EAD Template and Finding Aid Cleanup

1

<eadid>

Copy the filename

Change: USU_ULA_COLLMSS004 to (US::US-ULA::USU_UUS_COLL MSS xxxx)

Make sure filename looks like:

UUS_mss004.xml

2

<titleproper>

Make sure ‘Guide to ….’ is inserted before the title

3

Remove comma from the end of titles

4

<sponsor encodinganalog=”contributor”>Library Services and Technology Act (LSTA) grant, 2007-2008</sponsor>

Delete this element if finding aid created post 2008. Refer to <publicationstmt><date>element for date created

4a

<profiledesc>

<creation>Machine-readable finding guide converted from markup derived via template in Altova XMLSpy; markup checked and completed by Todd Welch.<date type=”inclusive” normal=”2008” era=”ce” calendar=”gregorian” encodinganalog=”date”>June 2008.</date></creation>

<language>Finding guide is in<language encodinganalog=”language” langcode=”eng” scriptcode=”Latn”>English in Latin script.</language></language>

</profiledesc>

If <sponsor> was deleted, make sure this element is deleted as well--post 2008.

This is what should be in it’s place,

Correct element example:

<profiledesc>

<creation>Encoded in oXygen XML editor by Maloree Hansen,<date encodinganalog=”date” normal=”20160328” era=”ce” certainty=”approximate” calendar=”gregorian”>2016 March 28</date>.</creation>

5

<publicationstmt>

<publisher encodinganalog=”publisher”>Utah State University, Merrill Cazier Library, Special Collections and Archives</publisher>

Change to: Utah State University, Merrill Cazier Library, Special Collections &amp; Archives

6

<addressline>Phone: 435 797-2663</addressline>

Change to the Reading Room Reference Desk Phone: 435 797-8248

7

<descrules>Finding aid based on DACS (Describing Archies: A Content Standard).</descrules>

Replace with:

<descrules>Finding aid based on DACS (<title render=”italic”>Describing Archives: A Content Standard, 2nd Edition</title>).</descrules>

8

<revisiondesc>

<change>

<date type=”inclusive” normal=”2008” era=”ce” calendar=”gregorian” encodinganalog=”date”>May 25, 2008.</date>

<item>Template information was updated to reflect Utah Manuscript Association best practices.</item>

</change>

This element <revisiondesc> may have been deleted. If so, add in the entire element as it is below after the </profiledesc> element. If the element is present then just edit the existing tag.

Add:

<change>

<date type=”inclusive” normal=”2009” era=”ce” calendar=”gregorian” encodinganalog=”date”>2009</date>

<item>Template information was updated to reflect Archives West best practice guidelines.</item>

</change>

9

<repository>

<corpname encodinganalog=”publisher”>Utah State University. Merrill-Cazier Library. Special Collections and Archives</corpname>

Change to:

<corpname encodinganalog=”publisher”>Utah State University, Merrill-Cazier Library, Special Collections &amp; Archives</corpname>

9a

<address line>Phone: 435-797-2663</addressline>

Change to the Reading Room Reference Desk Phone: 435-797-8248

10

<origination>

<persname encodinganalog=”creator” role=”creator” rules=”aacr2” source=”lcnaf”><!--EXACTLY FIELD 100 FROM MARC RECORD <famname>(MARC FIELD 100) or <corpname>(MARC FIELD 110) MAY ALSO BE USED --></persname>

</origination>

Verify this element is positioned after <unitid> as this may have been deleted to pass compliance until finding aid was fully cataloged. Ask Paul for Name or Subject Authority Heading format.

11

<unitid encodinganalog=”identifier” countrycode=”US” repositorycode=”US-ula”>USU_COLL MSS xxx</unitid>

Change to:

UUS_COLL MSS xxx</unitid>

12

If there is an <origination label=”Creator”>

Change: Creator to creator

13

<physdesc>

<extent encodinganalog=”format”>

Make sure there are 2 <extent> elements: 1: # of boxes/folders/volumes

2: total linear feet

14

<useresrict>

<extent encodinganalog=”rights”> (2nd paragraph)

In the 2nd paragraph, change the link to:

xlink:href=”https://archives.usu.edu/”

15

<controlaccess>

Requires at least 1 Archives West Browsing term and at least 1 Library of Congress subject heading. Examples:

<controlaccess>

<subject encodinganalog=”690” altrender=”nodisplay” source=”archiveswest”>Civic Activism</subject>

</controlaccess>

<controlaccess>

<subject encodinganalog=”subject” source=”lcnaf” rules=”aacr2”>Radio stations</subject>

</controlaccess>

Refer to Paul if any subjects need to be added to any guide.

Every archival object needs to have both a title and date attached. Both the title and date needs to have DACS compliant formatting. Below are some of the major issues you will run into doing the remediation.

Further guidance on DACS standards can be found here: Describing Archives: A Content Standard

16

<c02 level=”file”>

<did>

<container type=”box”>4</container>

<container type=”folder”>8</container>

<unittitle encodinganalog=”title”>Farm management lecture notes. 1918 - 1919</unittile>

</did>

</c02>

Check to make sure that titles are DACS compliant. The biggest issue will arise from dates being included in the title. Dates should be removed from the title and added into a <unitdate> element. All dates need to have properly formatted normalized dates.

<c02 level=”file”>

<did>

<container type=”box”>4</container>

<container type=”folder”>8</container>

<unittitle encodinganalog=”title”>Farm management lecture notes </unittile>

<unitdate encodinganalog=”date” normal=”1918/1919” era=”ce” calendar=”gregorian” certainty=”approximate”>1918-1919</unitdate>

</did>

</c02>

All dates need to have properly formatted normalized dates.

Dates can be normalized using this format:
YYYY/YYYY (where the dates go over years, i.e. 2001/2009)
YYYY-MM (where the date is a single date, but only the month and year are known, i.e 2001-09)
YYYY-MM-DD (where the date range is a single date, i.e. 2001-09-11)

YYYYMMDD/YYYYMMDD (where the date range is a range between two single dates)

<c02 level=”file”>

<did>

<container type=”box”>4</container>

<container type=”folder”>8</container>

<unittitle encodinganalog=”title”>Farm management lecture notes </unittile>

<unitdate encodinganalog=”date” normal=”1918/1919” era=”ce” calendar=”gregorian” certainty=”approximate”>1918-1919</unitdate>

</did>

</c02>

For the displayed date range use the following formatting:

YYYY-YYYY (where the dates go over years, i.e. 2001-2009)
YYYY Month (where the date is a single date, but only the month and year are known, i.e 2001 September)
YYYY Month Day (where the date range is a single date, i.e. 2001 September 11)

*If there is no date for the item then use the normalized date for the entire collection and put the display date as “undated”. Every object needs a date.