Checklist for Encoding Level 1

We are currently 35% through Encoding Level 1 which involves inputting proofreading corrections, verifying the basic code and creating the first of several authority look-up tables--this one for place names. The work is still broken down by reel. The following is the checklist for each record.

To open a new file for encoding level 1:

--Open new XML file through the Tortoise SVN Directory at C:\Repositories\slipfile\xml\proofread and confirm that the file name ends in “_level1”

--Confirm that FULL_schemaV2_MR.rng is associated through the Tortoise SVN Directory at C:\Repositories\slipfile\xml\schemas (reassociate if the red underlines don’t appear)

--Run the XSL transformation copyformat.xsl; overwrite the new file under same name.

--Commit these changes by right clicking on the slipfile folder on your C:\ drive and selecting "SVN Commit" from the drop down menu. Select the files to commit, click "OK" and then type in your password.

To open a working file for encoding level 1:

--Open XML file through the Tortoise SVN Directory at C:\Repositories\slipfile\xml\level1

--Enter changes and save periodically to the Tortoise SVN Directory at C:\Repositories\slipfile\xml\level1

--When finished with work, commit changes by right clicking on the slipfile folder on your C:\ drive and selecting "SVN Commit" from the drop down menu. Select the files to commit, click "OK" and then type in your password.
For each record:

Input proofreading file changes

--Confirm @color, enter if absent (if you delete the entire @color and hit the space bar, a drop down menu will appear with possible attributes and values). The choices are: 1pink, 2yellow, 3white, 4blue, or 5goldenrod

--Confirm <place>, remove unnecessary information from @location and confirm correct English spelling; confirm place name against Excel spreadsheet list and add new authority names to list i.e. “Philadelphia, 31 South Street” should have a @location value of “Philadelphia”

--Confirm <code>, use drop down prompts to fill in attributes when necessary Codes that are not @type=Accesssion, Letterbook, Miscellany or Diary should be encoded as “General” under the @type, i.e. “TS Wills and Deeds”

--Confirm <length>, enter value in @pages if absent: add multiple page numbers listed, i.e. if there is an enclosure and <length>2 p., 3 p. </length> then the total value for @pages= “5”.

--Confirm <copy>, enter value for @format. The copyformat.xsl should have populated most of these. when there are two values, one for MS and one for XPr (or the like), copy @format should have “Manuscript” as value and the subsequent XPr’s should be encoded as a note

--Confirm <date>, verify that populated dates are correct, confirm all attributes are present as necessary, enter @to for date ranges and any other appropriate @.

Most of the date should be automatically populated, except for date ranges. A date range will have the first date entered as an @when, the encoder must enter the end date in @to as year-month-day. For unknown months or days, enter “99” . For conjectural or corrected dates, encode the corrected date. For questions, check Master Encoding Guide.i.e., "1 January 1799 [i.e. 1800]" should be @when="1800-01-01".

--Add new slips found in paper file, create new ID number at end of reel

--Cross check any changes in the Corrections Binder (may be redundant, but important!)

Master Encoding Guide: Code

Record Content: Code

About half of all records include a code found on the upper right corner of the slip. The codes are used to track individual accession documents, letterbook documents, or diary and miscellany documents. The codes are a combination of letters and numbers. The vendor was asked to encode all of this text with <c> and we later ran an XSL transformation to parse out the distinct pieces of information. This will allow us to track the documents by their accession and letterbook numbers as well as to separately track the institutional codes for accesssioned documents.

There are four types of codes and each one is also associated with slip color: letterbook=white, accesssion=yellow, diary=pink, and miscellany=pink.

Letterbook codes all begin with "Lb" and have up to a five-digit number following it. These slips are white (<record color="3white">). They have an optional @author as well, but this is only rarely applicable:
Example:

<code type="letterbook" number="1234">Lb1234</code>

<code type="letterbook" number="21" author="JQA">JQA/Lb/21 [end]</code>

Accession codes are made up of an insitution code (where the original is housed and from whom we received a copy) and up to a six-digit number (the document tracking number). These slips are almost always yellow (<record color="2yellow">). Occasionally, an accession code is found on a blue slip. This is considered an editor error in the creation of the slip and will be reconciled later. The code should be rendered the same.
Example:

<code type="accession" repository="DNA" number="2589">DNA:2589</code>

<code type="accession" privateowner="MBSmith" number="2589">MBSmith:2589</code>

Miscellany codes are essentially shelf marks for their physical location, constructed with M for Miscellany, initials (usually JA or JQA) for the author, and a number for the volume.
Example:

<code type="miscellany" author="JA" number="78">M/JA/78</code>

Diary codes are also essentially shelf marks for their physical location, constructed with D for Diary, initials (usually JA or JQA) for the author, and a number for the volume.
Example:

<code type="diary" author="JQA" number="12">D/JQA/12</code>

General codes. Some slips, usually blue, have a code associated only with an institution but do not have a number attached because we do not have a physical copy to accession and track.
Example:

<code type="general">NN</code>

Encoding Guide. Codes

Record: CODE
About half of all records will include a code on the upper right corner of the slip. The codes are usually a combination of letters and numbers. All of this text should be tagged with <c>.

<c>Lb1453</c>

<c>DNA:38765</c>

<c>Thompson MB:320</>