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Leslie, Sue-

 

We tried doing something like this at the Harry Ransom Center.  We would export content from a File Maker Pro database into a text document, edit, and parse and validate in XMetaL.  We had problems applying any sort of hierarchical relationships within the <dsc> so we just used the information in the database to create the indexes of our EAD documents (because our indexes are pretty shallow compared to the folder list.) 

 

Basically, we would create new fields (we called them calculation fields) that combined EAD tags and content from fields within the same database.  This is the process we used to export entries for the Correspondents Index:

Correspondence

 

  1. Create index calculation fields in Filemaker Pro.  (See EAD Tagging document for details.)
  2. Find all records in collection.
  3. Sort records:
    1. Sort by NAF(Name Authority File) Index Form and Bradley Location.
    2. Export in order of

                                                               i.      Bradley author corr index calc

                                                              ii.      Bradley location corr index calc.

c.     Export data into a tab-separated text document.

d.     Save to a convenient location (i.e. desktop.)

4.     Open Tab separated Word document. Make sure "Show All" view is selected.

5.     Edit Word document:

                                                               i.      Remove Tabs

                                                              ii.      Replace [..] with [.]

                                                            iii.      Replace [.(space).] with [.] or [empty]

                                                            iv.      Replace [(space)(space)] with [(space)]

                                                             v.      Replace all curly quotes.  (Remember to deselect the "Replace straight quotes with curly quotes" option on the Auto Format Options on the Tools/AutoCorrect Options/ AutoFormat as You Type menu)

Replace

·          “Box” with "Box"

·         “Folder” with "Folder"

vi.    Replace [-.] with [-(space).] caused by open ended date ranges without spaces following hyphen.

6.     Add appropriate front matter tags to XMetal document. (Remember to close tags at end of index)

a.       <eadheader relatedencoding="MARC21"> <archdesc>

b.       <archdesc level="collection">

c.        <dsc>

d.       <odd type="index">

e.        <list>

f.        <head>

        7.     Copy text of edited Word document and paste into XMetal XML document

8.     Validate document in XMetal and save.

 

Our Calculation fields looked something like this:

Author/persname index calc:                            <item><persname>&NAF index form&</persname>#

Author/corpname index calc:                           <item><corpname>&NAF index form&</corpname>#

Periodical index calc:                                          <item><corpname><emph render="italic">&NAF index form&</emph></corpname>#

[Make sure persname, corpname and periodical index form are applied to proper records when creating field values]

Location index calc:                                           --#&Bradley location&</item>

 

Where “&” is used to combine tags with field values and “#” represents a space.

 

The result was something like: Persname -- box.folder (or) Corpname -- box.folder  (or) Periodical title – box.folder

 

Addy’s set up at the Tarlton Law Library (UT) is definitely worth looking at too. 

 

-Catherine

 

 

 

Catherine Stollar, Archivist

Harry Ransom Center

The University of Texas at Austin

P.O. Box 7219

Austin, Texas 78713-7219

P: 512-232-4615

www.hrc.utexas.edu