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Basic Encoded Archival Description
METRO New York Library Council Workshop
Presented by Lara NicosiaDecember 9, 2011New York, NY
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What is EAD?
Image Source: Syracuse UniversitySpecial Collections Research Center
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Timeline 1993 – University of California, Berkeley
Started with SGML, FINDAID DTD (1995)
1995 – Finding Aids Conference
1996 – “Beta” version of EAD DTD (Sep)
1998 – EAD DTD 1.0 released
2002 – EAD DTD 2002
2013 – EAD DTD revision
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What is EAD?
International standard
XML-based
Platform-neutral
Intellectual content, not presentation
Compatible with a variety of formats
Increased usability
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Alphabet Soup
Data ContentWhat to include…
Describing Archives: A Content Standard (DACS)
International Standard for Archival Description (ISAD)
FGDC-STD-001-199 (geospatial metadata)
ISO-999 (content, organization, and presentation of indexes)
Data ValuesPrescribe specific terms…
LCSH – subject headings
LCNAF – personal and corporate names
MeSH – subject headings
AAT – genres and forms
ISO-639.2 – languages
ISO-8601 – nominalized dates
How it is expressed or stored…
EAD – finding aids
EAC – persons, corporations, families
MARC – OPAC records
METS – metadata for digital library objects
MODS – bibliographic metadata
Data Structure
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Markup Language
Basic Encoded Archival Description Metro NY Library Council Lara Nicosia Rochester Institute of Technology
<title>Basic Encoded Archival Description</title>
<sponsor>Metro NY Library Council</sponsor>
<presenter>
<name>Lara Nicosia</name>
<institution>Rochester Institute of Technology</institution>
<contact>[email protected]</contact>
</presenter>
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Markup Language XML = Extensible Markup Language
Tag structure: Elements and attributes
<persname role=“creator”>
Element Attribute
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Element Structure
<persname role=“creator”>John Steinbeck</persname>
ElementStart Tag End Tag
<lb></lb> OR <lb />
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Nesting Elements
<physdesc><extent>2 linear feet</extent><physdesc>
<physdesc><extent>2 linear feet</physdesc></extent>
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Basic Rules of XML Elements must have a closing tag
<unittitle></unittitle> OR <lb />
Tags are case sensitive <persname> NOT <PersName>
Elements must be nested properly <physdesc><extent></extent></physdesc>
Attribute values must be quoted <unitdate type=“inclusive”>
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Alphabet Soup
Data ContentWhat to include…
Describing Archives: A Content Standard (DACS)
International Standard for Archival Description (ISAD)
FGDC-STD-001-199 (geospatial metadata)
ISO-999 (content, organization, and presentation of indexes)
Data ValuesPrescribe specific terms…
LCSH – subject headings
LCNAF – personal and corporate names
MeSH – subject headings
AAT – genres and forms
ISO-639.2 – languages
ISO-8601 – nominalized dates
How it is expressed or stored…
EAD – finding aids
EAC – persons, corporations, families
MARC – OPAC records
METS – metadata for digital library objects
MODS – bibliographic metadata
Data Structure
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Alphabet Soup<unitdate normal=“1910/1940”>1910-1940</unitdate>
DACS Date ISO-8601 Normalize (i.e. 1910/1940) EAD unitdate
<persname source=“lcnaf”>Smith, John</unitdate> DACS Creator LCNAF Controlled value (i.e. Smith, John) EAD persname
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Parts of an XML Document Declaration
<?xml version=“1.0” encoding=“utf-8” ?> Version of XML
Document Type Declaration <!DOCTYPE ead SYSTEM “ead.dtd”>
Constraints of the document
Root element <ead>
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Root Element - <ead>
Sole parent element of all other elements Contains all other elements
Can only be one instance per document
Must be present
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Sample Document Structure<?xml version=“1.0” encoding=“utf-8” ?>
<!DOCTYPE ead PUBLIC “+//ISBN 1-931666-00-8//DTD ead.dtd Encoded Archival Description (EAD) Version 2002//EN” “ead.dtd”>
<ead>
all other tags…
</ead>
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Parts of an EAD Document <eadheader> - Information about the
finding aid (e.g data encoded, title, etc.) <archdesc> - Information about the
collection (e.g. scope, inventory, etc.) <did> - collection-level description <dsc> - detailed inventory of the contents
(i.e. box, folder, or item-level description)
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EAD Structure• <eadheader> (finding aid)
• <archdesc> (collection)
• <controlaccess>• Access points such as
subject headings
• <dsc>• Inventorty list of collection
materials
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<eadheader> <eadid> - unique code for EAD document
(e.g. rit0001)
<filedesc> - wraps bibliographic information about finding aid
<titlestmt> - wraps information about finding aid title and author
<titleproper> - finding aid title (e.g. Guide to the Susan Bevier papers)
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<archdesc> <did> - wraps core information about materials
<head> - caption/title for the finding aid section <origination> - party responsible for creation of
collection <unittitle> - title of described materials <physdesc> - information about appearance of
described materials (e.g. 2 linear feet) <repository> - body providing intellectual access <abstract> - brief summary of described materials
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Style Sheets
Determine presentation
Enhance readability
Display/hide information
Check out some of the free style sheets available on the web!
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Inventory List Component, level 1 (c01)
Level information (did) Title of series (unittitle)
Component, level 2 (c02) Level information (did)
Title of subseries (unittitle) Component, level 3 (c03)
Level of information (did) Title of box, folder, materials(unittitle) Date of materials (unitdate) Container number (i.e. box, folder) (container)
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Inventory List<c01>
<c02>
<c03></c03>
<c03>
<c04></c04>
</c03>
</c02>
</c01>
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Getting Started
Develop a plan
Start with what you already have
Use resources that are already available
Recruit talent
Establish a workflow
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Sample Workflow
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Maintaining a Standard
Establish Best Practice Guidelines
Create a detailed manual
Develop a template Use comments to add notes and document changes
Train other staff members Professional staff, paraprofessionals, interns,
students, volunteers…