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EAD Implementation at the University of Minnesota
The University of Minnesota Libraries Archives and Special Collections (ASC) units are currently implementing the Encoded Archival Description (EAD) standard that will add a more consistent structure and navigation to all of our finding aids. Over 4,000 encoded finding aids from 13 different repositories are now available via our DLXS-powered Online Finding Aids search portal. Many are also available via the individual unit's web sites (see list below). Reports and other material documenting our decision-making and implementation process can also be found below.
Resources for EAD Work
Included here are links to various tools and guides, including templates, stylesheets, and other resources that we've been creating during our own EAD project. People from other institutions are welcome to borrow, use, and/or adapt as needed.
General Resources:
- EAD Tag Library
- Help Pages from EAD Round Table of Society of American Archivists
- Official EAD Version 2002 Web Site
- EAD Cookbook 2002
University of Minnesota ASC EAD Guidelines:
- Best Practices and Applications Guidelines, version 2.1 Provides detailed information about recommended best practices and guidelines for University of Minnesota EAD finding aids. These are based on the RLG Best Practice Guidelines. Included at the end of the document is a print version of the template that may be used by ASC staff to more quickly encode finding aids in EAD.
- University of Minnesota Minimum Requirements Template. An XML template containing the minimum required elements for EAD at the U of M.
- Required & Recommended Elements & Attributes Quick Reference This is a list of the elements and required attributes to be used as a quick reference guide.
Stylesheets:
These have been adapted from the EAD Cookbook stylesheets in Version 1.0. Numerous staff at the University of Minnesota have been involved in revising them. Linked here are two stylesheets that display elements in markedly different ways. If you borrow them, you will need to make minor adjustments in the name of the institution and other related links.
- Stylesheet for University Archives
- Stylesheet for Social Welfare History Archives This stylesheet also requires the use of a cascading stylesheet
Tips:
- Customizing EAD Templates Used in XMetaL Simple instructions for making XMetaL templates work better for individual needs.
- Customizing Fonts and Colors in XMetaL Customizing fonts and colors for replaceable text and tags in the XMetaL "Tags-On" view provides useful visual cues for encoders.
- Revising Contents Lists in MSWord for Transfer to MSAccess Detailed procedures for creating delimited text files that will easily transfer into Access or Excel.
- Converting Access databases to EAD:
- Original Instructions from the Berkeley SunSite These instructions work well for finding aids that only have contents at the c01 level.
- Additional Instructions developed by Barbara Bezat and Leslie Czechowski These instructions detail how to create EAD finding aids with multiple component levels.
- Sample Access database with reports to be copied for Access to EAD conversion [Note that clicking on this link may create a copy of the database on your desktop.] There are two reports in this database (in Access 2003), one with just c02s and one with c01 & c02. First you need to copy the report into an existing database for which you want to create an EAD document from a table. In each report you need to open the report in Design view and immediately change the report properties to the table name you wish to convert.
EAD Project Background Information
Systematic implementation of EAD began in June 2003 with a 9-month planning period. The planning project gave us the information we needed to make a proposal to the University Libraries outlining our plans for implementation and requesting funding and other resources. One-time funding was made available to begin implementation of EAD and the second phase of the project began in March 2004 under the direction of archivist Leslie Czechowski. The funded project ran from March 2004 to June 2005. The implementation project had three main goals:
- Training staff to implement EAD as part of their regular descriptive practice.
- Encoding legacy finding aids.
- Selection and implementation of delivery mechanism.
Planning Project (Phase I) Documents
- Project Charter
- Survey Report Details the descriptive practices of ASC units
- Best Practices and Applications Guidelines, version 2 Provides detailed information about recommended best practices and guidelines for University of Minnesota EAD finding aids. These are based on the RLG Best Practice Guidelines. Included at the end of the document is a print version of the template that may be used by ASC staff to more quickly encode finding aids in EAD. [An electronic version of the template may be requested from the Project Director.]
- Implementation Recommendations Contains detailed suggestions for future steps.
Implementation Project (Phase II) Documents
- Supplemental Report, August 2006
- Final Report, June 2005: Report and Appendices A-H | Appendix I
- February/March 2004
- April 2004
- May 2004
- June 2004
- July 2004
- August 2004
- September 2004
- October 2004
- November 2004
- December 2004
- January 2005
- February 2005
- March 2005
- April 2005
- May 2005
Finding Aid Revisioning Project Documents
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