EAD Finding Aids in Primo How to harvest EAD finding aids into Primo and make them searchable

Shelley Neville, Beck Locey

Who are we?• Library, archives and museum• Closed stack library• Catalog has only been available on the

web for fouryears• Ex Libris products used: Aleph, Primo,

Rosetta• Home grown product: EAD Tool

Who are we continued• 480,000 bib records• 774,000 item records• 7,344 Finding Aids with 941,303

components

Finding Aids, Old School

Finding Aids Phase 2

Aleph Record

Component Level Searching

Request at Component

How much data is enough?

Great Overall Description

Not so much at component level

Only catalog to the folder level

Lessons Learned

Aleph, Primo, Rosetta, EAD Tool

Digital Pipeline Overview

PrimoRosetta EAD Tool(Encoded Archival

Description)

Church History Library

Aleph(Master Record)

Cataloged at

collection

level

Patron

requests

digitization

Collection

digitized

555

559

Lessons Learned• Manage EAD finding aids in a separate

tool. – We built our own EAD Tool. – We use a 555 tag in the BIB record to point

to the finding aid. • Having a finding aid doesn’t mean you

have digital assets. – Need a separate mechanism to identify BIB

records with digital assets.

Lessons Learned, cont. • But we don’t have resources to create

a finding aid for every collection…– Multiple 856 tags in a BIB record for each

digital asset (component) is very cumbersome to manage.

– Partially digitized collections are a nightmare.

– We created a 559 tag to point to digital assets that don’t have a finding aid.

Lessons Learned, cont.• We don’t harvest EAD

XML – Primo can’t ingest it properly (and it’s too complex).

• We created simplified EAD component records and published them to Primo (in blocks of 1,000).

Lessons, Learned, cont.• We harvest both BIB records

and EAD component records into Primo.

• We promote collection (BIB) records ahead of component (EAD) records.

• We distinguish component records with a “Found In” label.

Lessons Learned, cont.• Access restrictions

– Rosetta enforces access restrictions.

– Public doesn’t see restricted finding aids or digital assets.

– Public can access everything they can find.

– Managed at component level (not collection level).

Lessons Learned, cont.• We added top-level facets to

include / exclude finding aids. • We added Box / Folder

information. • We added regular facets for Box

and Folder. – We are archivists and “Box 4” is a

valid search for us.

Lessons Learned, cont.

• We added tabs for “Published Materials” and “Archival Materials” to distinguish between Library and Archives. Default is “Entire Catalog”

Lessons Learned, cont.• Aleph BIB # provides the linkage between

systems.• Call # provides reference, but is problematic

as an identifier. – We have question marks (?), percent signs (%)

and pound signs (#) in our call numbers. • Timing matters.

– Pull from Rosetta, update EAD Tool, send to Aleph, publish to Primo, run Primo pipes, index / hot swap.

Questions

• Shelley Neville• +1-801-240-4069• shelley.neville@ldschurch.org

• Beck Locey• +1-801-240-1170• beck.locey@ldschurch.org