The Minnesota Historical is currently revising its authoring process. For newly processed collections, separate techniques are used to create the collection level portion of the finding aid and the description of the components section. The collection-level data is harvested from the MARC record which is typically prepared before the rest of the finding aid. The MARC record is downloaded from the OPAC. Logos Research's marcxml.exe program then converts that file from the MARC transmission format into the MARC DTD format. The resulting XML file is then converted into an EAD instance using an XSL stylesheet and James Clark's xt.exe program. A single batch process executes all these steps. The resulting XML file is then loaded into the XMetaL application wherein the cataloger simply completes the <eadheader> data and/or augments the description with expanded scope and content, biographical, or organization information depending on the complexity of the materials. The description of the components section is created in either of two ways. For small collections with short contents listings, the cataloger adds the <dsc> portion directly to the file in XMetaL using a series of keyboard macros. For longer contents listings, we find it more flexible to create the text in Microsoft Word, convert that document into XML using the Microsoft SGML Author for Word software described below, and append it to the XML file. Using SGML Author for Word to encode the text involves the following tools:

Microsoft Word for Windows 95 Generic, off-the-shelf version. Microsoft SGML Author for Word A Microsoft application that is a generic tool for transforming Word documents into SGML instances (and visa versa). The converter works by associating a Word "style" in the source document with a corresponding SGML element. For example, the MHS inventory template includes a style called "BiogPara." During conversion, the text defined by that style is wrapped with the EAD string <bioghist><p>...</p></bioghist>. Microsoft Templates, Styles, and Macros Locally developed applications of standard Word features. Styles produce a consistent presentation by applying to document text standard, predefined font types, sizes, and weights, tabbing, indention, and line spacing. They are embedded within templates which carry standardized "boilerplate" text and which serve as the basis for the conversion to SGML process. Macros are used to facilitate the application of styles and reduce the number of keystrokes required. The creation and use of these functions are described in any comprehensive Word manual. SX A freeware SGML parser that also converts SGML files to XML syntax. Using SGML Author for Word to encode the text involves the following steps: Open a Word template and draft the contents listing. This is done by the processing archivist. Once the editorial review process is complete, the text is forwarded to the departmental conversion coordinator who completes the remaining steps. Create the EAD instance: run the SGML Author converter by selecting the Save As SGML option on the Word File menu. Run the sx.exe application to parse the resulting SGML document and convert it into XML syntax. Append the file to the end of the document create in XMetaL as described above.