2 Basis for this seminarOriginal webinar by Lisa Spiro delivered in 2009Report issued by CLIR (Council on Library and Information Resources) to support its Hidden Collections program, available atReport issued by CLIR (Council on Library and Information Resources) to support its Hidden Collections program (http://clir.org/pubs/reports/spiro2009.html)Web seminar originally presented in 2009Updated web seminar presented by Rachel Onuf in 2014Intention of wiki: Keep information up-to-date; add new information
3 Goals for this seminarUnderstand what an Archival Collections Management System (ACMS) is (and is not)Cost/Benefit AnalysisEvaluation of your institution to determine requirementsConsiderations for selecting a systemComparison of systems
5 Electronic Records System Electronic Documents System ERS/EDS/ERMSElectronic Records SystemElectronic Documents SystemElectronic Records Management SystemEnable organizations manage documents and records through the life-cycle from creation to destructionOften indicate in their sales documentation that they can “archive” records also, but aren’t referencing archival standards
6 Digital Asset Management Sub-set: Media Asset Management DAMDigital Asset ManagementSub-set: Media Asset ManagementSoftware system that support ingesting, cataloguing, storing, retrieving and distributing digital files
7 Trustworthy Digital Repository Trustworthy Information System TDR/TIS/PRTrustworthy Digital RepositoryTrustworthy Information SystemPreservation RepositoryA computer application designed to create, store, and retrieve data according to well- documented processes that ensure records based on those data are authentic and reliable
8 A collection of information resources in electronic format DLDigital LibraryA collection of information resources in electronic formatA service that uses information technology to provide services similar to traditional libraries, including selection and acquisition, cataloging, reference, and preservation, to provide access to information in electronic format.
9 What do all of these systems have in common? Primary focusis on individual file or recordmanagement and description
10 Archival Collections Management System ACMSArchival Collections Management SystemA type of software that typically provides integrated support for the archival workflow, such as appraisal, accessioning, description, arrangement, publication of finding aids, collection management, and preservation
11 Archival Collections Management System ACMSArchival Collections Management SystemManages information about the records or collection materials, not the items themselvesSupports higher levels of descriptionCollection/Record GroupSeriesCreator information
12 Archival Collections Management System ACMSArchival Collections Management SystemPlace to manage the metadata for various Content StandardsDACS (Describing Archives: A Content Standard)RAD (Rules for Archival Description)RDA (Resource Description and Access)ISAD(G) (International Standard Archival Description (General)
13 Archival Collections Management System ACMSArchival Collections Management SystemExport metadata to various Structure StandardsXMLEAD (Encoded Archival Description)EAC-CPF (Encoded Archival Context – Corporations, People and Families)MARC
14 Cost/Benefit Analysis ChallengesTime and expense in selecting, installing and maintaining the systemDifficulty adjusting archival workflows to accommodate new systemImporting existing “legacy” data can be challenging
15 Cost/Benefit Analysis BenefitsRaise the profile of your archivesIncrease use of your collectionsMinimize Data SilosStreamline workflowsMinimizes replication of data & effortReduces difficulty locating informationUtilize Standards-based data collection
16 Cost/Benefit Analysis BenefitsAddresses versioning problemsAllows for reports, analyzing patterns in dataMakes archival information (e.g. finding aids) available to larger communityLess time spent creating, searching, and manipulating metadata means more time can be spent connecting people to your materials…and doing everything else!
18 Evaluating your institution What types of collections do you have?Mostly institutional recordsMostly manuscript collectionsA lot of artifacts or individual objectsTraditional paper, hybrid collections or growing digital contentDigitized vs. Born Digital
19 Evaluating your institution How are you currently managing your collection information?Is the information in some digital form?If it is already in a system, can you get it out in a useful format?Can you crosswalk the data over easily?Do you have staff who are comfortable with this process or will you need to rely on outside help?
20 Evaluating your institution What is your technology infrastructure?Does the system have to work in a specific server environment?Do you have internal support or do you need to rely on a vendor?Is your institution open to using a hosted solution?Are there other systems your ACMS needs to be able to talk to?
21 Consideration for selecting a new system Lisa Spiro asked archivists to describe features of their “Dream Tool”:Easy to useEasy to import & export dataProvides remote accessIntegrates different types of archival informationPublishes to the webStandards-basedFlexible in accommodating different workflowsGenerates statistics & reports
22 Consideration for selecting a new system Needs assessmentInvolve stakeholders (archivists, IT staff, administration, end users)Establish a project plan with clear milestones and areas of responsibilityConduct a needs assessment:Do you really need new software, and is now the best time (given available resources, current projects, etc.) to pursue it?What kind of information is captured, by whom, when, and for what purposes?What are the weaknesses of your current system for handlingarchival information?Produce a weighted "features checklist”Interview current users of software you’re considering; see it in action through a site visit, if possibleDemo the software & ask lots of questions
23 Consideration for selecting a new system What kind of information is captured, by whom, when and for what purpose?Consider how many levels of hierarchical description you needDo you need additional add-on modules?AccessioningSpace ManagementConservation ActivitiesHow does the system handle multiple manifestations of an object?
24 Consideration for selecting a new system Multiple Manifestations – Functional Requirement for Bibliographic Records (FRBR)In a nutshell: There is the idea of a thing which is the Work and it is represented by multiple ManifestationsExample: A student’s thesis exists as multiple manifestations - a physical document, a Word .doc and a preservation pdf/a fileHow would this look in your ACMS?
25 Consideration for selecting a new system User Access to Collection InformationIs it integrated into the system?How much programming is needed?Can it be customized?Do you need a hosted option?Do you need/want digital surrogates?Can you print out a finding aid?
27 Terminology Comparison of Systems Open Source vs Commercial Hosted vs Locally InstalledWeb Publishing
28 Open Source vs. Commercial License CostFreeVariesCustomizationYou can customizeVendor typically offers customizationSecurity“Many eyes make all bugs shallow”Vendor responsible for fixing security holesSupport & trainingCommunity providesVendor providesSustainabilityMinimize risk of vendor collapse or lock-inOpen Source projects may disappear; vendors can make assurances of long-term support
29 Hosted vs. Locally Installed Advantages of HostedAdvantages of LocalVendor purchases & maintains hardwareArchives retain control over their dataVendor responsible for ensuring security of and access to dataArchives can more easily customize presentation of data themselvesArchives don’t have to rely on their own tech staff for support; may be good option for small archivesMany ACMS are designed to be easy to set up and maintainData available, backed-up at a different site than archiveLong-term access to data even if vendor failsVendors have expertise with softwareLocal likely cheaper than hosted service
30 Web Publishing Capabilities Advantages of Web Publishing FeaturesDisadvantages of Web Publishing FeaturesMake it easy to get information to the publicWeb publishing may entail additional costReach broader public without investing in additional publishing systemArchive may already have system for publishing info onlineMake information accessible quicklyIt may be difficult to customize how the data is presented
31 Archivist Toolkit Comparison of Systems Open Source Works in Windows/Mac/Linux environmentsHosted option not available
32 Archon Comparison of Systems Open Source Works in Windows/Mac/Linux environments (although Windows server is not recommended)Hosted option not available
33 ArchivesSpace Comparison of Systems Open Source Works in Windows/Mac/Linux environmentsHosted option available from Lyrasis
34 ArchivesSpace Record template The navigation panel on the left side of the ArchivesSpace staff interface provides a snapshot of the major high-level sections of an ArchivesSpace record.An ArchivesSpace record is a linear document, and, while scrolling through a record, the highlighted section of the navigation panel will change to keep the staff user oriented to the current position within the record.
38 CIDER – Collection Information and Description Environment Comparison of SystemsCIDER – Collection Information and Description EnvironmentOpen SourceLinux environment preferredHosted option not availableFlexible export of metadata for use in other systemshttps://github.com/TuftsUniversity/cider
41 CollectiveAccess Comparison of Systems Open Source Mac or Windows environmentHosted option not availableTwo components:Providence: core cataloguing and data management applicationPre-configured with several library and archival standards including DACS, PBCore, Dublin Core, VRA CorePawtucket: optional "front-end" publication and discovery platform
43 CuadraSTAR Archives Management (SKCA) Comparison of SystemsCuadraSTAR Archives Management (SKCA)CommercialWindows or Linux environmentHosted option through CuadraSTARSuite of products for museum and image collectionsStar Knowledge Center for ArchivesDemo/sales movie on site4 levels of hierarchy with sub-levels
45 Eloquent Archives Comparison of Systems Commercial Windows environment Hosted option through Eloquent cloud
46 Eloquent Archives (https://vimeo.com/55974157) Comparison of SystemsEloquent Archives (https://vimeo.com/ )
47 ICA-AtoM Comparison of Systems Open Source Windows/Mac/Linux environmentHosted option through Artefactual SystemsIntegrated with Archivematica and new ArchivesDirect servicehttps://www.ica-atom.org/Access to Memory
53 Re:Discovery Proficio Comparison of SystemsRe:Discovery ProficioCommercialWindows environmentHosted option not available
54 Re:Discovery Proficio Comparison of SystemsRe:Discovery Proficio
55 Re:Discovery Proficio Comparison of SystemsRe:Discovery Proficio
56 The Museum System (TMS) Comparison of SystemsThe Museum System (TMS)CommercialWindows environmentHosted option through Gallery Systemsservices/tms/
57 An increasingly common model Free software…Fee-based consulting: Whirl-i-Gig, CollectiveAccess's development team, works directly with end-users who require assistance in realizing their projectsData migration or new feature development, or a full project lifecycle from design to implementation to publicationWork-for-hire plowed back into the applicationAll work is performed under GNU General Public License v3, ensuring that contracted development becomes part of upcoming software releases
58 ConclusionsMany good options for managing, describing and publishing archival collections are availableWhich system you choose depends on:Desired features, depending on your users and the nature of your holdingsAvailable resources (especially money and technical support)And many other factors specific to your institutionConsult with the user community for an ACMS to determine what system is best for your institution