Converting Existing Electronic Finding Aids

1. Converting Existing Electronic Finding Aids Gary H. Stern (NPOL) September 2, 2009

2. Background • Project introduced at 2005 ARC POC Conference • The upload process actually began in April 2006 • Existing electronic finding aids are “broken up” into individual ARC file unit or item level descriptions September 2, 2009

3. The Conversion • From this…One document (Finding Aid) September 2, 2009

4. The Conversion (continued) • …to this – Individual Records (File Units) September 2, 2009

5. The Numbers As of August 31, 2009: 6,832 finding aids have been broken down into 2,473,032 file unit and item descriptions September 2, 2009

6. The Process • The finding aid is “cleaned up” to ensure consistency • Units can review cleaned up file before upload • The cleaned up file is converted into XML • The XML is uploaded into ARC • The file units or items are synched and appear on the web after the next denorm September 2, 2009

7. ARC v. Online Resource • In ARC, we represent the original order or arrangement of the records. • Finding aids representing the order of the records will be uploaded into ARC (e.g. – a folder list from a subject series). • Finding aids containing information from the holdings (e.g. a name index for a chron file series) will be attached as an Online Resource. September 2, 2009

8. What to send • Folder lists, item lists, NL manuscript registers, simple databases • Finding aids in Word, Excel, Access, or HTML • Parent series description must be entered in ARC • Creator and Dates get “inherited” down • “Manually” inherit use/access restriction, physical occurrence information September 2, 2009

9. Samples of what to send • “Easy” September 2, 2009

10. …more samples…. • Web pages September 2, 2009

11. …and another sample • “Difficult” • Need to replicate hierarchy • Each line needs to stand on its own. Example: Not these four: 175 – Depredations Suits a) Sundry 1879 – 1892 b) Willis and Fleming 1882 - 1883 c) Kansas and N.M. Land and Cattle BUT – these four: 175 – Depredations Suits 175 – Depredations Suits – a) Sundry 1879 – 1892 175 – Depredations Suits – b) Willis and Fleming 1882 - 1883 175 – Depredations Suits – c) Kansas and N.M. Land and Cattle September 2, 2009

12. …and yet one more sample • “Difficult” • One name, multiple cases Example: Case No. C131-10, U.S. v. Daniels Case No. C131-11, U.S. v. Daniels • Many names for one case file Example: Case No. C131-19, U.S. v. Buscemi, Napoletano, Sade, Barra….. September 2, 2009

13. New Finding Aids • We provide a customized Access database for quick data entry of print finding aids or processing new file units • Generally, these consist of Title and Container ID. • These databases can include other fields, such as Container ID, Coverage Dates, General Records Type, Reproduction Count, etc. • Each database record is uploaded as an individual file unit or item level description. September 2, 2009

14. ARC v. Online Resource • Again, in ARC, we represent the original order or arrangement of the records. • Finding aids representing the order of the records will be uploaded into ARC (e.g. – a folder list from a subject series). • Finding aids containing information from the holdings (e.g. a name index for a chron file series) will be attached as an Online Resource. September 2, 2009

15. Online Resources Examples of Online Resource Notes: • "The Navy Filing Manual," 4th Ed., 1941 can be used to determine the file codes for specific files within this series. • An index to the records in this series can be found at the Bureau of Land Management General Land Office web site. • Records in this series have been digitized and made available online by our partner, Footnote.com, for a fee. The digitized records on Footnote.com are available free of charge in all NARA Research Rooms, including those in our regional archives and Presidential Libraries. • The electronic records in some of the files in this series can be searched online via the Access to Archival Databases (AAD) system. • Order Online! can be used to order copies of these records. • This reference information paper, "The Dawes Rolls," provides tips for performing research in these records. September 2, 2009

16. Original database sort is in alphabetical order. The records are actually in Case File Number order. • The database records will be resorted and uploaded into ARC in the records’ original order. September 2, 2009

17. Alphabetical List of Last Names on ARC Web Pages • Not a one-to-one correspondence (most last names will link to multiple file units) • A pop-up window will retrieve ARC file units for that search identifier, based on the last name (e.g. Abbott) September 2, 2009

18. What not to send (at this point) • We are currently not focusing on data that falls outside of the ARC data model (series/file unit/item). • For example, a name index to a series or multiple series would not go into ARC during this portion of the project. September 2, 2009

19. How to send in Finding Aids • Email the finding aid as an attachment to Lifecycle.coordination@nara.gov • In the Subject line, include the term: File Units then the ARC ID and Series title. For example: File Units: 731111 Subject Files • Please send one finding aid per email September 2, 2009

20. Contact • Email Gary H. Stern through the Lifecycle mailbox: lifecycle.coordination@nara.gov • Call Gary with questions at 301-837-3025 September 2, 2009