EAD and ERA uploading

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Below you can access Research Library Group's EAD Best Practice Guide:


*Contents

***

Overview of EAD Structure:

<eadheader> contains informationdescribing the finding aid itself
<frontmatter> contains prefatorymatter incorporating information useful for the display orpublication of the finding aid
<archdesc> contains description ofarchival materials and associated administrative and contextualinformation

Example:

<ead>*
<eadheader>

  • lanencoding=
  • relatedencoding= (this section is often mapped to Dublin Code for easier search-ability)
  • repositoryencoding=
  • countryencoding=
  • dateencoding=
  • <eadid> (content must uniquely identify the EAD instance, should include at least one of the following: publicid, identifier, or url)
    • countrycode=
    • mainagencycode= (repository code)
    • publicid= (public text owner identifiers?? obsolete?)
    • identifier= (ARK';this.style.color = '#ff0000';" onMouseOut = "this.innerHTML = 'ARK';this.style.color = '#000000';">ARK)
    • url=
    • encodinganalog= (maps to URL)
  • <filedesc>
    • <titlestmt>
      • <titleproper> (use for formal title of the finding aid itself and not the title of the fonds or record group being described)
        • encodinganalog=
      • <author> (record the person or institution responsible for the intellectual content of the encoded finding aid)
        • encodinganalog=
    • <publicationstmt>
      • <publisher>
        • encodinganalog=
      • <date>
        • encodinganalog=
        • normal=
      • <address>
        • encodinganalog=

(etc.,)

Education and Research Archive

*The University of Alberta Libraries [*ERA homepage]


Limitations of ERA

The History and Archives group???s collection - Histories of Humanities Computing - has anumber of documents in it???s possession which rights pertaining to access are yet to bedetermined. For example: sets of personal correspondence, associations??? meetingminutes, etc.

ERA provides three options for archiving: (1) public, (2) CCID password-protected, and(3) embargoed for preservation. The third option does not allow access to the itemsonce they are embargoed as it allows for preservation only; these documents arepreserved in a ???dark room???. The alternative option for users is to deposit items underCCID password-protection and embargo the items until a speci???c date (for example 100years). This allows the user to continue to have access to the item while ensuring itremains private. The problem with this option for our research group is that only theuser who has deposited the item can access it. This is problematic as we envision theHistories of Humanities Computing collection to act as a living archive and continuouslybe added to and updated. This means that as research group members move on wecould potentially lose access to embargoed items.

*For our purposes we require a fourth option; private group access. Since this option isunavailable to us and its implementation is not expected in the foreseeable future wehave created a group account: History Archive. This allows individual group members todeposit items with complicated rights of access while ensuring the group as a wholeretains the ability to access all of the items in the collection.

To do so the group member must log on to the History Archive account and provide theirUniversity of Alberta CCID username and password when attempting to accessembargoed documents.


ERA deposit ???how-to???:

an example from the ERA website';this.style.color = '#ff0000';" onMouseOut = "this.innerHTML = 'an example from the ERA website';this.style.color = '#000000';">an example from the ERA website

Step 1 - about your item

Type of Item
Language
Title or Caption
Author or Creator
Additional Contributors
Subject/Keyword

  • Is this item about:
    • a time?
    • a place?

Description (abstract)
Citation for previous publication (If item has been previously published provide a citation)
Date created
Source (brief information about a physical item from which this item was derived)
Link to related item (must be a url)

Step 2 - Where does this itembelong?

Choose a community
Choose a collection

Step 3 - Licensing informationStep 3 - Licensing information

Who should see this item and when should they see it?

  • Everyone
  • University of Alberta Community (CCID-Protected)
  • No-one (for preservation only)
  • embargo date

Choose a license (Creative Commons Attribution-NoncommercialNo-Derivative Works 3.0 Unported)

Step 4 - Add your item

Upload your item

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