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====== Finding aids ======


===== Encoding finding aids =====

==== Workflow ====

There are three folders on the "R" drive for finding aids. 
  - //EAD/mss_ead/completed_ead// is the canonical source for all of our completed finding aids,
  - //EAD/mss_ead/in_process_ead// is a working directory.
  - The ///findingaids// folder, on the top level of R, is the location of our finding aids that are displayed on the web. 

====Writing and Editing the EAD record====
Any new finding aids being authored, or edits to existing ones, should happen in the ///in_process_ead// folder. To edit, drag the file out of ///completed_ead//, edit, test, and return the final file to ///completed_ead//. Once you are confident the file is ready for public display, move it to the ///findingaids// folder. 

If you are updating an existing finding aid in the ///findingaids// folder, make sure you delete the accompanying PDF file if one exists. A new one will be generated on demand based on your updated file.

:!: Please don't edit files in the ///findingaids// or ///completed_ead// folders and make sure any file added to ///findingaids// has been checked in oXygen.

====Editing the Wordpress/UMarmot page====
Navigate to, or create, the Wordpress post and add a Page Title and a collection description/bioghist at the top of the page. Then under the Custom Field Template add, at a minimum, info to the following fields:
  * unitid: (i.e. **MS 1079**)
  * eadid: (i.e. **mums1079**)
  * findingaid (add **Yes** to //Is there a finding aid?// field)
  * credocontent
  * unittitle
  * unitdate 
  * bulkdates
  * boxes
  * linearfeet
  * acqinfo
  * subjects
  * genreform

In the Post sidebar on the right, make sure to include the following:
  * Change Status & Visibility to **Public**
  * Check off all the appropriate **Categories**
  * Add **Tags** for //mss// and the first letter of the collection
  * Set a **Featured image** (if appropriate)

==== Notes and tips ====


When encoding a finding aid that references some (any) digital content in Credo, remember to include an <altformavail type=”digital”> element in the EAD and in the UMarmot record (see examples of wording online).

Secondly, in the UMarmot record itself, there is a field label credocontent in which you enter the word “Yes,” if more or less the entire collection is digitized, or “Selected,” if only some of the collection is digitized. Capitalization matters. [notes from Rob]

**Adding a image to a finding aid (not UMarmot)**

<dao href="http://scua.library.umass.edu/images/findingaids/pictureyouwanttouse.jpg" altrender="right"><daodesc><p>Description of picture</p></daodesc></dao>

You can drop that in the approximate location you want it to appear. Usually at the top of the background note: see: http://findingaids.library.umass.edu/ead/mums312

Send Aaron the photo you want to use and he can put it in the appropriate place to link to. At this point he is the only person who can add the images.


===== Transforming a spreadsheet inventory to EAD using Oxygen =====
This is process to transform an Excel or Google spreadsheet into a c02 file level EAD inventory. It was adapted from [[https://icantiemyownshoes.wordpress.com/2014/03/04/tutorial-how-to-turn-a-spreadsheet-into-the-contents-list-of-an-ead-encoded-finding-aid/|this post]] from an archivist at the Tamiment. 

If you have subseries or something more complicated, you may need to tweak the XSLT or transform it in sections. If you do tweak the XSLT, make a copy of the xml2EAD.xsl file, which is located in /spec_collections/EAD/xml2EAD.xsl. 

===Before you start===
You will need to cleanup all the data in your spreadsheet. It's best to do that in Excel/Google first.     

     * Make sure dates and folder numbers are correct, spelling errors are fixed, etc. You can have as many columns as you want, but whatever columns you want in your inventory will need to be mapped to an EAD element.
     * Title you columns //exactly// how the element appears in EAD. These are the elements available in this XSLT transformation: unittitle, unitdatenormal, unitdate, unitid, box, folder, drawer, scopecontent, extent, creator, arrangement, subject, genreform, accessrestrict.
     * For approximate dates, you will need to insert one column titled //approximate// and then type the word 'approximate' for any date that is approximate.
     * Before you ingest it into Oxygen, you will have the option to not include certain columns, so you don't need to delete columns like "notes", "digitized", "file name", etc. if you want to keep the spreadsheet for more detailed information. 
     * To include the normal="XXXX/XXXX" date attribute, you will need to create an additional date column with the dates formatted that way (e.g. YYYY-MM-DD/YYYY-MM-DD, YYYY/YYYY, etc.)
     * Delete any blank columns and rows or it will introduce several blank elements.
     * You can create separate tabs if you have multiple series for easier integration/organization. This is helpful during the copy/paste process, but not necessary.
     * Here is a [[https://docs.google.com/spreadsheets/d/1fwcWfFG2lVcPgM0svrs56pXW7Ln3ufTojdQkhVqt_v8/edit?gid=1986408204#gid=1986408204|sample google spreadsheet]] to use as a model.

Open Oxygen and set up the "XSLT Transformation Scenario"
  * Click on the Configure Transformation Scenario icon. (The wrench with a red play button).
{{:xml2ead_oxygen_taskbar.png?direct&200|}}
  * Click New->XSLT transformation.
{{:xml2ead_oxygen_transform2.png?direct&400|}}
  * In the //New scenario// dialog box, do the following:  
  - Name the file. You can name it whatever you want. xml2EAD is fine.
  - For //XML URL// choose ${currentFileURL} by clicking on the green down arrow.
  - For //XSL URL// click on the folder icon and navigate to the //EAD// folder in spec_collections/EAD and choose xml2EAD.xsl.
  - Choose Saxon-PE 10.6 as the Transformer. Save. This should now appear in the list of options when you clock on the red transform button
{{:xml2ead_oxygen_scenario.png?direct&400|}}

{{:xml2ead_oxygen_scenario2.png?direct&400|}}

{{:xml2ead_oxygen_transform.png?direct&400|}}

===Transform the Sheet===
  - Save your Excel spreadsheet or download your Google Spreadsheet as an .xslx
  - Open Oxygen and select File->Import/Convert MS Excel File to XML. Navigate to your file. Click Next.
{{:xml2ead_import_excel.png?direct&400|}}

  - Make sure "First row contains field names" is selected then click on the any column headers twice that you want to exclude.
{{:xml2ead_import_dialog.png?direct&400|}}

  - Click Import.
  - Then click the red transformation arrow and choose the xml2ead scenario that you added earlier. Then select Apply associated.
  - Voila! Now you can copy paste into your Finding Aid!
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