The Long Road    to Archivists’ Toolkit:      Finding the RightArchival Management System    Syracuse University Archives ...
Why Do We Need New Archival   Management Software?
Multiple databases are servingdifferent functions:     Box inventories     Accessions     Audio-visual materials     Disse...
3 different types of databases:     Versatile     MS Access     FileMaker Pro
….and a bunch of paper files:     Donor and collection information     Correspondence     Reference tracking
Current collections database   is just not cutting it.
Our Sad Attemptto Kick-Start this Baby
How did we get started??2009 SAA webinar:Archival Content Management Systems
And then we waiteda year…
Can We Get a Push Here, Please?.....Somebody?
SU Information TechnologyServices SupportEnterprise Process Support Project Managersassigned to help us.
Figuring outWhat in Heck We’re Doing
Developed a Project Plan    overview of project    objectives    target dates    other parameters
Examined Archives’ workflowWhat happens when materials are donated?What information goes in which database orpaper file?
Identified what our current databases do welland do not do well (or at all)Example:-Versatile is great at space management...
Specifications• Collection management             • Data sharing• Accession                         • Integration• Track r...
Archival Software  Gets Swanky
Gathered together a pool of candidates:ArchivalWare DLSCALMCuadra StarEloquentMinisis, Inc.Archivists ToolkitArchonTabular...
Initial review:     Size, history and maturity     Platform     SpecificationsMade a short list.
Attended demos by vendors andplayed in sandboxesCuadra StarEloquentMinisis
Why Nothing was Right
What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?
What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfor...
What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfor...
What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfor...
What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfor...
Maybe the Cheap StuffWill Work Out After All
FileMaker ProArchivists’ Toolkit
Embracing  Open Source Software(and freaking out a little)
Cleaning up our act (data)
Cleaning up our act (data)Re-orienting how we think about thecollections, boxes, and folders
Cleaning up our act (data)Re-orienting how we think about thecollections, boxes, and foldersRe-thinking old processes
Helpful ResourcesArchival Management Software:A Report for the Council on Library andInformation Resources (January 2009)b...
Stressed about archival software?Go to cuteoverload.com and breathe in the cute.
All cute images are from cuteoverload.comFather Time image is fromThe National Library of Wales,http://www.flickr.com/phot...
QUESTIONS? EMAIL ME!MEG MASONMAMASO02@SYR.EDU
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
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The Long Road to Archivists' Toolkit

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Finding the Right Archival Collections Management System, Syracuse University Archives

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The Long Road to Archivists' Toolkit

  1. 1. The Long Road to Archivists’ Toolkit: Finding the RightArchival Management System Syracuse University Archives March 2012
  2. 2. Why Do We Need New Archival Management Software?
  3. 3. Multiple databases are servingdifferent functions: Box inventories Accessions Audio-visual materials Dissertations & masters theses Scanned images Loans Etc.
  4. 4. 3 different types of databases: Versatile MS Access FileMaker Pro
  5. 5. ….and a bunch of paper files: Donor and collection information Correspondence Reference tracking
  6. 6. Current collections database is just not cutting it.
  7. 7. Our Sad Attemptto Kick-Start this Baby
  8. 8. How did we get started??2009 SAA webinar:Archival Content Management Systems
  9. 9. And then we waiteda year…
  10. 10. Can We Get a Push Here, Please?.....Somebody?
  11. 11. SU Information TechnologyServices SupportEnterprise Process Support Project Managersassigned to help us.
  12. 12. Figuring outWhat in Heck We’re Doing
  13. 13. Developed a Project Plan overview of project objectives target dates other parameters
  14. 14. Examined Archives’ workflowWhat happens when materials are donated?What information goes in which database orpaper file?
  15. 15. Identified what our current databases do welland do not do well (or at all)Example:-Versatile is great at space management.-Versatile does not provide much collection management.
  16. 16. Specifications• Collection management • Data sharing• Accession • Integration• Track retrievals & loans • Allows import from legacy systems• Full text & keyword searching • Security• Space management • Reporting• Donor tracking • Overall ease of use/navigation• Research management • System requirements• Auto-generate numbers • Export data to create finding aids• Accessibility • Cost
  17. 17. Archival Software Gets Swanky
  18. 18. Gathered together a pool of candidates:ArchivalWare DLSCALMCuadra StarEloquentMinisis, Inc.Archivists ToolkitArchonTabulariumCollectiveAccess
  19. 19. Initial review: Size, history and maturity Platform SpecificationsMade a short list.
  20. 20. Attended demos by vendors andplayed in sandboxesCuadra StarEloquentMinisis
  21. 21. Why Nothing was Right
  22. 22. What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?
  23. 23. What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfortable using this software?
  24. 24. What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfortable using this software?Is anyone else feeling overwhelmed by thissoftware?
  25. 25. What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfortable using this software?Is anyone else feeling overwhelmed by thissoftware?Seriously, doesn’t this feel like overkill?
  26. 26. What about our staff members who are less tech-savvy? Will they be comfortable using thissoftware?Do any of us feel comfortable using this software?Is anyone else feeling overwhelmed by thissoftware?Seriously, doesn’t this feel like overkill?We won’t use even half the fields and we’d have topay how much?
  27. 27. Maybe the Cheap StuffWill Work Out After All
  28. 28. FileMaker ProArchivists’ Toolkit
  29. 29. Embracing Open Source Software(and freaking out a little)
  30. 30. Cleaning up our act (data)
  31. 31. Cleaning up our act (data)Re-orienting how we think about thecollections, boxes, and folders
  32. 32. Cleaning up our act (data)Re-orienting how we think about thecollections, boxes, and foldersRe-thinking old processes
  33. 33. Helpful ResourcesArchival Management Software:A Report for the Council on Library andInformation Resources (January 2009)by Lisa Spirohttp://www.clir.org/pubs/reports/spiro/Wiki: http://archivalsoftware.pbworks.com
  34. 34. Stressed about archival software?Go to cuteoverload.com and breathe in the cute.
  35. 35. All cute images are from cuteoverload.comFather Time image is fromThe National Library of Wales,http://www.flickr.com/photos/llgc/
  36. 36. QUESTIONS? EMAIL ME!MEG MASONMAMASO02@SYR.EDU

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