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Show Improving Access to Special Collections by Automating Descriptive Metadata Creation Anna Neatrour, Metadata Librarian Jeremy Myntti, Head of Digital Library Services Betsey Welland, Manuscripts Archivist Jessica Breiman, AV Archivist #ula2016 Covering today Background information about Special Collections and Digital Library Services Overview of ways we are processing data: • Extracting data from finding aids for item level description in digital collections • Extracting and Analyzing Names/Subjects in EAD • EAD to MARC record transform through MARCEdit • Techniques for working with legacy data Resource page where you can download examples P0790 Shipler Studio Photograph Collection Special Collections at Marriott Library • 6 departments: Print & Journal, Rare Books, Manuscripts, Photos, AV, University Records • 4 depts. produce finding aids; each department produces own finding aids even if items come from same donor • Finding aids published in Archives West; 4,000 and counting • Onsite storage; storage in Automated Retrieval Center; and offsite building P0244 Olive Woolley Burton Photograph Collection Special Collections at Marriott Library • Despite the size of our collections, we have no Archival Management System • Finding aids encoded by hand in XML • Former process: EADs were printed out and hand-delivered to librarians in cataloging • Doesn't make sense for metadata librarians to recreate item-level work that has already been done. • Sought help of XSLT and MARCEdit wizards! University of Utah Archival Photograph Collection; Departments -- Computer Science Technical background • XSLT - Extensible Stylesheet Language Transformation - Used for transforming XML documents into other formats • Excel formulas - allow you to extract and concatenate data in a variety of ways • Low cost/free tools like Oxygen and MarcEdit • Examples, tips, and learning resources at the end of the presentation! P0206 Rocky Mountain Power and Light Company Photograph Collection Extracting descriptive metadata from EAD Finding Aids P0790 Shipler Studio Photograph Collection Finding Aids Container area of EAD = item level metadata Structure of EAD makes it easy to extract data XSLT (Extensible Stylesheet Language Transformations) Using Oxygen to extract metadata Currently we process this file with formulas in Excel We could rewrite the XSLT to handle this sort of transformation too Excel for additional processing See our sample spreadsheet for formulas you can repurpose! Extracting and Analyzing Names/Subjects in EAD P0016 Pro-Utah, Inc. Photograph Collection XSLT to extract data Create spreadsheets of the data Deduplicate to see most commonly used values Reconcile using OpenRefine Uses for this type of data ● Identify NACO work to be completed ● Find inconsistencies in name/subject usage ● Identify typos or other problems to fix P0413 Alan K. Engen Photograph Collection EAD to MARC using XSLT and MarcEdit P0206 Rocky Mountain Power and Light Company Photograph Collection Generating MARC records from EAD Since we don't have an archival management system to handle this automatically, this is a functional workaround. Take EAD, run transform in MarcEdit with local stylesheet, edit the resulting draft MARC record to meet local standards. XSLT to transform XML to MARC Generating MARC records from EAD Use MARC Tools to load custom XSLT Generate MARC record for editing Working with Legacy Data P0305 University of Utah Archives Photograph Collection - A-Fa. -- Thomas Stockham Working with legacy data • Improves access to collections • Gives archivists more accurate data on items/formats in the collection • Helps archivists assess which items most in need of preservation/digitization University of Utah Archival Photograph Collection; Departments -- Computer Science AV Archives Legacy Metadata (the "before" shot) ● Hundreds of documents ● Still in WordPerfect format ● Somewhat structured A little better with Notepad++ Even better with Excel... Contents List in EAD Item level, no series, boxes, etc. Conclusion • Link to resource site: https://sites.google.com/site/specialcollectionsmetadat • Repurposing data can help streamline processes and speed up descriptive metadata creation. • Eliminate time spent reformatting or copying and pasting information. • Doesn't require a great deal of technical background to implement these solutions. • • • If you are doing a great deal of copying and pasting there is probably an easier, more efficient way of doing this work. Google your problem, you will be surprised at the helpful resources you can find. http://www.libraryworkflowexchange.org/ - collects resources in this area. P0244 Olive Woolley Burton Photograph Collection |
