Is your EAD Management System homegrown? It sounds excellent. I thought you
might use ICA-ATOM, but if so, I didn't realize it could do all that.


On Thu, Jul 26, 2012 at 3:17 AM, Henny van Schie <
[log in to unmask]> wrote:

> Michele,
> In the National Archives of the Netherlands we do track revisions to our
> finding aids. We have two systems, a manual one with <revisiondesc>, and an
> automated one in our XML database.
> The content model of the element <revisiondesc> is:
> <revisiondesc audience="internal">
>   <change>
>   <date calendar="gregorian" era="ce" normal="20101021">21-10-2010</date>
>   <item>
>       <num>2</num>
>       Free text, not standardized, describing the change
>       <name>name of the agent, sometimes a script</name>
>   </item>
>   </change>
> </revisiondesc>
> Obviously, not all changes are recorded.
> Recorded are:
> Mandatory:
> -       all accruals, expressed by one or more added <c# level=”file”>
> elements (an element with level=”file” contains the description of a
> deliverable unit: a folder, box, book, map, etc.);
> -       splitting up a deliverable unit into two or more new and smaller
> units, expressed by one or more added <c# level=”file”> elements and the
> removal of the original one;
> -       removal of deliverable units as a result of appraisal or transfer
> of archival material to other archives;
> Highly recommended (the processing archivist decides):
> -       addition of new texts in <p>, <list> or <table> in the descriptive
> block elements (<bioghist>, <processinfo>, etc.), at any level;
> -       addition of new annexes (concordances, definition lists,
> glossaries, bibliographies);
> -       addition of new schemes (genealogical tables, organogram charts);
> -       removal of elements, containing text;
> -       general facelift of a finding aid (rearrangement of descriptions,
> conversion of the 19th century spelling into modern spelling);
> -       generic adaptations (conversion from DTD tot Schema).
> Not recorded are:
> -       individual corrections (typing and marking errors);
> -       corrections, additions and removals of small parts of texts of
> individual elements;
> -       changes as a result of synchronization with other systems;
> -       changes in rendering and presentation (i.e. <table> replaced by a
> <list>).
> The automated process of tracking revisions (versioning) is done by our EAD
> Management System. This system keeps a copy of all changes in all EAD
> instances in our dedicated XML database. It is possible to compare any
> specific version of an EAD instance with any other version of that
> instance. It is like comparing selected revisions on the 'view history'
> page of a wiki.
> The manual tracking method is for reasons of accountability: our successors
> might want to know what we have done with the archival descriptions and the
> archival material. The automated versioning is to prevent disasters: if you
> have lost a big, manually into EAD converted finding aid, by accidentally
> saving an empty or corrupted version of it, you know what I mean ;-).