Control of Control File Closing In!

Despite the lack of posting, we have all been plugging away at Encoding Level 1 and have just completed the initial phase of mark-up on all 110,000 records. As it stands now, we have 42 XML files that have been proofread and input to match the massive paper file down the hall. In addition, we have control (through attributes) over all dates, codes, locations, length, and format for each record. The big pieces that remain for Encoding Level 2 are the control of names--for both authors and recipients--published references, and notes.

As we've gone through the encoding, we also been developing supplemental databases that will enhance search-ability in the final interface. These currently include locations (where letters were written) and accessioned documents (repositories other than the MHS that hold the original manuscripts, i.e. Library of Congress). We are also building a supplemental database of all persons and short titles (published versions of documents).

Much of the work in the coming months will focus on Encoding Level 2 (with an emphasis on automating as much data entry as possible through XSLTs) and the building of the database infrastructure in eXist. As we iron out the kinks in building and managing these databases, I will post what we learn and produce. Stay tuned!

Proofreading Complete...Finally

Yes, the proofreading phase has finally ended. Yesterday, I finished doing a paper-to-paper cross check on the 109,348th slip--and then some. While the vendor counted 109, 348 records, when all is said and done, the number may be off by several hundred slips. The proofreading phase did not just check, character by character, the transcription completed by our vendor, it also served as a slip-by-slip inventory of the entire catalog. The microfilm that the vendor used to transcribe was created in 2001 and since that time the editorial staff has continued to find more documents to add to our archive. The number of additions is not yet known, but it will probably number in the hundreds. These new slips will all be added to the XML files during the first phase of encoding, which is well under way.

While the proofreading phase has been the most unpredictable aspect of the project thus far, it has been a critical component to complete. Ensuring the integrity of the database by making the content is as accurate as the tagging is important not just for the editors but for all online users of the archive. A catalog is only as good as its accuracy--if we can't trust it then no amount of fancy web coding will encourage people to use it!

I have to give proper acclamation to the Control File team:

• Jim the Proofreader/Encoder proofread 57,157 slips
  
• Susan the EAD Gal proofread 14, 878 slips
• and I clocked in about 37,000 (give or take a few)

Cheers!

Encoding excitement and other things

I feel I should apologize for not posting recently, although to whom I would be apologizing I never can tell. Anyway, encoding for level 1 actually began September 1 and has been proceeding steadily. We have Jim (Connolly) the Encoder working four days a week and Susan (Martin) the EAD Gal encoding one day per week. We have moved through seven reels and are picking up steam. I will follow up with another post about the XSL transformation we ran with the help of a very clever consultant and the checklist for encoding level 1.

As to my time, I am just finishing up the proofreading and coming off the ADE Annual Meeting in Springfield, IL. Ondine LeBlanc (Director of Publications) and I presented a workshop on getting legacy content out of MS Word and into XML and I was able to share a little bit about this project as well. Overall, we were very pleased with the participation and follow-up questions. I, for one, am very interested to see what manner of digital resources come out of the documentary editing community over the next few years.

Now I hope to get down to the busy work of encoding too... stay tuned.

Phase 2 Timeline

Our project to digitize the Adams Papers Control File began in January 2009. We originally planned on spending a few short months on proofreading before moving into encoding. However, proofreading 109,348 slips, one by one, has taken a little longer than we anticipated. This phase of the work is vitally important, though, and we have continued doggedly pursuing our final reels. We have found important corrections and updates and have begun entering those changes into the XML files now. The input of corrections has been folded into first phase of encoding and so far is going smoothly.

The first seven months of the project were also devoted to schema development (see Master Encoding Guide) and this summer we secured the services of an excellent XSL consultant to write an XSL transformation to convert our abbreviated vendor schema into the full schema and populate much of the consistent data automatically. The XSLT's have been very helpful and we hope to build on them to automatically generate other data as we work through the initial encoding.

Thus our schedule for 2009:

• January-August: proofreading (project manager, proofreader, EAD coordinator)

• March-June: schema development (project manager and web developer)

• July-August: XSL development and contract work (project manager, web developer, and consultant)

• August-December: encoding level 1 (project manager, encoder, EAD coordinator)

• September-December: XSL development (project manager and web developer)