UNC Chapel Hill's Experience with Shared Shelf


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  • (Heather)Heather Gendron is head of the Sloane Art Library at UNC Chapel Hill and JJ Bauer is the Visual Resources Curator for the Art Department at UNC. Hi everyone, this is Heather. JJ and I both serve as ARTstor administrators for the UNC campus and we work with faculty to create collections in ARTstor using the tools in Shared Shelf. JJ led UNC’s early involvement in the development of the software and tools for what is now called Shared Shelf. What we’re going to do today is give you a brief introduction to Shared Shelf, talk about how we’ve been using it UNC, and we’ll talk about how the tools in Shared Shelf can support collaboration across your campus and across institutions within ASERL and beyond. JJ will then do a brief live demo of some cataloging in Shared Shelf so you can see how easy it is.First off, please click the “raise your hand” icon on the screen if your institution currently subscribes to ARTstor.Okay, now “raise your hand” if your institution already subscribes to Shared Shelf.At the end of our presentation, we’d love to hear from you how you’d like to use Shared Shelf – at your campus or with other ASERL institutions.
  • (Heather)Just briefly, here is some information about UNC Chapel Hill to give you some context. Although UNC is a very large institution with multiple partners, much of what we’ll talk about today is possible at institutions of any size.
  • (Heather)More information is available on the ARTstor website, including pricing information – but Shared Shelf, in a nutshell is….ARTstor seems willing to discuss group purchases.
  • (Heather)At UNC, we have subscribed to Shared Shelf because we want to continue the collaborative work we’ve been doing with faculty to build image collections for teaching and research. With Shared Shelf, we can put collection tools in the hands of faculty, library staff, and student assistants. (Heather)Visual Resources and Library staff are able to initiate projects in Shared Shelf, provide consultations for faculty on metadata and media formats, and in certain cases provide cataloging support. We’ve also how libraries can use Shared Shelf to showcase their special collections, in an environment conducive to teaching and research. ARTstor also now includes preservation hosting services for the media ingested into the Shared Shelf collections space.JJ is now going to describe ARTstor’s features in more detail. When she’s done, I’ll walk you through a few short cases describing how we’ve used Shared Shelf at UNC.
  • (JJ)Unlimited file size per asset (we pay for block of storage space, not per asset).
  • (JJ)Something about shared authority files..
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  • (JJ)
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  • (Heather) Currently the most popular use of Shared Shelf is for our “institutional collections”. These are collections which are developed locally by UNC faculty and librarians. For people working in the “digital humanities’” images and media are our “data”, and you can think of Shared Shelf as a repository, teaching and research platform for that data. Some of these institutional collections include media that are in the public domain, while other collections have copyright restrictions and the use of those collections is limited to UNC users. You can define access parameters within Shared Shelf, limiting access to users from your institution, to users with Instructor Status (typically faculty and graduate students, who can in turn share these restricted collections via course folders), or you can make a collection available on the open Web via Shared Shelf Commons.
  • (Heather) At the Sloane Art Library we have a growing collection of close to 700 artists’ books which are used regularly in Art Department courses. We think this collection has potential for use in other courses across campus so we decided to make the collection available to any UNC user and in the Shared Shelf Commons. Our Library Assistant worked with JJ to develop a metadata schema for the collection and our assistant and a graduate student assistant catalog the images in Shared Shelf. I’ve also been trained in Shared Shelf and I’ve found it very simply and easy to use. Knowing how easy it’s become, I think it’s possible that other librarians might take interest and work with their faculty to help them build media collections.
  • (Heather) UNC’s Ackland Art Museum has a fantastic educational outreach program that supports undergraduate and graduate courses across our campus. The works in the collection are organized into mini-exhibits in a Study Gallery for a range of courses. For instance, this semester the museum has mounted artwork in it’s Study Gallery for courses in Asian Studies, Religious Studies, and in English – in addition to Art Department courses. There is great demand for access to the Acklandcollection from faculty across campus. In recent years, the Ackland received an IMLS grant to re-photograph their collection and they brokered an agreement with ARTstor to make their images available as an ARTstor Digital Library collection, meaning these images will be available to any ARTstor subscriber. Having this collection online will greatly enhance access and research.TheAckland’s project manager Scott Hankins and his staff will be cataloging the museum’s images in Shared Shelf.
  • (Heather) We’ve talked about how different units on a single campus might partner and benefit from Shared Shelf. There may also be opportunities to collaborate on Shared Shelf projects across institutions or with other partners. One way institutions can collaborate is in creating collections together that build on each institution’s strengths. For instance, if your institution is strong in European art and another institution is stronger in Architectural history, then you may decide to broker an agreement for a shared image and media collection. Another option that could be explored is using Shared Shelf to showcase multi-institutional digitization projects.One example of a partnership that involved groups outside of universities is the SAHARA project – a partnership involving members in the Society of Architectural Historians We’re interested in hearing your ideas about these possible collaborations.Now I’m going to hand the controls back over to JJ so she can show you how to catalog an image in Shared Shelf.
  • UNC Chapel Hill's Experience with Shared Shelf

    1. 1. UNC Chapel Hill’s Experience with Shared Shelf Heather Gendron Art Librarian Sloane Art Library hgendron@email.unc.edu JJ Bauer Curator Visual Resources Library (Art Department) jbauer@email.unc.edu
    2. 2. UNC Chapel Hill Context • • • • 29,278 students 3,221 full-time faculty 7.2 million volumes and 92,483 serial titles* Total library expenditures (including Univ Library, Health, Law) $45,714,243* • In addition to Davis Library (main): Undergraduate Library, Art Library, Info & Library Science Library, Science Library, Health Science Library, Wilson Special Collections & University Archives, Stone Center Library for Black Culture & History, and Law Library. *2010/11 library stats
    3. 3. What is Shared Shelf? It’s a management software that enables institutions to manage, store, use, and publish their institutional and faculty media collections within their institution or publicly on the Web. http://www.artstor.org/shared-shelf/s-html/shared-shelf-home.shtml As part of the ARTstor workspace, Shared Shelf allows for collection-level control and different levels of user access. ARTstor is designed for teaching and researching with images.
    4. 4. Why UNC Participates Shared Shelf: • Puts media collection cataloging tools in the hands of collection managers across campus. • Allows us to share collections not only across UNC departments – it also allows us to share collections across institutions. • Shared Shelf Commons gives us a platform to share select collections in an open environment on the Web.
    5. 5. Media Types Supported • Image types: .png, .jpg, .jpeg, .tif, .tiff, .mov(qtvr), .jp2 • Video types: .asf, .qt, .mov, .mpg, .avi, .wmv, .mp4, .m4v, .3 gp • Document types: .doc, .ppt, .xls, .pdf, .docx, .pptx, .xlsx • Audio types: .mp3
    6. 6. Cataloging & Authority Control • SSN (Shared Shelf Names)—collaboratively created/updated with all other Shared Shelf subscribers across institutions, can create, edit, develop records, ultimately links to ULAN for authority control • Direct lookup in AAT and TGN • Can append other authority controls (LCSH, TGM, local existing) or create new
    7. 7. ARTstor Integration • Publish from multiple projects to a single ARTstor collection, or from a single project to multiple ARTstor collections • Replace or suppress images or data in existing records in ARTstor with nearly immediate publication of changes in ARTstor environment • Can restrict access to files according to which collections in ARTstor are the publishing target (i.e. can control file access on a collection by collection basis)
    8. 8. Preservation • • • • Bulk uploading from anywhere using a web browser Unlimited size still image support Some multimedia support Storage and daily back up of source images on multiple, geographically dispersed servers • Automatic monitoring of server availability • Level 1 preservation included to protect source files (NDSA guidelines), working on providing other levels in future • Export images, descriptive metadata and technical metadata in standard format for ingestion into other local systems (e.g., institutional repository)
    9. 9. Shared Shelf Commons • Shared Shelf Commons is a free, open-access library of images. Search and browse collections with tools to zoom, print, export, and share images. • Files appear in similar workspace environment as ARTstor, but without requiring subscription to ARTstor for use. • Images can be shared with anyone anywhere via generation of an image-specific URL. • NOT integrated with ARTstor (complicating use in shared folders unless files also published to a hosted collection within ARTstor)
    10. 10. Case Study: Institutional Collections • • • • • Opportunity to create locally shared image collections. Academic departments and individual faculty participate. With Shared Shelf, cataloging tools are in the hands of collection creators and customized metadata standards are possible. Good option for collections that include images without copyright privileges, for teaching and research. Potential to make certain collections available via Shared Shelf Commons.
    11. 11. Case Study: Artists’ Book Collection Accessible on the Web via Shared Shelf Commons and in ARTstor. Over 650 artists’ books - collection strengths include: • work from major artists’ book presses such as Nexus Press, Visual Studies Workshop, and Women’s Studio Workshop, among others • Latin American artists’ books, especially from Argentina, Cuba, and Mexico • books featuring fine examples of different printmaking methods • work by North Carolina artists
    12. 12. Case Study: Ackland Art Museum • • • • Approximately 16,000 works of art. Entire collection is being rephotographed (IMLS grant). Ackland ARTstor collection is being planned. Ackland staff will use Shared Shelf to catalog their image collection. Project manager: Scott Hankins, Associate Registrar
    13. 13. Potential ASERL Partnerships • Strategic approach to shared image collections across multiple institutions – Saves time and money (shared cataloging, shared images) – Shared expertise (sharing of unique metadata schema and approaches to non-traditional data/images) • Platforms to showcase multi-institution digitization projects, in an online environment suitable for teaching, research, and public outreach. • Other partnerships may involve societies and institutes (e.g., Society of Architectural Historians – SAHARA project)
    14. 14. Questions? Shared Shelf: http://www.artstor.org/shared-shelf/shtml/shared-shelf-home.shtml Shared Shelf Commons: http://www.sscommons.org/openlibrary/welcome.html UNC Chapel Hill Sloane Art Library Artists’ Book Collection in Shared Shelf Commons About UNC Chapel Hill Libraries: http://www.lib.unc.edu/about/