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Encoded Archival Description (EAD)

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

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Encoded Archival Description (EAD)

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  1. Encoded Archival Description (EAD) An Institutional Perspective

  2. 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 • International support • Professional support – SAA, RLG, LoC • Institutional adoption – e.g. Online Archive of California (8000+ finding aids, more than 150 contributing institutions)

  3. Why would I do it? - Benefits • Internal benefits • consistency • interchangeability • flexibility • standards adherence • time and money savings for staff

  4. MARC RECORD EAD RECORD (TOP SECTION)

  5. Why would I do it? - Benefits • External benefits • improves access, ease of use for researchers • interchangeability • capture internal users (via Summit) • capture external users (via Google, Wikipedia) • “intelligence” in searching (with some added tech support) • meets typical user expectations today • anecdotal evidence that online inventories increase researcher traffic (virtual and real)

  6. How do I do it? - Tools • Minimal: • 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 them THIS IS ALL YOU NEED TO CREATE FINDING AIDS AND GET THEM ONLINE – REALLY!

  7. When do I do it? - Workflow • New collections • EAD record created as part of accession • MARC derived from EAD • MARC goes to catalog, EAD goes online • Existing backlog • EAD derived from MARC, or created from template • At minimum, all get collection-level record • Paper inventories scanned, added to EAD

  8. When do I do it? - Workflow • What about additions? • Unprocessed • Add note, “Unprocessed additions…” • Do not update inventory until open for research • Processed/open for research • EAD does not need to be in box-number order • Add new material in correct logical location in inventory – OR - • Add new material at end of inventory as separate series

  9. But what about… • Inconsistent 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,

  10. Make them visible • MARC records in the catalog, with 856 field links • ArchiveGrid • OAC or other consortium(s) • Wikipedia links • Site search with Google

  11. Have fun with them • Consistent data = flexible resource • Create multiple outputs • Elastic lists • ArchivesZ • ????

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

  13. Resources • EAD home page: http://www.loc.gov/ead/ • RLG’s 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

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