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Northwest Digital Archives (NWDA)
EAD Training Webinar 1


Jodi Allison-Bunnell
NWDA Program Manager



Introduction


Purpose of Training
Time away to concentrate: please no email, etc
Customized for NWDA and for each session
Run through standards/practices
DACS (required portions)
EAD in general
NWDA Best Practices
Introduce encoding options currently available to NWDA members
Introduce other NWDA tools
Practice with feedback
Personalized follow-up and assistance after session, including any
additional content needed locally
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On completing this training, youll be
able to:
Implement required portions of DACS
Understand NWDAs Best Practices
Have a working knowledge of options for encoding
Encode a sample finding aid
Create a NWDA BP-compliant finding aid from a finding aid
from your repository
Understand how to create an EAD finding aid from scratch
Understand how to revise a finding aid after its created
Begin or continue implementation of EAD in your repository
Archival Finding Aids
Collection-level description
Different from libraries
Different from museums
My Principles
Finding aids are strange
Finding aids can (and should!) be standardized
Doing so makes them:
Easier to use
More versatile
One-size-fits-all is not a good approach
Portable electronic information is good
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Standards
And Application

Universe of Standards
The nice thing about standards is that there are so many of them to choose from
--Rare Books School Valentines Day thought, 2002

EAD-DACS-MARC-ISO
NWDA Best Practices/NWAPI standard
Repository implementation
Types of finding aids (format, dept.)
Universe of Standards, Contd

Data Structure Standards
--MARC, EAD, Dublin Core
Data Content Standards
--APPM, AACR2, DACS
Data Value Standards
--LSCH, AAT, other thesauri

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Describing Archives: A Content Standard
(DACS)


What is DACS?
A data content standard
Designed to be used to describe groupings of
archival and manuscript material
Supports:
Single-level description
Multi-level description
DACS in NWDA
Required DACS elements (for Multilevel Minimum)
are required in NWDA EAD and NWAPI finding aid
standards
NWAPI finding aid standard requires some Multilevel
Optimum elements; some also Required if Applicable
in NWDA EAD standards
Repositories have the option to use Multilevel Added
Value elements
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What DACS Requires:
Ten Elements
Whats its number?
Whos got it?
Whats it called?
Who created it?
When was it created?
How much of it is there?
Who cares?
Can you look at it?
What language is it in?
How is it described?
Reference Code element (2.1)
AKA whats its number?
Provides a unique identifier for the unit being
described.
Consists of:
Local identifier (Mss 2004)
Repository identifier (MtU)
Country identifier (US)
Name and Location of Repository
element (2.2)
AKA Whos got it?
Name of repository, including any parent
bodies
Oregon State University, The Valley Library,
University Archives
Location of repository, including mailing
address and contact information
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Title element (2.3)
AKA whats it called?
Supplied title; consists of:
Name of creator(s)
Nature of materials
Examples:
Katherine Anne Porter Papers
Missoula Urban Demonstration Project Records
Donald Oberdorfer collection on Mike Mansfield
K. D. Swan Photographs and Audio Tapes
Date element (2.4)
AKA When was it created?
Can record:
date(s) of creation (DOC)
date(s) of record-keeping activity (DORCA)
date(s) of publication (DOP)
date(s) of broadcast (DOB)
Which one? Repository policy
Express as YYYY MM DD (or some fraction
thereof): 2006 January 30; 2005 May
Extent Element (2.5)
AKA How much of it is there?
Physical extent in items/containers/storage
space
2 linear feet
OR enumeration of material type(s), general or
specific
708 photographs
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Name of Creator element (2.6)
AKA Who created it?
Individual, family, or organization responsible
for creating, assembling, accumulating, or
maintaining materials
Important to describe context
Very complete rules in Chapter 9, Identifying
Creators
Scope and Content element (3.1)
AKA Who cares?
Provides information about nature of materials and
activities in the unit to help users to judge relevance
Required not only at collection level, but at levels of
large aggregation (above the file or item level)
Provide information only at the appropriate level (no
item information at the collection level, for instance)
Brief (minimum level) or full (optimum)
Conditions Governing Access element
(4.1)
AKA Can you look at it?
Access restrictions imposed by donor,
repository, or statute/regulation
Not physical conditions, technical
requirements, or those concerning
reproduction/publication/other use
If there are no restrictions, state that fact
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Language and Scripts of the Material
element (4.5)
AKA What language is it in?
Identifies language(s), script(s), and symbol
systems of the materials being described
May also represent as codes for machine
processing using ISO codes for languages and
scripts for machine reading, but still needs to
appear in text
Identification of Whole-Part
Relationship
AKA How is it described?
How top level relates to at least next level
(subgroup, series, etc.)
EAD does this admirably
Subsequent Levels
Everything used at higher level, unless the same
Subgroups, series, etc., should have:
Name of Creator(s) element: if differs from higher level
Scope and Content element: not required at File or Item
level if title describes sufficiently
Dont repeat item titles (I.e. Correspondence)
Identification of whole-part relationship to next
subsequent level
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Multilevel Optimum
Adds:
Administrative/Biographical History Element (2.7)
Full Scope and Content element (3.1)
Access points

Exercise:
Identify DACS Elements in Smith Papers
Culde Lo Lhe CarlLa CerLrude SmlLh apers, 1912-1942
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Culde Lo Lhe CarlLa CerLrude SmlLh apers, 1912-1942
1lLle (?)
ManuscrlpL Collecuon 002, MLLP, uS ManuscrlpL Collecuon 002, MLLP, uS
ManuscrlpL Collecuon 002, MLLP, uS ManuscrlpL Collecuon 002, MLLP, uS
8eference Code
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Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
name and Locauon of
8eposlLory
llndlng ald prepared by !odl Alllson-8unnell, 2002
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llndlng ald prepared by !odl Alllson-8unnell, 2002
noL a uACS
requlred elemenL
lundlng for preparlng Lhls ndlng ald was
provlded Lhrough a granL awarded by Lhe
nauonal PlsLorlcal ubllcauons and 8ecords
Commlsslon
lundlng for preparlng Lhls ndlng ald was
provlded Lhrough a granL awarded by Lhe
nauonal PlsLorlcal ubllcauons and 8ecords
Commlsslon
noL a uACS requlred elemenL
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"#$%#&$' () *+$ ,(--$./(0
"#$%#&$' () *+$ ,(--$./(0
noL a uACS requlred elemenL-buL lmporLanL!
SmlLh, CarlLa CerLrude, 1912-2003
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SmlLh, CarlLa CerLrude, 1912-2003
CreaLor
CarlLa CerLrude SmlLh apers, 1912-1942
CarlLa CerLrude SmlLh apers, 1912-1942
1lLle
uaLe
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1 llnear fooL
1 llnear fooL
LxLenL
Language
1he collecuon ls ln Lngllsh.
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Language
1he collecuon ls ln Lngllsh.
Language and ScrlpLs of Lhe MaLerlals
Summary
CarlLa CerLrude SmlLh was a resldenL of 8lg
Sandy, MonLana, and LaughL ln small schools ln
norLh and souLh cenLral MonLana. 1he
collecuon conLalns her personal papers.
Summary
CarlLa CerLrude SmlLh was a resldenL of 8lg
Sandy, MonLana, and LaughL ln small schools ln
norLh and souLh cenLral MonLana. 1he
collecuon conLalns her personal papers.
Scope and ConLenL
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ManuscrlpL Collecuon 002, MLLP, uS
ManuscrlpL Collecuon 002, MLLP, uS
8eference Code
Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
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Lone lne PlsLorlcal SocleLy Archlves
C 8ox 223
Lone lne, M1 39921
name and Locauon of 8eposlLory
8lographlcal noLe
CarlLa CerLrude SmlLh was born ln 8omneau
CounLy, norLh uakoLa, on uecember 7, 1912 Lo
1homas and 8erLha SmlLh. She was followed
by a broLher, Samuel, ln 1913. 1he SmlLhs
relocaLed Lo 8lg Sandy, MonLana, ln 1917,
where Lhey homesLeaded. Pe ran a barber
shop ln Lown, she was a mldwlfe. CarlLa
auended 8lg Sandy schools, graduaung ln 1930
from 8lg Sandy Plgh School. She earned a
Leachlng cerucaLe from Lhe normal school ln
Pavre ln 1931 and wenL on Lo Leach ln a
varleLy of MonLana schools, lncludlng 1osLon
and WhlLesh. 8eLween 1942 and 1943, she
marrled Arden Wllllam 8unny" 8unnell of
norLh laue, nebraska. 1hey llved ln a number
of locauons ln Lhe easLern unlLed SLaLes before
semng ln ocaLello, ldaho. 1hey had Lwo sons,
8oy and !on. Mr. 8unnell dled ln 1978, Mrs.
8unnell dled ln 2003.
8lographlcal noLe
CarlLa CerLrude SmlLh was born ln 8omneau
CounLy, norLh uakoLa, on uecember 7, 1912 Lo
1homas and 8erLha SmlLh. She was followed
by a broLher, Samuel, ln 1913. 1he SmlLhs
relocaLed Lo 8lg Sandy, MonLana, ln 1917,
where Lhey homesLeaded. Pe ran a barber
shop ln Lown, she was a mldwlfe. CarlLa
auended 8lg Sandy schools, graduaung ln 1930
from 8lg Sandy Plgh School. She earned a
Leachlng cerucaLe from Lhe normal school ln
Pavre ln 1931 and wenL on Lo Leach ln a
varleLy of MonLana schools, lncludlng 1osLon
and WhlLesh. 8eLween 1942 and 1943, she
marrled Arden Wllllam 8unny" 8unnell of
norLh laue, nebraska. 1hey llved ln a number
of locauons ln Lhe easLern unlLed SLaLes before
semng ln ocaLello, ldaho. 1hey had Lwo sons,
8oy and !on. Mr. 8unnell dled ln 1978, Mrs.
8unnell dled ln 2003.
8lographlcal
noLe
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ConLenL uescrlpuon of Collecuon
1he collecuon conslsLs of SmlLh's personal and
professlonal papers. 1hey documenL her hlgh
school career ln 8lg Sandy and ume Leachlng ln
one-room schools ln MonLana.
ConLenL uescrlpuon of Collecuon
1he collecuon conslsLs of SmlLh's personal and
professlonal papers. 1hey documenL her hlgh
school career ln 8lg Sandy and ume Leachlng ln
one-room schools ln MonLana.
Scope and ConLenL
ArrangemenL
1he collecuon ls arranged ln Lhree serles:
Serles l: ersonal apers
Serles ll: School apers
Serles lll: hoLographs
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ArrangemenL
1he collecuon ls arranged ln Lhree serles:
Serles l: ersonal apers
Serles ll: School apers
Serles lll: hoLographs
noL a uACS elemenL
12$ () *+$ ,(--$./(0
8esLrlcuons on Access
1he collecuon ls open for research.
12$ () *+$ ,(--$./(0
8esLrlcuons on Access
1he collecuon ls open for research.
Condluons Covernlng Access
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345&0&2*%6/#$ 70)(%56/(0
Acqulsluon lnformauon
Cl of 8oy 8unnell, 2003.
345&0&2*%6/#$ 70)(%56/(0
Acqulsluon lnformauon
Cl of 8oy 8unnell, 2003.
noL a uACS elemenL
rocesslng lnformauon
1he collecuon was processed for Lhe rsL ume
ln 2003.
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rocesslng lnformauon
1he collecuon was processed for Lhe rsL ume
ln 2003.
noL a uACS elemenL
SeparaLed MaLerlal
1wo 8lg Sandy Plgh School yearbooks were
removed Lo Lhe llbrary collecuon.
SeparaLed MaLerlal
1wo 8lg Sandy Plgh School yearbooks were
removed Lo Lhe llbrary collecuon.
noL a uACS elemenL
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Sub[ecLs
SmlLh, CarlLa CerLrude, 1912-2003 - Archlves.
8lg Sandy (MonL.)
SchoolLeachers - MonLana.
Mldwlves - MonLana.
Sub[ecLs
SmlLh, CarlLa CerLrude, 1912-2003 - Archlves.
8lg Sandy (MonL.)
SchoolLeachers - MonLana.
Mldwlves - MonLana.
Access olnLs
,(0*6&0$% 8&2*
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,(0*6&0$% 8&2*
ldenucauon of Lhe Whole-
arL 8elauonshlp
Serles l: ersonal apers, 1912-1930

Serles l: ersonal apers, 1912-1930

8eference Code
1lLle
uaLe
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1hls serles lncludes muslcal programs from 8lg
Sandy Plgh School, a brlef dally dlary, and a
few lLems relaLed Lo her 8erLha SmlLh's
mldwlfery pracuce ln 8lg Sandy.
1hls serles lncludes muslcal programs from 8lg
Sandy Plgh School, a brlef dally dlary, and a
few lLems relaLed Lo her 8erLha SmlLh's
mldwlfery pracuce ln 8lg Sandy.
Scope and ConLenL
1/1 Muslcal programs, 8lg Sandy Plgh School, 1926-1930
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1/1 Muslcal programs, 8lg Sandy Plgh School, 1926-1930
ldenucauon of Lhe Whole-arL 8elauonshlp
noL a uACS
elemenL
1lLle
CreaLor
uaLe

Exercise:
Identify Missing DACS Elements

Abbey Wldner Leuers, 1910-1964
Mss collecuon 4

1he Abbey Wldner leuers oer commenLary
on llfe ln Lkalaka, MonLana ln Lhe mld-
LwenueLh cenLury.

Cl of Parald Alllson, 1983.

ConLalner LlsL
8ox 1 Leuers, 1910-1964
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Abbey Wldner Leuers, 1910-1964

Mss collecuon 4

1he Abbey Wldner leuers oer
commenLary on llfe ln Lkalaka, MonLana
ln Lhe mld-LwenueLh cenLury.

Cl of Parald Alllson, 1983.

ConLalner LlsL

8ox 1 Leuers, 1910-1964
1lLle, uaLe
8eference Code--parual
Scope and ConLenL--parual
noL a uACS elemenL
lu whole-parL
noL uACS, 1lLle, uaLe
uACS LlemenLs resenL
Abbey Wldner Leuers, 1910-1964

Mss collecuon 4

1he Abbey Wldner leuers oer
commenLary on llfe ln Lkalaka, MonLana
ln Lhe mld-LwenueLh cenLury.

Cl of Parald Alllson, 1983.

ConLalner LlsL

8ox 1 Leuers, 1910-1964
1lLle, uaLe
8eference Code--parual
Scope and ConLenL--parual
noL a uACS elemenL
lu whole-parL
noL uACS, 1lLle, uaLe
93,: ;-$5$0*2 <%$2$0*
93,: ;-$5$0*2
=$$4$4
name/Locauon of
8eposlLory
CompleLe 8eference
Code
CompleLe Scope/CL
LxLenL
CreaLor
Condluons Covernlng
Access
Languages/ScrlpLs of
MaLerlal
ComponenL-Level lnformauon uACS compllanL
Abbey Wldner Leuers, 1910-1964
Abbey Wldner, 1876-1964

Mss collecuon 4, M1Lk, uS
Lkalaka PlsLorlcal SocleLy
Lkalaka, MonLana
archlves[ekalakahlsLorlcal.org
0.3 llnear feeL

1he Abbey Wldner leuers oer commenLary on llfe ln Lkalaka, MonLana ln Lhe mld-
LwenueLh cenLury. rlmary sub[ecLs lnclude agrlculLure producLs, parucularly graln and
poLaLoes, weaLher, and communlLy evenLs.

Cl of Parald Alllson, 1983.
Collecuon ls open for research.
MaLerlals are ln Lngllsh.
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Questions?


Homework:
ID DACS elements in sample finding
aid, including missing elements
Mark in colored pen and scan or in
Word
Be prepared to present in Session #2