Metadata and Digital Library Services

Manuscript Cataloging, EAD, and Northwest Digital Archives

In October 2000, the head of Metadata and Digital Library Services and the Head of the Division of Special Collections & University Archives began to plan for a partnership between MSDP and Special Collections staff to create MARC records and EAD finding aids for manuscript and archival collections owned by the University of Oregon.

Two separate initiatives were undertaken to bring this to fruition. First, Special Collections staff received training in the application of the MARC format, basic cataloging principles such as authority control and subject analysis, and OCLC searching and input. A comprehensive manual was developed and numerous records have been entered into OCLC and the Libraries' online catalog.(Search under the title Davenport family papers to see a sample record.) Sylvia Worrix and Nathan Georgitis of MSDP, in consultation with the Manuscripts Librarian, Linda Long, are leading the effort to create MARC records for these titles.

Special Collections & University Archives and Metadata and Digital Library Services staff use the information in finding aids already developed for processed collections to create the basic MARC record in OCLC. The records are then jointly reviewed, with MSDP staff reviewing for MARC coding and forms of name and subject headings and Special Collections staff focusing on content. MSDP staff then enter the records into OCLC and bring the completed records into the local online catalog. The partnership allows Special Collections and Metadata and Digital Library Services staff to utilize their unique expertise effectively and together broaden access to currently underutilized collections.

The second phase focuses on the creation of EAD finding aids. Staff from Special Collections and Metadata and Digital Library Services have received training in EAD. The UO department of Special Collections & University Archives has joined forces with Oregon State University and other institutions in the region on a grant project to develop a regional EAD database, called the Northwest Digital Archive.

The Northwest Digital Archive (NWDA) is a 2-year project to provide enhanced access to archival and manuscript materials in Idaho, Montana, Oregon, and Washington through a union database of Encoded Archival Description (EAD) finding aids. Finding aids to 2,300 regionally significant collections are in the process of being encoded and some have been loaded to the shared database. Participating institutions are the University of Idaho, Montana Historical Society, University of Montana, Oregon Historical Society, Oregon State University (OSU Archives, Special Collections), University of Oregon, Center for Pacific Northwest Studies (Western Washington University), Pacific Lutheran University, Seattle Municipal Archives, University of Washington, Washington State Archives (State Archives in Olympia and Central Washington regional Branch in Ellensburg), Washington State University and Whitworth College. Special Collections staff are coordinating the effort to implement EAD within the University of Oregon, with the help of MSDP staff. Nathan Georgitis, of Metadata and Digital Library Services, has created templates and a comprehensive manual for EAD input that is being used by all UO project staff.

Metadata and Digital Library Services believes that such partnerships are the wave of the future and actively seeks opportunities to work with other departments to broaden access to an ever-widening array of library resources.

Back to Issues and Current Projects

Maintained by: MSDP, msdpweb@uoregon.edu
Last Modified: 01/10/2008