If you have a collections management system (e.g. ArchivesSpace), it should be theoretically possible to derive EAD dynamically from the database when a user requests it, so the EAD is always current.

On Wed, Feb 17, 2016 at 4:16 PM, Dale Patterson <[log in to unmask]> wrote:
It strikes me that suggesting the EAD does not work for record groups, as some have, because they will not be up-to-date, misses the point of record group processing; you will always be behind with records from active offices.  It doesn't matter if it is from a database, or a typewritten document or an EAD instance, new material is always coming in.  We even use an XML-based database which updates our EADs as we work and still find ourselves behind.  It is not EADs fault. 

On 2/17/2016 4:03 PM, Michele R Combs wrote:

Just out of curiosity, why do you need to keep track?  Why not just re-export your EAD every quarter?

Alternatively, why not just re-export the finding aid each biannually and the time of the new stuff is added?




From: Encoded Archival Description List [mailto:[log in to unmask]] On Behalf Of Peter Carini
Sent: Wednesday, February 17, 2016 3:56 PM
To: [log in to unmask]
Subject: Re: EAD3 Implementation



Again, while this works for manuscript collections it fails when it comes to archival record groups, which are a moving target and will always be out of sync with what is actually available in the repository. We add significant holding so up to 30 different records groups biannually. It is almost impossible to keep track of which need new finding aids generated. 


L. Dale Patterson
Archivist-Records Administrator
General Commission on Archives and History
United Methodist Church 
36 Madison Ave., Madison, NJ 07940
973-408-3195   www.gcah.org