The library is moving 700 legacy finding aids for special collections online using ArchivesSpace. Previously, finding aids existed only in Word documents and 35 had been encoded in EAD and published online. A project team was formed with representatives from special collections, digital initiatives, and cataloging. They developed a workflow to copy content from Word finding aids to ArchivesSpace, adding controlled vocabularies. The project aims to make 500 finding aids available online by 2016 and link them to digitized collections, helping more users discover and access these resources.

1. Paromita Biswas, Metadata Librarian, Western Carolina University, pbiswas@wcu.edu
Elizabeth Skene, Digital Initiatives Librarian, Western Carolina University, emskene@wcu.edu
Charleston Conference, November 6, 2014

2. Project:
Move 700 legacy finding aids online via ArchivesSpace

3. •Finding aids overview
•Past efforts
•Choosing ArchivesSpace
•Workflow decisions

4. •Showcase Appalachian life and natural history, especially of Western North Carolina
•Notable collections:
Horace Kephart; George Masa; Nantahala Power & Light Company Records

5. Some collections digitized and available through CONTENTdm:
11 collections/5k+ items

6. •Most Special Collections’ materials accessible through finding aids
•700 finding aids in MS Word
The problem:
•No online presence of finding aids
•Findings aids available only to patrons who visit or contact the library
•Finding aids/Special Collections remain hiddenand inaccessibleto the larger audience

8. •2010: NC ECHO* provides Hunter Library with templates for creating EAD encoded finding aids
•Two librarians work in Notepad Pro: time consuming process
•Lack of technical knowledge to modify generic
templates or publish the finding aids online
•35 finding aids published as HTML documents via a widget available online
*North Carolina Exploring Cultural Heritage Online

10. •Lack of resources:
No server space
No IT support
Limited staff time
•ArchivesSpace offered to Hunter Library:
Option for a hosted server space by LYRASIS
Technical assistance provided by LYRASIS
Training and relative ease of use

11. Interdepartmental collaboration
Special Collections—review and map finding aids to ArchivesSpace
Digital, Access, and Technology—training and aligning ArchivesSpacefinding aids with digital collections
Content Organization & Management—provide catalogers to do the major work of migration to ArchivesSpace

12. Involved:
•Copying and pasting the Word document finding aids
•Adding controlled vocabularies—names and subjects to the finding aids

13. •No training required in adding controlled vocabularies
•Familiar with content management systems (CONTENTdm) other than traditional ILS
•Familiarity with the area and local history
•Summer can provide the opportunity to do majority of the migration work

14. •The process
•Challenges
•The future
•Take aways

15. 1.Project team
2.Priorities
3.Training manual
4.Testing
5.Training
Flickr user kenfagerdotcom, BY-NC-SA

16. Metadata Librarian
Content Organization& Management department
Digital Initiatives Librarian
Digital, Access, and Technology Services department
Library Technical Assistant
Special Collections department

17. + Frequently requested
+ Items in CONTENTdm
-Access restrictions
-Errors in description

19. Map
Finding aid template showing the corresponding field in ArchivesSpace

20. Step by step guide
A how-to for adding data to ArchivesSpace

21. Glossary
Entries with definitions and examples

22. Testing
By the project team
By a cataloger
ArentsCigarette Cards, NYPL

23. Training
What is it?
How does it work?
Work in pairs
Regroup, revise
Flickr user thelotuscarroll, BY-NC-SA

24. New software
Inconsistency of finding aids
Catalogers vs archival vocabulary
Where does ArchivesSpace live?
Word finding aids
Hunter Library, Western Carolina University

25. Update the manual
Go live!
500 finding aids by 2016
Link to CONTENTdm
Explore regional consortium
NASA, First Lady Astronaut Trainee JerrieCobb

26. What is the end goal?
Who has the knowledge?
Progress or perfection?
Boston Public Library, Leslie Jones Collection, BY-NC-ND

27. Thank you!