ENCODED ARCHIVAL DESCRIPTION EAD DESCRIBING ARCHIVES A CONTENT

ENCODED ARCHIVAL DESCRIPTION (EAD) & DESCRIBING ARCHIVES: A CONTENT STANDARD (DACS) Presented by: Amy Carson, Trisha Hansen and Jonathan Sears

A Brief History of Encoded Archival Description (EAD)

Encoded Archival Description EAD stands for Encoded Archival Description and is a non-proprietary standard for the encoding of finding aids for use in a networked (online) environment. (EAD Help Pages, 2010)

Encoded Archival Description Archivists have welcomed EAD because it is a standard for structuring and automating finding aids. EAD prevents the need for “reinventing the finding aid wheel in every repository. ” It also eliminates the need for editing or reentering data every time software is updated. Finally, it allows for easier access to archival materials via the Internet. (Dooley, 1998)

Encoded Archival Description 1993 - EAD project is initiated at UC Berkeley; Daniel Pitti is principle investigator for project. � 1998 – EAD Version 1. 0 is released to coincide with the Society of American Archivists annual meeting. � 2002 – EAD 2002 version is released – in response to suggestions for improvements. EAD 2002 is intended to be a more stable and useful version. � (EAD Version 2002 Official Site, 2010)

A Brief History of DESCRIBING ARCHIVES: A CONTENT STANDARD (DACS)

DESCRIBING ARCHIVES: A CONTENT STANDARD (DACS) Describing Archives: A Content Standard (DACS) is a book published by The Society of American Archivists which details the rules for describing archives, personal papers and manuscript collections. It has been described as a “forward-thinking and comprehensive response to changing information needs and technologies. ” (Whitta ker, 2007)

DESCRIBING ARCHIVES: A CONTENT STANDARD (DACS) Prior to 1967: No library cataloging manuals included rules for archival material cataloging. � 1967 – Anglo-American Cataloging Rules I (AACRI) introduces rules for individual items and collections. � 1978 – Chapter 4 of Anglo-American Cataloging Rules 2 (AACR 2) expands basic rules for describing archival materials. (Whittaker, 2007)

DESCRIBING ARCHIVES: A CONTENT STANDARD (DACS) 1983 - Archives, Personal Papers and Manuscripts (APPM) is compiled by Steven L. Hensen and published by The Library of Congress as a standard for cataloging archival material. � 1998 – The second edition of APPM is published by The Society of American Archivists (SAA). � 2004 - The Society of American Archivists adopts Describing Archives: A Content Standard as official standard. � (Whittaker, 2007)

Next… Why EAD Preparing Documents for EAD Examples of “Cool” Archives

Why Encoded Archival Description? Communication and Access Tool What is a Finding Aid? A Glossary of Archival and Records Terminology n. ~ 1. A tool that facilitates discovery of information within a collection of records. – 2. A description of records that gives the repository physical and intellectual control over the materials and that assists users to gain access to and understand the materials. Provides A Standard Technology

Preparing to Create an Encoded Archival Description � Collecting Data for a Finding Aid �Discovery Process ○ Gather…Educate Yourself…Build a Description Consistency through Content Standards ○“No EAD Police”

Examples of “Cool” Archives http: //www. archivegrid. org/b/index. jsp http: //library. ucsc. edu/gratefuldeadarchive/gda-home

Versatility XML, is quite “repurposeable” File can be web page with links, in print version with understandable headers, or part of a databasedriven search interface, create other records such as MARC, and so on. (boring video) “EAD is a data structure and not a data content standard. It does not prescribe how one formulates the data that appears in any given data element - that is the role of external national or international data content standards. ” http: //www. loc. gov/eaddesgn. html

Versatility (cont. ) EAD in XML HTML View PDF Searchable Page

Template

Resources Library of Congress Best Practices 144 pg guideline on how to create an EAD finding aid. EAD 2002 Cookbook 50 pg documents the ins and outs of creating and implementing EAD Report Card Check the quality of your EAD encoding

References Dooley, J. M. (1998). Introduction - Encoded Archival Description: Context and Theory. American Archivist, 60(3), 264 -265. Encoded Archival Description Version 2002 Official Site (2002). Development of the Encoded Archival Description DTD. Retrieved June 6, 2010 from: http: //www. loc. gov/eaddev. html Encoded Archival Description Version 2002 Official Site (2002). Application Guidelines for Version 1. 0. Retrieved July 10, 2010 from: http: //www. loc. gov/eaddev. html Whittaker, B. M. (2007). DACS and RDA: Insight and Questions from the New Archival Descriptive Standard. Library Resources & Technical Services, 51(2), 98 -105.