DISCONTINUED

Our unit goal is to implement the ArchivesSpace Public User Interface in early 2020. Until then, we will continue to publish finding aids on Asteria. We may be able to automate this process to some extent in the near future, but for the moment it is a manual process consisting of the following steps:

1. EAD exported from ArchivesSpace
2. EAD converted to a version that works in Asteria in oXygen
3. EAD uploaded to Asteria using FTP
4. Finding aid display and indexing QC'd by human, errors identified and corrected
5. EAD added to GitHub repository for version control

Once staff are trained on and comfortable with this process, it should take less than 5 minutes to complete, but attention must be paid that it is done accurately and completely.

Preparatory Step: Update your local GitHub files

Update your local copy of the GitHub finding aids repo before starting this process.

In GitHub desktop, make sure your "Current Repository" is "smith-sc-eads" and then click on "Pull Origin."

Step 1: Export EAD

While in Edit mode for a collection-level resource record in ArchivesSpace, click on "Export" then mouse down to highlight "Download EAD" and options will appear. Uncheck and check boxes so that only "Include DAO tags" and "Use numbered tags" are checked, then click on "Download EAD."

The EAD file should download automatically, with an automatically generated file name that includes the collection number and a time/date stamp

Example: SSC.MS.00483_20180131_210521_UTC__ead.xml

Step 2: Convert EAD

In oXygen, open the .xml file you just downloaded from ArchivesSpace. You will probably get a long line warning. This is fine and you can ignore it.

In the "Transformation scenarios" window, under "Project," check the box next to the name of the scenario you set up and then press the button that looks like a red "play" button in a circle.

Save the file in your local GitHub folder at GitHub > smith-sc-eads > eads

Give the a file name consisting of its Asteria number followed by ".xml"

Step 3: Upload EAD to Asteria

In Filezilla, set the Local site on the left side of the screen to the folder where you saved the .xml file in the previous step (GitHub > smith-sc-eads > eads)

If this is your first time using Filezilla, use the login that has been emailed to you to set up the connection by filling the information in the boxes and clicking "Quickconnect".

If you have used Filezilla to connect to Asteria before, click on the down arrow next to Quickconnect and select the asteria login.

The right Remote frame should now show what files are on Asteria. Browse to the correct repository folder where you want to upload the EAD (sophiasmith, mortimer, or smitharchives) and open it.

The left Remote frame shows the files on your computer. Navigate to the "smith-sc-eads" folder and find the file you want to upload (this is done most easily by sorting the files in the Local site side by Lastmodified).

Drag and drop the file from the left side (your computer files) to the right side (Asteria).

When asked if you want to replace the old file with the new file, select yes.

Step 4: Check finding aid display and indexing

Within a few seconds, the file should be available to view on Asteria.

• For a Sophia Smith Collection finding aid, the first part of URL will be https://asteria.fivecolleges.edu/findaids/sophiasmith/

• For a Mortimer Rare Book Collection finding aid, the first part of the URL will be https://asteria.fivecolleges.edu/findaids/mortimer/

• For a College Archives finding aid, the first part of the URL will be https://asteria.fivecolleges.edu/findaids/smitharchives/

In all cases, the last part of the URL will be the name of the file you just uploaded, but instead of ending in .xml, it will end in .html

Within a few minutes, the file should have been indexed and will be included on the collection browse pages.

Look over the finding aid for errors, typos, missing content (were all the notes and agents marked "publish"?), etc. Make changes in ArchivesSpace, then repeat steps 1-4 until you have a finding aid that is satisfactory.

If you are unable to correct the errors you see, or there is a major display problem, you may need to re-upload the last version that was saved on the GitHub EAD repo to Asteria.

Step 5: Upload EAD to GitHub repository

Once you are satisfied with what you see in Asteria, upload a copy of the file to the smith-sc-eads GitHub repo as well.

Click on the file name to select it, then add a brief summary of the change, like "Added container lists to mnsss291".

Click "commit to master" and then "Push to origin."

Congratulations! You've published a finding aid!