Data Creation

Exporting from CALM: introduction

The Archives Hub and AIM25 are currently working on a project to improve the export from CALM to the Hub and AIM25.  Our aim is to make contributing as easy as possible, and we hope that once the improved export routines are in place, exporting descriptions to the Hub and AIM25 will be simple enough to be seamlessly integrated into contributors’ workflows.  We expect this project to be completed in 2011.

Until this project is complete, users of CALM can still contribute to the Hub using the current export routines.  These will require some revisions to be made to the descriptions by the contributor, but these should not be onerous or time-consuming.  We would recommend that you use the existing export routines (with reference to the guidance below), and then make any necessary amendments to the descriptions using the EAD Editor.

We are currently trialling the updated version of the export, which has been included in CALM v9.1. As we work on this, we will update these pages with more information about the new export.

Exporting

EAD records can be created from CALM records by using the report created by Axiell especially for this purpose, which can be found under File > Report > Archives Hub EAD2002. (Note, use 'Report' and not the 'Export' option).

Viewing and editing descriptions in the EAD Editor

By uploading your descriptions to the EAD Editor, you will have chance to make any necessary edits, and preview your description in both EAD and online formats. 
You will need a login to access the Hub EAD Editor.  To get a login, please contact us (link).  Once you are logged in, you can upload your exported files by browsing to their location on your computer, and clicking the ‘edit local file’ button.

Once your file is uploaded, any missing mandatory fields will be highlighted in the Editor in red.  We would suggest that you also take the time to review the content of the other fields, to check that there have been no issues with the export.  You can also preview your description, both as EAD and as it will appear on the Hub.  You may find this the easiest way to spot any errors or omissions.

If you would like to view your EAD file before uploading it to the Editor, you can do this using an xml Editor (link).  To view your files correctly, you’ll need to have the EAD DTD (Document Type Definition) saved in the same folder as your xml files. The DTD defines the xml schema for EAD. You can download it from http://www.loc.gov/ead/ead2002a.html.

Other pages in this category:

Exporting from CALM v 9.1

Exporting from CALM v7 and 8: error messages

Exporting from CALM v7 and 8: record types, mandatory fields, and layout