Encoded archival description

Definition

Encoded archival description is a standardized method of representing and structuring information about archival materials using markup languages like XML. This approach ensures that archival resources are described in a consistent way, making them easier to find and access. By employing encoded archival description, institutions can improve the discoverability of their collections and enhance the interoperability between different archival systems.

5 Must Know Facts For Your Next Test

1. Encoded archival description uses XML to create a structured format for describing archival materials, which can include information like creator, title, dates, and scope of the collection.
2. This method enhances the accessibility of archival resources by allowing users to search for specific terms or phrases within the structured data.
3. Encoded archival description helps ensure that archival descriptions are not only machine-readable but also human-readable, making it easier for archivists and researchers to navigate collections.
4. The use of encoded archival description contributes to better preservation practices by creating digital surrogates of physical documents, which can help minimize wear and tear on original items.
5. Institutions that adopt encoded archival description can share their collections more effectively with other repositories, promoting collaboration and resource sharing across the archival community.

Review Questions

• How does encoded archival description improve the discoverability of archival materials?
  • Encoded archival description enhances discoverability by providing a standardized format for describing materials in detail. This structure allows researchers to conduct targeted searches within a collection using specific keywords or phrases. Furthermore, by using markup languages like XML, this method makes it easier for various systems to interpret and display information consistently, facilitating better access to collections across different platforms.
• Discuss the role of EAD in encoded archival description and how it affects the management of archival materials.
  • EAD is a key component of encoded archival description, specifically designed for encoding finding aids in an XML format. It allows archivists to represent complex hierarchical relationships between materials clearly and consistently. This standardization not only aids in the management of collections but also fosters collaboration among institutions by ensuring that their descriptions can be easily shared and understood across different databases and systems.
• Evaluate the impact of encoded archival description on digital preservation strategies within archives.
  • Encoded archival description significantly influences digital preservation strategies by promoting the creation of detailed metadata that supports long-term access to materials. By encoding finding aids in a structured format, archives can create digital representations of physical collections that preserve essential descriptive information. This practice not only safeguards against loss due to degradation of physical items but also improves user engagement by making it easier for researchers to discover and access relevant materials in digital formats.

Related terms

EAD: Encoded Archival Description (EAD) is a specific XML-based standard for encoding archival finding aids, allowing for detailed descriptions of collections and facilitating easier access to archival materials.

Metadata: Metadata refers to data that provides information about other data, such as details regarding the content, context, and structure of digital objects, enhancing discoverability and usability.

Finding Aid: A finding aid is a tool used in archives that provides a detailed guide to the contents of a collection, including its organization and context, helping researchers locate relevant materials.