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Filenaming Conventions

  • Create a letter ID:
    • Naming convention: yyyy_mm_dd_SenderInitials2ReceiverInitials
    • Example: 1672_10_29_mm2lc
    • Find sender and receiver initials in Google Drive Folder tags > sender_receiver_initials spreadsheet > id column

Spreadsheet Documentation:

  • mancini_metadata: metadata describes each letter and who has worked on it
  • Tags Spreadsheets:
    • persName_main:
      • name: the name of a person mentioned in the letters. Each person should only have one row in this spreadsheet. If they have other names attached to them, add them to the "other_names" column and separate multiple values with semicolons.
      • other_names: other names for the person named in the "name" column. If there are no other names, leave this cell blank.
      • key: unique identifier for a single person; used in xml encoding; only one key may exist per person (there should not be multiple rows with the same "key" value)
      • annotation: an explanation of who the person is, pulled from Dr. Nelson's Google Doc annotations. If no annotation exists for a person, the value for this field should be "More information coming soon!"
    • placeName_main: geographical locations mentioned in text
      • country: the name of a country mentioned in the letters.
      • city: the name of a city mentioned in the letters. Each city should only have one corresponding row in this spreadsheet.
      • key: unique identifier for a single location; used in xml encoding; only one key may exist per location.
      • latitude, longitude: if the location is a city, add lat and long information
      • comment: an annotation on spelling or language pulled from Dr. Nelson's Google Doc annotations
      • annotation: a contextual annotation about the place and its relation to Marie Mancini, pulled from Dr. Nelson's Google Doc annotations
    • editor_tags: a two- or three-initial code for each person on project (first, middle, last initials), to be recorded in xml encoding and in metadata spreadsheet
    • annotations: annotation content linked to its unique id
      • id: xml:id attribute given to notation, in following format: letter id + underscore (_) + alphabetic letter corresponding to the order that the annotation appears (a, b, c, etc.) (i.e. 1672_10_29_mm2lc_a)
      • text: annotation text, pulled from Dr. Nelson's Google Doc annotations

Encoding Workflow

Google Doc

  • Find the google doc you want to encode:

    • In the ManciniProject Google Drive folder, go to the folder "demo-material"
    • Navigate to a folder with the year and creator/recipient you would like to encode
      • Note: Folder names may start with incorrect dates. Always look at the id field in the "mancini_metadata" spreadsheet first to identify the letter you'd like to encode.
    • Once you've selected a letter for encoding, add your initial code (your initial code can be found in the editor_tags spreadsheet) to the encoder field in the "mancini_metadata" spreadsheet.

  • Replace smart ("curly") quotes in the google doc:

    • Find a right-facing smart quote in the google doc. Copy the smart quote.
    • Open find and replace (cmd + f on a mac). Click the three dots on the right side of the find box to open the find and replace function.
    • Paste the smart quote into the "Find" box.
    • Switch to VSCode. Type a dumb ("straight") quote and copy it.
    • Paste the dumb quote into the "Replace with" box. Click "Replace all".
    • Find a left-facing smart quote and replace the content of the "Find" box with it, keeping the dumb quote in the "Replace with" box.
    • Click "Replace all".
      • Note: this same process will also have to be done with smart ("curly") apostrophes.

XML

  • Create new file

    • Using GitHub Desktop, fetch and pull any changes to the mancini_source repository
    • Open the mancini_source repository in VS Code
    • In the "xml" folder at the root of the repository, create a new file
    • Title this file with the id of the letter you are encoding (find this id in the "mancini_metadata" spreadsheet), + the file extension .xml
    • Copy and paste the content of the file letter-example.xml (found in the "xml" folder) into the new file you just created.
    • Piece by piece, go through the pasted content and switch it out for the new letter you are encoding, according to the instructions below.

  • Changes to teiHeader:

    • fileDesc
      • titleStmt > title
        • Replace the title value with the title from this letter's Google Doc
      • titleStmt > author
        • Replace the author value with whoever the author is. Replace the "key" attribute with the author key from the persname_main spreadsheet
      • titleStmt > respStmt > name value "Liam R. Marchant"
        • Replace "lrm" xml:id attribute with your editor tag and replace Liam's name with yours
      • publicationStmt > availability > p
        • First p should be creative commons CDIL copyright statement. No need to edit this.
        • Second p should be Subiaco archive copyright statement. Copy and paste from corresponding row in citations spreadsheet.
      • notesStmt > note
        • Provide a brief summary of the letter. It is a good idea to read the previous letter and the one that follows this letter so that you can write a summary that is informative to the broader collection of letters.
      • sourceDesc
        • bibl
          • title Update title value, and key (should be the letter filename, minus the file extension), type and n attributes
          • author and persName
            • Update key attribute according to persNames spreadsheet, update value
          • date
            • Update when attribute and value
        • msDesc
          • msContents > p
            • Short description of the physical letter (following format in example)
          • physDesc > objectDesc > supportDesc > extent > measure
            • Update value of quantity attribute and value if the document is more than one page
            • hanDesc
              • hands value = the amount of people writing the letter (almost always only one)
              • handNote
                • Update xml:id with author "key" (refer to persname_main spreadsheet to find it)
                • medium is usually black, let me know if it's written in something else.
                • For the content of these tags, insert the name of the author followed by the word "handwritten"
          • history > origin
            • origDate value = date created, also update "when" attribute
            • origPlace > placeName value = location created (include value key attribute, refer to "placename_main" spreadsheet to find it)
    • encodingDesc > editorialDecl > interpretation > p
      • If this is a letter that the archive labeled with an incorrect date, you should note that here. Follow this structure: The archive incorrectly labeled this letter with date 1673-08-01. The correct date is 1673-08-04.
      • If the date is correct, simply leave the "p" value blank (but leave the "p" element in the file)
    • revisionDesc > change
      • Include the attributes when and who. Value of when should be the date you begin editing. Value of who should be your editor code with a pound (#) sign in front of it.
      • If you are just creating the file, the value of this element should be: Initial creation of XML from non-XML electronic files. If you finish the file, notice at a future point and come back to fix it, you should add another change element according to these rules, explaining what change you made.

  • Encoding the File

    • Raw
      • Start by updating text > body > div attributes
      • Update div > head attributes
      • Do not include persName or placeName tags anywhere in the div
      • It is important to observe how many notes from the archive tag are present and put them below the first note marked with the xml:id archive-note
      • Delete any unused note tags
      • The dateline will often include superscript letters. Use the following formula to encode superscript:
        • to superscript "me" in "ce 14me"
        • ce 14<hi rend="super">me</hi>
      • Each <pb facs> object should have a unique ID associated with an image that is inserted on the webpage. They should also ascend in numerical value.
        • Note: some letters are shorter than others and may only have 2 facsimiles (facs) while others might have 3 or 4. All facs are in the "demo-material" documents as well as the "mancini-metadata"
      • Be sure to adhere to the page and paragraph breaks of the original document. They are formatted like this in the Google Doc file, but be sure that each paragraph break corresponds with a p tag in the xml file.
      • The closer tag is used to notate a signature and salute. Do not encode a salute and do not put a persName tag on the person signing the letter.
    • Edited
      • Start by updating text > body > div attributes
      • Update div > head attributes
      • Do not include persName or placeName tags anywhere in the div
      • Each <pb facs> object should have a unique ID associated with an image that is inserted on the webpage. They should also ascend in numerical value.
        • Note: some letters are shorter than others and may only have 2 facsimiles (facs) while others might have 3 or 4. All facs are in the "demo-material" documents as well as the "mancini-metadata"
      • Be sure to adhere to the page and paragraph breaks of the original document. They are formatted like this in the Google Doc file, but be sure that each paragraph break corresponds with a p tag in the xml file.
      • The closer tag is used to notate a signature and salute. Do not encode a salute and do not put a persName tag on the person signing the letter.
    • Translated
      • Start by updating text > body > div attributes
      • Update div > head attributes
      • Tag all persName and placeName content in the div
      • Each <pb facs> object should have a unique ID associated with an image that is inserted on the webpage. They should also ascend in numerical value.
        • Note: some letters are shorter than others and may only have 2 facsimiles (facs) while others might have 3 or 4. All facs are in the "demo-material" documents as well as the "mancini-metadata"
      • Be sure to adhere to the page and paragraph breaks of the original document. They are formatted like this in the Google Doc file, but be sure that each paragraph break corresponds with a p tag in the xml file.
      • The closer tag is used to notate a signature and salute. When applicable, tag the salute. Be sure to tag the persName in the signature.
    • After Encoding the 3 Versions
      • Similar to replacing the smart quotes and apostrophes with dumb ones, you must replace special characters with their appropriate decimal code entity equivalent.
        • (i.e. é becomes &#233;)
        • A full directory of character codes can be found in the _data/entities.csv file
      • Double check to make sure each tag is properly nested and has a corresponding closing tag.

  • General Tips

    • It is a good practice to move methodically and slowly while encoding each letter.
    • Whenever possible, copy and paste. Everytime you type something new, you open up the possibility of an error being made. This error could be very small (in the case of a small typo in the body of work) or it could render the letter useless when generated for the website (in the case of a mistyped filename).
    • Always double check your file names and keys in the div, ref, persName, and placeName tags. Often the template file names will accidentally get left in.
    • If you have a questions about something, write it on your personal notepad (digital or physical) but also put a comment in the file. This makes the your point of question a lot easier to find.
      • A comment can be made like this:
      • <!--INSERT COMMENT HERE-->
    • When writing the letter summaries in the notesStmt tag, it is a good idea to read the previous letter and the one that follows it so that you can write a summary that is informative to the broader collection of letters.