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Last month I described how we grew our Excel worksheet to support gathering descriptions for AMNH expeditions and personnel in data fields mapped to EAC-CPF. Today I will explain how this basic worksheet developed, and how it became an invaluable tool for creating EAC-CPF XML as well.
I know… nothing that can be done in a spread sheet is as cool as riding to camp on the back of a camel, but allow me to tell you how we got our records from XLS to XML. Nudge-nudge, in case you aren’t aware, the AMNH Library recently launched its collection of digitized images online where I found this fabulous photograph.
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Allow me to be blunt – there is no efficient way to import finding aids created and saved as Microsoft Word documents into Archivists’ Toolkit without the painstaking exercise of copying and pasting lines of data into individual database cells. For the past eighteen months, we have been writing finding aids for the archival collections in the Library thanks to the CLIR grant. Twenty one finding aids have been completed and reviewed. The final Word documents, once approved, are entered into the Toolkit, as mentioned, by copying and pasting data. It can be a slow and tedious process, especially when dealing with numerous subject headings and name entities. Entering lengthy container lists is even more dreary – dates must be input into multiple cells, a simple box and folder enumeration containing only two numbers is seven clicks from completion. Not the best use of anyone’s time. Not to mention the probability for error! When your eyes are glazed over from transferring data piece-meal for hours, a “7” could easily look like a “1”.
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TagsAinu AMNH library catalog Anthropology Archives Archbold Archival Arrangement archives Authority Names CAT Cataloging CLIR 2010 clir 2012 Correspondence Crocker Land Department of Preparation and Installation Department Records EAC-CPF expeditions Fall 2011 Field Notes Finding Aid finding aids Hayden Planetarium Herpetology Archives hidden connections IMLS LARA linked data Mammalogy Archives Manuscript Collection Museum History Non-Curatorial Field Notes Ornithology Archives Paleontology Archives Phase 2 photographs Photo Print Collection Processing Research Library Risk Assessment Slide Collection Spring 2011 Spring 2012 Summer 2011 Summer 2012 T. Don Carter
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