Encoded Archival Description (EAD)

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Encoded Archival Description (EAD). An Institutional Perspective. What is EAD?. XML standard for finding aids for manuscript collections Complies with/uses several W3C and ISO standards XML, XSL, ISO 639-2b, ISO 3166-1, etc Originated at U.C. Berkeley, 1993; latest version released in 2002 - PowerPoint PPT Presentation


  • Encoded Archival Description (EAD)An Institutional Perspective

  • What is EAD?XML standard for finding aids for manuscript collectionsComplies with/uses several W3C and ISO standards XML, XSL, ISO 639-2b, ISO 3166-1, etcOriginated at U.C. Berkeley, 1993; latest version released in 2002International supportProfessional support SAA, RLG, LoCInstitutional adoption e.g. Online Archive of California (8000+ finding aids, more than 150 contributing institutions)

  • Why would I do it? - BenefitsInternal benefitsconsistencyinterchangeabilityflexibilitystandards adherencetime and money savings for staff


  • Why would I do it? - BenefitsExternal benefitsimproves access, ease of use for researchersinterchangeabilitycapture internal users (via Summit)capture external users (via Google, Wikipedia)intelligence in searching (with some added tech support)meets typical user expectations todayanecdotal evidence that online inventories increase researcher traffic (virtual and real)

  • How do I do it? - ToolsMinimal:EAD template (EAD file with placeholder text)Any XML editor (oXygen, XMetaL, NoteTab++, etc.)Style sheet to format for online display (available from EAD Cookbook)Someplace on a server to put themTHIS IS ALL YOU NEED TO CREATE FINDING AIDS AND GET THEM ONLINE REALLY!

  • When do I do it? - WorkflowNew collectionsEAD record created as part of accessionMARC derived from EADMARC goes to catalog, EAD goes onlineExisting backlogEAD derived from MARC, or created from templateAt minimum, all get collection-level recordPaper inventories scanned, added to EAD

  • When do I do it? - WorkflowWhat about additions?UnprocessedAdd note, Unprocessed additionsDo not update inventory until open for researchProcessed/open for researchEAD does not need to be in box-number orderAdd new material in correct logical location in inventory OR -Add new material at end of inventory as separate series

  • But what aboutInconsistent inventories: encode correctly the output will be consistent***No inventories: do collection-level records only something is better than nothing!No time: do collection-level records only something is better than nothing!No tech support: go with the simple it can be done,

  • Make them visibleMARC records in the catalog, with 856 field linksArchiveGridOAC or other consortium(s)Wikipedia linksSite search with Google

  • Have fun with themConsistent data = flexible resourceCreate multiple outputsElastic listsArchivesZ????

  • Want to try it?Student assignment is here: http://library.syr.edu/digital/guides/marac/marac.html Im here: mrrothen@syr.edu

  • ResourcesEAD home page: http://www.loc.gov/ead/ RLGs EAD activities: http://www.rlg.org/en/page.php?Page_ID=411 EAD Help pages: http://www.archivists.org/saagroups/ead/ EAD listserv: http://www.loc.gov/ead/eadlist.html

    **(Do we need this, or can I assume they all know what EAD is?)*Consis includes quality checking, DACS, Interch database, for example, w/very little reworking; back and forth from Marc (SHOW NEXT PAGE, mention how we can do either thus doing the work only once, therefore also saves time and money; crosswalks (maps for conversion) exist for EAD to DACS, MARC, ISAD(G)Flex ability to extract specific information such as donor names, collection sizes, etc; ability to produce multiple versions from a single source file; ability to show/hide data SHOW PRINT AND ONLINE VERSIONS AS EXAMPLE, also elastic lists, other things you can do with the dataTime/$ - send URL rather than photocopying a finding aid; faster in answering questions; can do marc portion once and get both records*Mapping of EAD to MARC*Interch. archivegrid, OACCapture SHOW link in summit record for yatesMention that while the end user doesnt care about, and many of these features dont require, EAD, EAD does make it easier on the back end and (most important) enables context-sensitive searching!!Review anecdotal feedback from emailsDoesnt have to be fancy or huge. Most important: start with a good, correct, solid template that matches best practices. The RLG report card tool is quite useful. Show ours (need to put it online) and talk about my students.*(Need to get better screen caps or prep actual files for demo)Students do it with nothing but notepad, the online W3C validation tool, and our style sheet. And they get it right(Put some of the student work online to show during MARAC)Assignment is here http://library.syr.edu/digital/guides/marac/marac.html ***See Allbritten, e.g. http://library.syr.edu/digital/guides/a/allbritten_d.htm Mention enforcement of consistent terms (or lack thereof!)Mention availability of resources EAD list, etc.**Mention how we get our EAD finding aids to the public Summit links, local search interface, ArchiveGrid, Google, and other search engines Show summit with link (Langner http://library.syr.edu/digital/guides/l/langner_w.htm)Show local search interface http://library.syr.edu/find/scrc/collections/manuscript/advanced.php Show archivegrid http://archivegrid.orgMention Dublin Core widely used to describe digital materials thus the top section of EAD maps to DCMention other ways institutions are getting their EAD out (ContentDM, DLXS, etc)

    Show elastic lists, http://library.syr.edu/digital/guides/ElasticLists-EAD/binv3/index.html *


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