The University of Minnesota Libraries' EAD implementation web site
(http://wiki.lib.umn.edu/Staff/FindingAidsInEAD) has some resources that
might be helpful, including tips on converting finding aids in MS Word
into MS Access files, and Access files into EAD.
Hope this helps!
Lara Friedman-Shedlov
________________________________________
Lara D. Friedman-Shedlov
Kautz Family YMCA Archives
University of Minnesota Libraries
[log in to unmask] 612.626.7972
________________________________________
Kate Bowers wrote:
> We use a template in Word for any folks who key in data. We also can
> map Excel or other files to this template (basically, it's a 4-column
> table). MSWord has its drawback, particularly to do with character
> encoding, but it has the advantage that everyone, from students to
> temps to folks in the university offices that send us their folder
> lists, knows how to use MSWord.
>
> Warning about MSWord: Turn off "autocorrect" options TWICE (once in
> Tools, Autocorrect options, Autoformat-as-you-type, and once in Tools,
> Autocorrect options, Autoformat). These are non-unicode characters
> and they will break your EAD. You can play with "cut" and "paste as
> unicode text" when you get folder lists that have been created with
> these turned on, but if you are able to control the use of Word, turn
> these OFF.
>
> About the Macro:
> 1) the macro requires a table with the following four columns and with
> this precise text as the header in each column in this precise order
> (case counts!)
> Folder Title Physical extent Box
> Number Note
> 2) the macro works by selecting and copying the table, pasting the
> table into a new document, inserting extra columns, converting the
> table to text, recognizing the number of tabs between each kind of
> data, and inserting EAD encoding
> 3) the macro will not work if
> a) a box number is lacking in any row
> b) a return character has been used in any cell
> c) a tab character has been used in any cell
> 4) this is plain text that can be pasted into any text editor
> 5) if the data you have does not conform to these 4 columns, then you
> can edit it after the conversion
> 6) here is what you get for each row in the table:
>
> <c level="item">
> <did>
> <unittitle>Some folder title</unittitle>
> <physdesc> <extent> (some extent) </extent> </physdesc>
> <container> Box some number</container>
> </did>
> <note><p> some note.</p> </note> </c>
>
> 7) if there is no extent, there is no ead tagging for extent
> 8) if there is no note data, there is no ead tagging for note
>
> <c level="item">
> <did>
> <unittitle>Some folder title</unittitle>
> <container> Box some number</container>
> </did>
> </c>
>
> 9) Before you run the macro, place your cursor just before the 'N' in
> note (just to be on the safe side).
>
> The list probably does not permit attachments, but if you ask me I
> will send invidivuals the template and the macro. Here is the macro
> as text:
> =========================================================================
>
> Sub macEAD4Columns()
> '
> ' macEAD1 Macro
> ' Macro recorded 10/19/2004 by kate
>
> '
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = ""
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.ClearFormatting
> With Selection.Find
> .Text = "folder title"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute
> Selection.HomeKey Unit:=wdStory
> Selection.Find.ClearFormatting
> With Selection.Find
> .Text = "folder title"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute
> Selection.Tables(1).Select
> Selection.Copy
> Documents.Add Template:="Normal", NewTemplate:=False, DocumentType:=0
> Selection.PasteAndFormat (wdPasteDefault)
> Selection.HomeKey Unit:=wdStory
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "folder title"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.EscapeKey
> Selection.Rows.ConvertToText Separator:=wdSeparateByTabs,
> NestedTables:= _
> True
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "^t^t^t^p"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
>
> '
> ' macEAD2 Macro
> ' Macro recorded 10/19/2004 by kate
> '
> Selection.HomeKey Unit:=wdStory
> Selection.WholeStory
> Selection.ConvertToTable Separator:=wdSeparateByTabs, NumColumns:=4, _
> NumRows:=6, AutoFitBehavior:=wdAutoFitContent
> With Selection.Tables(1)
> .Style = "Table Grid"
> .ApplyStyleHeadingRows = True
> .ApplyStyleLastRow = True
> .ApplyStyleFirstColumn = True
> .ApplyStyleLastColumn = True
> End With
> Selection.Find.ClearFormatting
> With Selection.Find
> .Text = "folder title"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute
> Selection.InsertColumnsRight
> Selection.InsertColumnsRight
> Selection.InsertColumnsRight
> Selection.Rows.ConvertToText Separator:=wdSeparateByTabs,
> NestedTables:= _
> True
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "^t^t^t^t"
> .Replacement.Text = "</unittitle> <physdesc> <extent> ("
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> Selection.ConvertToTable Separator:=wdSeparateByTabs, NumColumns:=3, _
> NumRows:=6, AutoFitBehavior:=wdAutoFitContent
> With Selection.Tables(1)
> .Style = "Table Grid"
> .ApplyStyleHeadingRows = True
> .ApplyStyleLastRow = True
> .ApplyStyleFirstColumn = True
> .ApplyStyleLastColumn = True
> End With
>
> '
> ' macEAD3 Macro
> ' Macro recorded 10/19/2004 by kate
> '
> Selection.HomeKey Unit:=wdStory
> Selection.Find.ClearFormatting
> With Selection.Find
> .Text = "Box Number"
> .Replacement.Text = "</unittitle> <physdesc> <extent> ("
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute
> Selection.InsertColumns
> Selection.InsertColumns
> Selection.InsertColumns
> Selection.Rows.ConvertToText Separator:=wdSeparateByTabs,
> NestedTables:= _
> True
> Selection.HomeKey Unit:=wdStory
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "^t^t^t^t"
> .Replacement.Text = ") </extent> </physdesc> <container> Box "
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "<physdesc> <extent> () </extent> </physdesc>"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
>
> '
> ' macEAD4 Macro
> ' Macro recorded 10/19/2004 by kate
> '
> Selection.HomeKey Unit:=wdStory
> Selection.WholeStory
> Selection.ConvertToTable Separator:=wdSeparateByTabs, NumColumns:=2, _
> NumRows:=6, AutoFitBehavior:=wdAutoFitContent
> With Selection.Tables(1)
> .Style = "Table Grid"
> .ApplyStyleHeadingRows = True
> .ApplyStyleLastRow = True
> .ApplyStyleFirstColumn = True
> .ApplyStyleLastColumn = True
> End With
> Selection.HomeKey Unit:=wdStory
> Selection.Find.ClearFormatting
> With Selection.Find
> .Text = "note"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute
> Selection.InsertColumns
> Selection.Rows.ConvertToText Separator:=wdSeparateByTabs,
> NestedTables:= _
> True
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "^t^t"
> .Replacement.Text = "</container> <note><p> "
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> Selection.HomeKey Unit:=wdStory
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "^p"
> .Replacement.Text = _
> ".</p> </note> </c>^p<c level=""item""><did> <unittitle>"
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> With Selection.Find
> .Text = "</container>"
> .Replacement.Text = "</container> </did>"
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> With Selection.Find
> .Text = ".."
> .Replacement.Text = "."
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
>
> '
> ' macEADcleanup Macro
> ' Macro recorded 10/19/2004 by kate
> '
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = _
> "Folder Title</unittitle> <physdesc> <extent> (Physical
> extent) </extent> </physdesc> <container> Box Box Number</container>
> </did> <note><p> Note.</p> </note> </c>^p"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "<note><p> .</p> </note>"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> With Selection.Find
> .Text = "<c level=""item""><did> <unittitle>.</p> </note> </c>^p"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> With Selection.Find
> .Text = "<c level=""item"""
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute
>
> '
> ' macEADCleanup2 Macro
> ' Macro recorded 10/19/2004 by kate
> '
> Selection.Find.ClearFormatting
> Selection.Find.Replacement.ClearFormatting
> With Selection.Find
> .Text = "<c level=""item""><did> <unittitle>^p"
> .Replacement.Text = ""
> .Forward = True
> .Wrap = wdFindContinue
> .Format = False
> .MatchCase = False
> .MatchWholeWord = False
> .MatchWildcards = False
> .MatchSoundsLike = False
> .MatchAllWordForms = False
> End With
> Selection.Find.Execute Replace:=wdReplaceAll
> End Sub
>
>
>
> At 02:42 PM 6/12/2006 -0400, Katy Rawdon-Faucett wrote:
>
>> Dear colleagues,
>>
>>
>>
>> My institutions is beginning its first foray into marking up our
>> finding aids into EAD. Were all reasonably EAD-literate, and marking
>> up the frontmatter should not (I say now&) be a problem.
>>
>>
>>
>> I was wondering, however, how other institutions handle the mark-up
>> of their box and folder lists. Cutting and pasting text from our
>> finding aids into Oxygen, which is what we are using for mark-up,
>> just isnt going to cut it when we have collections with thousands of
>> folder-level entries. Has anyone had any luck with using macros, or
>> any other system, to avoid having to mark up a box list by hand? We
>> cant all be spending hours cut-and-pasting, can we?
>>
>>
>>
>> Thanks,
>>
>> Katy
>>
>>
>>
>> ____________________
>> Katy Rawdon-Faucett
>> Archivist
>> The Barnes Foundation
>> 300 North Latch's Lane
>> Merion, PA 19066-1759
>> Ph: (610) 667-0290 ext. 1048
>> Fax: (610) 664-4026
>> [log in to unmask]
>> <blocked::mailto:[log in to unmask]>
>> www.barnesfoundation.org/archives.html
>> <http://www.barnesfoundation.org/archives.html>
>>
>>
>
> Kate Bowers
> Collection Services Archivist
> Harvard University Archives
> Cambridge, MA 02138
> voice: (617) 495-2461
> fax: (617) 495-8011
> email: [log in to unmask]
>
|
