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Archival Collections Management Systems Presenter: Veronica Martzahl, MLIS, MA, CA March 31, 2015 ©2015 Society of American Archivists.

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Presentation on theme: "Archival Collections Management Systems Presenter: Veronica Martzahl, MLIS, MA, CA March 31, 2015 ©2015 Society of American Archivists."— Presentation transcript:

1 Archival Collections Management Systems Presenter: Veronica Martzahl, MLIS, MA, CA March 31, 2015 ©2015 Society of American Archivists

2 Basis for this seminar Original webinar by Lisa Spiro delivered in 2009 Report issued by CLIR (Council on Library and Information Resources) to support its Hidden Collections program, available at /spiro2009.html /spiro2009.html Report issued by CLIR (Council on Library and Information Resources) to support its Hidden Collections program ( o2009.html) o2009.html Web seminar originally presented in 2009 Updated web seminar presented by Rachel Onuf in 2014 2

3 Understand what an Archival Collections Management System (ACMS) is (and is not) Cost/Benefit Analysis Evaluation of your institution to determine requirements Considerations for selecting a system Comparison of systems Goals for this seminar


5 Electronic Records System Electronic Documents System Electronic Records Management System Enable organizations manage documents and records through the life-cycle from creation to destruction Often indicate in their sales documentation that they can “archive” records also, but aren’t referencing archival standards ERS/EDS/ERMS

6 Digital Asset Management Sub-set: Media Asset Management Software system that support ingesting, cataloguing, storing, retrieving and distributing digital files DAM

7 Trustworthy Digital Repository Trustworthy Information System Preservation Repository A 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 TDR/TIS/PR

8 Digital Library A collection of information resources in electronic format A 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. DL

9 Primary focus is on individual file or record management and description What do all of these systems have in common?

10 Archival Collections Management System A 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 ACMS

11 Archival Collections Management System Manages information about the records or collection materials, not the items themselves Supports higher levels of description Collection/Record Group Series Creator information ACMS

12 Archival Collections Management System Place to manage the metadata for various Content Standards DACS (Describing Archives: A Content Standard) RAD (Rules for Archival Description) RDA (Resource Description and Access) ISAD(G) (International Standard Archival Description (General) ACMS

13 Archival Collections Management System Export metadata to various Structure Standards XML EAD (Encoded Archival Description) EAC-CPF (Encoded Archival Context – Corporations, People and Families) MARC ACMS

14 Challenges Time and expense in selecting, installing and maintaining the system Difficulty adjusting archival workflows to accommodate new system Importing existing “legacy” data can be challenging Cost/Benefit Analysis

15 Benefits Raise the profile of your archives Increase use of your collections Minimize Data Silos Streamline workflows Minimizes replication of data & effort Reduces difficulty locating information Utilize Standards-based data collection Cost/Benefit Analysis

16 Benefits Addresses versioning problems Allows for reports, analyzing patterns in data Makes archival information (e.g. finding aids) available to larger community Less time spent creating, searching, and manipulating metadata means more time can be spent connecting people to your materials…and doing everything else! Cost/Benefit Analysis

17 Questions?

18 What types of collections do you have? Mostly institutional records Mostly manuscript collections A lot of artifacts or individual objects Traditional paper, hybrid collections or growing digital content Digitized vs. Born Digital Evaluating your institution

19 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? Evaluating your institution

20 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? Evaluating your institution

21 Lisa Spiro asked archivists to describe features of their “Dream Tool”: Easy to use Easy to import & export data Provides remote access Integrates different types of archival information Publishes to the web Standards-based Flexible in accommodating different workflows Generates statistics & reports Consideration for selecting a new system

22 Needs assessment Involve stakeholders (archivists, IT staff, administration, end users) Establish a project plan with clear milestones and areas of responsibility Conduct 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 handling archival information? Produce a weighted "features checklist” Interview current users of software you’re considering; see it in action through a site visit, if possible Demo the software & ask lots of questions Consideration for selecting a new system

23 What kind of information is captured, by whom, when and for what purpose? Consider how many levels of hierarchical description you need Do you need additional add-on modules? Accessioning Space Management Conservation Activities How does the system handle multiple manifestations of an object? Consideration for selecting a new system

24 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 Manifestations Example: A student’s thesis exists as multiple manifestations - a physical document, a Word.doc and a preservation pdf/a file How would this look in your ACMS? Consideration for selecting a new system

25 User Access to Collection Information Is 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? Consideration for selecting a new system

26 10 minute break and then Questions?

27 Terminology Open Source vs Commercial Hosted vs Locally Installed Web Publishing Comparison of Systems

28 Open Source vs. Commercial Open SourceCommercial License CostFreeVaries CustomizationYou can customizeVendor typically offers customization Security“Many eyes make all bugs shallow” Vendor responsible for fixing security holes Support & training Community providesVendor provides SustainabilityMinimize risk of vendor collapse or lock-in Open Source projects may disappear; vendors can make assurances of long-term support

29 Hosted vs. Locally Installed Advantages of HostedAdvantages of Local Vendor purchases & maintains hardware Archives retain control over their data Vendor responsible for ensuring security of and access to data Archives can more easily customize presentation of data themselves Archives don’t have to rely on their own tech staff for support; may be good option for small archives Many ACMS are designed to be easy to set up and maintain Data available, backed-up at a different site than archive Long-term access to data even if vendor fails Vendors have expertise with software Local likely cheaper than hosted service

30 Web Publishing Capabilities Advantages of Web Publishing Features Disadvantages of Web Publishing Features Make it easy to get information to the public Web publishing may entail additional cost Reach broader public without investing in additional publishing system Archive may already have system for publishing info online Make information accessible quickly It may be difficult to customize how the data is presented

31 Archivist Toolkit Open Source Works in Windows/Mac/Linux environments Hosted option not available Comparison of Systems

32 Archon Open Source Works in Windows/Mac/Linux environments (although Windows server is not recommended) Hosted option not available Comparison of Systems

33 ArchivesSpace Open Source Works in Windows/Mac/Linux environments Hosted option available from Lyrasis Comparison of Systems

34 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. ArchivesSpace Record template

35 A Customized Public Interface

36 Axiell CALM Commercial Windows based Hosted option through Axiell Integrated with Preservica preservation repository software Comparison of Systems

37 Axiell CALM Comparison of Systems

38 CIDER – Collection Information and Description Environment Open Source Linux environment preferred Hosted option not available Flexible export of metadata for use in other systems Comparison of Systems

39 CIDER Comparison of Systems

40 CIDER Comparison of Systems

41 CollectiveAccess Open Source Mac or Windows environment Hosted option not available Two components: Providence: core cataloguing and data management application Pre-configured with several library and archival standards including DACS, PBCore, Dublin Core, VRA Core Pawtucket: optional "front-end" publication and discovery platform Comparison of Systems

42 CollectiveAccess

43 CuadraSTAR Archives Management (SKCA) Commercial Windows or Linux environment Hosted option through CuadraSTAR Suite of products for museum and image collections Comparison of Systems

44 CuadraSTAR Archives Management (SKCA) Comparison of Systems

45 Eloquent Archives Commercial Windows environment Hosted option through Eloquent cloud Comparison of Systems

46 Eloquent Archives ( Comparison of Systems

47 ICA-AtoM Open Source Windows/Mac/Linux environment Hosted option through Artefactual Systems Integrated with Archivematica and new ArchivesDirect service Comparison of Systems

48 ICA-AtoM Comparison of Systems

49 Minisis M2A Commercial Windows environment Hosted option not available Suite of Library and Museum modules Comparison of Systems

50 Minisis M2A Comparison of Systems

51 PastPerfect Commercial Windows environment Hosted option not available Comparison of Systems

52 PastPerfect Comparison of Systems

53 Re:Discovery Proficio Commercial Windows environment Hosted option not available Comparison of Systems

54 Re:Discovery Proficio Comparison of Systems

55 Re:Discovery Proficio Comparison of Systems

56 The Museum System (TMS) Commercial Windows environment Hosted option through Gallery Systems services/tms/ Comparison of Systems

57 Free software… Fee-based consulting: Whirl-i-Gig, CollectiveAccess's development team, works directly with end-users who require assistance in realizing their projects  Data migration or new feature development, or a full project lifecycle from design to implementation to publication Work-for-hire plowed back into the application All work is performed under GNU General Public License v3, ensuring that contracted development becomes part of upcoming software releases An increasingly common model

58 Many good options for managing, describing and publishing archival collections are available Which system you choose depends on: Desired features, depending on your users and the nature of your holdings Available resources (especially money and technical support) And many other factors specific to your institution Consult with the user community for an ACMS to determine what system is best for your institution Conclusions

59 Archivist Toolkit Archon ArchivesSpace Axiell CALM CIDER CollectiveAccess CuadraSTAR Eloquent Archives http://www.eloquent- Resources

60 ICA AtoM Minisis M2A m2a.html m2a.html PastPerfect Re:Discovery Proficio The Museum System services/tms/ services/tms/ Resources

61 SAA’s Collection Management Tools Roundtable management-tools-roundtable management-tools-roundtable Documentation Portal 0a277FLP36b2hxX1JFb1Ywd00&usp=drive_web 0a277FLP36b2hxX1JFb1Ywd00&usp=drive_web Resources

62 Questions?

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