EAD Documentation, for EAD implementation within the Division of Rare and Manuscript Collections, Cornell University Library
This documentation attempts to define specific local institutional practices for EAD encoding. It in no way supplants the EAD Tag Library, but must be used alongside it.
<eadid> :: The "uniqueID" is an 8-character ID formed from the collection number, prefaced by letters indicating the repository and principal collection division (either Manuscripts or Archives).
For items from Manuscripts, the preface is "RMM". Take the collection number and fill out to the left with zeros in order to make a five digit number, then add the preface. So,
| collection number #2662 | becomes | RMM02662 |
| collection number #234 | becomes | RMM00234 |
For items from Archives, the preface is "RMA". Take the collection number, remove the first two subdivisions and slashes (or hyphens), taking only the final accession number. Fill out to the left with zeros in order to make a five digit number, then add the preface. So,
| collection number #1/1/1 | becomes | RMA00001 |
| collection number #16-11-1234 | becomes | RMA01234 |
For "Name of Collection," give the collection name as it appears in the titleproper, with (or without?) dates. (letter case?)
The "FileName" is just the uniqueID with an extension: ".xml" for XML documents, ".sgm" for SGML documents.
<titleproper> :: in two places, within <eadheader> and <titlepage>
This is the title of the guide. Preface the collection name with "Guide to the". Treat as a normal publication title, capitalizing most words. Include dates after a comma. If there are two sets of dates in the official collection name (MARC record), include only one (the inclusive dates). No final punctuation.
Style the <titleproper> within <titlepage> exactly the same, except add a linebreak (<lb/>) before the date.
<eadheader>
<titleproper>Guide to the Jay McInerney Papers, 1971-1989</titleproper>
</eadheader>
<titlepage>
<titleproper>Guide to the Jay McInerney Papers, <lb/>1971-1989</titleproper>
</titlepage>
<author> :: A comma separated list of people who compiled or authored the intellectual content of the finding aid. No final punctuation.
<date> within <publicationstmt> :: This is the date the electronic file was published--not the original finding aid. No punctuation.
<creation> within <profiledesc> :: Describe how the encoding was done, by whom, and when. End with period. Later changes to the file can also be described here, if significant. After "File last modified," replace date with current date *whenever* changes of any kind are made, putting this date within <date> tags. Don't use <date> tags for any other date in <creation>. Example:
<creation>Converted from HTML to EAD/XML by David Ruddy, November 1998. File last modified: <date>July 4, 1999</date></creation>
<titleproper> :: See <titleproper> under <eadheader>.
<num> within <titlepage> :: Put the full, official RMC manuscript or record number here, without a "#" mark. Use hyphens (-) as separators in archives collection numbers.
For manuscripts: 234
For archives: 16-11-1234
<item> within <list> within <titlepage> :: Include the authors of finding aid under the label "Compiled by". This should be the same list as within <author> (in <eadheader>) above. No final punctuation.
Include the date the intellectual work on the finding aid was completed under the label "Date completed". No final punctuation.
You can use linebreaks (<lb/>) here for formatting the list, if desired.
<date> :: for date in copyright notice, use the date of original publication
<unittitle label="Title:"> :: Use the MARC record form (not titleproper from above), in terms of letter case and dates. Inclose all date sets within <unitdate> tags, using one set of unitdate tags per date set, and use the type attribute, set to either "inclusive" or "bulk." If type="bulk", follow the closing unitdate tag for that date with "(bulk)". Between date and preceding text, or between different sets of dates, use proper punctuation (so that if <unitdate> tags were removed, the title would read properly).
<unitid label="Collection Number:"> :: full RMC collection number, without # mark. Use hyphens (-) as separators in archives collection numbers (e.g. 14-23-1466).
<origination label="Creator:"> :: add persname tag, or another if applicable (corpname, famname). In name tag, use normal attribute to give MARC record view of name (last, first, dates). In the element content, give natural order of name (first, last, dates).
<physdesc label="Quantity:"> :: volume of material: cubic ft., etc.
<physdesc label="Forms of Material:"> :: comma separted list of material formats; end with period.
<repository label="Repository:"> :: shouldn't need to change for RMC
<abstract label="Abstract:"> :: Two to three sentence summary of collection.
<bioghist> :: contains head, p (one or more paragraphs), and chronlist (if used).
<head> :: head elements should be all caps for the major divisions of the guide. BIOGRAPHICAL NOTE and or BIOGRAPHICAL CHRONOLOGY have been used here, but these can be altered if needed.
<p> :: The p elements, one or more, contain the paragraphs of a prose biographical sketch.
<p> can contain certain sub-elements. For possible sub-paragraph elements and formatting, see low-level tags below.
<chronlist> :: A chronlist is used for a date/event configuration of material. It needs a <head>. If there is already a BIOGRAPHICAL NOTE, then merely CHRONOLOGY is adequate here in the <head>. Besides a single <head>, chronlist contains only <chronitem>s.
<chronitem> :: Two possible configuations, depending on whether there is a single event associated with a date, or multiple events. Both configurations can be used in the same chronlist.
For single event with one date:
<chronitem>
<date>1900</date>
<event>Maurice publishes <title>The Bad Ones.</title></event>
</chronitem>
For multiple events with one date:
<chronitem>
<date>1902</date>
<eventgrp>
<event>In July, Maurice faints at the circus.</event>
<event><title>The Worst Ones</title> is published with great acclaim.</event>
</eventgrp>
</chronitem>
<scopecontent> :: contains a <head> (required), and one or more p's
<head> :: We've been using COLLECTION DESCRIPTION
<p> :: see bioghist
This section contains subject headings, thus far taken from MARC record. At some point, other procedures for selecting subject headings may be adopted.
<controlaccess> [top level] :: contains a <head> (required) and and then subject headings grouped within sub-level controlaccess tags
<head> :: Use SUBJECTS
<controlaccess> [sub-level] :: we've identified 4 potential sub-level groups. Each takes a distinct <head>.
<controlaccess><head>Names:</head> :: persname and corpname tags containing MARC 100, 600, 700, 610, 710 fields:
<persname encodinganalog="MARC 100">Cooper, Theodore, 1839-</persname>
<persname encodinganalog="MARC 600">Palmer, Timothy.</persname>
<persname encodinganalog="MARC 700">Fink, Albert, 1827-1897.</persname>
<persname encodinganalog="MARC 700">McCormick, Henry, Jr.</persname>
<corpname encodinganalog="MARC 610">Missouri, Kansas and Texas Railway Company.</corpname>
<corpname encodinganalog="MARC 710">Lehigh Valley Railroad.</corpname>
<controlaccess><head>Subjects:</head> :: subject tag containing MARC 650 field. [Former MARC 656 fields (occupations) should be changed to MARC 650, and included here as "Subjects."] Examples:
<subject encodinganalog="MARC 650">Railroad bridges--United States.</subject>
<controlaccess><head>Places:</head> :: geogname tag containing MARC 651 field:
<geogname encodinganalog="MARC 651">Buffalo (N.Y.)--Politics and government.</geogname>
<controlaccess><head>Form and Genre Terms:</head> :: genreform tag containing MARC 655 field:
<genreform encodinganalog="MARC 655">Scrapbooks.</genreform>
<genreform encodinganalog="MARC 655">Genealogies.</genreform>
Use only the sub-groups needed. Delete unused sub-groups from the template.
Punctuate as in a MARC record.
Include the encodinganalog attribute on all the subject tags. We've decided not to use the source attribute. If readily available for 655 fields, it can be included.
<admininfo> :: contains <head> (required), and the following, all optional: <accessrestrict>,
<userestrict>, <altformavail>, <prefercite>, <custodhist>, <acqinfo>
<head> [for admininfo] :: use INFORMATION FOR USERS
Any sub-elements used here must also contain a <head>, and one or more p elements (paragraphs):
<accessrestrict><head>Access Restrictions:</head> :: Prose description of any limitations or restrictions on the availability of materials.
<userestrict><head>Restrictions on Use:</head> :: Prose description of any restrictions on how materials are used, once access is granted; ability to photocopy, copyright restrictions, etc.
<altformavail><head>Available Copies:</head> :: Describe alternate formats; microfilm, digital copies, etc. Each format gets a new p.
<prefercite><head>Cite As:</head> :: Format as in MARC record:
<p>[collection name, uppercase and without dates], #[collection number; for achives collections, use "-" as separator]. Division of Rare and Manuscript Collections, Cornell University Library.</p>
<custodhist><head>HISTORY OF OWNERSHIP</head> :: In the presentation of the guides, this element will actually appear as a major section after COLLECTION DESCRIPTION, hence its heading in uppercase.
Contains information about the chain of ownership of the materials being described.
<acqinfo><head>PROVENANCE</head> :: In the presentation of the guides, this element will actually appear as a major section after COLLECTION DESCRIPTION, hence it's heading in uppercase.
Contains information about the immediate source of the materials being described and the circumstances under which they were received.
<add> :: attribute type="otherfindaid" is required; does NOT contain a <head>. This add element is only for other finding aid information. It has not been used much (if ever?). See add after close of dsc (container list), for other types of "additional information."
<otherfindaid> :: contains <head> (required) and one or more p elements
<head> :: we've used OTHER FINDING AIDS
<p> :: For information about additional or alternative guides to the described material, such as card files. For linking possibilities, see low-level elements below.
<add> :: attribute type="relatedmaterial" is required; does NOT contain a <head>. This add element is only for related material information. See add after close of dsc (container list), for other types of "additional information."
<relatedmaterial> :: contains <head> (required) and one or more p elements
<head> :: we've used RELATED MATERIAL
<p> :: Description or list of resources not a part of collection but which may be of interest to user. For linking possibilities, see low-level elements below.
<arrangement> :: contains <head> (required) and one or more p elements
<head> :: we've used COLLECTION ARRANGEMENT
<p> :: Has been used rarely. Could use a <list> rather than <p>, but seems more suited to prose description. Includes information about the filing sequence of materials, e.g., alphabetical, chronological, geographical, etc. Not the same as organization, which describes (usually in tabular form) how the materials have been subdivided within a hierarchical structure.
<organization> :: contains <head> (required) and then a list, or multiple nested lists.
This element is used to give an outline of the collection.
<head> :: <head> :: we've used SERIES LIST
<dsc type="in-depth"> :: contains <head> (required), and then the container list.
Different type attribute values possible (see guidelines). Use "in-depth" for straight container list; use "combined" where series will contain a series description, followed by a container list.
<head> :: use CONTAINER LIST
begin with <c01 level="series">
<add> :: attribute type="separatedmaterial" is required; does NOT contain a <head>. This add element is only for separated material information. See next add element for other types of "additional information."
<separatedmaterial> :: contains <head> (required) and one or more p elements
<head> :: we've used SEPARATED MATERIAL
<p> :: Information about materials that are associated by provenance to the described materials but that have been physically separated or removed (perhaps due to format, such as books). For linking possibilities, see low-level elements below.
<add> :: contains <head> (required); what add contains depends.
Description of low level (sub-paragraph) elements.
<title> :: use for proper titles (of books, films, plays, etc.).
<p>He also wrote <title>Robinson Crusoe,</title> which many English scholars have built a career around.<p>
<emph> :: character formatting is achieved with emph tags using a render attribute. The values of the render attribute are controlled (you can't just use anything). See the Tag Library.
<p>He died aboard the good ship <emph render="italic">Death Wish<emph> in a cooking accident, which was <emph render="bold">NOT</emph> caused by his wife, as many assumed.</p>
<p>He guessed it was MC<emph render="super">2</emph>, and was right. ...
Generally, include any following punctuation within the closing emph tag (periods, commas, etc.), yet not with super- or subscripts.
<extref> :: used to link to an external resource. Include the resource's URL in the href attribute.
An <extref href="http://cidc.library.cornell.edu/xml">electronic version of the diary<extref> is available on-line.
Notice that this extref replaces the current browser screen. If you want a link to open a new/separate browser screen, then put a show="new" attribute in your extref tag.
An <extref show="new" href="http://cidc.library.cornell.edu/xml">electronic version of the diary<extref> is available on-line.
<ref> :: used for internal linking.