--> Finding aids -->Preparing Finding Aids for EAD -->
NOTES FOR TRANSLATION OF EAD BETA TO EAD 1.0
(Updated 5/5/99)
SIGNIFICANT EAD CHANGES
BRBL Implementation - Short list
BRBL Implementation - Annotated list with examples  

SIGNIFICANT EAD CHANGES:
    Must do:
      FINDAID: Eliminate

      EXT.PTR: Change to EXTREF with entityref attribute -  Used in conjunction with <!ENTITY>
      declarations in document subdeclaration - remove displaytype attribute for gifs

      CHANGES TO FOLDER-LEVEL ENCODING:
       

        EAD 1.0 still allows for the use of the DROW/DENTRY method of encoding tabular data.
        A high-level choice must be made whether to stay with DROW/DENTRY or change.

        OPTION 1:

        If we continue to use the DROW/DENTRY method, we must "flip a switch"  in the DTD:
        namely, change the following:

        <!ENTITY % tabular        'IGNORE'>
        <!ENTITY % nontabular     'INCLUDE'>

        to the following:

        <!ENTITY % tabular        'INCLUDE' >
        <!ENTITY % nontabular     'IGNORE'>

        This would have to be agreed upon by ALL Yale Finding Aids Project participants, unless we want to assemble a systems wherein we are using two forms of the EAD.DTD 1.0

        The only resulting change to encoding would be the following:

        UNITLOC: Remove, replace with CONTAINER - and change attribute "label" to "type" [controlled vocabulary]

        PROS: Easier gestalt transition; Do not have to change style sheet or navigator much
        CONS: Not recommended by EAD; Implementation of XSL may eliminate any value of this approach;
        (Ostensibly) all participants must use this approach; more complex encoding scheme (data overhead)

        OPTION 2:

        If we change from the DROW/DENTRY method, the following encoding would change:

        DID: required in all CO#s

        DROW: discard (see above)

        DENTRY: discard (see above)

        UNITTITLE: [add type = "head" for all header level elements]

        UNITLOC: Remove, replace with CONTAINER - and change attribute "label" to "type" [controlled vocabulary]

        PROS: Less complex encoding scheme (data overhead); XLS should eventually make for easier, more robust style sheets
        CONS: Must add extra element to distinguish headings from folder titles (they are coded the same and Panorama cannot distinguish Navigator entries by qualified styles - although MDPro can)

       
    Possibly Must do: (still waiting for Metadata Committee decision)
     
      EADHEADER: Requirements for valid SGML remain the same - must have EADHEADER and EADID, even if empty. However, RLG recommends using the following base metadata elements to allow for indexing and display:
<EADHEADER>   (attributes: langencoding, findaidstatus
                        [= (unverified-partial-draft | unverified-full-draft | edited-partial-draft | edited-full-draft]) <EADID> (attributes: systemid, source, type) <FILEDESC> <TITLESTMT> <TITLEPROPER>
<AUTHOR> (This is the only tag NOT currently used by BRBL) <PUBLICATIONSTMT> <PUBLISHER>
<DATE>
  Possible additions:
      UNITID attribute REPOSITORYCODE: Add this?

      ACCRUALS: Add this?

      ADD: Available in ARCHDESC and ALL CO#s


BRBL Implementation - Short list
    FRONT MATTER
     
      Change EAD declaration to new wording: add "Version 1.0" after "(EAD)"

      Change EXT.PTR to EXTREF (and lose displaytype attribute)

      Make all external pointers declared <!ENTITY>s

      e.g.:
      <!ENTITY copyrite SYSTEM "http://www.library.yale.edu/beinecke/manuscript/copyrite.htm" NDATA HTML>

      and use the form: <extref entityref="copyrite">

      Leave <?ATTLINK>, but change extptr to extref

      e.g.: <?ATTLINK extref href URI>

    BOX LIST
     
      Remove FINDAID

      Change DROW to DID and lose valign attribute (OPTION 2)

      Remove DENTRY (OPTION 2)
       

        (Except for empty placeholder for notes and extent statements:
        Change
        <DENTRY></DENTRY><DENTRY></DENTRY>
        to
        <CONTAINER></CONTAINER><CONTAINER></CONTAINER>
         
      For Header type data, add attribute type="head" to UNITTITLE (OPTION 2)

      Change UNITLOC to CONTAINER and change attribute label="box" to type="box"


BRBL Implementation - Annotated list with examples
 
    FRONT MATTER
     
      Change EAD declaration to new wording: add "Version 1.0" after "(EAD)"
     
        OLD:

        <!DOCTYPE EAD PUBLIC "-//Society of American Archivists//DTD ead.dtd
        (Encoded Archival Description (EAD))//EN" "ead.dtd"

         
        NEW:

        <!DOCTYPE EAD PUBLIC "-//Society of American Archivists//DTD ead.dtd
        (Encoded Archival Description (EAD) Version 1.0)//EN" "ead.dtd"

     
      Change EXT.PTR to EXTREF (and lose "DISPLAYTYPE" attribute for gifs)
       
      Make all external pointers declared <!ENTITY>s
     
        OLD:

        <extref ext.ptr="http://www.library.yale.edu/beinecke/manuscript/copyrite.htm">

        NEW:

        In the document subdeclaration:
        <!ENTITY copyrite SYSTEM "http://www.library.yale.edu/beinecke/manuscript/copyrite.htm" NDATA HTML>

        In the body of the instance:
        <extref entityref="copyrite">

     
      Change <!ATTLINK>

                 OLD:

                  <?ATTLINK extref ext.ptr URI>

                  NEW:
       
                  <?ATTLINK extref extref URI>
       

    BOX LIST
      Remove FINDAID

      Change DROW to DID and lose valign attribute

      Remove DENTRY

        (Except for empty placeholder for notes and extent statements: Change <DENTRY></DENTRY><DENTRY></DENTRY>
      to

      <CONTAINER></CONTAINER><CONTAINER></CONTAINER>
       

       For Header type data, add attribute: type="head" to UNITTITLE

      Change UNITLOC to CONTAINER and change attribute label="box" to type="box"

      For all of the data elements above (DROW, DENTRY, UNITLOC, CONTAINER]
       

        OLD:

        <c01><did><unitid id="SI">Series I.</unitid>
        <unittitle>Writings</unittitle></did>

        <c02><drow valign="top"><dentry></dentry><dentry></dentry>
        <dentry><physdesc><extent>5.25' (13 Boxes)</extent></physdesc></dentry>
        <dentry><unitdate>Dates: 1834-1985</unitdate></dentry></drow>
        </c02>

        <c02><drow valign="top"><dentry></dentry><dentry></dentry>
        <dentry><note><p>
        Series I, Writings, is subdivided into nine
        alphabetically arranged subseries.
        </p></note></dentry></drow>
        </c02>

        <c02><did><unittitle>BOOKS</unittitle>
        </did>

        <c03><did><unittitle>Churchill's England</unittitle>
        </did>

        <thead><row><entry>Box</entry><entry>Folder</entry><entry></entry>
        <entry>Date</entry></row></thead>

        <c04><drow valign="top"><dentry><unitloc label="box">1</unitloc></dentry>
        <dentry><unitloc id="f1">1</unitloc></dentry>
        <dentry><unittitle>
        Advertisement
        </unittitle></dentry>
        <dentry><unitdate>n.d.</unitdate></dentry></drow>
        </c04>
        </c03>

        . . .

        <c03><did><unittitle>Seven Brave Companions</unittitle></did>
        <c04><drow><dentry></dentry><dentry></dentry>
        <dentry><note><p><ref target="f12">
        See also: Box 1, folders 12-18.
        </ref></p></note></dentry></drow>
        </c04>
        </c03>
        </c02>
        </c01>
         
        NEW OPTION 1:

        <c01><did><unitid id="SI">Series I.</unitid>
        <unittitle>Writings</unittitle></did>

        <c02><drow valign="top"><dentry></dentry><dentry></dentry>
        <dentry><physdesc><extent>5.25' (13 Boxes)</extent></physdesc></dentry>
        <dentry><unitdate>Dates: 1834-1985</unitdate></dentry></drow>
        </c02>

        <c02><drow valign="top"><dentry></dentry><dentry></dentry>
        <dentry><note><p>
        Series I, Writings, is subdivided into nine
        alphabetically arranged subseries.
        </p></note></dentry></drow>
        </c02>

        <c02><did><unittitle>BOOKS</unittitle>
        </did>

        <c03><did><unittitle>Churchill's England</unittitle>
        </did>

        <thead><row><entry>Box</entry><entry>Folder</entry><entry></entry>
        <entry>Date</entry></row></thead>

        <c04><drow valign="top"><dentry><container label="box">1</container></dentry>
        <dentry><container id="f1">1</container></dentry>
        <dentry><unittitle>
        Advertisement
        </unittitle></dentry>
        <dentry><unitdate>n.d.</unitdate></dentry></drow>
        </c04>
        </c03>

        . . .

        <c03><did><unittitle>Seven Brave Companions</unittitle></did>
        <c04><drow><dentry></dentry><dentry></dentry>
        <dentry><note><p><ref target="f12">
        See also: Box 1, folders 12-18.
        </ref></p></note></dentry></drow>
        </c04>
        </c03>
        </c02>
        </c01>
         

        NEW OPTION 2:

        <c01><did><unitid id="SI">Series I.</unitid>
        <unittitle>Writings</unittitle></did>

        <c02><did><container></container><container></container>
        <physdesc><extent>5.25' (13 Boxes)</extent></physdesc>
        <unitdate>Dates: 1834-1985</unitdate></did>
        </c02>

        <c02><did><container></container><container></container>
        <note><p>
        Series I, Writings, is subdivided into nine
        alphabetically arranged subseries.
        </p></note></did>
        </c02>

        <c02><did><unittitle type="head">BOOKS</unittitle>
        </did>

        <c03><did><unittitle type="head">Churchill's England</unittitle>
        </did>

        <thead><row><entry>Box</entry><entry>Folder</entry><entry></entry>
        <entry>Date</entry></row></thead>

        <c04><did><container type="box">1</container>
        <container id="f1">1</container>
        <unittitle>
        Advertisement
        </unittitle>
        <unitdate>n.d.</unitdate></did>
        </c04>
        <c03>

        …

        <c03><did><unittitle type="head">Seven Brave Companions</unittitle></did>
        <c04><did><container></container><container></container>
        <note><p><ref target="f12">
        See also: Box 1, folders 12-18.
        </ref></p></note></did>
        </c04>
        </c03>
        </c02>
        </c01>

 
Comments: Nicole Bouché,
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.