Preparing Full TEI Headers

Digital Library Production Services, University of Virginia Library

Overview: This document details the steps in the DLPS workflow for converting Virgo records to TEI headers.

Last modified: October 31, 2006

Note: This workflow requires certain software to be installed on the user's local PC. The setup details are documented separately.

The (deprecated) workflow for TEI header creation using NoteTab is still available.

Review Virgo record

• To see which items are ready for Virgo record review:
  • Go to the DLPS web-based tracking system at
    
    http://pogo.lib.virginia.edu/dlps/uva-only/tracksys/
    
    
  • Under Text Workflow, click Search for text items.
  • For the TEI header status criterion, select Review Virgo record, then click the Search button.
  • If there are items you don't want to review at this time, clear the checkboxes next to the DLPS IDs for those items.
  • At the bottom of the search results list, select TEI Header and click the View Workflow button.
• For each item to be reviewed:
  • Click the View images link to view the page images in the DLPS web-based image viewer (which will open in a separate browser window).
  • Use the Virgo ID or title control number to look up the Virgo record in Workflows.
  • Review and correct the Virgo record as needed.

Export Virgo record

• Get the Virgo IDs of the Virgo records to be exported.
  • To export a single record, just select the Virgo ID from the web page and copy it to the clipboard.
  • To export multiple records, select the comma-separated list of Virgo IDs displayed at the bottom of the page, and copy the selection to the clipboard.
• In WorkFlows, click the "Scheduled Reports" button on the toolbar.¹
• Go to New → Custom tab → "MARC.XML by Item ID" → Setup & Schedule → Selection Criteria tab.²
• Paste the Virgo IDs (copied to the clipboard previously) into the "Item IDs" textbox in Workflows.
• Click Schedule. Click OK to accept the default settings of "Once" and "ASAP". At the prompt saying the report has been scheduled, click Close.
• Using a web browser, go to
  
  http://virgo.lib.virginia.edu/dlps/
  
  The name of each MARC (.marc) file listed reflects the date and time that it was created; your file will be the last one in the list. (If none of the filenames reflects the current date and time, wait a few minutes and refresh the web browser.)
• Right-click the link for your MARC file and select "Save Target As...". Make sure the Save as type: drop-down is set to "All files" (not "Text document"). Save the file to a convenient location. (Feel free to rename the file to something more human-readable.)

Make TEI header

• The script to make the TEI header (to convert from MARC binary to TEI XML) can be started in three ways:
  • Double-click the script file (marc2tei.vbs)
  • OR Drag a MARC file and drop it onto the script file (in this case the script will not ask for the MARC file to convert; the dropped file will be converted)
  • OR In Oxygen, go to Tools → External Tools → MARC to TEI, or just click "MARC to TEI" in the main Oxygen tool bar (see the setup instructions for details on making the conversion script available within Oxygen)
• Several dialog boxes will be displayed. Enter the information necessary to run the MARC to TEI conversion:
  • Specify the location of the MARC binary file you saved previously.
  • Supply the DLPS ID, Virgo ID, and title control number.³
  • Indicate whether to produce an independent header (the "parent" header for serials) or a regular TEI header.
  • Specify the new or existing file to which to save the TEI XML output.⁴
• The conversion script will convert the binary MARC record matching the specified title control number to a TEI header XML file. (If an error occurs during the conversion process, an error message will be displayed in a dialog box and the process will stop.)
• Open the resulting TEI XML file in Oxygen.

Review TEI header

• In Oxygen, review and correct the TEI header.
• Validate the TEI XML file. If errors occur, correct them and re-validate until the document is valid.
• Close the XML file.
• Copy the XML file from your working directory to 05teiHeader/80final in the DLPS workspace.

Update the Tracking System

• Back in the DLPS tracking system: For each step completed, check the corresponding checkbox(es), then click the Update button.
• A confirmation page appears. To commit the changes indicated, click the Update button.

Notes

1. The "Scheduled Reports" button icon is a stack of paper with "1 2 3" on it. If not present, right-click in the toolbar and add a button for "SCHED_REPORTS".

2. Although the custom report is named "MARC.XML by Item ID," it actually has been changed to ouput a MARC binary file rather than MARC record(s) in XML form.

3. Although the conversion will still run if the DLPS ID, Virgo ID, and/or title control number fields are left blank, the resulting TEI header will not include these pieces of information. Also, if you omit the title control number, the conversion program will select the first MARC record in the MARC file; if the MARC file contains multiple records, you may end up with the wrong bibliographic data in the TEI header.

4. The script attempts to name the output file for you and supplies a default value. If you are creating a regular TEI header, the DLPS ID is used as the base filename. If you are creating an independent header, the title control number is used as the base filename.