NOTE: This page contains instructions used during a large-scale enhancement project done during DECEMBER 1997. Some of the information included here is obsolete.

General Advice

Working with SGML instances (files) can be very tricky. Tags seem to go on forever, with no text present, and it is easy to get lost in the nested structure of an instance. However, we are archivists! We are used to Byzantine methods of information arrangement! So here are few things to keep in mind:

When I refer to manual editing, I assume we are using EDIX. Remember that EDIX adds a stray character to the end of the file when it saves, so every time you make changes in EDIX, you must use a UNIX editor (ours is EDITMASTER) to remove the stray character and save the file in UNIX format before loading to the Web server.

Keep a list of files you are working on and keep track of where you are with the process of correcting. I've provided a form that can be used to help keep track of the process as you work on files. There are a lot of files and it can get confusing to maintain so many of them. Create a new directory C:\SGMLWORK. Copy the files: BRBLMAIN.GIF, BEINECKE.SSH, BEINECKE.NAV, and BEINNAV.SSH from J:\MSSUNIT to C:\SGMLWORK in order to be able to proof the files.

You will need to go to here to get catalog record keys.

***CONTINUE TO KEEP PRINTOUTS OF CHANGES TO UR-FILES MADE AFTER DECEMBER 1, 1997. THESE WILL NEED TO BE INCORPORATED EVENTUALLY INTO EAD FILES - AND ARE CRUCIAL FOR UPDATING ZY FILES IF WE NEED TO.***

For the time being, even though we are not updating Zy, continue with the regular procedure for updating files (including ZND and REGZY).

Unfortunately, there were a number of files submitted to Zy over the past 10+ months (which obviously indicates changes of some type were made), but such changes weren't submitted to me...so they have to be marked up again from scratch, as detailed in Preparing SGML files for Webtext. These are marked "REDO" on the individual lists.

There are also a few "NEW" files, as marked on individual lists, which also need to be marked from scratch.

If a file is annotated "NO" - skip it - It has been marked as a preliminary finding aid in HTML only.

Correcting ur-files (.box, .frn, .reg)

Choose a file to correct from your list
Copy to a local directory the files: [name].box, [name].frn, and [name].reg from J:\MSSUNIT\URARC

Check to see if any substantive corrections were submitted on hard copy - the words "box changes" will be next to the file name on your list. These have already been made to the .box file.

(Enhancements planned for box-and-folder lists [other than stripping foreign characters, covered below] will be done as a later project. This project focusses on enhancements for front matter files.)

In the .frn file specifically:


• TITLE PAGE
• Make sure ALL data elements are present and in proper font/format (e.g. collection titles in CAPS, not lower case); range dates should NOT appear in Title of collection [example]
• Make sure the citation form (on the TITLE PAGE) for the curatorial collection is correct [examples]
• Make sure to add a "Last Updated: [date]" entry below the original creation date [example] When you do this, make sure the first ".ce" command reads ".ce 14" - not ".ce 13"
• Make sure the wording of the copyright statement matches the current version [example]
  
• TABLE OF CONTENTS
• Make sure there is an entry in the TABLE OF CONTENTS for ADMINISTRATIVE INFORMATION [example]
• Make sure the EXTENT statement is complete. [example]
  
• ADMINISTRATIVE INFORMATION
• Make sure there is an ADMINISTRATIVE INFORMATION section in the .frn file - if not, add one [example]
• Scan through the ADMINISTRATIVE INFORMATION section to see if the spacing commands are correct. This includes any paragraph tabs - there shouldn't be any. [example]
• Consult the EAD Beta Finding Aid Document Structure to check which parts of the ADMINISTRATIVE INFORMATION are required.
  
• PROVENANCE
• If the PROVENANCE section merely points to DESCRIPTION OF THE PAPERS, move the appropriate text from DESCRIPTION to PROVENANCE, where it belongs. For a extremely complicated provenance, it may be desirable to give a brief statement and point to the DESCRIPTION for a fuller explanation. If no provenance can be found, used the canned text: . [example]
• CITE AS
• Make sure the citation form (in CITE AS) for the curatorial collection is correct [examples]
• Make sure the punctuation is correct - specifically, there should be a comma between the name of the curatorial unit and Beinecke Library - not a period. [example]
• RESTRICTIONS ON ACCESS
• Make sure the wording for RESTRICTIONS ON ACCESS is correct.
  Specifically - "This collection is open for research" should appear first in ALL finding aids. [example]
• Use customized text for any special restrictions in a collection; text should appear second and provide guidance on duration of restriction or terms of access, where known. If not known, refer to curator: "For further information ..."
• ASSUME restricted fragile papers exist (they usually do) and double check to be sure that it wasn’t just overlooked. (This goes in RESTRICTIONS ON ACCESS as the final paragraph.)
• All separate statements under RESTRICTIONS ON ACCESS should be entered as separate paragraphs.
• PROCESSING NOTES
• Make sure information about the origins of a register (especially with recon collections) is in PROCESSING NOTES - not in DESCRIPTION OF THE PAPERS
• If the heading "About this finding aid" appears in PROCESSING NOTES, remove it. Only descriptive text should be there.
• Look out for DESCRIPTION OF THE PAPERS missing or confused with ABOUT THIS FINDING AID (which goes in PROCESSING NOTES)
  
• BIOGRAPHICAL OR HISTORICAL NOTE(S)
• Check for missing BIOGRAPHICAL or HISTORICAL NOTE(S) that really ought to be there. (especially in WA finding aids.)
• Format varies in the heading for BIOGRAPHICAL or HISTORICAL NOTE(S).
  Should be: NAME (dates of life of person) e.g., JANE Q. ARCHIVIST (1934-1997) or simply,
  GOLD HILL MINING COMPANY
• Check to see if the Table of Contents listings match the headers - i.e. dates in parentheses and correct wording - e.g. Description of the Papers vs. Description of the Collection
  
• DESCRIPTION OF THE PAPERS
• Make sure there is one - and that it doesn't appear too confusing or incomplete.
  

  If CHANGES were made to the .box file (from previous corrections submitted on hard copy)
  - rip, prereg and rap the files
  If NO CHANGES were made to the .box file (from previous corrections submitted on hard copy)
  - there is no need to rip, prereg and rap at this point.

  Then -
  Look at the .reg file using WRKVIEW (from the DOS prompt: wrkview [name]) -
  to check if the page numbers in the TABLE OF CONTENTS match the page numbers as they appear on the screen.
  --- (A helpful way to do this is to print out the TABLE OF CONTENTS
  ----and mark changes on it as you page through the finding aid.)
  You do not have to page through the entire file. Only check up through the first series. If the page number varies by one, then assume the subsequent series also vary by one.
  Make corrections to the page numbers in the .frn file.

  If NO CHANGES AT ALL were made to either the .box or .frn file, proceed to the Enhancement section

  Otherwise, proceed with ZND & REGZY.

Correcting and enhancing EAD instances

Copy to a local directory the file: [name].sgm from J:\MSSUNIT\URSGML
[If there isn't an existing .sgm file, check with Tim. If an .sgm file needs to be created from scratch, use Preparing SGML files for Webtext]

NOTE: For this stage of correction, the .frn file will need to be run through the markup macro again, so any corrections to the .frn file will be automatically incorporated through the creation of new front matter for the EAD file.

But - You must decide if the .box list needs to be run through the markup macro.

BOX AND FOLDER LIST

Check for any corrections submitted on hard copy. (If none - proceed to section on Enhancing front matter)

If the corrections made to the ur-files are EXTENSIVE, you have the option of running the .box file through the SGML mark-up macros. HOWEVER, this will likely entail some further editing, so you must decide. Here are my factors on whether or not I make manual correction to the EAD/SGML files or if I run the .box file through the markup macros:

• File size: larger than 100K - manual
• Complexity: Lots of folder notes - manual
• Cross-references (See:, etc.): Many, and unstandardized - manual

All of the above signal files that need extra editing done to them after they are created.
So, for a large file with lots of cross-references, even if you have to add about 10 lines of text and change 25 folder numbers, this is less work than starting from scratch and adding 40 cross-references.

So - decide if you need to run the files through the markup macros again.
If you do, then follow the instructions in the Preparing SGML files for Webtext.
If you don't - make the corrections manually in the .sgm file.

FRONT MATTER

All EAD files will need to have enhancements to the front matter made whether they were corrected or not. The majority of these enhancements are done by the macro markup procedure.

The simplest approach is to run the .frn file through the mark-up macros (SGMFRN and TRANSIT only), make manual enhancements, and then cut-and-paste the new front matter into the EAD file.

The following enhancements will be done by the markup macro :

• The copyright statement will be replaced by a link to an external file. [example]
• A pointer to a file containing More Information, will be added under the copyright statement. [example]
• Declarations will be added to the beginning of the document. [example]

The following step will be done done by a macro, but will need manual input of the ORBIS key:
You will need to go to here to get catalog record keys.

• A pointer to the MARC Catalog record will be added under the copyright statement. [example]

The following enhancements need to be done manually:

• If the collection described in the finding aid is an addition to a previously cataloged work, or if there are other collections related by provenance, or if there is narrative information referred to in another finding aid, links need to be made to the other finding aid. NOTE: Links should NOT be made based on tenuous connections. (Such as two WA collections both dealing with the Mormon Church. Make a link ONLY if they are linked by established provenance, not just because they are linked by subject matter.) [examples]
• Links need to be made from sections in the DESCRIPTION of the PAPERS to Series Header in the box-and-folder list. NOTE: Do this step last, after the new front matter has been pasted into the EAD file. [example]

Finishing Up

After you have created a revised EAD file, you need to carry it through the few final steps outlined in the SGML Manual. As well, you may have to run an extra step that will strip out the foreign characters from the file.

From the DOS prompt, open your file in EDIX: edixit [name].sgm
Run the new macro, named CHAROFF: alt-v charoff [enter]

After doing this, continue with the steps in the SGML manual, starting at Step 5.

(NOTE: You do not have to do this extra step if you are creating an entirely new version of the SGML file, beginning with Step 1.)

If you feel unsure about the file in any way, Tell Tim and he can double-check it.

Copy your EAD files to J:\MSSUNIT\NEWSGML for backup purposes.

You must now also create a new HTML version of the file, following the SGML manual.

Copy your HTML files to J:\MSSUNIT\NEWHTML for backup purposes.

Cleanup your local directory. Run CLEANZY. Urfiles (.box, .frn, .reg) will be copied to J: when you run REGZY, so there is no need to keep them in a local directory.

*WAIT ON THIS* If there is not an 856 field in the ORBIS MARC record for both the SGML and HTML files, make sure to add them, following Step 11 in the SGML Manual and Step 4 in the HTML Manual

If Series broken into multiple tables need appropriate (cont.) statements, Tim will take care of these.