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Archives at Yale: Staff Training: Preparing PDF Creation

Using the new public user interface for Yale Special Collections

Introduction

The Yale archival community is working on improving the ArchivesSpace Public User Interface's PDF creation process. The out-of-the-box PUI software offers users the option of generating a new PDF version of a finding aid every time they use the "Print" icon in the collection-level page. The Yale enhancement will provide users with a static PDF with improved formatting deriving from a validated EAD file. 

New PDF Creation Process

New resource records published in the Archives at Yale platform are indexed and displayed as a dynamic finding aid within minutes. A PDF version of the finding aid will not immediately be available. Overnight, the ArchivesSpace Export Service will export the EAD file for each newly published resource record. Once the EAD file is validated, a PDF will be created and posted on Archives at Yale. It should be available for downloading and printing the next day.

Requirements for the Creation of Handle Links

In order for a new Handle to be created by the nightly export service, resource records must fulfill the following requirements:

  1. A collection-level record is published. (Associated child records like series, subseries, files, and items do not need to have been published for the PDF to generate successfully out of the EAD file. However, unpublished child records will not appear in the PDF.)
  2. The field EAD ID has a value.
  3. The field EAD Location has been left blank. (A new handle will be created and will populate that field the following day.)

EAD ID and EAD location fields in the finding aid data section of ArchivesSpace