Descriptions are being created directly in XML compliant EAD using the commercial editor XMetal. The EAD DTD was downloaded into the software directly from the EAD Cookbook. The Project then specified the EAD elements and attributes required for 6 levels of ISAD(G)2 description, informed by the crosswalk provided in EAD Guidelines. A data formats manual was then produced for cataloguers to follow.

An XMetal template was developed for completing the top level of description. This includes the comprehensive sequence of EAD tags specified, with default required attributes already completed. The template includes the areas <eadheader>, <frontmatter> and the <archdesc>. Any default text is already completed for the cataloguers. Tags indicating sections of the document are colour coded in the DTD for easy visual reference, as are tags required for incidental marking in paragraph text eg <date> and <persname>. In addition different sections of the template are given background colours corresponding to their ISAD(G) Areas, to enable a cataloguer fast identification of their position in the document. Areas where text has to be inserted are clearly marked using the XMetal <?xm-replace_text> command along with additional instructions and cross-referencing to the cataloguing manual. Comments in red font guide the completion of attributes.

Macros were programmed to automate the insertion of lower levels of description. These follow the same format as the top level template, but include progressively fewer ISAD(G)2 elements in compliance with the standard. Macros were also programmed to insert incidental tagging sequences, which could not be anticipated in paragraph text such as bibliographic references and lists of related material. These can be inserted as and when required.

Descriptions are automatically validated against the DTD by XMetal when the file is saved. Parsing is undertaken by Edina and any problems encountered revert to the NAHSTE team for editing. Subject, personal name, corporate name and geographic name are indexed, as separate index points, using 2 Microsoft Access databases to control which terms have already been inserted, their unique identifiers, normal form and their format. Subject and geographic names are chosen from Library of Congress Subject Headings, while personal and corporate names follow the UK National Council on Archives Rules for the Construction of Personal, Place and Corporate Names (1997). The unique identifiers are being used by Edina to generate the structured serach indices for the final website.