Chapter 14: Generating outputs
Contents
1. and that the resource description contains an FA Location These three fields are exported as attributes of the lt eadid gt element attributes that are recommended but not required in EAD If one or more of these elements are not present the Toolkit will prompt you to Cancel the operation if you wish to enter data in the missing field s before export or press OK if you wish to output the EAD without this information Exporting MARCXML Note The granularity of certain fields such as subject headings is not the same in the AT as in MARCXML In addition the AT s mapping of certain elements into MARC may differ slightly from your repository s existing practices Therefore you may wish to edit the AT s MARCXML after it has been exported from the system To export MARCXML from a resource description 1 Open the resource description to be exported 2 Press the Export MARC button 3 Indicate if you wish to suppress components and notes when the status is set to Internal If yes the internal notes will not be exported If no the internal notes will be exported 4 Open the folder where the file is to be saved and indicate the name of the file 185 Archivists Toolkit User Manual save DD x Look in e Desktop z i mE My Documents amp My Computer J withhold data marked internal only My Recent J Documents My Network Places My Computer SG Tt My Network Places File name Save Files o2. the internal notes will not be exported If no the internal notes will be exported Open the folder where the file is to be saved and indicate the name of the file Press Save to export MODS Exporting Dublin Core To export Dublin Core from a digital object description 1 2 4 5 Open the digital object to be exported Press the Export Dublin Core button Indicate if you wish to suppress components and notes when the status is set to Internal If yes the internal notes will not be exported If no the internal notes will be exported Open the folder where the file is to be saved and indicate the name of the file Press Save to export Dublin Core Managing data exports The Archivists Tookit is designed to produce data exports or metadata records such as EAD MARCXML MODS DC METS The application does not however provide the means to manage access or display those export products It is assumed the exports will be added to external access delivery systems such as an EAD database an Integrated Library System ILS or a METS database where the objects can be searched and displayed to end users However you can and should edit the data in the AT 188
3. 2 Select Print Screen as the Report 3 Enter any text you wish to appear in the Report Header 4 Select Output for the report Options are Printer Preview PDF XML HTML RTF Excel or CSV 5 Press Print Printing a single record You may print the contents of any individual record by pressing the Reports button To print a single record 180 1 From any record press the Reports button Select Report Name Record ReportHeader Select Output Pr inter v Report Description select any name or any group of names to show all data contained in the record x Open Report File Cancel Preview Print Chapter 14 2 Select the functional area record as the Report For example to print a name record select namesRecord as the Report Note The functional area record report will print out the entire contents of the open record but you are not limited to this option for outputting data from a single record You can select any report to be printed from a single record by selecting the desired output from the Report list 4 Enter any text you wish to appear in the Report Header 5 Select Output for the report Options are Printer Preview PDF XML HTML RTF Excel or CSV 6 Press Print or Save Printing multiple records Overview Any of the reports can be generated for a record set of more than one record To print a formatted report containing data from multiple records you must first create t
4. modifiedEAD xml shelfist xml I Number component levels A i balrobt xml E manoscmr2 xml mshmoo1 xml fl sponsortest xml Hs spade E daotest xml E mnsss 10 xml E mshm002 xml E student test xml Been a Salva none eH eadtest xml E mnsss125 xm E mshmo15 xml ti test xml ENE nee EEN RE i huaseses xml E mnsss137 xm mshm2003 xml E testsubjects xml Include DAO s in output a jfaie xml E mnsss149 xm mshm2004 xml E testtools2002 xml E jkkji xml li mnsss15 datestest xml a mshm325 xml E toolstest xml E ma149 xml E mnsss15 xml E mu1111 xml E tooltest2002 xml ei mahi xml tel mnsss176 xmi ei mu2222 xml ti withoutphysloc xml i mahs file dtd xml tal mnsss182 xm i mu23 xml ti withphysloc xml 5 mahs xml sj mnsss183 xm E mu234 xml BE E mah9 xml sj mnsss184 xm fj mu238 xml E El E El f My Computer E manosca104 xml g mnsss186 xm fel mu246 xml ae sj manosca106 xml sj mnsss187 xm E mu3333 xml E El manosca112 xml E mnsss29 xml E mu4444 xml My Network f manosca122 xml E mnsss347 dev xml fc mus55 xml Places fl manosca124 xml E mnsss347 xm E mu777 xml E manoscaZ9 xml E mnsss358 xm E mussB xml E manosca33 xml E mnsss74 xml A newtest xml E manosca 6 xml E mnsss89 xml i randall_photo_real xml File name l Save Files of type xml files v Cancel 7 Press Save to export EAD Note Upon export the Toolkit will check to see if the repository record includes an Agency Code and Country Code
5. Chapter 14 Generating outputs Overview The Toolkit produces two distinct types of outputs reports and exports Reports include both administrative and descriptive products such as lists of acquisitions for a given time period or a collections guide Exports are typically but not exclusively XML files conforming to standards such as EAD METS and MARC A complete list of reports along with their description and a sample of each report is available in the appendices Printing reports Overview The Toolkit allows you to print an individual screen or record to generate a report containing data from all records or to produce a report that draws upon data in only a subset of records When generating reports for multiple records the output reflects the order and result set displayed in the list screen for a specific functional area You may print preview or create a file of the report File options are PDF XML HTML RTF Excel or CSV Printing a list screen You may print the contents of any list screen When printing list screens the output will match the content order and sorting of elements found in the screen To print a list screen 179 Archivists Toolkit User Manual 1 From any list screen press the Reports button al x Accessions Reports Select Report Pr int Screen ki Report Header Select Output Pr inter v Report Description E ba Open Report File Cancel Preview Print
6. Dublin Core descriptive metadata Documents reports p _ p withhold data marked internal only Ei Uninstall_Archivists Toolkit Desktop My Documents My Computer My Network Places File name ex METS4 xml Cancel Files of type xml files 6 Press Save to export METS Note The METS files created by the AT are designed to be compliant with the METS Navigator http metsnavigator sourceforge net created by the Indiana University Digital Library Program The METS Navigator is an open source application made available to the general METS using community Minimal configuration of the METS Navigator is required to accommodate the file use values utilized in the AT Exporting MARCXML To export MARCXML from a digital object description 1 Open the digital object to be exported 2 Press the Export MARC button 3 Indicate if you wish to suppress components and notes when the status is set to Internal If yes the internal notes will not be exported If no the internal notes will be exported 4 Open the folder where the file is to be saved and indicate the name of the file 5 Press Save to export MARCXML 187 Archivists Toolkit User Manual Exporting MODS To export MODS from a digital object description 1 2 4 5 Open the digital object to be exported Press the Export MODS button Indicate if you wish to suppress components and notes when the status is set to Internal If yes
7. any digital objects linked to the resource Exporting EAD To export EAD from a resource description 1 2 184 Open the resource description to be exported Press the Export EAD button Indicate if you wish to output numbered component levels lt c01 gt as opposed to lt c gt Note EAD only defines twelve component levels If you choose to output numbered component levels and the description exceeds twelve levels the Toolkit will indicate that numbering more than twelve levels is not supported by the EAD DTD Indicate if you wish to suppress components and notes when the status is set to Internal If yes the internal notes will not be exported If no the internal notes will be exported with the audience attribute set to internal Indicate if you wish to include lt dao gt elements in your output This is only relevant when there are digital object records linked to the description If no the EAD will not include any lt dao gt elements If yes the lt dao gt will reference the METS identifier where there is one Where there is no METS identifier the lt dao gt will reference the file versions and their file use statements and output the file versions listed according to their sequence Open the folder where the file is to be saved and indicate the name of the file usually the same as the EAD Identifier Chapter 14 x Look in l myarchives be i gt i mE fe e002 fA manosca77 xml fl
8. f type xml files v Cancel 5 Press Save to export MARCXML Exporting standardized metadata for digital objects Overview The Toolkit offers a number of options for exporting data from digital object descriptions You may export METS with descriptive metadata encoded in either MODS or Dublin Core You may also export MARCXML MODS or Dublin Core descriptive metadata Note It is also possible to export digital object descriptions as lt dao gt elements in an EAD Exporting METS To export METS from a digital object description 1 Open the digital object description to be exported 2 Press the Export METS button 3 Choose whether you wish to export METS with MODS descriptive metadata or Dublin Core descriptive metadata 4 Indicate if you wish to suppress components and notes when the status is set to Internal If yes the internal notes will not be exported If no the internal notes will be exported 186 Chapter 14 5 Open the folder where the file is to be saved and indicate the name of the file usually the same as the METS Identifier Resources Digital Object i around South America 1 Resource Title Around South America Resource ID 4T DO Model 4 Basic Description Names amp Subjects Notes l Sanuence 1 i SAT QA prototype grema r 2 bin O with MODS descriptive metadata lib My Recent logs With
9. he list of records you wish to be output into the report You can do this by using the List All button to generate a report of all records of a given type Or you can generate a report for a subset of records by using the filter or search options to create a subset For example you could use the search tool to generate a list of accession records where the accession date is between January 1 2006 and December 31 2006 in order to generate a report calculating the year s acquisitions The list screen and query editor can be customized using the configuration tools if necessary to provide the desired search and sort options See Chapter 16 for customization instructions Filtering records The filter allows you to quickly generate a subset of records directly in the four primary list screens The text you type into the filter box will be used to match text found anywhere within the fields included in the list It will not query fields not displayed in the list It will retrieve all occurrences of the text string however For example typing in the string alum would retrieve records beginning with the term Alumni as well as the record Distinguished Alumni Achievement To create a subset of records using the filter 1 Select the functional area containing the records you wish to view 2 Press List All to generate a complete records list Note If you have previously run a query with the search tool or run a filter you must delete any tex
10. ion level MARCXML records For digital objects you can export METS MARCXML MODS and Dublin Core For each type of export a map of the AT field to export field and an example export are located in the appendices Exporting data with mixed content Mixed content is data that contains both text and mark up The Toolkit allows the existence of mixed content in many of the description elements This is because mixed content is allowed in EAD currently the primary standardized output for archivists in the United States The Toolkit s model for mixed content is indeed based on EAD and therefore not relevant to other descriptive outputs For this reason mixed content is only retained for EAD exports It is stripped when exporting MARCXML METS MODS and Dublin Core Users should be aware however that mixed content that is not well formed XML may not be stripped accurately Exporting standardized metadata for archival resources Overview 183 Archivists Toolkit User Manual The Toolkit provides the ability to export EAD and MARCXML for archival resources EAD export will include all data in the resource description and any linked resource component records You also have the option of exporting any linked digital object descriptions as lt dao gt elements within the EAD MARCXML export will only export data from the resource level description It will include a link to an online finding aid if noted in the resource description but not to
11. t in the Filter box and press the List All 181 Archivists Toolkit User Manual button before entering terms into the filter Otherwise your query will only be applied to the subset of records retrieved by the previous search not the entire list of records In the Filter entry box type in the term s contained in the records you wish to retrieve Searching records The Search tool provides more advanced retrieval options than the filter including the ability to search within a specific field apply specific search operators create Boolean queries and retrieve accession and description records by searching related information See Chapter 15 for specific instructions Printing a records set To print multiple records l 182 From any list screen use the List All button and filter or search options to create the set of records you wish to output Use the buttons at the top of each column to sort the list in the order you wish the report to be generated Press the Reports button al x Resources Reports Select Report Pr int Screen v Report Header i z Open Report File Cancel Preview Print Select Output Pr inter v Report Description The Select Report field provides a list of reports available for the functional area Note A list of reports for each functional area along with a description and a sample of each report is available in the appendices Enter any text you wish to appear in
12. the Report Header Chapter 14 5 Select Output for the report Options are Printer Preview PDF XML HTML RTF Excel or CSV 6 Press Print or Save Customizing reports Customization of reports is not possible within the Toolkit interface To create and generate reports the Toolkit employs a third party open source product called JasperReports which utilizes a complex report generating syntax JasperReports can be used on its own or in conjunction with iReports another open source application that provides a graphical user interface for designing JasperReports You may use these applications if you wish to customize the Toolkit s reports or create your own You may also use other reporting applications designed to work with MySQL the Toolkit s underlying database Instructions for doing so are out of scope for the Toolkit s user manual but the JasperReports manual may be purchased at http jasperreports sourceforge net more docs html and the iReports user manual is freely available at http jasperforge org sf projects ireport Those wishing to create or customize their own reports will also need to make use of the Toolkit s application programming interface API which is available on the Archivists Toolkit web site Exporting data Overview The Toolkit supports export of data from resource description and digital object description records For archival resources you can export EAD and resource level MARCXML e g collect
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