Houghton Library Encoded Archival Description Guidelines - Houghton Library

Houghton Library Encoded Archival Description (EAD) Guidelines

Houghton Library creates finding aids to describe its manuscript collections using EAD, a standardized markup language. Finding aids created by Harvard libraries using EAD are displayed in OASIS (Online Archival Search Information System).

The guidelines below represent Houghton practice and are described for the use of catalogers and archivists. Each element is accompanied by an example of the appropriate format with relevant explanation. The recommended Harvard EAD Guidelines can be found on the OASIS documentation Web site.

This document last revised in December 2006; as of this date, OASIS uses EAD v2002; Houghton uses the DACS content standard (v2004).

Required information is in bold.

Encoding Guidelines

<ead>

<eadid>hounnnnn</eadid>

Unique 8-character id number for the digital version of the finding aid = hounnnnn, the HOLLIS location code for Houghton, and a five-digit number for the finding aid. This number is used to update the union database of finding aids, so it is essential that it be unique to each finding aid.

<filedesc><titlestmt><titleproper>[Main entry and title of collection, must match the MARC record 1xx and 245 fields (include dates from title field only if necessary to distinguish between collections); followed by the call number in parentheses (using MS only, no b, f, pf, or H-D); followed by a colon and the word "Guide." The text within this element set appears in the OASIS browse list]</titleproper></titlestmt></filedesc>

Example: James, Henry, 1843-1916. Henry James letters to various correspondents (MS Am 1094.1): Guide.

Note that the title is not capitalized, i.e. papers, not Papers.

<profiledesc><creation><date>[mm/dd/yyyy]</date>[encoder's name]</creation></profiledesc>

The <date> subelement contains the creation date of the digital version of the finding aid. The encoder is the person or company who did the XML encoding.

<descrules>Finding aid prepared using DACS </descrules>

The <descrules> subelement enumerates the standards used in preparing the description.

<revisiondesc><change><date>[mm/dd/yyyy]</date><item><name>[encoder's name]</name></item></change></revisiondesc>

Used to document changes to the finding aid, whether changes of description or of coding. Also note date in <note> subelements below if a public note is needed to record the date finding aid was changed.
If the encoder's name here is the same as in <profiledesc>, use initials here.

</eadheader>

<num>[Call number; use MS only, no b, f, pf or H-D]</num>
<titleproper>[This is the same as the <titleproper> in <filesdesc> above, without the call number in parentheses, but includes the colon and word "Guide." The text within this set of subelements is visible at the top of the public version of the OASIS finding aid. ] </titleproper>
<author>Houghton Library, Harvard College Library, Harvard University</author>

<extptr href=http://nrs.harvard.edu/urn-3:HUL.OIS:fas_shield linktype="simple"/>

This external pointer uses an href attribute that points to the object that displays the Faculty of Arts and Sciences seal

<publisher>Harvard University, Cambridge, MA 02138 USA </publisher>
© [text reference for copyright symbol] yyyy [date in form yyyy; this is the date the electronic finding aid is created] The President and Fellows of Harvard College 

Last update on yyyy month dd. [Use only if necessary; adds public note showing when last update was made to this finding aid]

<sponsor>[Sponsor information. Use this when an individual or group funds the markup of the finding aid or the cataloging of the collection.]</sponsor>

</titlepage>
</frontmatter>

<did>

<repository> Houghton Library, Harvard College Library, Harvard University </repository>

Add Harvard Theatre Collection as a first entry here if applicable.

<physloc>[Size/shelving designation, e.g. b, f, pf add all forms that apply to this collection, or use Harvard Depository only, followed by <note>] </physloc><note>This collection/a portion of this collection [if applicable] is shelved off-site at the Harvard Depository. See access restrictions below for additional information.</note>[if location is offsite add these elements and text]

<unitid>[Call number]</unitid>
If collection includes multiple call numbers, use separate <unitid> elements for each number.

<origination label="creator"><persname>[Creator of collection.]</persname></origination>

Use as appropriate: <corpname> or <famname>; must match >1xx in MARC record.

<unittitle>[Title.]</unittitle>
Must match >245 in MARC record.
<unitdate>[Date(s) of collection materials.] </unitdate>
Use inclusive dates; add bulk dates only if necessary and then add word (inclusive) to first set of dates, add another <unitdate> element with words (bulk).

<physdesc><extent>[Size of the collection, in boxes and in linear feet.]</extent></physdesc>

Distinguish types of containers; list digital and audio/visual media especially; and mention special equipment needed in <phystech> element below.

<note>Collection materials are in xxxx. [Predominant languages contained in materials] </note>

Use this element even if collection is entirely in English.

<abstract>[A very brief one-sentence summary of the collection.]</abstract>

</did>

Processed by: [Name of person creating the finding aid]
[Insert other notes here that are essential to describe the processing of the collection]

</processinfo>

<acqinfo>[Use for single and multiple accessions; use this element only to record the immediate source of the materials being described]

<num>[Accession number] </num>Gift of
<persname role="donor" or role="source">[Donor name and/or source of collection]</persname> [address of donor; received:]

Use "Gift of," "Purchased with," "Bequest of," "Transferred from," etc… Use <corpname> <corpname> or <famname> <famname> as indicated.

<date>[yyyy] </date> month day [rest of accession date, if available]

Example: <acqinfo><num>*51M-125 </num> Gift of Professor <persname role="donor">Ralph Barton Perry, </persname> 985 Memorial Drive, Cambridge, Massachusetts; received: <date>1951. </date></acqinfo>

Example: <acqinfo><num>*74M-6 </num> Deposited by <corpname role="donor">Louisa May Alcott Memorial Association, </corpname>Orchard House, Concord, Massachusetts 01742; received: <date>1974 </date> July; gift: <date>1990. </date>

Example: <acqinfo><num>*95M-57 </num> Purchased from <persname role="source">Chinua Achebe, </persname>through George Robert Minkoff with funds from the Amy Lowell fund and from the Afro-American Studies Department; received: <date>1996 </date>May 15. </acqinfo>

Example: <acqinfo><num>*51M-125 </num> Gift of Professor <persname role="donor">Ralph Barton Perry, </persname> 985 Memorial Drive, Cambridge, Massachusetts; received <date>1951. </date><num>*51M-126 </num>Bequest of <persname role="donor">John Smith, </persname> 4 Kimball Road, Cambridge, Massachusetts; received: <date>1951 </date>November 13. 

Example: <acqinfo>Transfered from the Music Library; received <date>1990 </date>October 30.

</acqinfo>

<custodhist><head>Provenance: </head>[Use this element to record information about the chain of ownership before the materials arrived here; default display head is "Custodial history" which we overide with "Provenance" head element.] </custodhist>

<accessrestrict>[Restrictions on physical access. Always include that collection is open, mention if it is at the Harvard Depository, and add specific restrictions to access if there are any, using one or a combination of the following examples. Use separate s if there are more than one type of note, i.e.: collection is open but it is stored at HD (Harvard Depository)]

Example: <accessrestrict>There are no restrictions on physical access to this material. </accessrestrict>
Example: <accessrestrict>This collection/a portion of this collection is not housed at the Houghton Library but is shelved offsite at the Harvard Depository. Retrieval requires advance notice. Readers should check with Houghton Public Services staff to determine what material is offsite and retrieval policies and times.
[Use this text when material is stored at H-D along with <physloc> and <note> elements above.] </accessrestrict>
Example: <accessrestrict>Access to collection is restricted. Consult curator for further information. </accessrestrict>
Example: Manuscripts of unpublished T.S. Eliot material may be consulted only with the permission of Mrs. T.S. Eliot.

</accessrestrict>

<head>Special Equipment Required for Access: </head>
Notes.

Use this element as needed by collection. Note equipment or hardware/software needed for use of materials; mention which materials; mention if there is special contact information needed for Houghton Public Services.

</phystech>

[Restrictions on use of materials, if any, after acces is granted. Include restrictions specific to the collection, not repository-wide rules for use.]

</userrestrict>

<head>Copyright: </head>
[If restriction refers to copyright, use this <head> to override default label display.] 

Example: Copyright in the works of Emily Dickinson is held by the President and Fellows of Harvard College and others. For permission to quote or reproduce from manuscript material of Dickinson, contact the Curator of Modern Books and Manuscripts, Houghton Library. For permission to quote from published editions of Dickinson's work that are still in copyright, contact the Permissions Dept., Harvard University Press, 79 Garden St., Cambridge, Massachusetts, 02138-1499 USA.

</useresrict>

[Alternate Form Available] 

Use this element when an alternate format is available and/or when readers must use the other format (coupled with access restriction note) for microfilm, photocopy, digital reproduction, or such. Give type and location information of the alternate form.

</altformavail>

<head>Preferred Citation for Publication: </head>
[Use form: author/title (call number). Houghton Library, Harvard University] 

Example: "Marguerite Yourcenar Papers (MS Fr 372). Houghton Library, Harvard University."; also add Harvard Theatre Collection as required.

</prefercite>

<bioghist>[Historical note]

Biographical or administrative history note; keep brief. Mark text with <geogname>, <subject>, etc. ONLY if the terms/concepts pertain to the collection, not the individual AND if such terms are not marked in the container list.

<chronlist>[rarely found in Houghton finding aids]
<chronitem><date></date><event>...</event></chronitem>; [repeatable]
</chronlist>

</bioghist>

<arrangement>[organization or arrangement note] Organized into the following series: I…. ; II. …; III. … etc…[use <list><item> elements to create an outline; OR use Arranged xxxxx.] </arrangement>

<scopecontent>[Scope and content. note].

[Prose statements about range and topical coverage of collection. Use multiple s for new content; markup with <persname>, <geogname>, <genreform>, etc. as appropriate.]

</scopecontent>

[Mention significant materials that came in with this collection that were cataloged separately or discarded]

</separatedmaterial>

[Use this sparingly to mention materials at other repositories, and only significant materials at Houghton; especially mention other accessions that form part of this person's papers; note box lists, or other finding aids, indexes, that would be useful for the reader]

</relatedmaterial>

<bibref></bibref>

[Use especially to mention citations to works that are cited in the finding aid and use sparingly for works that are based on, about, or of special value when using the materials being described]

</bibliography>

<dsc type="in depth"

<c level="item"> [repeatable]

The default is level="item".

Options are level="file/fonds/item/otherlevel/recordgrp/series/subgrp/subseries". If any of these apply (in Houghton, series and subseries are most likely), you must change the attribute. Additionally, "otherlevel=namegrp" has been defined (see Namegroup).

<did>

Use for a size and location designation that goes with the unitid information. This should go before the <unitid> element.
Example: <physloc>f </physloc><unitid>(58) </unitid>

<unitid> (xx) [Houghton item number, in parentheses] </unitid>

ID number for volume, folder or bibliographic unit. This can be a single item number, or a range of item numbers, e.g. (32-39). It provides the means of locating the physical thing being described.

<unittitle>[Description of folder contents, often an item. Includes text, and the following subelements, as appropriate:]

<persname>Creator. This is usually the name of correspondent, author, etc. Use the Library of Congress Name Authority form of name. If used as main entry of item, put last name first, first name, dates. All other names will be in direct order without dates. (Also can use <corpname> or <famname> if appropriate.) </persname>
<title>Use for titles of works, images, etc… The default public display style for the <title> tag is italic. If you want the title to display with quotes instead, set the attribute <title render="doublequote">. If you want no style, use attribute <title altrender="normal">, writing in "normal". You should use <emph> element on titles that should not be indexed. </title>
<genreform> Most often do NOT use genreform elements here, for the common formats of letter, correspondence, autograph manuscript, manuscript, typescript, etc... For less common formats, wrap in genreform tags, preceded by a space, " : ", and a space </genreform>

<unitdate>Either single or inclusive dates of material being described. Years must have four digits, e.g. 1921-1934. If item has no date, and you don't wish to estimate the date, use "undated" and do not use tags. </unitdate>

</unittitle>

<physdesc><extent>[Usually number of folders.] </extent></physdesc>

</did>

<note>[For information outside the core description of the item.] </note>

Use <note></note> and NOT multiple <note> tags.
Within the <note></note> grouping, other tags might be necessary such as:

<genreform>Mark up only important genre terms. [Use AAT as primary thesaurus] </genreform>
<geogname> Place names. </geogname>
<persname>For additional names mentioned within note, but not previously mentioned in item (also <corpname> and <famname>)</persname>
<occupation>Unusual use only</occupation>
<subject>Unusual use only</subject>
<title>Mark up additional titles not previously mentioned in item. </title>
<list><item>Usual when note includes list of items that display better as list than as paragraph</item></list>
<ref>See explanation at end of this document</ref>

</c level="item">

Examples of folder-level mark-up used to produce new Houghton finding aids:
Example for correspondence:
<c><did><unitid>(1) </unitid><unittitle><persname>James, Henry, 1843-1916. </persname>Correspondence with <persname>Florence Pertz, </persname><unitdate>1900-1909 </unitdate>and undated. </unittitle><physdesc><extent>1 folder. </extent></physdesc> </did><note>Removed from item (61). </note></c>
Example for general correspondence folder:
<c><did><unitid>(1) </unitid><unittitle>A. through Ak-. Correspondence with <corpname>Houghton, Mifflin and Company, </corpname><unitdate>1912-1939 </unitdate>and undated. </unittitle><physdesc><extent>2 folders. </extent></physdesc></did><note>Includes correspondence with: <corpname>A. Rosenthal Ltd., </corpname><corpname>Abercrombie & Fitch, </corpname><corpname>ABI Books (Firm), </corpname><persname>Mildred K. Abraham, </persname>and others. </note></c>
Example for single composition:
<c><did><physloc>f </physloc><unitid>(50) </unitid><unittitle><persname>James, Henry, 1843-1916. </persname><title>Daisy Miller</title> : typescript (signed), <unitdate>1906. </unitdate></unittitle><physdesc><extent>5 folders. </extent></physdesc></did><note>Typescript includes autograph manuscript annotations. Also with 1 <genreform>photograph </genreform>of the <famname>James family. </famname></note></c>

Example for composition using list/item:
<c><did><unitid>(11) RESTRICTED </unitid>
<unittitle><persname>Smith, John, 1823-1897. <genreform>Poems</genreform> : typescripts, typescript carbons, <unitdate>1853-1870. </unitdate></unittitle>
<physdesc><extent>3 folders. </extent></physdesc>
</did><note>
Includes the following titles:
<list>
<item><title>Dream on</title></item>
<item><title>Once upon a time</title></item>
<item><title>Save my life</title></item>
</list></note></c>
Example for subject grouping of materials in folder with only general description:
<c><did><unitid>(4) </unitid><unittitle>Dogs, <unitdate>1974-1976. </unitdate></unittitle><physdesc><extent>2 folders. </extent> </physdesc></did><note>Includes correspondence and <genreform> financial records </genreform>between Marguerite Yourcenar and veterinarians concerning her pets. Also includes <genreform>postcards </genreform>"sent" by her pets to her, while she was on vacation. Postcards written by Yourcenar's housekeepers and a few by <persname>Grace Frick. </persname></note></c>
Example for one photograph:
<c><did><unitid>(1) </unitid>
<unittitle><persname>Jones, Sarah, 1845-1905. </persname>Portrait <genreform>daguerreotype, </genreform> circa <unitdate>1860. </unitdate></unittitle>
<physdesc><extent>1 item in case. </extent></physdesc>
</did><note>Photographed by <corpname>White and Brothers (Boston). </corpname></note></c>
Example for "grouped" photographs:
<c><did><unitid>(15) </unitid>
<unittitle><persname>Squires, Sarah. </persname>Portrait <genreform>photographs, </genreform>undated. </unittitle>
<physdesc><extent>1 folder. </extent></physdesc>
</did><note>Includes: 2 <genreform>tintypes, </genreform>4 <genreform>cartes-de-visite, </genreform>and 3 <genreform>cabinet photographs. </genreform>
</note></c>
Example for drawing with detailed description:
<c><did><physloc>pf </physloc><unitid>(1) </unitid><unittitle><persname>Vizetelly, Frank, 1830-1883, artist. </persname><title>"Barbarous" treatment of the Negro in the Confederate Camp, nights by the pine wood fire</title>. <geogname>Virginia, </geogname><unitdate>1862 </unitdate>October-November. </unittitle><physdesc><extent>1 </extent><genreform> drawing : </genreform><physfacet>pencil and watercolor on buff paper ; </physfacet><dimensions>18 x 23 centimeters. </dimensions></physdesc></did><note> Autograph manuscript inscription on verso. Unsigned. Subject: Campfire scene with tent next to fire at center of scene. Dancing "Negro" near campfire, banjo player inside tent. These subjects surrounded by standing soldiers viewing entertainment. Forest in background. Engraved in <emph>Illustrated London News, </emph><date>1863 </date>January 10. </note></c>

</dsc>

</archdesc>

</ead>

Notes on the above:

<c>: A <c> must go around cumulative listings (such as series or subseries), and around each folder description. <c>s nest. If you find it difficult to keep track of where each <c> ends, you may use numbered <c>s (<c01>, <c02>, etc.), but before sending your file to the database you must run a macro to change these into plain <c>s.

Cross references: For text-only references use: <c><did><unitid>(3) </unitid><unittitle> Omitted from series. </unittitle></did></c>

Dates: <unitdate> can mark single dates (e.g. 1998) or inclusive dates (e.g. 1933-1935). Years within <unitdate> or <date> elements should always be four digit numbers. Put month and year outside these elements, or use "normalize" attribute to standardize the dates. Use <unitdate> within the <did>; use <date>, if necessary, within <note>.

Diacritical marks: Should be inserted using Unicode characters.

Index: If an index is necessary, it should be put outside the <dsc> and a short entry for the material being described should be placed inside the <dsc> if possible. Houghton has coded index in these two variant ways, depending on the markup that is desired:

Example: <odd><head><list><item><persname>etc…
Example: <index><head><indexentry> etc…

MARC records: According to Harvard Bib-standards, there must be a MARC record in HOLLIS for every finding aid. The main entry and title must be the same for the MARC record and the finding aid, with the finding aid being the source for the MARC record (as in DACS content standard). The first 555 field will include the text: "Electronic finding aid available." A link must be created from the MARC record using the 555 field and properly formatted.

856 links are used when book records are involved, i.e. extra-illustrated volumes.

Namegroup: There is a set of coding decisions for marking up old finding aids using "otherlevel". Example: <c level="otherlevel" otherlevel="namegroup"><did><unittitle> <persname>Abbey, Richard, 1805-1891. </persname></unittitle></did><c level="item"><did><unitid>(1) </unitid><unittitle>Autograph letter (signed); <geogname> Nashville, </geogname> <unitdate>1866 </unitdate>September 22. 1s. (1p.) </unittitle</did></c>

Punctuation: Keep punctuation together with the word(s) it modifies, inside the elements, i.e., treat it as character information that belongs with the text, not as separate white space. Put punctuation outside of the elements in <title> tags (which default to italics). Punctuation, meaning the symbols such as commas, periods, quotation marks, brackets, etc. and NOT meaning whitespace (tabs and blanks and carriage returns) will be normalized out of the indexes so that users won't have to know the punctuation to retrieve documents.

<ref>: For linking internal cross references. Example:
<note>See item <ref target=HOUnnnnnF22>(22) </ref>for another version. </note>[Set targeted <c><unitid id=HOUnnnnnF22>.]

Target and id number are comprised of the <eadid> for the finding aid, and "F" followed by the targeted <c>'s <unitid> number.

Spacing: Keep spacing immediately following the word, inside the tags. Always put two spaces following every terminal ".".

<unittitle>: Always include the element <unittitle> in the folder listing, even if the only information is a <persname> or <unitdate>.

(revised 12/2006)

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Houghton Library Encoded Archival Description (EAD) Guidelines

Encoding Guidelines

Notes on the above: