The Archivists' Toolkit presented at MARAC, November 13, 2010
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The Archivists' Toolkit presented at MARAC, November 13, 2010

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S14. Open to Anything: Using Open Source...

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

  • The Archivists’ Toolkit --- MARAC November 13, 2010 Holly Mengel Project ManagerPACSCL/CLIR “Hidden Collections Project
  • 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.
  • • 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.
  • • 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.
  • 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)
  • 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
  • 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
  • … 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
  • XML
  • HTML
  • PDF
  • 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.
  • Data Entry during ProcessingRapid Data Entry EXCEL
  • 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.
  • 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.
  • 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
  • Electronic Legacy Finding Aid Magic
  • 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
  • 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)
  • 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- 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/
  • Our Hopes• From Archon – Awesome user interface – Digital Object presentation• From AT – Flexibility – Hierarchical structure
  • “Unhiding” Collections From the Schuylkill Navy records at Independence Seaport Museum http://clir.pacscl.org http://findingaids.pacscl.org