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

Finding the Right Archival Collections Management System, Syracuse University Archives

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The Long Road to Archivists' Toolkit The Long Road to Archivists' Toolkit Presentation Transcript

  • The Long Road to Archivists’ Toolkit: Finding the RightArchival Management System Syracuse University Archives March 2012
  • Why Do We Need New Archival Management Software?
  • Multiple databases are servingdifferent functions: Box inventories Accessions Audio-visual materials Dissertations & masters theses Scanned images Loans Etc.
  • 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.-Versatile does not provide much collection management.
  • 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
  • Archival Software Gets Swanky
  • Gathered together a pool of candidates:ArchivalWare DLSCALMCuadra StarEloquentMinisis, Inc.Archivists ToolkitArchonTabulariumCollectiveAccess
  • 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 comfortable using this software?
  • 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?
  • 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?
  • 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?
  • 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)by Lisa Spirohttp://www.clir.org/pubs/reports/spiro/Wiki: http://archivalsoftware.pbworks.com
  • 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/photos/llgc/
  • QUESTIONS? EMAIL ME!MEG MASONMAMASO02@SYR.EDU