1. EAD Finding Aids in Primo
How to harvest EAD finding aids into Primo and make them searchable
Shelley Neville, Beck Locey

2. Who are we? Library, archives and museum Closed stack library
Catalog has only been available on the web for fouryears
Ex Libris products used: Aleph, Primo, Rosetta
Home grown product: EAD Tool

3. Who are we continued 480,000 bib records 774,000 item records
7,344 Finding Aids with 941,303 components

4. Finding Aids, Old School

6. Finding Aids Phase 2

7. Overview comes directly from the Aleph record which is the master.

8. Aleph Record
Aleph record

9. Overview in the EAD – each level of components is ingested and indexed

10. 3rd level of EAD

11. Final level – this EAD is a bit unusual as it goes down multiple levels. Most have 2.

13. Media viewer

14. Component Level Searching
Display of component info – when you click browse collection it takes you to…

15. Place in EAD where that info is found

16. Request at Component

17. How much data is enough?
Here’s another collection. Big decision is how much to catalog at the component level for search and discovery

18. Great Overall Description

19. Not so much at component level
This collection does not have a lot of info at the component level so users have to search through the entire “folder” to see if what they are looking for is contained in the folder

20. Only catalog to the folder level

21. Aleph, Primo, Rosetta, EAD Tool
Lessons Learned
Aleph, Primo, Rosetta, EAD Tool

22. Digital Pipeline Overview
Collection digitized
Rosetta
EAD Tool
(Encoded Archival Description)
Church
History
Library
Aleph
(Master Record)
Primo
555
559
Cataloged at collection level
Patron requests digitization
In the case of FHD books we go directly from Rosetta to Primo. In the case of non-EAD records, metadata goes directly to Aleph.

23. Lessons Learned Manage EAD finding aids in a separate tool.
We built our own EAD Tool.
We use a 555 tag in the BIB record to point to the finding aid.
Having a finding aid doesn’t mean you have digital assets.
Need a separate mechanism to identify BIB records with digital assets.
Browse collection, many assume we have digital objects.

24. Lessons Learned, cont.
But we don’t have resources to create a finding aid for every collection…
Multiple 856 tags in a BIB record for each digital asset (component) is very cumbersome to manage.
Partially digitized collections are a nightmare.
We created a 559 tag to point to digital assets that don’t have a finding aid.

25. Lessons Learned, cont.
We don’t harvest EAD XML – Primo can’t ingest it properly (and it’s too complex).
We created simplified EAD component records and published them to Primo (in blocks of 1,000).

26. Lessons, Learned, cont.
We harvest both BIB records and EAD component records into Primo.
We promote collection (BIB) records ahead of component (EAD) records.
We distinguish component records with a “Found In” label.
Boosting

27. Lessons Learned, cont. Access restrictions
Rosetta enforces access restrictions.
Public doesn’t see restricted finding aids or digital assets.
Public can access everything they can find.
Managed at component level (not collection level).

28. Lessons Learned, cont.
We added top-level facets to include / exclude finding aids.
We added Box / Folder information.
We added regular facets for Box and Folder.
We are archivists and “Box 4” is a valid search for us.
Patrons go online before they come in and find something in a FA and component and write down the call number, box and folder.

29. Lessons Learned, cont.
We added tabs for “Published Materials” and “Archival Materials” to distinguish between Library and Archives. Default is “Entire Catalog”

30. Lessons Learned, cont.
Aleph BIB # provides the linkage between systems.
Call # provides reference, but is problematic as an identifier.
We have question marks (?), percent signs (%) and pound signs (#) in our call numbers.
Timing matters.
Pull from Rosetta, update EAD Tool, send to Aleph, publish to Primo, run Primo pipes, index / hot swap.

31. Questions Beck Locey +1-801-240-1170 beck.locey@ldschurch.org
Shelley Neville