Many to One: Centralizing Collection Management Through Implementation of Archivesspace
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Part of a lightening session at the 2015 Western Roundup Conference in Denver, Colorado. At the University of Las Vegas, Nevada we had to first tackle collection management issues during the initial phases of ArchivesSpace implementation. Following that, we prioritized what straightforward steps we could take to get our data into ArchivesSpace while improving collection management processes.
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Many to One: Centralizing Collection Management Through Implementation of Archivesspace
- 1. MANY TO ONE: CENTRALIZING COLLECTION MANAGEMENT THROUGH IMPLEMENTATION OF ARCHIVESSPACE Karla Irwin University of Nevada, Las Vegas Special Collections Technical Services Librarian karla.irwin@unlv.edu 2015 Western Roundup Denver, CO May 30, 2015
- 3. “Archives shaping man” by Andrzej Dudzinski Source: Hoover Institution, Stanford University
- 4. Source Files donor, provenance, rights, acquisition info …
- 8. …and some paper finding aids
- 9. Special Collections online database
- 10. EAD Cleanup and Import
- 11. Resources Module
- 13. Revised PDFs ready to upload
- 15. Oral History Database Data from Special Collections database Accessions CSV
- 16. What’s Next • Accessions module • Subject and agent module cleanup • Digital objects • Public interface
- 17. THANK YOU! Karla Irwin University of Nevada, Las Vegas Special Collections Technical Services Librarian karla.irwin@unlv.edu 2015 Western Roundup Denver, CO May 30, 2015
Editor's Notes
- Good morning. My name is Karla Irwin. I am the Special Collections Technical Librarian at the University of Nevada Las Vegas. We began implementation of ArchivesSpace in March of 2014. Prior to implementation there was no centralized collection management system in place for the organization of collection information so we were starting from scratch. If you are coming from an organization in a similar situation and you do not know where to begin I hope you will find some guidance in the small and practical steps we took at UNLV in order to start importing all of our legacy data into ArchivesSpace.
- The Special Collections Division of the UNLV Libraries serves as a repository for unique and specialized research materials documenting the social, cultural, political, and physical history of Las Vegas, the Southern Nevada region, the gaming industry, and the University of Nevada, Las Vegas. In addition to books and periodicals, the department collects a wide range of unique materials including manuscripts, maps, photographs, posters, scrapbooks, architectural drawings, ephemera, and oral histories.
- Technical Services is a newly created department in Special Collections which began functioning in 2014. The first step of implementing ArchivesSpace was to figure out where all the various sources of information in Special Collections lived since no centralized database existed.
- For example…We have source files
- We have accession records in an Access database
- We have existing online EAD finding aids.
- We have inventories and finding aids in word or pdf form available on local drives
- as well as some in our reading room in hardcopy.
- Finally, additional information can be found in the Special Collection online database.
- Once we found all our sources of information we prioritized which data to import and when, starting with the easy stuff. Our first step was uploading our existing EAD finding aids. We had some validation issues but with a little bit of clean-up we were able to get these in fairly quickly. After the EAD import we had a total of 85 resource records in ArchivesSpace.
- In the summer of 2014 we were lucky to have six student workers. The majority of the workers were graduate students in the public history department. These students manually added many of our manuscript collections into the resources module, focusing on collections in Word or PDF form. By the end of the summer the students had created over 200 additional resource records. This summer we will once again have an army of interns and we plan to focus on manuscript collections in paper form only as well as our photograph collection.
- Meanwhile, staff has also been busy entering information directly into ArchivesSpace as new collections are accessioned and processed.
- With so many finding aids now ready to go we had to seek an interim solution for providing these finding aids to our users since we are not yet ready to use the public side of ArchivesSpace. Our solution was to export the EAD, conduct some minimal customization to the XSLT stylesheet such as adding the UNLV logo, and then create the PDF version. The PDFs are now accessible through the Special Collections online database and the MARC record.
- We have also started to populate our accession information. Since we implemented ArchivesSpace new accessions have been added as they arrive. We are now focusing on migrating our legacy accession data in ArchivesSpace as well.
- Our first step was the data for our oral history collections which had not been captured in the Accessions access database. Instead, information for our oral history collection is found in the Special Collections online database. We exported the data from here into an Excel spreadsheet. After some cleanup and standardization we mapped the data to the appropriate field in the ArchivesSpace accessions csv. This process allowed us to upload over 2,000 oral history accessions to ArchivesSpace.
- This brings me up-to-date on where we are in our implementation process. Our next step will be to migrate our accessions access database to the accessions module. Due to flaws and inconsistencies in our legacy data we will also need to clean up our subject and agent modules. We will be hiring a temporary Part time programmer to synchronize names and subjects in ASpace with the Library of Congress authorities and local library catalog. In collaboration with Digital Collections we hope to start adding digital objects to its representation in Contentdm. Finally, We have also started some preliminary planning for the ArchivesSpace public interface. The Web Application and Development Department has set up a test version of Aspace which we will use to design and customize before launching the final product.
- Thank you.