At the end of each season, supervisors or leadership will archive all daily journals in multiple file formats. This not only ensures that these important data are not lost, but it also allows working with the journals in different ways than we do during the season.
How to Archive Daily Journals #
At the end of the season, daily journals should be archived in three formats: .pdf, .html, and .enex (the latter being the proprietary archival markup format of Evernote). All archived versions of notes are saved to E:\gygaia\admin\archive\ExcavationJournals, in sub-folders for each year and each excavation area.
The archiving process should take place on the server. Before beginning, make sure that all data from the tablets (which will be created in the secondary project account) have been synced with the main project account on whichever version of Evernote you are using (either the web platform or the app on the server). Then, follow the steps below to archive the notes:
To archive a journal in .pdf format:
- In E:\gygaia\archive\ExcavationJournals\[year]\[ea], create a sub-folder called “pdf”
- Select all the notes in the notebook.
- Right-click on one note and select “Export to PDF”
- Save to the pdf folder you created above. This will create one compiled PDF document that contains all the notes. Check that the contents look correct before moving on.
To archive a journal in .html format:
- In E:\gygaia\archive\ExcavationJournals\[year]\[ea], create a sub-folder called “html”
- Select all the notes in the notebook.
- Right-click on one note and select “Export.” Change the format to HTML.
- Save to the html folder you created above. This will create individual .html files for each note, as well as an index that preserves the original order of the notes in the notebook. Check that the folder contents look correct before moving on.
To archive a journal in .enex format:
- In E:\gygaia\archive\ExcavationJournals[year]\[ea], create a sub-folder called “enex”
- Select all the notes in the notebook.
- Right-click on one note and select “Export.” Make sure the format is set to Evernote XML Format (.enex)
- Also, make sure to check the box labeled “Include tags for each note”
- Save to the enex folder you created above. This will create one .enex file that contains all data associated with the notebook. Check that the folder contents look correct before moving on.
After you have archived all of the notes, it is also recommended that you stop sharing the notebooks with the secondary project account. All notebooks should have been created on (and therefore be “owned by”) the primary account (tablet1gygaia@gmail.com). Stoping the sharing will confirm project control of archival materials, prevent accidental modification or deletion of the files, and declutter the secondary account for the next season of field work.
Working with Archived Daily Journals #
Each archiving format has different functionalities and planned uses.
The PDF files are for easy viewing and annotating by project members. Remember that journals are meant to be stream-of-consciousness and therefore subject to minimal editing; if edits are necessary (e.g., to correct a context number that was mistyped, or to fix a description that accidentally indicated “west” instead of “east”), they should be made with annotations rather than by editing the note directly. If you need to make an edit, save a copy of the PDF file as [original file name]_ANNOTATED and make necessary edits in the PDF editor. If an annotated file already exists, feel free to make additional edits in the existing annotated file.
The HTML files can be viewed in a web browser, and can also be annotated in certain text readers, if desirable.
The ENEX files are in a proprietary markup format designed by Evernote. They are hard to use through other software, but they do allow for an archived notebook to be reimported into Evernote. These files exist primarily as a backstop in case the primary account is lost and needs to be recreated.