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Archivists’ Toolkit

Archivists’ Toolkit: Update, Demo, and Implementations Society of California Archivists Annual Meeting, 3 May 2008. Archivists’ Toolkit. Bradley Westbrook, AT Project Manager Arwen Hutt, Archives Analyst UC, San Diego. Domain Problems Targeted. Serialized processing tools

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Archivists’ Toolkit

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  1. Archivists’ Toolkit:Update, Demo, and ImplementationsSociety of California ArchivistsAnnual Meeting, 3 May 2008

  2. Archivists’ Toolkit Bradley Westbrook, AT Project Manager Arwen Hutt, Archives Analyst UC, San Diego

  3. Domain Problems Targeted • Serialized processing tools • Expensive processing • Increasing training costs • Data produced with low interoperability • Substantial, and growing, backlogs AT @ SCA 2008 Annual Meeting

  4. Domain Solution • Open source, relational database application to support management, processing, and description of archival resources and the production of access instruments • Promote data standardization • Based on DACS, ISARR (CPF) • Exports EAD, MARCXML, METS, MODS, DC • Promote efficiency • Integrate range of archival functions • Repurpose data—multiple outputs from data recorded • Automate encoding and reporting • Lower processing and training costs AT @ SCA 2008 Annual Meeting

  5. Key Features • Implementable as a stand-alone or networked application using either a MySQL, MS SQL Server, or Oracle database backend • Record accession, description, and location information for archival resources, including digital versions • Authority control for names and subjects • Import legacy data in EAD, MARCXML, and for accessions, tab delimited or XML, with data clean up tools • Export EAD 2002, MARCXML, METS (MODS / DC), and 30 different administrative and descriptive default reports, such as acquisition statistics, accession records, shelf lists, subject guides, etc. • Customizable interface with in-screen help information. AT @ SCA 2008 Annual Meeting

  6. Proposed Features • Revisions to name, subject, and digital object modules • New modules to support appraisal, rights management, user registration, use tracking, work orders • Sustainability model AT @ SCA 2008 Annual Meeting

  7. AT User Community • Application uptake: • Version 1.0, released Dec. 17, 2006: 2520 unique downloads, 1722 registered users • Version 1.1, released Jan. 16, 2008: 1276 unique downloads, 754 registered users • ATUG-l (Archivists’ Toolkit User Group) • Nearly 800 members • Subscribe: http://mailman.ucsd.edu/mailman/listinfo/atug-l • Archives: http://mailman.ucsd.edu/pipermail/atug-l/ AT @ SCA 2008 Annual Meeting

  8. Support Services • Software Issues / Bug Management • Issue list: https://jira.nyu.edu:8443/jira/secure/Dashboard.jspa • User Assistance (FAQ, ATUG list and info@archiviststoolkit.org) • Workshops and Onsite Training • User Surveys AT @ SCA 2008 Annual Meeting

  9. DEMO AT @ SCA 2008 Annual Meeting

  10. Architechture networked server DB Personal computer AT DB AT @ SCA 2008 Annual Meeting

  11. AT Project: www.archiviststoolkit.orgStaff Email address: info@archiviststoolkit.orgAT Sandboxes: http://www.archiviststoolkit.org/support/sandbox1.0.shtmlhttp://www.archiviststoolkit.org/support/sandbox1.1.shtmlArchivists’ Toolkit User Group:Subscription: http://mailman.ucsd.edu/mailman/listinfo/atug-lArchives: http://mailman.ucsd.edu/pipermail/atug-l/

  12. Testing Archivists’ Toolkit at UCLA Genie Guerard Manuscripts Librarian

  13. Need for integrated collections management system • UCLA SC libraries ask: Test out AT or build on existing home-grown tools? • Formalized action plan • SC librarians (YRL, Performing Arts, Biomed, UA) test individually • Regular group meetings to air and resolve problems, share discoveries • Make recommendation to Special Collections Advisory Group and admin AT @ SCA 2008 Annual Meeting

  14. UCLA AT Testers / Implementers Charles E. Young Research Library, Department of Special Collections Genie Guerard, Manuscripts Librarian gguerard@library.ucla.edu Kelley Wolfe Bachli, CFPRT Coordinator kbachli@library.ucla.edu Caroline Cube, Computer Resource Specialist pinky@library.ucla.edu Louise M. Darling Biomedical History and Special Collections for the Sciences Cherry Williams, Special Collections Librarian for the Sciences & Archivist for the William H. Sweet, M.D., D.Sc. Collection cndw@library.ucla.edu Performing Arts Special Collections Julie Graham, Archival Collections Processing Librarian jgraham@library.ucla.edu UCLA University Archives Monique Leahey Sugimoto, University Archives Assistant mleaheys@library.ucla.edu AT @ SCA 2008 Annual Meeting

  15. Decision to move from Sandbox to local db • Earlier versions of AT available with ORACLE and MY SQL server • MS SQL supported by UCLA IT • Batch load functions • Opportunity to test larger amounts of “real” data (vs. earlier spot testing of functionalities) and to save data locally AT @ SCA 2008 Annual Meeting

  16. AT listserv provides: • Online “Help line” from colleagues and AT developers • Collective problem-solving with colleagues • Direct line for communicating needs to AT developers as they are discovered AT @ SCA 2008 Annual Meeting

  17. What we are looking for and what we think AT can provide UCLA has: A good set of tools and support for creating finding aids and catalog records UCLA finding aids on the OAC: YRL SC: 1,423 Performing Arts: 241 Biomed: 36 UCLA University Archives: 194 Clark: 13 Fowler: 9 Grunwald: 4 Chicano Studies Research Library: 56 Ethnomusicology: 26 AT @ SCA 2008 Annual Meeting

  18. What we are looking for and what we think AT can provide • UCLA needs: • A system to support (workflow and products) needed for complete life cycle of archival and manuscript collections • Accessions and Admin functions: acc dates, extent, bioghist, DoG’s acknowledgements, gifts paperwork, donor info, location info, rights and restrictions documentation • Processing functions: processing status, conservation, EAD and MARC, loans, managing exhibitions, digital projects AT @ SCA 2008 Annual Meeting

  19. What we are looking for and what we think AT can provide • UCLA needs: • An integrated system to: • Allow each SC unit to bring collections data up to date • Combine all of the units’ data into one space, facilitate cross-library searching AT @ SCA 2008 Annual Meeting

  20. …and why we think AT can provide what we need • It’s open source and user-driven • We have confidence in developers’ technical expertise combined with knowledge of archives and experience with archives workflow in a university environment • OAC supports its members’ use of AT to enhance finding aid/ digital assets workflow • Once XML EAD uploaded, there is a basic record in AT, providing the foundation for accessions (facilitates our retrospectively adding collections data entry) • Facilitates name and subject authority control in user-friendly environment AT @ SCA 2008 Annual Meeting

  21. What we’ve learned and our current assessment • Testing process is helping us more clearly define our needs • We need to “clean up our data house” • Reassessing and refining our workflow • There is a learning curve ahead regarding the configuration of reports, but the cost-benefit analysis appears favorable AT @ SCA 2008 Annual Meeting

  22. Future AT testing at UCLA • More familiarity with EAD and Accessions functions • Digital objects (METS) generation - digital assets management • User-defined fields for Accessions, Conservation, Exhibition (Curatorial aspects and Loans) • Reports configuration • Accessions/donor documentation / statistical reports • Print finding aid reports AT @ SCA 2008 Annual Meeting

  23. UCLA AT Tester’s Goals: Short-Term • Formal recommendation to Special Collections Advisory Group • Long-Term • Fully implement AT • Gain control of all collections management data • Manage complete life cycle of collections • Unify UCLA Special Collections libraries data • Streamline manuscripts and archives workflow AT @ SCA 2008 Annual Meeting

  24. Archivists’ Toolkit and the Solo Archivist Aimee Morgan May 3, 2008

  25. Who I Am • Currently I am: Archives and Digital Collections Librarian, California Academy of Sciences • From 2005-2007, I was: Curator of Archives and Manuscripts, Pitts Theology Library, Emory University AT @ SCA 2008 Annual Meeting

  26. Flashback: Late 2006 Existing collections management system @ Pitts Theology Library: • Accession records created in MS Word • Accessions tracked from accessioning through processing via (many) Excel spreadsheets • Finding aids created in MS Word, entered into HTML templates for Web presentation • MARC catalog records in RLIN and local OPAC • Monthly/yearly statistics kept in Excel spreadsheets • Shelflists maintained as Excel spreadsheets AT @ SCA 2008 Annual Meeting

  27. The Issues • Information duplicated across many spreadsheets; more work for staff, increased chance for error • Compiling statistics was laborious • Name authority work done only at time of MARC records creation • Links between original accessions and processed collections not consistently preserved • Wanted a relational collections management database, but no time to create my own AT @ SCA 2008 Annual Meeting

  28. Why Archivists’ Toolkit? • Most pressing need: management for back-of-house functions (accessioning, location management, statistics) • Open source project: freely available, potential for customization • Focus on standards compliance • Support for long-term goal of EAD implementation AT @ SCA 2008 Annual Meeting

  29. Implementation: Prep Work • Spent some time playing in the AT sandbox • Shared plans with library director • Installed Toolkit/MySQL server on local machine for further testing • Got IT staff to install MySQL server on our network AT @ SCA 2008 Annual Meeting

  30. Implementation: The Process • Imported accession records from Excel files (about 1600 records) • Cleaned up accession records, did name authority work (about 750 name records created) • Created “skeleton” resource records, linked them to accessions (about 400 records) • Linked accession and resource records to locations AT @ SCA 2008 Annual Meeting

  31. End result at Pitts • Database fully functional for accession management, name authority work • Database fully functional for managing locations -- used by library assistant at the reference desk • Database used to generate monthly and yearly statistics AT @ SCA 2008 Annual Meeting

  32. AT Implementation 2.0: California Academy of Sciences • Same process, more work • Collection info more scattered, less consistent • Many “semi-processed” collections • Backlog of unaccessioned material • Future directions • DACS-compliant MARC and EAD • Learn to produce custom reports AT @ SCA 2008 Annual Meeting

  33. UCI evaluates the AT Michelle Light, Archivist UCI Special Collections and Archives michelle.light@uci.edu Society of California Archivists - May 3, 2008

  34. Current context • 7 FTE in SCA, 3 FTE accessioning and processing • Approximately 4,000 linear feet • Management of University Archives and manuscript collections recently combined. • Accessioning controlled with spreadsheet (Excel), individual worksheets (Word), and legacy database (Access). • Processing managed with multiple Excel spreadsheets. • EAD finding aids created in Word for print and the OAC. Tagging done automatically with macros. • Locations managed in database (SQL and web). • Cataloger does MARC records and indexing and in local ILS and OCLC. AT @ SCA 2008 Annual Meeting

  35. Evaluating the AT • Can the AT produce the reports we need? • Is it easier and/or better to accession materials with the AT than with our current methods? • Is it easier and/or better to create and edit finding aids for OAC and our Reading Room with the AT than with our current methods? • Can the AT help me manage processing? • How much work is required to make our data minimally usable in the AT? • Does the AT make sense in UCI’s technological environment? AT @ SCA 2008 Annual Meeting

  36. EAD & OAC • Our finding aids did not successfully make the round trip from OAC to AT to OAC. Issues: • Schema vs. DTD • Alternate filing title = mandatory • Stripped out labels • Did not preserve the order of elements • Stripped some headings necessary for navigation • Long names were truncated • Major need: • OAC to modify style sheets AT @ SCA 2008 Annual Meeting

  37. Managing processing • How do I manage and represent processed collections? • Track extent and create reports? • Keep track of cataloging, finding aid, and preservation needs? • How do I calculate our total holdings? • AT • Accession module for accessions and collection management? • Resource module for processed collections and description management? • UCI • Accession information (active for unprocessed, inactive for processed) • Processed collection information • Finding aids for processed and unprocessed collections • Solutions? • Use resource module to manage collections? No. • Create collection records in the accession module? Hopeful. • Ask the AT to add more collection management features to the resource module AT @ SCA 2008 Annual Meeting

  38. Managing processing (cont.) AT @ SCA 2008 Annual Meeting

  39. What’s next for UCI? • Pursuing accession module for now • More experimentation with creatively mapping data • More experimentation with creating own reports • Cleaning up data • More discussions with IT to ensure responsive support • Encouraging other parts of UCI’s Library to investigate AT’s METS capabilities AT @ SCA 2008 Annual Meeting

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