DPT manual Additional functionalities

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The tool contains - just like the Archives Portal Europe's Dashboard - functionality which is not really necessary for the basic workflow of uploading, processing and publishing finding aids, but which offers additional value, for individual institutions as well as for the portal.



Holdings guide creation form

The button Create holdings guide in the Summary tab becomes available once at least one valid apeEAD file has been selected. Clicking on the button opens a new window containing the file(s) selected to be integrated in the Holdings guide (it’s preferable to save your finding aids before beginning).

APE DPT manual, figure 40: the holdings guide creation screen


The holdings guide creation screen is divided in three parts:

  • on the right you see the list of the finding aids you have selected to be connected to the holdings guide,
  • in the middle you will see the tree structure of the holdings guide appear once you start building it
  • on the left you have access to ordering buttons (Up/Down).

An extra dialogue screen (Edit) with some input boxes via which you can start building the structure of the holdings guide is shown on top of this screen.

First you have to provide in the Edit window some information to describe your holdings guide: Identifier (<unitid>), Name (<unittitle>) and Description (<scopecontent>). Only the Identifier and the Name are mandatory. Once you have created this 'root' part of the holdings guide, you can use the same functionality to expand this any further to a structured hierarchical tree. You just have to provide the same information (Identifier and Name) for the lower levels, that is: if you do create lower levels, because you can also stick to just one main level.

APE DPT manual, figure 41: building the holdings guide tree and connecting finding aids


  • you can create as many levels and sub-levels as needed to organise your holdings guide; the structure will be displayed in the middle part of the screen as a tree,
  • once you have created your hierarchy, you simply drag and drop the files into the corresponding levels,
  • if you need to re-arrange the hierarchy or the order of your files: the Up and Down buttons on the left enable you to move files or levels inside the same level from one place to another; to move an entire level to another level, you have to use the drag and drop facility,
  • right-clicking on a level or a file enables you to add, edit or remove a level, or remove a file; in the last case, the file(s) will be available again in the right part of the screen for further use,
  • once all finding aids have been inserted into the holdings guide structure, click on the Save button; the finding aids left in the right part will not be integrated,
APE DPT manual, figure 41: save the finished the holdings guide


  • after saving the newly created holdings guide, you return to the Summary tab; the holdings guide is shown at the bottom of the list in the left and now you have to validate it,
APE DPT manual, figure 43: save the finished the holdings guide


  • after validating it, save it before closing the tool, using the File and Save selected APE file(s) functionality.

The newly created holdings guide has the following characteristics: all information of each level (Identifier, Name and Description) are transformed into c-levels (unitid, unittitle and scopecontent) and all information of the file levels are retrieved from the files themselves (unitid, unittitle and scopecontent) but the <eadid> of each file becomes part of the otherfindaid/extref-element used in the holdings guide for linking to the finding aids.

Note that when saving the holdings guide, a serialised file is also saved for loading the file at a later stage if wanted. This serialised file is saved with a ".ser" file extension in the output folder of the tool. This ".ser" file can serve as a basis to further modify or complete the holdings guide, if it has not been overwritten or moved from the output folder. One can always save it and replace it in the output directory for further modification.

EAG creation form

The EAG2012 standard is based on the ISDIAH standard. Please see for more information the EAG2012 page of this wiki.

You can access the EAG creation form via the main menu option Actions and the submenu options EAG 2012 and Create a new EAG 2012 file.

The form has seven tabs. The first tab, Your institution, contains all mandatory elements required to create a valid EAG file. Numerous fields can be translated, therefore you have the possibility to select a language on the right of these fields.

APE DPT manual, figure 44: the EAG creation form


You move from one tab to another by clicking on the Next tab/Previous tab buttons and you can save your file from any of the tabs by clicking on the Save button without going through all tabs. The Exit button closes the screen without saving the file.

Once you have created your EAG file, you have to validate and save it in order to upload it in the Archives Portal Europe's Dashboard.

the Your institution tab

This tab holds the general information on your archival institution and contains mandatory fields, marked with an asterisk (*). Some information entered on this tab may serve as a basis for additional information in the other tabs and will be copied automatically in those other tabs.

APE DPT manual, figure 45: the Your institution tab of the EAG creation form


The first part of this tab asks for basic information on your institution:

  • Person/institution responsible for the description: this field is optional. In case this field is left empty, a standard value ("automatically created agent") will be used later on in the EAG-XML output, but will not be displayed.
  • Country code: this mandatory field is pre-filled with the two-letter country code which you provided when you started using the tool.
  • Identifier of the institution: this mandatory field is pre-filled with the identifier of your institutiion, which you provided when you started using the tool (or changed via the main menu option Options). In case this identifier is a registered ISIL code or a unique code within your country, answer the question Is this your registered ISIL code? with: yes. After uploding this file to the Archives Portal Europe, this identifier will then also be used there as the identifier of your institution.

Note: it's recommended to use a registered ISIL code when existing. If your identifier is not a registered ISIL code or unique within your country, please specify no for the question Is this your registered ISIL code?. Your file will then get an extra value as identifier ([country code]-99999999999) for the time being. When uploading this file to the dashboard, this temporary value will be recognised as such and will be replaced automatically by a unique identifier within the Archives Portal Europe. If you have more than one identifier assigned to your institution, you can add further identifier fields by clicking the Add further IDs button.

  • Name of the institution: this field is mandatory and has to hold the authorised, full name of your institution.
  • Parallel name of the institution: this field is optional. If there is another name for your institution which can be used in parallel to the actual name, you can add it here. As for the previous field, the language box is optionally filled with the language of the given parallel name.

The next part of the tab deals with the location of your institution:

In this part only the address fields Street, City/Town (with Postalcode), Country and Opening hours are mandatory.

You can provide several visitor and postal addresses for your institution and if you wish you can translate them in other languages. scripts.

Furthermore you can add:

  • Coordinates: these fields hold the coordinates of a visitor address. Any longitude or latitude value should be provided as decimal numbers. For example, a location on 50°30' N latitude and 12° E longitude would be provided as 50.5 and 12.
  • Telephone: it is recommended to use the ITU-T standard E.123 for printed representation of telephone numbers: sign +, country code, area code, telephone number. F.i. +33 1 40 27 60 00.
  • E-mail address: please note that if you don't provide a text for the Link title textbox to the right of this email address textbox (by copy-pasting the e-mail or entering a descriptive text), the default English text Send an e-mail will be displayed.
  • Webpage: please note that if you don't provide a text for the Link title textbox to the right of this webpage textbox (by copy-pasting the url or entering a more descriptive text), the default English text Go to our homepage will be displayed.
  • Opening hours: when using the EAG form to describe a website, webservice or portal, it is recommended to enter "not applicable" (in your own language of course) or "24/7", because this field is mandatory.
  • Closing dates: please make sure that you update this field regularly if you enter specific dates which will be changing each year.
  • Accessible to the public: this mandatory field is pre-filled with yes. If your institution is not open to the public, select: no. The displayed text will be accordingly: Accessible to the public or: Not accessible to the public.
  • Disabled access: in the fourth tab (Access and Service) you can describe the facilities or difficulties for disabled persons.
  • Link to your institutions holdings guide: please note that only the link title on the right will be displayed. You can either copy-paste the url or enter a specific text.

the EAG2012 Identity tab

In this tab you can expand the basic information which you provided in the tab Your institution.

APE DPT manual, figure 46: the Identity tab of the EAG creation form


the EAG2012 Contact tab

This tab is also pre-filled with information you already entered in the tab Your institution. You can expand this information, for example by adding additional visitor and/or postal addresses, telephone and fax numbers, e-mail addresses, and webpages.

APE DPT manual, figure 47: the Contact tab of the EAG creation form


the EAG2012 Access and services tab

This tab is divided into several subsections. Relevant information given in the first tab, Your institution, is automatically pre-filled here. Most of these fields are repeatable, to enter translations if wanted.

APE DPT manual, figure 48: the Access and services tab of the EAG creation form, part 1


The second subsection can hold data on the search or reading room of your institution, including:

  • Telephone, E-mail address, Webpage: for general contact to the search or reading room staff and background information if they are different from the ones provided in the first tab.
  • Number of working places (seats): the term "places" is automatically added and displayed in the portal, so enter only a number here.
  • Number of computer places: idem. You can also add multiple descriptions, for example on the computer facilities available, via using the Add a description of your computer places button.
  • Number of microfilm/fiche readers: the term "places" is automatically added and displayed in the portal, so enter only a number here.
  • Reader's ticket: you can add the link(s) to your reader's ticket(s) here. The text entered in this field will be displayed as a link in the Archives Portal Europe's display if you enter a link in the next field Link.
  • Ordering documents in advance: information on how documents can be ordered in advance, together with a weblink, if available. This field is repeatable via the ordering documents in advance button.
  • Archives research services: information on the (external or internal) research services of the archival institution provides.

The third subsection can hold data on the library of your institution:

APE DPT manual, figure 49: the Access and services tab of the EAG creation form, part 2


The fourth subsection can hold data on the techical and reproductions services of your institution:

APE DPT manual, figure 50: the Access and services tab of the EAG creation form, part 3


The fifth subsection can hold data on the recreational services of your institution:

APE DPT manual, figure 51: the Access and services tab of the EAG creation form, part 4


the EAG2012 Description tab

This tab gathers all information about the archival institution itself and its holdings

APE DPT manual, figure 52: the Description tab of the EAG creation form, part 1


APE DPT manual, figure 53: the Description tab of the EAG creation form, part 2


  • History of the archive: can hold a short description of the history of the institution.
  • Date of archive foundation: the date of the foundation of your archival institution. You can add a link to the foundation act. If there are multiple founding dates, you can add these via the Add rule button.
  • Date of archive closure: the date of the closure of your archival institution. You can add a link to the closure act. If there are multiple closure dates, you can add these via the Add rule button.
  • Administrative structure: a short description of the administrative organisation of your institution; you can use the Add administrative unit button to describe each part or department of your institution if you want to get into details.
  • Building description: add one or more description(s) of your building(s) here. This section can also hold information on the extent of the storage facility of your building(s) (in m²) and of the shelves (in linear metres – "m" is automatically added in the display, so provide only a number there).
  • Holdings description: here you can enter a brief description of your holdings, the date ranges they cover, as well as the extent of the holdings (in linear metres – "m" is automatically added in the display, so provide only a number there). You can add any years or year ranges via using the Add single year and Add year range buttons.

the EAG2012 Control tab

This tab can hold information on the scripts, languages, rules, conventions and other standards used in the description. Most of the fields are pre-filled but you can add more languages/scripts and/or rules by clicking the appropriate buttons.

APE DPT manual, figure 54: the Control tab of the EAG creation form


the EAG2012 Relations tab

This tab can hold information on all kinds of relations of your institution:

APE DPT manual, figure 55: the Relations tab of the EAG creation form


  • The Resource relations sub-section can hold links to your holdings guide and other online or offline resources as well as their description (for example: special websites of your institution containing information on archives on constituent topics or which are focussed on a special type of media).
  • The type of the relation: creator of, subject of, other, can be indicated via the dropdown list to the right of the resource relations information.
  • The Institution relations sub-section is meant to link your institution to other institutions. This is done via different fields. The type of the relation is important and must be indicated precisely via the dropdown list to the right.

apeEAC-CPF creation form

The EAC-CPF standard is based on the ISAAR(CPF) standard. Please see for more information this standard and its use within the Archives Portal Europe on the apeEAC-CPF page of this wiki.

You can access the apeEAC-CPF creation form via the main menu option Actions and the submenu options apeEAC-CPF and Create apeEAC-CPF. When you want to create an apeEAC-CPF record, then you first have to indicate whait kind of entity you want to describe: a person, a family or a corporate body, including the language and script in which you want to create it.

APE DPT manual, figure 56: start the EAC-CPF form by chosing an entity


The form itself has four tabs: Identity, Description, Relations and Control.

the apeEAC-CPF Identity tab

This tab can hold all basic information about the entity: any full or partial names plus timespans. At least one instance of this set name fields has to be provided.

APE DPT manual, figure 57: the EAC-CPF form, the Identity tab


the apeEAC-CPF Description tab

This tab can provide further information on the given entity, if available. This may include any date or dates of existence as well as places, functions, occupations, genealogies, and biographies associated with the entity.

APE DPT manual, figure 58: the EAC-CPF form, the Description tab, part 1


APE DPT manual, figure 59: the EAC-CPF form, the Description tab, part 2


APE DPT manual, figure 60: the EAC-CPF form, the Description tab, part 3


APE DPT manual, figure 61: the EAC-CPF form, the Description tab, part 4


the apeEAC-CPF Relations tab

This tab will hold all information on relations between the described entity and other persons, families, corporate bodies, or other resources. There are two subsections, with the resource relations being separated from the other relations. However, both subsections consist of the same set of fields.

APE DPT manual, figure 62: the EAC-CPF form, the Relations tab, part 1


the apeEAC-CPF Control tab

This tab will hold all administrative data needed for the apeEAC-CPF file. It includes fields for the ID of the entity used in the Archives Portal Europe, the person or institution responsible for the description, the identifier of the institution responsible for the description, a field (additional fields can be created) for local identifiers of the description, and dropdown boxes for the used languages and scripts.

APE DPT manual, figure 63: the EAC-CPF form, the Control tab


EDM conversion

Based on valid apeEAD files including links to digital objects, the tool can create files in the Europeana Data Model (EDM) format for Europeana. To start this apeEAD to EDM conversion, select an applicable file in the list in the tool and then click on the Use the EDM button in the summary tab.

APE DPT manual, figure 64: start the apeEAD to EDM conversion


Next a new window opens where you have to select different options to fine-tuning the semi-automatic apeEAD to EDM conversion. All fields are mandatory, except Specify additional rights information.

APE DPT manual, figure 65: the apeEAD to EDM conversion dialogue screen


Two conversion modes are available, minimal and full:

  • The minimal conversion will only include the information that is mandatory in EDM (the title of the object, the language of the object, the type of the digital object (TEXT, IMAGE, VIDEO, SOUND, 3D), the link to the digital object and the rights information on the digital object, plus the information on the data provider and the provider (by default: "Archives Portal Europe"). For all of these aspects, apart from the rights information, it is possible to have the tool check for existing information in the apeEAD file. When the according checkboxes are checked, this existing information is leading instead of any value provided via the tool and the latter will only be used in cases, where there is no according information in the file.
  • The full conversion allows you to additionally specify context information which shall be included. Basically, this will refer to copying information from higher levels in the apeEAD hierarchy in case this is not available on the lower level, which is linked to the digital object. Typically, this refers to a concatenation of the titles of the higher levels to be provided with the single unit or the name of the records' creator.

List the index terms of your files

This option allows you to let the tool read the files you have selected and list all subelements of <controlaccess/> in them. This is interesting for two reasons:

  • Prepare mapping files to the "topics" within the Dashboard, which will link them to the according topic in tag cloud displayed on the home page of the Archives Portal Europe. The tags are based on the content of the EAD element <controlaccess/>. Therefore, if an indexation term matches a topic, it will automatically be linked to it after publication in the Dashboard.
  • Rapidly check the indexation terms of your file(s) for the topics functionality or for other purposes, like creating thesauri.

This option is available after having selected one or more files in the list of the tool via the List controlaccess button at the bottom of the list, under the Create holdings guide button.

Note: this functionality is only available in the Data Preparation Tool (DPT) v2.0.5 or higher.