Instructions for filling in EAD templates

Introduction

I have tried to design the EAD template generator to be as intuitive to use as possible. Nevertheless there are three points concerning the generator which even the casual user should know. The first is that the generator is not intended to produce a complete finding aid instance. The glaring lack of a container list button is evidence of this. Rather it is intended to produce the base of an EAD-encoded finding aid, a foundation upon which you can build a complete finding aid instance. The base instance it generates is much more complete than one a you would find when opening a template in an SGML editor, to be sure. It will put the title of the archival collection where it belongs, the unitdate, the name of the encoder as well as the processor and finding aid author. It will insert scope and content notes and biographies into the finding aid with all of the paragraphs correctly surrounded by <p> tags. It will even take a chronological biography and split it into <date> <event> pairs for you, all neatly wrapped in a <chronlist> element. In short it gives you a very good head start when creating an EAD-encoded finding aid.

But the process won't stop there. After you save the generated instance to your harddrive, you must still open the file in your favorite SGML editor, validate it--the template generator is not a validating SGML application!--and complete the finding aid by creating a container list. You may also need to add hypertext links, enrich your markup by adding <persname>, <corpname>, or <subject> tags if this is the policy in your institution, or add additional sections to your finding aid not provided by the template generator.

The second important fact to keep in mind is that the generator is really only intended for retrospective conversion of existing finding aids. You could attempt to author an original finding aid using the generator I suppose, or use the generator to teach yourself more about EAD, but you would quickly be stymied by the lack of any standard text editing features (try to insert a tab character into one of the editing windows, for example), the inability to save a document in progress so you can return to it later, and most importantly, the fact that the EAD generator is not a validating SGML application. Given the input it expects, the program will generate a valid EAD instance. But what the program considers reasonable input may not be the same as what you consider to be reasonable. For that reason, read the instructions that follow carefully. They will detail what each section of the generator does, the input it expects, and anything snazzy it may do to the output for you. And above all, validate the output in your own SGML editor. Validate, validate, validate!

Lastly, keep in mind that the EAD template generator is customizable to a very high degree. You will see custom versions of the generator that differ from the model you'll see presented in the instructions below. Since individual users and institutions can create and submit their own versions of the generator, you will not know what a particular version may do to your output. Use at your own risk! The best thing to do is to ask for your own version of the generator, or better yet, submit a version yourself! The generator is customized through a configuration file (click here to see what one looks like) that controls the appearance of the input forms, the number of controls on the form and what each control does. The configuration file also contains the text of the EAD template in use at your institution. You can create a configuration file for individual repositories, collection area emphases, even individual encoders. So if the templates provided here don't meet your needs, they can almost certainly be customized until they do.

Alvin Pollock
Finding Aid Conversion Specialist
Electronic Text Unit
UC Berkeley Library
apollock@library.berkeley.edu



Instructions

The template is divided into two main sections. The first section you see when your web browser opens a template is the control panel. The control panel is a collection of very small text input forms, controls and buttons. Clicking on one of the small buttons in the "Insert section" part of the control panel will take you to the second main section of the EAD template generator, the text input windows (there will most likely be more than one of these).

The control panel

A text input window



The control panel

The control panel is divided into 5 sections: the first set of “radio buttons”, the text input fields, a second set of radio buttons, a set of insert section buttons, and the submit and reset buttons.



Finding aid type. You may select either “Register” or “Inventory”. The words “Register of the ” or “Inventory of the ” will appear before the collection title in both the eadheader and on the title page, but not in the unittitle within the finding aid's did element. You may add other finding aid types, such as Guides, to your own versions of the template generator.

The finding aid type will be inserted here:
<eadheader>
    .
    .
   <titleproper>Register of the Arthur Arlett papers, 1912-1942</titleproper>
    .
    .
</eadheader>

And here:
<frontmatter><titlepage>
    .
    .
   <titleproper>Register of the Arthur Arlett papers, 1912-1942</titleproper>
    .
    .
</titlepage></frontmatter>

But not here:
<eadheader>
   <eadid type="SGML catalog">PUBLIC "-//University of California,
   Berkeley::Bancroft Library//TEXT
   (US::CU-BANC::BANC MSS C-B 408::Arthur Arlett papers, 1912-1942)//EN"
   "filename.sgm"
   </eadid>
Or here:
<did>
      .
      .
   <unittitle label="Title">Arthur Arlett papers,
   <unitdate>1912-1942</unitdate></unittitle>
      .
      .
</did>



Title of the collection. This is the title of the archival collection. Do not include here the terms “Register” or “Inventory”. These pertain to the title of the finding aid and not to the archival collection. Also do not include the unit dates for the collection. These will be included in the title via the unit date input form (see next). The name of the collector will most often appear as part of the title as well, e.g., enter “Arthur Arlett papers” and not simply “Papers”. The collection title appears in the unittitle of the finding aid's did element exactly as input here as well as within the preferred form of citation note. It also appears after the appropriate term for the finding aid type in both the eadheader and on the title page.

The unit title will be inserted here:
<eadheader>
    .
    .
   <titleproper>Register of the Arthur Arlett papers, 1912-1921</titleproper>
    .
    .
</eadheader>

And here:
<frontmatter><titlepage>
    .
    .
   <titleproper>Register of the Arthur Arlett papers, 1912-1921</titleproper>
    .
    .
</titlepage></frontmatter>

And here:
<eadheader>
   <eadid type="SGML catalog">PUBLIC "-//University of California,
   Berkeley::Bancroft Library//TEXT
   (US::CU-BANC::BANC MSS C-B 408::Arthur Arlett papers, 1912-1921)//EN"
   "filename.sgm"
   </eadid>
And here:
<did>
      .
      .
   <unittitle label="Title">Arthur Arlett papers,
   <unitdate>1912-1921</unitdate></unittitle>
      .
      .
</did>
And here:
<admininfo>
      .
      .
   <prefercite>
      <head>Preferred Citation</head>
      <p>[Identification of item] Arthur Arlett papers, BANC MSS C-B 408,
      The Bancroft Library, University of California, Berkeley</p>
   </prefercite>
      .
      .
</admininfo>



Unit date. Enter here the unit dates for the archival collection. The unitdate is added to the collection title everywhere throughout the finding aid except within the preferred citation. It will also be inserted within the unitdate element of the finding aid's did element.

The unit date will be inserted here:
<eadheader>
    .
    .
   <titleproper>Register of the Arthur Arlett papers, 1912-1921</titleproper>
    .
    .
</eadheader>

And here:
<frontmatter><titlepage>
    .
    .
   <titleproper>Register of the Arthur Arlett papers, 1912-1921</titleproper>
    .
    .
</titlepage></frontmatter>

And here:
<eadheader>
   <eadid type="SGML catalog">PUBLIC "-//University of California,
   Berkeley::Bancroft Library//TEXT
   (US::CU-BANC::BANC MSS C-B 408::Arthur Arlett papers, 1912-1921)//EN"
   "filename.sgm"
   </eadid>
And here:
<did>
      .
      .
   <unittitle label="Title">Arthur Arlett papers,
   <unitdate>1912-1921</unitdate></unittitle>
      .
      .
</did>
But Not here:
<admininfo>
      .
      .
   <prefercite>
      <head>Preferred Citation</head>
      <p>[Identification of item] Arthur Arlett papers, BANC MSS C-B 408,
      The Bancroft Library, University of California, Berkeley</p>
   </prefercite>
      .
      .
</admininfo>



Origination. Enter here the originator of the collection in catalog entry form, i.e. last name, first. This will appear only within the origination element of the finding aid's did.

The origination will be inserted here:
<did>
      .
      .
   <origination label="Origination">
      <persname>Arlett, Arthur M.</persname>
   </origination>
      .
      .
</did>



Call number. Enter here the identifying number for the collection. This will be added to the did as well as to the title page. It may also be used in the construction of the eadid within the eadheader.

The call number will be inserted here:
<eadheader>
   <eadid type="SGML catalog">PUBLIC "-//University of California,
   Berkeley::Bancroft Library//TEXT
   (US::CU-BANC::BANC MSS C-B 408::Arthur Arlett papers, 1912-1921)//EN"
   "filename.sgm"
   </eadid>
And here:
<frontmatter><titlepage>
    .
    .
   <num>Collection number: BANC MSS C-B 408</num>
    .
    .
</titlepage></frontmatter>
And here:
<admininfo>
      .
      .
   <prefercite>
      <head>Preferred Citation</head>
      <p>[Identification of item] Arthur Arlett papers, BANC MSS C-B 408,
      The Bancroft Library, University of California, Berkeley</p>
   </prefercite>
      .
      .
</admininfo>



Collection processor or processors. Enter here the name or names of those responsible for processing the collection in exactly the form you wish it to appear on the title page of the finding aid.

The processor will be inserted here:
<eadheader>
     .
     .
   <author>
      Processed by The Bancroft Library staff; machine-readable finding
      aid created by Xiuzhi Zhou
   </author>
     .
     .
</eadheader>
And here:
<frontmatter><titlepage>
    .
    .
   <defitem>
      <label>Processed by:</label>
      <item>The Bancroft Library staff</item>
   </defitem>
    .
    .
</titlepage></frontmatter>



Date completed. This is the date the original finding aid was completed, not the encoding date for the EAD version. This appears on the title page as well as in the eadheader.

The date completed will be inserted here:
<eadheader>
     .
     .
   <creation>Machine-readable finding aid derived from OCR.
   Date of source: <date>ca. 1965.</date></creation>
     .
     .
</eadheader>
And here:
<frontmatter><titlepage>
    .
    .
   <defitem>
      <label>Date completed:</label>
      <item>ca. 1965</item>
   </defitem>
    .
    .
</titlepage></frontmatter>



Encoder. Enter here the name of the encoder of the EAD version of the finding aid.

The encoder will be inserted here:
<eadheader>
     .
     .
   <author>
      Processed by The Bancroft Library staff; machine-readable finding
      aid created by Xiuzhi Zhou
   </author>
     .
     .
</eadheader>
And here:
<frontmatter><titlepage>
    .
    .
   <defitem>
      <label>Encoded by:</label>
      <item>Xiuzhi Zhou</item>
   </defitem>
    .
    .
</titlepage></frontmatter>