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  1. 1. 5/2/20131Using ArchiveGrid to PromoteArchival CollectionsThe Future of Collections: Creating and Managing Digital Content – Gainesville, FL – February 20, 2013John R. NemmersDescriptive & Technical Services ArchivistDepartment of Special & Area Studies CollectionsUniversity of Florida George A. Smathers Libraries• Developed by OCLC Research• A free discovery system used by researchers andscholars to locate primary source materials inarchives, libraries,etc.• Researchers can identify pertinent holdings atone or more archival repositories, andArchiveGrid provides links/contact points formore information.What is ArchiveGrid?Development of ArchiveGrid1999- EADprovingground:ArchivalResources2006-Aggregateddiscoverysystem forsubscribers:ArchiveGrid2011- Freelyavailablediscoverysystem fromOCLCResearch2012- Basisfor moreresearchintoimprovingarchivaldescriptionand accessARCHIVEGRIDAggregated Descriptions• Descriptions of archival collections• WorldCat MARC records• Finding aids harvested from websites (EAD XML, HTML,PDF, Word)• Any repository can contribute (not exclusive to OCLCmembers)Harvesting Finding Aids• Easiest to maintain a machine-readable web page forcrawlers (e.g.,• ArchiveGrid can harvest from browse/directory pages(e.g., with some caveats• To ensure good content in ArchiveGrid, follow descriptivestandards to ensure that necessary elements are present• Also, follow best practices when using a flexible standardlike EAD (better chance of uniformity across repositories)Identifying MARC Records for Archival MaterialsOne HoldingNo MARC Leader indicatorsfor manuscripts, collections,realiaTheses and dissertations,bibliographiesPublished worksReference materials
  2. 2. 5/2/20132ArchiveGrid Updates• About every 6 weeks• They get a fresh extract of MARC collection records fromWorldCat• And they completely reharvest all the finding aids fromcontributor websites• The only way to ensure that they account for adds, updatesand deletesMARC Records and/or Finding Aids?• Common practice for repositories to routinely produce both(UF does)• Some opt to have only MARC records in ArchiveGrid• Others prefer finding aids only• Many include both, even if they may appear in searchresults as near duplicates• When there are links from a MARC record to a finding aid(856 field), ArchiveGrid can identify a single collection ArchiveGridTitleCollection CreatorArchives/LibraryKeywords in ContextScope/Content
  3. 3. 5/2/20133Who uses ArchiveGrid?Faculty Researchers IndependentScholarsGenealogistsDr. Matthew SimonAge: 49University HistoryDept.Writing a book onthe California GoldRushAmy PowellAge: 27Post-graduatestudy in PoliticalScienceWriting her thesison rural to urbanlabor migrationJohn StevensonAge: 35MechanicalEngineerStudying the historyof pipe organsCatherine AndrewsAge: 61Former K-12Teacher, RetiredResearching herfamily historyHow do users find ArchiveGrid? Usually through search engines.
  4. 4. 5/2/20134• 85% of traffic comes from search engines• 8% of traffic comes from referrals from otherwebsites• 6% of traffic comes “direct” … a bookmark, typingthe URL in the browser, etc.ArchiveGrid TrafficArchiveGrid VisitorsMaking ArchiveGrid Discoverable in Search Engines A responsive and open website maximizes access and accessibilityThe ArchiveGrid Blog Getting the Word Out via Twitter
  5. 5. 5/2/20135Who is working on ArchiveGrid?Bruce WashburnSoftware EngineerSan Mateo, CAEllen EckertResearch AssistantPortland, ORMerrilee ProffittProgram OfficerSan Mateo, CAJennifer SchaffnerProgram OfficerSan Mateo, CAJackie DooleyProgram OfficerSan Mateo, CAThe ArchiveGrid Team in OCLC Research • A survey conducted in April and May 2012• To learn how special collections are used by faculty,graduate students, unaffiliated scholars, and genealogists• 695 survey responses• A selected finding: Over 80% of survey respondentsidentified librarians and archivists, when answering thequestion “Is there a particular type of user whosecomments, recommendations, etc. you find mostvaluable?”• More details on the blog: Special CollectionsThank you!John Nemmers – jnemmers@ufl.edu