Notes
Outline
Introduction
and
Statement of Problem:
  There is much debate about access to any collection, whether we are employed in a museum, special library, or archives.  Over the years, many professionals have attempted to answer this complex and frustrating problem.
         The World Wide Web was then introduced as a mean in which anyone could access material        anywhere at anytime.  As a result, it compounded the problem mentioned above.
     During the mid-1990’s a group of professionals developed <EAD> Encoded Archival Description to be used to assist researchers access collections with full-text searching as well as access photographs, images and other digital objects.  As a result, it revolutionized the profession and permitted repositories to encode finding guides for collections that might not otherwise be available either intellectually or physically.
      The purpose of this discussion is to describe the use of finding guides; the justification, relevance, and importance of <EAD> and electronic web accessibility for our user community.
Collection Description: Justification
Finding guides make up the “backbone” of research conducted by historians and librarians alike, the use of finding guides has provided very valuable information for all different and varied types of research.  As a result of the development and implementation of <EAD> Encoded Archival Description, finding guides can be encoded to provide full-text searching once loaded onto a server network and the use of a suitably attached search engine.
I wished to embark on this project for three primary reasons:
<EAD> is an important metadata standard that is revolutionizing archival access and its resources. It can offer many opportunities for institutions to showcase their archival collections.
Many people outside of the archival profession have little understanding of how <EAD> is used and how its finding guides are constructed.  I thought by sharing this, it might appeal to a wider audience and perhaps provide greater understanding of another metadata   standard.
Excellent  opportunity to work collaboratively with other colleagues and other institutions as in the case with Arizona Online <EAD> of which I am one of the project participants.  This project involves ASU, NAU and U of A in constructing individual institution finding guides in <EAD> and combining our archival collections onto a single search engine that enables searching of all three institution’s finding guides.
Collection Description:  Retrieval Tool-Part I
I wish to offer a finding guide of personal family papers and manuscripts to be cataloged at the collection level to form
an index.  I will then create a MARC record for that cataloged record, which will then be encoded in <EAD>
EncodedArchival Description.
The cataloged MARC Record will then be added to an Online Library Catalog [Arizona State University Libraries] and
then will become part of the [Arizona & Southwest  Index as part of the Department of Archives and Manuscripts.]  This
Arizona and Southwest Index allows searchability by name, subject, date and type of media. For purposes of instruction,
the finding guides are presented as they would be created for use and access in the Department of Archives and
Manuscripts, Arizona State University Libraries.  My rationale for this is discussed further in Rationale for Using XML.
Finding Guides are most normally created in a simple word processing system such as Microsoft Word or perhaps Word
Perfect.  The  finished guides [as in this case] personal papers or manuscripts would then be sent to Original Cataloging [at
 ASU] and then cataloged into a MARC  Record  [FIGURE 1] that can now be searched via ASU Library’s Online Catalog
and over the Web. Just for comparison, I have also included a  copy of a US-MARC Record [FIGURE 2] created by using
APPM-Archives and Personal Papers and Manuscripts.
Collection Description:  Retrieval Tool –Part II
Subject: Due to the length of this paper, I plan to offer one (1) fully encoded finding guide (without box and file list) in
order to present both the content and detail, so that readers may understand the complexities of the encoding work.  In
addition, I have also presented brief  biographical sketches for six other relatives, as I would have created the finding
guides for them much in the same way I have presented my example.
Size:  No larger than 20 linear feet [lf] per collection.
Scope:  1843-1998
Content:  Family history papers/genealogical
Michaelson [Mikkelson] Family –Norway & Hussman [Hussmann]-Germany.
 Both containing immigration, family correspondence, personal papers including diaries and loose-leaf family scrapbooks and photographs.
Format:  Traditional paper/text finding guides-transfer to electronic/web ready documents.
[Personal Note:  The last names of both sides of my family were changed by Ellis Island officials so that the names
would sound “more American.”]
Let’s Meet the Family:  The Michaelsons’
Adolph Johann-Sture Michaelson, (1843-1901) Emigrated from Haugasund, Norway and Farmer
from Thor, Iowa. Father of Adolph Johann and  Samuel A. [Please see FIGURE 3]  For <EAD> Finding
Guide
       Adolph Johann Michaelson (1898-1983) (12 linear feet) Farmer/Auto Worker.  Adolph Johann Michaelson was
born to Norwegian immigrants, Father, Adolph Johann-Sture and Mother, Berthe in Minnesota.  The family later
 moved to Thor, Iowa, where he remained until the age of 21, when in 1919, he left home.  Many of his activities
between 1919-1924 are unknown it is presumed that he had been drifting around the U.S. at that time perhaps
despondent over the death of his brother, Samuel in 1918.  He later  resurfaced in Toledo, Ohio and was married in
1925 to Martha Wysiecki, a Polish immigrant.  Martha later died from tuberculosis in 1929.  Adolph later married
Mildred Iott, A French-Canadian in 1931 and had 10 children, six of which lived to adulthood.  He was employed as a
mechanic at the Willys-Overland Jeep Factory in Toledo from 1933-1963.  He died in Toledo, Ohio in August 1983.
  Samuel A. Michaelson (1900-1918) (5 linear feet) US Soldier.  Brother of Adolph Johann.  Samuel was the
 youngest child in the Michaelson family.  He was born in Thor, Iowa and remained on the family farm until the
outbreak of World War I, when he enlisted in the U.S. Army and was deployed to France.  Shortly before Armistice was
 declared, he and most of his platoon were killed in action in the Argonne Forest (France, 1918). Unfortunately, his
body was never recovered, nor does the family know where he is buried  which is a source of family controversy.
Let’s Meet The Family:  The Hussmans’
George S. Hussman (1841-1888) (17.5  linear feet) Emigrated from Heidelberg, Germany and owned
the  first small chain of grocery stores in Dayton, Ohio. He was also rumored to have developed the first
commercial industrial cooling equipment for beer. Brother of Frank; Father of Lawrence Sr. [Personal
 note: The “S” in middle name stands for Stephen for which I am so named]
 Frank G. Hussman (1855-1954) (20.5 linear feet) Emigrated from Heidelberg, Germany. Concert
pianist. Studied under/was of protégé of Ignacy Jan Paderewski (1860-1941) World famous Polish
Classical composer and performer.[2]  Frank is brother of George S. He was clearly the most interesting
and flamboyant of thefamily.  Sadly, much of his sheet music and papers were destroyed in Flood of
1913, which killed nearly 1000 people in Dayton, Ohio.
Lawrence E. Hussman, Sr. (1903-1989) (7.5 linear feet) Owner of Hussman Motors; Father of Lawrence
 Jr. Lawrence E. Hussman Sr. was born in Dayton, Ohio and remained an Ohio native his entire life.  He
 left school in the fifth grade and worked a number of odd jobs.  Much of his early youth was spent
working for his father, George, who owned and operated a small chain of grocery stores in Dayton.  He
 managed two stores himself and later married Genevieve Peters in 1922.  The same year he opened his
first automobile sales lot-Hussman Motors, which he operated until 1974.  Hussman  Sr. died in 1989.
Dr. Lawrence E. Hussman, Jr. (1934-   ) ( 20+ linear feet)  Father of Stephen. Lawrence E. Hussman Jr.
 was born in Dayton, Ohio to parents Lawrence Sr. and Genevieve Hussman.  He served in the U.S. Army
 3rd Armored Division [1952-1953] and was stationed in Manheim, Germany.  He received both his BA
an MA in English from the University of Dayton in 1957-58; and Ph.D. also in English from the
University of Michigan in 1962. He is a noted scholar and author of numerous articles and 5 books on the
 American writer, Theodore Drieser and retired from Wright State University after for 32 years
of university service  in 1992.  He has been awarded  Fulbright Teaching Fellowships at:  The University of
Warsaw (Poland) (1992-93); University of Lisbon (Portugal) (1994-1995); Lublin  University-Madame Curie
Institute (Poland) 2000, 2001 and 2002.
Collection Description:  Retrieval Tool--Part III
Creation of Finding Guide in Word Processing Program
When a  finding guides is constructed, it has two distinct parts and for demonstration
purposes are defined as:
Front Matter: includes Title, Call #, Volume, Processed By:  Provenance; Copyright     information, Biographical Sketch, Scope and Content, Related Collections and a Series Description notes.
Back Matter:  which includes the box and file content listings.[* PLEASE NOTE- Although the box and file content listings are an important part of all finding aids, I do not plan to address them in context with <EAD>, as I could virtually write another paper strictly discussing box/file contents and cascading stylesheets which is some
cases require complicated table/column stylesheet and template construction.  Some institutions prefer columns; others prefer rows. This can become very difficult in assigning tag sets for multi-layered series, sub-series and sub-sub series at the collection level.]
Collection Description:  Retrieval Tool—Part IV
Creation of Finding Guide in Word Processing--Computing Linear Feet
Linear feet is the measurement for descriptive and control purposes of shelf space occupied
by documents.  For vertical files (Records filed on edge)  the total length of drawers,
shelves, or other equipment occupied is calculated; in the case of material filed horizontally
(flat or piled up)  the total vertical thickness is used.  Linear feet except for card indexes and
oversized materials may be equated with cubic feet on a one-to-one basis for description of
textual records.[1]
Collection Organization: Metadata and Content Standards
Metadata Standard:  Encoded Archival Description <EAD>
Content Standards and Authority Files Utilized:
Archives Personal Papers and Manuscripts [APPM]
Library of Congress Subject Headings [LCSH]-MARC Record
Collection Organization:  MARC vs. <EAD>
“While <EAD> provides a much more flexible and detailed data structure for archival description than
does MARC, EAD is a data structure standard, not a data content standard, and therefore does not
mandate authoritative forms of the content for any of its elements.  This is potentially a significant
drawback for information exchange.  Standardization of the content of the EAD descriptive elements can
be achieved, however if repositories or consortia develop and adhere to specific data content
conventions, or “best practices”.  The content of EAD elements that have encoding analog attributes can
be chosen based upon a data content standard such as RAD or APPM, or perhaps LCSH or LCNAF.”[4]
<EAD> finding guides may also be linked from the 856 MARC field.
Figure 1:
MARC Record
Adolph Johann-Sture Michaelson, 1843-1901
Figure 2:  US MARC Record
Adolph Johann-Sture Michaelson, 1843-1901
100      1                      $a Michaelson, Adolph Johann-Sture, $d1843-1901
245      00                    $aPapers, $f 1843-1901, $g1855-1883 (bulk)
300                              $3$a10 linear feet (archival boxes)
351                              $aOrganized into two series:  Correspondence and Scrapbooks
506                              $aAccess unrestricted
520                              $aIncludes correspondence, post cards, letters, newspaper clippings and scrapbooks containing family  photos, and related loose leaf materials.
555                              $aContainer list
856                              $Additional access points URL not included
Use
Enables use anytime/anywhere as long as one has access to the World Wide Web.
Full-text searching/as well as with use of search engine can construct simple to complex finding guides searches either using simple or Boolean, other search principles.
Enables museums and special libraries to digitize and encode three-dimensional objects
Embed digital, audio and video related materials in order to enhance the finding guide.
Offers the opportunity for collaborative inter-institutional projects. One example of this is the Harvard and Radcliffe Digital Findings Aid Project. [1]

[1] Encoded Archival Description:  Context, Theory, and Case Studies [Harvard/Ratcliffe Model] p. 109
User Groups
Specifically, serious researchers will find the use of <EAD> much to their benefit.  Not only will it drastically cut down on unnecessary travel in order to view collection [although in many cases researchers must see the original documents anyway]; may be able to view the finding guides literally anytime they wish, this also includes digital photographs, objects, art, audio and video materials.  Further, it allows people to view objects that are in some cases not able to be physically handled, but permits intellectual access through <EAD> Archival Description.
However, the “user” group can entail a very large group from the causal user, genealogist, high school student to the serious scholar.  The uses of <EAD> has greatly assisted users of all backgrounds, abilities and interests, which is why it is so important.  It provides a tool for everyone to use and is not reserved especially for the elite selected scholars and researchers.
In addition, many <EAD> finding guides are searchable through both simple and advanced search engines, which permit highly detailed searches at many levels including collection, series, sub-series, folder and item as well as subject, name, repository [in the case of having multi-institutional finding guides in a collaborative venture]
What is <EAD> ?
 “Encoded Archival Description <EAD> is a set of rules for designating the intellectual and physical parts of archival finding guides so that the information contained therein may be searched, retrieved, displayed, and exchanged in a predictable platform-independent manner.  The EAD rules are written in the form of a Standard Generalized Markup Language [SGML] Document Type Definition [DTD], which uses coded representations of elements for efficient machine-processing by SGML authoring and viewing software.  Because DTD’s are intended to be read mainly by computers, they are often accompanied by documentation designed for human comprehension.”[6]
  Therefore, a tag library consisting of a master set of elements is paramount in order to use as reference tool as well as decide which EAD elements must be used when designing the content of their desired finding guides.  “Through the use of natural –language definitions and examples, it assists
archivists in achieving effective and consistent markup by rendering EAD’s SGML codes more understandable.  Despite translating SGML terminology and concepts into a more accessible and familiar language, the tag library is still a technical document that presupposes readers will possess minimal understanding of SGML and finding guides.”[7]
Constructing a Finding Guide in <EAD>--Part I
The elements (properties) of this type of form are called tag sets, which appear like this: < >, /< >.
There are 145 different Tag Sets within <EAD >.  However, there are a minimum amount of elements that are
recommended and required in order for the EAD DTD [Document Type Definition] to validate. Please note that any
 document having only these elements would barely be considered a finding guide.[8]   Required elements are in bold in
 hierachy[9]:
<ead>
   <eadheader>
        <eadid>
         <filedesc>
            <titlesmt>
                   <titleproper>
A finding guide begins with the outermost EAD Tag <ead> tag, followed next by metadata (in the mandatory
 EADHeader <eadheader> and optional Front Matter <frontmatter> elements) and next by the Archival Description
<archdesc>.  I elected to use <archdesc> as it contains the bulk of the finding guide and contains the information archivists
 are most used to including in their registers and inventories.[10]
Constructing a Finding Guide in <EAD>--Part II
The document element <ead> encloses all of the other elements.  It indicates to a computer that the
document that follows is a machine-readable version of a finding guide that has been encoded using the
 SGML document type definition known as EAD. [11]
The required <eadheader> is an essential part of a properly encoded finding guide; it contains the
necessary metadata about the title, author, and creation date of the finding guide, as well as information
 about the language in which the finding guide is written and details about the encoding.[12]
EAD offers a great deal of flexibility within the <archdesc>, so that it allows the encoder to choose how
 simple or detailed a collection can be encoded depending on size, medium, content and complexity.
Figure 3.1 : <EAD> Finding Guide
Adolph Johann-Sture Michaelson, 1843-1901
<EAD> Finding Guide—Presented in XML
Includes a fully catalog finding guide including EAD Header <eadheader> and required tag sets.
Adolph Johann-Sture Michaelson, 1843-1901
 <?xml version="1.0" encoding="UTF-8"?>
<?xml-stylesheet type="text/xsl" href="style.xsl" ?>
<!DOCTYPE ead PUBLIC "-//Society of American Archivists//DTD ead.dtd (Encoded Archival Description (EAD) Version
1.0)//EN" "ead.dtd"
<!ENTITY % eadnotat PUBLIC "-//Society of American Archivists//DTD eadnotat.ent (Encoded Archival Description (EAD)
Notation Declarations Version 1.0)//EN" "eadnotat.ent">%eadnotat;
>!ENTITY foo42_1 SYSTEM
“HTTP:// MYSERVER.EDU/IMAGES/FONDS0042-IMAGE.Jpeg” NDATA
jpeg>[19]
<ead>
<eadheader audience="internal" findaidstatus="edited-full-draft" langencoding="ISO 639">
<eadid type="SGML catalog">public "-//Arizona State University-University Libraries-Department of Archives and Manuscripts
Dept. //text(us::AzFU::[Title of Archival Unit])//en" "[file_name].xml"</eadid>
<filedesc>
<titlestmt>
<titleproper>   Adolph Johann-Sture Michaelson Papers, 1843-1901   </titleproper>
<author>Processed by Hussman  ; machine-readable finding guide created by  Carl Sagan  </author>
</titlestmt>
<publicationstmt>
<publisher>University Libraries. Arizona Collection.  Department of Archives and Manuscripts</publisher>
Figure 3.2 : <EAD> Finding Guide
Adolph Johann-Sture Michaelson, 1843-1901
<address>
<addressline>Arizona State University</addressline>
<addressline>P.O. Box 871006</addressline>
<addressline>Tempe, Arizona 85287-1006</addressline>
<addressline>Phone: 480-965-4932</addressline>
<addressline>Fax: 480-965-0776</addressline>
<addressline>Email: http://www.asu.edu/lib/archives</addressline>
</address><date>&copy;[copyright date]</date>
<p>Arizona Board of Regents. All Rights Reserved.</p>
</publicationstmt>
</filedesc>
<profiledesc>
<creation>Machine-readable finding guide and skeletal markup derived via template and macro from Word 2000 file; markup checked and completed by Stephen J. Hussman <date normal="">October 20, 2000.</date></creation>
<langusage>Description is in <language>English/Norwegian</language></langusage>
</profiledesc>
</eadheader>
<frontmatter>
<titlepage>
<titleproper>Adolph Johann-Sture Michaelson Papers, 1843-1901 </titleproper>
<num>Collection number: MSS-1</num>
<publisher>University Libraries. Department of Archives and Manuscripts
<lb/>Arizona State University
<lb/>Tempe, AZ 85287-1006</publisher>
<list>
<defitem>
Figure 3.3  : <EAD> Finding Guide
Adolph Johann-Sture Michaelson, 1843-1901
<label>Processed by: </label>
<item>  James T. Kirk</item>
</defitem><defitem>
<label>Date Completed: </label>
<item><date>[copyright date]</date></item></defitem>
<defitem><label>Encoded by: </label>
<item> Leonard Nimoy    </item></defitem></list>
<p>&copy;[copyright date]  All rights reserved.</p>
</titlepage>
</frontmatter>
<archdesc level="collection" langmaterial="en">
<did>
<head>Descriptive Summary</head>
<unittitle label="Title">COLLECTION NAME:    Adolph Johann-Sture Michaelson <unitdate type="bulk">       DATES:
1843-1901   </unitdate></unittitle>
<unitid label="Collection number">  MSS - 1</unitid>
<origination label="Creator">CREATOR: <corpname>  Adolph Johann-Sture Michaelson
Papers</corpname>or<persname></persname></origination>
<abstract label="description">DESCRIPTION:  Personal Papers, Manuscripts    </abstract>
<physdesc label="Physical Description">SIZE: <extent>10 Boxes:  10.5 linear feet
<repository label="Repository">
<corpname>University Libraries. Arizona Collection. Department of Archives and Manuscripts.</corpname>
<address><addressline>Arizona State University</addressline>
<addressline>P.O. Box 871006</addressline>
<addressline>Tempe, Arizona 85287-1006</addressline>
<addressline>Phone: 480-965-4932</addressline>
<addressline>Fax: 480-965-0776</addressline>
<addressline>Email: http://www.asu.edu/lib/archives</adressline>
</address> </repository></did>
<admininfo>
<head>Administrative Information</head>
<accessrestrict>
<head>Restrictions</head>
<p>None.</p>
</accessrestrict>
<userestrict>
<head>Copyright</head>
<p> Arizona State University does not own copyright to this collection.  The Department of Archives and Manuscripts recognizes
that it is incumbent upon the researcher to procure permission to publish information from this collection from the owner of
copyright.
 </p>
Figure 3.4  : <EAD> Finding Guide
Adolph Johann-Sture Michaelson, 1843-1901
</userestrict>
<prefercite>
<head>Credit Line</head>
<p>    Adolph Johann-Sture Michaelson Papers  ,  MSS-1 , University Libraries.  Department of Archives and Manuscripts. Arizona State University.
</prefercite>
</admininfo>
<bioghist>
<head>Biographical Note</head>
<p>Adolph Johann-Sture Michaelson was a Norwegian immigrant, originally from Haugusund, Norway.  Emigrated with his wife, Berthe.  Settled in Minnesota and later moved to Thor, Iowa to farm.  Adolph Johann-Sture was one of the many who had emigrated to the United States during the latter half of the 19th century. He also developed two patents on Michaelson row plows, which enabled farmers to provide better irrigation and planting for crops. It is not clear whether or not this row plow was either a financial or personal success. He and his wife had nine children, all of which survived into adulthood.  He died in 1901, shortly after his youngest son, Samuel was born.   </p>
<dao entityref=”foo42_2”>  Photograph of Adolph Johann-Sture with wife, Berthe on their wedding day in Haugasund, Norway,
April, 1865,</dao>[20]
</bioghist>
<organization>
<head>Arrangement</head>
<p>The collection is arranged by date</p>
</organization>
Figure 3.5  : <EAD> Finding Guide
Adolph Johann-Sture Michaelson, 1843-1901
<scopecontent>
<head>Scope and Content Note</head>
<p>The collection consists of three series: FAMILY CORRESPONDENCE, BUSINESS RECORDS and LOOSELEAF
SCRAPBOOKS</p>
<P>  The FAMILY CORRESPONDENCE series contains primarily letter and notes from/to relatives in Norway detailing life in America.  The majority of the letters are written in Norwegian dating from 1875-1899.</p>
<p>The BUSINESS CORRESPONDENCE series contain business records and patent information relating to Michaelson’s building of his patented row plow with costs of materials, mechanical drawings and patent related material ranging from1869-1900.</p>
<p> The LOOSELEAF FAMILY SCRAPBOOKS contain a variety of family items including locks of hair, photographs of relatives [both in U.S. and in Norway]; marriage license, emigration visas, family tree and brief account of Michaelson family origin in Norway [also written in Norwegian].  Dates range from 1723-1899.</p>
</scopecontent>
<controlaccess>
<head>Access Terms</head>
<corpname encodinganalog="610">     </corpname>
<famname encodinganalog="600">     </famname>
<genreform encodinganalog="655">     </genreform>
<geogname encodinganalog="651">     </geogname>
<name encodinganalog="650">     </name>
<occupation encodinganalog="656">     </occupation>
<persname encodinganalog="600">     </persname>
<subject encodinganalog="650">     </subject>
</controlaccesss>
Use of Digital Objects <dao>
 “The online environment facilitates the inclusion of digital representatives of archival materials
embedded within a finding guide or linked to it.  EAD provides many linking elements, but the <dao> and
<daogrp> elements are intended specifically for digital representations from the collection described by
the finding aid.  These representations might include graphic images, audio clips, images of text pages,
and electronic transcriptions of text.”[13]  These elements are available within a number of EAD
elements such as  <bioghist> and <scopecontent>.  Perhaps in a biographical sketch you might wish to
provide photographs of the creator or images of other items from the collection that relate to a certain
event or an activity associated with the collection.   I have provided two examples of this in the <EAD>
example finding guide.  The first is located near the <ead> header which would present itself in the
beginning of  the finding guide.  The second is placed near the biographical sketch of Adolph Johann-
Sture Michaelson, as I wanted to perhaps present what he and his wife both looked like on their wedding
day in 1865.  This type of <dao> presentation can lend a whole graphic dimension to finding guides.[14]
[Please note that the <dao>’s in the example finding guide are not operational]
Rationale for Using XML
“In 1996, the World Wide Consortium (W3C) founded the XML Working Group to build a set of specifications that
would make it easier to use SGML named Extensible Markup Language (XML).  Both Microsoft and Netscape have
committed to fully implementing XML in their Internet browsers.  The main motive behind the development of XML is the
recognition that HTML will not support complex, community-based shared information on the internet.”[15]  XML
continues to be the most effective tool for permitting finding aids to accessed over the Internet, however, “EAD’s
foundation in  the mainstream of library and archives efforts to achieve universal access coupled with the use of emerging
 powerful computing and network technologies, would appear to provide everything it would need to succeed.  But the
most important element of any standards process:  the community which will use the standard.”[16]
Although the evolution of technology continues, XML remains “cutting edge” for most archival professionals and
 will most likely be used increasingly as dependence on the Web and Internet continues to grow.  For purposes of
demonstration and consideration of the length of this study, I have cataloged 1 fully encoded finding guide [without box
and file lists] PLEASE NOTE:  That I have encoded this, as I would have completed it for a finding guide for our collection
at ASU. This was done for two reasons:
 1.     To present readers with a “real” encoded document so they can observe and review tag sets as well what types of tags
sets they will encounter if they encode finding guides in a professional situation.
2.     <EAD> encoded finding guides can be as simple or as detailed as is needed for their research purposes, as long as they possess the five required tag  sets.
Authoring Software/Related Tools:
Additionally, text editors and word processors, Native SGML/XML editors [such as Dreamweaver
3.0], text converters and databases can greatly assist in the creation and development of <EAD> encoded
finding guides.  Many of these tools are able to important/export tables, audio/video clips, and animation,
embed digital images and many other useful tools that can greatly enhance a finding guide. I should point
 out that many institutions have used such tools to mount their digital photograph collections. Examples of
 this are Cornell and Harvard Universities.  What is nice about author/editing tools is that you can create
your guide and immediately review it in your browser in order to check for quality,content and spelling
errors.
An excellent resource for reviewing both Author/Editing Software and <EAD> Encoding Software
is available at Encoded Archival Description <EAD> Official Web Site-Help Pages—Software
 <EAD>[Network]: http://jefferson.village.virginia.edu/ead/ead/products.html. This site will allow the
 reader to determine what type of software is best for their application and department budget.  All of the
software mentioned here have certain strengths and weaknesses.  I am by no means endorsing a certain
type of software or company.
What is <EAD> Software and Why Utilize It?
During the late 1990’s, a number of software manufacturers began to develop and sell software for
 the construction of <EAD> finding guides.  The software would provide already installed tags sets on
pages, and the user would simply type in the information that they wished to place in the certain tag
sets for their finding guides.  Again this would allow the finding guides to be as simple or complex
depending on the needs of the institution.
An example of this is XMetaL[17], it is very user friendly, however, it has its drawbacks, as does all
software.  It is important to complete in-depth research on such software before purchasing.  Key
components for successful software use is:  user support, import/exportability, interface with other
software such as MS  Access, where the use of data tables is important and perhaps can be exported to the
<EAD> software.
Conclusion
There is no question, that professionally I heartily endorse and publicize the use of <EAD> Encoded Archival Description as an effective tool to not only provide access to specialized collection at a distance, but provides a level of research that is unparallel by no other.  It offers many benefits, however many of these may not be realized until we have been able to determine what impacts digital technology both in terms of access and short and long term storage capabilities.
Through careful preparation, education, implementation and construction of <EAD> finding guides as presented, many professionals will be able empower both themselves and their institutions with a tool that provides high quality access of collections.
This tool becomes yet another useful medium in which we as librarians and information professionals may continue to serve in the educational and research missions of our institutions, but more importantly, meet the access needs of our patrons and researchers.
<EAD> Institutional Examples
The University of Michigan, Bentley Historical Library http://www.umich.edu/~bhl/EAD/
Duke University, Rare Book, Manuscript, and Special Collections Library http://odyssey.lib.duke.edu/findaid/
Online Archives of California. http://sunsite2.berkeley.edu/oac/
Useful Web Sites

The Society of American Archivists Official Web Site
www.archivists.org

Encoded Archival Description <EAD> Official Website
http://lcweb.loc.gov/ead/ead.html

Encoded Archival Description<EAD> Help Pages—Software
http://jefferson.villagevirginia.edu/ead/products.html

 Encoded Archival Description<EAD> Help Pages—Metadata
http://jefferson.villagevirginia.edu/ead/metadata.html

Encoded Archival Description<EAD> Other Sites Related to EAD
http://lcweb.loc.gov/ead/eadother.html
Helpful Readings
<EAD> Encoded Archival Description:  Context, Theory, and Case Studies.  Edited by Jackie Dooley.  Chicago. The Society of American Archivists.  Pgs. 178.
<EAD> Encoded Archival Description:  Application Guidelines
     Version 1.0. Prepared by the The Encoded Archival Description Working Group of The Society of American Archivists.  Chicago.
     1999.  Pgs. 308.
<EAD> Encoded Archival Description: Tag Library Version 1.0
  Prepared by the The Encoded Archival Description Working Group of The Society of American Archivists.  Chicago. 1999. Pgs. 262.
Bibliography
Bellard, Lewis J. and Lynn Lady. A Glossary for Archivists, Manuscripts Curators and Records Managers.  Archival Fundamental Series.  The Society of American Archivists.  1992.  Pp. 45.
Dooley, Jackie M. [Edited by] <EAD> Encoded Archival Description:  Context, Theory, and Case Studies.  The Society of American Archivists.  Chicago. 1999.  Pp. 178.
Encoded Archival Description Working Group of the Society of American Archivists and the Network Development and MARC Standards Office of the Library of Congress.  <EAD> Encoded Archival Description Tag Library [version 1.0] The Society of American Archivists.  Chicago. 1998.  Pp. 262.
Encoded Archival Description Working Group of the Society of American Archivists.  <EAD> Encoded Archival Description-Application Guidelines [version 1.0] The Society of American Archivists.  Chicago.  1999.  Pp. 308
Encoded Archival Description <EAD> Official Web Site-Other Sites Related to <EAD>
[Network Development & MARC Standards Office Library of Congress] http://lcweb.loc.gov/ead/eadother.html
Encoded Archival Description <EAD> Official Web Site-Help Pages--Software <EAD>
[Network Development & MARC Standards Office Library of Congress] http://jefferson.village.virginia.edu/ead/ead/products.html
Encoded Archival Description <EAD> Official Web Site-Help Pages--Metadata <EAD>
[Network Development & MARC Standards Office Library of Congress] http://jefferson.village.virginia.edu/ead/metadata.html
Hensen, Steven L.  Archives Personal Papers and Manuscripts:  A Cataloging Manual for Archival Repositories, Historical Societies and Manuscript Libraries. Society of American Archivists.  Chicago.  1989.  Pp. 196.
Taylor, Arlene G.  The Organization of Information.  Libraries Unlimited, Inc.  Englewood, Colorado. 1999.  Pp. 280.
The University of Southern California-Polish Music Center Polish Composers-Ignacy Jan Paderewski (1860-1941)
 http://www.usc.edu/dept/polish_music/composer/paderewski.html



QUESTIONS, CONCERNS OR FEEDBACK

Please feel free to contact me:

Steve Hussman, Assistant Archivist for Collections Management
Department of Archives and Manuscripts
Arizona State University Libraries
shussman@asu.edu