Preparing HTML-only files for Opentext

--> Finding aids -->Preparing Finding Aids for EAD -->
Preparing HTML-only files for Opentext

- Important Notes
- Osborn Shelf Lists and Any Finding Aids
- Preliminary lists
- Pre-1600 Files
- YCAL Surveys
- Correcting HTML files
- Shortcut for marking up multiple files
- Creating a list of multiple files
- List of Collection names and file types:
- Curatorial Units in BRBL
- Files types marked up in HTML

(updated 4/03)

IMPORTANT NOTES:

DO NOT USE HTML EDITORS (NETSCAPE, AOLPRESS, ETC.) TO EDIT FILES FOR THE BRBL DATABASE (WEBTEXT). THESE CAUSE CODING CHANGES WHICH RESULT IN INDEXING ERRORS. EDIT USING ONLY ASCII OR UNIX EDITORS (NOTEPAD, EDIX, EDITPAD...)
HTML-only files (also referred to as "flat" files)
These are files that are not intended to be marked-up in EAD, as they represent unfinished or temporary listings or very short files that would not benefit from EAD encoding. Currently, the Yale Finding Aids Project site contains several classes of these files:
OSBORN shelf and drawer lists
OSBORN and GENERAL unfinished recon finding aids
A few problematic GENERAL finding aids that could not be successfully parsed in XML
PRE1600 item descriptions (1 per file)
YCAL surveys
Preliminary Lists for all collections
HTML encoded versions of all of the above types can be created using the following steps.
Unless otherwise indicated, all of the following sequences of commands begin at a DOS prompt.
NOTE: In the coding of these HTML files, two non-HTML tags are used to ensure proper indexing by the OpenText database. The tags <TITLEPROPER> and <PUBLISHER> are used, but not parsed by HTML browsers. However, certain HTML editors may take exception to these tags and displace them when saving the HTML file. (NETSCAPE EDITOR does this.) So be aware of the possibility for uncontrolled changes to files you create when saving via an HTML editor.

OSBORN SHELF LISTS AND ANY FINDING AIDS

1. Open the box-and-folder listing file in EDIX, reset the margin, translate the tabs to spaces, and run translation macros:

edixit [name].box
alt-v mgn 80 [return]
alt-v trtab [return]

Note: You MUST run cleanup on your file (alt-v cleanup) before you begin using the translation macros. Stray "extra" tabs will choke most EDIX macros.

To run translation macros:

Save the file under a new name, such as [name].htm

2. Run translation macros and output the front matter file (if it exists) to a print-to-screen file

To run translation macros:

edixit [name].frn
alt-v foff [enter]
alt-v titles2 [enter]
alt-w
alt-x

Note: the date will NOT appear in the right place (at tab 63) in any instance in which underlining has been used in the same line as the date entry. This is due to a subtle difference between EDIX and HTML: EDIX reads the HTML markup for underlining (which replaces the EDIX-generated underline commands when you run titles2,) as CHARACTERS, and so allots them "space" on the line. An HTML browser, obviously, reads and as source code, not as text. So, when you have underlining in the final line of a folder entry, you have to go back in to your EDIX file after you run the translation macros and SPACEBAR the date over to 67 if there is only a close-underlining code, or to 70 if both underlining codes appear in the line. This will line up your dates when the file is viewed in HTML.

To output to screen

(e.g. wordix -fyale.new -o0 yale.frn)

3. Link files

To link:

edixit [name].htm
Insert blank line at top
alt-r [name of new front matter file - if there is one]
alt-w

Note: you will have to remove the table of contents from the file manually.

4. Add HTML tags and insert titles, etc.

pink

list

<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 3.2//EN">
<HTML> <HEAD>
<TITLEPROPER><TITLE>JOHN WILSON PAPERS (OSB MSS 45)</TITLE></TITLEPROPER>
</HEAD> <BODY>

<CENTER> <HR WIDTH="100%">YALE UNIVERSITY <PUBLISHER>BEINECKE RARE BOOK AND MANUSCRIPT LIBRARY</PUBLISHER> 
THE JAMES MARSHALL AND MARIE-LOUISE OSBORN COLLECTION 
PRELIMINARY FINDING AID
<HR WIDTH="100%"></CENTER>

Then, copy and paste the following to the end of the HTML file:

</PRE> </UL> </BODY> </HTML>

5. Add more detailed tagging and clean file

For fully processed finding aids that are being marked in HTML, you may want to add more tagging to link between the table of contents and the box-and-folder lists, following the example of the Tocqueville register. If the file needs no more linking, scan through it to clean up any errant or extraneous information, such as the table of contents (remove it entirely), then save the file and proof it in an HTML viewer. ***For standard procedure, stop here, copy the file to J:\MSSUNIT\WEBTEXT\NONEADLOAD, and skip to step 7.
The database administrator will load the file to Webtext***

6. Copy HTML file to Webtext 7. Add entries for new files to the Public Services file lists (FOR FINDING AIDS - j:\mssunit\webtext\auxfiles\publist.htm - FOR OSBORN LISTS - j:\mssunit\webtext\auxfiles\osblist.htm) using existing entries as models.

PRELIMINARY LISTS:

1. Open the preliminary list file in EDIX, reset the margin and tabs, translate the tabs to spaces and delete WORDIX commands:
edixit [name].lst
alt-v mgn 80 [return]
Tabs vary - note the tabs which are declared in the file by the "dot" command
 [e.g.: .tb 6 16 18 20 22 24 63]
and enter them for the variables in the following command:
alt-v tab [X], [Y], [Z], [etc.] [return]
 [e.g.: tab 6, 16, 18, 20, 22, 24, 63] - Note addition of commas
alt-v trtab [return]
Delete any "dot" commands at the beginning of the file - those that start with a period [.]
Save the file [alt-f] with a new extension: [name].htm
2. Run the translation macros
alt-v foff [enter]
alt-v titles2 [enter]
3. Add HTML tags and insert titles, etc.
Copy and paste the following to the beginning of your HTML file, replacing the text in pink with the appropriate title and collection name. (A list is below): [NOTE: the DOS must be in an NT window to paste - toggle between the DOS shell and the DOS NT window using alt-enter]
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 3.2//EN">
<HTML> <HEAD>
<TITLEPROPER><TITLE>PETER ACKROYD PAPERS (UNCAT MS VAULT 706)</TITLE></TITLEPROPER>
</HEAD> <BODY>
<CENTER> <HR WIDTH="100%">YALE UNIVERSITY <PUBLISHER>BEINECKE RARE BOOK AND MANUSCRIPT LIBRARY</PUBLISHER> 
GENERAL COLLECTION OF RARE BOOKS AND MANUSCRIPTS 
PRELIMINARY LIST
<HR WIDTH="100%"></CENTER>
<UL> <PRE>
[Name of collection]
[Call number]
[xx] boxes
PRELIMINARY LIST
Acc #: [xxxxx] [if applicable]
[Date created]
Last update: [xxx]

Restricted Material: Box [xx] [if applicable]
Catalog Record Link
This is a preliminary list for all or a portion of an unprocessed collection.
Consult the Public Service staff or the curator for information about related
uncataloged accessions, which may not have been listed.
Then, copy and paste the following to the end of the HTML file:
</PRE> </UL> </BODY> </HTML>
4. Add the ORBIS catalog record link.
 Use the macro ADDLINK to automatically insert the coding:
 alt-v addlink [enter]
 Otherwise, you can manually replace the text "Catalog Record Link" with the following coding:
 <a href="http://orbexpress.library.yale.edu/cgi-bin/Pwebrecon.cgi?Search_Arg=beinecke.XXXXXXXX?&DB=local&Search_Code=CMD&CNT=50">Catalog record link</a>
 In either method, finish by replacing the eight Xs in the text "beinecke.XXXXXXXX" with the file name: "beinecke.[filename]"

Example:
in the file MARTIN.HTM, replace the Xs with "martin" : "beinecke.martin"

This is the string that will be searched in Orbis from the "Catalog record link" at the top of the HTML file. In order for the link to work, you must also insert the following string in the catalog record for the collection, in the 035 field, subfield 9:

035 __ |9 (YUL)ead.beinecke.[filename]

Examples:
035 __ |9 (YUL)ead.beinecke.wkent
035 __ |9 (YUL)ead.beinecke.martin

If there is no catalog record for the collection, neither of these steps need be taken.

Note:
In catalog records created before July 2002, you will see an existing 035 |9, which looks like this: "XXX9999YL" (for example: 035 __ |9 FJE3667YL ). This code is the seven-character bib id from the Notis system (Orbis1, or "old Orbis") which preceded the Endeavor Voyager LMS (Orbis2), plus "YL" which was added during migration to Voyager. DO NOT OVERWRITE OR DELETE THIS CODE; instead, add a separate 035 field for the ead id code, and enter as described above.

5. Save the file in EDIX and exit:

alt-w
alt-x

6. Open the html file in Netscape to check for errors.
Make any corrections to both the .htm and .lst versions of the preliminary list file.
***For standard procedure, stop here, copy the file to J:\MSSUNIT\WEBTEXT\NONEADLOAD, and skip to step 8.
The database administrator will load the file to Webtext***

7. Copy the file to the appropriate location on the Webtext server

8. Add entries for new files to the Public Services file list (j:\mssunit\webtext\auxfiles\publist.sgm), using existing entries as models. Alert the database administrator as to the presence of new files.

PRE-1600 FILES

(It is possible to use macros for batch processing of these types of files, as described in the shortcut below)

1. Follow the steps for creating database versions of the files, as described below:

1a. Copy the appropriate files to a temporary directory of the c: drive
1b. Clean up any extended characters
 i. edixit [filename]
 ii. alt-v foff
 iii. alt-w
 alt-v (to get back to the command
 prompt for the next step)
1c. Output the file through wordix to a new file with the extension .htm, using the following commands at the prompt:

 wordix -f[name].htm -o0 [name].lst
 (e.g. wordix -fmr.htm -o0 mr.lst)
 <return>
 alt-x
 alt-x
 exit

Files must be renamed in this way in the process of creating an output file.

Note that there is no space between "-f" and "[name].htm" but that there is a space between "-o0" and "[name].lst".

If you are working with a file that has the extension .tut or .pre, replace ".lst" with the appropriate extension in the instructions above.

2. Open the new file ([name].htm) in Notepad or Editpad.

Paste the following text to the beginning of the file:

<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 3.2//EN">
<HTML><HEAD><TITLEPROPER><TITLE>
MEDIEVAL AND RENAISSANCE MANUSCRIPTS
</TITLE></TITLEPROPER></HEAD>
<BODY><CENTER><HR WIDTH="100%">
YALE UNIVERSITY 
<PUBLISHER>BEINECKE RARE BOOK AND MANUSCRIPT LIBRARY</PUBLISHER> 
GENERAL COLLECTION OF RARE BOOKS AND MANUSCRIPTS PRE-1600 MANUSCRIPTS <HR WIDTH="100%"></CENTER> <UL> <UL> <PRE>

Note: if you are working on a Pre-1600 file other than MR.lst, you must replace the text in pink with the appropriate call number:
e.g.
MEDIEVAL AND RENAISSANCE MANUSCRIPT FRAGMENTS (MS 712)
MS 1
Marston MS 2
(etc.)

3.Copy and paste the following to the end of the HTML file:

</PRE> </UL> </BODY> </HTML>

4. Scan through the file to clean up any errant or extraneous information (including extra blank lines which occur because of the wordix output process), then save the file and proof it in an HTML viewer.

5. Copy the file to J:\MSSUNIT\WEBTEXT\NONEADLOAD\Pre1600 . The database administrator will load the file to Webtext.

6. Add entries for new files to the Public Services file list (FOR FINDING AIDS - j:\mssunit\webtext\auxfiles\publist.htm - FOR PRE1600 FILES - j:\mssunit\webtext\auxfiles\prelist.htm), using existing entries as models.

YCAL SURVEYS

(It is possible to use macros for batch processing of these types of files, as described in the shortcut below)

1. Follow the steps for creating database versions of the files, as described below:
1a. Copy the appropriate files to a temporary directory of the c: drive
1b. Clean up any extended characters.
 i. edixit [filename]
 ii. alt-v foff
 iii. alt-t [alt-21alt-14] <return> <return> g

[NOTE: In this step, you must create the characters within the brackets by holding down the ALT key and typing the numerals ON THE NUMBER PAD at the right of your keyboard - and you DO TYPE THE BRACKETS: if you don't type the brackets, the program searches only for the characters right next to each other, as a phrase, rather than searching for either character anywhere. Alternately, you may perform this step as two steps, without typing the brackets, but still typing the numbers on the number pad:
 alt-t alt-21 <return> <return> g
 alt-t alt-14 <return> <return> g
In this pattern, two separate searches are performed: one for each character.]
 iv. alt-w
 alt-v (to get back to the command prompt for the next step)

1c. Output the file through wordix to a new file, using the following commands at the prompt:

 wordix -f[newname] -o0 [oldname]
 (e.g. wordix -fyale.new -o0 yale.lst)
 <return>

1d. View the new file.

 alt-x (to get to the prompt)
 [name].htm


 (files should be renamed in the process of creating an output file.)
2. For YCAL surveys, open them in EDIX, rename the file with the extension "htm" and copy and paste the following text to the beginning of the file, replacing the text in pink with the appropriate title and call number:
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 3.2//EN">
<HTML><HEAD><TITLEPROPER><TITLE> THOMAS BEER MSS SURVEY Za Beer </TITLE></TITLEPROPER></HEAD>
<BODY><CENTER><HR WIDTH="100%">
YALE UNIVERSITY 
<PUBLISHER>BEINECKE RARE BOOK AND MANUSCRIPT LIBRARY</PUBLISHER> YALE COLLECTION OF AMERICAN LITERATURE 
PRELIMINARY SURVEY <HR WIDTH="100%"></CENTER> <UL> <UL> <PRE>
3.Copy and paste the following to the end of the HTML file:
</PRE> </UL> </BODY> </HTML>
4. Scan through the file to clean up any errant or extraneous information (including extra blank lines which occur because of the wordix output process), then save the file and proof it in an HTML viewer.
5. Copy the file to J:\MSSUNIT\WEBTEXT\NONEADLOAD\Surveys.
The database administrator will load the file to Webtext.
6. Add entries for new files to the Public Services file list (FOR FINDING AIDS - j:\mssunit\webtext\auxfiles\publist.htm - FOR PRE1600 FILES - j:\mssunit\webtext\auxfiles\prelist.htm), using existing entries as models.

Correcting HTML files:

Because the coding of these files is relatively simple, any changes to the ur-files can also be made to the HTML file manually or the file can be recreated using the steps described above.

Shortcut for marking up multiple files:

The following macro describes the steps for marking up multiple Pre1600 files.
To use this for YCAL surveys, substitute the following:

"survey.mac" for "pre.mac"
"survey" for "pre"
[name].tut for [name].pre

edix
F2
alt-r j:\mssunit\pre.mac [enter]
F4
alt-b 12 [enter]
in window 4, enter list of names of files to be run. For Pre1600 files, use the versions named [name].pre located in J:\MSSUNIT\URPRE. For YCAL surveys, use the files named [name].tut located in J:\MSSUNIT\URARC.
AS ALWAYS, copy the files you need to use to a local directory. DO NOT work on the files directly in the J: directory. (advanced shortcut for creating a list of multiple files)
replace cursor at first position of window 4
F2
change number in line 12 of macro to equal one more than total number of files to be ripped
(e.g., 4 files = change number to 5; 99 files = change number to 100; 1 file = change number to 2)
alt-v config [enter]
F1
alt-v pre [enter]
alt-x (OK to lose changes)

Creating a list of multiple files

(In the following, replace [ext] with the proper extension - (pre or tut)
alt-v
dir *.[ext] [enter]
then edit out the extraneous data - files size, etc. - leaving only a list of "[name.ext]"
which can be done by -
alt-t
[space][space]@*[enter]
.[ext][enter]

List of Collection names and file types

Curatorial Units in BRBL:

Yale Collection of American Literature
General Collection of Rare Books and Manuscripts
-----(used for BOTH Early Books and Manuscripts and Modern Books and Manuscripts)
Yale Collection of German Literature
James Marshall and Marie-Louise Osborn Collection
Yale Collection of Western Americana

Files types marked up in HTML (to use as last part of title in header):

Preliminary Survey
Preliminary Finding Aid
Pre-1600 Manuscripts
OSBORN FILES: [name of file - DRAWER XX, SHELF XX or [NAME]]