Spreadsheet to EAD to ArchivesSpace

January 26th, 2017 by Kate Bowers

The spreadsheet (ead_from_excel_for_as) attached to this post is being tested to markup EAD <c>s optimized for ingest to ArchivesSpace.  This spreadsheet allows users to take advantage of the drop-down, autofill, and autoincrement features of MSexcel for entering box and folder numbers and other repetitive data.  It also constrains the content of some fields. For example, extent measurements must be selected from a set of 53 counts and measures currently in use in Harvard’s ArchivesSpace installation.

This is only a test!  (But I’d love to get some feedback.)

Make some EAD components by entering a series list, folder list, item list into the cells. If you do this a lot, the column labels will make sense to you.  If they don’t, let me know.

Select the cells that contain the EAD markup.

Paste them into a valid EAD file at the point in the hierarchy where you want them. They should be valid EAD markup. If they are not, I’d love to hear what went wrong!

Here’s a basic EAD that is primed for testing ingest to ArchivesSpace.

<?xml version="1.0" encoding="UTF-8"?>
<ead xmlns="urn:isbn:1-931666-22-9" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
    xsi:schemaLocation="urn:isbn:1-931666-22-9 http://www.loc.gov/ead/ead.xsd">;
    <eadheader>
        <eadid>blah</eadid>

        <filedesc>
            <titlestmt>
                <titleproper>YOUR NAME HERE test excel ingest formula</titleproper>
            </titlestmt>
        </filedesc>
    </eadheader>
    <archdesc level="collection">
        <did>
            <unitid>TEST excel ingest formula </unitid>
            <langmaterial><language>English</language></langmaterial>
            <origination><persname>YOUR NAME HERE</persname></origination>
            <unittitle>test excel ingest formula</unittitle>
            <unitdate normal="1900/2000">1900-2000</unitdate>
            <physdesc><extent>1 cubic feet</extent></physdesc>
        </did>
        <dsc>

[PUT STUFF FROM THE SPREADSHEET HERE]

        </dsc>
    </archdesc>

</ead>

14 Responses to “Spreadsheet to EAD to ArchivesSpace”

  1. Kate Bowers Says:

    Just a warning to you all. I experimented with this myself a bit today, and I discovered that if you don’t input an end-date, you can sometimes get invalid EAD. The formula is supposed to work even if you have a single date in the ‘begin date’ only, but at the moment it doesn’t. If you have a single date, just put it in both the begin and end date fields. Date expression will look weird, I think, until I fix this.

  2. Katie Rudolph Says:

    Thanks for this, Kate! I keep on getting an error message:

    cvc-attribute.3: The value ‘1’ of attribute ‘level’ on element ‘c’ is not valid with respect to its type, ‘av.level’.

    It doesn’t matter what number I put in the Level column, the same error occurs. Any suggestions?

    Thanks,
    Katie

  3. Kate Bowers Says:

    Just try putting file or item in the first row of that column, then dragging this down the whole way

    Valid values for a component’s level are not numbers, they are: “class”, “collection”, “file”, “fonds”, “item”, “otherlevel”, “recordgrp”, “series”, “subfonds”, “subgrp”, and “subseries”.

    However, since this spreadsheet is intended for folder lists or item lists, it is expected you’ll have the same level for everything in the list.

    Level documentation is here: http://eadiva.com/c/ or the official and a bit less friendly site: https://www.loc.gov/ead/tglib/elements/c.html

  4. Katie Rudolph Says:

    Ah ha! Thank you, Kate!

  5. Katie Rudolph Says:

    Importing this code can only create a new Resource record in ArchivesSpace, correct? Have you found any ways to merge the Excel container list in with an existing Resource record? Thanks!

  6. Kate Bowers Says:

    This creates EAD optimized for ingest to ArchivesSpace. Ingesting EAD creates a new resource, so, yes, this is for creating a new resource record in ArchivesSpace.

    Others have created plug-ins (here’s one from National Library of Australia: https://github.com/hudmol/nla_staff_spreadsheet_importer) for ingesting spreadsheets.

    Harvard is working on a spreadsheet ingest for adding archival objects (that is ArchivesSpace term for components) to existing resource records (that is ArchivesSpace term for finding aids). We are now at the testing stage. I’m not sure when it will be released.

  7. Kate Bowers Says:

    Katie:

    This creates EAD optimized for ingest to ArchivesSpace. Ingesting EAD creates a new resource, so, yes, this is for creating a new resource record in ArchivesSpace.

    Others have created plug-ins (here’s one from National Library of Australia: https://github.com/hudmol/nla_staff_spreadsheet_importer) for ingesting spreadsheets.

    Harvard is working on a spreadsheet ingest for adding archival objects (that is ArchivesSpace term for components) to existing resource records (that is ArchivesSpace term for finding aids). We are now at the testing stage. I’m not sure when it will be released.

  8. Katie Rudolph Says:

    Hi Kate,
    I’m checking in to see if there are any updates about Harvard’s spreadsheet ingest for adding archival objects to existing resource records.

    Thanks again for providing your spreadsheet. It is helpful for getting archival objects into a Resource record. Have you heard of any future plans the ASpace importer being able to handle multi-level archival objects? It’s a little disheartening that importing only results in c01 level-archival objects only.

    Thanks again!

  9. Katie Rudolph Says:

    Have you heard of any future plans for the ASpace importer being able to handle multi-level archival objects? It’s a little disheartening that importing only results in c01 level-archival objects.

  10. Kate Bowers Says:

    Harvard’s Bobbi Fox has just about finished a magical spreadsheet ingest tool. And, yes, it does allow for many levels. Unlike mine, which makes EAD that you then ingest, Bobbi’s tool (because she’s a real, live programmer) will ingest directly to ArchivesSpace into a pre-existing resource record. If you github, here’s the link: https://github.com/bobbi-SMR/aspace-import-excel

  11. Kate Bowers Says:

    Oh–and I do believe Bobbi’s Excel ingest will become core code eventually in a new AS release.

  12. Katie Rudolph Says:

    Excellent! Thank you, Kate!

  13. Hannah Says:

    Does this spreadsheet accommodate the top containers in Archives Space?

  14. Kate Bowers Says:

    Yes, it does! It does not, however, support ingest of digital objects.
    https://github.com/harvard-library/aspace-import-excel

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