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: .  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.




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

email:  [log in to unmask]


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:  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.




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.





Jacquelyn M. Ferry

Cataloging Archivist and EAD Coordinator

Wisconsin Historical Society

816 State Street

Madison, WI 53706

Phone: (608) 264-6453

Email: [log in to unmask]



Collecting, Preserving and Sharing Stories Since 1846