p>**Step*20**Access*Points***We!recommend!that!you!add!at!least!one!access!point,!for!Name*of*Creator.!Access!points!help!enormously!with!making!your!description!easier!to!find,!e.g.!a!researcher!may!search!by!subject!or!by!name!and!they!won’t!find!your!description!unless!you!have!subjects!and!names!in!the!index!area.!!!

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• Search!NRA!to!find!the!correct!form!of!the!name!you!are!looking!for!or!use!NCA!Rules!to!create!the!name!!

• Enter!the!Surname!into!the!field!given.!!!

• Remember!to!add!source!(in!lower!case)**

• If!Rules!are!chosen,!the!Source!box!disappears.!(This!is!because!you!have!chosen!either!AACR2!or!NCA!Rules!as!opposed!to!specifying!a!Source!of!nra!or!lcsh.)!!

!• To!add!more!fields,!choose!a!field!name!from!the!drop!down!menu!and!then!click!on!

Add*Selected*Field.!!(NB!use!lower!case!when!entering!Epithet)!!

• You!can!click!on!Reset!to!start!again!if!you!haven’t!added!your!access!point!to!the!record.!!

!• Click!on!Add*to*record!

!Once!you!have!clicked!on!Add*to*record!then!your!access!point!will!look!like!this:!!

!• You!can!click!on!

the!name!to!edit.!!!

• Or!you!can!click!on!x!to!remove!completely.!!!!

*You*can*find*more*information*about*adding*index*terms*(otherwise*known*as*controlled*access*points)*on*our*website:*http://archiveshub.ac.uk/help/subject/*http://archiveshub.ac.uk/help/persname/*http://archiveshub.ac.uk/help/corpname/*http://archiveshub.ac.uk/help/geogname/*** *

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Step*21*Embedding*an*image*into*your*record*

Single!images!can!be!embedded!into!the!Hub!display!either!at!collection7level!or!lower7level!(e.g.!item!level)!

• The!format!of!the!image!file!should!be!jpg,!gif!or!png.!• Large!images!should!not!be!embedded.!Images!over!about!180!pixels!will!require!a!

scroll!bar.!Contributors!can!link!to!larger!images!so!that!they!open!in!a!separate!location.!

Scroll!down!to!the!Digital!Objects!section.!

You!have!4!options!here.!You!can:!

• Link!to!a!file!(e.g.!link!to!a!PDF!or!Word!document)!• Display!image!(display!a!small!image!within!the!description)!• Display!thumbnail!link!to!file!(display!a!small!image!within!the!description!and!link!this!

to!a!large!image!or!other!file)!• Link!to!multiple!files!(link!to!a!group!of!files!representing!the!same!item,!such!as!the!

audio!transcription!(mp3)!of!a!text!file!(PDF).!!

!

!

!

!

Here!is!an!example!to!get!you!going:!!

• Select!Display*image!• Click!on*Create!

• URI!Enter:!http://www.archiveshub.ac.uk/images/content/general7introducing7sm.jpg!• Enter!description:!Archives!Hub!logo!• Save!record!

!• Look!at!the!on7line!version!• Look!at!the!XML!view!!!

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Step*22**Saving*and*submitting*your*record***The!left7hand!side!of!the!EAD!editor!pages!includes!all!of!your!options!for!saving!and!submitting!records.!!

!File!Save:!simply!saves!the!files!within!your!store!so!you!can!come!back!to!it!later!File!Delete:!deletes!the!file!–!you!will!be!prompted!as!you!cannot!recover!the!file!once!it!is!deleted!Preview!EAD:!see!the!description!with!the!EAD!tags!Preveiw!Online:!Get!an!idea!of!how!the!description!will!look!online!(this!is!not*accurate,!and!is!only!intended!to!give!you!a!sense!of!the!online!view).!!Export!Save!to!Disk:!save!a!copy!to!your!machine!(maybe!as!a!back7up)!Export!Email:!Send!the!description!in!an!email!Sent!to!Hub!Team:!This!means!you!are!sending!the!description!to!us,!to!make!it!live!on!the!Hub.!You!can!give!us!information!or!instructions!with!the!file,!e.g.!‘please!can!you!check!this!description!for!me’,!or!‘please!can!you!check!the!access!points!as!I’m!not!sure!I’ve!done!them!correctly’.!You!can!also!ask!us!to!replace!an!older!version!of!the!same!description.!!**************

Save!current!changes!to!draft!file!store!

Preview!the!EAD!XML!for!this!record!(opens!in!a!new!window/!tab.!! Email!this!

record!as!an!attachment!

Delete!this!record!from!the!editing!data!store!

Preview!the!on7line!version!of!this!record!

Save!a!copy!of!the!file!to!your!computer.!!

Email!this!record!to!the!Hub!team!