OAC EAD Web Templates Guide

3. High Level Description Form: Required Fields

Use these fields to enter data specified as required by the OAC BPG EAD.

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Preliminary Section

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Finding Aid Type

• Select the type of finding aid for finding aid title, such as "Guide", "Inventory", or "Register". Do not include additional information.
• The template will create a title for the finding aid (not the collection) by appending the information supplied in Title (Proper Title) to the information supplied in this field.
• Do not include punctuation at the end of the text.

Processed by

• Enter the name of the processor of the collection.
• Do not include punctuation at the end of the text.

Date Completed

• Enter the year processing was completed for the collection; add month and/or day if desired.
• Do not include punctuation at the end of the text.

Encoded by

• Enter the name of the encoder of the EAD file.
• Do not include punctuation at the end of the text.

Filename

• Enter a file name for this EAD file according to the following rules:
  • Filenames should end with a ".xml" extension.
  • Filenames should not contain spaces.
  • Filenames may only include lowercase letters and numbers, underscore or dash.
  • Periods may only be used for the file extension. Do not include punctuation at the end of the text.

Examples of valid filenames:
mss000261.xml
bay-pap004.xml
plen_session.xml
p23.xml
arequipa.xml

Examples of invalid filenames:
plen.session.xml
sntrecs:corr.xml
Hansen.xml
fogerty.XML

Derived from

• Select a description of the source document or file used to create the finding aid.
• Do not include punctuation at the end of the text.

Language (Finding Aid)

Code

• Enter the language code for the most significant language(s) represented in the text of the finding aid. Use an ISO 639-2B code to represent the language.
• Do not include punctuation at the end of the text.

Examples:

eng

Script

• Enter the code for the script of the language used to encode the finding aid. Use an ISO 15924 code to represent the script code.
• Do not include punctuation at the end of the text.

Examples:

latn

Language

• Enter name of most significant language(s) represented in the text of the finding aid.
• Do not include punctuation at the end of the text.

Example:

English

Descriptive Rules

• Enter the title for the content standard used to prepare the collection or archival description.
• Do not include punctuation at the end of the text.

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Descriptive Summary

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Level of Description

• Select the appropriate level of description.

Language (Collection Materials)

Code

• Enter the language code for the most significant language(s) represented in the collection materials described by the finding aid. Use an ISO 639-2B code to represent the language.
• Do not include punctuation at the end of the text.

Examples:

eng

Language

• Enter name of most significant language(s) represented in the collection materials described by the finding aid.
• Do not include punctuation at the end of the text.

Example:

English

Title of Collection

Proper Title

• Enter the title of the collection using proper-title capitalization conventions. Do not include inclusive or bulk dates.
• Form of title based on DACS Form title.
• Do not include punctuation at the end of the text.

Examples (bolded to emphasize capitalization):

Mitsuye Yamada Papers
Edward W. Cochems Photographs
Southern California Yachting Association Records
Central Records Unit Records
Mary Desti Collection on Isadora Duncan

DACS Form

• Enter the collection title without inclusive or bulk dates. Note that capitalization should follow AACR2 Appendix A rules.
• Form of title determined from Describing Archives: a Content Standard, Section 2.3.
• Do not include punctuation at the end of the text.

Examples (bolded to emphasize capitalization):

Mitsuye Yamada papers
Edward W. Cochems photographs
Southern California Yachting Association records
Central Records Unit records
Mary Desti collection on Isadora Duncan

Filing Title

• Enter the filing title for the collection, per the OAC BPG EAD (see instructions for <titleproper type="filing">)
• Do not include punctuation at the end of the text.

Examples (bolded to emphasize capitalization):

Yamada (Mitsuye) Papers
Cochems (Edward W.) Photographs
Southern California Yachting Association Records
Central Records Unit Records
Desti (Mary) Collection on Isadora Duncan

Dates 1-2

• Use Date 1 to specify the primary date or date range of the collection. In general, it will either be a single date or inclusive dates. Use Date 2 to specify bulk dates for collection items.

Type

• Select type of date.

DACS Form

• Enter dates of the collection. For bulk dates, include parentheses and the word "bulk".
• Include punctuation at end of text.

Examples:

1942-1998
(bulk 1950-1960)
ca. 1919-1949
ca. 1950
1911-
1789 Jan. 1

Normalized ISO-8601 Form

• Enter dates of the collection normalized according to ISO 8601, using a modified form of the W3C Date and Time Formats profile of this standard. The following format is recommended: YYYY-MM-DD, YYYY-MM, or YYYY (using 4 digits for years and hyphens between elements). For example, December 12, 1904 would be normalized as "1904-12-12" and April 1962 as "1962-04." Use a forward slash (/) to separate dates in a range, and use the fullest form of the date at each end of the range. For example, normalize August 8-24, 1986 as 1986-08-08/1986-08-24 and November 1923-March 1924 as 1923-11/1924-03.

Examples:
1942/1998
1914/1949
1945/1955
1911/9999
1789-01-01

Collection Number

• Enter the collection number or a call number. If you do not assign collection numbers, enter "Consult repository."
• Do not include punctuation at the end of the text.

Creator or Collector 1-2

• Use Creator or Collector 1 to specify the primary creator or collector of the collection. Use Creator or Collector 2 to specify an additional creator or collector. The form of the name(s) should be taken from an standard naming authority file, such as the Library of Congress Name Authority File or Union List of Artists' Names. If a name does not appear in an authority file, establish the name according to a content standard such as Describing Archives: a Content Standard, or more generally, AACR2.
• Do not include punctuation at the end of the text.
  
  Examples:
  
  Creator
  Yamada, Mitsuye
  Cochems, Edward W. (Edward William), 1874-1949
  Southern California Yachting Association
  University of California, Irvine. Central Records Unit
  
  Collector
  Desti, Mary

Heading

• Select appropriate heading for the entry.

EAD Tag

• Select appropriate EAD Tag for the creator or collector, using "persname," "corpname," or "famname" for personal names, corporate names, or family names (respectively).

Source

• Select the standard naming authority file from which the name is taken: "lcnaf" for the Library of Congress Name Authority File, or "ulan" for the Union List of Artists' Names. If the heading does not appear in an authority file, select "[none]" and use the Rules pull-down window instead to indicate how the name is established.

Rules

• Select the content standard by which the heading is established: "aacr" for AACR2 or "dacs" for Describing Archives: a Content Standard. Select "[none]" if you have already entered data using the Source pull-down window.

Extent

• Use Extent 1 to enter primary statement of collection extent. Optionally, use Extent 2 to indicate an additional statement of extent.
• Include punctuation at the end of text.

Extent (Digital Objects Only)

• Enter a statement describing the total number of digital objects associated with the finding aid, if any.
• Include punctuation at the end of text.

Abstract

• Enter a concise abstract describing the content of the collection.
• Include punctuation at end of text.

Physical Location

• Enter a statement indicating location of the collection, if applicable.  This is required for University of California collections stored at regional storage facilities and is recommended for any collection not physically stored in the repository.
• Include punctuation at end of text.

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Administrative Information

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Access

• Enter a statement on access restrictions to the collection, if any, or indicate collection has no access restrictions.
• Include punctuation at end of text.

Publication Rights

• Enter a statement of conditions governing the use of the collection.
• Include punctuation at end of text.

Acquisition Information

• Enter a statement about the immediate source of acquisitionof the collection.  Information on other prior custodians of the collection, if relevant, should be entered separately using the <custodhist> Custodial History tag.
• Include punctuation at end of text.

Biography / Administrative History

• Enter a concise essay that places the materials in context by providing information about the creator(s) or collector(s).
• Include punctuation at end of text.

Chronology

• Optionally, enter a concise chronological list of dates and events that places the materials in context by providing information about the creator(s) or collector(s).
• Use either the Automated input or Manual input fields to encode a chronology.

Automated input

• This field is designed to automatically encode tab-delineated chronological lists, which can be cut and pasted into the field from non-EAD finding aids. Lists must be formatted so that dates are followed by the event. Separate dates and events with tab breaks or at least three blank spaces. Each entry in the list should end with a tab break, line-break, or return key.
• When using this field, always check and validate your encoding to ensure accuracy. The automated encoding may produce errors if the tab-delineated list is not formatted properly.
• An introductory statement can also be included within this field.

Example:

1995<tab>Published Mal d'archive.<tab>
1996<tab>Participated in a symposium to celebrate the opening of the Critical Theory Archive at the UCI.<tab>

-or-

1995<space><space><space>Published Mal d'archive.<return>
1996<space><space><space>Participated in a symposium to celebrate the opening of the Critical Theory Archive at the UCI.<return>
[etc.]

Manual input

• This field is designed for manual encoding of chronological lists. List (in order) the date or date range for an event, followed by a description the event. Encode the date or date range in <date>; encode the event in <event>.
• An introductory statement can also be included within this field.

Example:

<chronitem><date>1982</date>
<event>Published <emph render="italic">L'Oreille de l'autre</emph>.</event>
</chronitem>

<chronitem><date>1982</date>
<event>Appeared in the Ken McMullen film <emph render="italic">Ghost Dance</emph>.</event>
</chronitem>

<chronitem>
<date>1983</date>
<event>Helped found the Coll&egrave;ge international de Philosophie and served as its first president.</event>
</chronitem>
[etc.]

Scope and Content of Collection

• Enter a concise essay summarizing the document types, formats, and topical coverage of the collection.
• Include punctuation at end of text.

Arrangement

• Optionally, enter a statement summarizing how the materials have been organized or ordered.
• Include punctuation at end of text.

Indexing Terms

• Enter a list of controlled index terms for the most important names, topics, form/genres, occupations, and other concepts (i.e., subjects) represented in the collection, or the names of contributors to or co-creators (i.e., added entries) of the collection.
• The OAC recommends application of at least three subject heading in order to promote maximum topical access to your collection via the OAC interface.
• Use either the Manual-Input or MARC-Input field to encode controlled index terms.

  Personal, Family, and Corporate Names; Geographical Names

  • The form of the name(s) should be taken from an standard naming authority file, such as the Library of Congress Name Authority File or Union List of Artists' Names. If a name does not appear in an authority file, establish the name according to a content standard such as DACS, or more generally, AACR2.

  Subjects or Topical Terms

  • The form of the heading should be taken from a standard thesaurus, such as the Library of Congress Subject Headings (LCSH), Art and Architecture Thesaurus (AAT), or Thesaurus of Graphic Materials I (TGM). While the OAC does not prescribe that topical values be drawn from a specific thesaurus, it strongly prefers that repositories use LCSH.

    If a heading does not appear in a thesaurus, establish the heading according to standard thesaurus rules (such as the Library of Congress' Subject Cataloging Manual, AAT rules, or TGM rules), or according to local rules.

  Titles

  • Use for formal titles of works which are contained or represented in a collection, or for titles of projects and/or (meta)collections of which the collection is a member. A "metacollection" is an artificial collection of two or more discrete collections.

    The form of the title should be taken from an standard naming authority file, such as the Library of Congress Title Authority File. If a title does not appear in an authority file, establish the title according to a content standard such as DACS, or more generally, AACR2.
    

  Form/Genre, Occupations, and Function Terms

  • The form of the heading should be taken from a standard thesaurus, such as the Library of Congress Subject Headings (LCSH), Art and Architecture Thesaurus (AAT), or Thesaurus of Graphic Materials II (TGM). While the OAC does not prescribe that topical values be drawn from a specific thesaurus, it strongly prefers that repositories use LCSH.

    If a heading does not appear in a thesaurus, establish the heading according to standard thesaurus rules (such as the Library of Congress' Subject Cataloging Manual, AAT rules, or TGM rules), or according to local rules.

Manual Input

• These fields are designed for manually inputted indexing terms.
  • Tag: Select appropriate EAD tag based on the type of indexing term:
    • Corpname: Corporate names
    • Famname: Family names
    • Function: Function terms
    • Genreform: Form/genre terms
    • Geogname: Geographical names
    • Occupation: Occupation terms
    • Persname: Personal names
    • Subject: Subjects or topical terms
    • Title: Titles
  • Role="subject": If the indexing term is being used as a subject (i.e., not as a co-creator or contributor, such as in the case of personal, family, or corporate names), then click on the checkbox.
  • Source: Select the standard naming authority file from which the heading is taken, using the code from the Library of Congress' Term, Name, and Title Sources Code List. If the appropriate code cannot be found in the pull-down window, enter it into the Other source field. If the heading does not appear in an authority file, use the Rules pull-down window instead to indicate how the name is established.
  • Rules: Select the content standard or thesaurus rules by which the heading is established, using the appropriate code for from the Library of Congress' Descriptive Conventions Code List or Term, Name, and Title Sources Code List. If a content standard or thesaurus rules are not used, use "local". If the appropriate code cannot be found in the pull-down window, enter it into the Other rules field. Do not enter data into this section if you have already entered data using the Rules pull-down window.
  • Enter the indexing term for the collection. If term is subdivided, use double-hyphen ("--") to express subdivision.

    Examples of indexing term field entry:
    Agriculture.
    Contra Costa County (Calif.)--Sources.
    Japanese Americans--Evacuation and relocation, 1942-1945--Photographs.

MARC-Input

• This field is designed to encode MARC formatted data copied and pasted from an existing cataloging record:
  • Copy and paste all MARC 6xx and 7xx fields (including indicators, source subfields, source codes, and other MARC formatting data) directly into this field.

 

4. High Level Description Form: Optional Fields

Use these fields to enter data specified as optional by the OAC BPG EAD. Completed fields will be inserted by the template into the appropriate section of the EAD file, as permitted by the EAD DTD. Note that the template will not produce encoding for these fields if left blank.

The following fields require additional instructions:

Bibliography

• Encode each bibliographic citation within a <bibref> tag. Encode titles of works within <title>. Use other tags within <bibref> as necessary and as allowed per the EAD TL.
• An introductory statement can also be included within this field.

Index

• Encode each index term within an <indexentry> tag. Use other tags within <indexentry> as necessary and as allowed per the EAD TL.
• An introductory statement can also be included within this field.