XML at UNC: Additions

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Back to How to Proceed: Additions

Additions to existing collections come in many shapes and sizes. A full discussion of how to handle additions may be found at How to Proceed: Additions.

This section deals with the coding of separately maintained additions.

Separately maintained additions are handled as though they were series or subseries. Below is advice on what to do if yours is the first separately maintained addition to the collection and if there's more than one addition.


Coding In the Container List

One Addition

The first separately maintained addition is treated as if it were a new series. Add the addition as an item in the list of series. Alternatively, if you’re pretty sure that there will be additional additions for your collection, you may want to set the first addition up as though it were the first of many additions. If you want to do that, follow the directions under More Than One Addition, which will save the next processor from having to recode the levels when the next addition comes in.

The addition itself will not have a series number, although there may be series within it.

<head>Arrangement of the Collection</head>
<list type=“simple”>
<item>1. Correspondence</item>
<item>2. Writings</item>
<item>Addition of November 2004</item>

Describe the addition as the last series in the finding aid:

<c01 level=“series”><did><unittitle>Addition of November 2002 (Acc. 98989)</unittitle>
<physdesc><extent>About 500 items.</extent></physdesc>
<p>Personal and professional correspondence, 1946-1990, of this guy.</p>

More Than One Addition

If there is more than one addition, all the additions are grouped as subseries under the series called Additions. Add the Addition series as an item in the list of series, followed by each individual addition as a subseries. The addition itself and its subseries will not have a series/subseries number, although there may be series/subseries within them.

<head>Arrangement of the Collection</head>
<list type=”simple”>
<item>1. Correspondence</item>
<item>2. Writings</item>
<item>Addition of November 2002</item>
<item>Addition of October 2003</item>

Describe the additions as the last series in the finding aid.

<c01 level=”series”><did><unittitle>Additions</unittitle>

<c02 level=”subseries”><did><unittitle>Addition of November 2002 (Acc. 98989)</unittitle>
<physdesc><extent>About 12,500 items.</extent></physdesc>
<p>Personal and professional correspondence of this guy.</p>

<c03><did><container type=”folder”>152</container>
<unittitle><unitdate type=”inclusive”>1946-1990</unitdate></unittitle></did></c03>
<c03><did><container type=”folder”>153</container>
<unittitle><unitdate type=”inclusive”>1991-1997</unitdate></unittitle></did></c03>

<c02 level=”subseries”><did><unittitle>Addition of October 2003 (Acc. 98999)</unittitle>
<physdesc><extent>About 400 items.</extent></physdesc>
<p>Personal and professional correspondence of this guy.</p>

<c03><did><container type=”folder”>154</container>
<unittitle><unitdate type=”inclusive”>1998-1999</unitdate></unittitle></did></c03>
<c03><did><container type=”folder”>155</container>
<unittitle><unitdate type=”inclusive”>2000</unitdate></unittitle></did></c03>


Coding Above the DSC

Adding Revision Statements

This section deals with revisions to finding aids that have already been encoded in EAD. Some may have originally been SGML documents from back in the old days of EAD. These SGML documents have now been converted to XML. Documents that started out in SGML will have commented-out revision tags that you can activate. Finding aids converted from SGML won’t have those commented-out tags.

The <revisiondesc> tag in the <eadheader> is where EAD keeps track of revisions. However, the information coded in the <eadheader> section doesn’t show up on the screen. Therefore, to track revision information and to make said information visible on the screen, you must enter the information in both the <revisiondesc> tags in the <eadheader> and the <processinfo> section in <archdesc>.

In both places, how you enter the information is determined by whether or not you’re the first one in with a revision.

Adding revision statements to <revisiondesc> in the <eadheader>

If you’re revising an EAD-encoded finding aid that was written fairly recently, the <revisiondesc> tags for entering revision information in the <eadheader> should be the first commented-out area that you encounter:


<!-- OPTIONAL TAG: use only if revising EAD-encoded finding aid.
<date>Date of change</date>
<item>Updated because of ?</item>

If you’re making the first revision to an EAD-encoded finding aid that was written when we first started doing EAD, you may have to add the <revisiondesc> tags. Place your cursor after <profiledesc> and before </eadheader> and double click on Revision: EAD Header in Other Elements on the sidebar. Fill in text as appropriate.

<date>(add month and year of revision)</date>
<item>Updated because of (say why you’re updating--addition/donor request/corrections, etc.) 
by (your name)</item>

If yours is NOT the finding aid’s first revision (there’s already a <revisiondesc> section (many were added when we went from EAD Beta to EAD Version 1 and from SGML to XML), just add a new set of <change> tags (you can type them yourself or cut and past them from the tags already there):


Add this structure before the </revisiondesc> tag, as in the January 2004 revision:

<date>June 29, 1998</date>
<item>Updated to EAD Version 1.0 from EAD Beta by Stephen Miller</item>
<date>January 2004</date>
<item>Updated because of addition by Linda Sellars</item>

Addition revision statements to <processinfo> in <archdesc>

You’ll also need to add revision information to <archdesc> so that it will display. You needn’t give a reason for revising here. Processing information appears in different places, depending on if you are working with a finding aid dating back from the early days of EAD or one that is more modern. You'll know if you are dealing with an older EAD finding aid because the <processinfo> lives in the <titlepage> section higher up in the above the <dsc> section. In the modern finding aids, <processinfo> lives underneath the <descgrp type="admininfo">

<processinfo> for modern EAD finding aids
You may have to turn the <processinfo> tags on or you may just be adding another

to processing information already there. If the latter, you can use Revision: Public from the clip sidebar: <p>Revisions: Finding aid updated in <date>(add month and year of revision)</date> by (your name).

Here’s a full-blown example of a modern <processinfo> with a revision statement:

<head>Processing Information</head>
<p>Processed by: Carolyn Wallace, William Auman, Roslyn Holdzkom, 1969, 1985, 1996</p>
<p>Encoded by Roslyn Holdzkom, November 2003</p>
<p>This collection was processed with support from the National Endowment for the Humanities.</p>
<p>The Addition of November 2001 is arranged in the same way as, but has not been incorporated 
into, the original deposit of materials.</p>
<p>Additions received after February 1995 have not been integrated into the original deposits. 
Researchers should always check additions to be sure they have identified all files of interest 
to them.</p>
<p>Finding aid updated in January 2004 by Roslyn Holdzom because of addition.</p>

Revisions can be made ad nauseum. Just keep piling them on, but feel free to do some logical consolidation of entries if things seem to be getting out of hand.

<processinfo> for old-style EAD finding aids

The revision statement lives in <defitem> tags as below:

<label>Revisions: </label>
<item>Finding aid updated in <date>Month Year</date> by Your Name.</item>

Here’s a full-blown example of an old-style <processinfo> with a revision statement:

<titleproper>Prudhomme Family Papers Inventory (#613)</titleproper>
<publisher>Manuscripts Department, <extptr show="embed" entityref="uncseal"/>
<lb/>Library of the University of North Carolina at Chapel Hill</publisher>&tp-unc-mss; <list>
<label>Processed by </label>
<item>Nancy Kaiser</item>
<label>Date Completed </label>
<date>April 2001</date>
<label>Encoded by </label>
<item>Nancy Kaiser</item>
<label>Revisions: </label>
<item>Finding aid updated in <date>September 2002</date> and <date>December 2004</date> 
by Nancy Kaiser.</item>

Collection dates

Dates at the collection level should reflect the contents of the entire collection, including all additions.

Note: Old style finding aids do not have normal or type attributes on their date tags. Be sure if you are updating a modern EAD finding aid to change the dates in the normal attribute.

The date has to be changed in three places:

EAD Header

<titleproper encodinganalog="title">Inventory of the Walker Percy Papers, <date>circa 1910-1992</date> (4294)</titleproper>
<titleproper encodinganalog="title">Inventory of the Tyler Hansbrough Letters,
<date normal="1990/2006" type="inclusive">1990-2006</date> 5999


<titleproper>Inventory of the Walker Percy Papers, <date type="span">circa 1910-1992</date>
<titleproper>Inventory of the Tyler Hansbrough Letters, 
<date normal="1990/2006" type="inclusive">1990-2006</date>


<unittitle label="Title" encodinganalog="245">Walker Percy Papers, 
<unitdate type="inclusive">circa 1910-1992</unitdate>
<unittitle label="Title" encodinganalog="245">Tyler Hansbrough Letters, 
<unitdate normal="1990/2006" type="inclusive">1990-2006</unitdate></unittitle>


The extent should reflect the contents of the entire collection includign all additions. It is updated in one place, in archdesc/did/physdesc.


<physdesc label="Extent">
<extent unit="items" encodinganalog="300">2085</extent>
<extent unit="linear feet" encodinganalog="300">26.5</extent>

Biographical Historical Note/545 Abstract

In some situations, you may want to update the Biographical/Historical note and 545 abstract. For the most part, it is okay to leave it as is.

Scope and Content Note/520 Abstract

In most cases, it is best to make clear the contents of the addition by appending the information about the additions to the end of the text about the original deposit. Begin your text with "The Addition of XXXX consists of..." When the addition includes more of the same type of materials that are already described, and you can leave the Collection Overview and 520 Abstract as is.

<abstract encodinganalog="520">The collection includes DeRosset family papers, chiefly 1821-
1877, relating to family life and social, religious, political, and military activities of 
DeRossets in Wilmington and Hillsborough, N.C.; Columbia, S.C.; New York, N.Y.; and other 
locations. Included is correspondence of several generations of DeRosset women, documenting 
the education of children, family health, fashion, social events, religious opinions, and 
household problems. Other correspondence relates to mercantile partnerships in Wilmington and 
New York City; family members' relocation to England because of interests in the Wilmington 
and Weldon Rail Road after the American Civil War; the family rice plantation in Brunswick 
County, N.C.; and slaves in North Carolina and South Carolina. Civil War era letters describe 
hardships on the homefront and shipping goods from Bermuda through the Union blockade of 
Wilmington. Included are some letters written by slaves. Some Reconstruction era letters 
discuss activities of former DeRosset slaves. Also included is correspondence with British 
author Edward Bulwer-Lytton, who was a family friend. Financial and legal materials include 
papers documenting land transactions; papers relating to slave sales and a volume listing 
births and deaths of DeRosset slaves, 1770-1854; wills and estate papers; and military 
commissions. Of special interest are a group of French documents, including a 1671 marriage 
contract and an 1817 deed of emancipation for a Charleston, S.C., slave. Other materials 
include records, 1801-1806, of the Nine-Penny Whist Club of Wilmington; a Civil War narrative 
describing running the Wilmington blockade; scattered diaries of DeRosset women; and materials 
relating to the history of Saint James Episcopal Church, Wilmington. 
The Addition of 2007 consists of Moses John DeRosset's travel diary documenting a trip to 
western Europe in 1854; Moses John DeRosset's autograph album containing autographs and quotes 
from schoolmates, 1855-1863; Adelaide S. Meares's autograph album containing autographs and 
quotes from schoolmates at the Patapsco Female Institute in Maryland; diplomas and 
certificates, 1850s-1870s.</abstract>

Accessions Info/Provenance

This must be updated to reflect your addition.

In modern EAD findng aids, this is found in the <descgrp type="admininfo"> section.

<acqinfo encodinganalog="541">
<head>Acquisitions Information</head>
<p>Received from William Lord DeRosset Jr. in 1928; from Dougald MacMillan of Chapel Hill,
 N.C., in memory of Gabrielle de Gondin DeRosset, in 1937 and 1969; 
and from Carolyn DeRosset McCoy of Fort Holmes, Tex., in March 2007 (Acc. 100621).</p>

In old style EAD finding aids, the label in the <head> tag is "Provenance" rather than "Acquisitions Information."

Online Catalog Headings

These should be updated, if needed, to reflect new information in the abstract. You can make suggestions of new terms and Lynn will make the final decision.

Organization of Collection

The <arrangement> section must be updated to reflect the addition.

A collection with one addition:


<head>Arrangement of the Collection</head>

<list type="simple">

<item>Papers, 1828-1871</item>

<item>Addition of October 2007</item>



A collection with multiple additions:


<head>Arrangement of the Collection</head>

<list type="simple">

<item>Papers, 1828-1871</item>


<item>Addition of October 2005</item>

<item>Addition of December 2007</item>


Items Separated

This should be updated, of course, if you have added separated items to the collection. This section should also be modernized, if necessary. For example, we started using "X-OP" and "X-OP-P" for the items in the map cases in the spring of 2007. Previous to that, we listed all of the oversize papers whether they were in the map cases or flat boxes as OPs.

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