Table of Contents ARCHIVAL CONTENT STANDARD 7. Kris Kiesling. Cory L. Nimer. Kelcy Shepherd. Katherine M. Wisser. Aaron Rubinstein.

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1 Preface ix Table of Contents INTRODUCTION 1 Kris Kiesling MODULE 17 IMPLEMENTING DACS: A GUIDE TO THE ARCHIVAL CONTENT STANDARD 7 Cory L. Nimer MODULE 18 USING EAD3 155 Kelcy Shepherd MODULE 19 INTRODUCING EAC-CPF 239 Katherine M. Wisser MODULE 20 SHARING ARCHIVAL METADATA 297 Aaron Rubinstein

2 8 Putting Descriptive Standards to Work Module 17 Contents Preface 12 Introduction 13 Establishing Standards 13 Background on the Standard 14 Archival Description and the Cultural Heritage Community 17 Administrative Considerations 18 A Note on Organization 20 Describing Archival Materials 22 Levels of Description 24 Identity Statement Area Elements 25 Reference Code Element (DACS 2.1; Required) 25 Name and Location of Repository Element (DACS 2.2; Required) 27 Title Element (DACS 2.3; Required) 29 Date Element (DACS 2.4; Required) 32 Extent Element (DACS 2.5; Required) 35 Administrative/Biographical History Element (DACS 2.7; Optimum) 39 Content and Structure Elements 42 Scope and Content Element (DACS 3.1; Required) 42 System of Arrangement Element (DACS 3.2; Added value) 44 Conditions of Access and Use Elements 46 Conditions Governing Access Element (DACS 4.1; Required) 46 Physical Access Element (DACS 4.2; Added value) 48 Technical Access Element (DACS 4.3; Added value) 50 Conditions Governing Reproduction and Use Element (DACS 4.4; Added value) 51 Language and Scripts of the Material Element (DACS 4.5; Required) 53 Acquisition and Appraisal Elements 54 Custodial History Element (DACS 5.1; Added value) 54 Immediate Source of Acquisition Element (DACS 5.2; Added value) 56 Appraisal, Destruction, and Scheduling Information Element (DACS 5.3; Added value) 57 Accruals Element (DACS 5.4; Added value) 59 Notes Area Element 60 Note Element (DACS 7.1; Added value) 60

3 Implementing DACS: A Guide to the Archival Content Standard 9 Description Control Area Element 62 Description Control Element (DACS 8.1; Added value) 62 Describing Archival Creators 65 Levels of Description 66 Identity Area Elements 67 Authorized Form of the Name Element (DACS 10.1; Required) 67 Type of Entity Element (DACS 10.2; Required) 68 Variant Forms of Names Element (DACS 10.3; Added value) 70 Identifiers for Corporate Bodies Element (DACS 10.4; Added value) 73 Description Area Elements 74 Dates of Existence Element (DACS 11.1; Required) 74 Historical Summary Element (DACS 11.2; Added value) 76 Places Element (DACS 11.3; Added value) 78 Legal Status Element (DACS 11.4; Added value) 81 Functions, Occupations, and Activities Element (DACS 11.5; Added value) 82 Mandates/Source of Authority Element (DACS 11.6; Added value) 84 Internal Structure/Genealogy Element (DACS 11.7; Added value) 85 Control Area Elements 87 Repository Code Element (DACS 13.1; Added value) 87 Authority Record Identifier Element (DACS 13.2; Required) 89 Rules or Conventions Element (DACS 13.3; Added value) 90 Status Element (DACS 13.4; Added value) 91 Level of Detail Element (DACS 13.5; Added value) 92 Date(s) of Authority Record Creation and Revision Element (DACS 13.6; Added value) 93 Languages or Scripts Element (DACS 13.7; Added value) 95 Sources Element (DACS 13.8; Added value) 96 Maintenance Information Element (DACS 13.9; Added value) 98 Describing Relationships 99 Levels of Description 100 Relationships Between Materials and Creators 100 Name of Creator(s) Element (DACS 2.6; Required, if known) 100 Identifiers and Titles of Related Resources Element (DACS 14.1; Added value) 102 Types of Related Resources Element (DACS 14.2; Added value) 104 Nature of Relationship to Related Resources Element (DACS 14.3; Added value) 105

4 10 Putting Descriptive Standards to Work Dates of Related Resources and/or Relationships Element (DACS 14.4; Added value) 106 Relationships Between Materials 107 Existence and Location of Originals Element (DACS 6.1; Added value) 107 Existence and Location of Copies Element (DACS 6.2; Added value) 110 Related Archival Materials Element (DACS 6.3; Added value) 112 Publication Note Element (DACS 6.4; Added value) 114 Finding Aids Element (DACS 4.6; Added value) 116 Relationships Between Creators 118 Names/Identifiers of Related Corporate Bodies, Persons, or Families Element (DACS 12.1; Added value) 118 Type of Related Entity Element (DACS 12.2; Added value) 120 Nature of Relationship Element (DACS 12.3; Added value) 121 Dates of the Relationship Element (DACS 12.4; Added value) 123 Providing Additional Access 124 Subject Access 124 Genre/Forms 127 Occupational Access 130 Functional Access 132 Future Trends 134 Appendices Appendix A: Further Readings 137 Appendix B: Acronyms 154 Sidebars Case Studies on Implementation Documentation 21 Case Studies on Description Implementation Planning 23 Case Studies on Planning for Archival Authorities 66

5 156 Putting Descriptive Standards to Work Module 18 Contents Introduction 158 Why EAD? 161 EAD in Context 164 EAD3 166 Overall Structure of EAD3 166 EAD3 Schemas 171 New in EAD3 173 Capturing Data with More Granularity 173 Encoding Multilingual Descriptions 176 Linked Open Data 177 Migrating from Previous Versions 179 Implementing EAD 180 Preparation and Planning 180 Creating EAD 182 Transforming EAD3 for Display and Other Uses 185 Publishing and Exchanging EAD 186 Usability 187 Recommendations 188 Appendices Appendix A: Further Readings 190 Appendix B: Acronyms 196 Appendix C: Case Studies EAD Case Study: University of Maryland, Baltimore County (UMBC) 197 by Lindsey Loeper EAD Case Study: Congregational Library & Archives 199 by Cristina Prochilo EAD Case Study: Archives Hub 202 by Jane Stevenson

6 Using EAD3 157 Appendix D: Code Examples 204 Vita Sackville-West papers, Beinecke Rare Book and Manuscript Library, Yale University 204 Solidarity Collection, University of Maryland, Baltimore County (UMBC) 218 a b o u t t h e a u t h o r Kelcy Shepherd is the DPLA network manager at the Digital Public Library of America. In the Society of American Archivists, she has served as chair of the Description Section and was a member of the Technical Subcommittee on Descriptive Standards and Technical Subcommittee for Encoded Archival Description. Shepherd was actively involved in the EAD3 revision process and served as editor of the Encoded Archival Description Tag Library Version EAD3 (SAA, 2015). She has worked on digital archives and digital library projects for more than fifteen years. Kelcy holds an MLIS from Simmons College. a c k n o w l e d g e m e n t s The author would like to thank Michael Rush for comments on an earlier draft of this module; Lindsey Loeper, Cristina Prochilo, and Jane Stevenson for sharing information and providing text for the case studies in Appendix C; and Michael and Lindsey for providing the EAD3 code samples in Appendix D.

7 240 Putting Descriptive Standards to Work Module 19 Contents Introduction 242 Archival Description 245 The Development of Archival Description 245 Authority Control and Archives 248 Relationships in Archival Description 253 Encoded Archival Context Corporate Bodies, Persons, and Families 254 The Development of EAC-CPF 254 Relationship to ISAAR(CPF), DACS 2nd Edition, RDA, and FRAD 259 Introduction to the EAC-CPF Standard 262 Basic EAC-CPF Structure 264 Identity 265 Description 266 Relations 266 Design Aspects 269 Flexibility 269 Extensibility 271 New Developments 272 Uses of EAC-CPF 273 The Impact of EAC-CPF on Descriptive Practices 277 Appendices Appendix A: Further Readings 279 Appendix B: Case Study 283 Incrementally Implementing EAC-CPF at the University of Illinois Archives by Christopher J. Prom Appendix C: Crosswalks: FRAD, RDA, DACS, ISAAR(CPF), MARC Authority, and EAC-CPF 295

8 298 Putting Descriptive Standards to Work Module 20 Contents Introduction 300 Structured Data in Archives 302 A Brief History of Structured Data in Libraries and Archives 302 MARC 302 SGML 303 XML 303 The Digital Library Revolution and the World Wide Web 304 Web 2.0, or the Web as a Platform 304 The New Researcher and the Digital Humanities 305 Best Practices 307 Structured Data: The Basics 308 What Is Structured Data? 308 Serializations 309 Data Modeling 310 Understanding Web APIs 312 Identifiers, Resources, and Representations 314 APIs in Archives 318 RDF 318 The RDF Data Model 318 RDF Vocabularies 321 SPARQL 322 RDF Serializations 323 Linked Open Data 324 Real-life Object vs. Representation 326 Content Negotiation 327 The 5 Stars of Linked Open Data 327 Practical Approaches 328 Opening Data 329 Downloadable Data 330

9 Sharing Archival Metadata 299 Embedding Data 332 Microdata 332 Schema.org 332 Open Graph Protocol 333 RDFa 334 Linking Data 339 Linking Access Points 339 Linking within a Dataset 340 Recommendations and Conclusions 341 Make Your Data Available on the Web 341 Enhance Your Data By Integrating It with Other Sources 342 Think of Your Data as a Platform 342 Build Sustainable Workflows 342 Appendices Appendix A: Further Readings 344 Appendix B: Case Studies 345 Implementing Schema.org at Rockefeller Archive Center 345 by Hillel Arnold The Digital Public Library of America s Application Programming Interface and Metadata Ingestion Process 348 by Mark A. Matienzo Sidebars GLAMs 301 Data vs. Metadata 307 EAD: Formal Model or Serialization Format? 310 REST 315 JSON and Structured Data 317 Vocabularies vs. Ontologies 320 a b o u t t h e a u t h o r Aaron Rubinstein is the university and digital archivist at the University of Massachusetts Amherst and an adjunct professor in the Simmons College School of Library and Information Science. Prior to that he was the archivist for Digital Collections at Tufts University and the collections manager at the Yiddish Book Center. Rubinstein has helped develop and maintain EAC- CPF, is a member of the International Council on Archives Experts Group on Archival Description, and has been writing and speaking about archives on the Semantic Web since 2008.