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The Archivists’ Toolkit          ---        MARAC    November 13, 2010             Holly Mengel           Project ManagerP...
About the Archivists’ Toolkit• The Archivists’ Toolkit™, or the AT, is the first  open source archival data management  sy...
• the application supports  – accessioning and describing archival materials;  – establishing names and subjects associate...
• The AT project is a collaboration of the  University of California San Diego  Libraries, the New York University Librari...
About the PACSCL/CLIR      “Hidden Collections” Project• Philadelphia Area  Consortium of Special  Collections Library  (P...
Project Goals                                        • Make accessible approximately 200                                  ...
Means to Achieve Project Goal• Efficient and standardized data entry/finding aid  creation in a minimal processing environ...
… The Archivists’ Toolkit• Creates DACS  compliant EAD  finding aids at the  click of a button!!!!   – HTML   – PDF• Usabl...
XML
HTML
PDF
How the Project is Using the AT• Each repository hosts their own instance of  the Archivists’ Toolkit  – After finding aid...
Data Entry during ProcessingRapid Data Entry     EXCEL
The Legacy Finding Aids …• “Finding aids” is generous, at best.• Complete lack of standardization!• Formats include   –   ...
Legacy Finding Aids: Paper• Re-Keying is the only solution UNLESS the  paper document can be scanned.• Whenever possible, ...
Legacy Finding Aids: Electronic• Whenever possible, enhance notes and folder  titles• Sometimes, depending upon existing  ...
Electronic Legacy Finding Aid Magic
What we LOVE about the AT• Forces a degree of standardization across the 23  participating repositories   – Allows for the...
What we DON’T love about the AT• NO spell check• Not entirely intuitive (although practice makes  perfect, in this case!)•...
Archon + The Archivists’ Toolkit              =      ARCHIVES SPACE                 By Rebecca Goldman
Archives Space• The New York University Libraries, UC San Diego  Libraries, and the University of Illinois Urbana-  Champa...
Our Hopes• From Archon  – Awesome user interface  – Digital Object presentation• From AT  – Flexibility  – Hierarchical st...
“Unhiding” Collections                   From the Schuylkill Navy records                  at Independence Seaport Museum ...
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The Archivists' Toolkit presented at MARAC, November 13, 2010

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S14. Open to Anything: Using Open Source
Products in Repositories

Economic uncertainty, dwindling funds, and shrinking staff challenge us to do more with less. Open source products offer excellent tools for continuing to make information and resources available and accessible. Speakers will share their
experiences with collection management software Archivists’ ToolKit, and online publishing tools WordPress and Omeka.

Chair:
Rachel Donahue, University of Maryland’s iSchool
Speakers:
Holly Mengel, PACSCL/CLIR Hidden Collections
Matt Herbison, J. Welles Henderson Archives and Library at the
Independence Seaport Museum
Rebecca Goldman, Drexel University

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Transcript of "The Archivists' Toolkit presented at MARAC, November 13, 2010"

  1. 1. The Archivists’ Toolkit --- MARAC November 13, 2010 Holly Mengel Project ManagerPACSCL/CLIR “Hidden Collections Project
  2. 2. About the Archivists’ Toolkit• The Archivists’ Toolkit™, or the AT, is the first open source archival data management system to provide broad, integrated support for the management of archives.• It is intended for a wide range of archival repositories.• The main goals of the AT are to support archival processing and production of access instruments, promote data standardization, promote efficiency, and lower training costs.
  3. 3. • the application supports – accessioning and describing archival materials; – establishing names and subjects associated with archival materials, including the names of donors; – managing locations for the materials; and – exporting EAD finding aids, MARCXML records, and METS, MODS and Dublin Core records.
  4. 4. • The AT project is a collaboration of the University of California San Diego Libraries, the New York University Libraries and the Five Colleges, Inc. Libraries, and is generously funded by The Andrew W. Mellon Foundation.
  5. 5. About the PACSCL/CLIR “Hidden Collections” Project• Philadelphia Area Consortium of Special Collections Library (PACSCL)• $500,000 grant from the Council on Library and Information Resources• “Cataloging Hidden Special From the Vaux family papers at Haverford College Collections and Archives” program (http://www.clir.org/hiddencollections/index.html)
  6. 6. Project Goals • Make accessible approximately 200 “hidden collections” at 23 PACSCL repositories – Process roughly 115 collections – Update legacy guides for roughly 85 collections • Establish a single access point for all the “unhidden” collections made available via the project (and hopefully futureFrom the Lubin Film Company records at the Free Library of Philadelphia collections processed by repositories) – EAD finding aid site
  7. 7. Means to Achieve Project Goal• Efficient and standardized data entry/finding aid creation in a minimal processing environment• Finding Aid site (created and hosted by the University of Pennsylvania) – Standardized finding aids created at 23 repositories – Faceted searching• A sustainable tool for repositories to use in future processing efforts
  8. 8. … The Archivists’ Toolkit• Creates DACS compliant EAD finding aids at the click of a button!!!! – HTML – PDF• Usable directly “out of the box”• Can be customized via a style sheet
  9. 9. XML
  10. 10. HTML
  11. 11. PDF
  12. 12. How the Project is Using the AT• Each repository hosts their own instance of the Archivists’ Toolkit – After finding aids are created, repositories generate xml records.• Each repository creates a web folder which contains finished xml records• University of Pennsylvania harvests these xml records and they are presented on the PACSCL finding aid site.
  13. 13. Data Entry during ProcessingRapid Data Entry EXCEL
  14. 14. The Legacy Finding Aids …• “Finding aids” is generous, at best.• Complete lack of standardization!• Formats include – Paper – Card catalogs – Word – Excel• For our project (NOT RECOMMENDED), we do this work off site and do not look at the collection.
  15. 15. Legacy Finding Aids: Paper• Re-Keying is the only solution UNLESS the paper document can be scanned.• Whenever possible, enhance the biographical/historical note; scope note; and folder titles.
  16. 16. Legacy Finding Aids: Electronic• Whenever possible, enhance notes and folder titles• Sometimes, depending upon existing structure, re-keying is still the best solution.• OR-- – Use Notepad ++ to separate fields – Paste into EXCEL – Use Matt Herbison’s code – Paste back into Notepad ++ – Import into the Archivists’ Toolkit
  17. 17. Electronic Legacy Finding Aid Magic
  18. 18. What we LOVE about the AT• Forces a degree of standardization across the 23 participating repositories – Allows for the centralized PACSCL finding aid site – Develops a support group of knowledgeable users for future technological issues as processing continues• Allows processors to spend time on collections NOT coding EAD• Allows the project to train processors for all work, not just individual repository’s systems.• Hierarchical aspect of data management
  19. 19. What we DON’T love about the AT• NO spell check• Not entirely intuitive (although practice makes perfect, in this case!)• Instance errors are not efficiently corrected.• No user inter-face• The Digital-object is not easy (AT ALL)
  20. 20. Archon + The Archivists’ Toolkit = ARCHIVES SPACE By Rebecca Goldman
  21. 21. Archives Space• The New York University Libraries, UC San Diego Libraries, and the University of Illinois Urbana- Champaign Libraries are partnering to develop a next-generation archives management application that will incorporate the best features of the Archivists’ Toolkit and Archon. With funding from the Andrew W. Mellon Foundation, the project team aims to develop a technical, sustainability, and governance plan for the new system.• http://archivesspace.org/
  22. 22. Our Hopes• From Archon – Awesome user interface – Digital Object presentation• From AT – Flexibility – Hierarchical structure
  23. 23. “Unhiding” Collections From the Schuylkill Navy records at Independence Seaport Museum http://clir.pacscl.org http://findingaids.pacscl.org
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