We tried doing something like this at the
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:
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)
· “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">
d. <odd type="index">
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 Stollar, Archivist