Using mail merge is the most common method, although I find there is sometimes issues with Excel’s formatting.
The method I use is a basic XML schema mapped to an Excel workbook. This lets you enter all of the collection data—including front matter, collection hierarchy etc.—and then save it as an XML file without any formatting. Then I use an XQuery script running with BaseX on a desktop that turns it all into EAD. I hope to run the script on a server so that all you would have to do is save the spreadsheet as XML on the server and it would just pop out as valid EAD. I’m writing it up for publication but it still needs documentation and smoothing out some of the less-common ways we do things here. I can send the Excel workbook and the script if anyone is interested.
Hope this helps,
M. E. Grenander Department of Special Collections & Archives
University at Albany, SUNY
If you have access to oXygen, you can also do this there with an xslt. I wrote a tutorial about how to do this here: http://icantiemyownshoes.wordpress.com/2014/03/04/tutorial-how-to-turn-a-spreadsheet-into-the-contents-list-of-an-ead-encoded-finding-aid/
I’ve also done the MS Word mail merge thing before and it totally works – I found that I’ve sometimes run into performance problems, though, if I’m working with a file with a lot of rows.
Archivist, Metadata Specialist
Manuscripts & Archives
Yale University Library
From: Encoded Archival Description List [mailto:[log in to unmask]]
On Behalf Of Elizabeth Perkes
Sent: Thursday, July 17, 2014 12:46 PM
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Subject: Re: Excel-to-EAD scripts, macros, whatever
You can use Excel as the data source for Word's mail merge function. Put the XML wrappers in Word with placeholders for the fields defined in Excel, run the merge, delete section breaks, and paste into your EAD document.
On Thu, Jul 17, 2014 at 10:38 AM, Michele R Combs <[log in to unmask]> wrote:
Hi guys --
I seem to recall someone, or perhaps several someones, mentioning on this list that they had macros or scripts or something to convert collection inventories in Excel to EAD. Yes?
Special Collections Research Center
Syracuse University Libraries
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