Group Title: Procedures manual : Digitool & web-based ingest for Archives Florida collections, produced by the Florida Center for Library Automation, Draft 2007.01
Title: Procedures manual : Digitool & web-based ingest for Archives Florida collections, produced by the Florida Center for Library Automation, Draft 2007.01.30
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 Material Information
Title: Procedures manual : Digitool & web-based ingest for Archives Florida collections, produced by the Florida Center for Library Automation, Draft 2007.01.30
Physical Description: Archival
Language: English
Publication Date: January 30, 2007
 Record Information
Bibliographic ID: UF00089880
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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Produced by the
DRAFT 2007.01.30

The Archives Florida collection home page is online at:

Archives Florida is a collection of archival finding aids (inventories) from libraries, archives,
museums, and other agencies in Florida. These finding aids are encoded in XML according
to the Encoded Archival Description (EAD) standard. For more information on EAD and its
use in Florida archives, including best practices, documentation and instructions on how to
contribute to Archives Florida, see FCLA's Opening Archives in Florida website at:
FCLA periodically offers workshops on how to create EAD-encoded inventories. Please
contact FCLA's Digital Library Services Dept. if you would like to request a training workshop
for your library-based or archives-based organization, or to request that a sub-collection for
your organization's Finding Aids be created in Archives Florida.

This manual explains procedures for ingesting completed and validated EAD finding aids into
the Archives Florida collections. Archives Florida currently is hosted on a software system
(DigiTool from Ex Libris) that requires contributors to upload both digital objects like finding
aids and accompanying metadata records (for this workflow, in Dublin Core format)
describing each finding aid. Because a good EAD finding aid is the master description for an
archival collection, the workflow described here does not require contributors to create
metadata records from scratch. Instead, metadata records are derived by an automated
process from the finding aid, and are then ready to be uploaded along with finding aids into
DigiTool. FCLA provides free software tools to assist in preparing batches of finding aids and
metadata records for batch-uploadinq into Archives Florida. A batch consists of one or more
finding aids + one XML file containing all the Dublin Core metadata records for that batch.
The following pages describe start-to-finish procedures for generating batches, ingesting
them via a Web browser into the DigiTool software, and viewing them online.

I. Software Installation

Many organizations already have established procedures and software for creating valid EAD
finding aids. If your organization does not, FCLA provides templates for creating and
validating EAD inventories with the following free software running on Windows-based

NoteTab text processing software (
AltovaXML 2007 Validator (

After installing both of these free applications:
1. Create a new C:\ead2002 [lower-case] directory on your computer

2. Copy into the C:\ead2002 directory the following files provided by FCLA:
ead.dtd ["rules" file for creating good EAD]
group of 23 files that define character encodings for XML documents, including:
eadlocal.ent iso-grk2.ent
iso-amsa.ent iso-grk3.ent
iso-amsb.ent iso-grk4.ent
iso-amsc.ent iso-latl.ent
iso-amsn.ent iso-lat2.ent
iso-amso.ent iso-mfrk.ent
iso-amsr.ent iso-mopf.ent
iso-box.ent a iso-mscr.ent
iso-cyrl.ent iso-num.ent
iso-cyr2.ent iso-pub.ent
iso-dia.ent iso-tech.ent

2 stylesheets used by the software including:
fcla_ead2dc.xsl[derives metadata records from EAD inventories]
fcla_ead2html.xsl [creates HTML preview of inventory in DigiTool]

3. Copy the three following files into the C:\Program Files\NoteTab\Libraries, which is
created when NoteTab software is installed. These templates include:

fcla_make_ead.clb [template for creating EAD finding aids]
fcla_valid_plus.clb [template for validating finding aids & previewing in HTML]
fcla_wrap2DC.clb [template to create metadata records to upload with inventories]

NOTE: If you intend to use other software for creating and validating your EAD finding aids,
you can omit installing the AltovaXML 2007 software, as well as the first two .clb files listed in
the above paragraph. All of the other software and files listed in this section are required to
perform the workflow described in this manual.

NOTE: You will also need an Internet connection and a Web browser to upload EAD finding
aids and metadata records into DigiTool and Archives Florida. DiqiTool staff-side functions
often work better if you use the Microsoft Internet Explorer web browser.

II. Preparing Finding Aids & Metadata Records for Upload

1. Open NoteTab application
2. Select the fcla_wrap2DC tab near the bottom of the NoteTab screen
3. If you do not have a new document already open, click "Step 1. New Document" option in the left pane of the screen

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4. Double-click "Step 2. Opening Tags"; a few preliminary XML tags will appear in the blank document


5. Double-click "Step 3. Create File List" once for each file you wish to upload. EAD files should be stored in C:\ead2002.

6. Double-click "Step 4. Cleanup/Closing Tags". One or two lines of closing XML tags will appear in document.

7. Double-click "Step. 5. Save File" to save file as C:\ead2002\eadbatchfilelist[yyyymmddhhnn].xml (hhnn=hour/minute).

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SStep 7. Preview DC Record(s)

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9. "Step 7. Preview DC Record(s)" will open a file containing the batch of Dublin Core records you generated from the file list.

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FWR nehrling.xml

Archives and Special
Collections, Olin Library, Rollins College

Henry Nehrling Collection

The personal papers and library of Henry Nehrling
contain manuscripts, photographs, memorabilia,
periodicals and pamphlets from his personal
library. The collection also includes Nehrling's
correspondence with internationally famous
botanists, plant collectors and horticulturalists
of his time, such as Theodore L. Head.

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Note: If your EAD files are not valid against the EAD DTD, steps 6 & 7 will not work.

10. If Steps 6 & 7 are successful, you now have a group of EAD files and a batch file of corresponding Dublin Core records for

web-based ingest into DigiTool. All of these files will be located in the C:\ead2002 directory by default.

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Ill. Uploading Finding Aids & Metadata Records Into DigiTool

1. Open a Web browser and go to the URL . [Training =]
2. Select the "Web Ingest" option.

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3. Enter your assigned username and password


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4. If given a choice of Admin Unit, select "FCL01" and click the "Go" button

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5. Choose the "New Ingest Activity" option near the top left of the browser screen
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6. On the Enter Activity Parameters screen
a. Enter a locally meaningful name for the ingest job (this name is of only temporary value)
b. Choose the option "Dublin Core XML file and associated file streamss"
c. Choose the "Template Task Chain"
d. Of the template chain options, choose "Attribute Assignment Only"

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7. Click the "Next" button at the bottom right of the browser screen

8. If the "Selected Tasks" menu on the right side of the screen has only the task named "Control section Attribute Assignment"
click the "Next" button at the bottom ri ht side of the browser screen


DigiTool Ingest

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9. On the Parameters page
a., b. Select the template "dc_simpleentity.xml" and the Processing Instruction file "dc_with_file_stream.xml"
c For DC file upload, select from your computer the batch file of Dublin Core metadata to upload to the DigiTool server

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e. Create an attribute named "partition a" and assign its value as (collection code)
f. Create an attribute named "partition_b" and assign its value as (contributor code)
g. Create an attribute named "partition_c" and assign its value as (archive account)
h. Click the ""Next" button at the bottom right side of the browser screen.

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10. On the Upload Files page:
a. Under Local Files tab (default selected) navigate and select EAD file(s) described in the metadata file you chose in
step 9c above, then click the "Send" button to upload a copy of each of these EAD files to the DigiTool server
b. Each uploaded file will then be listed in the "Uploaded to Server" window
c. When you have selected and uploaded all EAD files that are part of this batch job, choose the "Activate" button at the
bottom right side of the browser screen
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Upload Files

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*If you do not see the directory browse window shown in Step 10, and are using the Internet Explorer web browser
(recommended) the cause may be with that DigiTool Web Ingest functions rely upon ActiveX scripts. You should change your
browser's ActiveX settings by doing the following:

1) Click Tools then Internet Options...
2) Click the Security tab on the top left
3) Click the Trusted sites icon then click Sites...
4) Add '' in the upper text box
5) Be sure to uncheck the box that requires server verification
6) Click Add
7) You should be able to install ActiveX

11. Follow-Up
a. If your batch upload is successful, there may be a delay of several hours before the new finding aids and metadata appear in
DigiTool or Archives Florida.

b. Your uploaded finding aids and metadata will be preserved in FCLA's systems according to standard backup and data
management practices. Nonetheless, you should devise a local plan to manage the master copies of each of your finding aids.
The batch files produced during the workflow described in this manual may be valuable to you in the future as well; if so, FCLA
suggests storing them along with batches of finding aids that have been uploaded to DigiTool.

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