Coding Web Logs for EAD guides

Purpose: This procedure describes the process for coding the web logs for the EAD Discoverability Project

Tools Needed:

Airtable
Excel
Archives West site

Procedures:

In the EAD Discoverability Airtable, do the following steps within the URLs tab:

Code for the type of URL
1. Guide page = URL ending with the ARK
  1. Example: archiveswest.orbiscascade.org/ark:/80444/xv810485
2. Keyword Search Highlighted in Guide = all URLS with a search query (indicated as “q=” followed by search terms),
  1. archiveswest.orbiscascade.org/ark:/80444/xv810485/op=fstyle.aspx?t=k&q=halamandaris
Code for URLs limited by the repository
1. 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=”
  1. Example: archiveswest.orbiscascade.org/ark:/80444/xv430755/op=fstyle.aspx?t=k&q="home+economics+club"&f_repo=US-ula
Extract the search query
1. Copy the search queries from the URL, found after the “&q=” and before the “&f_repo” (when present)
  1. Example: archiveswest.orbiscascade.org/ark:/80444/xv430755/op=fstyle.aspx?t=k&q="home+economics+club"&f_repo=US-ula
    1. Where quotations are included, please include in the
2. Paste the search queries into the “Extracted Query” column
3. Paste again in the Adjusted Query column and replace any “+” with a space
4. [ALTERNATE EXTRACTION FOR SEARCH QUERIES]
  1. Copy the URLs into an Excel spreadsheet
  2. Using Text-to-Columns, split the URL using the delimiter “=”
  3. Remove all columns not including the query
  4. Find and replace “&f_repo=US-ula” in the column with the search queries
  5. Scan the column for any other remaining content that is not a search query
5. Paste the search queries into the “Extracted Query” column in the Airtable base
Adjust the Search Queries to replace the pluls “+” with a space
1. Copy the Extracted Search Queries into an Excel Spreadsheet
2. Find and replace all the plus “+” with a space
3. Copy the adjusted search back into the Airtable under “Adjusted Queries”
Code the Query Type
1. Review each search query and in the “Query Type” field, assign the type of keyword used in the order it was used
  1. Last Name: any last or family name for an individual person
    1. Example: for the search query “rob+beckwith”, “beckwith” is the last name
  2. First Name :any first or individual name for an individual person
    1. Example: for the search query “rob+beckwith”, “rob” is the first name
  3. Institutional Name: any name for a corporate entity
    1. Example: for the search query “USU+athletics”, “USU” is the Institutional Name
  4. Subject: any term that refers to a topic not otherwise covered in this list
    1. Example: for the search query “USU+athletics”, “athletics” is the subject
  5. Year: any term that is a calendar year
    1. Example: for the search query “utah+state+football+1981”, “1981” is the year
  6. Collection Number: any term that refers to the ID or assigned collection number
    1. Example: for the search query “25.5/8”, “25.5/8” is the collection number
  7. Organization Name: any term that refers to an organization that is likely to exist underneath a university, but is not itself an institutional name
    1. Example: for the search query “alpha+chi+omega”, “alpha+chi+omega” is an organizational name
  8. Collection Name: any term that reasonably comes close to the name of the collection of the guide
    1. Example: for the search query “college index”, “college index” is the collection name
Examine where the search terms were found in the EAD guide
1. 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”
  1. Note: The search terms should be highlighted in yellow within the guide
2. Scan the guide for yellow highlighted terms
3. In the “Terms found in” column, indicate the part of the EAD guide in which all highlighted terms are found:
  1. Creator
  2. Title
  3. Summary
  4. Repository
  5. Access Restrictions
  6. Languages
  7. Historical Note
  8. Content Description
  9. Restrictions on Use
  10. Preferred Citation
  11. Arrangement
  12. Acquisitions Information
  13. Processing Note
  14. Detailed Description of Collection
  15. Names and Subject
Indicate where the terms in the search query were found together or separately
1. Review the highlighted terms in the guide.
  1. If the terms are found within a few words of each other, unseparated by line breaks or terminal punctuation, select “Found together”
  2. If the terms are only listed in disparate places, select “Not found together”
  3. If there is only one term in the search query, select “N/A”