Iams ucl 2011_lecture_full


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Iams ucl 2011_lecture_full

  1. 1. IAMS - Integrated Archives and Manuscript System Bill Stockting, British Library UCL, 10th November 2011
  2. 2. Introduction I will look at:  Background to the IAMS project  The catalogue data model – the entities we are describing  The standards we use to describe these entities and share our data  A look at the developing Search our Catalogue Archives and Manuscripts (SOCAM) public system
  3. 3. Archives and Manuscript Collections Extensive collections of unique archives and manuscripts managed in separate collection areas:  Manuscripts: Western, Oriental, Literary and Music  Records of East India Company and its successors, and related private papers and manuscripts  Digitised collections from the Endangered Archives Programme (EAP)  British Library Corporate Archive
  4. 4. Fragmentation Collections managed separately from the Library’s other collections in thematic Studies Areas:  No single inventory and differing cataloguing traditions, practices and standards  Some Catalogues in electronic form but in a number of online systems:  Molcat (Western and music manuscripts) on Library website  Endangered Archives Programme as web pages on Library website – not cross searchable  East India Company archive and related private papers on A2A managed by the National Archives!  Others only available to users in the reading rooms
  5. 5. Fragmentation This means that:  Preservation and security cannot be managed to modern standards  Intellectual content can not be managed in developing legal environment  Material cannot be effectively exploited in the digital age as users cannot find what they want and when they do they cannot easily access digital manifestations of digitized and born-digital archives and manuscripts  Workflow and systems do not always meet funders’ demands
  6. 6. IAMS Mission: Integration To deliver a powerful, flexible integrated cataloguing and resource discovery system that will unite and broaden access to the British Library’s archives and manuscript collections and will provide standards compliant data for external co-operative projects
  7. 7. IAMS: Bringing it all together  New cataloguing now done in one system to one set of standards  Legacy catalogues being migrated to the same system  Having our catalogue data in one place and in one format will make it easier to share data with:  Internal resource discovery project to provide integrated access to all the Library’s holdings  External projects, gateways and portals of all sorts, nationally and internationally  Service developers and communities of users – open data  IAMS can be used as a cataloguing and access tool for material not held in the Library as part of partnership projects  Richness of Library’s archive and manuscript collections will then be brought to the attention of new audiences, especially when catalogue records linked to digitized or born-digital archives and manuscripts
  8. 8. IAMS Timetable Modular system development:  July 2009: Cataloguing  October 2010: Resource Discovery – first cut of SOCAM  Autumn 2011 Legacy Data Migration  2011? Standardised Data Exchange  2011? Digital Asset Management  2011? Automated Requesting
  9. 9. IAMS Development Process  Develop an understanding of business needs: statement of requirements  Assessment of these against functionality provided by:  Library’s book catalogue (MARC and AACR2 based)  Proprietary systems – CALM and ADLIB  Open Source systems – US Archivists’ Toolkit and Archon  Library developed ‘system’ – Themed Collections  Latter finally chosen as perceived to be the best fit to requirements and value for money
  10. 10. IAMS System and Data Model Internal development has allowed us to design a system and data model that:  Cater for our business needs:  Not flat Library Management System or ISAD(G) based archival system  Deals with material of all dates, calendars and eras  Allows quotation of material in any language or script  Take what is best from traditional practice: archives and manuscripts!  Make best use of our legacy data  Take account of others experience of developing and introducing archival cataloguing and collection management systems  Reflect latest developments in modelling and description standards  Enable users to navigate the catalogue as well as search it
  11. 11. Descriptive Entities and Relationships: Model Archives & Manuscripts
  12. 12. 12 What are Archives and Manuscripts? Archives: the documents organically created, accumulated and/or used by a person or organisation in the course of the conduct of affairs and preserved because of their continuing value* archives have, therefore, certain attributes:  by-products, not collected  uniqueness  format independent (documentary, audio visual, electronic)  evidential value *Describing Archives: A Content Standard, pxi, Society of American Archivists, 2004
  13. 13. 13 What are Archives and Manuscripts? Manuscripts:  hand-written documents (but so are many archives)  collected by a library or similar institution and may have lost archival attributes as loss of provenance  Items may also have attributes of an artefact so need to describe more fully physical make-up and illumination etc  Items may also have bibliographic attributes especially creative works such as literary and music manuscripts
  14. 14. 14 Principles Moral defence of evidential value in archives by application of the principles of:  Provenance:  archives of a particular creator should be kept together as a whole or  respect des fonds  Original order  archives within a fonds should be kept in the creator’s original order  no rearrangement into other useful orders such as subject or chronological So when cataloguing archives then we describe items in context with each other and also in the contexts of their creation
  15. 15. 15 Description in context: Hierarchy Archival descriptions following arrangement in original order are multi-level. There are 3 parts of the archival hierarchy:  Contextual (or ‘collection’): Fonds (and its subs)  Groups of records (‘classification’) Series (and its subs)  Physical documents: File and Item
  16. 16. 16 Description in context: rules of multi-level description The nature of multi-level description provides a number of rules or guidelines:  Description from the general to the specific  Information relevant to the level of description  Non-repetition of information  Descriptions should ‘know their place’!
  17. 17. Descriptive Entities and Relationships: Model Archive Institutions held by Persons, Families, Corporate Bodies producing Functions, Activities, etc do things created by Archives & Manuscripts Places, Concepts, Things, Events have subjects
  18. 18. 18 Which standards? The standards we are concerned with today form the basis of the data model found in IAMS:  Structure, e.g. ISAD(G)  Content, e.g. NCA Rules  Communication, e.g. EAD
  19. 19. 19 Why standards? Standards are tools that have benefits for us:  enable integration of disparate catalogues across Library  a single system will be easier and cheaper to manage  recruitment easier and gains in productivity  ensure that IAMS is a tool for the support of externally funded projects  future proofed metadata  benchmark provided for comparison with other institutions
  20. 20. 20 Why standards? Standards are tools that have benefits for the public:  access to some catalogues for the first time via ‘IAMS Online’  increased access points as data sharing possible within and outside library  easier for users to understand and use as similar to other online archive catalogues
  21. 21. Descriptive Entities and Relationships: Model Archive Institutions held by Persons, Families, Corporate Bodies producing Functions, Activities, etc do things created by Archives & Manuscripts Places, Concepts, Things, Events have subjects
  22. 22. Descriptive Entities and Relationships: Structure Standards ISDIAH held by ISAAR (CPF) producing ISDF do things created by ISAD(G) Place name/ Subject term have subjects
  23. 23. IAMS Structure Standards: Archives and Manuscripts  ISAD(G) provides data elements and rules for multi-level description for core archival description  Integration of archival description and manuscript (works) description: TEI v. ISAD(G):  Using ISAD(G) as aim is general resource discovery and mindful of resource implications  But have added Uniform Title element and are looking at integration of more granular manuscript descriptions where really necessary
  24. 24. IAMS Structure Standards: Contextual Entities  ISAAR(CPF) provides the data model for authority controlled records of people, families and organisations  No full ISDF records, but function term and description can be captured as part of the ISAAR(CPF) descriptions  No full ISDIAH records but a superstructure allowing capture of names and brief descriptions of repositories, collection areas, overarching collections and projects  For non exclusively archival entities – places, concepts, things and events  Collecting term and a note of the authority for it  Places noting place names and relationships as suggested by the NCA Rules
  25. 25. Descriptive Entities and Relationships: Content Standards none held by NCA Rules producing UK: IPSV etc? Aus: AGIFT do things created by Archives: none Mss: AMREMM NCA Rules and UKAT have subjects
  26. 26. IAMS Content Standards The following content/format standards are specified in IAMS:  Archives/manuscripts: no national content standard as such, so developed IAMS Cataloguing Guidelines taking into account institutional, national and international practice  NCA Rules specified for the format of person, family, corporate body and place names  UKAT thesaurus as the default for concepts, things and events; other vocabularies used where necessary for specialised material  Library of Congress for uniform titles
  27. 27. 27 Content Standards: References AGIFT: Australian Governments' Interactive Functions Thesaurus, http://www.naa.gov.au/records-management/create-capture- describe/describe/AGIFT/AGIFT-zip.aspx AMREMM: Pass, Gregory A, Descriptive Cataloguing of Ancient, Medieval, Renaissance, and Early Modern Manuscripts, Association of College and Research Libraries (Chicago, 2003) IPSV: Integrated Public Sector Vocabulary, http://www.esd.org.uk/standards/ipsv/ NCA Rules: Rules for the Construction of Personal, Place and Corporate Names, National Council on Archives (1997): http://www.ncaonline.org.uk/materials/namingrules.pdf UKAT: United Kingdom Archival Thesaurus, http://www.ukat.org.uk/
  28. 28. 28 Descriptive Entities and Relationships: Communication Standards EAD / TEI (Mss) EAG held by EAC-CPF producing EAC-F? do things created by
  29. 29. 29 Communication Standards: References Encoded Archival Context (EAC-CPF): Official website at http://eac.staatsbibliothek-berlin.de/ Encoded Archival Description (EAD): Official website at http://www.loc.gov/ead/ Encoded Archival Guide (EAG): see Desantes, Blanca, The Encoded Archival Guide DTD and the Censo-Guía de los Archivos de España e Iberoamérica Project: An electronic Guide to Spanish and Iberian American Archives, in Bill Stockting and Fabienne Queyroux ed, Encoding Across Frontiers, Haworth Press (2005) TEI (Mss): See the Manuscript Description module of the Text Encoding Initiative at http://www.tei-c.org/release/doc/tei-p5-doc/en/html/MS.html
  30. 30. Standards and Resource Discovery http://searcharchives.bl.uk
  31. 31. Contact Bill Stockting S&C Cataloguing Systems and Processing Manager william.stockting@bl.uk