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NYU Archives EAD Production Guide
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NYU Archives' EAD Production Guide

This guide provides all the elements needed for creation of EAD-encoded finding aids for the collections of New York University. Our production of EAD relies on NoteTab as the XML editor and MS Excel for an encoding template.

Finding aids created from these templates are designed to conform to NYU's local content standards based on those of delineated by RLG. The workflow enabled by these templates and applications was first implemented in 2002 by the NYU Archives' project archivist, Brian Stevens, and has produced over 450 finding aids for NYU's special collections.

The NoteTab installation assumes that the XML files will be processed on the archivist's local workstation using Michael Kay's Saxon software and an NYU adaptation of Michael Fox's frames-based XSL stylesheet, generating HTML files for view through a browser.

1. Getting Started

The links below are files that are needed to configure NoteTab for EAD production. These may be downloaded. To download the file, right-click on the link, select "Save" and place in the folder specified with the link. Install all these elements before moving to the directions.

NoteTab Resources

EADCookbookforNoteTab.exe EadCookbookforNoteTab.exe

This is a self-extracting exe that will create a directory called eadcb under C:. You will need to replace some of the default library files with NYU versions which are provided below. For more information on this tool, see Chris Prom's site

EAD Cookbook for New.clb EAD Cookbook for New.clb

This NYU version of the clb file configures NoteTab to work with EAD XML files. It should be placed in the NoteTab libraries directory under Program Files (for example: C:\Program Files\NoteTab Pro\Libraries). It includes a NoteTab clip called "big conversion" which takes the product of the Excel template and strips out formatting.

Saxon .bat file for use with saxon.exe saxon.bat

This NYU version of the .bat file configures saxon.exe to work with EAD XML files. It should be placed in the batch directory created with the EadCookbookforNoteTab.exe (for example: C:\eadcb\batch)

Saxon .bat file for use with saxon.jar saxonjar.bat

This NYU version of the .bat file configures saxon.jar to work with EAD XML files. It should be renamed saxon.bat and placed in the batch directory under C:/eadcb/.

Clip for removing Excel formatting Big conversion clip
This is the clip that is used in concert with the Excel EAD template and will save a file in eadcb/EADfiles/ with the file name of the eadid value.
Clip for bar code template Bar code clip
This is the clip that is used in concert with the Excel bar code template and reformat an EAD container list so that it can be pasted into the bar code template. You may also download this zip file and replace the c:/Program Files/NoteTab Pro/Libraries with this Libraries folder which contains both the above clips and the EAD Cookbook Tab.

Excel Templates and macro code

MS Excel EAD template eadTemplate.xls
VB code for Excel macro macro.txt

Directions on use of this template is included in the file. The file is set as "read only." You don't need the macro to use the template but it's an easy way to retrieve everything you need from the template. To set-up the macro:

  • open macro.txt and and copy all the contents onto your clipboard
  • open eadTemplate.xls in Excel, and click Tools/Macro/Record New Macro.
  • create a macro called "bigConversion"
  • in the "store in" box, select "personal macro workbook
  • you will see a tiny prompt like the one below, click the square stop button.

  • click Tools/Macro/Macros and you will see a prompt like the one below

  • click "Step Into." This will open VB editor. Delete all the content of that macro in the Module1 (Code) and paste in what you copied onto your clipboard from macro.txt

  • click the save icon and close the VB editor.

Bar code template

MS Excel bar code template barCode.xls

This template is used in conjunction with the barCode clip provided in the EAD Cookbook For New.clb. Directions are included in the file.

DTD, XSD, Character Entity Reference Files, and style sheet

EAD Schema file ead.xsd
EAD DTD file ead.dtd
Entity Files iso-cyr1.ent
NYU Archives xslt style sheet saxon01a2002.xsl

Above is a link to the EAD DTD which we are still using. With the exception of the style sheet, these files should all go into the EADFiles folder in which you will be creating your finding aids (the dtd is also included in Chris Prom's exe).The NYU Archives stylesheet based on one of Michael Fox's Cookbook style sheets. This was primarily designed by Leslie Myrick and is currently being used by all NYU's special collections. Embellishments have been made by Brian Stevens to the original design and the coding is well documented. This file should be placed in c:/eadcb/shared/styles. Some additional files are included below which should be unzipped and placed in c:/eadcb/EADfiles.

NYU Archives logo, up arrow, down arrow, css file

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2. Directions

  • Fill out the Excel EAD template carefully using established best practices for content*
  • Paste into a blank NoteTab document (make sure that you have the EAD Cookbook For New clip book open in NoteTab (clip books are represented by tabs at the bottom of the page)
  • Double click the bigConversion clip
  • Validate the EAD
  • Click the Make HTML clip
  • Click the View in Browser clip
  • There's your finding aid

* For content help see:


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3. Examples

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New York University Archives
Bobst Library, 10th Floor | 70 Washington Square South
New York, NY 10012
tel: 212.998.2646 | fax: 212.995.4070 | email: