Collections Management Toolkit

This toolkit contains the best practices, encoding templates, stylesheets, and procedures used by the Minnesota Historical Society for archival arrangement and description. The kit is designed as a resource for collections management staff as well as for use by other archivists and collection managers.

Last updated: April 27, 2020

Archival Arrangement and Description

  • Best Practices
    • Physical Processing (PDF)
    • Catalog Records: MARC Coding and Data Content Guidelines (PDF)
    • Finding Aids
      • Detailed Description Guidelines (PDF)
      • EAD Tagging Guidelines (PDF)
      • PDF Standards for Legacy Inventories (PDF)
      • Digitization Methods (HTML)
      • PDF/A Standards for Digital Reproductions (PDF)
    • Transcription of Handwritten Documents
      • Transcribing Manuscripts: Rules Worked Out by the Minnesota Historical Society / Adapted in 2004 by Lydia Lucas from the original pamphlet by Grace Lee Nute. St. Paul: Minnesota Historical Society, 1935. (PDF)

  • EAD Encoding Templates
    • EAD XML Template (TXT)
    • Excel Templates
      • Detailed Description <dsc>
        • Instructions (PDF)
        • Data Entry Macro-enabled Template (XLTM)
        • EAD Tagging Macro-enabled Template (XLTM)
        • EAD Excel Clean (Visual Basic script for a Word macro) (TXT)
      • Chronology List <chronlist> (XLTX)
      • Digital Archival Object Groups <daogrp> (XLTX)
      • Sheet Music (XLTX)
    • Excel Tricks
      • Take Apart Date Formula (XLS)
      • Take Apart String Formula (XLS)

  • Transformation Stylesheets
    • Catalog Records
      • MARC2EAD Instructions (PDF)
      • MARC2EAD Transformation (TXT)
      • MARC2EAD Transformation, NHPRC version (TXT)
    • Finding Aids
      • EAD XML to HTML transformation stylesheet (TXT)

  • Checklists and Procedures
    • Processing Checklist (PDF)
    • EAD Proofreading Guide (PDF)
    • Scanning to PDF (PDF)
    • PDF/A Procedures (PDF)
    • Using Word Mail Merge for Labels (PDF)

  • Projects and Presentations
    • Eliminating Archival Backlogs, NHPRC Basic Project Grant
    • Hubert H. Humphrey Speeches, NHPRC Digitizing Historical Records Grant
      • Hubert H. Humphrey Digitization Project (HTML)
      • Into the Bright Sunshine of Civil Rights: Accessing the Legacy of Hubert H. Humphrey through Digitization (PDF)
      • Project Proposal (PDF)
      • 1st Interim Report (PDF)
      • 2nd Interim Report (PDF)
      • Final Report (PDF)

Starting May 31, access to the finding aids search function will be restricted while we perform updates. This work is anticipated to last throughout the summer. For other research options, visit the Finding Aids page.

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