Library of Congress
Recommended Best Practices for Encoded Archival Description Finding
Aids at the Library of Congress (EAD Version 2002)
DRAFT
December 9, 2004
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Table of Contents
Top | Introduction | Conventions | Implementing XML | Practices
List of Practices
2.1. Generic Text and Formatting Elements
2.1.1. Heading
2.1.2. Paragraph
2.1.3. Note
2.2. Linking Elements
2.2.1. Internal Linking
2.2.2. External Linking
3.1. EAD Header
3.1.1. Unique File Identifier
3.1.2. File Description
3.1.3. Profile Description
3.1.4. Revision Description
3.2. Title Page and Prefatory Matter
3.3. Collection-Level Information (Archival Description)
3.3.1. Basic Description: The High-Level <did>
3.3.1.1. Title of the Unit
3.3.1.2. Date of the Unit
3.3.1.3. ID of the Unit
3.3.1.4. Origination
3.3.1.5. Physical Description
3.3.1.6. Language of the Material
3.3.1.7. Repository
3.3.1.8. Abstract
3.3.1.9. Note
3.3.1.10. Physical Location
3.3.1.11. Digital Archival Object Group
3.3.2. Controlled Vocabulary Terms
3.3.2.1. Use of Attributes in <controlaccess> Subelements
3.3.2.2. Personal, Corporate, Family, and Geographic Names
3.3.2.3. Form and Genre Terms
3.3.2.4. Function and Occupation Terms
3.3.2.5. Subjects and Titles
3.3.2.6. Use of Grouped Controlled Vocabulary Terms
3.3.2.7. Use of Controlled Vocabulary Outside of <controlaccess>
3.3.3. Administrative Information
3.3.3.1. Acquisition Information
3.3.3.2. Custodial History
3.3.3.3. Accruals
3.3.3.4. Processing Information
3.3.3.5. Appraisal
3.3.3.6. Conditions Governing Use
3.3.3.7. Conditions Governing Access
3.3.3.8. Alternate Form of the Materials Available
3.3.3.9. Preferred Citation of the Material
3.3.4. Biographical Sketches and Agency Histories
3.3.5. Scope and Content Note
3.3.6. Arrangement
3.3.7. Description of Subordinate Components
3.3.7.1. What is a Component?
3.3.7.2. Unnumbered Versus Numbered Components
3.3.7.3. Basic Description of Each Component
3.3.7.3.1. Unit Title
3.3.7.3.2. Unit Date
3.3.7.3.3. Physical Description
3.3.7.3.4. Abstracts
3.3.7.3.5. ID Numbers
3.3.7.3.6. Physical Location Information
3.3.7.3.7. Container Information
3.3.7.4. Expanded Description of Components
3.3.8. Adjunct Descriptive Data
3.3.8.1. Bibliographies
3.3.8.2. File Plans
3.3.8.3. Indexes
3.3.8.4. Other Finding Aids
3.3.8.5. Related Material
3.3.8.6. Separated Material
3.3.9. Other Descriptive Data
Table of Contents
INTRODUCTION
The Library of Congress EAD Practices Working Group has drafted these
proposed guidelines for the creation of EAD finding aids at the Library of
Congress, a process which has included documenting current practices at the
Library, examining other documented standards and practices, and addressing
outstanding issues.
These guidelines are intended for use in conjunction with the EAD Tag
Library Version 2002 and EAD Application Guidelines, published by the Society
of American Archivists and the Library of Congress and available online at
http://lcweb.loc.gov/ead/. The guidelines in this current draft
accompany Chapter 3 of the Application Guidelines, "Creating Finding Aids in
EAD." They also conform to the Research Library Group's "RLG Best Practice
Guidelines for Encoded Archival Description" (August 2002), available online at
http://www.rlg.org/rlgead/bpg.pdf.
Technical documents and other files supplementing the administration
and publication of EAD finding aids at the Library of Congress are available at
http://lcweb.loc.gov/ead/practices/technical/technical-ead2002.html.
The guidelines for version 1.0 of the EAD DTD were made available to
the Library of Congress EAD Technical Group for review, and many suggestions
for improvement have been incorporated into a final draft which is available
for use by Library staff. This document has been revised in compliance with EAD
2002, and includes revision of the numbering of practices in the table of
contents.
For further information about the creation or content of this
document, please contact the working group at
lcead@loc.gov.
LC EAD Practices Working Group:
- Morgan Cundiff, Network Development and MARC Standards
Office
- Mike Ferrando, Music Division
- Margit Kerwin, Manuscript Division
- Mary Lacy, Manuscript Division (chair)
- Anne Mitchell, Prints and Photographs Division
- Belinda Urquiza, Automation Planning and Liaison Office
Table of Contents
Basic Conventions Used
The LC Practices guidelines are based on the EAD Application
Guidelines and cite its chapter and subordinate numbers to facilitate
cross-consultation. Each of the individually numbered sections described below
is referred to as a "practice." Most practices here accompany Chapter 3 of the
Application Guidelines, "Creating Finding Aids in EAD," although two practices
from Chapter 7, "EAD Linking Elements", are included. The order of practices
reflect the recommended order of elements in an EAD finding aid.
This section of the guidelines describe the contents of each section
of an individual practice.
Name:
The topic of the individual practice (most often an EAD element name)
given here usually matches the section heading for that table of contents
number in the Application Guidelines
Table of Contents Number:
This locally assigned number follows the order recommended or
required by the LC Best Practice Guidelines and the EAD DTD.
Guidelines Number:
This number matches the one given in the Application Guidelines
(version 1.0). Not all the sections of Chapter 3 are found in the LC Practices
document, since local practices do not need to be defined for each topic.
Occasionally a topic covered by one number in the Application Guidelines (e.g.
"3.5.1.4.1, Acquisition Information and Custodial History, is split into two
practices, "3.5.1.4.1a, Acquisition Information" and "3.5.1.4.1b, Custodial
History").
Tag:
Tag names elements under discussion are provided in the tag section.
Tag names appear within angle brackets, e.g., <acqinfo>. No tag is given
if the practice does not concern a specific element or elements.
Description:
The description section provides a brief summary of the content of
the topic or nature of the element. Fuller descriptions are provided in the Tag
Library and Application Guidelines. The second paragraph of the description
usually gives LC recommended practice for the topic, for instance, that use of
a particular element is required or recommended. For some practices a third
paragraph, "new in EAD 2002", describes changes in the new EAD DTD.
See also:
References provided here list other practices within this document
related to the current topic. These references are not active links in this
version of the document.
References to specific portions of the Tag Library or Application
Guidelines are not provided in this section but will be made where
appropriate.
Labels/Heads:
Suggested formulation of appropriate content for labels, which aid in
clear displays, and for heads, which are important for navigation as well as
displays. A particular element may use the LABEL attribute (such as <did>
subelements); or, it may include <head> as a subelement, but both are
never used for the same element.
Encoding Analog:
- All encoding analogs used are MARC21.
- A specific subfield or subfields are given only when the element
for which the encoding analog is given includes only the text of that subfield
(e.g., 260$c for <unitdate>).
- When the element includes the entire content of the MARC field
(e.g., 600 for <persname>), the examples given do not name all the
subfields that are represented in that <persname>.
- Indicators are given only when necessary to distinguish among
elements. For instance, the encoding analog for <relatedmaterial> is 544
1, and the encoding analog for <separatedmaterial> is 544 0.
- Optionally, all indicators and subfields may be given, but the cost
of doing so should be weighed against probable utility and the ability to
include such information accurately in a template.
- Follow the examples shown below in situations where both indicators
and subfield codes are given. Use a single space to separate the tag number
from the indicators, and from the indicators to the subfields. Use the graphic
symbol # for a blank or undefined indicator, and use the graphic symbol $ for
the delimiter portion of a subfield code.
- encodinganalog="222 #3 $a" (first indicator undefined; only one
subfield)
- encodinganalog="245 04 $abc" (both indicators have values;
multiple subfields)
- encodinganalog="544 1# $3abcden" (second indicator undefined;
multiple subfields)
See the EAD Tag Library, Appendix A.3, for a crosswalk between MARC21
and EAD.
Other attributes:
Recommended attributes (except for ENCODINGANALOG, discussed above)
for the element under discussion are listed here, sometimes with suggested
values for those attributes. The Tag Library includes complete lists of all
attributes and their possible content for each element, and are discussed at
length in its "EAD Attributes" section.
One of these attributes, NORMAL, is recommended for all dates, both
<date> and <unitdate>. This practice is new at LC. Date
normalization will follow ISO 8601 in YYYYMMDD format.
Set the SCRIPTCODE attribute for <language> within
<langusage> and <langmaterial> using ISO 15924 only if nonroman
script needs to be noted.
The most common values for the SOURCE attribute on controlled access
elements are those listed in the semiclosed list from EAD version 1.0. These
values are: aat, aacr2, cdwa, dot, gmgpc, lcnaf, lcsh, lctgm, local, mesh, mim,
ncarules, nmc, rad, rbgenr, tgn, ulan.
Subelements:
Subelements are listed when the practice focuses on a broader parent
element. For instance, elements used within the wrapper element
<eadheader> are listed as subelements. If the order in which they are
listed is the recommended order in which they should be used, this is noted. If
use of the subelement is either required or recommended, that practice is noted
here as well.
In many cases, individual practices exist for each subelement
described; where this is true, references are given to the number and name of
that practice. The order of the practices associated with these subelements
follows the recommended order.
Examples:
Most practices include one or more examples of recommended markup.
For each tagging example, there are one or more examples of a display that
could be generated from the tagging example, depending on output
specifications. Note that formatting features such as bold, italics,
underlining, graphics, and font sizes and colors cannot be provided in the
display examples in this version of the practices manual, although they form an
important part of output specifications.
Comments:
Specific recommendations and discussions pertaining to LC
implementation and issues arising from the practice topic are given here. The
comments usually build on the initial description and refer specifically to the
numbered examples provided.
Repeatable:
If an element is repeatable (may be used multiple times in the
context described), this is noted as well as if the element is recursive (may
be used within itself, e.g., <controlaccess> within a broader
<controlaccess>).
Order:
If the practice concerns a particular element, either a specific
order is recommended ("following <userestrict> and preceding
<altformavail>"), or the parent element is noted ("within
<descgrp>").
Revision Date:
The date of the last revision to the individual practice provides
version control to this regularly updated document.
Table of Contents
Implementing XML in EAD 2002
The Library of Congress implemented EAD version 1 as an SGML DTD. Implemention of the new EAD DTD (EAD 2002) will incorporate migration of SGML files to XML files. All new EAD finding aids will be created in XML using EAD 2002; legacy finding aids will be converted to XML and migrated to EAD 2002. The LC Practices describe encoding changes throughout the document and highlight these with the label, "New in EAD 2002". This section discusses the features of XML which differ from SGML as found in EAD finding aids; further information about XML is widely available and may be found at http://xml.coverpages.org/xml.html.
XML is Case Sensitive
Because XML is case sensitive (upper- and lower-case characters are not interchangeable), the EAD 2002 XML DTD requires that all element names, attribute names, and enumerated attribute values be in lower case.
In particular, the following must be in lower case for the document to validate:
- the XML declaration (<?xml version="1.0" encoding="utf-8"?>)
- the XML doctype declaration root element (ead) and DTD file name ("ead.dtd")
- the XML entity declaration NDATA literal (file format, e.g., "jpeg")
XML Character Encoding
The default character encoding for XML is UTF-8 or UTF-16. Character encoding transformations are included in the conversion from EAD version 1 to EAD 2002. The W3C strongly discourages use of the character entity references found in SGML documents (such as é), and not all XML tools support these entity references. While valid in XML, these entity references should be replaced using the graphic character displays or numeric character references, as appropriate. For basic information on character encoding issues related to Unicode and XML, see the RLG DigiNews article on Character Sets and Character Encoding: A Brief Introduction at: http://www.rlg.org/en/page.php?Page_ID=17068&Printable=&Article ID=992
Differences between SGML Prolog and XML Prolog
1. XML declaration required: Use the following:
<?xml version="1.0" encoding="utf-8"?>
2. Public identifiers: XML syntax and values are different from the SGML public identifer. Use the following:
<!DOCTYPE ead PUBLIC "+//ISBN 1-931666-00-8//DTD ead.dtd (Encoded Archival Description (EAD) Version 2002)//EN"
3. System identifiers: XML requires the use of a system identifier. Use the following:
"http://lcweb2.loc.gov/xmlcommon/dtds/ead2002/ead.dtd"
4. Processing instructions: SGML applications such as Panorama required processing instructions such as <?ATTLINK EXTPTR HREF URI> to resolve external entities. While these are permitted in XML, they are no longer necessary and should not be added to newly encoded finding aids.
Examples of the full XML prolog may be seen in Section 2.2.2, External Linking, Examples 1 and 2.
Converting from SGML EAD Version 1
LC finding aids encoded using EAD Version 1 will be converted from SGML to XML and transformed into EAD 2002 using conversion routines available at http://lcweb2.loc.gov/music/eadmusic/eadconv12/ead2002_r.htm. In addition to converting to the new DTD, all elements, attributes, and most attribute values will be converted to lowercase. Notation of empty elements is changed into XML (e.g. line breaks are now appear as "<lb/>). SGML character entities will be converted to UTF-8 values. A few additional changes will need to be done to the XML files after they have been converted:
1. After validating the XML instance on the local PC and before uploading the file to the server change the system identifer to include the full path to the location of the DTD on the server; in other words, change
<!DOCTYPE ead PUBLIC "+//ISBN 1-931666-00-8//DTD ead.dtd (Encoded Archival Description (EAD) Version 2002)//EN" "ead.dtd">
to
<!DOCTYPE ead PUBLIC "+//ISBN 1-931666-00-8//DTD ead.dtd (Encoded Archival Description (EAD) Version 2002)//EN" "http://lcweb2.loc.gov/xmlcommon/dtds/ead2002/ead.dtd">
2. In Collection Summary, move <langmaterial> element from the end of the <did> to immediately follow <repository> as specified in Section 3.3.1.6, Language of the Material.
3. Look at the conversion report to make sure that all data has been migrated success; in addition, review the encoding of the finding aid to make sure that the finding aid is in major compliance with the current version of the LC Practices.
Differences Between Converted Finding Aids and New EAD 2002 Encoding:
Processing instructions: processing instructions such as <?ATTLINK EXTPTR HREF URI> which were present in the SGML finding aids have been converted to XML format, e.g. <?ATTLINK EXTPTR HREF URI?>. These may be retained in a converted XML document but should not be added to newly encoded finding aids.
Parsed entity declarations: LC Practice recommends in Section 2.2.2, External Linking, that entity declarations for external entites linked to from the finding aid appear in either the document prolog or in a separate ".ent" file in the same directory as the finding aid. In the process of document conversion, the values of the declared entities are extracted from the declarations and appear as the value of the HREF attribute, and the entity declaration is no longer present (i.e., HREF="&arendthome;") will be changed to HREF="http://memory.loc.gov/ammem/arendthtml/". This result for converted finding aids is acceptable, but newly encoded finding aids should continue to implement the practice concerning use of external entities.
Library of Congress EAD Practices
Table of ContentsGeneric Text and Formatting Elements
Table of Contents Number:
2.1
EAD Guideline:
3.5.1.7 (Ver. 1.0)
Description:
Use judgment in deciding when to place punctuation in an encoded
document and when to let a style sheet supply the punctuation; see the
Application Guidelines for further guidance.
Remember that finding aids viewed externally using a different
style sheet or HTML encoding scheme may not supply the punctuation your
internal style sheet does, and determine whether this is an acceptable risk.
Also remember that if some finding aids include the punctuation and others
supply by style sheet, it will be difficult to program the HTML transformation
consistently to avoid double punctuation where it is already present.
If container lists are created in a database, it is more logical to
assume that commas don't need to be included. If the document already exists in
a word processing format, the commas are already present and extra work is
required to strip them out. If in doubt, omit punctuation.
See also:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <head> See Section 2.1.1, Heading
- <p> See Section 2.1.2, Paragraph
- <note> See Section 2.1.3, Note
Tagging Example 1.
Whitespace outside the element for inline title element
<p>The publication of <title>A Walk in the Woods</title> in 1996 resulted in ...</p>
Display of Tagging Example 1.
The publication of A Walk in the Woods in 1996 resulted in ...
Tagging Example 2.
Punctuation outside the element for inline emph element
<p>On the good ship <emph render="italic">Lollipop</emph>, life was easy.</p>
Display of Tagging Example 2.
On the good ship Lollipop, life was easy.
Tagging Example 3.
Period included at end of inline title element as required by editorial practice
<p>Shirley Jackson is the author of <title render="doublequote">The Lottery.</title></p>
Display of Tagging Example 3.
Shirley Jackson is the author of "The Lottery."
Comments:
- Put whitespace outside the element for inline element. See
Example 1.
- Put punctuation outside the element for inline element. See
Example 2.
- Include punctuation at end of inline element when editorial
practice dictates. See Example 3.
Repeatable:
n/a
Order:
n/a
Revision Date:
05/07/03
Table of ContentsHeading
Table of Contents Number:
2.1.1
EAD Guideline:
3.5.1.7.1 (Ver. 1.0)
Tag:
<head>
Description:
- Headings are used to identify blocks of text within a finding aid
for display and navigation (where <head> is not available, the label
attribute is used to identify text but not to aid in navigation).
- Heads always appear as the first subelement within a section of
text, and should be used to ensure that a direct link to that section is
included in the navigator or table of contents for the finding aid.
- Heads are not used within components in the <dsc>; in that
instance, <unittitle> elements for components with LEVEL attribute set to
"series" or "subseries" may be pulled into the navigation frame.
See also:
n/a
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Heads provided for both Administrative Information Section and provenance paragraph
<descgrp type="admininfo">
<head>Administrative Information</head>
<acqinfo encodinganalog="541">
<head>Provenance</head>
<p>
The papers of Susan Q. Archivista, archivist and philanthropist, were
given to the Library of Congress by Josiah Quincy and Sally Rae
Archivista in 1978. An addition to the collection includes items
purchased by the Library in 1998.
</p>
</acqinfo>
</descgrp>
Display of Tagging Example 1.
Heads provided for both Administrative Information Section and provenance paragraph
Archivista Papers | Administrative Information
*Collection Summary |
*Administrative Information | Provenance
*Provenance | The papers of Susan Q. Archivista,
| archivist and philanthropist, were
| given to the Library of Congress
| by Josiah Quincy and Sally Rae
| Archivista in 1978. An addition
| to the collection includes items
| purchased by the Library in 1998.
Display of heads in navigator illustrated: provenance head is subordinate to that for <descgrp>
Comments:
Headings are illustrated for each element for which they are valid.
Repeatable:
no
Order:
first element within any section where valid
Revision Date:
05/07/03
Table of ContentsParagraph
Table of Contents Number:
2.1.2
EAD Guideline:
3.5.1.7.2 (Ver. 1.0)
Description:
The paragraph element is an important structural element within
EAD. It must be used within many elements before text can be inserted, and can
be used to format text within those elements into one or multiple units. Within
paragraph, many other elements are available for use within text, including
reference and linking elements, formatting elements, controlled access
elements, and some <did> subelements.
See also:
n/a
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Paragraph used within <separatedmaterial>; linking and controlaccess elements available within <p>
<separatedmaterial encodinganalog="544 0">
<p>An extensive collection of additional Olmsted Associates
records, including graphic material related to this collection, is
located at the Frederick Law Olmsted National Historical Site in
Brookline, Massachusetts. Records for the period 1870-1910 also are
included in the Subject File of the <archref href="&loc.mss/eadmss.ms001019;" show="new" actuate="onload"><origination>Frederick Law Olmsted</origination>
Papers</archref> in the Library of Congress.</p>
</separatedmaterial>
Display of Tagging Example 1.
Paragraph used within <separatedmaterial>; linking and controlaccess elements available within <p>
An extensive collection of additional Olmsted Associates records,
including graphic material related to this collection, is located at
the Frederick Law Olmsted National Historical Site in Brookline,
Massachusetts. Records for the period 1870-1910 also are included in
the Subject File of the Frederick Law Olmsted Papers in the Library of
Congress.
Tagging Example 2.
Less detailed tagging: published titles tagged with <title> and no attribute. Single and double quotes from keyboard used rather than <title> tagging for names of poems and <emph> for Hoosier poet.
<p>
James Whitcomb Riley was born in Greenfield, Indiana, and is known as
the "Hoosier poet." He was on the staff of the <title>Indianapolis
Journal,</title> 1877-1885, and his contributions to that newspaper
established his fame as a poet. Typescript poems in the papers include
"The Name of Old Glory," "The Lisper," "The Young Old Man," and "At
'The Literary.'"
</p>
Display of Tagging Example 2.
Display is identical with that of Example 3
James Whitcomb Riley was born in Greenfield, Indiana, and is known as
the "Hoosier poet." He was on the staff of the Indianapolis Journal,
1877-1885, and his contributions to that newspaper established his
fame as a poet. Typescript poems in the papers include "The Name of
Old Glory," "The Lisper," "The Young Old Man," and "At 'The
Literary.'"
Tagging Example 3.
More detailed tagging: published titles tagged with <title> and render attribute. Double quotes from keyboard deleted in favor of <title> tagging for names of poems and <emph> for Hoosier poet.
<p>
James Whitcomb Riley was born in Greenfield, Indiana, and is known as
the <emph render="doublequote">Hoosier poet.</emph> He was on the staff of
the <title render="italic">Indianapolis Journal</title>, 1877-1885,
and his contributions to that newspaper established his fame as a
poet. Typescript poems in the papers include <title render="doublequote">
The Name of Old Glory,</title> <title render="doublequote">The
Lisper,</title> <title render="doublequote">The Young Old Man,</title> and
<title render="doublequote">At <emph render="singlequote">The Literary.</emph>
</title>
</p>
Display of Tagging Example 3.
Display is identical with that of Example 2
James Whitcomb Riley was born in Greenfield, Indiana, and is known as
the "Hoosier poet." He was on the staff of the Indianapolis Journal,
1877-1885, and his contributions to that newspaper established his
fame as a poet. Typescript poems in the papers include "The Name of
Old Glory," "The Lisper," "The Young Old Man," and "At 'The
Literary.'"
Comments:
- Although paragraphs can be used in many places on their own, be
sure to encode the text as specifically as is appropriate for consistency in
display and retrieval. For example, you may need to use <note><p>
rather than <p> alone.
- Titles (such as titles of published works) are among the data and
elements found with paragraphs. By standard practice at LC and elsewhere, an
encoded <title> displays as italic unless otherwise specified. See
Example 2.
- Titles of unpublished works and other titles customarily given in
double quotes may be handled in one of two ways: they need not be encoded as
titles, and keyboarded double quotes ("") may be retained in the XML document.
Single and double quotation marks may be keyboarded in rather than using the
Unicode numeric character references such as ' (left single quote) and ” (right double quote.) See Example 2.
- Alternately, one may explicitly encode <title
render="italic"> for published titles and <title render="doublequote">
for unpublished or other quoted titles. See Example 3. Although the second
alternative is most precise, it need not be considered if there is no
anticipated use of the <title> tag for searching or building a browse
list of titles.
Repeatable:
yes
Order:
n/a
Revision Date:
05/24/04
Table of ContentsNote
Table of Contents Number:
2.1.3
EAD Guideline:
3.5.1.7.3 (Ver. 1.0)
Tag:
<note>
Description:
The note element is available in many places as explanatory text.
This element is used for supplementary data such as footnotes and should not be
used when more specific elements are available.
See also:
Section 3.3.1.9, Note (within high-level
<did>)
Labels/Heads:
n/a
Encoding Analog:
500$a
Other Attributes:
Use as appropriate when notes should appear as footnotes, endnotes,
or linked notes:
- actuate="onload" or "onrequest"
- type="footnote" or "endnote"
- show="embed" or "new"
See Tag Library for full list of attributes and their
values.
Subelements:
See Tag Library for full list of valid subelements.
Tagging Example 1.
Note is short explanatory text; no special display required
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Diary, author unknown</unittitle>
<note encodinganalog="500">
<p>
A study of this item in 1982 concluded that it came from the Shaker
community at Union Village, Ohio, and not Pleasant Hill.
</p>
</note>
</did>
</c02>
Display of Tagging Example 1.
Note is short explanatory text; no special display required
Diary, author unknown
A study of this item in 1982 concluded that it came from the Shaker
community at Union Village, Ohio, and not Pleasant Hill.
Comments:
- The display of notes as footnotes or endnotes may be controlled
by use of the ACTUATE and SHOW attributes which control linking behavior.
Setting the TYPE attribute as "footnote" or "endnote" may facilitate the
placement of the notes by the stylesheet used for printing.
Repeatable:
yes
Order:
n/a
Revision Date:
05/07/03
Table of ContentsLinking Elements
Table of Contents Number:
2.2
EAD Guideline:
7.1.2 (Ver. 1.0)
Tag:
n/a
Description:
There are seventeen elements in EAD that can be used to establish
links: fifteen manage links directly, while two (<daogrp> and
<linkgrp>) are wrapper elements that consolidate multiple, related links.
Linking elements are discussed here under the general categories of internal
links (with the EAD document) and external links (to other documents.)
New in EAD 2002: linking elements <arc> and <resource>
have been added.
See also:
Section 2.2.1, Internal Linking
See also:
Section 2.2.2, External Linking
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <arc> See 2.2.1 Internal Linking and 2.2.2, External
Linking
- <archref> See 2.2.2, External Linking
- <bibref> See 2.2.2, External Linking
- <dao> See 2.2.2, External Linking
- <daogrp> See 2.2.2, External Linking
- <daoloc> See 2.2.2, External Linking
- <extptr> See 2.2.2, External Linking
- <extptrloc> See 2.2.2, External Linking
- <extref> See 2.2.2, External Linking
- <extrefloc> See 2.2.2, External Linking
- <linkgrp> See 2.2.1, Internal Linking
- <ptr> See 2.2.1, Internal Linking
- <ptrloc> See 2.2.1, Internal Linking
- <ref> See 2.2.1, Internal Linking
- <refloc> See 2.2.1, Internal Linking
- <resource> See 2.2.1 Internal Linking and 2.2.2, External
Linking
- <title> See 2.2.2, External Linking
Comments:
- Extensive information about linking can be found in Chapter 7 of
the EAD Application Guidelines. Remember to check the EAD 2002 Tag Library for
current values of attributes.
Repeatable:
n/a
Order:
n/a
Revision Date:
05/07/03
Table of ContentsInternal Linking
Table of Contents Number:
2.2.1
EAD Guideline:
7.2 (Ver. 1.0)
Tag:
n/a
Description:
Internal linking enhances the ability to navigate a finding aid via
explicit links between related information appearing in different places in the
finding aid. Extensive information about linking can be found in Chapter 7 of
the EAD Application Guidelines.
LC Practice requires the use of the TARGET, ACTUATE, and SHOW
attributes with internal linking elements, and recommends the use of
<ref> over <ptr> for internal linking.
New in EAD 2002: linking elements <arc> and <resource>
have been added. Values for the ACTUATE attribute have changed.
See also:
Section 3.3.8.3, Indexes
See also:
Section 2.2.2, External Linking
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
- target (value of id assigned to target of link) Required
- actuate="onrequest" (means user needs to click on link for target
to be displayed) Required
- show="replace" (target is displayed in place of the text just
viewed) Required
See Tag Library for full list of attributes and their
values.
Subelements:
Simple linking within the finding aid:
- <ref> (links with text)
- <ptr> (empty links --no text) may be bundled using
<ptrgrp>
Additionally, <indexentry> may be used within the index to
bundle <ref>, <ptr>, or <ptrgrp>.
Extended linking within the finding aid (must be
bundled using <linkgrp>)
- <arc> (rules for traversal among resources in extended
link)
- <refloc> (locator links with text)
- <ptrloc> (empty locator links --no text)
- <resource> (local resource participating in extended
link)
Tagging Example 1.
Cross-reference from Hart linked to target (Rodgers)
<c02 level="file">
<did>
<container type="box">135</container>
<unittitle encodinganalog="245$a">Hart, Lorenz <ref show="replace" actuate="onrequest" target="rodgers176">See Container 176, Rodgers,
Richard</ref>
</unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">176</container>
<unittitle id="rodgers176" encodinganalog="245$a">Rodgers,
Richard, and Lorenz Hart, <title>I Married an Angel,</title>
<unitdate encodinganalog="245$f" normal="1938" type="inclusive">[1938]</unitdate>
</unittitle>
</did>
</c02>
Display of Tagging Example 1.
Cross-reference from Hart linked to target (Rodgers)
Box 135 Hart, Lorenz See Container 176, Rodgers, Richard
Box 176 Rodgers, Richard, and Lorenz Hart, I Married an Angel, [1938]
Comments:
- All links must have targets. Set the TARGET attribute for a
reference with a brief unique alpha or alphanumeric identifier for the object
of the link; id's must begin with an alphabetic character. For example, a
container list cross reference, "See Container 17, Smith, Anna" might have
attribute target="smith17". To make the link work, set the attribute
id="smith17" for the <unittitle> in Container 17 to which the link should
go. See Example 1.
- See Section 3.3.8.3 for a discussion of <ptrgrp>,
<ptr>, and <ref> in relation to indexes.
- See the Application Guidelines, 7.2.3 for an explanation of the
extended linking and elements <refloc> and <ptrloc>. Remember to
check the EAD 2002 Tag Library for new elements <arc> and
<resource>, and for current values of attributes for linking
elements.
Repeatable:
n/a
Order:
n/a
Revision Date:
11/03/03
Table of ContentsExternal Linking
Table of Contents Number:
2.2.2
EAD Guideline:
7.3 (Ver. 1.0)
Tag:
n/a
Description:
External linking refers to links from a finding aid to another
electronic resource, which may be another encoded finding aid, a digital
archival object (<dao>), an external image or file not from the archival
collection (e.g., the LC seal or an illustration), or a web page. Extensive
information about linking can be found in Chapter 7 of the EAD Application
Guidelines.
LC practice requires the use of the HREF, ACTUATE, and SHOW
attributes with external linking elements.
New in EAD 2002: linking elements <arc> and <resource>
have been added. Values for the ACTUATE attribute have changed.
See also:
Section 2.1.2, Paragraph (use of linking
elements within)
See also:
Section 2.2.1, Internal Linking
See also:
Section 3.1.2, File Description (<extptr>
to LC seal)
See also:
Section 3.3.1.11, Digital Archival Object
Group
See also:
Section 3.3.3.8, Alternate Form of the
Materials Available (examples of <extref> to URLs, discussion of
<daogrp>)
See also:
Section 3.3.7.4, Expanded Description of
Components (<daogrp> at component level)
See also:
Section 3.3.8.1, Bibliographies (<bibref>
and <archref> as linking elements)
See also:
Section 3.3.8.5, Related Material
(<bibref> and <archref> as linking elements)
See also:
Section 3.3.8.6, Separated Material
(<bibref> and <archref> as linking elements)
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
Simple linking:
- href (target of link) Required
- actuate="onrequest" (means user needs to click on link for target
to be displayed) or "onload" (means target displayed automatically, e.g., LC
seal) Required
- show="new" (target resource displayed in a new browser window) or
"embed" (target resource displayed at point of link) Required
See Tag Library for full list of attributes and their
values.
Extended linking (<daoloc>):
- href (target of link) Required
- role (MIME type of target)
See Tag Library for full list of valid attributes and their values
for this and for other extended linking elements.
Subelements:
Simple linking:
- use <extptr> for the LC seal (in <eadheader>) or any
illustrative matter which should be displayed inline and is not from the
collection described
- use <extref> for external links such as to a Library web
page
- use <archref> to link to other archival collections. For
instance, this may be another finding aid (preferably EAD), or to a web page,
database, or catalog record for the archival collection.
- use <bibref> to link from a bibliographic citation to an
online version of the work
- use <title> to link to a title to an online version of the
work
Extended linking:
- use <arc> to specify rules for traversal among resources in
an extended link
- use <daoloc> for an object within <daogrp>.
<daogrp> is used as a wrapper for one or more archival objects.
- rather than using <dao> for a single archival object, use
<daoloc> within <daogrp> instead. This is a change in LC Practice
recommended by the RLG Best Practice Guidelines.
- use <extrefloc> for external reference extended
references
- use <extptrloc> for external pointer extended
references
- use <resource> to specify local resources participating in
an extended link
Tagging Example 1a.
XML prolog with entity declarations, linking elements for Hannah Arendt Papers
<?xml version="1.0" encoding="utf-8"?>
<!DOCTYPE ead PUBLIC "+//ISBN 1-931666-00-8//DTD ead.dtd (Encoded Archival Description
(EAD) Version 2002)//EN" "http://lcweb2.loc.gov/xmlcommon/dtds/ead2002/ead.dtd"
[
<!ENTITY arendthome "http://memory.loc.gov/ammem/arendthtml/">
<!ENTITY eadmss.mhafol02 "http://memory.loc.gov/ammem/arendthtml/mharendtFolderP02.html">
<!ENTITY eadmss.mhafol03 "http://memory.loc.gov/ammem/arendthtml/mharendtFolderP03.html">
<!ENTITY lcseal SYSTEM "http://lcweb2.loc.gov/xmlcommon/lcseal.jpg" NDATA jpeg>
]>
<ead>[Beginning of EAD finding aid]</ead>
Tagging Example 1b.
<daoloc> has href value as an entity declared in prolog for Arendt
<c01 level="series">
<did>
<unittitle id="clcorr" encodinganalog="245$a">Correspondence,
<unitdate encodinganalog="245$f" normal="1938/1976" type="inclusive">1938-1976</unitdate>
</unittitle>
<daogrp>
<daoloc href="&eadmss.mhafol02;">
<daodesc>
<p>Items available online.</p>
</daodesc>
</daoloc>
</daogrp>
</did>
</c01>
Display of Tagging Example 1b.
<daoloc> link goes to American memory presentation of series contents
Correspondence, 1938-1976
Items available online.
Tagging Example 2a.
XML prolog with entity declarations and link to external 'bell.ent' entity file for Bell papers
<?xml version="1.0" encoding="utf-8">
<!DOCTYPE ead PUBLIC "+//ISBN 1-931666-00-8//DTD ead.dtd (Encoded Archival Description
(EAD) Version 2002)//EN" "http://lcweb2.loc.gov/xmlcommon/dtds/ead2002/ead.dtd"
[
<!ENTITY lcseal SYSTEM "http://lcweb2.loc.gov/xmlcommon/lcseal.jpg" NDATA jpeg>
<!ENTITY % links SYSTEM "bell.ent">
%links;
]>
<ead>[Beginning of EAD finding aid]</ead>
Tagging Example 2b.
Partial content of external 'bell.ent' entity file; handle registered for each entity
<!ENTITY eadmss.mb003001 "http://hdl.loc.gov/loc.mss/eadmss.mb003001">
<!ENTITY eadmss.mb004001 "http://hdl.loc.gov/loc.mss/eadmss.mb004001">
<!ENTITY eadmss.mb004102 "http://hdl.loc.gov/loc.mss/eadmss.mb004102">
<!ENTITY eadmss.mb005003 "http://hdl.loc.gov/loc.mss/eadmss.mb005003">
Tagging Example 2c.
Shows <daoloc> with href value an entity declared in external entity file for Bell
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Family
correspondence</unittitle>
<daogrp>
<daoloc href="&eadmss.mb003001;">
<daodesc>
<p>Items available online.</p>
</daodesc>
</daoloc>
</daogrp>
</did>
</c03>
Display of Tagging Example 2c.
<daoloc> link resolves via handle server to search results linking to contents of partially digitized folder
Family correspondence
Items available online.
Comments:
EAD linking elements
- Use the HREF attribute to set the target of the link from each
linking element.
- Declare and use an entity for each link target rather than just
embedding the URL in the HREF attribute of the linking element. For instance,
in Example 1a, name the home page for the Hannah Arendt home page in American
Memory as "arendthome". In the link from the <daoloc> in Example 1b, the
name of the entity is preceded by an ampersand and followed by a semicolon. The
entity declaration in the prolog (at the top of the finding aid) in Example 1a
contains the information that the entity named "&arendthome;" is found at
the URL "http://memory.loc.gov/ammem/arendthtml/".
XML prolog
- All finding aids should have information included in the XML
prolog (the portion of the document which precedes the opening <ead> tag)
in order to permit external linking. This information is included in the
templates, and the full text of the prolog is provided in Examples 1a and
2a.
- The entity declaration, "<!ENTITY lcseal SYSTEM ...>
enables linking to the LC seal, which is stored in the ITS file system and is
displayed with every LC finding aid. The location of the LC seal has been revised to fit into the new ITS XML file system, and the seal has been transformed into JPEG format. This is a change in LC practice.
- If links are made to nine or fewer external entities, include the
entity declarations in the document prolog. If there are ten or more entities,
they will comprise a separate file to be stored in the same directory as the
finding aid and its helper files, named with a .ent extension. See the EAD
Technical Web page for further information on file structure and helper
files.
Handles and external entities:
- If the target of a link is another EAD finding aid, a handle will
be registered for the finding aid as part of standard procedures. See the EAD
Technical Web page for an example of batch handle files for finding
aids.
- If the target of a link is a stable web page, the entity
declaration will include its URL, and there is no need to register a
handle.
- If the target of a link is not a stable URL, for instance the
response to a cgi-bin query, consider registering a handle. In Example 2b,
handles should be registered for each entity, which would resolve to a URL
that sends a search to InQuery, e.g., "http://lcweb2.loc.gov/cgi-bin/query/S?ammem/magbell:@field(DOCID+@range
(magbell37500200+magbell37500299))".
Conversion from SGML to XML:
- In converting existing SGML finding aids to XML, processing instructions such as <?ATTLINK EXTPTR HREF URI> which were present in the SGML finding aids to enable external linking in the Panorama application have been converted to XML format in those finding aids, e.g. <?ATTLINK EXTPTR HREF URI?>. These instructions may be retained in a converted XML document; however, they should not be added to newly encoded finding aids.
- In the process of document conversion, the values of the declared entities are extracted from the declarations and appear as the value of the HREF attribute, and the entity declaration is no longer present (i.e., HREF="&arendthome;" will be changed to HREF="http://memory.loc.gov/ammem/arendthtml/".) This result for converted finding aids is acceptable, but newly encoded finding aids should continue to implement the practice described above concerning use of external entities.
Repeatable:
n/a
Order:
n/a
Revision Date:
05/27/04
Table of ContentsEAD Header
Table of Contents Number:
3.1
EAD Guideline:
3.6.1 (Ver. 1.0)
Tag:
<eadheader>
Description:
The <eadheader> comprises a set of metadata about the finding
aid that serves to identify each EAD instance, and is based on the TEI
header.
LC Practice requires the inclusion of <eadheader> and its
subelements; <eadheader> and two of its subelements, <eadid> and
<filedesc>, are required by the EAD DTD. Consistent formulation of its
information is essential.
New in EAD 2002: required attributes LANGENCODING, SCRIPTENCODING,
REPOSITORYENCODING, COUNTRYENCODING, and DATEENCODING.
See also:
Section 3.2, Title Page and Prefatory
Matter
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
- relatedencoding="MARC21" Required
- langencoding="iso639-2b" Required
- scriptencoding="iso15924" Required
- repositoryencoding="iso15511" Required
- countryencoding="iso3611-1" Required
- dateencoding="iso8601" Required
See Tag Library for full list of attributes and their
values.
Subelements:
Listed in order required by DTD. Required elements must be included
to conform with LC practice.
- <eadid> Required by DTD See 3.1.1, Unique File
Identifier
- <filedesc> Required by DTD See 3.1.2, File
Description
- <profiledesc> Required See 3.1.3, Profile
Description
- <revisiondesc> Required if applicable See 3.1.4, Revision
Description
Tagging Example 1.
Fully encoded <eadheader> element
<ead>
<eadheader relatedencoding="MARC21" langencoding="iso639-2b" scriptencoding="iso15924" repositoryencoding="iso15511" countryencoding="iso3166-1" dateencoding="iso8601">
<eadid countrycode="us" mainagencycode="dlc" identifier="hdl:loc.gov/loc.mss/eadmss.ms001004" encodinganalog="856$u">http://hdl.loc.gov/loc.mss/eadmss.ms001004</eadid>
<filedesc>
<titlestmt>
<titleproper encodinganalog="245$a">Charles and Ray
Eames</titleproper>
<subtitle>A Register of Their Papers in the Library of
Congress</subtitle>
<author encodinganalog="245$c">Prepared by Margaret H. McAleer
with the assistance of Thelma Follette, Lisa Madison, and
Robert A. Vietrogoski</author>
</titlestmt>
<publicationstmt>
<publisher encodinganalog="260$b">
<extptr href="lcseal" show="embed" actuate="onload" /> Manuscript Division, Library of Congress
</publisher>
<address>
<addressline>Washington, D.C.</addressline>
</address>
<date encodinganalog="260$c" normal="1995">1995</date>
</publicationstmt>
<seriesstmt>
<titleproper>Registers of Papers in the Manuscript Division of
the Library of Congress</titleproper>
</seriesstmt>
</filedesc>
<profiledesc>
<creation>Text converted and initial EAD tagging provided by
Apex Data Services, <date normal="1999-01">January 1999;</date>
encoding completed by Manuscript Division, <date normal="1999-11">November 1999</date></creation>
<langusage encodinganalog="546">Finding aid written in <language langcode="eng" encodinganalog="041">English</language> and <language langcode="ita" encodinganalog="041">Italian</language>
</langusage>
</profiledesc>
<revisiondesc>
<change encodinganalog="583">
<date normal="2000-04">2000 April</date>
<item>Linked to digital content</item>
</change>
<change encodinganalog="583">
<date normal="1999-11">1999 November</date>
<item>Revised to EAD version 1</item>
</change>
</revisiondesc>
</eadheader>
</ead>
Display of Tagging Example 1.
If header used to generate display, header should not be set to audience='internal'
Charles and Ray Eames
A Register of Their Papers in the Library of Congress
Prepared by Margaret H. McAleer
with the assistance of Thelma Follette, Lisa Madison,
and Robert A. Vietrogoski
Manuscript Division, Library of Congress
Washington, D.C.
[LC seal graphic]
1995
Text converted and initial EAD tagging provided by Apex Data Services,
January 1999; encoding completed by Manuscript Division, November 1999
2000 April Linked to digital content
1999 November Revised to EAD version 1
Note: display of series statement and language code suppressed
Comments:
- The predominant practice for finding aids at the Library of
Congress has used data from the <eadheader> to generate a title-page
display, although some divisions have encoded a separate <titlepage>
element in <frontmatter> in order to present elements in an order not
permitted by the DTD. Future LC finding aids should discontinue use of
<titlepage>. At present, LC HTML displays are generated from the
<eadheader> rather than the <titlepage>, and title page formatting
will not display to most users. When XSLT stylesheets are implemented, it will
be easy to reorder the display of elements and to insert textual formatting
that need not be included in <eadheader>; but at present, continue to
include the LC seal within the <publisher> element in
<eadheader>.
- Set the RELATEDENCODING analog both at the <eadheader> and
<archdesc> levels, since different encoding schemes may be used for the
two major sections in future. Past practice has been to set RELATEDENCODING at the parent <ead> element alone. This
is a change in LC practice.
Repeatable:
no
Order:
first element within <ead>
Revision Date:
05/26/04
Table of ContentsUnique File Identifier
Table of Contents Number:
3.1.1
EAD Guideline:
3.6.1.1 (Ver. 1.0)
Tag:
<eadid>
Description:
The <eadid> is an element required by the DTD that includes a
unique alphanumeric identifier for each separate EAD finding aid. The <eadid>
for a finding aid remains constant no matter how many times the finding aid may
be revised or expanded.
LC Practice requires the <eadid>, which should be formulated
according to the scheme described below.
New in EAD 2002: attributes COUNTRYCODE, IDENTIFIER, MAINAGENCYCODE, and
others (attributes SYSTEMID, SOURCE, and TYPE are no longer valid).
See also:
n/a
Labels/Heads:
n/a
Encoding Analog:
856$u
Other Attributes:
- countrycode="us" Required
- mainagencycode="dlc" Required
- identifier=LC handle preceded by "hdl:" (do not include the LC handle proxy server address "http://hdl.loc.gov") Required
Tagging Example 1.
<eadid> for the fourth Manuscript Division finding aid created in 2001
<eadheader>
<eadid countrycode="us" mainagencycode="dlc" identifier="hdl:loc.gov/loc.mss/eadmss.ms001004" encodinganalog="856$u">http://hdl.loc.gov/loc.mss/eadmss.ms001004</eadid>
</eadheader>
Display of Tagging Example 1.
<eadid> for the fourth Manuscript Division finding aid created in 2001
http://hdl.loc.gov/loc.mss/eadmss.ms001004
Note: display of <eadid> is usually suppressed in HTML and XML versions
Comments:
Assumptions:
- The <eadid> identifies the "work" (i.e., the intellectual
content), whether fixed or dynamic in nature. Finding aids are by nature
dynamic works; they can reflect additions to collections they describe,
increased granularity of descriptions (especially with digital collections),
and for encoded finding aids, increased levels of tagging.
- A new <eadid> is assigned only for a new work, not simply when
the finding aid is updated.
- The <eadid> is a published identifier; it is not functionally
similar to a PIN.
- Even if only part of a collection is initially processed and
described, the EAD finding aid reflects the complete collection (in the header,
scope and contents, etc.). The finding aid content should skeletally describe
the complete collection and more completely describe the part of the collection
being worked on. This should allow the finding aid to be expanded without
requiring the <eadid> to change.
- If a finding aid is subdivided into physical parts, a unique <eadid> will not be assigned to each separate physical part (this whole/part information will be incorporated into
"structural metadata" associated with EADs stored in a repository)
EAD ID structure:
- The Library of Congress bases its <eadid> practice on the
persistent identifier naming scheme used for LC handles. The <eadid> is used by LC divisions when they register handles for finding aids.
- An LC <eadid> consists of two parts: the naming authority and the
finding aid item identifier.
- The naming authority identifies the LC division maintaining the finding aid (which may or may not be the LC division which created the finding aid). Because an LC <eadid> is also a persistent identifier, the naming authority is assigned at the time the <eadid> is created -- and will not change if the maintaining division changes its name. The naming authority is unique within LC. (Example: loc.pnp.eadpnp or loc.mss)
- The finding aid item identifier is a two-part name. The first part is a stable "aggregate" name beginning with "ead." Each LC division uses the same aggregate name for all finding aids it maintains. (Example: eadrbc or eadmbrs). The second part is an eight-character number assigned by the maintaining division. This number is structured as follows: the first two characters (lower case) identify the maintaining division, the next three digits identify an abbreviated date of creation for the finding aid, and the last three digits are a one-up ID number assigned to finding aids created within that year (Example: ms001004 is the fourth finding aid created by the Manuscript Division in 2001).
- The content of the <eadid> contains an LC handle resolved through LCs handle proxy server (http://hdl.loc.gov). The actual LC handle is recorded in the <eadid> IDENTIFIER attribute.
- Set the <eadid> IDENTIFIER attribute to the LC handle (Example: "hdl:loc.afc/eadafc.af999001"). RLG Best Practice Guidelines state that <eadid> should include at least one of the following attributes: PUBLICID, IDENTIFIER, or URL. URN has been added as an option in EAD 2002. However, because handles are not yet valid type of URN, LC believes that IDENTIFIER is the attribute best suitable for handles. ("URI" is not a valid attribute in EAD 2002).
- Set the content of the <eadid> to the URL for the LC handle resolved through LCs handle proxy server (Example: http://hdl.loc.gov/loc.afc/eadafc.af999001)
- Examples of <eadid> content are:
- AFC: http://lcweb.loc.gov/hdl/afc/eadafc.af999001
- G&M: http://lcweb.loc.gov/hdl/gmd/eadgmd.gm001001
- MBRS/RS:
http://lcweb.loc.gov/hdl/mbrsrs/eadmbrsrs.rs000001
- MSS: http://lcweb.loc.gov/hdl/mss/eadmss.ms001028
- MUSIC: http://lcweb.loc.gov/hdl/music/eadmusic.mu999001
- P&P: http://lcweb.loc.gov/hdl/pnp/eadpnp.pp996001
- RBC: http://lcweb.loc.gov/hdl/rbc/eadrbc.rb998001
- Other institutions and consortia assign <eadid> values using a variety of
schemes. Many use the <eadid> PUBLICID attribute. EAD 2002 permits use of multiple types of
identifiers; see Tag Library, <eadid>, for an example setting both
PUBLICID and URL attributes.
Repeatable:
no
Order:
first element within <ead>
Revision Date:
05/18/04
Table of ContentsFile Description
Table of Contents Number:
3.1.2
EAD Guideline:
3.6.1.2 (Ver. 1.0)
Tag:
<filedesc>
Description:
Bibliographic information about the intellectual content of the
encoded finding aid is bundled in the required element <filedesc>, in
which elements such as the finding aid's title, subtitle, author, and publisher
are encoded in a series of subelements.
LC Practice requires the inclusion of <filedesc>, which is a
mandatory element required by the EAD DTD.
See also:
n/a
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
Listed in recommended order. Encoding analogs listed below are
required.
- <titlestmt> Required by DTD
- <titleproper encodinganalog="245$a"> Required by
DTD
- <subtitle>
- <author encodinganalog="245$c">
Recommended
- <publicationstmt> Required
- <publisher encodinganalog="260$b"> Required
- <extptr> Required
- <address> Required
- <date encodinganalog="260$c" normal="(ISO 8601 normalized
date)"> Required
Tagging Example 1.
File description including series statement
<filedesc>
<titlestmt>
<titleproper encodinganalog="245$a">Charles and Ray
Eames</titleproper>
<subtitle>A Register of Their Papers in the Library of
Congress</subtitle>
<author encodinganalog="245$c">Prepared by Margaret H. McAleer
with the assistance of Thelma Follette, Lisa Madison, and Robert
A. Vietrogoski</author>
</titlestmt>
<publicationstmt>
<publisher encodinganalog="260$b">
<extptr href="lcseal" show="embed" actuate="onload" />
Manuscript Division, Library of Congress
</publisher>
<address>
<addressline>Washington, D.C.</addressline>
</address>
<date encodinganalog="260$c" normal="1995">1995</date>
</publicationstmt>
<seriesstmt>
<titleproper>Registers of Papers in the Manuscript Division of
the Library of Congress</titleproper>
</seriesstmt>
</filedesc>
Display of Tagging Example 1.
Title display generated from file (series statement display suppressed)
Charles and Ray Eames
A Register of Their Papers in the Library of Congress
Prepared by Margaret H. McAleer
with the assistance of Thelma Follette, Lisa Madison,
and Robert A. Vietrogoski
[LC seal graphic]
Manuscript Division, Library of Congress
Washington, D.C.
1995
Comments:
- Remember that the finding aid title will be different from the
name of the collection.
- Each division should follow its own guidelines for the
formulation of titles and in deciding whether series titles are to be used (for
instance, the Manuscript Division has discontinued use of series titles).
Finding aid titles may be formulated without subtitles, as is done by Music
Division and American Folklife Division.
- Date normalization will follow ISO standard 8601. Follow this
normalization standard also for <unitdate> elements normalized in the
<did> and component levels.
Repeatable:
no
Order:
first element within <ead> following <eadid>
Revision Date:
05/09/03
Table of ContentsProfile Description
Table of Contents Number:
3.1.3
EAD Guideline:
3.6.1.3 (Ver. 1.0)
Tag:
<profiledesc>
Description:
The <profiledesc> element bundles information about the
creation of the encoded finding aid.
LC Practices requires the inclusion of <profiledesc>, as it
establishes initial version control for the finding aid.
New in EAD 2002: attribute LANGCODE in <language>.
See also:
n/a
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <creation> Required
- <date> (set normal attribute)
Required
- <langusage encodinganalog="546">
Required
- <language langcode="eng" encodinganalog="041">
Required
Set the SCRIPTCODE attribute for <language> using ISO 15924
only if nonroman script needs to be noted.
Tagging Example 1.
Creation description explicitly naming encoder/s; multiple languages in finding aid
<profiledesc>
<creation>Finding Aid encoded by Morgan Cundiff and Paul Fraunfelter, <date normal="2001">2001</date>
</creation>
<langusage encodinganalog="546">Finding aid written in
<language langcode="eng" encodinganalog="041">English</language> and <language langcode="fre" encodinganalog="041">French</language>
</langusage>
</profiledesc>
Display of Tagging Example 1.
Title display generated from creation description (language statement display suppressed)
Finding Aid encoded by Morgan Cundiff and Paul Fraunfelter, 2001
Tagging Example 2.
Finding aid initially encoded by vendor
<profiledesc>
<creation>Text converted and initial EAD tagging provided by Apex
Data Services, <date normal="1999-01">January 1999;</date> encoding
completed by Manuscript Division, <date normal="1999-11">November
1999</date>
</creation>
<langusage encodinganalog="546">Finding aid written in
<language langcode="eng" encodinganalog="041">English</language>
</langusage>
</profiledesc>
Display of Tagging Example 2.
Finding aid initially encoded by vendor (language statement display suppressed)
Text converted and initial EAD tagging provided by Apex Data Services,
January 1999; encoding completed by Manuscript Division, 1999
Comments:
- Each division should follow its own guidelines on giving names of
encoders. It will be useful to record conversions performed in whole or part by
outside agencies.
- Use natural language for a statement of the language or languages
in which the finding aid is written; use the LANGCODE attribute with value
taken from ISO 639-2 for the language code in <language>, which will
normally be "eng".
- Use the ENCODINGANALOG attribute "546" for <langusage> and
"041" for <language>; the latter maps most precisely to the LANGCODE
attribute on <language>. Note that this differs from the current version
of RLG Best Practice Guidelines for Encoded Archival Description, which sets
"546" as ENCODINGANALOG for <langusage>.
Repeatable:
no
Order:
follows <filedesc> and precedes <revisiondesc>
Revision Date:
6/6/03
Table of ContentsRevision Description
Table of Contents Number:
3.1.4
EAD Guideline:
3.6.1.4 (Ver. 1.0)
Tag:
<revisiondesc>
Description:
The <revisiondesc> element contains information about
substantial changes that have been made to the encoded finding aid.
LC Practice requires the inclusion of <revisiondesc> when
applicable.
See also:
n/a
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <change encodinganalog="583">
- <date> (set normal attribute)
- <item>
Tagging Example 1.
Finding aid revised and expanded (first revision of encoded finding aid)
<revisiondesc>
<change encodinganalog="583">
<date normal="1999-07">1999 July</date>
<item>Finding aid revised to incorporate additional materials in
December 1998, and re-encoded by John Smith.</item>
</change>
</revisiondesc>
Display of Tagging Example 1.
Finding aid revised and expanded (first revision of encoded finding aid)
1999 July Finding aid revised to incorporate additional materials in
December 1998, and re-encoded by John Smith.
Tagging Example 2.
Multiple revisions in reverse chronological order
<revisiondesc>
<change encodinganalog="583">
<date normal="2004-05-18">2004-05-18</date>
<item>converted from EAD 1.0 to EAD 2002</item>
</change>
<change encodinganalog="583">
<date normal="2000-04">2000 April</date>
<item>linked to digital content</item>
</change>
</revisiondesc>
Display of Tagging Example 2.
Multiple revisions in reverse chronological order
2004-05-18 converted from EAD 1.0 to EAD 2002
2000 April linked to digital content
Comments:
- Remember that revisions to finding aids that take place before
first conversion to EAD are listed in <filedesc><authorstmt> and
<processinfo> rather than in the <eadheader>.
- There is no need to record minor changes or corrections in
<revisiondesc>. File dates (in the short term) and repository management
software (in the long run) will be used to track such changes.
- Provide sufficient information about each major change to
identify the nature of the change. Name or identify the parties responsible for
changes to the electronic finding aid if different from those already recorded
under <creation>. See Example 1.
- Give year and month, or year, month, and date for each change;
list the date before the change. List changes in reverse chronological order.
See Example 2.
- When finding aids are converted from version 1.0 to EAD 2002, the <change> element will automatically be added to an existing <revisiondesc> (see Example 2) or as a new <revisiondesc> for a finding aid which has not previously been revised.
Repeatable:
yes
Order:
follows <profiledesc>
Revision Date:
5/24/04
Table of ContentsTitle Page and Prefatory Matter
Table of Contents Number:
3.2
EAD Guideline:
3.6.2 (Ver. 1.0)
Tag:
<frontmatter>
Description:
The <frontmatter> element is a wrapper for publication-type
structures, <titlepage> and <div>. The <titlepage> element
groups bibliographic details about the encoded finding aid in an order and
format optimized for display. The <div> element is a generic textual
element that can be used to encode a forward, acknowledgements, introduction,
or other prefatory material which does not pertain to the content of the
specific finding aid or collection.
LC Practice discourages use of <titlepage> in favor of
generating title page displays from the EAD header. A <div> may be used
for common generic information, but such data which may pertain to repository
policies, access, and reproduction is usually available on the division's Web
site and may be linked to from the appropriate part of the finding aid
instead.
See also:
Section 3.1, EAD Header
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
Tagging Example 1.
Generic introduction to finding aids and contact information using external entity
<frontmatter>
<div>
<head>Introduction</head>
<p>A finding aid or register is a descriptive access tool
prepared to assist researchers in locating materials relevant to
their research; it usually contains far more detail about a
collection than can be captured in a catalog record. The finding
aid often provides information about a collection's provenance
and the conditions under which it may be accessed or copied;
biographical or organizational histories related to the
collection; a note describing the scope and content of the
collection; and progressively detailed descriptions of the parts
or components of the collection together with the corresponding
call numbers, container numbers, or other means for researchers
to identify and request the physical entities of interest to
them. Detailed inquiries must be satisfied through a
researcher's examination of the collection itself.</p>
&contactinfo;
<!---->
</div>
</frontmatter>
Note: the full text of "contactinfo.sgm", commented out here, is stored externally to the finding aid
Display of Tagging Example 1.
Generic introduction and contact information using external entity
Introduction
A finding aid or register is a descriptive access tool prepared to
assist researchers in locating materials relevant to their
research; it usually contains far more detail about a collection
than can be captured in a catalog record. The finding aid often
provides information about a collection's provenance and the
conditions under which it may be accessed or copied; biographical
or organizational histories related to the collection; a note
describing the scope and content of the collection; and
progressively detailed descriptions of the parts or components of
the collection together with the corresponding call numbers,
container numbers, or other means for researchers to identify and
request the physical entities of interest to them. Detailed
inquiries must be satisfied through a researcher's examination of
the collection itself.
Contact Information
Manuscript Division
Library of Congress
101 Independence Ave., SE
Washington, D.C. 20540-4680
Phone: 202 707-5383
Fax: 202 707-6336
Tagging Example 2.
Contact information within <div> (no entity used)
<div>
<list type="simple">
<item>
<emph render="bold">Contact Information</emph>
</item>
<item>Manuscript Division</item>
<item>Library of Congress</item>
<item>101 Independence Ave., SE</item>
<item>Washington, D.C. 20540-4680</item>
<item>Phone: 202 707-5383</item>
<item>Fax: 202 707-6336</item>
</list>
</div>
Display of Tagging Example 2.
Contact information within <div> (no entity used)
Contact Information
Manuscript Division
Library of Congress
101 Independence Ave., SE
Washington, D.C. 20540-4680
Phone: 202 707-5383
Fax: 202 707-6336
Comments:
- Title page displays at the Library of Congress are generated
using <eadheader>. When XSLT stylesheets are implemented, it will be easy
to reorder the display of elements and to insert textual formatting that need
not be included in <eadheader>, such as line breaks and external pointers
to display the institutional seal.
- The use of <div> as generic text, illustrated above, is not
recommended for online finding aids. If such data must be included, care should
be taken to distinguish generic introductory text from that belonging in more
specific elements such as <userestrict> or <prefercite>.
- A special situation may exist for brief contact information that
would be helpful in a copy of the finding aid printed from the Web. On the
other hand, this additional information is repetitive from finding aid to
finding aid, and occupies screen real estate which may be at a premium when
frames are used for display.
- If contact information is desired in the
<frontmatter><div>, it may be generated by means of an external
entity, as illustrated in Example 1, or keyed directly into the <div>, as
in Example 2. External entities are a more efficient way of storing the
information, so that it need only be updated in one location. However, use of
external entities is problematic in XML. In any case, however, entities should
be resolved before finding aids are exported to an outside system.
Repeatable:
no
Order:
following <eadheader> and before <archdesc>
Revision Date:
2/5/03
Table of ContentsCollection-Level Information (Archival Description)
Table of Contents Number:
3.3
EAD Guideline:
3.5.1 (Ver. 1.0)
Tag:
<archdesc>
Description:
This wrapper element holds together the text of the archival
finding aid, encompassing everything that is not included in the header or
front matter. A required LEVEL attribute identifies the highest level of
description represented by the finding aid, and other attributes may be set as
well.
New in EAD 2002:
- The LANGMATERIAL attribute to <archdesc> has been replaced
by the subelement <langmaterial>.
- New subelements <originalsloc> and <phystech> are
described in the Tag Library and may be used where appropriate.
- Elements formerly subordinate to <admininfo> and
<add> are now available as separate elements under <archdesc> as
well as within <descgrp>, as described below.
See also:
Section 3.3.1.6, Language of the
Material
See also:
Section 3.3.1.11, Digital Archival Object
Group
See also:
Section 3.3.9, Other Descriptive Data
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
The most common attribute values are listed below:
- level="collection" (entire collection described in finding aid)
REQUIRED BY DTD
- type="register" (for standard archival register)
Recommended
- relatedencoding="MARC21" Recommended
Subelements:
These most significant subelements are listed in recommended
order:
- <did> Required by DTD See 3.3.1, Basic
Description: The High-level <did>
- <controlaccess> Recommended See 3.3.2,
Controlled Vocabulary Terms
- <descgrp type="admininfo"> Required See 3.3.3,
Administrative Information
- <bioghist> Recommended See 3.3.4, Biographical
Sketches and Agency Histories
- <scopecontent> Required See 3.3.5, Scope and
Content Note
- <arrangement> Recommended See 3.3.6,
Arrangement
- <dsc> Required See 3.3.7, Description of
Subordinate Components
- <descgrp type="add"> See 3.3.8, Adjunct Descriptive
Data
See Tag Library for full list of valid subelements.
Tagging Example 1.
All major subelements include head tags
<archdesc level="collection" type="register" relatedencoding="MARC21">
<did>
<head>Collection Summary</head>
</did>
<controlaccess>
<head>Selected Search Terms</head>
</controlaccess>
<descgrp type="admininfo">
<head>Administrative Information</head>
</descgrp>
<bioghist>
<head>Biographical Note</head>
</bioghist>
<scopecontent>
<head>Scope and Content Note</head>
</scopecontent>
<arrangement>
<head>Organization and Arrangement of Papers</head>
</arrangement>
<dsc type="combined">
<head>Container List</head>
</dsc>
<descgrp type="add">
<head>Appendix</head>
</descgrp>
</archdesc>
Display of Tagging Example 1.
Collection Summary
Selected Search Terms
Administrative Information
Biographical Note
Scope and Content Note
Organization and Arrangement of Papers
Container List
Appendix
Table of Contents generated from headings of major archdesc subelements
Comments:
Attributes:
- The LEVEL attribute, required by the DTD, is usually set as
level="collection", as when entire collection is described in the finding aid.
If only one series of the collection is described in the finding aid, use
level="series". See Tag Library for full list of values.
- Set the attribute type="register" for a standard archival
register as created at LC. See Tag Library for full list of values.
- Set the related encoding attribute to relatedencoding="MARC21".
Previously the RELATEDENCODING attribute was set at the root element
<ead>, where it applied to all parts of the finding aid.
Recommended order:
- Exceptions will occur in the recommended order, as listed above.
For instance, most elements formerly subordinate to <add>, such as
indexes and bibliographies, are most commonly found at the end of a finding
aid. Other such elements, like <relatedmaterial> and
<separatedmaterial>, may be more appropriate to the front part of the
finding aid, and can be used where most appropriate. This new version of the
EAD DTD (EAD 2002) accommodates more flexible order by unbundling the
<add> and <admininfo> subelements, but puts more demand on output
specifications in handling a great number of element configurations.
Subelements:
- A number of elements are available at the <archdesc> level
but are also commonly appropriate at the component level. These include
<note>, <odd>, and <arrangement>.
- The <daogrp> element can also be used at the
<archdesc> level. This might be an image concordance for all <dao>
elements in the finding aid. An image sampler would be encoded at the
Collection Summary level, and component-level archival objects would be encoded
at the appropriate level. See Sections 3.3.1.11, Digital Archival Object Group,
and 3.3.7.4, Expanded Description of Components for treatment of <daogrp>
in these cases.
Repeatable:
no
Order:
follows <eadheader> and optional <frontmatter>
Revision Date:
7/31/03
Table of ContentsBasic Description: The High-Level <did>
Table of Contents Number:
3.3.1
EAD Guideline:
3.5.1.1 (Ver. 1.0)
Tag:
<did>
Description:
This wrapper element contains the basic building blocks of
description of archival components at any level. At the collection level (or
<archdesc><did>), the content of these elements should enable a
researcher to determine quickly the relevance of collection materials. It is
important to include at least the first eight elements in any collection
summary.
LC Practice requires the inclusion of the Collection Summary
<did>, which is a mandatory element required by the EAD DTD.
New in EAD 2002: the subelement <langmaterial> has been added
within <did>. This element replaces the LANGMATERIAL attribute formerly
used with <archdesc>.
See also:
n/a
Labels/Heads:
Recommended content of required <head>:
Collection Summary
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
Listed in recommended order. Required elements must be included to
conform with LC practice.
- <head> Required
- <unittitle> Required See 3.3.1.1, Title of the
Unit
- <unitdate> Required See 3.3.1.2, Date of the
Unit
- <unitid> Required See 3.3.1.3, ID of the
Unit
- <origination> Required See 3.3.1.4,
Origination
- <physdesc> Required See 3.3.1.5, Physical
Description
- <materialspec> See Tag Library
- <langmaterial> Required See 3.3.1.6, Language
of the Material
- <repository> Required See 3.3.1.7,
Repository
- <abstract> Required See 3.3.1.8,
Abstract
- <note> See 3.3.1.9, Note
- <physloc> See 3.3.1.10, Physical Location
- <daogrp> See 3.3.1.11, Digital Archival Object Group
Tagging Example 1.
All subelements used
<did>
<head>Collection Summary</head>
<unittitle label="Title" encodinganalog="245$a">Papers of Carrie
Chapman Catt
<unitdate label="Span Dates" type="inclusive" encodinganalog="245$f" normal="1848/1950">1848-1950</unitdate>
<unitdate label="Bulk Dates" type="bulk" encodinganalog="245$g" normal="1890/1920">(bulk 1890-1920)</unitdate>
</unittitle>
<unitid label="ID No." encodinganalog="590" countrycode="us" repositorycode="dlc">MSS15404</unitid>
<origination label="Creator">
<persname encodinganalog="100" source="LCNAF">Catt, Carrie
Chapman, 1859-1947</persname>
</origination>
<physdesc label="Extent">
<extent encodinganalog="300">9,500 items including 24 maps</extent>
<extent encodinganalog="300">31 containers</extent>
<extent encodinganalog="300">12.4 linear feet</extent>
<extent encodinganalog="300">18 microfilm reels</extent>
</physdesc>
<materialspec label="Scale" encodinganalog="255">1:1,00,000</materialspec>
<langmaterial label="Language" encodinganalog="546">Collection material in
<language encodinganalog="041" langcode="eng">English.</language>
</langmaterial>
<repository label="Repository" encodinganalog="852">
<corpname>
<subarea>Manuscript Division</subarea> Library of
Congress</corpname>
<address>
<addressline>Washington, D.C.</addressline>
</address>
</repository>
<abstract label="Abstract" encodinganalog="520$a">Feminist, lecturer,
and author. Correspondence, diaries (1911-1923), drafts of speeches
and articles, subject files, biographical papers, newspaper
clippings, printed material, and other papers, chiefly 1890-1920,
relating primarily to Carrie Chapman Catt's efforts on behalf of the
women's suffrage movement, feminism, and the cause of international
peace.</abstract>
<note label="Note" encodinganalog="500$a">
<p>Although this finding aid provides contextual information about
the entire collection of Catt papers, the Scope and Content Note,
Description of Series, and Container List describe Part II only.
The register for Part I is published and is available in the
Manuscript Division Reading Room.</p>
</note>
<physloc label="Location" encodinganalog="852$z">The Carrie
Chapman Catt Papers are stored off-site. Please contact the
Manuscript Reading Room several days in advance of your visit to
assure that the containers you wish to consult will be available when
you arrive.</physloc>
<daogrp>
<daodesc>
<head>Image Sampler</head>
<p>Explanatory paragraph about representative images from collection.</p>
</daodesc>
<daoloc href="&lbphotos.box199;">
<daodesc>
<p>Carrie Chapman Catt, head-and-shoulders portrait,
...</p>
</daodesc>
</daoloc>
</daogrp>
</did>
Display of Tagging Example 1.
All subelements used
Collection Summary
Title: Papers of Carrie Chapman Catt
Span Dates: 1848-1950
Bulk Dates: bulk 1890-1920
ID No.: MSS15404
Creator: Catt, Carrie Chapman, 1859-1947
Extent: 9,500 items including 24 maps; 31 containers;
12.4 linear feet; 18 microfilm reels
Scale: 1:100,000
Language: Collection material in English
Repository: Manuscript Division, Library of Congress,
Washington, D.C.
Abstract: Feminist, lecturer, and author. Correspondence,
diaries (1911-1923), drafts of speeches and articles, subject
files, biographical papers, newspaper clippings, printed
material, and other papers, chiefly 1890-1920, relating primarily
to Carrie Chapman Catt's efforts on behalf of the women's
suffrage movement, feminism, and the cause of international
peace.
Note: Although this finding aid provides contextual information
about the entire collection of Catt papers, the Scope and Content
Note, Description of Series, and Container List describe Part II
only. The register for Part I is published and is available in
the Manuscript Division Reading Room.
Location: The Carrie Chapman Catt Papers are stored off-site.
Please contact the Manuscript Reading Room several days in
advance of your visit to assure that the containers you wish to
consult will be available when you arrive.
Image Sampler
Explanatory paragraph about representative images from collection.
[Image of Catt]
Carrie Chapman Catt, head-and-shoulders portrait, ...
Image sampler is part of Collection Summary although it appears to be a new section
Comments:
- Since the components of the high-level <did> are key
features of indexing and display of LC finding aids, uniformity of practice in
this area is particularly desirable in order to achieve the most predictable
results.
Repeatable:
no
Order:
first element within <archdesc> (required by DTD)
Revision Date:
4/15/03
Table of ContentsTitle of the Unit
Table of Contents Number:
3.3.1.1
EAD Guideline:
3.5.1.2.3 (Ver. 1.0)
Tag:
<unittitle>
Description:
Title of materials being described, usually the collection title or
title of highest level being described in the finding aid.
LC Practice requires the inclusion of <unittitle> information
within the Collection Summary <did>.
New in EAD 2002: <bibseries>, <edition>, and
<imprint> may be used within <unittitle>.
See also:
Section 3.3.1.2, Date of the Unit
Labels/Heads:
Encoding Analog:
245$a (include other subfields if they are part of the title
transcription).
Other Attributes:
n/a
Subelements:
See Tag Library for full list of valid subelements.
Tagging Example 1.
Examples of collection titles
<unittitle label="Title" encodinganalog="245$a">
Papers of Susan B. Anthony</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Records of the MacDowell Colony</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Collection of Pierre and Jacques Dupuy</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Letters of William Duane</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Records of the National Urban League Southern Regional Office</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Job Pierson Family Papers</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Key-Cutts-Turner Family Papers</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Ken McCormick Collection of the Records of Doubleday & Company</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Herndon-Weik Collection of Lincolniana</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Papers of Walt Whitman in the Charles E. Feinberg Collection</unittitle>
Display of Tagging Example 1.
Examples of collection titles
Title: Papers of Susan B. Anthony
Title: Records of the MacDowell Colony
Title: Collection of Pierre and Jacques Dupuy
Title: Letters of William Duane
Title: Records of the National Urban League Southern Regional Office
Title: Job Pierson Family Papers
Title: Key-Cutts-Turner Family Papers
Title: Ken McCormick Collection of the Records of Doubleday & Company
Title: Herndon-Weik Collection of Lincolniana
Title: Papers of Walt Whitman in the Charles E. Feinberg Collection
Tagging Example 2.
Inclusive dates given as subelement within <unittitle>
<unittitle label="Title" encodinganalog="245$a">Papers of Carrie Chapman Catt
<unitdate label="Dates" type="inclusive" encodinganalog="245$f" normal="1848/1950">1848-1950</unitdate>
</unittitle>
Display of Tagging Example 2.
Inclusive dates given as subelement within <unittitle>
Title: Papers of Carrie Chapman Catt, 1848-1950
Style sheet uses label from <unittitle> and supplies comma at end; suppresses display of unitdate label and displays both fields on one line
Tagging Example 3.
Inclusive dates given as subelement within <unittitle>
<unittitle label="Title" encodinganalog="245$a">Records of the MacDowell Colony
<unitdate label="Dates" type="inclusive" encodinganalog="245$f" normal="1869/1970">1869-1970
</unitdate>
</unittitle>
Display of Tagging Example 3.
Inclusive dates given as subelement within <unittitle>
Title: Records of the MacDowell Colony
Dates: 1869-1970
Style sheet uses labels from <unittitle> and <unitdate> and displays each on separate line
Comments:
- Titles should be descriptive enough to stand as the primary
access element (e.g., "Papers of Shirley Jackson" rather than "Papers") Give
the collection title in direct order, unless your cataloging practice varies.
If the collection consists of only one type of material, that format may be
reflected in the title. See Example 1 for aggregated list of illustrative
titles.
- <unitdate> may be used outside the <unittitle>, but
LC practice mandates its inclusion within <unittitle>, as is done in APPM
cataloging rules. The date may be displayed on the same line as the title
(Example 2) or on different lines (Example 3) depending on the stylesheet
used.
- No punctuation should be supplied between <unittitle> and
its component <unitdate>, although a space should be left before the
<unitdate> for cases when both will display on one line. Experience shows
that the placement of <unittitle> and <unitdate> information in the
Collection Summary varies considerably in Library and outside implementation,
and omission of punctuation between the two elements is least likely to result
in inappropriate display. See Example 2 and Example 3.
Repeatable:
n/a
Order:
First element after <head> in Collection Summary
Revision Date:
05/13/03
Table of ContentsPhysical Location
Table of Contents Number:
3.3.1.10
EAD Guideline:
3.5.1.2.8 (Ver. 1.0)
Tag:
<physloc>
Description:
Information identifying the place where the described materials are
stored. Do not confuse with <container> or <repository>. Use of
this element is optional. (It has not yet been used at LC).
See also:
n/a
Labels/Heads:
Encoding Analog:
852$z, 090, or other MARC field as appropriate (see catalog
record)
Other Attributes:
Audience: set to "internal" if not for public display (for
instance, shelf number for staff retrieval)
Subelements:
n/a
Tagging Example 1.
Public note alerting readers to storage issues affecting their access to the material.
<physloc label="Location" encodinganalog="852$z">
The John Doe Papers are stored off-site. Please contact the
Manuscript Reading Room several days in advance of your visit to
assure that the containers you wish to consult will be available when
you arrive.
</physloc>
Display of Tagging Example 1.
Public note alerting readers to storage issues affecting their access to the material.
Location: The John Doe Papers are stored off-site. Please contact the
Manuscript Reading Room several days in advance of your visit to
assure that the containers you wish to consult will be available when
you arrive.
Tagging Example 2.
Note for staff use only giving shelving location of material for retrieval. AUDIENCE attribute set to 'internal.'
<physloc label="Location" encodinganalog="090" audience="internal">
0331L
</physloc>
Display of Tagging Example 2.
Note for staff use only giving shelving location of material for retrieval. AUDIENCE attribute set to 'internal' resulting in blank display for public.
[No display for empty element]
Comments:
- Since the <physloc> element is repeatable both the usages
illustrated in Examples 1 and 2 may apply to a given finding aid.
- Use the <physloc> element at this level to note that all
material in the custody of one division is in the physical custody of another
division (i.e., should be used in another reading room than that of the
repository). This information would more commonly be recorded at the component
level; see Section 3.3.7.3.6, Physical Location Information, for more
information.
Repeatable:
yes
Order:
Following <note> and before <daogrp> in Collection
Summary
Revision Date:
7/31/03
Table of ContentsDigital Archival Object Group
Table of Contents Number:
3.3.1.11
EAD Guideline:
3.5.1.2.9 (Ver. 1.0)
Tag:
<daogrp>
Description:
A wrapper element for two or more related digital archival objects
which should be thought of as a group and share a common description. In the
collection summary area, used for "image samplers", or other visual or
multimedia overviews of the collection consisting of selected images or other
digital versions of collection material.
Use <daogrp>, <daoloc>, and <dao> only to point
to electronic versions of material from the collection being described; links
to external materials will be made using other tags, and are not appropriate
for the <archdesc><did>.
<dao> elements may be used at many points in the finding aid,
both at the component level (container list) and in the other major components
(<bioghist>, <scopecontent>). The examples given illustrate one
particular usage.
See also:
Section 2.2.2, External Linking
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Image Sampler
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <daoloc> (set attribute HREF; fixed attribute LINKTYPE has
value "locator")
See Tag Library for full list of attributes and their
values.
Tagging Example 1.
Representative images from NAACP visual materials collection
<daogrp>
<daodesc>
<head>Image Sampler</head>
<p>Explanatory paragraph</p>
</daodesc>
<daoloc href="&lbphotos.box199;">
<daodesc>
<p>Ella Baker, head-and-shoulders portrait</p>
</daodesc>
</daoloc>
</daogrp>
Display of Tagging Example 1.
Image Sampler
Explanatory paragraph
[ACTUAL IMAGE]
Ella Baker, head-and-shoulders portrait
Comments:
- Use <daogrp> and its subelement <daoloc> for one or
more archival objects. Former LC practice was to use <dao> instead for a
single digital archival object. This change conforms to the RLG Best Practice
Guidelines.
- See Section 2.2.2 for instructions on naming and declaring
entities for external linking.
Repeatable:
n/a
Order:
Last element in Collection Summary
Revision Date:
7/30/03
Table of ContentsDate of the Unit
Table of Contents Number:
3.3.1.2
EAD Guideline:
3.5.1.2.4 (Ver. 1.0)
Tag:
<unitdate>
Description:
Dates of the materials comprising the collection; the dates may be
given as inclusive, bulk, or both.
LC Practice requires the inclusion of unitdate information within
the Collection Summary <did>.
New in EAD 2002:
- The TYPE attribute is used only to distinguish inclusive and bulk
dates; the value "single" is no longer valid
- New attributes added: CALENDAR, DATECHAR, ERA
See also:
n/a
Labels/Heads:
Suggested content:
- Label="Dates" (may be used for any type)
- Label="Span Dates" (type="inclusive")
- Label="Bulk Dates" (type="bulk")
Encoding Analog:
260$c (for any type dates, according to visual material
cataloging practice); 245$f (type="inclusive" or type="single"), according to
APPM cataloging practice; or 245$g (type="bulk") according to APPM cataloging
practice
Other Attributes:
- type="inclusive" or "bulk" Required
- normal (normalize according to ISO8601 in yyyy-mm-dd format)
Required
- calendar="gregorian" Default value
- era="ce" Default value for common/Christian era
- datechar="creation" Recommended
See Tag Library for full list of valid subelements and their
attributes.
Tagging Example 1.
Illustrates use of inclusive and bulk dates, encoded separately with encoding analogs from MARC record for APPM cataloging
<unittitle label="Title" encodinganalog="245$a">Papers of Wilbur and
Orville Wright
<unitdate label="Span Dates" type="inclusive" encodinganalog="245$f" normal="1932/1970" datechar="creation">1932-1970</unitdate>
<unitdate label="Bulk Dates" type="bulk" encodinganalog="245$g" normal="1944/1955" datechar="creation">(bulk 1944-1955)</unitdate>
</unittitle>
Display of Tagging Example 1.
Style sheet displays <unitdate> on same line as unittitle without <unitdate> labels
Title: Papers of Wilbur and Orville Wright, 1932-1970 (bulk 1944-1955)
Display of Tagging Example 1.
Style sheet displays each <unitdate> on separate line using label attribute
Title: Papers of Wilbur and Orville Wright
Span Dates: 1932-1970
Bulk Dates: (bulk 1944-1955)
Display of Tagging Example 1.
Style sheet displays <unitdate> on separate line from <unittitle>, using label display for the first (inclusive) dates.
Title: Papers of Wilbur and Orville Wright
Span Dates: 1932-1970, (bulk 1944-1955)
Tagging Example 2.
Illustrates use of span and bulk dates; encoding analog follows visual material cataloging practice
<unittitle label="Title" encodinganalog="245$a">Visual Materials from
the National Association for the Advancement of Colored People Records
<unitdate label="Span Dates" type="inclusive" encodinganalog="260$c" normal="1838/1969" datechar="creation">ca. 1838-1969</unitdate>
<unitdate label="Bulk Dates" type="bulk" encodinganalog="260$c" normal="1944/1955" datechar="creation">bulk 1944-1955</unitdate>
</unittitle>
Display of Tagging Example 2.
Style sheet displays <unitdate> on same line as unittitle without <unitdate> labels; parentheses are supplied around <unitdate type="bulk">
Title: Visual Materials from the National Association for the
Advancement of Colored People Records, ca. 1838-1969 (bulk 1944-1955)
Tagging Example 3.
Illustrates use of inclusive attribute value and encodinganalog as 260
<unittitle label="Title" encodinganalog="245$a">The Juan B. Rael Collection
<unitdate label="Dates" type="inclusive" encodinganalog="260$c" normal="1940" datechar="creation">1940</unitdate>
</unittitle>
Display of Tagging Example 3.
Style sheet displays <unitdate> on separate line using label attribute
Title: The Juan B. Rael Collection
Dates: 1940
Comments:
- Always give span and bulk dates in separate <unitdate>
fields in order to supply the appropriate TYPE, LABEL, ENCODINGANALOG, and
NORMAL attributes. This is a change from current LC practice. It will still be
possible to display the dates on the same line as the <unittitle> and
without labels, and offers the broadest range of display and retrieval options.
See Example 1 for practice using APPM and Example 2 for practice using visual
material cataloging rules.
- Use only one <unitdate> when there is only one date
(Example 3) or when there are no bulk dates to accompany the inclusive
dates.
- Do not put a comma between <unittitle> and
<unitdate>, but make sure there is a space before the opening
<unitdate> tag. It is equally possible to display the two elements on the
same line (omitting the label for <unitdate>) and to put them on
different lines (labeling the <unitdate>).
- Always supply a label for dates. However, it is not necessary to
supply a label for bulk dates if there is no desire to display them on a
separate line from inclusive dates.
- Set the TYPE attribute for all <unitdate> elements. The
most common value, "inclusive", can be set as the default value in creation and
conversion tools.
- Set the NORMAL attribute to take advantage of date searching (not
yet implemented at LC). This practice is new at LC. It may take some time to
develop date normalization tools and macros.
- Normalize dates following ISO 8601 in yyyy-mm-dd format. Follow
this normalization standard also for <date> elements normalized in the
<eadheader> and elsewhere as appropriate. Note that examples in the
current EAD Tag Library do not illustrate the use of this standard.
- It is not necessary to set attributes CALENDAR and ERA explicitly
for <unitdate> elements at the Collection Summary level, as default
values arer supplied by the DTD. Set these attributes if their values differ
from the defaults of Gregorian calendar and common/Christian era.
- Set the DATECHAR attribute with value "creation". Creation dates
are "the date(s) at which the unpublished documents in the unit being described
were originally created or captured in some material form," in contrast with
other categories such as dates of reproduction or of publication.
Repeatable:
yes
Order:
Following/within <unittitle> and before <unitid> in
Collection Summary
Revision Date:
09/30/03
Table of ContentsID of the Unit
Table of Contents Number:
3.3.1.3
EAD Guideline:
3.5.1.2.7 (Ver. 1.0)
Tag:
<unitid>
Description:
Identifying number or alphanumeric string used for control or
citation purposes. Supply according to divisional practices. When no such ID is
appropriate, use this element to supply unique country and repository codes by
means of attribute values; the element will have no other content.
LC Practice requires the inclusion of the unitid element within the
Collection Summary <did>.
See also:
n/a
Labels/Heads:
Label should be appropriate to content. Do not supply label if
unitid element has no content.
- label="Call No."
- label="Collection No."
- label="ID No."
Encoding Analog:
050, 090, 099, 590, or other MARC field as appropriate (see
catalog record). Do not set an ENCODINGANALOG if element contains boilerplate
language.
Other Attributes:
- countrycode="US" (Source: ISO 3166) Required
- repositorycode="DLC" (Source: ISO15511, which accommodates codes
used in MARC Code List for Organizations) Required
Subelements:
n/a
Tagging Example 1.
American Folklife Center ID number
<unitid label="Call No." encodinganalog="090" countrycode="US" repositorycode="DLC">AFC 1940/002</unitid>
Display of Tagging Example 1.
American Folklife Center ID number
Call No.: AFC 1940/002
Tagging Example 2.
Prints & Photographs 050 content
<unitid label="Call No." encodinganalog="050" countrycode="US" repositorycode="DLC">
Guide Record
</unitid>
Display of Tagging Example 2.
Prints & Photographs 050 content
Call No.: Guide Record
Tagging Example 3.
MSS ID number from 590 note
<unitid label="ID No." encodinganalog="590" countrycode="US" repositorycode="DLC">MSS84292</unitid>
Display of Tagging Example 3.
MSS ID number from 590 note
ID No.: MSS84292
Comments:
- Use this element in order to conform to the ISAD-G international
archival standard in supplying required country and repository codes. This is a
change in LC practice.
- If no identification number is given, use appropriate boilerplate
language.
Repeatable:
n/a
Order:
following <unittitle><unitdate> and preceding
<origination> in Collection Summary
Revision Date:
09/17/03
Table of ContentsOrigination
Table of Contents Number:
3.3.1.4
EAD Guideline:
3.5.1.2.2 (Ver. 1.0)
Tag:
<origination>
Description:
The origination element names, in authorized form, the individual/s
or organization/s responsible for the creation, accumulation, or assembly of
the described materials before their incorporation into an archival repository.
There will in almost all cases be an <origination> element, whether or
not a cataloging record for the materials uses main entry as a personal or
corporate name or enters under title with added entries for the
originator/s.
LC Practice requires the inclusion of origination information
within the Collection Summary <did>, except in cases listed below.
See also:
Section 3.3.2.1, Use of Attributes in
<controlaccess> Subelements
Labels/Heads:
(choose as appropriate)
- Label="Creator"
- Label="Collector"
Encoding Analog:
Encodinganalogs should be set for the subelement
<persname>, <famname>, or <corpname> with the following
values: 100 (personal or family name main entry), 110 (corporate name main
entry), 600 (personal/family name subject entry), 700 (personal/family name
added entry), 710 (corporate name added entry).
Other Attributes:
- Use role="collector" for <persname>, <famname>, or
<corpname> when label="Collector" in <origination>
- Use the SOURCE attribute for <persname>, <famname>,
or <corpname> in <origination> (value is usually "LCNAF")
Subelements:
Use of one of the following subelements is required:
- <persname>
- <famname>
- <corpname>
Tagging Example 1.
One origination (cataloging record has 1xx field for originator)
<origination label="Collector">
<persname encodinganalog="100" role="collector" source="LCNAF">Cushing, Caleb, 1800-1879, collector</persname>
</origination>
Display of Tagging Example 1.
One origination (cataloging record has 1xx field for originator)
Collector: Cushing, Caleb, 1800-1879, collector
Note: includes subfield e for role as collector
Tagging Example 2.
Multiple originators, but one predominates
<origination label="Creator">
<persname encodinganalog="100" source="LCNAF">Roosevelt, Kermit,
1889-1943</persname>
</origination>
Display of Tagging Example 2.
Multiple originators, but one predominates
Creator: Roosevelt, Kermit, 1889-1943
Papers of Kermit and Belle Roosevelt; Belle Roosevelt (700) listed in <controlaccess> section.
Tagging Example 3.
Bob Fosse/Gwen Verdon Collection: title main entry with 7xx entry for each originator
<origination label="Creator">
<persname encodinganalog="700" source="LCNAF">Fosse, Bob,
1927-1987</persname>
</origination><origination label="Creator">
<persname encodinganalog="700" source="LCNAF">Verdon,
Gwen</persname>
</origination>
Display of Tagging Example 3.
Bob Fosse/Gwen Verdon Collection: title main entry with 7xx entry for each originator
Creator: Fosse, Bob, 1927-1987
Creator: Verdon, Gwen
Tagging Example 4.
No <origination>; family names recorded in <controlaccess> only
<unittitle>Key-Cutts-Turner family papers, 1808-1975</unittitle>
Display of Tagging Example 4.
No <origination>; family names recorded in <controlaccess> only
Key-Cutts-Turner family papers, 1808-1975
Tagging Example 5.
No origination given (do not record LC as collector)
<unittitle label="Title">California travel diaries, 1849-1851</unittitle>
Display of Tagging Example 5.
No origination given (do not record LC as collector)
Title: California travel diaries, 1849-1851
Comments:
- Use the form of name found in the LC Name Authority File as it
appears (usually indirect order), with the content of all subfields included,
including role ($e) when given. See Example 1.
- When there are multiple originators, but one person or group can
be identified as the primary originator, provide the first name (1xx in catalog
record) under origination, and include secondary originators. Consult
cataloging rules for guidance in making this determination. See Example
2.
- When two or more originators are of equal importance (i.e.,
catalog record has title main entry with 7xx entry for each originator), record
each originator within an <origination> tag with appropriate attributes.
See Example 3. If there are two originators known to be of equal importance but
the catalog entry selects one as main entry, record each originator within an
<origination> tag with ENCODINGANALOG set to "100".
- When there are a number of originators of equal importance, it
may be more appropriate to omit the origination field in Collection Summary and
give the originator's names only in the <controlaccess> area. See Example
4.
- When no originator can be identified, usually an artificial
collection (a topical or format-oriented collections aggregated by the
institution), where the catalog record has title main entry, there will be no
<origination> and no creator identified in the <controlaccess area).
See Example 5.
Repeatable:
yes
Order:
After <unitid> and before <physdesc> in Collection
Summary
Revision Date:
09/17/03
Table of ContentsPhysical Description
Table of Contents Number:
3.3.1.5
EAD Guideline:
3.5.1.2.5 (Ver. 1.0)
Tag:
<physdesc>
Description:
Statement or series of statements of extent regarding holdings of
the collection.
LC Practice requires the inclusion of physical description
information within the Collection Summary <did>.
See also:
n/a
Labels/Heads:
- label="Extent"
- label="Physical Description"
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <extent encodinganalog="300">
See Tag Library for full list of valid subelements and their
attributes.
Tagging Example 1.
Multiple views of one collection given as extents within one <physdesc>
<physdesc label="Extent">
<extent encodinganalog="300">22 linear feet</extent>
<extent encodinganalog="300">1600 items</extent>
<extent encodinganalog="300">16 containers</extent>
<extent encodinganalog="300">14 reels</extent>
</physdesc>
Display of Tagging Example 1.
Multiple views of one collection given as separate extents within one <physdesc>; stylesheet displays on one line with label for <physdesc> and supplies semicolons and spaces dividing each <extent>
Extent: 22 linear feet; 1600 items; 16 containers; 14 reels
Tagging Example 2.
Separate descriptions of positive and negative elements comprising collections given as extents within <physdesc>
<physdesc label="Physical Description" encodinganalog="300">
<extent>4,596 items; photographic prints, photomechanical prints,
lithographs, engravings, and drawings, most b&w, a few color ;
various sizes, most 8 x 10 in. or smaller, some as large as 76 x 61
cm.</extent>
<extent>200 photographic negatives</extent>
</physdesc>
Display of Tagging Example 2.
Separate descriptions of positive and negative elements comprising collections given as extents within <physdesc>
Physical Description: 4,596 items; photographic prints,
photomechanical prints, lithographs, engravings, and drawings, most
b&w, a few color ; various sizes, most 8 x 10 in. or smaller, some
as large as 76 x 61 cm.; 200 photographic negatives
Tagging Example 3.
Description of elements comprising collections given as single extent within <physdesc>
<physdesc label="Extent">
<extent encodinganalog="300">Twenty hours of sound recordings,
fourteen linear inches of manuscript materials, approximately 130
linear feet of microfilm, fourteen photographic prints, and one
moving image.
</extent>
</physdesc>
Display of Tagging Example 3.
Description of elements comprising collections given as single extent within <physdesc>
Extent: Twenty hours of sound recordings, fourteen linear inches of
manuscript materials, approximately 130 linear feet of microfilm,
fourteen photographic prints, and one moving image.
Comments:
- Information may be encoded within <physdesc> and its
subelements at varying levels of complexity. If more specificity is desired for
purposes of retrieval or display, follow the guidance of the Tag Library and
Application Guidelines in the use of the additional subelements
<physfacet>, <dimensions>, and <genreform>.
- Descriptive practice within physical description generally
consists of multiple views of the collection as a whole (Example 1), or
description of the types of material in the collection (Examples 2 and
3).
- When presenting multiple views of the collection, the order and
content of the statements will generally reflect that of the catalog record,
where each statement is found in a separate 300 field. (Examples 1 and
2).
- The physical description and extent statements may be broken into
separate categories, as for positive and negative photographic media (Example
2).
- The content of the ENCODINGANALOG attribute should be "300"
without subfields, as the MARC subfields do not map precisely to subelements of
<physdesc>.
Repeatable:
yes
Order:
Following <origination> and before <langmaterial> in
Collection Summary
Revision Date:
09/30/03
Table of ContentsLanguage of the Material
Table of Contents Number:
3.3.1.6
EAD Guideline:
n/a
Tag:
langmaterial
Description:
Use the <langmaterial> element with its subelement/s
<language> to indicate the language or languages of the material
represented in the collection.
LC Practice requires the use of <langmaterial> at the
<archdesc> level.
This element, new in EAD 2002, states in natural language
information formerly recorded in language codes in the LANGMATERIAL attribute
to <archdesc>.
See also:
n/a
Labels/Heads:
Choose as appropriate:
Encoding Analog:
546
Other Attributes:
n/a
Subelements:
- <language encodinganalog="041" langcode="eng"> (or
appropriate language code) Required
Tagging Example 1.
Multiple languages found in papers
<langmaterial label="Languages" encodinganalog="546">Collection material in
<language encodinganalog="041" langcode="eng">English,</language>
<language encodinganalog="041" langcode="ger">German,</language>
and <language encodinganalog="041" langcode="ita">Italian.</language>
</langmaterial>
Display of Tagging Example 1.
Multiple languages found in papers
Languages: Collection material in English, German, and Italian.
Comments:
- Use the ENCODINGANALOG attribute "546" for <langusage> and
"041" for <language>; the latter maps most precisely to the LANGCODE
attribute on <language>.
- Set the SCRIPTCODE attribute for <language> within
<langusage> and <langmaterial> using ISO 15924 only if nonroman
script needs to be noted.
- Do not confuse <langmaterial> with <langusage>, the
<eadheader> element describing the language of the finding aid.
Repeatable:
no
Order:
After <physdesc> and before <repository>
Revision Date:
05/24/04
Table of ContentsRepository
Table of Contents Number:
3.3.1.7
EAD Guideline:
3.5.1.2.1 (Ver. 1.0)
Tag:
<repository>
Description:
The institution or agency responsible for providing intellectual
access to the materials being described. At the Library of Congress, the
repository usually will be the custodial unit or division where the material is
available for use.
LC Practice requires the inclusion of repository information within
the Collection Summary <did>.
See also:
n/a
Labels/Heads:
Label="Repository"
Encoding Analog:
852
Other Attributes:
n/a
Subelements:
Tagging Example 1.
Illustrates single subarea within LC
<repository label="Repository" encodinganalog="852">
<corpname>
<subarea>Prints and Photographs Division</subarea>
Library of Congress
</corpname>
<address>
<addressline>Washington, D.C.</addressline>
</address>
</repository>
Display of Tagging Example 1.
Illustrates single subarea within LC
Repository: Prints and Photographs Division, Library of Congress,
Washington, D.C.
Tagging Example 2.
Illustrates multiple terms within one subarea element
<repository label="Repository" encodinganalog="852">
<corpname>
<subarea>Archive of Folk Culture, American Folklife Center</subarea>
Library of Congress
</corpname>
<address>
<addressline>Washington, D.C.</addressline>
</address>
</repository>
Display of Tagging Example 2.
Illustrates multiple terms within one subarea element
Repository: Archive of Folk Culture, American Folklife Center, Library
of Congress, Washington, D.C.
Tagging Example 3.
Multi-divisional finding aid
<repository label="Repository" encodinganalog="852">
<corpname>
<subarea>Archive of Folk Culture, American Folklife
Center</subarea> Library of Congress
</corpname>
<address>
<addressline>Washington, D.C.</addressline>
</address>
</repository>
<repository label="Repository" encodinganalog="852">
<corpname>
<subarea>Motion Picture, Broadcasting and Recorded Sound Division</subarea>
Library of Congress
</corpname>
<address>
<addressline>Washington, D.C.</addressline>
</address>
</repository>
<repository label="Repository" encodinganalog="852">
<corpname>
<subarea>Music Division</subarea>
Library of Congress</corpname>
<address>
<addressline>Washington, D.C.</addressline>
</address>
</repository>
<repository label="Repository" encodinganalog="852">
<corpname>
<subarea>Prints and Photographs Division</subarea>
Library of Congress
</corpname>
<address>
<addressline>Washington, D.C.</addressline>
</address>
</repository>
Display of Tagging Example 3.
Multi-divisional finding aid
Repository: Archive of Folk Culture, American Folklife Center,
Library of Congress, Washington, D.C.
Repository: Motion Picture, Broadcasting and Recorded Sound Division,
Library of Congress, Washington, D.C.
Repository: Music Division, Library of Congress, Washington, D.C.
Repository: Prints and Photographs Division, Library of Congress,
Washington, D.C.
Comments:
- Always encode as <subarea> the reading room where the
material is available. This information is displayed as part of search results,
and its correct encoding will facilitate the future ordering of search results
by <subarea>. See Examples 1-2 for encoding of <subarea>.
- Use <address> at its most general form, "Washington, D.C.,"
for the convenience of users who may be searching a multi-national database.
This practice is new at LC.
- Use of punctuation: do not include a comma between elements. Rely
on stylesheets instead to needed punctuation and spaces between the elements.
See Examples 1-3.
- For a multi-divisional finding aid, use a new repository tag for
each section. See Example 3.
Repeatable:
yes
Order:
After <langmaterial> and before <abstract> in Collection
Summary
Revision Date:
7/31/03
Table of ContentsAbstract
Table of Contents Number:
3.3.1.8
EAD Guideline:
3.5.1.2.6a (Ver. 1.0)
Tag:
<abstract>
Description:
A brief statement about the creator or collector and the scope of
the materials.
LC Practice requires the inclusion of abstract information within
the Collection Summary <did>.
See also:
Section 3.3.1.9, Note
Labels/Heads:
- label="Abstract"
- label="Summary"
Encoding Analog:
Generally use 520$a, although some information may be also
derived from 545.
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Abstract for personal papers (Caleb Cushing)
<abstract label="Abstract" encodinganalog="520$a">
U.S cabinet official and representative from Massachusetts, army
officer, diplomat, and lawyer. Correspondence, memoranda, diaries,
journals, writings, speeches, notes, notebooks, legal file, business
papers, biographical material, newspaper clippings, printed material,
maps, photographs, and other papers reflecting Cushing's role in
national and international affairs of the mid-nineteenth century.
</abstract>
Display of Tagging Example 1.
Abstract for personal papers (Caleb Cushing)
Abstract: U.S cabinet official and representative from Massachusetts,
army officer, diplomat, and lawyer. Correspondence, memoranda,
diaries, journals, writings, speeches, notes, notebooks, legal file,
business papers, biographical material, newspaper clippings, printed
material, maps, photographs, and other papers reflecting Cushing's
role in national and international affairs of the mid-nineteenth
century.
Tagging Example 2.
Abstract for organizational records (Leadership Conference on Civil Rights)
<abstract label="Abstract" encodinganalog="520$a">
The Leadership Conference on Civil Rights, a national association of
civil rights organizations, was founded 1949-1950 by Roy Wilkins
(chairman), A. Philip Randolph, and Arnold Aronson. The records
include correspondence, memoranda, minutes, notes of meetings,
position papers, reports, financial records, congressional testimony,
clippings, printed material, and other records documenting efforts by
the organization to lobby for and monitor enforcement of civil rights
legislation at the national level.
</abstract>
Display of Tagging Example 2.
Abstract for organizational records (Leadership Conference on Civil Rights)
Abstract: The Leadership Conference on Civil Rights, a national
association of civil rights organizations, was founded 1949-1950 by
Roy Wilkins (chairman), A. Philip Randolph, and Arnold Aronson. The
records include correspondence, memoranda, minutes, notes of meetings,
position papers, reports, financial records, congressional testimony,
clippings, printed material, and other records documenting efforts by
the organization to lobby for and monitor enforcement of civil rights
legislation at the national level.
Comments:
- Use for quick overview of contents of collection; when needed,
use <note> for overview of contents of finding aid itself.
- The abstract may be drawn from the <bioghist> and
<scopecontent>, or from the 545 and 520 fields of the collection-level
catalog record.
Repeatable:
n/a
Order:
Following <repository> and preceding <note> in
Collection Summary
Revision Date:
07/11/03
Table of ContentsNote
Table of Contents Number:
3.3.1.9
EAD Guideline:
3.5.1.2.6b (Ver. 1.0)
Tag:
<note>
Description:
Generic explanatory text. In Collection Summary, may be used to
indicate that the materials described in the high-level <did> are a
component of a larger body of materials not described by the finding
aid.
See also:
n/a
Labels/Heads:
Encoding Analog:
Generally use 500$a.
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Note about finding aid as work in progress
<note label="Note" encodinganalog="500$a">
<p>Both the finding aid and the collection itself are currently to
be considered works in progress. Rather than wait until the entire
collection is processed before making it generally available to
researchers--our usual practice--we have decided to make each series
available as it is completed; the music will be the last series in
the collection to be processed.
</p>
</note>
Display of Tagging Example 1.
Note about finding aid as work in progress
Note: Both the finding aid and the collection itself are currently to
be considered works in progress. Rather than wait until the entire
collection is processed before making it generally available to
researchers--our usual practice--we have decided to make each series
available as it is completed; the music will be the last series in the
collection to be processed.
Tagging Example 2.
Note about partial coverage of online finding aid
<note label="Note" encodinganalog="500$a">
<p>Although this finding aid provides contextual information about
the entire collection of National Urban League records, the Scope
and Content note, Description of Series, and Container List describe
Part II only. The register for Part I is published and is available
in the Manuscript Division Reading Room.
</p>
</note>
Display of Tagging Example 2.
Note about partial coverage of online finding aid
Note: Although this finding aid provides contextual information about
the entire collection of National Urban League records, the Scope and
Content note, Description of Series, and Container List describe Part
II only. The register for Part I is published and is available in the
Manuscript Division Reading Room.
Comments:
- The note element should not be used when more specific elements
are available.
- Although the encodinganalog for <note> is 500$a, not every
500 field in the catalog record need be repeated in the finding aid or may be
appropriate to this particular element.
Repeatable:
yes
Order:
after <abstract> and before <physloc> in Collection
Summary
Revision Date:
08/09/02
Table of ContentsControlled Vocabulary Terms
Table of Contents Number:
3.3.2
EAD Guideline:
3.5.3 (Ver. 1.0)
Tag:
<controlaccess>
Description:
A wrapper element that groups key access points for the described
materials and enables authority-controlled searching across finding aids in a
computer network. These elements can be provided in a single list or be grouped
into categories as appropriate. Discussion of attributes, groupings, individual
<controlaccess> subelements, and the use of these subelements elsewhere
within the finding aid will be found in Sections 3.3.2.1-3.3.2.7.
LC Practice recommends inclusion of controlled vocabulary terms to
promote resource discovery when searching the finding aid database and in
browsing name and subject lists generated from these terms.
See also:
Section 3.3.1.4, Origination
See also:
Section 3.3.1.5, Physical
Description
See also:
Section 3.3.4, Biographical Sketches and Agency
Histories
See also:
Section 3.3.5, Scope and Content Note
Labels/Heads:
Choose appropriate <head> for overall section, such
as:
- Selected Search Terms
- Key Subjects
- Key Subjects and Formats
- Search Terms
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
All elements are repeatable except <head>. Inclusion of all
subject and added entry terms from the collection-level catalog record is
recommended.
- <head> Required
- <note> Recommended
- <persname> See 3.3.2.2, Personal, Corporate, Family, and
Geographic Names
- <corpname> See 3.3.2.2, Personal, Corporate, Family, and
Geographic Names
- <famname> See 3.3.2.2, Personal, Corporate, Family, and
Geographic Names
- <geogname> See 3.3.2.2, Personal, Corporate, Family, and
Geographic Names
- <name> See 3.3.2.2, Personal, Corporate, Family, and
Geographic Names
- <genreform> See 3.3.2.3, Form and Genre Terms
- <function> See 3.3.2.4, Function and Occupation
Terms
- <occupation> See 3.3.2.4, Function and Occupation
Terms
- <subject> See 3.3.2.5, Subjects and Titles
- <title> See 3.3.2.5, Subjects and Titles
Tagging Example 1.
Single list of <controlaccess> terms at collection level
<controlaccess>
<head>Key Subjects and Formats</head>
<note>
<p>The following terms have been used to index the description of
this collection in the Library's online catalog:</p> </note>
<subject source="lctgm" encodinganalog="650">Civil rights
leaders</subject>
<corpname source="lcnaf" encodinganalog="610" role="subject">National Association for the Advancement of Colored
People </corpname>
<genreform source="gmgpc" encodinganalog="655">Portraits</genreform>
<geogname source="lcsh" encodinganalog="651">United States--Race
relations</geogname>
</controlaccess>
Display of Tagging Example 1.
Single list of <controlaccess> terms at collection level
Key Subjects and Formats
The following terms have been used to index the description of this
collection in the Library's online catalog:
Civil rights leaders
National Association for the Advancement of Colored People
Portraits
United States--Race relations
Comments:
- Controlled access terms are an important means of providing
uniform searchability of encoded finding aids. At a minimum, the same
controlled access terms should be encoded in EAD as in the MARC record for the
collection. Failure to include such terms will result in the omission of key
names and subjects from browse lists for LC finding aids, and will hinder
searching based on the presence of such terms.
- Controlled access terms are most commonly listed at the
collection level in a collection-level finding aid. They may also be assigned
to their most specific descriptive level, as multilevel description allows. For
instance, subject access may be provided at the series level when that topic is
represented in only that series. However, the added expenses in identifying
these specific headings and maintaining them in multiple locations in a finding
aid make this option less attractive than it might be from a purely
intellectual standard.
- Consider the order of terms used within a single list or a
grouped list. See 3.3.2.6 for discussion of grouped access terms. Terms might
be sorted alphabetically, in order by MARC encoding analog and alphabetically
therein, or by preponderance within the collection. Listings should not be
confusing to researchers in having no apparent order. On the other hand, major
manipulation of order given in the MARC catalog record adds to encoding
overhead.
- An introductory note explaining the nature and source of the
search terms will aid researchers in understanding this potentially confusing
list. This note may be put directly within paragraph tags but preferred
practice is to encode as a note, for better manipulation of its display. See
Example 1.
Repeatable:
yes (and recursive)
Order:
following <did> and preceding <descgrp
type="admininfo">
Revision Date:
2/26/03
Table of ContentsUse of Attributes in <controlaccess> Subelements
Table of Contents Number:
3.3.2.1
EAD Guideline:
3.5.3.1 (Ver. 1.0)
Tag:
n/a
Description:
Using the SOURCE, ENCODINGANALOG, and ROLE attributes will increase
the precision and usability of information recorded in <controlaccess>
subelements such as <persname>, <subject>, etc. by permitting
better crosswalks and mapping of data between finding aids and MARC catalog
records, as well as more precise indexing.
New in EAD 2002:
- The semiclosed list of thesauri codes used as values for the
attribute SOURCE has been eliminated and the OTHERTYPE attribute is no longer
valid.
- A RULES attribute has been added to record descriptive rules used
to formulate the content of the element.
See also:
Section 3.3.1.4, Origination
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
- source (code list of values: aat, cdwa, dot, gmgpc, lcnaf, lcsh,
lctgm, local, mesh, mim, ncarules, nmc, rbgenr, tgn, ulan)
Required, except when RULES are given instead
- encodinganalog Required
- role (can use role="subject" to distinguish names used as
subjects, i.e., 6xx fields, from names used as added entries, i.e., 7xx fields.
Use role="collector" for names of originators acting as collectors and
role="creator" for originators acting as creators, whether personal or
corporate, and whether main or added entry) Recommended
- rules (code list of values: aacr2, rad)Recommended
in lieu of SOURCE as appropriate
See Tag Library for full list of attributes and their
values.
Subelements:
n/a
Tagging Example 1.
Attributes used are SOURCE, ENCODINGANALOG, ROLE, and RULES
<controlaccess>
<head>Selected Search Terms</head>
<persname source="lcnaf" encodinganalog="100" role="creator">Astin,
Allen Varley, 1904-1984</persname>
<famname source="lcnaf" encodinganalog="600" role="subject">Astin
family</famname>
<persname source="lcnaf" encodinganalog="700">Astin,
John. Papers</persname>
<persname source="local" rules="aacr2" encodinganalog="700">Biv, Roy
G., 1951- . Papers</persname>
<geogname source="lcsh" encodinganalog="651" role="subject">Great
Britain--Armed Forces</geogname>
<occupation source="itoamc" encodinganalog="656">Physicists</occupation>
<subject source="lcsh" encodinganalog="650">Proximity
fuzes</subject>
<subject source="lcsh" encodinganalog="650">Science--International
cooperation</subject>
<persname source="lcnaf" encodinganalog="600" role="subject">Sikorsky, Igor Ivan,
1889-1972--Correspondence</persname>
<corpname source="lcnaf" encodinganalog="610" role="subject">United
States. National Bureau of Standards </corpname>
</controlaccess>
Display of Tagging Example 1.
Attributes used are SOURCE, ENCODINGANALOG, ROLE, and RULES
Selected Search Terms
Astin, Allen Varley, 1904-1984
Astin family
Astin, John. Papers
Biv, Roy G., 1951- . Papers
Great Britain--Armed Forces
Physicists
Proximity fuzes
Science--International cooperation
Sikorsky, Igor Ivan, 1889-1972--Correspondence
United States. National Bureau of Standards
Comments:
- As the purpose of <controlaccess> is to enable searching by
terms used nationally and internationally, make every effort to use controlled
vocabulary as index terms.
- In most cases, the value of the SOURCE attribute will come from
the standard authority sources listed above. If subject terms must be used
which are not found in these sources, set the SOURCE attribute to name the
other thesaurus, which may be locally maintained. Please report such values to
the EAD Technical Group to be added to LC templates and other local
tools.
- If subject terms must be used which are not found in any extant
thesaurus, set the value on the SOURCE attribute as "local."
- The ROLE attribute may be set to indicate relationships expressed
in relator terms (e.g., collector, contributor) as well as that a name is
functioning as a subject. See Section 3.3.1.4 for discussion of using the ROLE
attribute in for creators and collectors in <origination> in conjunction
with or in place of recording the relator terms as PCDATA.
- The RULES attribute (new in EAD 2002) can be used to specify the
descriptive rules followed when formulating the term, such as "aacr2" or "rad".
This attribute is optional and should be used only when the term is not already
found in a standard authority list or thesaurus identified with the SOURCE
attribute, such as a term formulated following the provisions of AACR2 but not
found in the LCNAF.
- Note: since the RELATEDENCODING attribute has already been set to
"MARC21" at the <archdesc> level, it is not necessary to include "MARC21"
as part of the ENCODINGANALOG attribute.
Repeatable:
n/a
Order:
n/a
Revision Date:
1/03/03
Table of ContentsPersonal, Corporate, Family, and Geographic Names
Table of Contents Number:
3.3.2.2
EAD Guideline:
3.5.3.2 (Ver. 1.0)
Tag:
<persname>
Tag:
<corpname>
Tag:
<famname>
Tag:
<geogname>
Tag:
<name>
Description:
Personal names, corporate names, family names, and geographic names
in their authorized form (as found in the LC Name Authority File, LCSH, or
other sources) are encoded exactly as found in that source in the
<controlaccess> section, whether in a single alphabetical list or grouped
into categories. A nonspecific element, <name>, may also be used when a
name seems particularly significant, but it is not known what kind of name is
being described (e.g., personal, corporate, or geographic). Since a name being
specifically encoded can be identified by type using the authority files, use
of this element should be rare, especially within <controlaccess>.
See also:
Section 3.3.2.1, Use of Attributes in
<controlaccess> Subelements
Labels/Heads:
n/a
Encoding Analog:
100, 600, or 700 with <persname> or <famname> (main,
subject, or added entry); 110, 610, or 710 with <corpname> (main,
subject, or added entry); 611 with <corpname> (conference or meeting
subject entry); 651 with <geogname>
Other Attributes:
- source="lcnaf" (in most cases) Required
- role="subject" (if 6xx field) Recommended
- role="creator" or "collector" (if originator)
Recommended
- rules
See Tag Library for full list of attributes and their
values.
Subelements:
n/a
Tagging Example 1.
Attributes used are SOURCE, ENCODINGANALOG, and ROLE
<head>Selected Search Terms</head>
<persname source="lcnaf" encodinganalog="100" role="creator">Astin,
Allen Varley, 1904-1984</persname>
<famname source="lcnaf" encodinganalog="600" role="subject">Astin
family</famname>
<persname source="lcnaf" encodinganalog="700">Astin,
John. Papers</persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Bunche,
Ralph J. (Ralph Johnson), 1904-1971</persname>
<geogname source="lcsh" encodinganalog="651" role="subject">Great
Britain--Armed Forces</geogname>
<persname source="lcnaf" encodinganalog="600" role="subject">Sikorsky,
Igor Ivan, 1889-1972--Correspondence</persname>
<corpname source="lcnaf" encodinganalog="610" role="subject">United
States. Dept. of State. Bureau of African Affairs</corpname>
<corpname source="lcnaf" encodinganalog="610" role="subject">United
States. National Bureau of Standards</corpname>
Display of Tagging Example 1.
Attributes used are SOURCE, ENCODINGANALOG, and ROLE
Selected Search Terms
Astin, Allen Varley, 1904-1984
Astin family
Astin, John. Papers
Bunche, Ralph J. (Ralph Johnson), 1904-1971
Great Britain--Armed Forces
Sikorsky, Igor Ivan, 1889-1972--Correspondence
United States. Dept. of State. Bureau of African Affairs
United States. National Bureau of Standards
Tagging Example 2.
Corporate names with subdivisions encoded using <subarea>
<head>Selected Search Terms</head>
<corpname source="lcnaf" encodinganalog="610$a" role="subject">United States.<subarea encodinganalog="610$b">Dept. of State. Bureau of African Affairs</subarea></corpname>
<corpname source="lcnaf" encodinganalog="610$a" role="subject">United States. <subarea encodinganalog="610$b">National Bureau of Standards</subarea></corpname>
Display of Tagging Example 2.
Corporate names with subdivisions encoded using <subarea>
Selected Search Terms
United States. Dept. of State. Bureau of African Affairs
United States. National Bureau of Standards
Comments:
- Use the complete form of the name as it appears in the authority
record (inverted order, birth and death dates if given, titles of address,
etc.). Note also that titles of works associated with personal names are not
separately encoded. See Example 1.
- Repeat the main entry (1xx field) from <origination> to
ensure that the browse list of names built from <controlaccess> includes
all important terms. Use all the attributes specified for use in
<controlaccess>, which will be more than are required within
<origination>. See Example 1.
- It is possible to use <subarea> within <corpname> for
corporate names with subordinate units. Unlike the <repository> area,
where use of <subarea> is required because of its immediate usefulness,
this specific coding is an option in <controlaccess>. See Example 1 for
<corpname> not using <subarea>. Please note in Example 2, which
uses <subarea>, that appropriate MARC subfields must be specified in the
ENCODINGANALOG in this case.
Repeatable:
yes
Order:
within <controlaccess>
Revision Date:
3/5/03
Table of ContentsForm and Genre Terms
Table of Contents Number:
3.3.2.3
EAD Guideline:
3.5.3.3 (Ver. 1.0)
Tag:
<genreform>
Description:
Controlled vocabulary terms for describing collections by type of
material or physical characteristics. Sources for these form and genre terms
may come from specialized thesauri, such as those for graphic materials, or
from LCSH.
See also:
Section 3.3.2.1, Use of Attributes in
<controlaccess> Subelements
Labels/Heads:
n/a
Encoding Analog:
655
Other Attributes:
source="aat", "gmgpc", "lcsh", or other as appropriate
Required
See Tag Library for full list of attributes and their
values.
Subelements:
n/a
Tagging Example 1.
Genre terms taken from Thesaurus for Graphic Materials II
<controlaccess>
<head>Selected Search Terms</head>
<genreform source="gmgpc" encodinganalog="655">Portrait photographs--1860-1970</genreform>
<genreform source="gmgpc" encodinganalog="655">Group portraits--1860-1970</genreform>
<genreform source="gmgpc" encodinganalog="655">Photographic prints--1860-1970</genreform>
<genreform source="gmgpc" encodinganalog="655">Posters</genreform>
</controlaccess>
Display of Tagging Example 1.
Genre terms taken from Thesaurus for Graphic Materials II
Selected Search Terms
Portrait photographs--1860-1970
Group portraits--1860-1970
Photographic prints--1860-1970
Posters
Comments:
n/a
Repeatable:
yes
Order:
within <controlaccess>
Revision Date:
09/17/03
Table of ContentsFunction and Occupation Terms
Table of Contents Number:
3.3.2.4
EAD Guideline:
3.5.3.4 (Ver. 1.0)
Tag:
<function>
Tag:
<occupation>
Description:
Function terms <function>, describing the spheres of
activities and organizational processes that generated the described records,
are useful in corporate, government, and institutional archives, but have not
been used at the Library. Occupation terms <occupation> identify the
profession, business, or avocation of individuals in personal papers and are
used at the Library.
See also:
Section 3.3.2.1, Use of Attributes in
<controlaccess> Subelements
Labels/Heads:
n/a
Encoding Analog:
656 for <occupation>; 657 for <function>
Other Attributes:
- source="lcsh", "itoamc" (an occupation thesaurus locally
maintained by the Manuscript Division), or other as appropriate
Required
- rules
See Tag Library for full list of attributes and their
values.
Subelements:
n/a
Tagging Example 1.
Occupations of originator listed using local Manuscript Division thesaurus
<controlaccess>
<head>Selected Search Terms</head>
<occupation source="itoamc" encodinganalog="656">Abolitionists</occupation>
<occupation source="itoamc" encodinganalog="656">Diplomats</occupation>
<occupation source="itoamc" encodinganalog="656">Journalists</occupation>
</controlaccess>
Display of Tagging Example 1.
Selected Search Terms
Abolitionists
Diplomats
Journalists
Comments:
n/a
Repeatable:
yes
Order:
within <controlaccess>
Revision Date:
7/11/03
Table of ContentsSubjects and Titles
Table of Contents Number:
3.3.2.5
EAD Guideline:
3.5.3.5 (Ver. 1.0)
Tag:
<subject>
Tag:
<title>
Description:
Topical subjects and titles of works in their authorized form (as
found in the LCSH, the LC Name Authority File, or other sources) are encoded
exactly as found in that source in the <controlaccess> section, whether
in a single alphabetical list or grouped into categories. Remember that names
when used as subjects are encoded as <persname> etc., with the ROLE
attribute set to "subject."
See also:
Section 3.3.2.1, Use of Attributes in
<controlaccess> Subelements
See also:
Section 3.3.2.2, Personal, Corporate, Family
and Geographic Names
Labels/Heads:
n/a
Encoding Analog:
630 with <title>; 650 with <subject>
Other Attributes:
- source="lcsh", "lctgm", "gmgpc", "lcnaf" for <subject>
Required
- source="lcnaf" for <title> or other as appropriate
Required
- rules
See Tag Library for full list of attributes and their
values.
Subelements:
n/a
Tagging Example 1.
Attributes used are SOURCE and ENCODINGANALOG
<controlaccess>
<head>Selected Search Terms</head>
<subject source="lcsh" encodinganalog="650">Afro-American
newspapers--New York (State)--Rochester</subject>
<subject source="lctgm" encodinganalog="650">Civil rights
leaders</subject>
<title source="lcnaf" encodinganalog="630">North star (Rochester,
N.Y.)</title>
</controlaccess>
Display of Tagging Example 1.
Attributes used are SOURCE and ENCODINGANALOG
Selected Search Terms
Afro-American newspapers--New York (State)--Rochester
Civil rights leaders
North star (Rochester, N.Y.)
Comments:
n/a
Repeatable:
yes
Order:
within <controlaccess>
Revision Date:
7/31/03
Table of ContentsUse of Grouped Controlled Vocabulary Terms
Table of Contents Number:
3.3.2.6
EAD Guideline:
3.5.3.6 (Ver. 1.0)
Tag:
n/a
Description:
Controlled vocabulary terms may be given in a single list of terms,
or may be grouped according to the needs of the collection and the needs of the
division by means of nesting <controlaccess> clusters within a single
<controlaccess>. Each division may choose a usual pattern of grouping, or
may modify the groups at need for each finding aid. Explanatory notes may be
attached to each grouping to explain its contents and purpose.
See also:
Section 3.3.2.1, Use of Attributes in
<controlaccess> Subelements
Labels/Heads:
Use the <head> elements appropriate to each grouping under
the parent <controlaccess> which has its own head, (e.g., "Selected
Search Terms"). The two examples below illustrate how headings may be used with
particular groupings.
Example 1:
- Names (100, 600, 610, 611, 700, 710, 711)
- Subjects (630, 650, 651, 655)
- Occupations (656)
Example 2:
- Personal Names (100, 600)
- Organizations (110, 111, 610, 611)
- Subjects (650)
- Locations (651)
- Related Names (7xx)
- Genres (655)
- Occupations (656)
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Controlled access terms alphabetically listed as names, subjects, and occupations
<controlaccess>
<head>Selected Search Terms</head>
<note>
<p>The following terms have been used to index the description of
this collection in the Library's online catalog. They are grouped
alphabetically by name of person, family, or organization, by
topical subject or place, and by occupation.</p>
</note>
<controlaccess>
<head>Names:</head>
<corpname source="lcnaf" encodinganalog="610" role="subject">American
Anti-Slavery Society</corpname>
<persname source="lcnaf" encodinganalog="700">Anthony, Mary
S. Papers</persname>
<persname source="lcnaf" encodinganalog="100" role="creator">Anthony,
Susan B. (Susan Brownell), 1820-1906</persname>
<famname source="lcnaf" encodinganalog="600" role="subject">Blackwell
family</famname>
<persname source="lcnaf" encodinganalog="600" role="subject">Bloomer, Amelia
Jenks, 1818-1894</persname>
<corpname source="lcnaf" encodinganalog="710">Doubleday and Company,
inc. Records</corpname>
<corpname source="lcnaf" encodinganalog="711">Inter-American Conference
for the maintenance of peace, Buenos Aires, 1936. Records</corpname>
<persname source="lcnaf" encodinganalog="600" role="subject">Lincoln, Abraham,
1809-1865--Assassination</persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Mott, Lucretia,
1793-1880</persname>
<corpname source="lcnaf" encodinganalog="610" role="subject">National American
Woman Suffrage Association</corpname>
<corpname encodinganalog="611" role="subject">Pan-American Conference (1933 :
Montevideo, Uruguay)</corpname>
</controlaccess>
<controlaccess>
<head>Subjects:</head>
<subject source="lcsh" encodinganalog="650">Afro-Americans--Suffrage</subject>
<subject encodinganalog="630" source="lcnaf">Lexington observer and reporter</subject>
<genreform encodinganalog="655" source="gmgpc">Portraits</genreform>
<subject source="lcsh" encodinganalog="650">Temperance</subject>
<geogname source="lcsh" encodinganalog="651">United
States--Politics and government--19th century</geogname>
<subject source="lcsh" encodinganalog="650">Women--Suffrage</subject>
<subject source="lcsh" encodinganalog="650">Women's
rights</subject>
</controlaccess>
<controlaccess>
<head>Occupations:</head>
<occupation source="itoamc" encodinganalog="656">Reformers</occupation>
<occupation source="itoamc" encodinganalog="656">Suffragists</occupation>
</controlaccess>
</controlaccess>
Display of Tagging Example 1.
Controlled access terms alphabetically listed as names, subjects, and occupations
Selected Search Terms
The following terms have been used to index the description of this
collection in the Library's online catalog. They are grouped
alphabetically by name of person, family, or organization, by topical
subject or place, and by occupation.
Names:
American Anti-Slavery Society
Anthony, Mary S. Papers
Anthony, Susan B. (Susan Brownell), 1820-1906
Blackwell family
Bloomer, Amelia Jenks, 1818-1894
Doubleday and Company, inc. Records
Inter-American Conference for the maintenance of peace, Buenos
Aires, 1936. Records
Lincoln, Abraham, 1809-1865--Assassination
Mott, Lucretia, 1793-1880
National American Woman Suffrage Association
Pan-American Conference (1933 : Montevideo, Uruguay)
Subjects:
Afro-Americans--Suffrage
Lexington observer and reporter
Portraits
Temperance
United States--Politics and government--19th century
Women--Suffrage
Women's rights
Occupations:
Reformers
Suffragists
Tagging Example 2.
Controlled access terms alphabetically listed in numerous groups
<controlaccess>
<head>Selected Search Terms</head>
<note>
<p>The following terms have been used to index the description of
this collection in the Library's online catalog. They are grouped
by name of person, organization, subject, location, related names,
genres, and occupations and listed alphabetically therein.</p>
</note>
<controlaccess>
<head>Personal Names:</head>
<famname source="lcnaf" encodinganalog="100" role="creator">Blackwell
family</famname>
<persname source="lcnaf" encodinganalog="600" role="subject">Bloomer, Amelia Jenks,
1818-1894</persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Lincoln, Abraham,
1809-1865--Assassination</persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Mott, Lucretia,
1793-1880</persname>
</controlaccess>
<controlaccess>
<head>Organizations:</head>
<corpname source="lcnaf" encodinganalog="610" role="subject">American Anti-Slavery
Society</corpname>
<corpname source="lcnaf" encodinganalog="610" role="subject">National American
Woman Suffrage Association</corpname>
<corpname source="lcnaf" encodinganalog="611" role="subject">Pan-American
Conference (1933 : Montevideo, Uruguay)</corpname>
</controlaccess>
<controlaccess>
<head>Subjects:</head>
<subject source="lcsh" encodinganalog="650">Afro-Americans--Suffrage</subject>
<subject source="lcsh" encodinganalog="650">Antislavery
movements</subject>
<subject source="lcsh" encodinganalog="650">Temperance</subject>
<subject source="lcsh" encodinganalog="650">Women--Suffrage</subject>
<subject source="lcsh" encodinganalog="650">Women's
rights</subject>
</controlaccess>
<controlaccess>
<head>Locations:</head>
<geogname source="lcsh" encodinganalog="651">Kentucky--Politics
and government--1792-1865</geogname>
<geogname source="lcsh" encodinganalog="651">Kentucky--Politics
and government--1865-1951</geogname>
<geogname source="lcsh" encodinganalog="651">Russia--Foreign
relations--United States</geogname>
<geogname source="lcsh" encodinganalog="651">United
States--Foreign relations--Russia</geogname>
<geogname source="lcsh" encodinganalog="651">United
States--Politics and government--19th century</geogname>
</controlaccess>
<controlaccess>
<head>Related Names:</head>
<persname source="lcnaf" encodinganalog="700">Anthony, Mary
S. Papers</persname>
<persname source="lcnaf" encodinganalog="700">Breckinridge, Joseph
Cabell, 1842-1920. Papers</persname>
<persname source="lcnaf" encodinganalog="700">Breckinridge,
Katherine Carson. Papers</persname>
<corpname source="lcnaf" encodinganalog="710">Doubleday and
Company, inc. Records</corpname>
<corpname source="lcnaf" encodinganalog="711">Inter-American
Conference for the maintenance of peace, Buenos Aires,
1936. Records</corpname>
</controlaccess>
<controlaccess>
<head>Genres:</head>
<genreform source="gmgpc" encodinganalog="655">Portrait
photographs--1860-1970</genreform>
<genreform source="gmgpc" encodinganalog="655">Group
portraits--1860-1970</genreform>
</controlaccess>
<controlaccess>
<head>Occupations:</head>
<occupation source="itoamc" encodinganalog="656">Reformers</occupation>
<occupation source="itoamc" encodinganalog="656">Suffragists</occupation>
</controlaccess>
</controlaccess>
Display of Tagging Example 2.
Controlled access terms alphabetically listed in numerous groups
Selected Search Terms
The following terms have been used to index the description of this
collection in the Library's online catalog. They are grouped by name
of person, organization, subject, location, related names, genres, and
occupations and listed alphabetically therein.
Personal Names:
Blackwell family
Bloomer, Amelia Jenks, 1818-1894
Lincoln, Abraham, 1809-1865--Assassination
Mott, Lucretia, 1793-1880
Organizations:
American Anti-Slavery Society
National American Woman Suffrage Association
Pan-American Conference (1933 : Montevideo, Uruguay)
Subjects:
Afro-Americans--Suffrage
Antislavery movements
Temperance
Women--Suffrage
Women's rights
Locations:
Kentucky--Politics and government--1792-1865
Kentucky--Politics and government--1865-1951
Russia--Foreign relations--United States
United States--Foreign relations--Russia
United States--Politics and government--19th century
Related Names:
Anthony, Mary S. Papers
Breckinridge, Joseph Cabell, 1842-1920. Papers
Breckinridge, Katherine Carson. Papers
Doubleday and Company, inc. Records
Inter-American Conference for the maintenance of peace, Buenos Aires,
1936. Records
Genres:
Portrait photographs--1860-1970
Group portraits--1860-1970
Occupations:
Reformers
Suffragists
Comments:
- When grouping access terms, consider whether a smaller or larger
group is most appropriate. For instance, one may use a small number of groups
where access terms are not numerous or are of relatively few types. See Example
1.
- If the list is longer and more complex, and if considerable work
might be needed to move terms into an understandable order within a few groups,
consider using more groups. See Example 2.
- The examples of groupings given are illustrative rather than
prescriptive and care should be taken in determining divisional practice for
such groupings.
- Consider the order of terms within each group. They might be
sorted alphabetically by term, in order by MARC encoding analog and
alphabetically therein, or by preponderance within the collection. Listings
should not be confusing to researchers in having no apparent order. On the
other hand, major manipulation of order given in the MARC catalog record adds
to encoding overhead.
- An introductory note explaining the nature and source of the
search terms will aid researchers in understanding this potentially confusing
list. This note may be put directly within paragraph tags, but the preferred
practice is to encode as a note, for better manipulation of its display. See
Example 1 and Example 2. There might be one note at the beginning of the
section, and a note about the contents of each group within that group, if
desired.
Repeatable:
yes
Order:
n/a
Revision Date:
2/26/03
Table of ContentsUse of Controlled Vocabulary Outside of <controlaccess>
Table of Contents Number:
3.3.2.7
EAD Guideline:
3.5.3.7 (Ver. 1.0)
Tag:
n/a
Description:
It is possible to encode names and subjects (i.e, <persname>,
<geogname>, <subject>) in context in portions of the finding aid
beyond the special <controlaccess> section provided for their use.
LC Practice recommends that key access terms need not be encoded as
such outside the <controlaccess> section; see comments below. Exceptions
are to encode repository as <corpname> and originator as
<persname>, <famname> or <corpname> in Collection
Summary.
See also:
Section 3.3.8.3, Indexes
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
ROLE attributes given for <geogname> exported from a database to the Container List
<c02>
<did>
<unittitle>
<geogname role="city">Cannon Beach</geogname>
<geogname role="county">Clatsop County</geogname>
<unitdate normal="1990-08">8/1990</unitdate>
<unitdate normal="1998-08">8/1998</unitdate>
</unittitle>
</did>
</c02>
Display of Tagging Example 1.
ROLE attributes given for <geogname> exported from a database to the Container List
Cannon Beach Clatsop County
8/1990
8/1998
Comments:
- If names and subjects are already identified as such in the
source data (e.g., a database with fielded data easily mapped to
<persname>, <corpname>, or <geogname>), this data may be
exported using the appropriate tags. In these cases, access terms are tagged
and NORMAL attributes are supplied, if needed. No other attributes need be
given in circumstances where it is easy to identify names as such but harder to
provide authorized forms. Example 1 illustrates a container list of material
organized geographically which has been exported from a database; other
databases may contain personal names and corporate names as fielded
data.
- Names may also be encoded in indexes when circumstances warrant.
See Section 3.3.8.3.
- Most but not all significant names and subjects should already be
included in the catalog record and encoded in <controlaccess>. If
desired, additional names and subjects can be added to <controlaccess> in
their authorized forms with SOURCE and ENCODINGANALOG attributes set. Remember
that current browse lists are one form of output of <controlaccess>; in a
print version, indexes might be generated from the normalized tagged
data.
- Past practice in some divisions at the Library has been to tag
access terms in front portions of the finding aid in natural language and
direct order without normalizing. This practice is discontinued as there is no
community consensus on the usefulness of this kind of encoding. Library of
Congress searching does not put these additional terms in name or subject
browse lists or handle these terms separately from keyword searching.
Repeatable:
n/a
Order:
n/a
Revision Date:
7/11/03
Table of ContentsAdministrative Information
Table of Contents Number:
3.3.3
EAD Guideline:
3.5.1.4 (Ver. 1.0)
Tag:
<descgrp type="admininfo">
Description:
This wrapper element, new in EAD 2002, assembles background
information that users may need to gain access to the archival materials, place
the materials in context, and make use of the information contained therein.
This information also assists repositories in some aspects of collection
management. Administrative information may have been recorded in multiple
places in legacy finding aids but should be pulled together in the EAD finding
aid.
Elements listed below fall into several general groups, which may
be thought of describing the collection in the following terms:
- Where it came from: <acqinfo>, <custodhist>,
<accruals>
- What the repository did with it: <processinfo>,
<appraisal>
- What users can do with it: <userestrict>,
<accessrestrict>
- Formats available for use: <altformavail>
- How to cite: <prefercite>
LC Practice requires the inclusion of administrative information
within the generic grouping element <descgrp type="admininfo"> bundle in
LC finding aids. Although EAD 2002 makes these elements available directly
within <archdesc>, we have found it useful to hold this key information
together in a labelled section of the finding aid.
New in EAD 2002: the <admininfo> tag, formerly used to bundle
administrative information subelements, is deprecated. These subelements are
available directly within <archdesc> as well as within components. The
new elements <originalsloc> and <phystech> may be grouped within
this <descgrp> as well as used within components.
See also:
See also 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Recommended content of required <head>:
- Administrative Information
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
Recommended order. Use of subelements should follow divisional
policies. All subelements except <head> may be repeated.
- <head> Required
- <acqinfo> Required See 3.3.3.1, Acquisition
Information
- <custodhist> Recommended if applicable See
3.3.3.2, Custodial History
- <accruals> See 3.3.3.3, Accruals
- <processinfo> See 3.3.3.4, Processing Information
- <appraisal> See 3.3.3.5, Appraisal
- <userestrict> Required if
applicable/Recommended See 3.3.3.6, Conditions Governing Use
- <accessrestrict> Required if
applicable/Recommended See 3.3.3.7, Conditions Governing Access
- <phystech> See Tag Library
- <altformavail> Required if applicable See
3.3.3.8, Alternate Form of the Materials Available
- <originalsloc> See Tag Library
- <prefercite> Recommended See 3.3.3.9,
Preferred Citation of the Material
Tagging Example 1.
Heads provided for subelements
<descgrp type="admininfo">
<head>Administrative Information</head>
<acqinfo encodinganalog="541">
<head>Provenance</head>
<p>The papers of Susan Q. Archivista, archivist and
philanthropist, were given to the Library of Congress by Josiah
Quincy and Sally Rae Archivista in 1978. An addition to the
collection includes items purchased by the Library in 1998.</p>
</acqinfo>
<custodhist encodinganalog="561">
<head>Custodial History</head>
<p>The collection consists essentially of those papers which
were in Archivista's library at the time of her death in
1980. They relate principally to her career during and after the
Cold War. Of her earlier papers, the bulk was destroyed when her
house in Rochester, New York, exploded in 1972.</p>
</custodhist>
<accruals encodinganalog="584">
<head>Accruals</head>
<p>No further accruals are expected to this collection.</p>
</accruals>
<processinfo encodinganalog="583">
<head>Processing History</head>
<p>Part I of the papers of Susan Q. Archivista was processed and
described in 1978. Additional material received in 1998 was
processed as Part II in 1999. A description of the Archivista
Papers appears in <title>Library of Congress Information Bulletin,
</title> 48 (18 September 1989), pp. 321-322.</p>
</processinfo>
<separatedmaterial encodinganalog="544 0">
<head>Transfers</head>
<p>Some photographs have been transferred to the Library's
Prints and Photographs Division where they are identified as a
part of these papers.</p>
</separatedmaterial>
<appraisal encodinganalog="583$a">
<head>Appraisal</head>
<p>Duplicates and extraneous material have been returned to the
donor in accordance with the instrument of gift.</p>
</appraisal>
<userestrict encodinganalog="540">
<head>Copyright Status</head>
<p>The status of copyright in the unpublished writings of Susan
Q. Archivista is governed by the Copyright Law of the United
States (Title 17, U.S.C.).</p>
</userestrict>
<userestrict encodinganalog="540">
<head>Restrictions</head>
<p>Restrictions apply concerning the use, photoduplication, or
publication of items in this collection. Consult a reference
librarian in the Manuscript Division for information concerning
these restrictions.</p>
</userestrict>
<accessrestrict encodinganalog="506">
<head>Security Classified Documents</head>
<p>Government regulations control the use of security classified
material in this collection. Manuscript Division staff can
furnish information concerning access to and use of classified
items.</p>
</accessrestrict>
<phystech encodinganalog="538">
<head>System Requirements</head>
<p>IBM-compatible PC; 4MB RAM; Windows 3.1 or
higher; CD-ROM drive with Microsoft extensions (MSCDEX 2.1 or
greater); 12MB free hard disk space.</p>
</phystech>
<altformavail encodinganalog="530">
<head>Microfilm</head>
<p>A microfilm edition of these papers is available on seventeen
reels. Consult a reference librarian in the Manuscript Division
concerning availability for purchase or interlibrary loan.</p>
</altformavail>
<originalsloc encodinganalog="535">
<head>Location of Originals</head>
<p>The collection includes microfilmed Archivista correspondence
with Roy G. Biv reproduced from the Biv Papers at the University
of Ashtabula.</p>
</originalsloc>
<prefercite encodinganalog="524">
<head>Preferred Citation</head>
<p>Researchers wishing to cite this collection should include
the following information: Container number, Susan Q. Archivista
Papers, Manuscript Division, Library of Congress, Washington,
D.C.</p>
</prefercite>
</descgrp>
Display of Tagging Example 1.
Heads provided for subelements; colons following heads supplied by stylesheet
Administrative Information
Provenance: The papers of Susan Q. Archivista, archivist and
philanthropist, were given to the Library of Congress by Josiah Quincy
and Sally Rae Archivista in 1978. An addition to the collection
includes items purchased by the Library in 1998.
Custodial History: The collection consists essentially of those papers
which were in Archivista's library at the time of her death in
1980. Of her earlier papers, the bulk was destroyed when her house in
Rochester, New York, exploded in 1972.
Accruals: No further accruals are expected to this collection.
Processing History: Part I of the papers of Susan Q. Archivista was
processed and described in 1978. Additional material received in 1998
was was processed as Part II in 1999. A description of the Archivista
Papers appears in the Library of Congress Information Bulletin, 48 (18
September 1989), pp. 321-322.
Transfers: Some photographs have been transferred to the Library's
Prints and Photographs Division where they are identified as a part of
these papers.
Appraisal: Duplicates and extraneous material have been returned to the
donor in accordance with the instrument of gift.
Copyright Status: The status of copyright in the unpublished writings
of Susan Q. Archivista is governed by the Copyright Law of the United
States (Title 17, U.S.C.).
Restrictions: Restrictions apply concerning the use, photoduplication,
or publication of items in this collection. Consult a reference
librarian in the Manuscript Division for information concerning these
restrictions.
Security Classified Documents: Government regulations control the use
of security classified material in this collection. Manuscript
Division staff can furnish information concerning access to and use of
classified items.
System Requirements: IBM-compatible PC; 4MB RAM; Windows 3.1 or higher;
CD-ROM drive with Microsoft extensions (MSCDEX 2.1 or greater); 12MB
free hard disk space.
Microfilm: A microfilm edition of these papers is available on seventeen
reels. Consult a reference librarian in the Manuscript Division
concerning availability for purchase or interlibrary loan.
Location of Originals: The collection includes microfilmed correspondence
between Archivista and Roy G. Biv reproduced from the Biv Papers at the
University of Ashtabula.
Preferred Citation: Researchers wishing to cite this collection should
include the following information: Container number, Susan
Q. Archivista Papers, Manuscript Division, Library of Congress,
Washington, D.C.
Comments:
- Administrative information elements, normally enclosed within the
<descgrp> wrapper, may also be tagged separately. For example, if there
were a need for <accessrestrict> to appear after the collection summary
but for the <custodhist> to appear after the <bioghist>, each of
those elements could be entered directly or included in a <descgrp>
wrapper which includes any elements except those subordinate to <dsc> or
<did>.
- Similarly, other elements such as those formerly subordinate to
<add> may be included in the <descgrp> wrapper used for
administrative information. For example, <separatedmaterial> describing
transfers to other Library divisions could be included in this wrapper.
- Administrative elements may be repeated to provide appropriate
heads for each paragraph, such as a copyright statement and other restrictions
on use. It is recommended but not required that these elements occur
sequentially. See Example 1.
- Administrative information subelements may also be used at the
component level, for instance to indicate that a particular series is available
on microfilm. See also 3.3.7.4, Expanded Description of Components.
Repeatable:
yes (and recursive)
Order:
following <did> and preceding <bioghist>
Revision Date:
9/30/03
Table of ContentsAcquisition Information
Table of Contents Number:
3.3.3.1
EAD Guideline:
3.5.1.4.1a (Ver. 1.0)
Tag:
<acqinfo>
Description:
Information about the immediate source of collection materials and
the circumstances (e.g., gift, transfer, purchase, deposit) under which
materials were received.
LC practice requires the inclusion of acquisition information
within <descgrp type="admininfo">.
See also:
n/a
Labels/Heads:
Recommended content of required <head>:
Encoding Analog:
541
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Materials acquired by various methods
<acqinfo encodinganalog="541">
<head>Provenance</head>
<p>The papers of Caleb Cushing, lawyer, author, and diplomat, were given to
the Library of Congress by his niece, Margaret W. Cushing,
1935-1942. Several small additions have been acquired through purchase,
gift, and transfer, 1906-1995.</p>
</acqinfo>
Display of Tagging Example 1.
Materials acquired by various methods
Provenance: The papers of Caleb Cushing, lawyer, author, and diplomat,
were given to the Library of Congress by his niece, Margaret
W. Cushing, 1935-1942. Several small additions have been acquired
through purchase, gift, and transfer, 1906-1995.
Comments:
Do not confuse with <custodhist>, which describes the
physical and intellectual custody of collection materials prior to their
receipt by the repository.
Repeatable:
n/a
Order:
first subelement within <descgrp type="admininfo">
Revision Date:
03/05/03
Table of ContentsCustodial History
Table of Contents Number:
3.3.3.2
EAD Guideline:
3.5.1.4.1b (Ver. 1.0)
Tag:
<custodhist>
Description:
Information about the previous chain of custody of the collection
materials described; this may describe both physical possession and
intellectual custody of materials that may assist a researcher in determining
the authenticity and interpretation of such materials. This description
supplements information pertaining to the receipt of collection material at LC,
which is recorded in <acqinfo>.
LC practice recommends the inclusion of custodial history where
applicable within <descgrp type="admininfo">.
See also:
n/a
Labels/Heads:
Recommended content of required <head>:
Encoding Analog:
561
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Illustrating relationship between <acqinfo> and <custodhist>
<acqinfo encodinganalog="541">
<head>Provenance</head>
<p>The papers of Frederick Douglass, abolitionist, orator, journalist,
diplomat, and public official, were acquired by the Library of
Congress by transfer and gift. In response to a request from the
Librarian of Congress, the Park Service transferred the papers to
the Library of Congress between 1972 and 1974. A small addition
given to the Library by Fannie Douglass in 1973 was organized and
described with the main collection received from the Park Service.
...</p>
</acqinfo>
<custodhist encodinganalog="561">
<head>Custodial History</head>
<p>The collection consists essentially of those papers which were in
Douglass's library at the time of his death in 1895. They relate
principally to his career during and after the Civil War. Of his
earlier papers, the bulk was destroyed when his house in Rochester,
New York, burned in 1872. ...</p>
</custodhist>
Display of Tagging Example 1.
Illustrating relationship between <acqinfo> and <custodhist>
Provenance
The papers of Frederick Douglass, abolitionist, orator, journalist,
diplomat, and public official, were acquired by the Library of
Congress by transfer and gift. In response to a request from the
Librarian of Congress, the Park Service transferred the papers to the
Library of Congress between 1972 and 1974. A small addition given to
the Library by Fannie Douglass in 1973 was organized and described
with the main collection received from the Park Service. ...
Custodial History
The collection consists essentially of those papers which were in
Douglass's library at the time of his death in 1895. They relate
principally to his career during and after the Civil War. Of his
earlier papers, the bulk was destroyed when his house in Rochester,
New York, burned in 1872. ...
Comments:
This element has not yet been used at LC.
Repeatable:
n/a
Order:
following <acqinfo> and preceding <accruals>
Revision Date:
3/5/03
Table of ContentsAccruals
Table of Contents Number:
3.3.3.3
EAD Guideline:
3.5.1.4.5a (Ver. 1.0)
Tag:
<accruals>
Description:
Information about anticipated additions to the materials being
described, such as date, frequency, or quantity of anticipated additions.
Repositories may wish to indicate simply that future additions to a collection
are expected, or conversely, that no further additions are expected.
LC practice requires that if this element is used, it should be
bundled within <descgrp type="admininfo">.
See also:
n/a
Labels/Heads:
Recommended content of required <head>:
Encoding Analog:
584
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Collection is complete (accruals not expected)
<accruals encodinganalog="584">
<head>Accruals</head>
<p>No further accruals are expected to this collection.</p>
</accruals>
Display of Tagging Example 1.
Accruals: No further accruals are expected to this collection.
Comments:
- Used primarily for archival records; may be useful in other
situations such as collections which accrue ongoing donations from a living
donor or collections where new materials is received on a regular basis.
Repeatable:
yes
Order:
following <custodhist> and preceding
<processinfo>
Revision Date:
3/05/03
Table of ContentsProcessing Information
Table of Contents Number:
3.3.3.4
EAD Guideline:
3.5.1.4.6 (Ver. 1.0)
Tag:
<processinfo>
Description:
Information about accessioning, arranging, describing, preserving,
storing, or otherwise preparing the described materials for research use. This
information may include:
- who processed the original collection materials
- who created the finding aid (intellectual content)
- what sorts of data migration or reformatting took place
LC Practice requires that if this element is used, it should be
bundled within <descgrp type="admininfo">.
See also:
3.3.3.8, Alternate Form of the Materials
Available
See also:
3.3.8.6, Separated Materials
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.
- Processing History
- Location of Materials
- Reformatted Materials
Encoding Analog:
583
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Initial processing, additions, and published LC description
<processinfo encodinganalog="583">
<head>Processing History</head>
<p>The papers of Caleb Cushing were initially arranged and described
between 1961 and 1962. Additional material was incorporated into the
collection in 1984 and in 1999. A description of the Caleb Cushing
Papers appeared in the <title>Report of the Librarian of Congress,
1936,</title> p. 33.</p>
</processinfo>
Display of Tagging Example 1.
Initial processing, additions, and published LC description
Processing History:
The papers of Caleb Cushing were initially arranged and described
between 1961 and 1962. Additional material was incorporated into the
collection in 1984 and in 1999. A description of the Caleb Cushing
Papers appeared in the Report of the Librarian of Congress, 1936,
p. 33.
Tagging Example 2.
Notes processing of collection and revision of finding aid; names processors
<processinfo encodinganalog="583">
<head>Processing History</head>
<p>Robin Fanslow accessioned, arranged, and processed this
collection. She curated the online presentation and prepared the
pre-EAD collection guide for all original and additional materials
in June 1999. Nora Yeh revised this finding aid during the process
of encoding. </p>
</processinfo>
Display of Tagging Example 2.
Notes processing of collection and revision of finding aid; names processors
Processing History:
Robin Fanslow accessioned, arranged, and processed this
collection. She curated the online presentation and prepared the
pre-EAD collection guide for all original and additional materials in
June 1999. Nora Yeh revised this finding aid during the process of
encoding.
Tagging Example 3.
Identifies conversion of sound recordings unavailable for public use
<processinfo encodinganalog="583">
<head>Reformatted Materials</head>
<p>Reference copies of audio materials on 10-inch reel-to-reel tape
have been made for service in the AFC reading room. The original 36
12-inch acetate-on-aluminum discs (AFS 3905-3940) and the 5 10-inch
preservation reel-to-reel tape copies (LWO 4872: reels 255-259) are
stored in the Motion Picture, Broadcasting and Recorded Sound
Division, Library of Congress.</p>
</processinfo>
Display of Tagging Example 3.
Identifies conversion of sound recordings unavailable for public use
Reformatted Materials
Reference copies of audio materials on 10-inch reel-to-reel tape have
been made for service in the AFC reading room. The original 36
12-inch acetate-on-aluminum discs (AFS 3905-3940) and the 5 10-inch
preservation reel-to-reel tape copies (LWO 4872: reels 255-259) are
stored in the Motion Picture, Broadcasting and Recorded Sound
Division, Library of Congress.
Tagging Example 4.
Notes reformatting of electronic data via WordPerfect to paper form
<processinfo encodinganalog="583">
<head>Reformatted Materials</head>
<p>Speeches and other documents created using MORE 3.0, an
outlining/text editing program for Apple computers that is no
longer commercially available or supported, have been converted to
WordPerfect 8.0 files and printed during the processing of the
collection. No attempt was made to recover original formatting or
typographic elements. The print copies note the file date of the
version received as part of the collection, as well as the date
they were printed by the repository.</p>
</processinfo>
Display of Tagging Example 4.
Notes reformatting of electronic data via WordPerfect to paper form
Reformatted Materials
Speeches and other documents created using MORE 3.0, an outlining/text
editing program for Apple computers that is no longer commercially
available or supported, have been converted to WordPerfect 8.0 files
and printed during the processing of the collection. No attempt was
made to recover original formatting or typographic elements. The
print copies note the file date of the version received as part of the
collection, as well as the date they were printed by the repository.
Comments:
- The data recorded in this element will vary according to
divisional policies. For instance, Manuscript Division uses <processinfo>
to record dates and types of major processing activities (e.g., additions to
the collection) only after initial processing and guide creation has taken
place. It also records information about LC publications that further describe
the collection. See Example 1.
- Processing information may include names of processors and dates
of processing as well as any notable or unusual processing activities. The
<processinfo> element may be used to describe original processing or
further processing later in time. Routine processing need not be recorded and
use of this element is not always required if it repeats information already
available in header and title page display. Follow local practice in what's
recorded here. See Example 2.
- In the past, <processinfo> was used to describe the
transfer of material to other Library divisions. New LC practice is to encode
such information as <separatedmaterial>; a brief listing may still be
included in the administrative <descgrp> (see Section 3.3.3,
Administrative Information, Example 1) while a detailed listing of transferred
material might be listed elsewhere with other adjunct information (see Section
3.3.8.6, Separated Material, Example 2).
- Processing information for electronic records may include
information about reformatting or migration of data which does not result in
alternate forms available for public use, such as when the original is not
usable or data has been migrated to a usable form. See Example 3 and Example 4.
If original material is still available for public use, these newly formatted
versions would be listed in <altformavail> instead.)
Repeatable:
yes
Order:
following <accruals> and preceding <appraisal>
Revision Date:
7/15/03
Table of ContentsAppraisal
Table of Contents Number:
3.3.3.5
EAD Guideline:
3.5.1.4.5b (Ver. 1.0)
Tag:
<appraisal>
Description:
Information about criteria for determining the archival value of
documentary material for acquisition or retention by an archival repository.
("Appraisal" in this sense does not pertain to determining
monetary value of collection material.) This element can be used to document
both original appraisal decisions and reappraisals that resulted in significant
weeding or deaccessioning.
LC Practice requires that if this element is used, it should be
bundled within <descgrp type="admininfo">.
See also:
n/a
Labels/Heads:
Recommended content of required <head>:
- Appraisal
- Retention Criteria
Encoding Analog:
583$a
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Disposition of material not retained as result of appraisal decision
<appraisal encodinganalog="583$a">
<head>Appraisal</head>
<p>Duplicates and extraneous material have been returned to the
donor in accordance with the instrument of gift.</p>
</appraisal>
Display of Tagging Example 1.
Appraisal:
Duplicates and extraneous material have been returned to the donor in
accordance with the instrument of gift.
Comments:
Used primarily for archival records; unlikely to be used at
LC.
Repeatable:
yes
Order:
following <processinfo> and before <userestrict>
Revision Date:
03/05/03
Table of ContentsConditions Governing Use
Table of Contents Number:
3.3.3.6
EAD Guideline:
3.5.1.4.2b (Ver. 1.0)
Tag:
<userestrict>
Description:
Information about conditions that affect use of the described
materials after access has been granted, such as limitations, regulations, or
special procedures regarding reproduction, publication, or quotation of the
materials. This element may also indicate the absence of restrictions, such as
when copyright or literary rights have been dedicated to the public.
LC practice requires the inclusion of information about the
presence of restrictions on use within <descgrp type="admininfo">. If
there are no restrictions on use, it is recommended that this be noted.
See also:
3.3.3.7, Conditions Governing
Access
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.
- Restrictions
- Copyright Status
Encoding Analog:
540
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Generic statement of restrictions on use
<userestrict encodinganalog="540">
<head>Restrictions</head>
<p>Restrictions apply concerning the use, photoduplication, or
publication of items in this collection. Consult a reference
librarian in the Manuscript Division for information concerning
these restrictions.</p>
</userestrict>
Display of Tagging Example 1.
Generic statement of restrictions on use
Restrictions: Restrictions apply concerning the use, photoduplication,
or publication of items in this collection. Consult a reference
librarian in the Manuscript Division for information concerning these
restrictions.
Tagging Example 2.
Copyright notice (status of copyright is unknown)
<userestrict encodinganalog="540">
<head>Copyright Status</head>
<p> The status of copyright in the unpublished writings of John Doe
is governed by the Copyright Law of the United States (Title 17,
U.S.C.).</p>
</userestrict>
Display of Tagging Example 2.
Copyright notice (status of copyright is unknown)
Copyright Status
The status of copyright in the unpublished writings of John Doe is
governed by the Copyright Law of the United States (Title 17, U.S.C.).
Tagging Example 3.
Copyright retained by creator
<userestrict encodinganalog="540">
<head>Restrictions</head>
<p>The National Broadcasting Company retains the rights governing
subsequent use of materials in the collection. For permission to quote
or republish materials from the collection contact the National
Broadcasting Company.</p> </userestrict>
Display of Tagging Example 3.
Copyright retained by creator
Restrictions:
The National Broadcasting Company retains the rights governing
subsequent use of materials in the collection. For permission to quote
or republish materials from the collection contact the National
Broadcasting Company.
Comments:
Do not confuse with <accessrestrict>, which deals with
conditions governing access to collection materials rather than the use that
may be made of them once access is obtained.
Repeatable:
yes
Order:
following <appraisal> and preceding
<accessrestrict>
Revision Date:
3/5/03
Table of ContentsConditions Governing Access
Table of Contents Number:
3.3.3.7
EAD Guideline:
3.5.1.4.2a (Ver. 1.0)
Tag:
<accessrestrict>
Description:
Information about conditions that affect the availability of the
materials described in the finding aid. Such restrictions may include those
imposed by donors or by government security classification. This element can
also be used to state the absence of any access restrictions.
LC practice requires the inclusion of information about the
presence of restrictions on access within <descgrp type="admininfo">. If
there are no restrictions on access, it is recommended that this be
noted.
See also:
3.3.3.6, Conditions Governing Use
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.
- Access
- Security Classified Documents
Encoding Analog:
506
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Security restrictions on access
<accessrestrict encodinganalog="506">
<head>Security Classified Documents</head>
<p>Government regulations control the use of security classified
material in this collection. Manuscript Division staff can furnish
information concerning access to and use of classified items.</p>
</accessrestrict>
Display of Tagging Example 1.
Security restrictions on access
Security Classified Documents: Government regulations control the use
of security classified material in this collection. Manuscript
Division staff can furnish information concerning access to and use of
classified items.
Tagging Example 2.
Access is unrestricted
<accessrestrict encodinganalog="506">
<head>Access</head>
<p>Listening and viewing access to the collection is
unrestricted. Listening copies of the recordings are available at
the Folklife Reading Room as well as online.</p>
</accessrestrict>
Display of Tagging Example 2.
Access is unrestricted
Access: Listening and viewing access to the collection is
unrestricted. Listening copies of the recordings are available at the
Folklife Reading Room as well as online.
Comments:
This element should not be confused with <userestrict>, which
deals with conditions governing the use a researcher may make of the papers
once access has been obtained.
Repeatable:
yes
Order:
following <userestrict> and preceding
<altformavail>
Revision Date:
03/05/03
Table of ContentsAlternate Form of the Materials Available
Table of Contents Number:
3.3.3.8
EAD Guideline:
3.5.1.4.3 (Ver. 1.0)
Tag:
<altformavail>
Description:
Availability of all or part of the collection material in multiple
formats for patrons to use, such as microform, digital, paper facsimile, or
reformatted audio or video materials. Information about the material might
include the format of the alternate form, its extent, identifying codes, and
the source/procedure for ordering copies. This is not the place to record all
forms of content contained within the collection.
If copies exist in more than one format, <altformavail> may
be repeated with a head appropriate to its content.
LC practice requires the inclusion of information about alternate
forms of material if such exist within <descgrp type="admininfo">.
See also:
3.3.7.4, Expanded Description of Components
(discussion of <daogrp>)
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.
Encoding Analog:
530
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Extent and terms of availability of microfilm edition of entire collection
<altformavail encodinganalog="530">
<head>Microfilm:</head>
<p>A microfilm edition of these papers on eighteen reels is
available from the Library's Photoduplication Service for purchase
subject to the Copyright Law of the United States (Title 17,
U.S.C.). This microfilm edition may also be requested on
interlibrary loan through the Library's Loan Division. No more than
ten reels may be requested for each loan period of one month. A
copy of the register of the John Doe Papers is available on reel one
of the microfilm edition.</p>
</altformavail>
Display of Tagging Example 1.
Extent and terms of availability of microfilm edition of entire collection
Microfilm:
A microfilm edition of these papers on eighteen reels is available
from the Library's Photoduplication Service for purchase subject to
the Copyright Law of the United States (Title 17, U.S.C.). This
microfilm edition may also be requested on interlibrary loan through
the Library's Loan Division. No more than ten reels may be requested
for each loan period of one month. A copy of the register of the
John Doe Papers is available on reel one of the
microfilm edition.
Tagging Example 2.
Availability of part of collection in digitized form
<altformavail encodinganalog="530">
<head>Electronic Format:</head>
<p>Selected items from the papers of the Alexander Graham Bell
family are available on the Library of Congress Web site at <extref href="!!!bellhome;" show="new" actuate="onrequest">http://memory.loc.gov/ammem/bellhtml/</extref>. Of
the 4,700 items selected for digitization, 4,650 items are currently
available in digital format via links provided in the container list
of this register.</p>
</altformavail>
Display of Tagging Example 2.
Availability of part of collection in digitized form
Electronic Format: Selected items from the papers of the Alexander
Graham Bell family are available on the Library of Congress Web site
at http://memory.loc.gov/ammem/bellhtml/. Of the 4,700 items selected
for digitization, 4,650 items are currently available in digital
format via links provided in the container list of this register.
location of digitized version given as hot link using <extref> tag
Tagging Example 3.
Link to Web includes information about availability of reproductions
<altformavail encodinganalog="530">
<head>Electronic Format</head> <p>See "Hispano Music and Culture of
the Northern Rio Grande: The Juan B. Rael Collection" at <extref href="!!!raelhome;" show="new" actuate="onrequest">
http://memory.loc.gov/ammem/rghtml/rghome.html/</extref> which
includes information about ordering audio and photographic
reproductions.</p>
</altformavail>
Display of Tagging Example 3.
Link to Web includes information about availability of reproductions
Electronic Format
See "Hispano Music and Culture of the Northern Rio Grande: The Juan
B. Rael Collection" at http://memory.loc.gov/ammem/rghtml/rghome.html/
which includes information about ordering audio and photographic
reproductions.
location of digitized version given as hot link using <extref> tag
Comments:
- If a collection is available in multiple formats (for instance,
microform and electronic), separate paragraphs with appropriate headings should
be used. See Examples 1 and 2.
- Information about how to order copies, restriction and
reproduction of alternate forms, how to view etc., may be included as part of
<altformavail>. If such statements are lengthy or are common to many of a
division's finding aids, it may be better to make a link to an external entity
such as a web site where such information is available. See Example 3.
- Two scenarios may apply in the use of <altformavail> for
electronic content:
- 1. Electronic forms of collection material are available in a
separate presentation (e.g., Rael collection in American Memory). The finding
aid does not contain specific links to collection material at a folder
level.
- Action required:
- Include <altformavail> note which links to overall
presentation
- No further links are required
- 2. Electronic forms of collection materials are available in a
separate presentation (e.g., Bernstein collection in American Memory). The
finding aid includes specific links to digitized collection material at a
folder level.
- Action required:
- Include <altformavail> note which links to overall
presentation
- Include <dao> links from folder listings (or from
another level of hierarchy, such as series or subseries) in container
list
- Optional: include image concordance <daogrp> providing
<daoloc> links to all digital images linked to in the finding aid. This
is done directly under <archdesc>, rather than as part of
<archdesc><did> as would be done for an illustrative "image
sampler."
Repeatable:
yes
Order:
following <accessrestrict> and preceding
<prefercite>
Revision Date:
03/05/03
Table of ContentsPreferred Citation of the Material
Table of Contents Number:
3.3.3.9
EAD Guideline:
3.5.1.4.4 (Ver. 1.0)
Tag:
<prefercite>
Description:
Standard statement supplied by the repository to be used in citing
its holdings. This may be a generic citation (which may be provided as an
entity file) or a citation specific to the collection. If there are varying
preferred citation formats for different original media or modes of
publication, examples of all the citations relevant to the collection should be
provided.
LC practice recommends the inclusion of information about the form
of preferred citation within <descgrp type="admininfo">.
See also:
n/a
Labels/Heads:
Recommended content of required <head>:
Encoding Analog:
524
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Manuscript Division citation form
<prefercite encodinganalog="524">
<head>Preferred Citation</head>
<p>Researchers wishing to cite this collection should include the
following information: container number, Susan B. Anthony Papers,
Manuscript Division, Library of Congress, Washington, D.C.</p>
</prefercite>
Display of Tagging Example 1.
Manuscript Division citation form
Preferred Citation: Researchers wishing to cite this collection should
include the following information: container number, Susan B. Anthony
Papers, Manuscript Division, Library of Congress, Washington, D.C.
Tagging Example 2.
American Folklife Center citation form
<prefercite encodinganalog="524">
<head>Preferred Citation</head>
<p>Researchers wishing to cite this collection should include the
following information: The Juan B. Rael Collection, Archive of
Folk Culture, American Folklife Center, Library of Congress.</p>
</prefercite>
Display of Tagging Example 2.
American Folklife Center citation form
Preferred Citation
Researchers wishing to cite this collection should include
the following information: The Juan B. Rael Collection, Archive of
Folk Culture, American Folklife Center, Library of Congress.
Comments:
- Do not use this element for bibliographic citations of published
material (MARC encoding analog 510); these should be tagged using
<bibref>.
- It is recommended that each custodial division in LC provide a
preferred citation for its materials. This is particularly useful to ensure
that researchers find cited material in the correct custodial division, and to
distinguish similarly named collections (such as the multiple Walt Whitman
collections).
Repeatable:
n/a
Order:
following <altformavail>; final element within <descgrp
type="admininfo">
Revision Date:
03/05/03
Table of ContentsBiographical Sketches and Agency Histories
Table of Contents Number:
3.3.4
EAD Guideline:
3.5.1.5 (Ver. 1.0)
Tag:
<bioghist>
Description:
Contextual information about the creation or formation of a body of
archival materials in the form of a creator sketch which provides background
information about the individual, family, or organization which created or
collected the materials. The information may be presented as a narrative text
and/or as a chronology.
LC practice recommends inclusion of biographical data about the
originator/s (creator/collector) in the <bioghist> element.
See also:
n/a
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.,
- Biographical Note
- Organizational History
- Genealogy Chart
Encoding Analog:
545
Other Attributes:
n/a
Subelements:
Generic text formatting elements such as <p>, <list>,
and <table> can also be used under <bioghist>. See Tag Library for
full list of valid subelements.
Tagging Example 1.
Narrative text for Rael Collection
<bioghist encodinganalog="545">
<head>The Collector</head>
<p>Linguist and folklorist Juan Bautista Rael, highly regarded for
his pioneering work in collecting and documenting the Hispano folk
stories, plays, and religious traditions of northern New Mexico and
southern Colorado, was born on August 14, 1900, in Arroyo Hondo, New
Mexico. His bachelor's degree, from St. Mary's College in Oakland in
1923, led to a master's degree from the University of California at
Berkeley in 1927. After deciding on a university career of teaching
and research, Rael relinquished his family inheritance in land,
cattle, and sheep to his three brothers and his sister. He had
realized that the wealth in northern New Mexico that most interested
him was the vast repertory of folk narrative, song, and custom that
had scarcely been documented.</p>
<p>While teaching at the University of Oregon, Rael returned to
Arroyo Hondo in the summer of 1930 to begin compiling his famous
collection of over five hundred New Mexican folk tales ...</p>
</bioghist>
Display of Tagging Example 1.
Narrative text
The Collector
Linguist and folklorist Juan Bautista Rael, highly regarded for his
pioneering work in collecting and documenting the Hispano folk
stories, plays, and religious traditions of northern New Mexico and
southern Colorado, was born on August 14, 1900, in Arroyo Hondo, New
Mexico. His bachelor's degree, from St. Mary's College in Oakland in
1923, led to a master's degree from the University of California at
Berkeley in 1927. After deciding on a university career of teaching
and research, Rael relinquished his family inheritance in land,
cattle, and sheep to his three brothers and his sister. He had
realized that the wealth in northern New Mexico that most interested
him was the vast repertory of folk narrative, song, and custom that
had scarcely been documented.
While teaching at the University of Oregon, Rael returned to Arroyo
Hondo in the summer of 1930 to begin compiling his famous collection
of over five hundred New Mexican folk tales ...
Tagging Example 2.
Chonological list for Shaker Collection (single <bioghist>)
<bioghist encodinganalog="545">
<head>Organizational History</head>
<chronlist>
<listhead>
<head01>Date</head01>
<head02>Event</head02>
</listhead>
<chronitem>
<date>1774</date>
<event>Ann Lee (born 1736, Manchester, England), leader of the
Shakers, sailed from Liverpool, England, to New York with eight
companions, eventually settling at Niskeyuna (later called
Watervliet), N.Y.</event>
</chronitem>
<chronitem>
<date>1781</date>
<event>Shaker community (City of Union) founded at Enfield, Conn. </event>
</chronitem>
<chronitem>
<date>1781-1783</date>
<event>Ann Lee and other Shakers traveled in Massachusetts and
Connecticut spreading Shaker doctrine</event>
</chronitem>
<chronitem>
<date>1784</date>
<eventgrp>
<event>Death of Ann Lee </event>
<event>James Whittaker assumed leadership (died 1787)</event>
</eventgrp>
</chronitem>
</chronlist>
</bioghist>
Display of Tagging Example 2.
Organizational History
1774
Ann Lee (born 1736, Manchester, England), leader of the Shakers,
sailed from Liverpool, England, to New York with eight companions,
eventually settling at Niskeyuna (later called Watervliet), N.Y.
1781
Shaker community (City of Union) founded at Enfield, Conn.
1781-1783
Ann Lee and other Shakers traveled in Massachusetts and Connecticut
spreading Shaker doctrine
1784
Death of Ann Lee
James Whittaker assumed leadership (died 1787)
Non-tabular display with list headings suppressed
Tagging Example 3.
Chonological list for Papers of Wilbur and Orville Wright (multiple bioghist elements)
<bioghist encodinganalog="545">
<head>Biographical Notes</head>
<bioghist>
<head>Wilbur Wright</head>
<chronlist>
<listhead>
<head01>Date</head01>
<head02>Event</head02>
</listhead>
<chronitem>
<date>1867, Apr. 16</date>
<event>Born, Millville, Ind.</event>
</chronitem>
<chronitem>
<date>1889</date>
<event>Began publication of the West Side News (weekly
newspaper), Dayton, Ohio.</event>
</chronitem>
</chronlist>
</bioghist>
<bioghist>
<head>Orville Wright</head>
<chronlist>
<listhead>
<head01>Date</head01>
<head02>Event</head02>
</listhead>
<chronitem>
<date>1871, Aug. 19</date>
<event>Born, Dayton, Ohio</event>
</chronitem>
<chronitem>
<date>1896-1903</date>
<event>Made aerial experiments with kites and gliders</event>
</chronitem>
</chronlist>
</bioghist>
</bioghist>
Display of Tagging Example 3.
Chonological list (multiple bioghist elements)
Biographical Notes
Wilbur Wright
Date Event
1867, Apr. 16 Born, Millville, Ind.
1889 Began publication of the West Side News
(weekly newspaper), Dayton, Ohio
Orville Wright
Date Event
1871, Aug. 19 Born, Dayton, Ohio
1896-1903 Made aerial experiments with kites and gliders
Tagging Example 4.
Genealogical chart with nested lists
<bioghist encodinganalog="545">
<head>Genealogy Chart, Piccard Family</head>
<list type="simple">
<item>Jules Piccard, m. Helene (Haltenhoff)
<list type="simple">
<item>Auguste, m. Marianne (Denis)
<list type="simple">
<item>Denise</item>
<item>Jacques, m. Marie-Claude</item>
<item>Marianne</item>
<item>Helene</item>
<item>Genevieve</item>
</list>
</item>
</list>
</item>
</list>
</bioghist>
Display of Tagging Example 4.
Genealogical chart with nested lists
Genealogy Chart, Piccard Family
Jules Piccard, m. Helene (Haltenhoff)
Auguste, m. Marianne (Denis)
Denise
Jacques, m. Marie-Claude
Marianne
Helene
Genevieve
Comments:
- Biographical information in <bioghist> may be expressed as
a narrative text (Example 1), as a chronological list (Examples 2-3), or as a
simple list (Example 4).
- When <chronlist> tagging is used, be sure to include list
head tagging that are required for proper accessibility in a Web display. See
<listhead> in Example 2.
- When multiple biographical notes/agency histories are appropriate
to the content of a single finding aid (for example, the papers of Wilbur and
Orville Wright, or the Herndon-Weik Collection of Lincolniana),
<bioghist> elements may be created for each individual or organization
which needs contextual information (e.g., Charles Eames, Ray Eames; or, William
Henry Herndon, Jesse William Weik, Abraham Lincoln). It does not matter whether
these are in narrative form, chronology form, or both. It is suggested that
each <bioghist> be bundled under one overall <bioghist>. Within
each <bioghist>, use a <head> which indicates the person or
organization being described. See Example 3.
- If biographical information is neither narrative nor a
chronological list, e.g., a genealogical chart, use appropriate text formatting
such as <list> or <table>. See Example 4.
- LC practice recommends the inclusion of <bioghist>, as this
element is required by ISAD-G. If little is known about an individual or
organization, provide a brief description in the format desired (e.g.,
narrative or chronlist). Conversely, if the individual or organization is very
well known and a full <bioghist> is not desired in the finding aid,
provide at least the information available in the 545 field
(Biographical/Historical Note) and cite a standard reference source if
desired.
Repeatable:
yes (and recursive)
Order:
following <descgrp type="admininfo"> and preceding
<scopecontent>
Revision Date:
09/30/03
Table of ContentsScope and Content Note
Table of Contents Number:
3.3.5
EAD Guideline:
3.5.1.6a (Ver. 1.0)
Tag:
<scopecontent>
Description:
Summary overview of the range and topical coverage of the
collection, often mentioning their form and organization, and naming
significant individuals, organizations, events, places, and subjects
represented in the materials.
LC Practice requires inclusion of a scope and content note. While a
description of the organization or arrangement of the collection as a whole
forms a natural part of the Scope and Content Note, LC practice recommends
formally encoding this information separately in an <arrangement> section
in view of emerging community practice.
See also:
n/a
Labels/Heads:
Recommended content of required <head>:
Encoding Analog:
520
Other Attributes:
n/a
Subelements:
Tagging Example 1.
Scope and Content Note with head and paragraphs
<scopecontent encodinganalog="520">
<head>Scope and Content Note</head>
<p>The Blackwell Family Papers span the years 1759-1960, with the
bulk of the material dating from 1845 to 1890. The collection
features the papers of Lucy Stone; her husband, Henry Browne
Blackwell; and their daughter, Alice Stone Blackwell, all of whom
were prominent in the woman's rights movement. Also included are
papers of Elizabeth Blackwell, Henry Browne Blackwell's sister who
as a doctor pioneered in the role of women in medicine. The
collection is organized in seven series: Alice Stone Blackwell
Papers, Elizabeth Blackwell Papers, Henry Browne Blackwell Papers,
Kitty Barry Blackwell Papers, Lucy Stone Papers, Other Blackwell
Family Papers, and Addition.</p>
<p>The Alice Stone Blackwell Papers contain ...</p>
</scopecontent>
Display of Tagging Example 1.
Scope and Content Note with head and paragraphs
Scope and Content Note
The Blackwell Family Papers span the years 1759-1960, with the
bulk of the material dating from 1845 to 1890. The collection
features the papers of Lucy Stone; her husband, Henry Browne
Blackwell; and their daughter, Alice Stone Blackwell, all of whom
were prominent in the woman's rights movement. Also included are
papers of Elizabeth Blackwell, Henry Browne Blackwell's sister
who as a doctor pioneered in the role of women in medicine. The
collection is organized in seven series: Alice Stone Blackwell
Papers, Elizabeth Blackwell Papers, Henry Browne Blackwell
Papers, Kitty Barry Blackwell Papers, Lucy Stone Papers, Other
Blackwell Family Papers, and Addition.
The Alice Stone Blackwell Papers contain ...
Comments:
Summary overview information is also presented in a
series-by-series description in the Description of Subordinate Components.
Judgement should be used in determining the fullness of description in the
overall Scope and Content Note with that given in the <scopecontent> for
each series in the <dsc>.
The <scopecontent> is recursive; separate
<scopecontent> elements may be nested within a single
<scopecontent>, for example,
- for a multi-divisional finding aid with different discussions for
holdings of each division
- for a collection organized and described in parts
- to enable the extraction of the first paragraph for use as
content in a MARC record (see Application Guidelines for example).
While a description of the organization or arrangement of the
collection as a whole forms a natural part of the Scope and Content Note, LC
practice recommends formally encoding this information separately in an
<arrangement> section. See Section 3.3.6 for further guidance.
Repeatable:
yes (and recursive)
Order:
following <bioghist> and preceding <dsc>
Revision Date:
03/05/03
Table of ContentsArrangement
Table of Contents Number:
3.3.6
EAD Guideline:
3.5.1.6b (Ver. 1.0)
Tag:
<arrangement>
Description:
The Arrangement element records statements about the organization
or arrangement of the collection as a whole.
LC practice recommends encoding this information separately in an
<arrangement> section in view of emerging community practice. This
element may also be used at the component level to explain the organization or
arrangement of papers within that component.
New in EAD2002: the <organization> element is deprecated.
Instead, use the <arrangement> tag for descriptions of organization
and/or arrangement.
See also:
Section 3.3.5, Scope and Content Note
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Choose or formulate required <head>, e.g.:
- Organization of the Papers (organization)
- List of Series (organization)
- Arrangement of the Papers (arrangement)
Encoding Analog:
Encoding analog 351$a (organization); encoding analog 351$b
(arrangement); 351 if intermingled
Other Attributes:
n/a
Subelements:
Tagging Example 1.
Organization statement
<arrangement encodinganalog="351$a">
<head>Organization of the Papers</head>
<p>The Blackwell Family Papers are organized in seven series:</p>
<list>
<item>
<ref target="clalice" show="replace" actuate="onrequest">Alice Stone Blackwell Papers, 1848-1951</ref>
</item>
<item>
<ref target="cleliz" show="replace" actuate="onrequest">Elizabeth Blackwell Papers, 1836-1946</ref>
</item>
<item>
<ref target="clhenry" show="replace" actuate="onrequest">Henry Browne Blackwell Papers, 1834-1909</ref>
</item>
<item>
<ref target="clkitty" show="replace" actuate="onrequest">Kitty Barry Blackwell Papers, 1855-1938</ref>
</item>
<item>
<ref target="cllucy" show="replace" actuate="onrequest">Lucy Stone Papers, 1759-1960</ref>
</item>
<item>
<ref target="clother" show="replace" actuate="onrequest">Other Blackwell Family Papers, 1834-1958</ref>
</item>
<item>
<ref target="cladd" show="replace" actuate="onrequest">Addition, 1854-1958</ref>
</item>
</list>
</arrangement>
Display of Tagging Example 1.
Organization statement
Organization of the Papers
The Blackwell Family Papers are organized in seven series:
Alice Stone Blackwell Papers, 1848-1957
Elizabeth Blackwell Papers, 1836-1946
Henry Browne Blackwell Papers, 1834-1909
Kitty Barry Blackwell Papers, 1855-1938
Lucy Stone Papers, 1759-1960
Other Blackwell Family Papers, 1834-1958
Addition, 1854-1958
Tagging Example 2.
Arrangement statement
<arrangement encodinganalog="351$b">
<head>Arrangement of the Papers</head>
<p>The Charles Wellington Reed Papers are arranged alphabetically
by type of material with oversize items located at the end of the
collection.</p>
</arrangement>
Display of Tagging Example 2.
Arrangement statement
Arrangement of the Papers
The Charles Wellington Reed Papers are arranged alphabetically by
type of material with oversize items located at the end of the
collection.
Comments:
- Encode as <arrangement encodinganalog="351$a"> the manner
in which the collection has been ordered (e.g., organized into series; see
Example 1), and as <arrangement encodinganalog="351$b"> the filing
sequence of the material (e.g., alphabetical or chronological; see Example 2).
Encode as <arrangement encodinganalog="351"> if statements about
organization and arrangement are intermingled.
- Arrangement statements may also be encoded as such within
<scopecontent>, although this option is not followed at LC.
- Information on the organization or arrangement of each
subordinate component such as series or subseries should be encoded at the
component level.
- Consider creating links from a list of series to the series title
in the container list. This may be done with <ref> tags, as illustrated
in Example 1, or with a stylesheet, as described in the EAD Cookbook.
Repeatable:
yes (and recursive)
Order:
Following <scopecontent> and preceding <dsc>
Revision Date:
07/21/03
Table of Contents Description of Subordinate Components
Table of Contents Number:
3.3.7
EAD Guideline:
3.5.2.5 (Ver. 1.0)
Tag:
<dsc>
Description:
The Description of Subordinate Components is a required wrapper for
the description of individual components. The required attribute TYPE selected
defines whether the <dsc> is simply a container listing
(type="in-depth"), a brief summary at the series level (type="analyticover"),
combines these two "views" into one (type="combined"), or is of some other type
(type="othertype"). These views are frequently displayed in the form of a table
listing container numbers and contents.
LC Practice is to use only one <dsc>, most commonly with TYPE
attribute set to "in-depth". (Use type="in-depth" for small collections not
arranged into series, type="analyticover" for collections for which only series
descriptions are available, or type="other" for rare cases in which some other
method of description is provided). This practice is a change in LC
policy.
See also:
n/a
Labels/Heads:
Choose or formulate required <head>, e.g.,
- Container List (for type="in-depth" or "combined")
- Description of Series (for type="analyticover")
- Supply <head> for type="othertype" based on content
Encoding Analog:
n/a
Other Attributes:
Set required attribute TYPE:
- type="combined"
- type="analyticover"
- type="in-depth"
- type="othertype"
Subelements:
Tagging Example 1.
Combined <dsc>: Container List includes description of series
<dsc type="combined">
<head>Container List</head>
<c01 level="series">
<did>
<container type="box">1-16</container>
<container type="reel">1-8</container>
<unittitle encodinganalog="245$a" id="cor">Correspondence,
<unitdate encodinganalog="245$f" type="inclusive" normal="1800/1874">1800-1874</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Letters to Webster and letters by and about him. </p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged in groups as general correspondence, invitations,
and selected transcripts and chronologically therein.</p>
</arrangement>
<c02 level="file">
<did>
<container type="box">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">General</unittitle></did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1804-03-18/1825-06-13">1804, Mar. 18 -1825,
June 13</unitdate></unittitle>
</did>
</c03>
<c03 level="file">
<did>
<container type="box">2</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1825-07-17/1829-12-28">1825, July 17-1829,
Dec. 28</unitdate></unittitle>
</did>
</c03>
<c03 level="file">
<did>
<container type="box">3</container>
<container type="reel">2</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1830-01-02/1833-03-27">1830, Jan. 2-1833,
Mar. 27</unitdate></unittitle>
</did>
</c03>
</c02>
</c01>
</dsc>
Note: mandatory column headings omitted from example
Display of Tagging Example 1.
Combined <dsc>: Container List includes description of series
Container List
Box 1-16 Reel 1-8 Correspondence, 1800-1874
Letters to Webster and letters by and about him.
Arranged in groups as general correspondence,
invitations, and selected transcripts and
chronologically therein.
Box 1 Reel 1 General
1804, Mar. 18-1825, June 13
Box 2 Reel 1 1825, July 17-1829, Dec. 28
Box 3 Reel 2 1830, Jan. 2-1833, Mar. 27
Tagging Example 2.
Small collection without series (Container List only)
<dsc type="in-depth">
<head>Container List</head>
<c01 level="file">
<did>
<container type="box">1</container>
<unittitle encodinganalog="245$a">Diaries,
<unitdate encodinganalog="245$f" type="inclusive" normal="1843">1843</unitdate>, <unitdate encodinganalog="245$f" type="inclusive" normal="1849/1896">1849-1896</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(4 folders)</extent>
</physdesc>
</did>
</c01>
<c01 level="file">
<did>
<container type="box">1-5</container>
<unittitle encodinganalog="245$a">Family correspondence</unittitle>
</did>
<c02 level="file">
<did>
<container type="box">1</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1803-05/1832-04">1803 May-1832
Apr.</unitdate></unittitle>
<physdesc>
<extent encodinganalog="300">(5 folders)</extent>
</physdesc>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">2</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1832-05/1835-03">1832 May-1835
Mar.</unitdate></unittitle>
<physdesc>
<extent encodinganalog="300">(6 folders)</extent>
</physdesc>
</did>
</c02>
</c01>
</dsc>
Note: mandatory column headings omitted from example
Display of Tagging Example 2.
Small collection without series (Container List only)
Container List
Box 1 Diaries, 1843, 1849-1896
(4 folders)
Box 1-5 Family correspondence
Box 1 1803 May-1832 Apr. (5 folders)
Box 2 1832 May-1835 Mar. (6 folders)
Tagging Example 3.
Series Description only
<dsc type="analyticover">
<head>Description of Series</head>
<c01 level="series">
<did>
<container type="box">1-16</container>
<container type="reel">1-8</container>
<unittitle encodinganalog="245$a" id="cor">Correspondence,
<unitdate encodinganalog="245$f" type="inclusive" normal="1800/1874">1800-1874</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Letters to Webster and letters by and about him. </p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged in groups as general correspondence, invitations,
and selected transcripts and chronologically therein.</p>
</arrangement>
</c01>
</dsc>
Note: mandatory column headings omitted from example
Display of Tagging Example 3.
Series Description only
Description of Series
Box 1-16 Reel 1-8 Correspondence, 1800-1874
Letters to Webster and letters by and about him.
Arranged in groups as general
correspondence, invitations, and selected
transcripts and chronologically therein.
Tagging Example 4.
Headings for tabular display
<dsc type="in-depth">
<head>Container List</head>
<thead>
<row>
<entry>Box</entry>
<entry>Reel</entry>
<entry>Contents</entry>
</row>
</thead>
<c01 level="file">
<did>
<container type="box">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a" id="cor">Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1898/1975">1800-1874, n.d.</unitdate></unittitle>
</did>
<c02>
<did>
<container type="box">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">General</unittitle>
</did>
</c02>
</c01>
</dsc>
Display of Tagging Example 4.
Headings for tabular display
Container List
Box Reel Contents
Box 1 Reel 1 Correspondence, 1800-1874
Box 1 Reel 1 General
Tagging Example 5.
Collection organized in parts using single <dsc>
<dsc type="in-depth">
<head>Container List</head>
<c01 level="series">
<did>
<container type="box">I: A1-A10</container>
<unittitle encodinganalog="245$a" id="perscorI">Part I: Personal Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1930/1976">1930-1976</unitdate>
</unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Letters received and copies of letters sent.</p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged chronologically by year.</p>
</arrangement>
</c01>
<c01 level="series">
<did>
<container type="box">II: 1-4</container>
<unittitle encodinganalog="245$a" id="corII">Part II: Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1956/1991">1956-1991</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Family, general, and special correspondence.</p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged chronologically.</p>
</arrangement>
</c01>
</dsc>
Note: mandatory column headings and components below series level omitted from example
Display of Tagging Example 5.
Collection organized in parts using single <dsc>
Container List
I: A1-A10 Part I: Personal Correspondence, 1930-1976.
Letters received and copies of letters sent.
Arranged chronologically by year.
II: 1-4 Part II: Correspondence, 1956-1991, n.d.
Family, general, and special correspondence.
Arranged chronologically.
Note: components below series level omitted from example
Comments:
- Current encoding practice for collections organized into series
is to use the dsc type="combined" for the combined description of series and
container list. See Example 1. This approach prevents duplication of
information in terms of both encoding and searching, and the need to lead
researchers through layers of the finding aid. The adoption of XSL stylesheets
can present data encoded using this combined approach to display either as
combined or broken out into Description of Series and Container List, as
described in the EAD Cookbook, 3.3.10. Past practice of separately encoding
description of series and container list is to be discontinued.
- When a collection is not organized into series (typically a small
collection), the <dsc> type will be "in-depth" for a container list. See
Example 2.
- It is also conceivable that a finding aid might be encoded for a
collection which has not been described to the item level, but stops at the
series level. This would have a dsc only at the "analyticover" level. See
Example 3.
- Use "othertype" for an alternative view of the components in
addition to the usual "combined", or in other situations as appropriate.
- When a tabular display is intended, as in Examples 1-5, use table
heading tags (<thead> and its subelements,) as shown in Example 4 to
provide HTML versions of the finding aid with headings for each column. This is
required to meet accessibility requirements for users of text browsers, voice
recognition software, etc. The contents of these tags should match what is
being described.
- <dsc> elements are commonly displayed in a table-like
format, with container numbers in one or more columns and contents (folder
listings) in a larger column. While the DTD provides an optional model of
tabular display (using tags <drow> and <dentry>), this model of
tagging is not required to achieve the desired display, and is not used at the
Library of Congress. See 4.3.5.4, "Tabular Display" in the Application
Guidelines for fuller discussion.
- Past practice has been to use recursive or nested <dsc>s
when the content of a finding aid is aggregated at a higher level than series,
such as for the contents of a Library division's collections in a
multi-repository finding aid, or arrangement of a collection into parts. This
practice has become problematic: many systems (including LC's new "chunked"
display) cannot readily handle such nesting; fewer tags are available at the
<dsc> than at the <c> level; and community standards deprecate this
practice. See Example 5 for an example of parts encoded within a single
<dsc> following the current practice.
Repeatable:
yes
Order:
n/a
Revision Date:
11/03/03
Table of ContentsWhat is a Component?
Table of Contents Number:
3.3.7.1
EAD Guideline:
3.5.2.1 (Ver. 1.0)
Tag:
<c>
Description:
Components are wrapper elements that designate a subordinate part
of the archival materials being described. They may be used to designate common
units such as series, subseries, file, and item, or any intervening levels of
hierarchical arrangement. Components may be represented as nested <c>
elements or components may be numbered (<c01>, <c02> etc.).
LC Practice mandates the use of components in the Description of
Subordinate Components <dsc> and recommends setting the LEVEL attribute
for all component levels.
See also:
Section 3.3.7.2, Unnumbered versus Numbered
Components
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
- level="series"
- level="subseries"
- level="file"
- level="item"
See Tag Library for full list of valid attribute values for
LEVEL.
Subelements:
- <did> See 3.3.7.3, Basic Description of Each Component
Required
- former <admininfo> subelements See 3.3.7.4, Expanded
Description of Components
- <bioghist> See 3.3.7.4, Expanded Description of Components
- <scopecontent> See 3.3.7.4, Expanded Description of
Components
- former <add> subelements See 3.3.7.4, Expanded Description
of Components
- <originalsloc> See Tag Library
- <phystech> See Tag Library
- <odd> See 3.3.7.4, Expanded Description of
Components
Tagging Example 1.
Collection with series and some subseries
<c01 level="series">
<did>
<unittitle encodinganalog="245$a">FAMILY PAPERS, <unitdate encodinganalog="245$f" type="inclusive" normal="1872/1892">1872-1892</unitdate></unittitle>
</did>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1872">1872</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Notebooks, <unitdate encodinganalog="245$f" type="inclusive" normal="1875/1892">1875-1892</unitdate></unittitle>
</did>
</c02>
</c01>
<c01 level="series">
<did>
<unittitle encodinganalog="245$a">CORRESPONDENCE, <unitdate encodinganalog="245$f" type="inclusive" normal="1938/1976">1938-1976</unitdate>, <unitdate>n.d.</unitdate></unittitle>
</did>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">General, <unitdate encodinganalog="245$f" type="inclusive" normal="1938/1976">1938-1976</unitdate></unittitle>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Adams, John, <unitdate encodinganalog="245$f" type="inclusive" normal="1944/1945">1944-1945</unitdate></unittitle>
</did>
</c03>
</c02>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">Organizations, <unitdate encodinganalog="245$f" type="inclusive" normal="1943/1976">1943-1976</unitdate>, <unitdate>n.d.</unitdate></unittitle>
</did>
</c02>
</c01>
Display of Tagging Example 1.
Collection with series and some subseries
FAMILY PAPERS, 1872-1892
Diaries, 1872
Notebooks, 1875-1892
CORRESPONDENCE, 1938-1976, n.d.
General, 1938-1976
Adams, John, 1944-1945
Organizations, 1943-1976, n.d.
Tagging Example 2.
Collection with complex subseries arrangement
<c01 level="series">
<did>
<unittitle encodinganalog="245$a"> SPECIAL FILES: PUBLIC SERVICE,
<unitdate encodinganalog="245$f" type="inclusive" normal="1918/1986">1918-1986</unitdate>
</unittitle>
</did>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">WORLD WAR II FILES,
<unitdate encodinganalog="245$f" type="inclusive" normal="1941/1981">1941-1981</unitdate>
</unittitle>
</did>
<c03 level="subseries">
<did>
<unittitle encodinganalog="245$a">Harriman Mission,
<unitdate encodinganalog="245$f" type="inclusive" normal="1941/1946">1941-1946</unitdate>
</unittitle>
</did>
<c04 level="file">
<did>
<unittitle encodinganalog="245$a">Folder title,
<unitdate encodinganalog="245$f" type="inclusive" normal="1944">1944</unitdate>
</unittitle>
</did>
</c04>
</c03>
<c03 level="subseries">
<did>
<unittitle encodinganalog="245$a">Moscow Files,
<unitdate encodinganalog="245$f" type="inclusive" normal="1943/1949">1943-1949</unitdate>
</unittitle>
</did>
<c04 level="file">
<did>
<unittitle encodinganalog="245$a">Folder title,
<unitdate encodinganalog="245$f" type="inclusive" normal="1943/1946">1943-1946</unitdate>
</unittitle>
</did>
</c04>
</c03>
</c02>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">TRUMAN ADMINISTRATION,
<unitdate encodinganalog="245$f" type="inclusive" normal="1943/1963">1943-1963</unitdate>
</unittitle>
</did>
</c02>
</c01>
Display of Tagging Example 2.
Collection with complex subseries arrangement
SPECIAL FILES: PUBLIC SERVICE, 1918-1986
WORLD WAR II FILES, 1941-1981
Harriman Mission, 1941-1946
Folder title, 1944
Moscow Files, 1943-1949
Folder title, 1943-1946
TRUMAN ADMINISTRATION, 1943-1963
Tagging Example 3.
Small collection with no series
<c01 level="file">
<did>
<unittitle encodinganalog="245$a">Journal and diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1843">1843</unitdate>, <unitdate encodinganalog="245$f" type="inclusive" normal="1849/1896">1849-1896</unitdate></unittitle>
</did>
</c01>
<c01 level="file">
<did>
<unittitle encodinganalog="245$a">Correspondence</unittitle>
</did>
<c02 level="file">
<did>
<unittitle encodinganalog="245$f"><unitdate encodinganalog="245$f" type="inclusive" normal="1803-05/1832-04">May 1803-Apr. 1832</unitdate></unittitle>
</did>
</c02>
</c01>
Display of Tagging Example 3.
Small collection with no series
Journal and diaries, 1843, 1849-1896
Correspondence
May 1803-Apr. 1832
Comments:
- Set LEVEL attributes of "series" or "subseries" for components
whose titles should be displayed in a navigator, e.g. series and subseries.
- Set LEVEL attributes of "file" or "item" for all other
components. This is a change in LC Practice.
- If a collection is arranged into series, set attribute <c01
level="series">. If a collection is arranged into series and subseries
(subgroups worthy of separate overall description and placement in a
navigator), set attributes <c01 level="series"> and <c02
level="subseries>. Set LEVEL attributes of "file" or "item" for other
components as appropriate. See Example 1, second series.
- Not all series have subseries; in series that do not, <c02>
elements have attribute level="file" (or, in unusual cases, level="item"). See
Example 1, first series.
- If a collection is arranged into series, subseries (subgroups
worthy of separate overall description and placement in a navigator), and other
subgroups worthy of separate overall description, set attributes <c01
level="series"> and <c02 level="subseries">; set each subsequent
important subdivision as <c03 level="subseries">, <c04
level="subseries">. Subordinate components would be set for level file or
item, as appropriate. This practice would be needed only for very large and
complex collections. See Example 2.
- If a collection is not arranged into series (small collections
especially), set <c01 level="file"> and subordinate levels at file or
item, as appropriate. See Example 3.
- Set encoding analogs for component subelements as they are set at
higher elements, e.g., <unittitle> is "245$a" whether in the Collection
Summary or a subseries title. This will benefit future searching and
interoperability without detracting from the ability to extract a pseudo-MARC
record from the non-<dsc> portions of the finding aid. Consider supplying
these post-encoding using search-and-replace, macros, or xsl stylesheets as
possible.
- See RLG Best Practice Guidelines for discussion of archival
levels with links to definitions of these levels. Note that an alternate
practice to that followed at LC is to use the OTHERLEVEL attribute to identify
intermediate levels such as sub-subseries and subfiles.
Repeatable:
yes (and recursive)
Order:
within <dsc>
Revision Date:
09/17/03
Table of ContentsUnnumbered Versus Numbered Components
Table of Contents Number:
3.3.7.2
EAD Guideline:
3.5.2.2 (Ver. 1.0)
Tag:
<c>
Description:
LC practice is to use numbered components. Remember that the
numbers carry no intellectual significance and that a particularly numbered
component level may correspond to a variety of intellectual levels.
Intellectual distinctions are made using the LEVEL attribute (see EAD
Application Guidelines 3.5.2.2 for full discussion).
See also:
Section 3.3.7.1, What is a Component? (for
discussion of the LEVEL attribute and examples of the use of numbered
components and the LEVEL attribute)
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
- level="series"
- level="subseries"
- level="file"
- level="item"
See Tag Library for full list of valid attribute values for
LEVEL.
Subelements:
n/a
Comments:
- If a collection is arranged into series, set attributes <c01
level="series">
- The decision to use numbered components at LC is a pragmatic
choice between two equally valid alternatives; one early finding aid was
encoded using unnumbered components. Numbered and unnumbered components must
never be mixed in a single finding aid.
- LEVEL attributes should be set whether or not components are
numbered.
Repeatable:
n/a
Order:
n/a
Revision Date:
03/18/03
Table of ContentsBasic Description of Each Component
Table of Contents Number:
3.3.7.3
EAD Guideline:
3.5.2.3.1 (Ver. 1.0)
Tag:
<did>
Description:
This wrapper element contains the basic building blocks of
description of archival components at any level
LC Practice requires the use of <did> as a wrapper for the
required and recommended descriptive elements listed below.
See also:
n/a
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <unittitle>Required See 3.3.7.3.1, Unit
Title
- <unitdate> Required if available See
3.3.7.3.2, Unit Date
- <origination> See comment below
- <physdesc> Recommended if available See
3.3.7.3.3, Physical Description
- <materialspec> See 3.3.7.4, Expanded Description of
Components
- <langmaterial> See comment below
- <abstract> See 3.3.7.3.4, Abstracts
- <unitid> Recommended if available See
3.3.7.3.5, ID Numbers
- <physloc> See 3.3.7.3.6, Physical Location
Information
- <container>Recommended See 3.3.7.3.7,
Container Information
- <note> See 3.3.7.4, Expanded Description of
Components
- <daogrp> See 3.3.7.4, Expanded Description of
Components
See Tag Library for full list of valid subelements.
Comments:
- Consider using <origination> at the series level when the
creator/collector differs from that described in the Collection Summary, e.g.,
when the John Doe, Sr. papers comprise a series of the John Jay Doe
Papers.
- Use <langmaterial> at the component level only if the
material being described is in a language different from that already specified
at the <archdesc> level.
Repeatable:
yes (and recursive)
Order:
within <dsc>
Revision Date:
09/17/03
Table of ContentsUnit Title
Table of Contents Number:
3.3.7.3.1
EAD Guideline:
3.5.2.3.1.1a (Ver. 1.0)
Tag:
<unittitle>
Description:
Title of component materials being described. This may be the title
of a series, of a folder, or of any intermediate level of description.
LC Practice requires the inclusion of unittitle information within
each component <did>. Dates of component material are encoded as
<unitdate> within the <unittitle>.
New in EAD 2002: <bibseries>, <edition>, and
<imprint> may be used within <unittitle>.
See also:
Section 3.3.1.1, Title of the Unit (at
<archdesc> level)
See also:
Section 3.3.2.7, Use of Controlled Vocabulary
Outside of <controlaccess>
See also:
Section 3.3.7.3.2, Unit Date
Labels/Heads:
Encoding Analog:
245$a (include other subfields if they are part of the title
transcription).
Other Attributes:
- id (use if the <unittitle> is the target of a link, e.g.,
from another component or from the Scope and Content note).
Subelements:
See Tag Library for full list of valid subelements, e.g.,
<title> for published works named in the <unittitle>.
Tagging Example 1.
<unittitle> for series includes ID attribute since links have been made to the series title
<c01 level="series">
<did>
<unittitle encodinganalog="245$a" id="cloffice">OFFICE FILE, <unitdate type="inclusive" normal="1933/1988">1933-1988</unitdate>, <unitdate>n.d.</unitdate></unittitle>
</did>
<c02 level="file">
<did>
<container type="box">1</container>
<unittitle encodinganalog="245$a">Abramovitz, Gerald, <unitdate type="inclusive" normal="1968/1975">1968-1975</unitdate>, <unitdate type="single" normal="1985">1985</unitdate></unittitle>
</did>
</c02>
</c01>
Display of Tagging Example 1.
<unittitle> for series includes ID attribute since links have been made to the series title
OFFICE FILE, 1933-1988, n.d.
Box 1 Abramovitz, Gerald, 1968-1975, 1985
Tagging Example 2.
<imprint> and <bibseries> within <unittitle>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Eastern Asia 1:1,000,000. Canton
<imprint>
<geogname role="Place of Pub" encodinganalog="260$a">Washington, D.C.</geogname>
<publisher encodinganalog="260$b">United States Army</publisher>
</imprint>
<unitdate encodinganalog="260$c" normal="1945" type="inclusive">1945</unitdate>
<bibseries encodinganalog="490">Sheet <num>NF 49</num>, "Canton", 1st Edition-AMS 3 A.M.S. 5301</bibseries>
</unittitle>
</did>
</c03>
Display of Tagging Example 2.
<imprint> and <bibseries> within <unittitle>
Eastern Asia 1:1,000,000. Canton
Washington, D.C. : United States Army, 1945.
Sheet NF 49, "Canton", 1st Edition-AMS 3 A.M.S. 5301
Comments:
- EAD permits the use of <unitdate> either as a subelement of
<unittitle> or used at the same level as <unittitle>. LC follows
United States practice based on the cataloging guidance of APPM, which regards
date information as part of the title. European and Canadian practice,
following ISAD-G, regards <unitdate> as an independent element. It is
important that these practices never be mixed in a single document.
- Finding aids for collections largely comprised of published
material may take advantage of the availability within <unittitle> of
<title>, <edition>, <bibseries>, and <imprint> to more
precisely encode bibliographic-style data. See Example 2.
- See Section 3.3.2.7 for discussion of including <persname>,
<corpname>, and other controlled access tags within <unittitle> and
elsewhere.
Repeatable:
yes
Order:
within <c><did>
Revision Date:
07/31/03
Table of ContentsUnit Date
Table of Contents Number:
3.3.7.3.2
EAD Guideline:
3.5.2.3.1.1b (Ver. 1.0)
Tag:
<unitdate>
Description:
Dates of the materials comprising each component; the dates may be
given as inclusive, bulk, or both.
LC Practice requires the inclusion of unitdate information at
appropriate component levels within the Description of Subordinate
Components.
New in EAD 2002: the TYPE attribute is used only to distinguish
inclusive and bulk dates, and the value "single" is no longer valid.
See also:
Section 3.3.1.2, Date of the Unit
Labels/Heads:
n/a
Encoding Analog:
260$a (for any type dates, according to visual material
cataloging practice); 245$f (type="inclusive"), according to APPM cataloging
practice; or 245$g (type="bulk") according to APPM cataloging
practice
Other Attributes:
- type= "inclusive" or "bulk" Recommended
- normal (normalize according to ISO 8601 in yyyy-mm-dd format)
Recommended
Subelements:
n/a
Tagging Example 1.
<unitdate> encoded at all component levels; TYPE, NORMAL, ENCODINGANALOG attributes set
<c01 level="series">
<did>
<unittitle encodinganalog="245$a" id="cljournals">Journals and
Notebooks,
<unitdate encodinganalog="245$f" type="inclusive" normal="1908/1946">ca. 1908-1946</unitdate>
</unittitle>
</did>
<c02 level="file">
<did>
<container type="box">2</container>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" type="inclusive" normal="1941">1941</unitdate>
</unittitle>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" type="inclusive" normal="1941-04/1941-05"> Apr.-May</unitdate>
, trip to England</unittitle>
</did>
</c03>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" type="inclusive" normal="1941-07/1941-08"> July-Aug</unitdate>
, Roosevelt-Churchill Conference, Placentia Bay,
Newfoundland</unittitle>
</did>
</c03>
</c02>
</c01>
Display of Tagging Example 1.
<unitdate> encoded at all component levels; TYPE, NORMAL, ENCODINGANALOG attributes set
Journals and Notebooks, ca. 1908-1946
Box 2 1941
Apr.-May, trip to England
July-Aug., Roosevelt-Churchill Conference, Placentia Bay,
Newfoundland
Comments:
- Date information is important for good descriptive practice;
while this information is not always readily available (especially in legacy
finding aids), every effort should be made to include this information.
- All material date information should be encoded as
<unitdate>, no matter what the component level. This practice is new at
LC. This may be readily incorporated when container list information is
captured in a database, but may take a while to phase in in other conversion
routines.
- All <unitdate> elements should have the TYPE6attribute
set. As the most common value will be "inclusive", it may be possible to build
this default into creation and conversion tools and modify where
appropriate.
- Normalization attributes should be set for dates to take
advantage of date searching (not yet implemented at LC). This practice is new
at LC. It may take some time to develop date normalization tools and
macros.
- Date normalization will follow ISO standard 8601. Follow this
normalization standard also for <date> elements normalized in the
<eadheader> and elsewhere as appropriate. See RLG Best Practice
Guidelines for a fuller discussion of date normalization.
- Note that some <unittitle> elements consist solely of
<unitdate> information. See Example 1.
Repeatable:
yes
Order:
within <c><did><unittitle>
Revision Date:
06/01/04
Table of ContentsPhysical Description
Table of Contents Number:
3.3.7.3.3
EAD Guideline:
3.5.2.3.1.2 (Ver. 1.0)
Tag:
<physdesc>
Description:
Statement of extent regarding an individual component, such as
folder or volume count.
LC Practice recommends the inclusion of physical description
information as appropriate to indicate when a single intellectual component
includes more than one physical component. Include folder and volume counts
within the <extent> subelement of <physdesc>.
See also:
Section 3.3.1.5, Physical
Description
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
- <extent encodinganalog="300">
See Tag Library for discussion of other subelements
<dimensions>, <genreform>, and <physfacet>.
Tagging Example 1.
Folder count and volume count both encoded as <physdesc><extent>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Correspondence,
<unitdate encodinganalog="245$f" type="inclusive" normal="1960/1965">1960-1965</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(2 folders)</extent>
</physdesc>
</did>
</c02>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Diaries,
<unitdate encodinganalog="245$f" type="inclusive" normal="1902">1902</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(3 vols.)</extent>
</physdesc>
</did>
</c02>
Display of Tagging Example 1.
Correspondence, 1960-1965
(2 folders)
Diaries, 1902
(3 vols.)
Comments:
- Past practice varied among divisions as to whether extent
information was included directly under the <physdesc> tag or within
<extent> tags in <physdesc>. Future finding aids will be encoded
using <physdesc><extent>, since extent is a required element in
ISAD-G.
Repeatable:
yes
Order:
within <c><did>
Revision Date:
03/18/03
Table of ContentsAbstracts
Table of Contents Number:
3.3.7.3.4
EAD Guideline:
3.5.2.3.1.3 (Ver. 1.0)
Tag:
<abstract>
Description:
In the past, <abstract> has been used in the container list
for brief, summary information about the contents of a component, e.g., list of
selected correspondents.
LC Practice now recommends using <scopecontent> for all
description of component contents rather than distinguishing between
<abstract> and <scopecontent>.
See also:
Section 3.3.1.8, Abstract
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
n/a
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
n/a
Comments:
- Past practice at LC attempted to distinguish between the uses of
<abstract> and <scopecontent> for component-level description. The
<abstract> element was added to the EAD DTD to allow for brief summary
description of the collection as a whole; while it is valid at the component
level, evolving community standards deprecate this use. Instead,
<scopecontent>, an ISAD-G element, should be used in component
descriptions.
Repeatable:
yes
Order:
n/a
Revision Date:
03/18/03
Table of ContentsID Numbers
Table of Contents Number:
3.3.7.3.5
EAD Guideline:
3.5.2.3.1.4a (Ver. 1.0)
Tag:
<unitid>
Description:
At the component level, <unitid> is used for unique logical
identifiers associated with that component, such as a file number or lot
number; it should not be confused with the <container> element, which is
used to identify physical housing aspects such as boxes, folders, and reels of
microfilm. Both container numbers and ID numbers may be used in a single
container list.
LC Practice recommends the use of <unitid> for identifying
numbers assigned either by the repository or by the creator of the collection
materials. When numbers are assigned by the repository and used for the
retrieval of collection material, repeat identification numbers at each
component level. This is a change in LC Practice.
See also:
Section 3.3.1.3, ID of the Unit
Labels/Heads:
label="Call no.:" (or another appropriate label; use no label if
output display not desired)
Encoding Analog:
050, 090, 099, or other MARC field as appropriate (see catalog
record). Creator-supplied identification numbers may have no encoding
analog.
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Lot numbers assigned by repository using <unitid> given at each component level
<c01 level="series">
<did>
<unittitle encodinganalog="245$a">PEOPLE AND GROUPS, <unitdate encodinganalog="260$a" type="inclusive" normal="1884/1967">ca. 1884-1967</unitdate></unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074</unitid>
</did>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Identified individual portraits</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074</unitid>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Adams, A., Mr.</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074, no. 1 (F)</unitid>
</did>
</c03>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Adams, Oscar</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074, no. 2 (F)</unitid>
</did>
</c03>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Addington, Wendell</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074, no. 3 (F)</unitid>
</did>
</c03>
</c02>
</c01>
Display of Tagging Example 1.
Lot numbers assigned by repository using <unitid>
PEOPLE AND GROUPS, ca. 1884-1967
Call no.: LOT 13074
Identified individual portraits Call no.: LOT 13074
Adams, A., Mr. Call no.: LOT 13074, no. 1 (F)
Adams, Oscar Call no.: LOT 13074, no. 2 (F)
Addington, Wendell Call no.: LOT 13074, no. 3 (F)
Tagging Example 2.
Case numbers assigned by creator using <unitid> in Container List also having container elements
<c02 level="subseries">
<did>
<container type="box">I:267</container>
<unittitle encodinganalog="245$a">Case Files, <unitdate encodinganalog="245$f" type="inclusive" normal="1971/1975">1971-1975</unitdate></unittitle>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Opinions</unittitle>
</did>
<c04 level="file">
<did>
<unitid>71-237</unitid>
<unittitle encodinganalog="245$a">Mancusi v. Stubbs</unittitle>
</did>
</c04>
<c04 level="file">
<did>
<unitid>71-244</unitid>
<unittitle encodinganalog="245$a"><emph>In re</emph> Little</unittitle>
</did>
</c04>
</c03>
</c02>
Display of Tagging Example 2.
Case numbers assigned by creator using <unitid> in Container List also having container elements
Box I: 267 Case Files, 1971-1975
Opinions
71-237 Mancusi v. Stubbs
71-244 In re Little
Comments:
- In order to identify the location of components within a
container list for retrieval purposes, some divisions use <unitid>
predominantly in their container lists (e.g., P&P, for lot numbers) . When
unitid is the identifier by which collection material is retrieved, repeat this
information at every component level for better search results, data
extraction, and navigation of long lists of headings. See Example 1.
- Other divisions use <container> predominantly (e.g., MSS,
for box and reel numbers), depending on the nature of the retrieval system
used. In some situations both <unitid> and <container> numbers will
be appropriate within a single collection. See Example 2.
- See Tag Library and Application Guidelines for further
clarification of the differences between <unitid> and
<container>.
Repeatable:
yes
Order:
within <c><did>
Revision Date:
03/18/03
Table of ContentsPhysical Location Information
Table of Contents Number:
3.3.7.3.6
EAD Guideline:
3.5.2.3.1.4b (Ver. 1.0)
Tag:
<physloc>
Description:
At the component level, <physloc> is used to specify a
physical location for that component which differs from the rest of the
collection (such as offsite storage, or housing in a separate custodial
unit).
See also:
Section 3.3.1.10, Physical Location
Labels/Heads:
n/a
Encoding Analog:
852$z, 090, or other MARC field as appropriate (see catalog
record)
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
<physloc> indicates repository material physically housed elsewhere in Library
<c01 level="series">
<did>
<unittitle encodinganalog="245$a" id="series2">SERIES II: SOUND
RECORDINGS</unittitle>
<physloc encodinganalog="852$z">The originals and preservation
masters are located in Motion Picture, Broadcasting, and
Recorded Sound (M/B/RS) at the Library of Congress. See
Collection Concordance by Format.</physloc>
</did>
</c01>
Display of Tagging Example 1.
<physloc> indicates repository material physically housed elsewhere in Library
SERIES II: SOUND RECORDINGS
The originals and preservation masters are located in Motion
Picture, Broadcasting, and Recorded Sound (M/B/RS) at the Library
of Congress. See Collection Concordance by Format.
Comments:
n/a
Repeatable:
yes
Order:
within <c><did>
Revision Date:
03/18/03
Table of Contents Container Information
Table of Contents Number:
3.3.7.3.7
EAD Guideline:
3.5.2.4 (Ver. 1.0)
Tag:
<container>
Description:
Container numbers and control numbers are used to identify physical
housing aspects such as boxes, folders, and reels of microfilm. Setting the
correct attribute type to identify variety of container will allow appropriate
displays to be generated. Labels may be used to provide further information
specific to the container.
The arrangement of the physical collection into containers is less
important than the intellectual order; therefore, the nesting of components
within the container list is based on intellectual order. When container
information is given in a finding aid, it should be associated with each
component level to provide the clearest association between the intellectual
description and information required for physical retrieval.
LC Practice recommends as minimum best practice that container
information such as box, box/folder, or reel numbers given in a finding aid
should be repeated at the lowest (e.g., folder) level for better search
results, data extraction, and navigation of long lists of headings. This is a
change from current LC practice.
LC practice also requires that the TYPE attribute be set for each
container as its value is used to correctly label container number
displays.
New in EAD 2002: the semiclosed list of TYPE attribute values has
been eliminated and the OTHERTYPE attribute is no longer valid.
See also:
Section 3.3.7.3.5, ID Numbers
Labels/Heads:
Use only as appropriate, e.g.:
- label="Restricted"
- label="Not filmed"
Encoding Analog:
n/a
Other Attributes:
Choose required TYPE attribute as appropriate. Typical values would
be:
- type="box"
- type="folder"
- type="reel"
- type="frame"
- type="box-folder"
- type="box/folder"
- type="item"
- type="mss"
Subelements:
n/a
Tagging Example 1.
TYPE attribute set; container numbers repeated
<c02 level="file">
<did>
<container type="box">1</container>
<container type="folder">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1912/1962">1912-1962</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">1</container>
<container type="folder">2</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">Diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1955/1962">1955-1962</unitdate></unittitle>
</did>
</c02>
Display of Tagging Example 1.
TYPE attribute used to generate display label for container numbers in left column
Box 1 Folder 1 Reel 1 Correspondence, 1912-1962
Folder 2 Diaries, 1955-1962
Note: display of repeated container numbers suppressed
Display of Tagging Example 1.
TYPE attribute used to generate display label for container numbers in left column
Box 1 Folder 1 Reel 1 Correspondence, 1912-1962
Box 1 Folder 2 Reel 1 Diaries, 1955-1962
Note: all container numbers displayed
Display of Tagging Example 1.
TYPE attribute used to generate display label
Correspondence, 1912-1962 [Box 1 Folder 1 Reel 1]
Diaries, 1955-1962 [Box 1 Folder 2 Reel 1]
Note: container information display subordinates container information by placement to right of text and smaller font
Tagging Example 2.
TYPE attribute set for multiple container types
<c02 level="file">
<did>
<container type="box">5</container>
<container type="item">1</container>
<unittitle encodinganalog="245$a">Diary, <unitdate encodinganalog="245$f" type="inclusive" normal="1912">1912</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">5</container>
<container type="item">2</container>
<unittitle encodinganalog="245$a">Journal, <unitdate encodinganalog="245$f" type="inclusive" normal="1924/1925">1924-1925</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">5</container>
<container type="item">3</container>
<unittitle encodinganalog="245$a">Scrapbook, <unitdate encodinganalog="245$f" type="inclusive" normal="1917">1917</unitdate></unittitle>
</did>
</c02>
Display of Tagging Example 2.
TYPE attribute set for multiple container types
Box 5 Item 1 Diary, 1912
Box 5 Item 2 Journal, 1924-1925
Box 5 Item 3 Scrapbook, 1917
Tagging Example 3.
Box/folder numbers and oversize identified with less specific attribute value 'box'
<c03 level="file">
<did>
<container type="box">328/1-28</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1983-10/1987-10">October 1983-October 1987</unitdate></unittitle>
</did>
</c03>
<c03 level="file">
<did>
<container type="box">OV 1</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1988-01/1992-12">January 1988-December 1992</unitdate></unittitle>
</did>
</c03>
Display of Tagging Example 3.
Box/folder numbers and oversize identified with less specific attribute value 'box'
Box 328/1-28 October 1983-October 1987
Box OV 1 January 1988-December 1992
Tagging Example 4.
TYPE and LABEL attributes set
<c02 level="file">
<did>
<container type="box" label="Restricted">26</container>
<unittitle encodinganalog="245$a">Financial records, <unitdate encodinganalog="245$f" type="inclusive" normal="1986/1995">1986-1995</unitdate></unittitle>
</did>
</c02>
Display of Tagging Example 4.
TYPE and LABEL attributes set
Box 26 (Restricted) Financial records, 1986-1995
Tagging Example 5.
LABEL attribute value displays where no container number given
<c02 level="file">
<did>
<container type="box">61</container>
<container type="reel">43-44</container>
<unittitle encodinganalog="245$a">United States Post Office
patronage, political and postmaster lists, <unitdate encodinganalog="245$f" type="inclusive" normal="1860/1865">1860-1865</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">62</container>
<container label="Not filmed" />
<unittitle encodinganalog="245$a">Financial papers</unittitle>
</did>
</c02>
Display of Tagging Example 5.
LABEL attribute value displays where no container number given
Box 61 Reel 43-44 United States Post Office patronage, political
and postmaster lists, 1860-1865
Box 62 Not filmed Financial papers
Tagging Example 6.
Contents of lowest-level component spans containers (preferred descriptive practice in Example 7)
<c04 level="file">
<did>
<container type="box">16-17</container>
<unittitle encodinganalog="245$a">Reviews, <unitdate encodinganalog="245$f" type="inclusive" normal="1955/1957">1955-1957</unitdate></unittitle>
<container type="box">16</container>
<physdesc>
<extent encodinganalog="300">(2 folders)</extent>
</physdesc>
<container type="box">17</container>
<physdesc>
<extent encodinganalog="300">(3 folders)</extent>
</physdesc>
</did>
</c04>
Display of Tagging Example 6.
Contents of lowest-level component spans containers (preferred descriptive practice in Example 7)
Box 16-17 Reviews, 1955-1957, n.d.
Box 16 (2 folders)
Box 17 (3 folders)
Tagging Example 7.
Preferred practice to create subordinate component levels where container breaks occur
<c04 level="file">
<did>
<container type="box">16-17</container>
<unittitle encodinganalog="245$a">Reviews</unittitle>
</did>
<c05 level="file">
<did>
<container type="box">16</container>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" normal="1955/1956">1955-1956</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(2 folders)</extent>
</physdesc>
</did>
</c05>
<c05 level="file">
<did>
<container type="box">17</container>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" normal="1957">1957</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(3 folders)</extent>
</physdesc>
</did>
</c05>
</c04>
Display of Tagging Example 7.
Preferred practice to create subordinate component levels where container breaks occur
Reviews [Box 16-17]
1955-1956 [Box 16]
(2 folders)
1957 [Box 17]
(3 folders)
Note: display subordinates container information by placement to right of text and smaller font
Comments:
Repeated container information:
- When container information is listed in a finding aid, it should
be given at each component level to clearly associate intellectual description
with information needed for retrieval. Past practice has been to give container
numbers only at the component level for the first component housed in that
container, and using visual cues to imply that container numbers remain the
same until the next number is given at the beginning of the following
container. This practice is useful only when the visual display of the finding
aid reflects established print practice but is unclear if component information
is given in any other context, and even when lengthy listings within a
container make extensive scrolling necessary to determine information necessary
for the retrieval of the physical item.
- When container information is given in a finding aid, the minimum
acceptable practice is the prior practice above; the minimum best practice is
to repeat container information such as box, box/folder, or reel numbers at the
lowest (e.g., folder) level. The examples above give container information (a
single number or range of numbers) at every component level.
- The ease of including container information in finding aids being
authored and encoded will depend on the encoding method used: immediate change
will not be possible in all cases.
- Some display options for repeated information are to display as
encoded, suppress repeated information, or to subordinate the container
information to the intellectual descriptions. See display options in Examples 1
and 7.
- When box and folder numbers are included in a finding aid, it is
also possible to use the "parent" attribute of the container element to
associate folder numbers with a box number without repeating the box number.
For more information see Section 7.2.5 of the Application Guidelines.
TYPE attribute:
- The TYPE attribute should be set in order to generate a display
constant to accompany the container number (e.g., Box 17, Folder 2, Reel 4,
etc.) Multiple types of containers may be indicated. See Examples 1 and
2.
- Do not include information as part of the container number value
which is already expressed as part of the attribute value. If you encode
<container type="folder">Folder 1</container>, your display will be
FOLDER Folder 1.
- While the TYPE attribute should be used to indicate the basic
nature of the storage device, it is not necessary to use the most specific type
available when the display need not be labeled as such. For instance,
box/folder numbers in Music Division finding aids could be coded as
<container type="box-folder">2/16</container> but could also
validly be encoded as <container type="box">2/16</container> and
displayed as "Box 2/16". Similarly, an oversized container could be encoded
<container type="oversize">2</container> to display as "Oversize
2", but could also be encoded as <container type="box">OV
2</container> with display "Box OV 2." See Example 3.
LABEL attribute:
- LABEL attributes can be used to record information about
containers in addition to the type value: for instance <container type="box"
label="restricted">13</container> could be displayed as Box 13
(Restricted). See Example 4.
- In some cases container-type information can be recorded as a
LABEL attribute to an empty <container> tag. In this case, no type
attribute would be set. Example: <container label="not
filmed"></container> would display as "Not filmed" in lieu of a
container number. See Example 5.
Container numbers and box breaks:
- If the lowest component level is broken between two or more
containers, statements of extent for the contents of each container and the
container numbers will be recorded within the same component and <did>.
See Example 6 for this discouraged but sometimes unavoidable practice. Best
practice in arranging and describing such components creates subordinate
components based on the arrangement, when possible. See Example 7 for a
possible resolution to problem illustrated in Example 6.
Repeatable:
yes
Order:
n/a
Revision Date:
7/30/03
Table of ContentsExpanded Description of Components
Table of Contents Number:
3.3.7.4
EAD Guideline:
3.5.2.3.2 (Ver. 1.0)
Tag:
Description:
Elements which are available to describe the collection as a whole
may also be used outside the <did> at the component level to which they
best apply. Such elements include <scopecontent> and <arrangement>,
as well as elements formerly subordinate to <admininfo> and <add>.
Other <did> subelements not separately described in the Application
Guidelines are also illustrated here.
New in EAD 2002: elements formerly subordinate to <admininfo>
and <add> can be used directly within components. Use <arrangement>
for statements about organization or arrangement within the component.
See also:
Section 2.1.3, Note
See also:
Section 3.3.1.8, Abstract
See also:
Section 3.3.1.9, Note
See also:
Section 3.3.1.11, Digital Archival Object
Group
See also:
Section 3.3.3, Administrative
Information
See also:
Section 3.3.4, Biographical Sketches and Agency
Histories
See also:
Section 3.3.5, Scope and Content Note
See also:
Section 3.3.6, Arrangement
See also:
Section 3.3.8, Adjunct Descriptive Data
See also:
Section 3.3.9, Other Descriptive Data
Labels/Heads:
n/a
Encoding Analog:
520 (scopecontent), 500 (note, odd). See Section 3.3.3 for
encoding analogs of former <admininfo> subelements
Other Attributes:
n/a
Subelements:
n/a
Tagging Example 1.
Component described with <scopecontent> (2 paragraphs)
<c02 level="file">
<did>
<container type="folder">998</container>
<unittitle encodinganalog="245$a">NBC Network Affiliates,
<unitdate encodinganalog="245$f" type="inclusive" normal="1935/1989">1935-1989.</unitdate>
</unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Original, onionskin, mimeographed, and photocopied letters,
memoranda, reports, maps, press releases, and telegrams related to
the NBC network and affiliates.</p>
<p>Highlights: February 5, 1937, 42-page "Report on the Study for
Improving National Broadcasting Company Network Facilities." April
17, 1939, NBC network facilities map. June 28, 1934, 3-page letter
from WSYR of Syracuse, New York to NBC complaining of NBC's
neglect of the Blue Network in favor of the Red Network. May, 1951
4-page report on the growth and development of the NBC television
network.</p>
</scopecontent>
</c02>
Display of Tagging Example 1.
Component described with <scopecontent> (2 paragraphs)
998 NBC Network Affiliates, 1935-1989
Original, onionskin, mimeographed, and photocopied letters, memoranda,
reports, maps, press releases, and telegrams related to the NBC
network and affiliates.
Highlights: February 5, 1937, 42-page "Report on the Study for
Improving National Broadcasting Company Network Facilities." April 17,
1939, NBC network facilities map. June 28, 1934, 3-page letter from
WSYR of Syracuse, New York to NBC complaining of NBC's neglect of the
Blue Network in favor of the Red Network. May, 1951 4-page report on
the growth and development of the NBC television network.
Tagging Example 2.
<note> within <did>
<c02 level="file">
<did>
<container type="box">3</container>
<unittitle encodinganalog="245$a">Computer diskettes containing
documents generated during collection processing, documents/files
used to build the online presentation, and backup
copies</unittitle>
<note encodinganalog="500">
<p>Note: Disk directories can be found in Folder #1 with the
Collection Guide.</p>
</note>
</did>
</c02>
Display of Tagging Example 2.
<note> within <did>
Box 3
Computer diskettes containing documents generated during collection
processing, documents/files used to build the online presentation, and
backup copies
Note: Disk directories can be found in Folder #1 with the Collection
Guide.
Tagging Example 3.
<materialspec> and <odd> for map elements
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Eastern Asia 1:1,000,000. Canton</unittitle>
<physdesc>
<extent>1 map</extent>
<dimensions>660 x 710 cm.</dimensions>
</physdesc>
<materialspec type="scale" encodinganalog="255">1:100,000</materialspec>
<materialspec type="projection" encodinganalog="255">Modified Polyconic</materialspec>
</did>
<odd type="notes" encodinganalog="500">
<p>Accompanied by graphic flight line index (incomplete).</p>
<p>Sortie 35PR 4MH 29. Height 30,000 ft.</p>
</odd>
</c03>
Display of Tagging Example 3.
<materialspec> and <odd> for map elements
Eastern Asia 1:1,000,000. Canton
1 map; 660 x 710 cm.
Scale: 1:100,000
Projection: Modified Polyconic
Notes: Accompanied by graphic flight line index (incomplete).
Sortie 35PR 4MH 29. Height 30,000 ft.
Tagging Example 4.
Includes <scopecontent>, <arrangement>, and <altformavail>
<c01 level="series">
<did>
<container type="box">1-3</container>
<unittitle encodinganalog="245$a" id="diary">Diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1910/1945">1910-1945.</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Holograph and typewritten diaries, bound and unbound.</p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged in two groups, original and annotated transcripts,
and therein chronologically.</p>
</arrangement>
<altformavail encodinganalog="520">
<p>The diary for Sept. 24-Mar. 5, 1943, is available on
microfilm. Shelf no. 20,613.</p>
</altformavail>
</c01>
Display of Tagging Example 4.
Includes <scopecontent>, <arrangement>, and <altformavail>
Box 1-3 Diaries, 1910-1945.
Holograph and typewritten diaries, bound and unbound.
Arranged in two groups, original and annotated
transcripts, and therein chronologically.
The diary for Sept. 24-Mar. 5, 1943, is available on
microfilm. Shelf no. 20,613.
Tagging Example 5.
Restricted container noted at component level and as container attribute
<c02 level="subseries">
<did>
<container type="box">50-56</container>
<unittitle encodinganalog="245$a">Financial Papers, <unitdate encodinganalog="245$f" type="inclusive" normal="1936/1969">1936-1969</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Correspondence, accounting statements, reports, and printed
matter concerning financial contributions and other fund-raising
activities as well as the general financial situation of the
colony.</p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged alphabetically by subject.</p>
</arrangement>
<accessrestrict encodinganalog="506">
<p>Container 56 is <emph render="bold">restricted</emph> until 1999.</p>
</accessrestrict>
<c03 level="file">
<did>
<container label="restricted" type="box">56</container>
<unittitle encodinganalog="245$a">Financial
problems</unittitle>
</did>
<c04 level="file">
<did>
<unittitle encodinganalog="245$a">Finance Committee, <unitdate encodinganalog="245$f" type="inclusive" normal="1957/1967">1957-1967</unitdate></unittitle>
</did>
</c04>
</c03>
</c02>
Display of Tagging Example 5.
Restricted container noted at component level and as container attribute
Box 50-56 Financial Papers, 1936-1969
Correspondence, accounting statements, reports, and
printed matter concerning financial contributions
and other fund-raising activities as well as the
general financial situation of the colony.
Arranged alphabetically by subject.
Container 56 is restricted until 1999.
Box 56(Restricted) Financial problems
Finance Committee, 1957-1967
Tagging Example 6.
<daogrp> link at folder level to hit list of digitized items
<c02 level="file">
<did>
<unittitle encodinganalog="245$a" id="clgencorr">Photograph album</unittitle>
<daogrp>
<daoloc href="&mcc051;">
<daodesc>
<p>Items available online.</p>
</daodesc>
</daoloc>
</daogrp>
</did>
</c02>
Display of Tagging Example 6.
<daogrp> link at folder level to hit list of digitized items
Photograph album
Items available online.
Link leads to presentation page for navigable album of cartes des visites
Comments:
- Use <scopecontent> rather than <abstract> or
<note> for summary descriptions of the contents of a component.
Scopecontent may be very brief or may contain multiple paragraphs. See Example
1.
- When <note> is appropriate, use inside the <did>
rather than outside for convenience in generating displays. See Example
2.
- Use <odd> for component information which does not
correspond to another element's definition, for information of mixed content,
when additional narrative description is included, and when more specific
tagging would be too burdensome or costly. See Example 3.
- Use <scopecontent> and <arrangement> at the series
level to describe contents of the series and arrangement or organization
therein. Although <arrangement> is available inside the
<scopecontent>, we recommend encoding at the same level as
<scopecontent>. See Example 4. Sometimes arrangement will be inextricably
intertwined with scope information and cannot be marked separately.
- The use of elements formerly subordinate to <admininfo> at
the component level will usually be a supplement to general information already
given at the collection level. See Examples 4 and 5. For instance, the
collection-level <descgrp> will have an <accessrestrict> statement
that some material within the collection is restricted. At the appropriate
component level (e.g., within <c01> for a restricted series), you may
note within <accessrestrict> that the series is restricted.
- Use <daogrp> and its subelement <daoloc> for one or
more archival objects. Former LC practice was to use <dao> instead for a
single digital archival object. See the RLG Best Practice Guidelines for
discussion of this new practice.
- Use <daogrp> in components at the folder or item level when
digitization has taken place selectively. Even if links are made to single
intellectual items, the <daoloc> link will probably point to a
presentation mechanism which allows options between various versions of the
object (jpeg, tif, etc.), or navigation among the parts of an object (pages of
a multipage document). Direct links to single digital files are possible but
not encouraged: it is better to stay within the framework of digital file
storage and navigation already established at the Library. See Example
6.
- Use <daogrp> at the series (or subseries) level when most
or all of a collection or series has been digitized and there are external
navigational aids, such as the American Memory interface, which mirrors the
arrangement in the container list.
- When multiple items in a folder are digitized and description
stops at the folder level, the <daoloc> will probably point to a hit list
whose links point to the items within the folder, probably not in the order
found in the physical folder.
Repeatable:
yes
Order:
within <c> or <c><did>
Revision Date:
07/30/03
Table of ContentsAdjunct Descriptive Data
Table of Contents Number:
3.3.8
EAD Guideline:
3.5.4 (Ver. 1.0)
Tag:
<descgrp type="add">
Description:
This wrapper element, new in EAD 2002, can be used to assemble
supplemental information that facilitates the use of the materials being
described in the finding aid. These additional access tools, such as indexes,
file plans, other finding aids, and descriptions of related and separated
materials, may occur as "back-of-book" materials directly under
<archdesc>, or may be used at the most appropriate component level.
Adjunct data which does not fit into the major subelements below should be
encoded as other descriptive data (<odd>).
LC Practice permits use of adjunct descriptive data as needed,
whether bundled or treated as individual elements, to facilitate the use of
collection materials.
New in EAD 2002: the <add> tag is deprecated. Adjunct
descriptive data subelements are directly available within <archdesc> and
within components. Alternatively, these elements may be pulled together within
a generic descriptive group <descgrp> element with TYPE attribute set to
"add".
See also:
Section 3.3.7.4, Expanded Description of
Components
See also:
Section 3.3.9, Other Descriptive Data
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.:
- Appendix (general purpose; can use for overall <add> if
multiple separate elements)
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
All elements are repeatable and may be used in any order. Do not
use generic text formatting elements such as <p>, <list> and
<table> directly under <descgrp> except to supplement these
subelements as appropriate.
- <bibliography> See 3.3.8.1, Bibliographies
- <fileplan> See 3.3.8.2, File Plans
- <index> See 3.3.8.3, Indexes
- <otherfindaid> See 3.3.8.4, Other Finding Aids
- <relatedmaterial> See 3.3.8.5, Related Material
- <separatedmaterial> See 3.3.8.6, Separated Material
Comments:
- Adjunct descriptive data that applies to a portion of the
collection material may be given at that component level, but this is not a
strict requirement. For instance, a lengthy index to a correspondence series
might appear after the entire container list as long as it is labelled as such.
This would prevent a break in the "flow" of the container list. Note, however,
that there is tension between this practice and the principle of multi-level
description as described in ISAD-G.
- Adjunct descriptive data that applies to the entire collection
(e.g., a bibliography or file plan) is considered "back-of-the-book" material
but need not appear at the end of the finding aid. After the collection-level
<did> (Collection Summary), the order of elements is not fixed and
adjunct descriptive data may appear wherever needed. For instance, a
description of related material might be as appropriately placed after
<scopecontent> as at the end of the container list.
Repeatable:
yes (and recursive)
Order:
following <dsc>
Revision Date:
7/21/03
Table of ContentsBibliographies
Table of Contents Number:
3.3.8.1
EAD Guideline:
3.5.4.1 (Ver. 1.0)
Tag:
<bibliography>
Description:
The bibliography element can be used to group citations to works of
any type, such as books, articles, sound recordings, etc., that are about,
based on, or would be helpful to researchers using the described materials.
Formatting subelements such as <list> and <table> can be used but
are not necessary since formatting can be controlled using style sheets. As
with other adjunct descriptive data elements, it can be used at the collection
level as well as at the appropriate component level.
LC Practice recommends that bibliographies at the <archdesc>
level appear after the Container List.
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.:
- Bibliography
- Major Works of Archibald MacLeish
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
Generic text formatting elements such as <note>, <list>
and <table> can also be used directly under <bibliography>. See Tag
Library for full list of valid subelements.
Tagging Example 1.
<bibliography> at <archdesc> level; <title> is only subelement under <bibref>
<bibliography>
<head>Bibliography</head>
<bibref>
<title>Claire Van Vliet, Printmaker and Printer: a Selection of Prints
and Illustrated Books from the Janus Press at the Rutgers University
Art Gallery in New Brunswick, New Jersey, from November 5 to December
17, 1978.</title> New Brunswick, N.J.: Rutgers University Art Gallery,
1978.
</bibref>
<bibref>Fine, Ruth.
<title>Claire Van Vliet--Landscape Paperworks, Dolan/Maxwell Gallery,
Philadelphia, Pa., November 1984, Mickelson Gallery, Washington, D.C.,
February-March 1985.</title> Dalton, Mass.: Studley Press, c1984.
</bibref>
<archref>Van Vliet, Claire. King Lear Archive: preparatory
materials for an illustrated edition of King Lear, 1984-86. Rare
Book and Special Collections Division, Library of Congress
</archref>
</bibliography>
Display of Tagging Example 1.
<bibliography> at <archdesc> level; <title> is only subelement under <bibref>
Bibliography
Claire Van Vliet, Printmaker and Printer: a Selection of Prints and
Illustrated Books from the Janus Press at the Rutgers University Art
Gallery in New Brunswick, New Jersey, from November 5 to December 17,
1978. New Brunswick, N.J.: Rutgers University Art Gallery, 1978.
Fine, Ruth. Claire Van Vliet--Landscape Paperworks, Dolan/Maxwell
Gallery, Philadelphia, Pa., November 1984, Mickelson Gallery,
Washington, D.C., February-March 1985. Dalton, Mass.: Studley Press,
c1984.
Van Vliet, Claire. King Lear Archive: preparatory materials for an
illustrated edition of King Lear, 1984-86. Rare Book and Special
Collections Division, Library of Congress
Tagging Example 2.
<bibliography> at <archdesc> level arranged by imprint date
<descgrp type="add">
<head>Appendix</head>
<bibliography>
<head>Major Works of Archibald MacLeish</head>
<bibref>
<imprint>
<date>1924</date>
</imprint>
<title>The Happy Marriage, and Other Poems</title> (Boston and
New York: Houghton Mifflin. 79 pp.)
</bibref>
<bibref>
<imprint>
<date>1925</date>
</imprint>
<title>The Pot of Earth</title> (Boston and New York: Houghton
Mifflin. 44 pp.)
</bibref>
</bibliography>
</descgrp>
Display of Tagging Example 2.
<bibliography> at <archdesc> level arranged by imprint date
Appendix
Major Works of Archibald MacLeish
1924
The Happy Marriage, and Other Poems (Boston and New York: Houghton
Mifflin. 79 pp.)
1925
The Pot of Earth (Boston and New York: Houghton Mifflin. 44 pp.).
Comments:
- Bibliographies are most commonly composed of bibref and/or
archref elements but may also contain explanatory notes or additional
formatting.
- A variety of elements are available in <bibref>. Generally
speaking, the only one that should always be used is the <title> element
which should be displayed in a typographically distinct fashion (i.e., in
italics). See Example 1.
- Additional subelements of <bibref> may be used if there is
a reason based on searching or display for the elements to be rendered
distinctly. For instance, if a bibliography is arranged chronologically, you
may wish to separately encode the imprint date. See Example 2. Alternately,
this could have been encoded without using <bibref> as a
<chronlist> within <bibliography>. See Tag Library under
<chronlist>.
- Both <bibref> and <archref> can be used to link to
the materials described if they are available online. See Section 2.2 for
further information on linking elements.
Repeatable:
yes (and recursive)
Order:
following <dsc>
Revision Date:
4/15/03
Table of ContentsFile Plans
Table of Contents Number:
3.3.8.2
EAD Guideline:
3.5.4.2a (Ver. 1.0)
Tag:
<fileplan>
Description:
The <fileplan> element is used to encode any filing scheme
used by the creator of the collection materials. This may be within a list,
table, or any generic formatting elements.
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.
- File Plan
- Headings Used in Card File Subject Index
Encoding Analog:
n/a
Other Attributes:
n/a
Subelements:
Generic text formatting elements such as <note>, <p>,
<list> are used directly under <fileplan>. See Tag Library for full
list of valid subelements.
Tagging Example 1.
<fileplan> at <archdesc> level
<fileplan>
<head>Headings Used in Card File Subject Index</head>
<note>
<p>Listed exactly as arranged, which is generally
alphabetically:</p>
</note>
<list type="simple">
<item>Accounting</item>
<item>Agricultural societies, congresses, etc.</item>
<item>Allston's self-portrait</item>
</list>
</fileplan>
Display of Tagging Example 1.
<fileplan> at <archdesc> level
Headings Used in Card File Subject Index
Listed exactly as arranged, which is generally alphabetically:
Accounting
Agricultural societies, congresses, etc.
Allston's self-portrait
Comments:
Repeatable:
yes (and recursive)
Order:
following <dsc>
Revision Date:
05/07/03
Table of ContentsIndexes
Table of Contents Number:
3.3.8.3
EAD Guideline:
3.5.4.3 (Ver. 1.0)
Tag:
<index>
Description:
The <index> element is used to encode any list of key terms
and reference pointers that has been compiled to facilitate access to the
materials. The index enables linking to container numbers or other descriptors
in the finding aid, but hypertext links are not required.
LC Practice encourages the encoding of pre-existing indexes which
provide names and terms not found elsewhere in the container list, e.g.,
correspondents in a series arranged chronologically which does not list
individual names. An index which links to page numbers of a paper register or
one which simply lists alphabetically names easily found with a keyword search
may not be worth the trouble to encode and may be omitted from the EAD finding
aid.
New in EAD 2002: the subelements <indexentry> and
<namegrp> may now include the <title> element.
See also:
Section 2.2.1, Internal Linking
See also:
Section 3.3.2.7, Use of Controlled Vocabulary
Outside of <controlaccess>
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.
- Index of Correspondents
- Photographs, Index II, Places and Events
Subelements:
Generic text formatting elements such as <p>, <list>
and <table> can also be used directly under <index>. See Tag
Library for full list of valid subelements of <index>,
<indexentry>, and <namegrp>.
Tagging Example 1.
Nonlinking index using specific <controlaccess> tags
<index>
<head>Names and Titles</head>
<indexentry>
<persname>Abbado, Claudio</persname>
<ref>78A/016-26, 88D</ref>
</indexentry>
<indexentry>
<persname>Abbott, George</persname>
<ref>53A/092</ref>
</indexentry>
<indexentry>
<title>Atlantic monthly</title>
<ref>62A/043</ref>
</indexentry>
</index>
Display of Tagging Example 1.
Nonlinking index using specific <controlaccess> tags
Names and Titles
Abbado, Claudio
78A/016-26, 88D
Abbott, George
53A/092
Atlantic monthly
62A/043
Note: in order to make this example link to the container numbers listed, it would be necessary to split apart the two numbers in the first <ref> and code as two refs within <ptrgrp>, and to set target attributes for each <ref>
Tagging Example 2.
Linking index entries using nonspecific <name> tag and including <ptrgrp>
<indexentry>
<name>Age Studio:</name>
<ref target="LOT13074" actuate="onrequest" show="new">LOT 13074</ref>
</indexentry>
<indexentry>
<name>Air Force Photo:</name>
<ptrgrp>
<ref target="LOT13103" actuate="onrequest" show="new">LOT 13103;</ref>
<ref target="LOT13105" actuate="onrequest" show="new">LOT 13105</ref>
</ptrgrp>
</indexentry>
Display of Tagging Example 2.
Linking index entries using nonspecific <name> tag and including <ptrgrp>
Age Studio:
LOT 13074
Air Force Photo:
LOT 13103; LOT 13105
Tagging Example 3.
Normalization attribute supplied for name given in direct order in index entry
<indexentry>
<persname id="barjacq">Barenboim, Daniel</persname> and
<persname normal="DuPre, Jacqueline">Jacqueline (DuPre)</persname>
<ref>73A/267-268, 270</ref>
</indexentry>
Display of Tagging Example 3.
Normalization attribute supplied for name given in direct order in index entry
Barenboim, Daniel and Jacqueline (DuPre)
73A/267-268, 270
Tagging Example 4.
Multiple names in index term encoded in <namegrp>
<indexentry>
<namegrp>
<persname source="LCNAF" encodinganalog="700">Barenboim, Daniel</persname>
<persname source="LCNAF" encodinganalog="700">DuPre, Jacqueline</persname>
</namegrp>
<ref>73A/267-168, 270</ref>
</indexentry>
Names under authority control
Display of Tagging Example 4.
Multiple names in index term encoded in <namegrp>
Barenboim, Daniel
DuPre, Jacqueline
73A/267-268, 270
Names under authority control
Tagging Example 5.
Multiple names in index term encoded in single <name> and cross-references made
<indexentry>
<name>Barenboim, Daniel</name>
<ref target="barjacq" actuate="onrequest" show="new">See Barenboim,
Daniel and Jacqueline (DuPre)</ref>
</indexentry>
<indexentry>
<name id="barjacq">Barenboim, Daniel and Jacqueline (DuPre)</name>
<ref>73A/267-268, 270</ref>
</indexentry>
<indexentry>
<name>DuPre, Jacqueline</name>
<ref target="barjacq" actuate="onrequest" show="new">See Barenboim,
Daniel and Jacqueline (DuPre)</ref>
</indexentry>
Display of Tagging Example 5.
Multiple names in index term encoded in single <name> and cross-references made
Barenboim, Daniel
See Barenboim, Daniel and Jacqueline (DuPre)
Barenboim, Daniel and Jacqueline (DuPre)
73A/267-268, 270
DuPre, Jacqueline
See Barenboim, Daniel and Jacqueline (DuPre)
Comments:
- Indexes consist primarily of index entries, which are composed of
a key term or terms and a reference pointer or pointers. Explanatory notes and
additional formatting elements such as lists and tables may be included, but
don't use them as a substitute for index entries.
- Key terms in an index entry may be specific to its content, e.g.
<persname>, <corpname>, <subject>, or <title>, or may
be encoded as a nonspecific <name> element.
- Whether or not a key term is under authority control, it will
usually appear in a normalized (inverted order) form. Use <persname>,
<famname>, etc. if these can readily be determined (see Examples 1, 3,
and 4). If names are under authority control, set attributes for SOURCE and
ENCODINGANALOG. See Example 4. One may also use the less specific <name>
element, if it is not desired or easy to separate personal, corporate, and
other names. See Examples 2 and 5.
- The name group <namegrp> element can be used to bundle
access element entries, e.g., several <famname> and <persname>
elements, that share the same <ref>, <ptr>, or <ptrgrp>
element. See Example 4.
- However, if punctuation and connecting words must be included
between the names, it is possible to tag multiple names in an index term within
a single name tag and include a cross reference from the full form of the
names. See Example 5.
- An index entry can link using the <ref> element to surround
the container numbers or other location information that the index entry
references. Less commonly used at LC is the pointer <ptr> element, which
contains no text; it is less clear to users where clicking on an arrow might
lead them.
- Use the pointer group <ptrgrp> element to bundle several
<ref> or <ptr> links to a single access term. See Example 2.
- See Section 2.2.1 for more information on creating internal
links.
Repeatable:
yes (and recursive)
Order:
following <dsc>
Revision Date:
7/31/03
Table of ContentsOther Finding Aids
Table of Contents Number:
3.3.8.4
EAD Guideline:
3.5.4.2b (Ver. 1.0)
Tag:
<otherfindaid>
Description:
The <otherfindaid> describes additional or alternative guides
to the collections being described by the finding aid, such as a card file in
the reading room, or a published guide to the collection. This element does not
encode the contents of those guides. Links to or lists of finding aids to other
collections (related by subject or provenance) should not be encoded as
<otherfindaid> but as <relatedmaterial> or
<separatedmaterial>, respectively.
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Choose or formulate required <head> appropriate to content,
e.g.
- Other Finding Aids
- Additional Guides to the XYZ Papers
Encoding Analog:
555
Other Attributes:
n/a
Subelements:
Generic text formatting elements such as <p>, <list>
and <table> are used directly under <otherfindaid>. See Tag Library
for full list of valid subelements.
Tagging Example 1.
<otherfindaid> following <scopecontent>
<otherfindaid encodinganalog="555">
<head>Additional Guides</head>
<p>An annotated inventory describing each item in the collection,
but in an order different from the current arrangement, and a
negative photostatic copy of the inventory with fewer annotations
may be found in the Manuscript Division Reading Room reference
collection. Special card file indexes for the collection exist but
are housed separately from the items themselves. A microfilm
version of these indexes may be found on reel 15 of this
series. To use the original indexes consult the reference staff in
the Manuscript Division Reading Room.</p>
</otherfindaid>
Display of Tagging Example 1.
<otherfindaid> following <scopecontent>
Additional Guides:
An annotated inventory describing each item in the collection, but in
an order different from the current arrangement, and a negative
photostatic copy of the inventory with fewer annotations may be found
in the Manuscript Division Reading Room reference collection. Special
card file indexes for the collection exist but are housed separately
from the items themselves. A microfilm version of these indexes may be
found on reel 15 of this series. To use the original indexes consult
the reference staff in the Manuscript Division Reading Room.
Comments:
- This element which applies to the entire collection is considered
"back-of-the-book" material but need not appear at the end of the finding aid.
Information about other finding aids might be given in conjunction with either
administrative information or the scope and content note as appropriately as at
the end of the container list.
Repeatable:
yes (and recursive)
Order:
following <dsc>
Revision Date:
4/15/03
Table of ContentsRelated Material
Table of Contents Number:
3.3.8.5
EAD Guideline:
3.5.4.4a (Ver. 1.0)
Tag:
<relatedmaterial>
Description:
The <relatedmaterial> element is used to encode information
about collections which may be of interest to users of the collection in hand
but are not connected by provenance. These collections may be in the same
repository, in other institutions, or both.
See also:
Section 3.3.8.6, Separated Material
Labels/Heads:
Choose or formulate head appropriate to content, e.g.
- Related Material
- Related Archival Collections at the Library of Congress
Encoding Analog:
544 1
Subelements:
Generic text formatting elements such as <note>, <list>
and <table> can also be used directly under <relatedmaterial>. See
Tag Library for full list of valid subelements.
Tagging Example 1.
Related material encoded in definition list format
<relatedmaterial encodinganalog="544 1">
<head>Related Archival Collections Beyond the Library of
Congress</head>
<list type="deflist">
<defitem>
<label>
<archref>National Broadcasting Company Records at the
Wisconsin State Historical Society
</archref>
</label>
<item>The State Historical Society of Wisconsin in Madison
maintains archival NBC records for 1929-1969: 564 boxes,
3,264 discs, 21 tapes and 72 reels of microfilm. The
Wisconsin collection includes central files, office files
and a library of scripts and recordings which complement the
NBC Archives at the Library of Congress.</item>
</defitem>
</list>
</relatedmaterial>
Display of Tagging Example 1.
Related material encoded in definition list format
Related Archival Collections Beyond the Library of Congress
National Broadcasting Company Records at the Wisconsin State
Historical Society
The State Historical Society of Wisconsin in Madison maintains
archival NBC records for 1929 - 1969: 564 boxes, 3,264 discs, 21 tapes
and 72 reels of microfilm. The Wisconsin collection includes central
files, office files and a library of scripts and recordings which
complement the NBC Archives at the Library of Congress.
Tagging Example 2.
Related material encoded in paragraph narrative with embedded linking archrefs
<relatedmaterial encodinganalog="544 1">
<head>Related Material</head>
<p>Collections in the Manuscript Division supplementing the
Olmsted Papers include <archref href="http://hdl.loc.gov/loc.mss/eadmss.ms001018" show="new" actuate="onrequest">records of the <origination>Olmsted
Associates,</origination></archref> landscape architects, of
Brookline, Massachusetts, the successor to the firm established by
Frederick Law Olmsted and Calvert Vaux in 1858 and the files of
<archref href="http://hdl.loc.gov/loc.mss/eadmss.ms001020" show="new" actuate="onrequest"><origination>Laura Wood
Roper,</origination></archref> Olmsted's biographer, which contain
original Olmsted material and Olmsted Associates
correspondence.</p>
</relatedmaterial>
Display of Tagging Example 2.
Related material encoded in paragraph narrative with embedded linking archrefs
Related Material
Collections in the Manuscript Division supplementing the Olmsted
Papers include records of the Olmsted Associates, landscape
architects, of Brookline, Massachusetts, the successor to the firm
established by Frederick Law Olmsted and Calvert Vaux in 1858 and the
files of Laura Wood Roper, Olmsted's biographer, which contain
original Olmsted material and Olmsted Associates correspondence.
Comments:
- Related material may consist of a list (see Example 1), a table,
or paragraphs which include <archref> or <bibref> elements (see
Example 2), as well as of <archref> or <bibref> elements. See the
Application Guidelines for an example of <relatedmaterial> which consists
of a list of <archref> elements without additional formatting.
- Archival references (<archref>) may be encoded within any
of these formatting elements. Since <archref> is a linking element, links
to online finding aids or web sites for the archival resource being referenced
may be easily made at the point of encoding or in the future.
Repeatable:
yes (and recursive)
Order:
following <dsc>
Revision Date:
4/15/03
Table of ContentsSeparated Material
Table of Contents Number:
3.3.8.6
EAD Guideline:
3.5.4.4b (Ver. 1.0)
Tag:
<separatedmaterial>
Description:
The <separatedmaterial> element is used to encode information
about materials that are associated by provenance to the materials described in
the finding aid but that have been physically separated, either by the
repository or before they were received.
See also:
Section 3.3.3.4, Processing
Information
Labels/Heads:
Choose or formulate head appropriate to content, e.g.
- Transferred Material
- Material Cataloged Separately
- Olmsted Associate Records in Other Institutions
Encoding Analog:
544 0
Subelements:
Generic text formatting elements such as <note>, <list>
and <table> can also be used directly under <separatedmaterial>.
See Tag Library for full list of valid subelements.
Tagging Example 1.
Separated material at LC and elsewhere in paragraph format
<separatedmaterial encodinganalog="544 0">
<head>Olmsted Associates Records in Other Institutions</head>
<p>An extensive collection of additional Olmsted Associates
records, including graphic material related to this collection, is
located at the Frederick Law Olmsted National Historical Site in
Brookline, Massachusetts. Records for the period 1870-1910 also
are included in the Subject File of the <archref href="http://hdl.loc.gov/loc.mss/eadmss.ms001019" show="new" actuate="onrequest"><origination>Frederick Law Olmsted</origination>
Papers</archref> in the Library of Congress.</p>
</separatedmaterial>
Display of Tagging Example 1.
Separated material at LC and elsewhere in paragraph format
Olmsted Associates Records in Other Institutions
An extensive collection of additional Olmsted Associates records,
including graphic material related to this collection, is located at
the Frederick Law Olmsted National Historical Site in Brookline,
Massachusetts. Records for the period 1870-1910 also are included in
the Subject File of the Frederick Law Olmsted Papers in the Library of
Congress.
Tagging Example 2.
Detailed description of transfers within the Library
<separatedmaterial encodinganalog="544 0">
<head>Transferred Material</head>
<p>Some material received with this collection has been
transferred to other divisions of the Library, where they have
been identified as part of these papers. Photographs, slides, and
drawings have been transferred to the Prints and Photographs
Division. Maps of Germany, Berlin, Dessau, Hessen, Thuringen,
central European railways, central Europe and the Berlin Crisis of
1960, and fighting fronts of World War II have been transferred to
the Geography and Map Division An audiotape of a lecture by
Dearstyne on the Bauhaus has been transferred to the Motion
Picture, Broadcasting and Recorded Sound Division. Books,
articles, and pamphlets on a variety of topics have been
transferred to the Rare Book and Special Collections Division.</p>
</separatedmaterial>
Display of Tagging Example 2.
Detailed description of transfers within the Library
Transferred Material
Some material received with this collection has been transferred to
other divisions of the Library, where they have been identified as
part of these papers. Photographs, slides, and drawings have been
transferred to the Prints and Photographs Division. Maps of Germany,
Berlin, Dessau, Hessen, Thuringen, central European railways, central
Europe and the Berlin Crisis of 1960, and fighting fronts of World War
II have been transferred to the Geography and Map Division An
audiotape of a lecture by Dearstyne on the Bauhaus has been
transferred to the Motion Picture, Broadcasting and Recorded Sound
Division. Books, articles, and pamphlets on a variety of topics have
been transferred to the Rare Book and Special Collections Division.
Comments:
- Separated material may consist of paragraphs (Examples 1-2) or be
in list or table format; it also may consist exclusively of <archref>
elements which need no further formatting.
- In the past, <processinfo> was used to describe the
transfer of material to other Library divisions. New LC practice is to encode
such information as <separatedmaterial>; a brief listing may still be
included in the administrative <descgrp> (see Section 3.3.3,
Administrative Information, Example 1) while a detailed listing of transferred
material might be listed elsewhere with other adjunct information (see Example
2 above).
Repeatable:
yes (and recursive)
Order:
following <dsc> or within <descgrp
type="admininfo">
Revision Date:
7/21/03
Table of ContentsOther Descriptive Data
Table of Contents Number:
3.3.9
EAD Guideline:
3.5.5 (Ver. 1.0)
Tag:
<odd>
Description:
The <odd> element is a generic catchall element used
primarily for descriptive information not fitting into any existing tags. It is
particularly useful in the conversion of retrospective finding aids, where
descriptive elements have been mixed (for instance, administrative information
with scope note) and cannot be readily teased apart, and can also be used in
other situations in which the burden of more specific tagging cannot be
justified.
See also:
Section 3.3.7.4, Expanded Description of
Components
Labels/Heads:
Choose or formulate required <head> appropriate to content
for <odd> at the <archdesc> level, e.g.
- Collection Concordance by Format
- Introduction
Encoding Analog:
500 (use at <archdesc> level)
Other Attributes:
Use type attributes for <odd> elements at the
<archdesc> level to indicate regularly occurring structures that do not
fit into any other element, e.g.
- type="Format Concordance"
Subelements:
Tagging Example 1.
Format concordance coded as table
<odd type="format concordance" encodinganalog="500">
<head>Collection Concordance by Format</head>
<table>
<tgroup cols="3">
<colspec colnum="1" colname="1" colwidth="20" />
<colspec colnum="2" colname="2" colwidth="50" />
<colspec colnum="3" colname="3" colwidth="50" />
<thead>
<row>
<entry>Numbers</entry>
<entry>Physical Description</entry>
<entry>Location Numbers</entry>
</row>
</thead>
<tbody>
<row>
<entry>
<emph render="bold">Sound Recordings</emph>
</entry>
<entry> </entry>
<entry> </entry>
</row>
<row>
<entry>36</entry>
<entry>12-inch acetate-on-aluminum discs</entry>
<entry>AFS 3905-3940 (original field recordings)</entry>
</row>
<row>
<entry>5</entry>
<entry>10-inch DT reels</entry>
<entry>LWO 4872: reels 255-259 (preservation copies)</entry>
</row>
<row>
<entry>
<emph render="bold">Graphic Images</emph>
</entry>
<entry> </entry>
<entry> </entry>
</row>
<row>
<entry>1</entry>
<entry>black-and-white photoprint</entry>
<entry>AFC 1940/002:P1</entry>
</row>
<row>
<entry>1</entry>
<entry>copy negative</entry>
<entry>AFC 1940/002:P1-p1</entry>
</row>
</tbody>
</tgroup>
</table>
</odd>
Display of Tagging Example 1.
Format concordance coded as table
Collection Concordance by Format
Numbers Physical Description Location Numbers
Sound Recordings
36 12-inch acetate-on-aluminum discs AFS 3905-3940
(original field recordings)
5 10-inch DT reels LWO 4872: reels 255-259
(preservation copies)
Graphic Images
1 black-and-white photoprint AFC 1940/002:P1
1 copy negative AFC 1940/002:P1-p1
Tagging Example 2.
<odd> for miscellaneous information at component level
<c03>
<did>
<unittitle>A short alleluia</unittitle>
</did>
<odd>
<p>Photocopy of holograph choral (SSAA) score with red pencil
annotations (2 copies); 2 p. Note: In caption: The Byrn Mawr
College Chorus</p>
</odd>
</c03>
Display of Tagging Example 2.
<odd> for miscellaneous information at component level
A short alleluia
Photocopy of holograph choral (SSAA) score with red pencil
annotations (2 copies); 2 p. Note: In caption: The Byrn Mawr
College Chorus
Tagging Example 3.
<odd> for map information at component level
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Eastern Asia 1:1,000,000. Canton</unittitle>
</did>
<odd type="notes" encodinganalog="500">
<p>Accompanied by graphic flight line index (incomplete).</p>
<p>Sortie 35PR 4MH 29. Height 30,000 ft.</p>
</odd>
</c03>
Display of Tagging Example 3.
<odd> for map information at component level
Eastern Asia 1:1,000,000. Canton
Notes: Accompanied by graphic flight line index (incomplete).
Sortie 35PR 4MH 29. Height 30,000 ft.
Comments:
- Use <odd> for descriptive elements which fit no existing
EAD tag, such as concordances by format compiled by the American Folklife
Center and cartographic details described by Geography and Map Division. Set
the TYPE attribute to indicate the nature of the content and indicate the
appropriate ENCODINGANALOG (usually 500). See Examples 1 and 3.
- Scattered miscellaneous descriptive data within components in the
container list may be encoded as <odd> when the burden of more specific
tagging for this data cannot be justified. See Example 2.
- When encoding retrospective finding aids, encoders are encouraged
to work with finding aid authors to separate collection-level information into
the more specific tags rather than encoding mixed descriptive data as
<odd>. Encoding data with more specific tags enables more uniformity in
the searching and display of finding aids in the LC and other databases.
Finding aid creators are encouraged to avoid the unnecessary commingling of
descriptive elements.
Repeatable:
yes (and recursive)
Order:
n/a
Revision Date:
05/0903