CDL Hosted Archon Service – User Guide
Contents
1. id for the John Stuart Verschoyle Paper regorian normal 1884 1915 era ce gt 18 nurn gt History iling gt Verschoyle John Stuart Papers lt t lt author gt Finding aid prepared by Processed by Collection proce lt titlestmt gt lt publicationstmt gt lt publisher gt University of California Los Angeles William n lt address gt lt addressline gt 2520 Cimarron Street lt addressline gt lt addressline gt Los Angeles Ca 90018 lt addressline gt lt addressline gt 323 731 8529 lt addressline gt lt addressline gt rfenning humnet ucla edu lt addressline gt 4 Search for the first occurrence of lt titleproper gt in EditPad enter the search term and select Find First to find the text Pip Dae Search Dee Convert Opies Wer He od oe ie Bo Oo DO oF 8 aT ee lt langusagesFinding sid written ini language langocode eng scriptcode lat gt English lt language gt lt Langusage gt descrules Describing Acchives A Content Standacd lt descrules gt lt peotiledesc gt A eadheader gt csechdesc Level collection gt idid tunictitierjobn Stunrt Verachoyle papers t unitric les AS 207 OOLefuniedids Cniwvcraity of falifernia Loa Angeles Gilli qm Andreasa Clark Wess repository gt langmater ial gt language langeode eng gt av Langmaterial gt physdesc Search W Replace TF Fest Fot Fl preis Lj Ree G net Previous A tepani CE History searc2. display You can add edit information by clicking on the Admin bottom of any page in the staff view You are logged in as Gabriela Montoya fete i ee L mn Log Out Repository Settings As part of the initial setup process we will create an entry for your repository To view the current settings login as Admin Select Archon Packages gt Collections gt Repository Manager Select your repository to view the settings You can feel free to modify the settings but data is required in the following fields in the Repository Manager section in order to meet OAC Best Practice Guidelines for Encoded Archival Description Version 2 0 OAC BPG EAD specifications e Repository Name e MARC Organization Code 3 Collection Description Requirements for OAC The OAC Best Practice Guidelines for Encoded Archival Description Version 2 0 OAC BPG EAD must be followed when contributing XML finding aids to the OAC The following tables list out Archon data entry fields that should have data in order to meet the OAC BPG OAC Basic level encoding scheme requirements The OAC Basic encoding scheme reflects single level descriptive outputs at any level but typically for large accumulations such as collections record groups fonds or record series It can however only describe materials at one explicitly articulated level and does not support multilevel encoding of subsequent lower levels the OAC Full encoding scheme The third column
3. in these tables references the page in which the elements and attributes guidelines tables appear in the OAC BPG EAD Please refer to these pages for more detailed information Collection Information CDL Hosted Archon Service 2 March 2010 e Login as Admin select Archon Packages select Collections Manager then select Add New Enter a Title Enter the unique Collection Identifier Enter a Inclusive Dates for the materials Enter the Extent Number cubic feet or linear feet Click on the Next button at the bottom the window Table 1 Archon Label EAD OAC BPG EAD Citation lt unittitle gt pg 12 Collection Identifier pg 12 Inclusive Dates lt unitdate gt pg 12 o Year NORMAL Eam o Collection Manager g Tram Combs Papers ID 2 Content Manager Collection Information Title Tram Combs Papers z Enable Web Output ves O No g Collection Classification No classification information has been entered into the Classification Manager g Collection Identifier Mss 123 LI Sort Title g First Last Year z LJ Inclusive Dates 1946 1964 a Predominant Dates g Type of Materials Select One EY C Extent 4 Linear Feet ry 2 Finding Aid Author 2 Template System Default default 2 Add or Edit Digital Content Collection Description e Click on the expanding to open up the Collection Description section e Enter one Scope note to provide a prose statement summarizing
4. the document types formats and topical coverage of the collection e Click on Update Table 2 Archon Label EAD OAC BPG EAD Citation pg 14 CDL Hosted Archon Service March 2010 Template System Default default 8 2 Add or Edit Digital Content Creator Information C Scope Dating from the late 1940s through 1964 the papers document a z the life writings and thought of Tram Combs The collection includes Combs personal revelations about his life as a writer and Gay person in the 1950s and early 60s In addition the papers provide unusual insights into Gay politics and literary infighting in the United States and the Virgin Islands Combs himself organized his own papers quite thoroughly He often wrote notes explaining how the papers were originally created and how and why the materials were arranged as they were The present collection is organized in six series 1 d Arrangement Q Alt Extent Stmt 2 Subjects In order to promote content access to collections the OAC requires at least three controlled access headings encoded using the following subelements lt persname gt lt famname gt lt corpname gt lt title gt lt geognames gt lt genreform gt lt occupation gt or lt function gt e Click on the expanding to open up the Subjects section e If the subject isn t listed in All Subjects click on Launch Subject Genre Manager to add other subjects personal name fa
5. 9 CDL Califomia Digital Liprary F 2 R ARCHON These instructions are intended for reference by users of our CDL Hosted Archon service They are also suitable for reference by repositories that are implementing a local instance of Archon The following sections are relevant for these cases Section 2 see Repository Settings requirements only and Sections 3 5 1 Usage Notes Archon provides two general features that have particular usage implications within the context of our Hosted Archon Service For additonal information about these features see the Archon User Manual http www archon org UserManualv2 21 pdf Public End User Interface Please note that this particular Archon feature is not enabled restricting public access to the collections The default Archon public interface includes all collections maintained by all repositories and cannot be customized or modified by repository at this time hence we have not activated this feature We recommend submitting completed EAD collection guides to the OAC for publication Digital Library Package You can use this feature to describe digital objects associated with a finding aid When creating digital objects you have the option to either 1 upload files associated with the object or 2 input a URL to an online location of the file see Content URL field in image below Do not upload digital files to the CDL Hosted Archon database f you are creating digital objects
6. AD Toolkit Below is a table indicating the required EAD tag attribute the location of the required encoding in an EAD instance represented in XPath syntax and a reference to the OAC BPG EAD guidelines for additional information EAD Tag Attribute EAD Encoding Location OAC BPG EAD Citation XPath lt titleproper gt ead eadheader filedesc title OAC requires a second lt titleproper gt TYPE FILING stmt titleproper type with a type set to filing Encode the filing title of the finding aid and not the title of the fonds or record group being described CDL Hosted Archon Service T7 March 2010 Example Archon Output lt titleproper gt William J Clinton Papers lt titleproper gt Manual Output lt titleproper gt William J Clinton Papers lt titleproper gt lt titleproper type filing gt Clinton William J Papers lt titleproper gt To update your EAD file we suggest using a simple text editor such as EditPad or Note Tab or a XML authoring tool such as oXygen Below is a summary of the editing process using the free EditPad Lite software as an example 1 Open the EAD file using the text editor 2 From the toolbar select select word wrap as a viewing option in EditPad select Options gt Word Wrap Fie Cae Search Deck ee Help hi Tim h amines oer h aT a verschoylenest oral f IE ine Muribers StH gt ny Ermi versions 1 0 enc Teme femiheadec indaide th
7. a on Tos Seadid counter tf 4 ledescy Configure Pile Types SEiE Leste Pref iari Sltocyenusding laolss11 oountryencoding ios l s lt 17 USC L0 svecechoy xml lt eadid gt the John Stuart Verschoyvle Papers normale TARAS 1015 epee ce gt 1B 4101 577 dace 2cipleg Eeport shennan ode import Preferences Theva Loe ee ee ifticleprapers SLitideproper tipper filing gt Vetaschoyle John Sbiart Pepere tit lepropec gt fSuthocsFinding aid prepared by Processed by Collection processed and machine read cf EL0 leat tpublicst ienstmt gt epublishercstnivergicy of California Loe ingeles Uilliam Andeews Clack Hesorial taddreaae SHGGreSS1inesteoe Cimarrean JEreetiy hddrese line Caadeesslinesbos Angeles CA SOOD1S faddress line eae eas ines a 71a aod eee ine gt address linesctennings bummer ucia edu lt eddress line gt faddeean Toate es daner lt publicacionstmt gt tf fi Ledeac tpretiledess gt IEA LORS TRS finding gid vas produced wing the Archivista Toolkit 3 From the toolbar select the option to search for text in the file in EditPad select Search gt Show Search Panel CDL Hosted Archon Service 8 March 2010 EditPad Lite File Edit ESSA Block Convert Options View Help Show Search Panel Ctrl F Search Options gt versch lt xml v lt ead gt lt eg e repositoryencoding is015511 countr gen amp gycode US CLU gt verschoy xml lt eadid gt
8. h EE ms 5 Insert a lt titleproper type filing gt tag just after the last lt titleproper gt tag Within lt titleproper type filing gt enter the filing title for the finding aid Note that lt titleproper type filing gt must also be closed with lt titleproper gt For example see red text for the added encoding lt titlestmt gt lt titleproper gt Finding Aid for the John Stuart Verschoyle Papers lt titleproper gt lt titleproper type filing gt Verschoyle John Stuart Papers lt titleproper gt 6 Once you re done with the edits save the file 5 Questions Problems Who to Contact for Assistance The Archon User Manual Version 2 21 can be found at http Awww archon org UserManualv2 21 pdf We maintain an online forum for the CDL Hosted Archon Service at http www getsatisfaction com dsc products dsc_ cdl hosted archon Feel free to join discussions with other users ask questions report problems or request support CDL Hosted Archon Service 9 March 2010 Alternatively you can report problems or send requests for support to our helpdesk system via email at oacops cdlib org indicate Archon in your subject line When reporting technical issues with the applications please note specific steps that you took before encountered the error and please also note any specific error messages This will help us track and troubleshoot the problem CDL Hosted Archon Service 10 March 2010
9. ition Information section e Entered the Initial Date Acquired e Click on Update Table 6 Archon Label EAD OAC BPG EAD Citation Acquisition Information pg 14 g E Acquisition information E Initial Date Acquired 2 via sfase2 Source FO Method Appraisal info Ej Related Materials Information e Click on the expanding to open up the Related Materials section e Entered the Preferred Citation e Click on Update CDL Hosted Archon Service 6 March 2010 Table 7 Archon Label EAD OAC BPG EAD Citation Preferred Cit pg 14 Separated Mar s Separated Materials EJ Note B Copy g Preferred Cit Preferred Citation Finding Aid Information e Click on the expanding to open up the Finding Aid Information section e Entered the year the collection description was written in Publication Date e Enter the language in which the collection description was written in Written In e Click on Update Table 8 Archon Label EAD _ sSs OAC BPG EAD Citation Cis pg 11 pg 14 4 Before Sumbitting to the OAC OAC requires the following additional encoding which is not supported by Archon in the EAD export file Archon users must manually add this data to their finding aids after exporting from Archon in order to meet OAC Best Practice Guidelines for Encoded Archival Description Version 2 0 OAC BPG EAD specifications You can use a simple text editor or XML authoring tool to add this data for references see our E
10. mily name etc e Click on Update Archon Label OAC BPG EAD Citation xcontrolaccess gt o Subjects Subjects pg 18 Ete ooo d Agg gr Edi agita onteni Hg Sor nfo tig F 7 toe bal CEHO i cr IL All Subjects Subjects for Collection i Ships i gt z F Subj emra fel ger Genres inding aad Information CDL Hosted Archon Service 4 March 2010 p508 popoosa Languages e Click on the expanding to open up the Languages section e Select the language s used in the materials of the collection e Click on Update Table 4 Archon Label EAD Elements OAC BPG EAD Citation lt langmaterial gt pg 14 Ej E E o Languages for Collection Russian g Spanish Castilian o Abkharian z Achinese Acoli Adangme Adyghe Adyqgei T E E E Restrictions e Use one Access General note to record particular access restrictions even if the collection has no access e Use one Use Rights note to tag for conditions governing the use of a collection after access has been provided e Click on Update Table 5 Archon Label EAD OAC BPG EAD Citation pote Access General og 14 Use Rights pg 14 CDL Hosted Archon Service 5 March 2010 Genres Languages 58588 Access General This is your Access Restrictions note Use Rights This is your User Restrictions note CJ Physical g Acqusition Information e Click on the expanding to open up the Acquis
11. you must place associated files on a local webserver and then use the Content URL field to indicate the location of the file on your webserver RN Archon 2 23 You are logged in as Adri P A newer version of Archon has been released visit www archon org to upgrade w ARCHON ee Archon Administration 4 Archon Packages dk a Te gt NU Identifier i Date 2 Associate a Collection Associated Collection Select One i i Eo Cl E Upload Files c Upload Files 2 Media Type Title File Display Order Web Enabled Browse N A la Iv Add New Update Files or Content URL z 2 Archon Setup Version 2 23 Setup We will provide the following initial setup for your institution A single user account Power Users permission level for the primary contact at your repository An entry for your repository CDL Hosted Archon Service 1 March 2010 Connection Settings Use the following settings when accessing the OAC Archon interface via any web browser Your Login E mail and a temporary Password will be provided to you by the CDL Please change your password once you ve connected to the application Once logged in select Archon Administration gt My Preferences e Administration Interface http voro cdlib org 8084 Archon p admin e Public Interface Not Enabled http voro cdlib org 8084 Archon L Remember me Register an Account After you log in the staff view of the public view will
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