File Management for WU Finding-Aids

As they constitute the major portion of our information about our collections, systematically keeping the information in our .xml finding-aids up to date is very important. This is equally true for documents already online (when existing collection descriptions are enhanced) as well as new documents. Automated processes exist for document management (using open-source and enterprise software); however, until we have an appropriate software solution, we'll use the process below.

  1. The \findingaids directory contains the master version of the documents. This directory is backed up to a CD on the first of every month (As a minimum. Major revisions and additions to a large number of documents might entail an extra back-ups.)
  2. Place working copies of documents in the \manuscriptdb\FAworking directory.
    1. Revision: When revising an existing document, copy from the \findingaids directory.
    2. Creation: Create a new document when a new collection needs a finding-aid. Use the template.
  3. Every finding-aid in \findingaids will have a name that looks like this:

    wtu00114.xml

    Files in \manuscriptdb\FAworking,should have a two digit save number appended to the filename. The first copy placed in the directory should look like this:

    wtu00114_01.xml

    The save number tracks each major revision to a document that occurs. The operating system will date the saves for us. Update the save digit every time a significant change is complete.

    Please be sensible about your use of this process. Re-number for significant changes (globals, additions, and large revisions) in content and/or structure. Silently correct simple errors in spelling or grammar; however, spellings associated with normalized names must be noted.

  4. After saving the document with a save digit updated by one, record information about major changes to the document in a separate <change>paragraph within the <revisiondesc> tag.

    The tag and nested tags should look like the following:

    <revisiondesc>

		<change>

			<date normal="20030102>2003: January 2</date>

			<item>

			<persname>John Doe</persname>

			Try to keep each revision note to a single line.</item>



		</change>

</revisiondesc>

    For each additional major change you should nest an additional <change> tag within <revisiondesc>.

    Make a <change> note every time you change the the save digit. Please be sensible about your use of this process. Write a <change> note for significant changes (globals, additions, and large revisions) in content and/or structure. Silently correct simple errors in spelling or grammar; however, spellings associated with normalized names must be noted.

  5. After the revisions that you've been assigned are complete, and you have a document that has all of the changes made and noted in a <change> note, you are ready to update the document in \findingaids. In order to update documents in \findingaids you will need to have access to the \findingaids directory. Before updating a document in finding-aids we use the "compare" feature in Microsoft Word to review our changes. Do the following:

    1. Copy the master document from the \findingaids directory to a convenient directory for you.
    2. Open the copy of the master document in Microsoft Word.
    3. You will get a message box asking you to "Select the encoding that makes your document readable"
      1. Click the "othertype" radio-button
      2. Choose "Unicode utf-8" option from the list
      3. Hit the "OK" button
    4. Select "Tools" from the Menu bar.
      1. Select "Compare and Merge Documents" from the drop down
      2. Make sure that the "legal blackline" radio button is checked, and that the button for contrasting the documents reads "Compare." It should not read "Merge"
      3. Browse to and select the completed revision of the document (it should be the document with the highest revision number and latest date)
      4. Select it.
      You will see every change made to the document highlighted in red. Scroll through the document and review the changes to ensure that all necessary changes have been done properly.
  6. After the changes have been reviewed and approved as accurate, swap the document in \findingaids with reviewed document in \FAworking.
  7. Leave the documents in \FAworking. Do not delete them. Every month we will back-up and clear out all but the latest revisions from this directory.