Encoded Archival Description (EAD) Export for DB/TextWorks

by Jonathan Jacobsen Wednesday, April 28, 2010 3:49 PM

In collaboration with Artefactual Systems, Andornot has developed an Encoded Archival Description (EAD) export report that can be used with our Archives Online textbases, or other, similar Inmagic DB/TextWorks archival databases.

EAD is an XML standard for encoding archival finding aids, maintained by the US Library of Congress in partnership with the Society of American Archivists.

The DB/TextWorks EAD export report was developed specifically for use by British Columbia archives to contribute detailed archival descriptions (to the item level) to MemoryBC, the province-wide online archival repository operated by the Archives Association of British Columbia.

The EAD XML export report is included with the latest version of Archives Online, but is also available as an exported textbase form that can be imported into any existing Inmagic DB/TextWorks database. Some adjustment of the form will be required for earlier versions of Archives Online and other databases.

To use the EAD export, you would:

1. import the EAD report into your textbase and adjust to match your fields if necessary;

2. search for one or more fonds and view the results with the EAD_XML report; and

3. write the report to a file with a ".xml" extension (e.g. myfonds.xml).

The XML file may be opened in a text editor such as Notepad to preview the results, then uploaded to another system, including MemoryBC.

The report is available at no charge by contacting Andornot (regular consulting fees will apply if you need any assistance with the report and export).

Tags: Archives | EAD

Andornot Newsletter – April 2010

by Kathy Bryce Thursday, April 15, 2010 10:40 AM

Please check out the latest issue of our newsletter.

Contents:

Latest Andornot News

  • Andornot On the Road
  • See us at a Conference
  • Making Inmagic Textbases Available on the Mobile Web
  • Makeover time – check out our updated demo sites!

Inmagic Updates

  • Version 12 of Inmagic DB/Text for SQL Released

Latest Posts from Our Developers' Blog

Tips and Tricks

  • Printing Single Labels in Genie

Cool Tools

  • Roboform

Please contact us for further information or to be added to our newsletter list.

Printing Single Labels in Genie

by Jonathan Jacobsen Tuesday, April 06, 2010 1:43 PM

Many of our Genie clients have asked how they can print just one label for a book from the Genie catalogue when they have several Item records. Typically, when selecting a Catalogue record, adding it to the InfoCart, and printing labels, a label for each Item record is produced. This is fine when initially adding multiple copies of a work to your collection, but if you later add another copy, you really only need to print a label for that additional copy.

A sharp-eyed Genie user noticed this entry in the Genie Technical Notes (p. 33 of the Genie 3.3 version):

Attribute

Required

Default

Explanation

ItemCallNumberRequired

No

"false"

If set to "true", only the labels with nonempty ItemCallNumber field values will be printed.

"Ah-ha!" we said. "This could be the answer."

For this client, we edited the label report in MyLabels.config to add ItemCallNumberRequired="true" to the label definition, and ensured the ItemCallNumber field (rather than the CatCallNumber field) was on the spine label area of the label. Their existing Item Records don't have call numbers in the ItemCallNumber field, only the CatCallNumber field in the Catalogue record. As they add additional copies of works already in the Catalogue, they will enter a call number in the ItemCallNumber field. With the changes made to the label format, a label will be generated for just that one new copy. Brilliant! And with the Edit link added to the InfoCart (described in this blog post), they can quickly fix errors in records before printing the label.

This won't work quite as well for everyone though. If you already have call numbers in Item records, a label will still be generated for all of them. Nonetheless, it's good to have an option that can be adapted to other situations.

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