Using Archives Portal Europe's local OAI Harvester

The OAI Harvester is a standalone tool that you can easily install on any computer. It has been developed to enable:

  • Testing access to your OAI-PMH repository via which you want to forward your content to Archives Portal Europe,
  • Harvesting the whole content of your OAI-PMH repository in order to upload it to the Archives Portal Europe's Content Checker for testing purposes, because the automatic harvesting functionality of the Content Checker is limited to fetch only the first ten records of any OAI-PMH dataset.

In short, the OAI Harvester helps you to test your Archives Portal Europe contribution, just like the Data Preparation Tool. In addition, you can use the OAI Harvester tool in combination with any other OAI-PMH repository, for example, to test contribution to Europeana.

The OAI Harvester works just like the harvesting functionality in the back-end of the Archives Portal Europe, the dashboard (see the Institution Manager manual for more information). They share the same 'engine', but the local tool has some extra options. Basically it follows the OAI-PMH mechanism via a questions and answers dialogue between the harvester and the repository.

The only requirement for running the tool is that you need to have Java 6 or higher installed on your computer. You can verify whether Java is installed on your computer, and which version, by launching the command prompt (Windows) or terminal (Linux) and typing: java -version. On a MacIntosh computer you can go to "System Preferences" and see if there is a Java icon there; if so, Java is installed and you can click on the icon to check the version. Of course you will also need an internet connection and free access to your OAI-PMH repository via that internet connection to actually harvest data.

Installation and launch

You will find the latest version of the OAI Harvester on our GitHub page for download. It is distributed as a ZIP file named e.g. OAIHarvester-1.1.1-package.zip, where the number indicates the version of the tool.

You will need Java JDK 6 (1.6) or later to run the tool. This needs to be installed in your device already, when downloading the default version of the tool. You can verify whether Java is installed on your computer, and which version, by launching the command prompt (Windows) or terminal (Linux) and typing: java -version. On a MacIntosh computer you can go to 'system preferences' and see if there is a Java icon there, if so, Java is installed and you can click on the icon to check the version.

To install the tool, simply download the ZIP archive of the newest release in the version best suitable for you and uncompress it locally on your own device with winzip, 7-zip, unzip or a similar tool.

You will find two folder (conf and lib) and six files, a PDF version of this manual, a file called oaiharvester-silent.bat, a file called oaiharvester-silent.sh, and the following three files, one of which you will need to launch the tool depending on your operating system:

  • double-click on the oaiharvester.bat file when using Windows.
  • double-click on the OAIHarvester.jar file when using MAC (or on the launch.command file if you have downloaded the version with JRE included)
  • launch the oaiharvester.sh file using your terminal when using UNIX (i.e. type "sh oaiharvester.sh" - make sure that the file has at least execution rights on your system using the command "chmod +x oaiharvester.sh").

The tool should now be running. If this is not the case, please check the trouble shooting chapter below or get in contact with us via info@archivesportaleurope.net.

When launched the tool creates two additional folders, data and logs; the first will contain the harvested data and the second the log files where the actions processed will be registered (useful in case errors occur).

In the logs folder, the file named "harvester" will indicate in details how the harvests have been processed; this file allows you to check everything if needed.

Set up the harvest

To set up the harvest, you just have to follow the instructions displayed on the screen. The tool will ask you questions and your answers to these questions will be transformed into requests which the tool then sends to the OAI-PMH repository by using the usual OAI-PMH syntax (beginning with the first request, the verb Identify). Once the connection to the repository has been made and the different possibilities offered by the repository have been received, the tool will suggest these back to you as choices for the next step.

Indicate the address of your repository

The first question the tool will ask you is the URL of the OAI-PMH server. This URL must include the prefix http or https, e.g. http://www.gahetna.nl/archievenoverzicht/oai-pmh.

The tool then asks you to indicate whether you are using a proxy server. In some network environments access to the internet is secured via a proxy server. If that is the case, then enter the URL of the proxy server (ask the administrator of your network environment about this). In case you don't use a proxy server, for example in case you use the tool at home, then you can skip answering this question by simply pressing the enter key.

The harvester begins its dialogue with the repository by sending the request verbs and providing the according answers: list of metadata, list of sets, etc.

Select the type of metadata that you want to harvest

The tool lists the types of metadata found in the repository and asks you to select one of them.

In this example, data are provided in three different types of metadata: oai_dc (Dublin Core XML), oai_ead (a short basic version of an EAD XML finding aid), and oai_ead_full (the complete full version of an EAD XML finding aid). Let's choose option 3: oai_ead_full.

Select the set that you want to harvest

Then the tool lists the datasets found in the repository with the chosen metadata format and gives them an arbitrary number to allow you to choose one. Please note that you can harvest only one dataset at a time, so if you want to harvest everything or more than one dataset, then you have go through this whole process again for each additional dataset.

In this example you have 4 datasets, let's choose 1: naa1, the dataset containing all finding aids of the Nationaal Archief in the category 1.x.xx, meaning: finding aids of governmental archives from before the year 1795.

Select the FROM and TO dates

In the next step, the tool asks whether you want it to take into consideration a start and end date for the data to be harvested, i.e. only harvesting data that was created or updated between two specific dates. This is not mandatory and only useful in case you want to make a differential harvest, so a harvest of data as produced during a certain period.

In case you do not want to make use of this functionality, then you can simply skip both options by pressing the enter key. The tool will then harvest all data in the selected set.

Select the harvest method

Afterwards the tool asks you whether you want to use the standard harvesting method "ListRecords" or the alternative harvesting method "ListIdentifiers/GetRecord", which is to be preferred in case you encounter an unstable repository, because then the harvesting process will continue from where it was stopped due to e.g. the connection failing once the connnection has been reestablished (fail safe).

Let's choose 1: ListIdentifiers/GetRecord (fail safe).

Select the type of records that you want to save

Next you can choose to save the metadata records (i.e. the original files harvested from your repository) either as the full OAI response (i.e. the original files within an OAI "wrapper"), or in their original (metadata) format.

In case you want to upload the files directly to Archives Portal Europe, harvesting them in their original (metadata) format is to be preferred, so let's choose 1: Save only the metadata record (e.g. EAD, EDM or DC files).

Start the harvest

As a last step, the tool provides a summary of the choices and asks whether you want to proceed. To start the harvest choose option 1: yes.

With this, the tool starts the actual harvesting by making a quick inventory of the files (here: 303) that are in the requested dataset (each line represents one file, in this case one finding aid, with its identifier/filename and its creation/update date) and then the tool immediately proceeds to fetching the files themselves. Once finished, the tool will 'match' the amount of actually harvested files with the assessment done in the first step (here: 303 of 303) and it will provide information on how long it took to harvest the dataset.

Retrieve the files

Once the files are harvested, they are saved in the data folder of the tool, hierarchically ordered by repository, type of files and name of the dataset.

When you open one of the files, e.g. the first one of this dataset (finding aid 1.01.01.00.xml), you can see that it is a valid EAD XML file, as requested via the options of the tool. You could now zip this dataset and upload it manually in the Archives Portal Europe's Content Checker for testing, or run the files through the Data Preparation Tool first for a final validation before the upload.

Troubleshooting

  • The tool provides an error report, if applicable, displayed in the command prompt window and available as a text file named errors.log in the data/errors folder.
  • The tool also saves a log file of each harvesting in the log folder, in a file named harvester.log (see for example the first part of the harvester.log file of the harvesting that was used for this manual in the screenshot here).

If you run into problems using the tool, please go to these folders via the Explorer/Finder of your device and retrieve the files errors.log and harvester.log, then open our contact form, selecting "Technical issues" from the drop-down menu, and copy and paste the content of both files (as applicable) in the text field for your feedback. Having these files available, along with some explanation regarding the error that you encountered, will help us identify the problem more easily.

For content providers

Standards Supporting software

Archives Portal Europe help guide

Please select amongst the relevant tips we can help with. If you still have questions, please do not hesitate to contact us, and we will be in touch as soon as possible.

Starting your search here will include all content available in Archives Portal Europe. Simply enter your keyword(s) and hit the search button. Wrap fixed expressions in quotation marks, e.g. “French Revolution”. Check the box to “Search each term separately” in case you are looking for documents containing at least one word, but not necessarily all keywords; this will also allow you to search for the same term in multiple languages at the same time (e.g. “French Revolution” “Révolution Française”). You can also use wildcards - find more about Research Tools here. If you would like to use more specific settings, try our Advanced search

The additional advanced search options give you the possibility to focus your search in:

  • archival documents (Search in archives),
  • names of person and organisations that created, worked with and maintained these documents (Search in names),
  • Institutions currently holding the documents (Search in institutions).

When searching with multiple terms at the same time, wrap fixed expressions in quotation marks (e.g. "French Revolution"), or check the box "Search each term separately" in case you are looking for either one term of the other. This will also allow you to search for the same term in multiple languages (e.g. "French Revolution" "Révolution française"). You can also choose one of the suggestions matching your search term once you start typing.

This will only show results that include documents that have been digitised and are available online

Use this option to search only one or more keywords, rather than all of them

Select where your search terms should appear specifically inside the archival description:

  • Title: search terms will appear in the title, or name, of the description
  • Content Summary: search terms will appear in the main description of the document or of the collection
  • Reference code: it is the identifier of the archival material as provided by the institution. Use this option if you know the exact reference code of the material you are looking for

You can filter results by selecting where your search terms appears specifically inside the archival description:

  • The name can be the full name of a person, family or organisation as well as only parts of it, e.g. only the last name.
  • The identifier is used internally by the institution or refers to (inter)national vocabularies such as the Virtual International Authority File (VIAF).
  • The place can be the place of birth (or foundation), the place of death (or closing), the place of work or any other place of importance.
  • The occupation is the profession or job of a person.
  • The mandate is a law, directive or charter that establishes and defines an organisation's powers, functions, responsibilities or sphere of activities.
  • The function is an activity, role, or purpose performed or manifested by a person, family or organisation.

You can filter results by selecting where your search terms appears specifically inside the description of the archive:

  • Name: search term appears in the name of the institution. It can be the full name of an archival institution or only parts of it.
  • Place: search term appears in the address or area of the institution. It can be the city or town, where the archival institution is located or any other place of importance (e.g. previous locations)

  • A finding aid is a structured description of archival materials per collection or fonds, up to item level.
  • A holdings guide is an overview of the collections and fonds of one archival institution.
  • A source guide is a topic-oriented overview of collections and fonds of one or several institutions.
    You can filter by one or more entity types:
  • A person (e.g. John Locke, or Jean Jaques Rousseau);
  • A family (e.g. Bonaparte, or Helgason);
  • A corporate body, i.e. the name of an institution, organisation, or company (e.g. Ministerie van Justitie, or Electro Mecánica Antonio Armentano)

Please note that this filter will only include institutions, for which a type has been provided as part of their descriptions:

  • A business archive holds the records of (often) commercial organisations.
  • A church or religious archive holds the records of church parishes or religious organisations, e.g. birth or death registers.
  • A county or local authority archive holds the records of the county's administrative bodies.
  • A media archive holds audiovisual or sound records, e.g. a film archive or the archive of a broadcasting company.
  • A municipal archive holds the records of a town or city administration.
  • A national archive holds the records of a country's administrative bodies, i.e. from ministries and other public bodies, sometimes also private papers of former ministers, chancellors, or presidents.
  • A private person or family archive holds the records forming the legacy of a prominent person or family.
  • A regional archive holds the records of a region's administrative bodies.
  • A specialised governmental archive holds records of public bodies, often operating on a national level, that are not part of the national archives' holdings.
  • A specialised non-governmental archive or archive of another cultural heritage institution hold collections from various cultural heritage institutions, eg. museum archives, libraries archives, etc
  • A university archive or archive of another research organisation holds the records pertaining to the administration of the according educational or research body.
  • Political parties, popular/labour movements and other non-governmental organisations, associations, agencies and foundations hold the archival collections of these institutions, outside of governmental records and outside of business archives (e.g., NGOs)

Enter a start and/or end date in the format DD-MM-YYYY, i.e. 01-01-1900 for 1 January 1900. This will allow you to focus your search on a specific period of time. You can use the calendar function or type directly in the text field. The checkbox "Exact date search" concentrates the search on one specific date.

Check "View in context" to view the results in the hierarchical structure of archives.

  • Choose "List view" to view the results in a simple list, ordered according to relevance or date
  • Choose "Context view" to view the results in the hierarchical structure of the holding archives.

For more details see Research Tools

Please sign in to save your searches.

A holdings guide is an overview of the collections and fonds of one archival institution.

A finding aid is a structured description of archival materials per collection or fonds up to item level.

You can filter results by selecting one or more countries of interest. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by one or more holding archival institutions. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can select to view results from a specific Finding Aid, i.e., a structured description of archival materials per collection or fonds up to item level. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter by type of descriptive document:

  • "Holdings Guide": an overview of the collections and fonds of one archival institution.
  • "Source guide": a topic-oriented overview of collections and fonds of one or several institutions. a description of the archival collections available. Similar to Holdings guides
  • "Finding aid" provides more detailed descriptions of the archival materials of specific collections or fonds

You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by selecting "Fonds description" for a general overview or "Other descriptions" for item level. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by selecting only those containing digital objects, i.e. the link to the digitised version of the archival material you are looking for. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by type of digital object you are interested in:

  • Text: most documental material, such as administrative records, letters, manuscripts etc.
  • Image: includes photographs, posters, maps.
  • Sound: sound recording with no images
  • Video: moving images with or without sound
  • Unspecified: indicates that the holding institution has not specified the type of digital object
  • 3D: 3-d digital objects

You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results based on the date of creation of the archival material (which may differ from the time period you are interested in - e.g., philosophers from the Enlightenment period reflecting on classic thinkers)

  • Full dates includes normalised date information available for date-based searches. It is recommended to combine this selection with the filters "Start timespan" and "End timespan" for more details.
  • Only descriptive dates provides the date information in human-readable format.
  • No date either includes documents where the creation date is unknown, or where date information is not in a machine-readable format

Please note that not all documents contain a machine-readable date. More information here

You can filter results based on the date of creation of the archival material (which may differ from the time period you are interested in - e.g., philosophers from the Enlightenment period reflecting on classic thinkers). This filter will only include materials with "Full dates", i.e. those that include date information available for date-based searches. You can either search for a specific date of interest or focus step by step on the time span of a century, decade, year or month. When searching for a specific date, enter the date in the format DD-MM-YYYY, i.e. 01/01/1900 for 1 January 1900, via the calendar function or by typing directly in the text field.
This filter concentrates on the earliest dates mentioned in the materials.

You can filter results based on the date of creation of the archival material (which may differ from the time period you are interested in - e.g., philosophers from the Enlightenment period reflecting on classic thinkers). This filter will only include materials with "Full dates", i.e. those that include date information available for date-based searches. You can either search for a specific date of interest or focus step by step on the time span of a century, decade, year or month. When searching for a specific date, enter the date in the format DD-MM-YYYY, i.e. 01/01/1900 for 1 January 1900, via the calendar function or by typing directly in the text field.
This filter concentrates on the latest dates mentioned in the materials.

You can filter results based on the language in which the material is written. Please note that this filter will only include materials where specific language information has been provided by the institution and is therefore in a machine-readable format. You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.



You can filter results by selecting one or more topics of interest. Please note that this filter will only include materials where the topic has been assigned and is therefore in a machine-readable format. Read how to assign a topic to documents on the Topics page. You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.



You can filter results by selecting where your search terms appears specifically inside the archival description:

  • The name can be the full name of a person, family or organisation as well as only parts of it, e.g. only the last name.
  • The identifier is used internally by the institution or refers to (inter)national vocabularies such as the Virtual International Authority File (VIAF).
  • The place can be the place of birth (or foundation), the place of death (or closing), the place of work or any other place of importance.
  • The occupation is the profession or job of a person
  • The mandate is a law, directive or charter that establishes and defines an organisation's powers, functions, responsibilities or sphere of activities.
  • The function is an activity, role, or purpose performed or manifested by a person, family or organisation

You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results by type of entities:

  • Person (e.g., John Locke or Jean Jaques Rousseau)
  • Family (e.g., the family Bonaparte)
  • Corporate body (an institution, organisation, or company, e.g. the "Ministerie van Justitie")
You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results based on the language in which the material is written. Please note that this filter will only include materials where specific language information has been provided by the institution and is therefore in a machine-readable format. You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results based on the type of holding institution. Please note that this filter will only include institutions, for which a type has been provided as part of their descriptions.

  • A business archive holds the records of (often) commercial organisations.
  • A church or religious archive holds the records of church parishes or religious organisations, e.g. birth or death registers.
  • A county or local authority archive holds the records of the county's administrative bodies.
  • A media archive holds audiovisual or sound records, e.g. a film archive or the archive of a broadcasting company.
  • A municipal archive holds the records of a town or city administration.
  • A national archive holds the records of a country's administrative bodies, i.e. from ministries and other public bodies, sometimes also private papers of former ministers, chancellors, or presidents.
  • A private person or family archive holds the records forming the legacy of a prominent person or family.
  • A regional archive holds the records of a region's administrative bodies.
  • A specialised governmental archive holds records of public bodies, often operating on a national level, that are not part of the national archives' holdings.
  • A specialised non-governmental archive or archive of another cultural heritage institution hold collections from various cultural heritage institutions, eg. museum archives, libraries archives, etc
  • A university archive or archive of another research organisation holds the records pertaining to the administration of the according educational or research body.
  • Political parties, popular/labour movements and other non-governmental organisations, associations, agencies and foundations hold the archival collections of these institutions, outside of governmental records and outside of business archives (e.g., NGOs)

Write your message in your own language and use this drop-down menu to have your message translated into English or in the language of the institution for a swifter response. By checking this box and selecting a language you will send your original message along with the translated version

What kind of suggestion would you like to make?

  • Assign to topic: assign this record to one of our Topics. Topics are created following the Unesco Thesaurus
  • Suggest translation: If you have translated this archival description or the documents themselves, please send it to us as a .doc or .pdf file
  • Connect to another resource: If this object relates to another resource in Archives Portal Europe, or anywhere else on the web (e.g., an article on Wikipedia), you can suggest it to be linked to this resource
  • Other: If you have any other relevant material, such as a transcription of the document, please upload it and let us know here

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You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy, or moral rights.

This object is currently in copyright and the rights holder(s) have allowed re-use for educational purposes only. You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy or moral rights.

Please contact the providing institution for more information and in order to acquire additional permissions for any other uses.

This object is made available under the terms of the Creative Commons - Attribution, ShareAlike (BY-SA) licence. You can copy, redistribute, remix, tweak and build upon the licensed object, even for commercial purposes, as long as you attribute the rights holder as described in the licence, and you license your adaptations of the object under the same terms.

This object is made available under the terms of the Creative Commons - Attribution, ShareAlike (BY-SA) licence. You can copy, redistribute, remix, tweak and build upon the licensed object, even for commercial purposes, as long as you attribute the rights holder as described in the licence, and you license your adaptations of the object under the same terms.

This object is made available under the terms of the Creative Commons - Attribution, No Derivates (BY-ND) licence. You can copy and redistribute the object, even commercially, as long as no alteration is made to the object and you attribute the rights holder as described in the licence.

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This object is made available under the terms of the Creative Commons - Attribution, Non-Commercial, ShareAlike (BY-NC-SA) licence. You can copy, redistribute, remix, tweak, and build upon the licensed object for non-commercial use only, as long as you attribute the rights holder as described in the licence, and as long as you license your adaptations of the object under the same terms.

This object is made available under the terms of the Creative Commons - Attribution, Non-Commercial, No Derivates (BY-NC-ND) licence. You can copy and redistribute the object for non-commercial use only, as long as no alteration is made to the object and as long as you attribute the rights holder as described in the licence.

If you remix, transform or build upon the object, you may not distribute the modified material.

This object is in the public domain, but has been digitised as the outcome of a public-private partnership, where the terms of the contractual agreement limit commercial use for a certain period of time. You can copy, redistribute, remix, tweak, and build upon the object for non-commercial use only.

This object has been identified as an Orphan Work in the country of first publication and in line with the requirements of the national law implementing Directive 2012/28/EU of the European Parliament and of the Council of 25 October 2012 on certain permitted uses of orphan works.

You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy or moral rights.

This object is in the public domain, but is subject to known legal restrictions other than copyright which prevent its free re-use. Please contact the providing institution for more information.

This object is currently in copyright. Please contact the providing institution for more information and in order to acquire additional permissions for re-use.

The copyright status of this object has not been evaluated yet. Please contact the providing institution for more information.

You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy, or moral rights.

This object is currently in copyright and the rights holder(s) have allowed re-use for educational purposes only. You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy or moral rights.

Please contact the providing institution for more information and in order to acquire additional permissions for any other uses.