Where there’s a will, there’s a way.... Using MarcEdit to Migrate Metadata from the Library Catalog to ArchivesSpace As I went through my workflow for this project, I was continually reminded of a scene in Care bears Adventures in Wonderland (sidenote: fully available on youtube). I’m really excited to share my project with you today, and hopefully show that sometimes, perseverance pays off!

Background Special Collections stats About 400 collections. Currently using Archon! Relief! But….Instance has been heavily customized, including mapping to correct fields are broken. Which meant, no “press a button and migrate!” option available. Only used for finding aid publication – no other modules include data Most data in the right spots, except the container listings, which were in an arrangement note in an HTML table.

Happyface! Sadface. Oh wait – there’s an Export EAD Button! And the exported EAD stops at line 8. So…now what? Sadface.

So now what? So…I had all the data I could import except the accession date in the catalog record! Most -but not all- collections have been cataloged in our OPAC Catalog records include all of the descriptive information, except accession date. This includes authorized subject headings and names Since container listings are in straight HTML tables, they aren’t really importable without cleanup anyway

The basics Convert MARCXML to EAD in MarcEdit Extract MARCXML from Catalog Convert MARCXML to EAD in MarcEdit Add container listings to EAD record Import EAD into ArchivesSpace

Converting MARC to EAD in MarcEdit Ah-ha! There’s a MARC to EAD conversion tool in MarcEdit already! Unfortunately, when you read the documentation, it’s an example from Oregon State and needs to be customized. Stylesheet to convert is in XSLT. Just attended some XML/XSLT training so we’ll see what I can do.

Add container listings in EAD <c02 level="file"> <did> <container type="Box" label="Mixed Materials">1</container> <container type="Folder">1</container> <unittitle>South Africa Basic Facts, Extras copies, 1977-1978</unittitle> </did> </c02> <c02 level="file"> <did> <container type="Box" label="Mixed Materials">1</container> <container type="Folder">2</container> <unittitle>Boycott and Divestiture Histories, c.1978</unittitle> </did> </c02> <c02 level="file"> <did> <container type="Box" label="Mixed Materials">1</container> <container type="Folder">3</container> <unittitle>Boycott and Divestiture Histories, Extra copies, c. 1978</unittitle> </did> </c02> <c02 level="file"> <did> <container type="Box" label="Mixed Materials">«Box»</container> <container type="Folder">«Folder»</container> <unittitle>«Description»</unittitle> </did> </c02> How to get straight HTML tables to EAD in the quickest way possible? Word Macros! Depending on how complicated the series structure is, this can take some editing work. For collections with no series super simple or just 1 level of series not very difficult….the subseries, sub-sub-series, etc. is where this gets tricky. At my ARL training session, the presenters said there might be a way to insert the container listing file into the description file in batch, so we’ll see! If not, it’s about 200 or so records that will need to merge together.

Add into ArchivesSpace ArchivesSpace allows for batch importing, so once I insert all the container listings, the process should go smoothly. For now, I’m creating the container listings to add into the EAD records when they’re ready. For collections with no inventory, will import straight MARCxml.

Questions/Comments? Nicole Smeltekop nicole@msu.edu As I went through my workflow for this project, I was continually reminded of a scene in Care bears Adventures in Wonderland (sidenote: fully available on youtube). I’m really excited to share my project with you today, and hopefully show that sometimes, perseverance pays off!