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Exporting apeEAD from scopeArchiv

Exporting apeEAD from scopeArchiv

This page contains a description of the scopeArchiv apeEAD export the National Archives of Hungary has developed for its own purpose. For more information please contact the National Archives of Hungary via email.

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Basic requirements/features Matching scopeArchiv fields and EAD elements Running the export

Supporting software Categories

Using AtoM (Access to Memory) to create EAD Exporting apeEAD from scopeArchiv

Basic requirements/features

In scopeArchive user fields can be defined via the user interface without developer assistance; the same should be done with the EAD export elements.
The export function uses the already existing data structures (tables, fields). Further elements cannot be exported automatically.
An export can be launched from different parts of the hierarchy, allowing partial exports as well.
An export can set the vertical deepness by defining the ID of the lowest level (e.g. fonds, subseries, item etc.).

Matching scopeArchiv fields and EAD elements in the scopeArchiv admin module

The procedure already contains the structure of the EAD export, into which the user fields can be inserted. This can only be done for specific XML tags using predefined special characters:

<did> (character: *)
<physdesc> (character: P)
<odd> (character: +)
<c> (character: !)

You have to set this information field by field in the "Data elements" sub-menu within the "Administration module" of scopeArchiv. Note: For easier use, the National Archives of Hungary applied a separate Excel document, in which the column "B" holds the name of the scopeArchiv field, while columns "K" and "L" hold the code fields to be typed to scopeArchive.

For typing the information into the EAD code field, there are several options depending on the type of EAD tag you want to include into your export. In all cases, the first character will have to be the special control character (* or + or P or !) indicating the location within the EAD structure where you would want to insert an EAD tag. After this, you add the tag you want to insert in EAD XML encoding, using a % sign to indicate where to put the data within the string, e.g.:

*<note label="Unique identifier "><p>%</p></note>

If the "Unique identifier" of the given component is HU-MNL-1125, then the export following this rule will contain:

<note label="Unique identifier "><p>HU-MNL-1125</p></note

Furthermore, you can add the attribute "encodinganalog" to include references to the appropriate ISAD(G) fields and you can have this filled automatically (based on the official crosswalk between ISAD(G) and EAD) by including an %I string in your export sample, e.g:

*<langmaterial %I>%</langmaterial>

If the "Language" of the given component is Hungarian, then the export following this rule will contain:

<langmaterial encodinganalog="3.4.3">Hungarian</langmaterial>

It also should be noted, that some EAD tags come with more specific, sometimes even required sub-elements that hold the actual content. In such cases, you can use the %K2 string to indicate the final place of the text to be inserted, e.g.:

*<physdesc %I>%K2<dimensions type="Size:">%</dimensions></physdesc>

This will lead to the following being included in the export.

<physdesc encodinganalog="3.4.4”> <dimensions type="Size:">……</dimensions></physdesc>

Last, it is possible to set the order for the elements <physdesc> (P) and <c> (!) by defining it in positions 2 and 3 of your string with a two-digit number, e.g.:

!02<bioghist %I>%K2<p>%</p></bioghist>

Running the export

Select the level

An archival description most often consists of a multilevel hierarchy, hence you will first need to know what depth of the scopeArchiv hierarchical tree you would like to export. Let's assume, we want to export a complete fonds, so we would select the level "fonds" with the ID 60.

Select the record

Then you will have to select the record (here representing a complete fonds) in the scopeArchiv tree that you would like to export by pressing F7. This will open a pop-up window showing the details of the selected record. What you need, is the Record ID (Rekord azonosító), here: 49.

Create the export

To make an export two files are necessary:

SQL file

SET      PAGESIZE      0
SET      ECHO          OFF
SET      FEEDBACK      OFF
set      trimspool     on
SET      TERMOUT       OFF
set      linesize      32767
set      long          32000
begin
  delete from tbk_ead_export;
  pkk_export.ape_ead_export('Magyar Nemzeti Leveltar','1014 Budapest, Becsi kapu_ter 2-4.',687005);
end;
/
commit;
column arch_txt format a32767
spool ead_export.xml;
select text from tbk_ead_export order by linenum;
spool off;
quit;

Batch file

@echo on
rem --------------------------------------------
rem Set the parameters before running
rem --------------------------------------------
rem
rem schema_nm is the name of the database scheme.
rem
rem schema_tns is the instant name of the database.
rem
rem The program has to be started in the library, where 
rem the eag.sql script file can also be found.
rem 
pause
set NLS_LANG=HUNGARIAN_HUNGARY.AL32UTF8
set schema_nm=MNLPRD
set schema_pwd=archvsc
set schema_tns=PRD_SCOPEARCHIV
rem set schema_tns=ELKA
sqlplus -S "%schema_nm%/%schema_pwd%@%schema_tns%" @ape_ead_exp_MNL.sql
pause

The batch file sets the parameters of reaching the Oracle database, then it starts the SQL script to fetch the data. You can modify the parameters between the brackets to set what you would like to export. In this example, the parameters are set to the selections made above, i.e. they are set to export the record 49 with the depth 60 (for the fonds level). You will have to keep the program open until it finishes your XML export.

Supporting software Categories

Using AtoM (Access to Memory) to create EAD Exporting apeEAD from scopeArchiv

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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.
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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)

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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.
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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 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 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)

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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 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.

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