Updated June 2020
How we process archival collections has evolved over time. Since implementation of a local version of More Product, Less Process (MPLP), we have significantly curtailed the depth to which we describe collection materials. Included here is descriptive guidance that is not wrong, but it is generally not in active use because we are not doing in-depth processing.
When describing an oral history of or a letter written by a soldier, if possible, include the following in the biographical and scope and content notes:
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the regiment in which the writer served
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if the writer was a soldier or an officer
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where the writer was writing from and where he was writing to (if this is a quick processing job, you can often tell by looking at the very top of the letter and seeing where the writer was positioned—which makes you able to say, for example, that he was writing from Virginia, without reading more in depth)
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what places are referenced in the letters or oral history
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what battles are being described
If you are describing the letters in more depth, you can include information about camp life, sickness, death, and other cheerful wartime subjects.
Life Cycle of a Publication
Use the Saxon script to convert finding aid XML files to TXT files. This is an easy way to get finding aid data into a spreadsheet friendly format. Please note this script only exports limited fields from the XML file. At this time, nothing below the item title (i.e. <genreform>, <scopecontent>) can be exported through this script). The Saxon script exports the following fields from the XML file:
- Collection Name
- Collection Number
- Location in Collection
- Object (contains hook_id and item title)
- Preferred Citation
- Container Type
- hook_id
- Usage rights
1. Copy the “saxon” folder from the Tech Services Louis page to your desktop (Departmental Documents>TS_Archival>saxon): https://adminliveunc.sharepoint.com/:f:/r/sites/lib/departments/wts/Shared%20Documents/TS_Archival/saxon?csf=1&e=3hE3Ul
2. Make a copy of the xml file for the finding aid. Put the copy in the saxon folder on your desktop.
3. Open command line and type in the following commands
cd desktop/saxon;
java -jar saxon9he.jar -o :[insert name of output text file]
[insert name of finding aid file] ead2cdm_automate.xsl
Example command for 20367 finding aid:
Example command for 20367 finding aid:
java -jar saxon9he.jar -o:20367.txt 20367.xml ead2cdm_automate.xsl
4. The txt file for your XML file should now be in the Saxon folder on your desktop. Open Excel and then open the txt file you just created (note "All files" must be selected in order to see your new txt file). Select "Next", "Next", "Finish" on the 3 window Text Import Wizard prompt.
Voila!
You can manipulate these fields to fit your needs. For example, use find and replace to change "hook_id" into item call numbers (ex: folder_1 to F-20367/1).
Home tab-->Find & Select-->Go to Special...-->Blanks
Home tab-->Delete-->Delete cells
Delimit by characters (will delimit by every instance of this character within the string)
Data tab-->Text to Columns-->Delimit-->Choose your delimiters
By Formula (can delimit by only first instance of character)
=LEFT(A1,FIND("[delimiter]",A1)-1)
=RIGHT(A1,LEN(B1)-FIND("[delimiter]",A1))
Example:
T-40328/1 Mix 1 in column A
To break apart by first space so you can have "T-40328/1" in one column and "Mix 1" in another, use
=LEFT(A1,FIND(" ",A1)-1) and =RIGHT(A1,LEN(B1)-FIND(" ",A1))