One
thing we try to keep in mind is that the EAD listing need not be in the same
order as the physical material. So if the second accession is processed
and the boxes numbered consecutively (that is, picking up where the first set
left off) you can go ahead and “integrate” the listing without
integrating the material. Here’s an example: http://library.syr.edu/digital/guides/a/allbritten_d.htm#d0e365
. You can see that in the first section the box numbers jump around,
because we had a second set of material that intellectually belonged up there
but isn’t physically integrated.
Michele
From: Encoded Archival
Description List [mailto:[log in to unmask]] On Behalf Of Aikens, Barbara
Sent: Thursday, October 22, 2009 1:51 PM
To: [log in to unmask]
Subject: Re: examples of EAD finding aids with multiple accessions
This is a common problem for us too, and I am interested in
hearing about the solutions. One issue that we frequently encounter is an
addition (unprocessed) to a fully processed collection with a full-level
finding aid. A good number of our collections are fairly
contemporary. How to integrate into the EAD finding aid, without
fully integrating the material into already fully processed and fully
boxed/foldered collection!?
I’ve played around with making the addition a new series,
or just incorporating a detailed description of it into the scope and content
note and tacking on the boxes to the container listing. Interesting
that you mention the OPAC/cataloging issue; all of our additions are integrated
into the primary collection record.
Barbara D. Aikens
Chief,
Collections Processing
Archives
of American Art, Smithsonian Institution
Ph: 202-633-7941
Mailing Address
Archives
of American Art, Smithsonian Institution
PO
Box 37012
Victor
Bldg., Suite 2200, MRC 937
Washington,
DC 20013-7012
From: Encoded Archival
Description List [mailto:[log in to unmask]] On Behalf Of Michael Rush
Sent: Thursday, October 22, 2009 1:28 PM
To: [log in to unmask]
Subject: Re: examples of EAD finding aids with multiple accessions
Hi Jacqie,
Here at the Beinecke Library we migrated all of our
"preliminary lists", which were accession lists, from plain text
files to EAD a few years ago. Previously a (loose and inconsistent)
distinction was made between proper finding aids and preliminary inventories,
with the prelim stuff generally excluded from our finding aid db. Now we
treat them the same, all in EAD, all in the finding aid database.
Our migration project combined all accession lists into one
finding aid per collection. For collections with accessions lacking an
inventory, we included the call number, date, extent, and whatever description
we had for that accession, so hopefully the finding aids are complete
representations of the holdings. We generally don't have processed
collections with later accessions tacked on to the end of the finding aid, but
it will happen eventually, I'm sure.
We encode our accessions as <c01
level="otherlevel" otherlevel="accession">. The
<c02>s may or may not be level="series". Here's an
example: http://hdl.handle.net/10079/fa/beinecke.ackroyd.
You can find more examples by searching for "Multiple Call
Numbers" (in quotes) and restricting your search to Beinecke.
FYI, our db is Fedora, not DLXS.
Mike
____________________________________
Michael Rush | [log in to unmask]
Processing Archivist / EAD Coordinator
Beinecke Rare Book & Manuscript Library
On Thu, Oct 22, 2009 at 12:57 PM, Ferry, Jacquelyn M - WHS
<[log in to unmask]>
wrote:
Hi all,
We’re beginning
to encode collections with multiple accessions (some “processed”
and some “unprocessed”—we’ve been a minimum processing
institution for over 12 years so the line is a bit blurry). In any case,
we’ve routinely created separate finding aids for each new accession that
comes in, rather than amending the original finding aid. I’m looking for
examples from other institutions that are attempting the same thing. My
preference would be to amend the original EAD finding aid to include all
accessions, but this gets messy when linking to/from our OPAC. Does anybody
have any good examples to share? I’d be especially interested to hear
from any DLSX users.
Thanks,
Jacqie
Jacquelyn M. Ferry
Cataloging
Archivist and EAD Coordinator
Wisconsin Historical
Society
816 State Street
Madison, WI 53706
Phone: (608)
264-6453
Website: www.wisconsinhistory.org
Collecting,
Preserving and Sharing Stories Since 1846