Here are the steps that need to be taken when an item is exported in EAD from Archon for import into Archives West. Creating a custom EAD export will save time and effort down the road.
TOP and EADHEADER
1. Copy <?xml> and <!DOCTYPE> from orcs.xml to top of file.
2. Delete all namespace attributes in <ead> -- but watch out … don’t delete <ead>
3. In <eadheader>, delete audience attribute and change relatedencoding attribute from MARC21 to dc
4. In <eadid>, change mainagency attribute to “orcs”
5. Change value for <eadid> to file name … OREhoerner.xml for ArchivesWest; hoerner.xml for SCARC website [export as MSS/Hoerner]
6. In <titleproper> change encodinganalog from “245” to “title”
7. Insert date for collection <date> in <titleproper> - same as unitdate inclusive in <archdesc>; text and normailized as attribute
8. Add altrender=”nodisplay” to <titleproper> for filing title
9. In <author> change encodinganalog from 245$c to “creator” NOTE: format is different than for current finding aids, but that is fine.
10. In <profiledesc> delete <p> with “copyright 2015 SCARC. All rights reserved.”
11. Add <publisher>, <date> and <address> elements to <publicationstmt> and enter date … all rest is “boiler plate”.
12. In <creation>, delete attribute for encodinganalog
13. In <creation> … edit “was encoding” to “was encoded”
14. For <creation><date> add era and calendar attributes. Note: date is export date from Archon.
15. Added sentence to <creation>: “Encoding was modified by Elizabeth Nielsen for Archives West compliance.”
16. Add <language> and <descrules> to <profiledesc>
17. Delete <frontmatter>
ARCHDESC
18. In <archdesc>, change type attribute to “guide”, delete “audience” attribute, and change relatedencoding attribute to “marc21” (lower case)
19. Replace <repository> with <repository> elements and content from orcs.xml
20. Delete all <head> elements
21. Delete all label attributes
22. In <unitid> change encodinganalog to “099”, repositorycode to “orcs”, and countrycode to “us” (lower case).
23. Unit id exports as MSS/Hoerner for this collection – edit to standard format of “MSS Hoerner”
24. For <unititle>, change encodinganalog to “245$a”
25. Un-nest <unitdate>s from within <unittitle>
26. Add era and calendar attributes to <unitdate>s
27. Add normalized date to bulk
28. In <origination>, remove encodinganalog
29. In <origination><persname>, delete normal attribute and change role from “Collector” to “creator”
30. Move second <physdesc> to second <extent> element within first <physdesc>; change encodinganalog to 300$a; move unit (“cubic feet”) from type attribute to text of element – 4.50 cubic feet. Move “500 photographs to first extent statement … add “including” …
31. In abstract, change encodinganalog attribute from 520$a to 5203_
32. In <langmaterial>, remove encodinganalog and add “Materials in” text and “.” Also add “and” if appropriate.
33. For <langmaterial><language> change encodinganalog to 546 (from 041)
34. For <bioghist>, delete altrender attribute, add 0_ or 1_ to encodinganalog (0 for biographical … 1 for administrative) and <head>
35. Delete <descgrp> wrapper element around <acqinfo>, <accessrestrict>, <prefercite>, and <relatedmaterial>, etc.
36. In <scopecontent>, add encodinganalog “5202_”
37. In <relatedmaterial>, change encodinganalog to 5441_
38. For <extref> links in <relatedmaterial>, delete linktype and audience attributes; add role=”text/html”; change show to “new”.
39. In relatedmaterial, change href to Archives West Ark URLs …
40. In <controlaccess> -- delete “This Collection is indexed …” sentence.
41. Delete local heading from “<genreform> -- for collection types (hops and brewing … natural resources … etc.) – NOTE: This may have been a one-time problem
42. Add Archives West browsing terms
DSC
43. For <c01> (series) … replace internal Archon ID with “Series X” and delete attributes
44. For series, add normalized date.
45. Change “Box-Folder” to “box-folder”; “Box-Item” to “box-item”, and “Map-Folder” to “map-folder”
46. Delete internal Archon unitid at <c02> and “below”
47. Delete all <head> elements
48. Add <extref> links within s/c, title, or elsewhere in <dsc>.
49. Add unitid value … if it is an item number that “matters” …
Here are the steps that need to be taken when an item is exported in EAD from Archon for import into Archives West. Creating a custom EAD export will save time and effort down the road.