Retroconversion

To prepare finding aids - such as typescript catalogues or lists, or descriptions on cards - for conversion to electronic format, it is necessary to 'mark up' the text using manuscript annotation and coloured highlighters, so that data elements and level of description are explicit and can be understood by the keying contractor employed by Access to Archives (A2A).

Training in the conventions used by A2A for this process is provided by the A2A central team; all those carrying out mark-up should attend a training workshop at the beginning of each project. More about training

The majority of archival finding aids are suitable for retroconversion; to meet the A2A standards they need only contain a handful of ISAD(G) data elements. Typical paper catalogues contain these elements, can be marked up to make them explicit, and can thus be converted to electronic format - EAD (Encoded Archival Description) and XML (eXtensible Mark-up Language - by A2A (note that those doing mark-up do not need to use or have detailed knowledge of these electronic schemas).

The time involved in marking up a catalogue depends on that catalogue's complexity and length. Experience suggests that complex catalogues can be marked up at a rate of 60 pages a day, whereas simple lists with less structure can be done at a rate of 120 pages or more a day. It is important to remember that an analysis of the catalogue at the beginning will save time. It is also rare to have to mark up a catalogue to the same extent all the way through: see the mark-up example below.

The level of accuracy of the work done by the keying contractor is much higher than 99%.

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Commentary and example of mark-up

The links below are to digital images of part of a catalogue of archives of a local political party held at Lewisham Local Studies Centre, marked up by 'Campaigning London' project staff at London Metropolitan Archives: both bodies have kindly given permission for it to be used. It has been marked up according to the principles outlined in the following notes and is given as an example of mark-up only: it is not intended as an example of particular listing practices etc.

It should be noted that at fonds level some data for data elements not present in the original list has been added, in order to comply with the cataloguing standards for A2A.

Level of description is indicated by colour as follows:

Red: fonds
Dark pink: sub-fonds
Turquoise: series
Orange: sub-series
Pink: sub sub-series
Green: file
Yellow: item

In order to speed up the mark-up process other conventions have been agreed with our contractors:

In most cases there is no need to do a complete mark-up for the whole list. Our contractors work on the 'same as before unless it changes' approach: that is samples can be marked up at the beginning of the list, with additional marking-up for significant changes of form in the list.
Data elements are indicated by a label using the ISAD(G) name (or a contraction following A2A's abbreviation conventions) of a particular data element. The label is written in as a manuscript annotation. In the mark-up example the labels have been circled; this is not essential as long as labels are clear.
There is no need to mark-up data elements throughout a list. Again, indicative labels can be given at the beginning of the list and then only when a data element appears for the first time (see example 3: file level description) or there is a change in the form of a list (for example, due to later accessions).
Any text to be ignored by the keyers can be marked in blue the first time it appears (see example 1)
A large block of text can simply have a line marked across it in the right colour (compare example 3: file level description)

The one thing that usually has to be marked up throughout a list is changes in level (see example 3, example 4 and example 5).

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Mark-up examples

Click below to go to the examples, then navigate through using the links on each page.

See examples 1 - 5

Training

We offer full training and are very happy to provide support for all Access to Archives participants. For information on our workshops or to arrange a session please contact us Email link .

Formal sessions may cover the funding application process, the A2A standards for data elements and the retroconversion mark-up procedure for paper finding aids submitted to A2A, or the A2A guidelines for new cataloguing
Those carrying out mark-up or new cataloguing work on A2A projects, and their supervisors, should attend introductory training sessions at the beginning of each project
Training may be introductory or in detail
Training may be provided for consortium members or for individual repositories, depending on need
Training may be tailored to participants' specific requirements
Training will be held at locations to suit A2A participants in all the regions involved
Advice and support is also given by telephone or email

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