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: Record Basics

<record>
The control file contains 109,348 color-coded slips. While each slip refers to a document, the slip is not exclusive. One document may have several slips representing it. For example, one letter written from John to Abigail may exist as a letterbook copy (white), a recipient’s copy held in the Adams Family Papers archive (pink), a contemporary copy held by the National Archives (yellow), and a printed version from the Boston Chronicle (blue). This same letter may have copies in a dozen institutions, and thus garner a dozen separate yellow accession slips. The overall database, then, is a database of the slips, not of the documents. Because of this data model, all text on the slip is retained as it is written and controlled vocabulary should appear in the attributes. Thus, a recipient that reads "to JA, with 1 enclosure (copy of Lovell to Dana, 6. Jan. 1781)" will appear as it is written but the attributes will be controlled for searching and sorting purposes.

<recipient> to <person ref="JA">JA</person ref="JA">, with <enclosure ref="030001"> 1 enclosure (copy of <person ref="lovelljames">Lovell</person> to <person ref="danafrancis">Dana</person>, 6. Jan. 1781)</enclosure></recipient>.

Required Attributes

@id. Each slip is assigned a unique ID number. It is an attribute of the Record element and is required. To learn how the number is constructed and assigned, see Record ID.

@color. The color of the slip conveys a great deal of information in a quick, easy way, therefore this information will be retained. The vendor was unable to record this during data entry because they were working from black and white microfilm. The color assignments are made in the first phase of work, proofreading, and will be input during the second phase, tag refinement. There are five color choices (1pink, 2white, 3yellow, 4blue, 5goldenrod) to chose from—records will not validate without a color selected.

Optional Attributes.

@z. In the case of redating a letter or correcting authors or recipients, slips are struck through with a large Z and a reference to the newly created slip. This allows for proper tracking of a letter that may have previously been published under the incorrect information. The original slip is marked with the @z (with a value of "z") and the new cross-reference is tagged with a <zref> note tag, see Notes below. [Occasionally, editors have underlined a date and drawn a line to a note on the slip. These are not cancelled but rather cross-references.]

@r. The review tag was introduced for the vendor to flag a record that presented confusion on their part. Almost all of these questions have been resolved at the proofreading phase, however the attribute will remain an option if needed throughout the project.

@language. The large majority of documents described in the control file are written in English, however there is a need to track the number of foreign language documents. When possible, the @language will include any language other than English. The codes will mirror those used in MARC21.
Within the structure of the schema, each record contains <ref name: "record contents"> This is a cross-reference in the <record> element and the contents are detailed under <define name="record-contents">.

Proofreaders: Note the Slip Color

During proofreading, please note on the XSL printout the color of each slip. In the left margin, mark either "p" for pink, "y" for yellow, "b" for blue, "w" for white, and "g" for goldenrod. This information will be included as a controlled attribute in the record ID tag.