Manuscripts & Archives Tools Documentation
Links to guidelines, procedures and other resources associated with the authoring and uploading of finding aids as well as use of OASIS.
Authoring Software
Local repositories can use an authoring tool of their choice to create and maintain EAD XML documents. Three Windows-based XML authoring tools are in use currently: Corel WordPerfect, oXygen, and XMetaL. In addition, a free XML editor, called Liquid XML, is available. Information about how specific repositories have implemented these tools, and related instructions, are available on the MAT Affinity Group iSite (HUID/PIN required).
Please note that OIS does not purchase for, or otherwise provide encoding software to, Harvard repositories, nor does it provide technical assistance related to the installation, maintenance, and troubleshooting of authoring software.
Encoding Guidelines
Harvard finding aids must be created using the Harvard version of the EAD 2002 schema or DTD. All repositories are responsible for adhering to the minimum encoding requirements outlined in the encoding template below. (Optional encoding guidelines are also outlined in the template.)
| Resource title | Format(s) | Rev. date | |
|---|---|---|---|
| EAD schemas | EAD 2002 schema | xsd | 06/09/09 |
| xlink schema | xsd | 02/27/09 | |
| EAD DTD and supporting files | dtd | 06/30/09 | |
| Harvard EAD Guidelines | 03/30/11 | ||
| How to create internal links | 04/12/11 | ||
| How to create external links and inline images | 04/12/11 | ||
| How to link to finding aids and format references in HOLLIS | 03/30/11 | ||
| How to redact sensitive or private information in a finding aid | 03/30/11 | ||
| How to handle diacritics and special characters | 03/30/11 | ||
| How to encode a chronological list | 03/30/11 | ||
| How to encode an index | 03/30/11 | ||
| Thumbnail Logo Scanning Guidelines | html | 05/04/12 | |
| Shields and Logos of OASIS Participants | html | 05/07/12 | |
| Table of ISO8859-1 Codes and Entity Names | html | 05/04/12 | |
Uploading Finding Aids
There are two ways to upload finding aids to OASIS: by secure FTP to a batch loader or by a web-based interactive loader.
- The Batch Loader, which is recommended for files larger than 1MB, 1) can only be accessed by account password; 2) enables users to upload multiple files at a time; and 3) makes finding aids available to the public the next day.
- The Interactive Loader, which can be used to upload one file at a time, 1) can only be accessed via registered HUID/PIN; 2) makes the finding aid available in real time; and 3) offers finding aid preview and download.
In order to use the batch and/or interactive loader, you must be an authorized system user. Your OASIS Liaison can submit a loader access request form to register you as a user.
Finding Aid Preview is a publicly-accessible service for previewing how a finding aid will look in OASIS. This Preview is available to any Harvard EAD author and is designed for Harvard employees who are not authorized to use the OASIS Interactive Loader. Please note that redacted content will display in the preview.
| Resource title | Format(s) | Rev. date |
|---|---|---|
| Batch Loader instructions | 03/30/11 | |
| Interactive Loader instructions | 03/30/11 | |
| Interactive Loader Access Request form (For OASIS Liaisons Use Only) | html | 05/12/10 |
| Finding Aid Preview Service | 03/30/11 |
System Information & Updates
| Resource title | Format(s) | Rev. date |
|---|---|---|
| Finding aids workflow | 03/30/11 | |
| OASIS indexing decisions | 03/30/11 | |
| OASIS Catalog User Guide | html | 04/12/11 |
| Resource title | Format(s) | Rev. date |
|---|---|---|
| Finding Aids in HOLLIS | 04/14/11 | |
| 2009 EAD Markup Changes | 04/14/11 | |
| OASIS 2.2.8 Release Notes (4/29/2008) | html | 04/12/11 |
| OASIS 2.2 Release Notes (6/26/2006) | html | 04/12/11 |
| OASIS 2.0 Release Notes (9/8/2005) | html | 04/12/11 |
Community Resources
Community-generated documentation specific to how individual repositories encode finding aids is available on the MAT Affinity Group iSite (HUID/PIN required).Questions about encoding practices should be directed to the "Manuscript and Archives Discussion List" (MADL). See the HUL Lists page for MADL subscription options.