Steps in moving encoded finding aids into production after editorial review within a division:

1.	Paperwork should be done to request directories on the RS6 server for "ead***" and "eadtest*** (e.g., eadgmd and eadgmdtest.)

2.	Rename the SGML file from its working name to the name used in the EADID (e.g., from "smith.sgm" to "ms001022.sgm".

3.	Create a directory in the eadtest directory that matches the new file name, e.g. "ms001022". FTP the SGML file into the directory.

4.	The directory should also include a catalog and entityrc file that will enable an SGML viewer to locate the appropriate DTD, stylesheet and navigator for use with the file. All finding aids can use an identical catalog file, which references the EAD DTD on the ITS server. The entityrc file will be modified by each division to point to the stylesheet and navigator files it maintains which should be used in conjunction with that finding aid.

5.	A division may use the same style sheet and navigator for all of its finding aids, edit the files for best desired display with each of its finding aids, or some combination of the above. Stylesheets and navigators should live in an /sshnav subdirectory in its main /eadxxx directory. Each division should have at least one stylesheet and navigator file for use with its finding aids.

6.	If a finding aid references multiple external entities (10 or more), there will be an entity file associated with the finding aid that lists these entity declarations; that file will also live in the finding aid directory along with the SGML file, catalog, and entityrc files.

7.	Notify finding aid coordinator Mary Lacy (mlac@loc.gov) and ITS programmer Stan Lerner (sler@loc.gov) that a finding aid is ready to be included in the test region for indexing and HTML conversion. Stan will notify when this has been done.

8.	Check the results at http://lcweb2.loc.gov:8081/faid/faidquery.html. Pay particular attention to the table of contents to ensure that links work, and look carefully to see that all the data is present and displayed in a reasonable form. (The HTML version will not look exactly like the local Panorama display)

9.	Notify Stan (and cc: Mary) about any changes you see that should be made. In some cases, the Omnimark program that Stan runs will be modified to transform the finding aid correctly, with an eye to not introducing errors into the display of the other finding aids in the database. In other cases, the HTML transformation may expose coding errors which should be corrected and the transformation run again. Repeat as necessary.

10.	When all parties are satisfied, copy (don't move) the finding aid directory into the production directory (e.g., from eadgmdtest to eadgmd) and notify Stan. The finding aid directory can be deleted from the test directory at a later date, perhaps when the next finding aid/s are ready for test.

11.	Register a handle for the finding aid (this can be done *slightly* ahead of moving to production, but the handle will not be valid until the finding aid is in production.

12.	Mary will update the repository and dates pages on the EAD search site to include your finding aid; if the finding aid is a first for its division, the EAD Finding Aid page at http://lcweb.loc.gov/rr/eadhome.html will also be updated to link to that section of the repository page. Stan will move the pages into production when he moves the finding aid. The HTML link will be pointing to the handle, so won't work until the handle is registered.

13.	Once the handle is working and the finding aid moved to production, the collection-level catalog record can be updated to point to the finding aid, using the handle identifier. A sample catalog record to check is for the Victor Gruen papers (mm 92081474), for formulation of the 852 and other fields.

13.	The division's webmaster can add links to the EAD finding aid from the division web page as desired, preferably using the handle for the finding aid. If the finding aid is for a collection partly available in American Memory, the American Memory webmaster may wish to include a link to the finding aid (of course, the finding aid should link to the American Memory presentation as well).