Encoded Archival Description (EAD) An Institutional Perspective

What is EAD? XML standard for finding aids for manuscript collections XML standard for finding aids for manuscript collections Complies with/uses several W3C and ISO standards – XML, XSL, ISO 639-2b, ISO , etc Complies with/uses several W3C and ISO standards – XML, XSL, ISO 639-2b, ISO , etc Originated at U.C. Berkeley, 1993; latest version released in 2002 Originated at U.C. Berkeley, 1993; latest version released in 2002 International support International support Professional support – SAA, RLG, LoC Professional support – SAA, RLG, LoC Institutional adoption – e.g. Online Archive of California (8000+ finding aids, more than 150 contributing institutions) Institutional adoption – e.g. Online Archive of California (8000+ finding aids, more than 150 contributing institutions)

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

MARC RECORD EAD RECORD (TOP SECTION)

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

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

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

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

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

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

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

Want to try it? Student assignment is here: /marac.html Student assignment is here: /marac.html /marac.html /marac.html I’m here: I’m here:

Resources EAD home page: EAD home page: RLG’s EAD activities: RLG’s EAD activities: EAD Help pages: EAD Help pages: EAD listserv: EAD listserv: