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Code for the type of URL
Guide page = URL ending with the ARK
Keyword Search Highlighted in Guide = all URLS with a search query (indicated as “q=” followed by search terms),
Code for URLs limited by the repository
Check the column “USU Repository Selected” for all URLs with “US-ula” listed at the end of the URL, most typically found after the cod “&f_repo=”
Extract the search query
Copy the search queries from the URL, found after the “&q=” and before the “&f_repo” (when present)
Where quotations are included, please include in the
Paste the search queries into the “Extracted Query” column
Paste again in the Adjusted Query column and replace any “+” with a space
[ALTERNATE EXTRACTION FOR SEARCH QUERIES]
Copy the URLs into an Excel spreadsheet
Using Text-to-Columns, split the URL using the delimiter “=”
Remove all columns not including the query
Find and replace “&f_repo=US-ula” in the column with the search queries
Scan the column for any other remaining content that is not a search query
Paste the search queries into the “Extracted Query” column in the Airtable base
Adjust the Search Queries to replace the pluls “+” with a space
Copy the Extracted Search Queries into an Excel Spreadsheet
Find and replace all the plus “+” with a space
Copy the adjusted search back into the Airtable under “Adjusted Queries”
Code the Query Type
Review each search query and in the “Query Type” field, assign the type of keyword used in the order it was used
Last Name: any last or family name for an individual person
Example: for the search query “rob+beckwith”, “beckwith” is the last name
First Name :any first or individual name for an individual person
Example: for the search query “rob+beckwith”, “rob” is the first name
Middle Name: any middle name for an individual person
Example: for the search query “earl+wayland+bowman”, “wayland” is the middle name
Note: Unless the name is well know, the middle name may need to be verified by doing a browser search or looking through the student name indexes available in the University Archives.
Institutional Name: any name for a corporate entity
Example: for the search query “USU+athletics”, “USU” is the Institutional Name
Subject: any term that refers to a topic not otherwise covered in this list
Example: for the search query “USU+athletics”, “athletics” is the subject
Year: any term that is a calendar year
Example: for the search query “utah+state+football+1981”, “1981” is the year
Collection Number: any term that refers to the ID or assigned collection number
Example: for the search query “25.5/8”, “25.5/8” is the collection number
Organization Name: any term that refers to an organization that is likely to exist underneath a university, but is not itself an institutional name
Example: for the search query “alpha+chi+omega”, “alpha+chi+omega” is an organizational name
Collection Name: any term that reasonably comes close to the name of the collection of the guide
Example: for the search query “college index”, “college index” is the collection name
Title (Person): Any term that indicates a person's job, position, or degree
Example: head coach
Place: Any term that indicates a geographic location such as a city, region, state, country, province, etc.
Example: Franklin Idaho
Format: Any term that indicates the user is looking for a specific genre of material, such as photos, maps, diaries, etc.
Example: photo
Campus Location: Any term that indicates a place or building on campus
Example: fieldhouse
Examine where the search terms were found in the EAD guide
Click on the URL for each assigned page (using the link in the URL column) with a URL type of “Keyword Search Highlighted in Guide”
Note: The search terms should be highlighted in yellow within the guide
Scan the guide for yellow highlighted terms
In the “Terms found in” column, indicate the part of the EAD guide in which all highlighted terms are found:
Creator
Title
Summary
Repository
Access Restrictions
Languages
Historical Note
Content Description
Restrictions on Use
Preferred Citation
Arrangement
Acquisitions Information
Processing Note
Detailed Description of Collection
Names and Subject
Repeat steps 6b and 6c, for each of the different Query Type columns (Last Name Found In, First Name Found In, etc.). Wherever the search query category doesn’t exist, leave the cell blank
Indicate where the terms in the search query were found together or separately
Review the highlighted terms in the guide.
If the terms are found within a few words of each other, unseparated by line breaks or terminal punctuation, select “Found together”
If the terms are only listed in disparate places, select “Not found together”
If the terms are found both together and separately, select “Both - found together and separate”
If there is only one term in the search query, select “N/A”A - single word query”
If the none of the term(s) are found in the guide, select “Not found at all”
Note: this usually only happens when the search terms are entirely numbers, such as a collection number